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Home My WebLink About8.1 Signal Communication UpgradeDATE: TO: STAFF REPORT CITY COUNCIL CITY CLERK File #600-35 April 2, 2013. Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Manager SUBJECT: Approve a Capital Improvement Program (CIP) Project - Citywide Signal Communications Upgrade, and Approve the Extension of NOVANI, LLC, On -call Consulting Services Agreement Prepared by Obaid Khan, Senior Civil Engineer (Traffic/Transportation) EXECUTIVE SUMMARY: This item seeks City Council approval of a new CIP project. The 2012 — 2017 CIP identified Citywide Signal Communications Upgrade project (S-8) as underfunded in the Future Projects category. However, starting with the Fiscal Year 2011/12, the City began receiving revenues from the voter -approved Vehicle Registration Fee (VRF) program, and the proposed project is eligible under this program. The recommended CIP will replace and upgrade obsolete software and hardware at the existing traffic signals and the Traffic Operations Center (TOC) to enhance traffic signal operations and maintenance along the major city streets. It will also reactivate the use of existing traffic monitoring cameras for real time imagery, enable remote management of traffic signals during emergencies, and provide real time traffic information to the public via the City's web site. To assist the City in the project implementation, Staff is requesting the extension of the on -call consulting services agreement of Public Works technical consultant, NOVANI, LLC. FINANCIAL IMPACT: The total cost of the project is estimated at $390,237 over the Fiscal Years 2012/13 and 2013/14. Staff recommends using revenues from VRF ($295,359), and the Internal Services Fund ($94,878) to fund this project. The budget for the proposed CIP was appropriated as part of the Mid -Year budget adjustment approval at the March 5, 2013 City Council meeting. RECOMMENDATION: Staff recommends that the City Council approve a Capital Improvement Program (CIP) Project - Citywide Signal Communications Upgrade, and adopt Resolution amending the existing on -call consulting services agreement of Public Works technical consultant, NOVANI, LLC. Page 1 of 3 ITEM NO. 8.1 Submitted By Reviewed By Director of Public Works Assistant City Manager DESCRIPTION: The proposed project is designed to upgrade and enhance the existing traffic signal communications and maintenance program. The project will build upon the existing investment in the communication infrastructure at the TOC and the traffic signals in the City. It is comprised of three key elements as described below: 1. Operation and management of traffic signals to enhance traffic circulation and safety in the City. This aspect of the improvements will enhance the ability of staff to respond to community concerns and emergencies on traffic congestion and/or circulation at signalized intersections in a more efficient and comprehensive manner by using the remote communication access from the TOC. The City will also achieve cost savings by reducing the field visits to signals by having the ability to respond to concerns remotely. 2. On-going maintenance of the TOC and the traffic signal communications system. It is critical to maintain the citywide traffic signal communications systems on an on-going basis to meet the changing hardware and software needs. The requested funding for the project will establish a comprehensive monitoring process to maintain the communications infrastructure. It will enhance City’s ability to address traffic signal equipment failures proactively on an on-going basis. 3. Access to real-time data and traffic information. The proposed project will enable public access to real time data on the City’s transportation web page. The proposed data includes real-time field camera feeds, traffic turning movement counts, traffic volume, traffic speed, and congestion alerts. Some of the data will also be useful in conducting traffic studies for new or infill development, and therefore, will reduce the cost of such analyses by eliminating the need to collect such field data. BACKGROUND The City of Dublin’s TOC was constructed in 2002 as part of a joint project with the cities of Livermore and Pleasanton using grant funds secured by City of Pleasanton. The intent of the project was to implement signal communication infrastructure to interconnect the cities to allow for staff from each city to manage traffic signal operations directly from their respective TOC, which provides for greater efficiency with respect to day-to-day operations and the ability to respond to unexpected traffic incidents in a timely manner. The Alameda County Transportation Commission (formerly Alameda County Congestion Management Agency) further expanded the system as part of the I-580 Corridor Transportation Management Plan. The system allows for direct communication to approximately 45 traffic signal controllers and 9 traffic monitoring pan/tilt/zoom (PTZ) video cameras, as well as the sharing of data with the cities of Pleasanton and Livermore. Staff, with the assistance of NOVANI, LLC, has recently taken an inventory of equipment at the TOC and the signals, and has determined that expected life of some of the original equipment has ended and has also identified deficiencies in software and hardware due to the evolution of Page 2 of 3 technology. Due to these deficiencies, the current system is not functioning properly and is not able to provide that benefits to the community that are expected of such a system. With this new project, Staff has also prepared a long term plan that will ensure on-going maintenance and upgrade of the network in the future. The requested project funding will allow for the capital upgrade of the equipment and the on-going maintenance will be handled through the Internal Services Fund for equipment replacement, future VRF monies, and the operating budget of the Public Works Department. Extension of On-Call Consulting Services Agreement with Novani, LLC. The City is currently in contract with NOVANI, LLC for installing, configuring, and troubleshooting the TOC and signal communication system. The existing agreement is scheduled to expire on June 30, 2013. NOVANI has provided their technical expertise in conducting a technical inventory of the existing signal communication system and, in general, has performed satisfactorily in providing other related on-call services to the City. Due to their experience with the City’s communication infrastructure and the past history of good performance, Staff believes that NOVANI is best suited to do the system integration and equipment testing work that is required under the proposed CIP and therefore recommends that their existing agreement be extended until June 30, 2015. A resolution to amend the existing on- call agreement is included as Attachment 1. Project Cost and Next Steps: The proposed project was included in the 2012 - 17 CIP under the future projects category. This category was created to include those projects that are valuable to the City but did not have identified resources to implement them at the time of the CIP adoption. The recently voter approved VRF funding source has changed this limitation of resources for this key City project, and Staff recommends using the new revenue source to implement this project. The Internal Services Fund was created in 2002 for the replacement of equipment at the TOC, and it has accumulated approximately $216,000 as of the current fiscal year. Staff anticipates hiring NOVANI, LLC, current on-call consultant, to conduct system integration and equipment testing and installation at the TOC. The budget for this task is $37,000. Staff salary cost for this project is planned at $10,212, while the communication upgrade capital cost is estimated at $343,025. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None Required. ATTACHMENTS: 1. Resolution Amending the Existing On-Call Consulting Services Agreement of City’s Technical Consultant, NOVANI, LLC Page 3 of 3 RESOLUTION NO. - 13 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * APPROVING AMENDMENT TO AGREEMENT FOR TECHNICAL SERVICES WITH NOVANI, LLC CONSULTANTS WHEREAS, the City of Dublin (“City”), State of California, entered into an Agreement with NOVANI, LLC (“Consultant”) on October 19, 2011, to perform technical services; and WHEREAS, term of said Agreement expires June 30, 2013; and WHEREAS, City and Consultant now desire to extend the terms of the Agreement an additional two years until June 30, 2015; and WHEREAS , Consultant will maintain the rate schedule previously adopted on October 19, 2011; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the Amendment to the Agreement with NOVANI, which is attached hereto as "Exhibit A." BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Amendment to the Agreement on behalf of the City Council. PASSED, APPROVED AND ADOPTED this 19th day of March, 2013, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ___________________________ Mayor ATTEST: _______________________________________ City Clerk EXHIBIT "A" OF RESOLUTION _____- 13 AMENDMENT TO AGREEMENT BETWEEN CITY OF DUBLIN AND NOVANI, LLC FOR TECHNICAL SERVICES WHEREAS, the City of Dublin (hereinafter referred to as "City") and NOVANI, LLC (hereinafter referred to as "Consultant"), entered into an agreement on October 19, 2011, to provide technical services to City; and WHEREAS, term of said agreement expires June 30, 2013; and WHEREAS , City and Consultant wish to extend the term of the agreement for an additional two years, terminating June 30, 2015; and WHEREAS , Consultant will maintain the rate schedule previously adopted on October 19, 2011; NOW, THEREFORE, the parties hereto agree as follows: Section 1. Extension of Term The term of the agreement shall be extended from July 1, 2013, to June 30, 2015. Should a new agreement or amendment to agreement to extend the contract not be entered into by June 30, 2015, then this agreement will automatically extend until a new agreement or amendment to agreement is entered into or City gives written notice of termination. CITY OF DUBLIN NOVANI, LLC _____________________________ _______________________________ City Manager Principal ATTEST: _____________________________ Date: __________________________ City Clerk G:\CONSULTANTS\NOVANI\amendment 2012-13-exhibit A Novani