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HomeMy WebLinkAboutItem 7.2 Traffic Engineering Study 600 — so AGENDA STATEMENT CITY COUNCIL MEETING DATE: October 22 , 1984 SUBJECT: Comprehensive Traffic Engineering Study Consultant Agreement i EXHIBITS ATTACHED: 1 ) Proposals dated September 7 , 1984 •f rom: JHK and Associates Pal Consultants, ' Inc . Wilbur Smith and Associates TJKM /2 ) Draft Agreement J3 ) Office of Traffic Safety Grant/RFP Comparison RECOMMENDATION Approve the selection of JHK and Associates and authorize the Mayor to execute the agreement . FINANCIAL STATEMENT: Total contract price is $19, 500 . Funding will be provided through a grant from the California Office of Traffic Safety. DESCRIPTION: At the regular City Council meeting on August 13, 1984 , the Council authorized staff to circulate "Request For Proposals" (RFP ' s ) to conduct a Comprehensive Traffic Engineering Study. The RFP was mailed to twelve firms . The City received four responses prior to the September 7 , 1984 deadline . The proposal by Pal Consultants, Inc . did not address the City' s needs in sufficient detail . The proposals from TJKM, JHK and Associates , and Wilbur Smith and Associates, were compared to determine the scope and cost of proposed services.. Due to the cost of the Wilbur Smith proposal, this firm was eliminated from further consideration. City staff interviewed representatives from TJKM and JHK. It is staff ' s conclusion that the proposals presented by both firms addressed the scope of work outlined in the RFP. Given the lower cost of the proposal by JHK and Associates, staff recommends that JHK be selected to conduct the Comprehensive Traffic Engineering Study . The attached agreement has been reviewed by Mr. Abrams, Vice President of JHK and Associates . The agreement has also been approved by the Office of Traffic Safety. Staff has requested an extension of the final deadline to assure sufficient time to complete all phases of the project . The tentative extension approval will allow until June 30, 1985, for the entire project. JHK and Associates have estimated the completion of the speed surveys can be accomplished within six weeks from receiving authorization to proceed. It is recommended that the City Council authorize the Mayor to execute the agreement to conduct a Comprehensive Traffic Engineering Study . --------------J--------------------------------------------------- ITEM NO. /• COPIES TO: JHK TJKM Item 7.2 Exhibit One Missing Proposals dated Sept. 7, 1984 from: JHK and Associates, Pal Consultants, Inc., Wilbur Smith and Associates, TJKM CITY OF DUBLIN AGREEMENT TO CONDUCT COMPREHENSIVE TRAFFIC ENGINEERING STUDY CONTRACT NUMBER 138413 THIS AGREEMENT, made and entered into this 22nd day of October , 1984 at Dublin, County of Alameda, State of California, by and between City of Dublin through its duly elected or appointed officers, hereinafter called "CITY" and JHK and Associates , hereinafter called "CONTRACTOR" . WITNESSETH: That the Contractor for and in consideration of the covenants, conditions, agreements , and stipulations of the City herein expressed, does hereby agree to furnish to the City services and materials, as follows : Article I - Statement of Work The overall purpose of this contract is to complete a Comprehensive Traffic Engineering Study for the City of Dublin. The proposal submitted to the City on September 7 , 1984 shall become a part of this agreement. Items not explicitly stated in this article, but contained in the proposal shall be considered to be a part of this agreement . A summary of the tasks identified below is contained in Exhibit A. Exhibit B contains a time frame for completion of the project . The date( s ) may change, depending on when Contractor receives notice to proceed and as approved by City Manager Contractor shall assist the City with the selection of a micro-computer and appropriate software and peripherals . This equipment will be used to process information collected in the formation of a traffic information data base. Contractor shall devote approximately 2% of its effort on this portion of the work ( $400 . 00 ) . Contractor shall inventory all traffic signals, regulatory and warning signs, special pavement striping and markings and curb markings . The result will provide summary data on the number and types of devices, as well as location and condition. An implementation plan will also be provided to correct deficiencies . Contractor shall devote approximately 34% of its effort on this portion of the work ( $6 , 700 .00 ) . Contractor shall perform speed surveys at up to 25 locations within the City. Also included in this phase will be a review of accident records, roadside conditions , recommendations on revisions to existing speed limits . -The resulting report shall be adequate to be utilized by City to amend the city code establishing speed limits on certain streets and to utilize radar enforcement . Contractor shall devote approximately 24% of its effort on this portion of the work ( $4 , 600 . 00 ) . Contractor shall establish a computerized traffic record system which shall include the following : sign inventory, signal inventory, pavement marking inventory, accident data, citation data and traffic analysis programs . Contractor shall devote approximately 26% of its effort on this portion of the work ( $5 , 000 . 00 ) . Contractor shall prepare a final report documenting each of the aspects of the study. A draft will be provided to City Staff for their review. Contractor shall devote approximately 14% of its effort on this portion of the work ( $2 ,800 . 00 ) . Article II - Costs A . Pursuant to satisfactory completion of this agreement, a lump sum payment of $19 ,500 . 00 (which includes all expenses incurred by the Contractor ) will be made to the Contractor . Page 1 The above lump sum payment for satisfactory performance, includes salary, fringe benefits, overhead, profit and all other expenses incurred by the Contractor . B . Contractor shall be reimbursed for personnel assigned at the following rates which reflect only the cost of providing actual services and do not include profit or overhead. When Contractor is paid pursuant to this section, the amount paid shall include profit and overhead. Contractor has an overhead rate of 95% and profit is equal to 10% of the hourly rate including an adjustment for overhead as defined above . Payment subsequent to this section would only occur under the following conditions ; ( 1 ) the contract is terminated prior to the completion of the project, ( 2 ) the Contractor is unable to complete the project after beginning work . The actual amount paid shall be determined through an audit of Contractor ' s records . Charles M . Abrams $ 38 . 00/hour Jin J. Wang 24 . 00/hour Erik 0. Ruehr 18 . 00/hour Technician 9 . 00/hour Drafting/Clerical 11 . 00/hour Article III - Cost Limitation Total expenditures made under this contract shall not exceed the sum of $19 ,500 . 00 . Article IV - Method of Payment The Contractor will be reimbursed for costs incurred in the performance hereof as are allowable under the provisions of Part I-15 of the Federal Procurement Regulations . Contractor shall be reimbursed monthly in arrears based upon the estimated .' percentage of work completed. Consultant shall submit invoices in triplicate and addressed to the City Manager . The City shall retain 10% of the billings, which retention shall be paid to Contractor together with final payment , upon acceptance by the City and the California Office of Traffic Safety of the satisfactory final report . Article V - Subcontracting It is understood that Contractor may subcontract approximately 10% of the work to Transo Associates . This firm would be utilized to provide Staff for data collection and the preparation of the computer data base. The amount of work conducted shall not exceed $2,000 . 00 unless written consent of the City is given. Contractor shall not be permitted to subcontract any other portion of this contract without the express written consent of the City. Article VI - Completion Date Contractor shall complete the investigative portion of the work within six months of execution and approval of this contract and shall have completed the final report on or before June 30 , 1985 . Article VII - Reports Contractor shall furnish interim report quarterly as to the progress of the study or upon demand by the City or the Office of Traffic Safety. A final report in draft form shall be provided to the City and the Office of Traffic Safety thirty days prior to contract termination for review, recommendations and approval by both parties prior to the Contractor furnishing twenty printed copies of the approved final report . Final report is due thirty days after project completion. Costs incidental to the report ' s preparation or delivery that are incurred subsequent to the termination date of the proj-c:: are allowable. Pagel Article VIII - Publication A. Contractor shall not be authorized to copyright the final report without writen approval from the City and the Office of Traffic . Safety. Contractor shall also be prohibited during the term of the contract from copyrighting any papers , interim reports , forms, or other material which is a part of the work under the contract . .B . Publication rights to any documents produced are to be reserved to the City and the Office of Traffic Safety. C. All reports published by the Contractor shall contain the following statement on the credit sheet : "The opinions, findings, and conclusions expressed in this publication are those of the authors and not necessarily those of the Office of Traffic Safety, the National Highway Traffic Safety Administration or the Federal Highway Administration. " D. Both written and oral releases are considered to be within the context of publication. However , there is no intention to limit discussion of the study with small technical groups or lectures to -employees or students . Lectures to other groups which describe -the project but disclose neither data nor results are permissible without advance approval . E . All reports shall contain the following credit line: "In cooperation with State of California, Business, Transportation and Housing Agency, Office of Traffic Safety, the U. S . Department of Transportation, National Highway Traffic Safety Administration and Federal Highway Administration . " Article IX - Project Inspection The Office of Traffic Safety, the National Highway Traffic Safety Administration, the Federal Highway Administration, and the Administrator ,-,-, may review and inspect the Contractor ' s activities during the progress of the program. Article X - Accounting Records Contractor must maintain accounting records and other evidence pertaining to costs incurred which records and documents shall be kept available at the Contractor ' s California office during the contract period and thereafter for three years from the date of final payment of Federal funds hereunder . Article XI - Ownership of Data All data, maps , photographs , and other material collected or prepared under the contract shall become the joint property of the City and the Office of Traffic Safety. Article XII - Contract Termination This contract may be terminated at any time for breach and City may terminate unilaterally and without cause upon thirty days written notice to the Contractor . All work performed pursuant to the contract and prior to the date of termination may be claimed for reimbursement . Article XIII - Assignability Contractor shall not assign or transfer interest in this contract without the prior written consent of the City and the Office of Traffic Safety. Article XIV - Amendment It is mutually understood and agreed that no alteration or variation of the terms of this contract , or any subcontract requiring the approval of the City and/or the Office of Traffic Safety, shall be valid unless made in writing, signed by the parties hereto, and approved by all necessary parties . Page 3 Article XV - Non-Solicitation Clause "The Contractor warrants that he has not employed or retained any company or persons , other than a bona fide employee working solely for the consultant , any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this contract . For breach or violation of this warranty, the State shall have the right to annul this contract without liability, or , in its discretion to deduct from the contract price or consideration, or otherwise recover , the full amount of such fee, commission, percentage, brokerage fee, gift , or contingent fee . " Article XVI - Equal Opportunity Assurance During the performance of this contract , the Contractor agrees as follows : a . The Contractor will not discriminate against any employee or applicant for employment because of race, sex, creed, color or national origin . The Contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, sex, creed, color or national origin.- -Such action shall include, but not be limited to the following: . employment, upgrading, demotion or transfer ; recruitment or recruitment advertising; layoffs or termination; rates of pay or other forms . of compensation; and selection for training, including apprenticeship. The Contractor .agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause . b . The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor , state that all qualified applicants will receive consideration for employment without regard to race, sex, creed, color or national origin. C. The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or contract or understanding, a notice advising the labor union or worker ' s representative of the Contractor ' s commitments under this nondiscrimination clause and . shall post copies of the notice in conspicuous places available to employees and applicants for employment . d . The Contractor will permit access to his books, records and ; accounts by the applicant agency, the State, the Federal Highway Administration and/or the National Highway Traffic Safety Administration for purposes of investigation to ascertain compliance with this nondiscrimination clause . e . In the event of the Contractor ' s noncompliance with the nondiscrimination clauses of this contract, this contract may be cancelled, terminated or suspended in whole or in part . Article XVII - Indemnification Contractor shall assume liability and pay all costs of defense, including legal fees and court costs , and hold the City harmless from loss , damages, costs or expenses caused by any negligent or wrongful acts or omissions of Contractor ' s officers , employees and agents which may occur in the performance of the term, duties and obligations of this agreement . CITY OF DUBLIN, Mayor JHK and Associates ATTEST : City Clerk Page 4 EXHIBIT A PROJECT TASK SUMMARY Number of Hours Task Prof . Tech . Clerical Estimated Cost Purchase Equipment 10 -- -- $ 400 Conduct Inventory 80 170 20 6 ,700 Speed Surveys 48 60 -- 4 ,600 Record Systems 72 40 60 5 ,000 Final Report 40 -- 60 2 ,800 250 270 140 $19 ,500 r Page 5 EXHIBIT B Dublin Comprehensive TraTfic Engineering Study Proposed Schedule JHK & Associates eeks Following Notice Oct. November December January February March Task To Proceed 1 2 3 4 5 6 7 8 9 10 1 1 12 13 14 15 16 17 18 19 20 2122 23 2. Equipment Purchase *Radar Gun *Computer 3. Traffic Control Device Inventory 4. Speed Survey •Data Col l ecti o n • Recommendations 5. Traffic Record System *Traffic Control Devices *Accident Analysis *Citations ' 6. Final Report ; OFFICE OF TRAFFIC SAFETY GRANT RFP CO`1PARISON J H K TJKM Wilbur Smith X X X ' Assist w/computer selection X X Video X Video Sign Inventory X X if X or Signal Inventory X X Desired X Field Pavement Marking Inventory General Inventories X X X - Physical Condition X X - Night Time Reflectivity X X X - Proper Location per UTCD X X - X - Need for Addl Control/Device X ` X X - Need for Existing Control/Device X X Incl Cost X Implementation Plan X X X No a Speed Surveys @ 25 locations X X X . Computerization of Records X `..X X Assist w/Training use of Software X X X Develop User ' s Manual Review Accident Rates/Interesections X Prepare Collision Diagram X @ High Rate Locations X X No p Given X 2 yr Summarize 3 yr Accident History Conduct Field Investigation of High X Accident Locations . Photo Document Physical Problems X @ Site Identify Deficiencies for X Improvement Plans X X Design Citation Data Base X X No a Given Enter 2 yr Records on System X X X Final Report X X X Quarterly Reports X X Signal Inventory System Works X Flow Chart How Comp/Sery y X Frequency of Maintenance Speed Survey Report Suitable for X X Adoption Traffic Eng Drive each Roadway for X Reasonable Speed 5 Mo 6 Mo 4 .5 Mo Length of time to Complete Study YeS Yes Yes Conducted Other Similar Studies $ 19 ,500 $20 ,900 $22 ,500 Cost