REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with Kimley-Horn and Associates, Inc for Services for the Traffic Signal Management Software Upgrade and Adaptive Signal System Project
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Department of Public Works, Traffic Engineering Division, operates and manages more than 150 traffic signals within the City using traffic signal software that was implemented over 20 years ago. While the existing software provides staff with the capability to check on the general status of a traffic signal and implement remote changes to the signal timing and operations, it is unable to provide staff with real-time information. The existing signal software system is unable to adapt to real-time changes in traffic flow in order to show how well a given corridor is operating, if it is operating efficiently, or if there is an issue with signal timing or signal equipment. This requires staff to make changes based solely on user complaints or staff observation.
In order to manage the City’s traffic signals, a new, advanced traffic signal management system is necessary. The ideal requirements of the new system include being user-friendly; capable of providing real-time corridor performance status to identify and troubleshoot traffic flow and/or signal equipment issues; and through an adaptive signal system, have the ability to make automated real-time traffic signal operations updates. These automated updates respond to changes in traffic and travel conditions which help provide smooth and efficient traffic signal operations.
Included within the Adopted Biennial Capital Improvement Program Budget for FY 2022/23 and FY 2023/24 are the following two projects in the Streets and Highways Capital Fund related to upgrading the City’s existing traffic signal management software: Traffic Signal Management Software Upgrade/Replacement (Project No. 1217) and Adaptive Signal System (Project No. 1239). These projects will upgrade the existing traffic signal management software, replace traffic signal controller firmware and equipment as necessary, and provide an adaptive signal system module and equipment. The adaptive signal module and equipment will allow for real-time monitoring and automated traffic signal timing adjustments on an initial set of select roadway corridors in Santa Clara including Pruneridge Avenue, Stevens Creek Boulevard, Kiely Boulevard, and Bowers Avenue.
DISCUSSION
Pursuant to City Code Section 2.105.140(c), a formal request for proposals (RFP) was conducted as the solicitation method for this procurement, with the final award recommendation based on “best value.”
The City published the RFP for the Advance Traffic Management System with Adaptive Traffic Control System on the City’s e-procurement system. Six proposals were received from the following firms:
• Cubic ITS, Inc.
• Econolite Systems, Inc.
• Kimley-Horn and Associates, Inc.
• Q-Free America, Inc.
• TransCore ITS, LLC
• Western Systems, Inc.
The evaluation process consisted of three phases. In Phase 1, the written proposals were evaluated and scored against the criteria and weights published in the RFP. Firms that earned the highest points were invited to advance to Phase 2 of the evaluation process. In Phase 2, firms were invited to oral presentations and provided the City with remote access for the evaluation panel to have hands-on experience with their proposed system. In Phase 3, two finalists were invited to submit their cost proposals for City review. The cost proposal considered all costs for software, hardware, implementation and configuration, and maintenance/support over a 10-year period.
The evaluation panel consisted of individuals from the Department of Public Works, the Information Technology Department, and the Santa Clara Valley Transportation Authority (VTA). Additionally, several other representatives from the Information Technology Department participated to observe and serve as technical advisors during Phase 2.
Based on the panel’s evaluation, Kimley-Horn and Associates, Inc (KHA) is recommended for approval. KHA provided the most advantageous, best value proposal and demonstrated their ability to provide a system that is user friendly, feature-rich, and well supported.
The proposed agreement (Attachment 1) includes a refined scope of services based upon negotiations and understanding of the work to be performed. The scope of services generally includes project management and coordination; data collection and field review; design plans, before and after studies for adaptive signals implementation; and the purchase, installation and testing of the new traffic signal management software. Also covered in the scope is the necessary equipment including adaptive signal systems, record drawings, staff training, and maintenance and support.
Staff recommends entering into the Agreement with KHA to complete the project. It is estimated that it will require two years to fully implement and test the new traffic signal management software system with on-going support and maintenance occurring for a period of eight years following completion of the installation.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or as a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
There is current funding of $2,470,685 in the Streets and Highways Fund, $1,520,685 in CIP Project 1217 - Traffic Signal Management Software Upgrade/Replacement and $950,000 in CIP Project 1239 - Adaptive Signal System, for this agreement.
The maximum compensation in the proposed agreement with KHA is $2,194,258 for the 10-year term which starts on or around May 1, 2023 and ends on or around April 30, 2033. The following table provides a breakdown of the total cost.
|
Cost Element |
Total |
|
System Implementation (Years 1-2) |
$1,651,770 |
|
10% Contingency for System Implementation |
$166,000 |
|
Ongoing Software Support and Maintenance (Years 3-10) |
$352,900 |
|
Estimated Sales Tax |
$23,588 |
|
Maximum Compensation |
$2,194,258 |
COORDINATION
This report has been coordinated with the Finance Department, City Attorney’s Office, the Information Technology Department, and City Manager’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager or designee to execute an agreement with Kimley-Horn and Associates, Inc. for the purchase of a Citywide Advanced Traffic Management System and Adaptive Traffic Control System, including all software, hardware, and professional services for design, implementation, configuration, support, and maintenance, for a term starting on or around May 1, 2023 and ending on or around April 30, 2033, with maximum compensation amount not-to-exceed $2,194,258, subject to the appropriation of funds.
2. Authorize the City Manager or designee to execute amendments to the agreement with Kimley-Horn and Associates, Inc. to implement any changes and enhancements to the system that may be required.
Staff
Reviewed by: Craig Mobeck, Director of Public Works
Approved by: Office of the City Manager
ATTACHMENTS
1. Agreement with Kimley-Horn and Associates, Inc.