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Home My WebLink About25G - AGMT - HARBOR TRAFFIC LIGHT SYNCREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JANUARY 19, 2016 TITLE: AMEND THE PROFESSIONAL SERVICES AGREEMENT WITH ITERIS, INC., FOR HARBOR BOULEVARD TRAFFIC SIGNAL SYNCHRONIZATION (PROJECT NO. 156828) (STRATEGIC PLAN NO. 6, 1B) t 111111 d 9 6 / CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1st Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Approve the amendment to the professional engineering services agreement with Iteris, Inc., to integrate an emergency vehicle preemption system as part of the Harbor Boulevard Corridor Traffic Signal Synchronization Project at the cost of $89,100 and an additional 12 months, which increases the total agreement amount to $844,100 and extends the expiration date to December 31, 2019, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION On January 20, 2015, the City Council approved a cooperative agreement with the Cities of Garden Grove, Fountain Valley, and Costa Mesa to implement the Harbor Boulevard Traffic Signal Synchronization Project at a cost of $1,852,000. The cooperative agreement identifies the City of Santa Ana as the lead agency for implementing the project. The project will provide traffic signal improvements and timing, and will maintain the interjurisdictional traffic signal synchronization of the Harbor Boulevard corridor for a three -year period. At the end of the three - year project, responsibility for ongoing signal timing maintenance will revert to the respective local agencies. On April 21, 2015, a three -year contract was awarded to Iteris, Inc., in an amount not to exceed $755,000 for the design of traffic signal timing and implementation of system improvements. During the design process, it was determined that the emergency vehicle preemption system (EVPS) components could be procured more cost effectively by the design consultant, compared to a construction contractor. Doing so would avoid the standard 15 percent equipment markup that contractors charge Therefore, staff recommends amending the agreement with Iteris, Inc., to include EVPS implementation for $89,100, which increases the total agreement to $844,100. In addition, due to the additional design effort related to implementing the EVPS, staff also recommends extending the contract for 12 months to December 31, 2019. (Exhibit 1). 25G -1 Amend Agreement with Iteris for Harbor Boulevard Traffic Signal Synchronization January 19, 2016 Page 2 STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal #6 - Community Facilities & Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City assets), Strategy B (equitably maintain existing streets and associated assets in a state of good repair so they are clean, safe and aesthetically pleasing for all users). ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT The Harbor Boulevard Corridor Traffic Signal Synchronization Project (15 -6828) was approved in the Fiscal Year 2014 -15 Capital Improvement Program. An additional $89,100 in funding is available for this agreement in that same FY 2014 -2015 Measure M2 Street Construction Fund (Account Nos. 03217663 -66220 and 03217662- 66220) and will be carried forward to the FY 2015 -2016 Measure M2 Street Construction Fund. APPROVED AS TO FUNDS AND ACCOUNTS: Nr )Fre o savlpo ur Francisco Gutierrez utive Director Executive Director c Works Agency Finance & Management Services Agency FM /EWG /VN Exhibit: 1. Proposed Amended Consultant Agreement 25G -2 FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT WITH ITERIS, INC. THIS FIRST AMEN'DMEN'T TO AGREEMENT is entered into this day of 2016, by and between Iteiis, hie. ( "Consultant "), and the City of Santa Ana, a charter pity and municipal corporation duly organized and existing under the Constitution and laws of the State of California ( "City" ), RECITALS A, On April 21, 2015, the City entered into Agreement #A•2015.056 with Iteris, Inc. to provide traffic signal synchronization and related matters ibr the term of three years. E. In accordance with the terms and conditions of the Agreement, the parties desire to amend the scope of services, compensation and tern of the Agreement. TITE PARTIES AGREE: 1, Section 1, SCOPE OF SERVICES, shall be amended to include the completion of the system procurement and integration work in the City of Costa Mesa in Task III, described and set forth in Exhibit A attached hereto, and incorporated by reference to this Agreement. 2. Section 2, COMPENSATION, shall be amended to increase compensation for the new task. in the amount not to exceed $89,100,00, described and set forth in Exhibit A attached hereto, and incorporated by reference to this Agreement. Therefore, the total amount of the Agreement shall not exceed $844,100.00 to pay for the additional services during the extended term. 3. TERM, shall be amended, to extend the term of said Agreement for an a additional one -year period from December 31, 2018 to December 31, 2019. Except as hereinabove modified, the tens and conditions of said Agreement remain unchanged and in full force and effect, IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement the date and year first above written, ATTEST; MARIA D. HUIZAR Clark of the Council CITY OF SANTA ANA DAVID CAVAZOS City Manager E Yj 0j1 25G -3 APPROVED AS TO FORM; Sonia R. Carvalho, City Attorney Ir. JOSE SAN VA Chief Assistant City Attorney RECOMMENDED FOR APPROVAL: FRED MOUSAVIPOUR, P.E. Executive Director of Public Works Agency CONSULTANT By: 'RAMa "c')"' Title: 5,tN60L Vq(,L- p"4,ow r Page 2 of 2 25G -4 r6enermabi' EXHIBIT A Memorandum To: Vinh Nguyen, City of Santa Ana From: Alicia Yang, Iteris Date: November 4, 2015 Job Number: A- 2015 -056 Re: PR 15 6828: Harbor Blvd CorridorTSSP— Amendment 01 Vinh, This Is an amendment request to Agreement tr A- 2015 -056, Harbor Boulevard Corridor Traffic Signal Synchronization Project (TSSP), dated April 21, 2015. Based on discussions with the cities of Santa Ana and Costa Mesa, it was agreed that the system procurement and Integration work In the City of Costa Mesa in Task III should be completed by Iteris. The scope, fee and updated schedule forthis request Is summarized below. SCOPE OF SERVICES Task III: Engineering (PS&E), System Procurement and Integration Iteris is currently tasked with procuring and integrating the IP communication devices, a traffic signal controller, and TMC upgrades along Harbor Boulevard in the City of Costa Mesa. As part of this amendment, the procurement and installation of all emergency vehicle preemption (EVP) devices in the City of Costa Mesa will also be the responsibility of Iteris under this task. Iteris staff will coordinate with appropriate vendors to furnish and install the EVP devices per the City's specifications. FEE The additional fee to complete this task is 89100. SCHEDULE The schedule to complete the additional task is as follows: • Procure EVP devices, including any cabling required by end of December 2015 • Installation of the EVP devices will occur in conjunction with cabinet upgrades in the City as part of this project, which is expected to be completed by Fall 2016 Note that this new schedule will extend the completion date of the Primary Implementatlon Phase from July 2016 to December 2016. Iteris is prepared to commence the additional task as soon as notice to proceed is granted. Please feel free to contact me with any questions at (949) 270 -9693 or axv @iteris.com_ I,JC(sr E129 fOJ, NIAlle. Hv nI 1 AV,l S,o, f le k I,, 'l,1W, A dnaAll l, 1"" t.F ]1119 i0a d,,, 1700 CamagleAwnue 1 Sate 100 I Santa Ana I CA 1 92705 5551 I W. 949.270.9400 1 fax 949270.9401 1 w ,tens.=n 25G -5 25G -6