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To City: CITY OF YORBA LINDA
Attention: Tony Wang, P.E.
Traffic Engineering Manager
4845 Casa Loma Avenue
Yorba Linda, CA 92886
To Consultant:
ITERIS, INC.
Attention: Braulio Ramirez, P.E.
Associate Vice President
1700 Carnegie Avenue, Suite 100
Santa Ana, CA 92705
9.2 Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement.
9.3 Integration; Amendment. This Agreement contains the entire understanding of the parties herein and supersedes any and all other written or oral understandings as to those matters contained herein, and no prior oral or written understanding shall be of any force or effect with respect to those matters covered thereby. No amendment, change or modification of this Agreement shall be valid unless in writing, stating that it amends, changes or modifies this Agreement, and signed by all the parties hereto.
9.4 Severability. In the event that part of this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or inability to enforce shall not affect any of the remaining portions of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless.
9.5 Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties.
9.6 Statutory References. All references in this Agreement to particular statutes, regulations, ordinances, or resolutions of the United States, the State of California, or the County of Orange shall be deemed to include the same statute, regulation, ordinance or resolution as hereafter amended or renumbered, or if repealed, to such other provisions as may thereafter govern the same subject.
9.7 Special Provisions. Any additional or supplementary provisions or modifications or alterations of this Agreement, if any, shall be set forth in an additional Exhibit “D” (“Special Provisions”) if any such Special Provisions exist. In the event of any discrepancy between the provisions of this Agreement and the Special Provisions, Special Provisions shall take precedence and prevail.
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9.8 Contract Documents. The Agreement between the Parties shall consist of the following: (1) this Agreement, (2) the Consultant’s signed, original Proposal (“Consultant’s Proposal”), and (3) the City’s Request for Proposals, (“City’s RFP), which shall all be referred to collectively hereinafter as the “Contract Documents”. The Consultant’s Proposal and the City’s RFP, which are both hereby incorporated by reference, and are made a part of this Agreement.
All provisions of this Agreement, the Consultant’s Proposal, and the City’s RFP shall be binding on the Parties. Should any conflict or inconsistency exist in the Contract Documents, the conflict or inconsistency shall be resolved by applying the provisions in the highest priority document, which shall be determined in the following order of priority, (1st) the terms and conditions of this Agreement, (2nd) the provisions of the City’s RFP, and (3rd) the provisions of the Consultant’s Proposal(s).
[SIGNATURES BEGIN ON NEXT PAGE]
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IN WITNESS WHEREOF, the parties have entered into this Agreement as of the date first written above.
CITY:
CITY OF YORBA LINDA
By:
MARK A. PULONE
CITY MANAGER
Dated:________________________________
CONSULTANT:
ITERIS, INC.
By:
Signature:
Title:
Address:_______________________________
_______________________________
By: __________________________________
Dianna Honeywell, Finance Director
ATTEST:
By:
Marcia Brown, City Clerk
By:
Signature:
Title:
Address:_______________________________
_______________________________
APPROVED AS TO FORM
RUTAN & TUCKER, LLP
By:
City Attorney, City of Yorba Linda
Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP 55 of the work effort, outlook, issues/ solutions, and
updated schedule shall be e-mailed to the City and
Partner Agencies.
• Attend all coordination meetings and prepare
meeting materials, including agenda, action items,
graphics, presentation aides, and notes/minutes.
• Attend OCTA Traffic Forum meetings (as requested) and prepare meeting materials, graphics, presentation
aides, and notes.
• Retain and provide electronic versions of all data files as directed by the City.
• Prepare graphics and presentation aides required for
all meetings.
• All documents provided in electronic form should be
those currently used by the City: Microsoft Office and
PDF files.
• All electronic data produced for the Project shall be provided on a flash drive.
• Monthly invoices in a format acceptable to the City,
shall include all third-party invoices and other
supporting documentation as requested by the City.
• All reporting and close-out documentations in
compliance with OCTA requirements and any
applicable regulatory agency.
TASK 2: DATA COLLECTION
The data collection task includes the gathering of all information needed to deliver the traffic signal improvements for the project and the optimized signal timing and synchronization for the corridor. Iteris has a unique approach to collecting data for both signal timing and PS&E tasks. Prior to conducting traffic counts, Iteris will use ClearGuide as we showed earlier in Figure 2, in the Project Understanding section to identify and compare if traffic patterns have returned to the “new” normal condition.
Once confirmed and with agencies’ concurrence, Iteris’
subconsultant, AimTD will conduct 7-day 24-hour ADT machine counts at critical locations (at least every 1-mile segment) to identify the peaking characteristics of the corridor and to identify proposed peak periods for the collection of turning movement counts as well as signal synchronization periods. All ADT locations will also include vehicle classification counts to determine heavy vehicle percentage.
AimTD will also conduct weekday and weekend peak period “true demand” turning movement counts at all study
intersections along the corridor, including offset signals using video cameras mounted on signal poles. These recordings can be conducted during the same week(s) as the ADT counts with the appropriate set-up to capture queues. Therefore, once the ADT data is analyzed, the turning movement count videos can be processed immediately without having to schedule another field visit and will also ensure turning movement counts will be representative of the ADT data and provide another layer Scope of Services
The following sections describe the tasks that Iteris will execute to successfully complete this project to achieve crossjurisdictional signal synchronization that the City of Yorba Linda can leverage in traffic operation moving forward, as well as satisfies commitments to OCTA, the stakeholders and Caltrans.
TASK 1: PROJECT MANAGEMENT
Excellent project management is crucial to the success of this project. A successful project is when the Cities of Yorba Linda, Anaheim, Placentia, and Fullerton are completely satisfied with the outcome and all goals and objectives are met. This is not only true during the implementation phase but also for the O&M phase of the project when any degradation of corridor performance is measured, and changes are needed.
Thus, at the initiation of the project, Mr. Braulio Ramirez will lead a project kick-off meeting with the City of Yorba Linda. As part of this meeting, communication channels and protocols will be established, the scope of work, schedule, and budget will be discussed, necessary information will be gathered, and a thorough understanding of the goals of the project will be obtained. Additionally, a second kick-off meeting will be followed with the partner agencies to identify specific goals and develop effective strategy to complete the project.
Iteris takes great pride in its proactive methods for staying in contact with project clients. Iteris understands that city staff have other jobs to perform outside of this project and want to be as efficient and effective as possible with their time. Thus, project management techniques will be modified to meet the city’s needs as well as catered towards the requirements of OCTA, which Iteris is familiar with as they are currently working with the City of Yorba Linda as part of the Tustin Avenue/Rose Drive RTSSP project. Iteris also strives to ensure that meeting notes are developed after every meeting, which capture the items covered and decisions made.
Project Management and Contract Administration will be
ongoing throughout the duration of the project, including the two-year period allocated for monitoring and maintaining the system after construction of improvements and implementation of optimized timing plans. Iteris will also guarantee that all administrative items that the city is responsible for to update OCTA as it relates to funding as well as project progress, will be created and maintained by Iteris throughout the entire project and for project closeout.
Deliverables:
• Organize and lead Project Kick-off Meetings and
prepare agendas and meeting materials.
• Draft and Final Detailed budget and schedule.
• Monthly progress reports, including detailed status
EXHIBIT A
SCOPE OF SERVICES
56 Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH (Page 15) of quality control. The choice to record the intersection turning movement counts during the same week as the ADT counts
will be discussed and approved by the stakeholders prior to collecting.
Another important data collection task that we will start immediately is the utility coordination for new conduit segments and service pedestals, which will be ongoing and consist of the following:
• Submit utility information requests to all utility
companies
• Obtain utility plans showing location and size of all utility lines and appurtenances within the project area to be shown on our design plans
• Prepare a Utility Notification Log to track utility
company contacts and responses including contact
information and dates of all outgoing and incoming
correspondence.
Deliverables:
• Prepare a report summarizing the findings of the data collection completed in Task 2. This report is to be
incorporated in the Primary Implementation Project
Report (Task 8).
• Electronic versions of all data files, organized and
compiled in a logical manner.
TASK 3: FIELD REVIEW AND PLANS,
SPECIFICATION AND ESTIMATES
SUB-TASK 3.1: FIELD REVIEW
Iteris will conduct detailed field review of the project area.
Our field reviews will note any intersection (including cabinet equipment) and corridor issues. Each study intersection and controller cabinet will be visited and inventoried. In addition, we will open the existing pull boxes to verify conduit sizes and evaluate conduit capacity; document existing utilities or markings that can be captured through visual investigation as needed for new conduit segments. To facilitate the field review process, Iteris will use FastField, a web- and mobilebased application, during our field review. This application will enable us to input data into mobile devices while in the field and produce high-quality customized reports (shown below).
The reports will depict lane geometry, existing equipment (controllers, communication cables, IP devices, etc.), phase diagram, and pictures of inside and outside of the cabinet.
Our field review will document the existing detection settings and identify any modification that will be required for deployments of SPM system or signal responsive/adaptive operations. We will identify critical intersections (those with high pedestrian or bicyclist volumes, over-saturated and/ or closely spaced intersections), uneven lane distribution, high volume heavy vehicle intersections, and high volume un-signalized intersections along the study corridor to gauge their impact on signal progression. As mentioned in the Project Approach, we have performed preliminary field investigations within all cities and have prepared 30% plans as part of a different project within the City of Yorba Linda for the communication upgrades. This effort has given us a clearer understanding of the necessary upgrades and alternate solutions we can provide the cities.
Information collected as part of this task will be summarized in a report that will detail the findings of the field review, identify planned and programmed improvements, identify
equipment and develop costs for work to be performed, identify deficiencies and include, if applicable, simple low-cost solutions.
The report will also include a review of the existing signal timing parameters in comparison to the appropriate governing standard timing parameters. Having performed numerous RTSS projects for OCTA and the local agencies, we have a set format for collection and presentation of the Field Review information collected as part of this subtask, used successfully on several projects.
Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP 57 F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH (Page 16) completed using AutoCAD. Plans will be prepared in standard measure units and based on the level of detail required; design drawings will be developed at 1”=20’ for traffic signal modification plans and 1”=40’ scale for interconnect plans.
Communication schematics will also be provided, which will identify the appropriate splicing details to achieve the desired and intended operation.
Iteris is familiar with coordinating with Southern California Edison (SCE) for design of new or upgraded services and is aware that their services can be delayed. SCE design and installation fees shall be paid by Iteris and reimbursed by the City of Yorba Linda with proper documentation. Because the fees vary by location and design efforts from SCE, a dollar amount is unknown at this time. Therefore, we will not include the permit fees in our cost proposal since the city will reimburse Iteris after invoice from SCE is received.
Sub-Task 3.1 Deliverables:
• Prepare a report summarizing the findings and
recommendations of the field review. This report is to
be incorporated in the Primary Implementation Project
Report (Task 8).
• Electronic versions of all data files, organized and
compiled in a logical manner.
Sub-Task 3.2 Deliverables:
• Utility coordination documents and records, including all letters of requests, responses, as-built drawings,
utility logs, Preliminary and Final Notices.
• All permit application submittals and final issued
permits.
• Plans, specifications and estimates for 60% and 90%
level design, in both hard copy and electronic copy
format. Copies of each level of design shall be provided to each Partner Agency.
• SCE approved final plans for new or upgraded services and relevant invoices.
• Review Comment and Resolution tracking log, in Excel
format.
• Original files of the PS&E for each level of design (60%, 90% and Final), including AutoCAD or MicroStation
files, Word and Excel files.
• Any design and quantity calculations.
• Final PS&E package, signed and stamped by a California Licensed Professional Engineer. Final PS&E package
shall be in both electronic and hard copy. Electronic
file shall be in PDF format. Hard copy shall include one full size (36”x24”) set of plans, on mylar for City
records. Hard copy specifications shall be GBC bound.
Copies of Final design shall be provided to each Partner Agency.
SUB-TASK 3.2: PLANS, SPECIFICATION AND
ESTIMATE
Iteris will develop plans, specifications and estimates (PS&E) bid packages and support the city during bidding and
construction. Based on city-provided data (e.g. signal plans, street improvement plans, existing signal timing plans etc.) and a thorough field review of the project corridor, design plans, specifications, cost estimates, and bid and contract documents will be prepared for the installation of new and/or upgraded traffic signal control, communication hardware, and software as required.
Iteris will work with the Cities of Yorba Linda, Anaheim, Placentia, Fullerton, Caltrans agency at the outset of the project to discuss our approach to provide plans that are both biddable and detailed enough to achieve the agency’s objectives. More importantly, Iteris focuses the effort on the overall city’s goals while considering upgrades for future projects. For example, communication upgrades can serve not only for the communication needs of the current project signals, but citywide communication needs. Iteris has worked with agencies to leverage fiber communication systems for the Fire Department, Citywide IT needs, Utility SCADA systems and many more. Thus, Iteris ensures citywide information is documented and we develop optimum solutions that serve
these goals. Therefore, we focus on detailed field work for communication upgrades after meeting with the agencies to ensure the investment made in this project can serve a citywide robust and redundant infrastructure for the current project needs and future citywide goals.
After Iteris has verified design requirements with field review and record documentation, Iteris will provide the cities with a strategy for final plan production. It is expected that traffic signal modification plans will be required for all locations that have installation/upgrades of signal controller/cabinet, smart video detection, signal head upgrades, and fiber installation.
These plans will detail the removal and installation of cables in existing conduit as appropriate. For new detection locations, the plans will identify appropriate detection zones and channels in addition to all equipment needs at the traffic signal cabinet.
In addition to these details, the traffic signal modification plans will include all existing equipment including location of all traffic signal elements, conductor schedule, phase diagram, cabinet equipment, and fiber optic cable schematic. For locations where only the controller is being installed, it is anticipated that a full traffic signal modification plan is not necessary. At a minimum, a plan will be provided detailing the work needed to update the controller and the location of the cabinet.
Once the details of the project elements have been identified and agreed upon by the cities, Iteris will begin the detailed design phase, led by Mr. Paul Frislie, PE, IMSA for the 60%, 90%, and Final submittals. All design drawings prepared will be
58 Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH (Page 17) TASK 4: SYNCHRONIZATION SYSTEM
CONSTRUCTION
SUB-TASK 4.1: BID SUPPORT
After the design has been successfully completed, the
Iteris team will help during the bidding phase. Once the construction project has been awarded to a contractor, Mr.
Braulio Ramirez, PE., will lead the construction management support services for the traffic signal modifications and communication improvements. Iteris will not only oversee the construction details of the intersection improvements but will also provide updates and reports to inform the cities of the construction progress. Fulfilling this task will help ensure that the construction of this project will be completed on time and minimize interruptions to the traffic flow.
SUB-TASK 4.2: CONSTRUCTION ENGINEERING AND
MANAGEMENT
Iteris will provide construction management support to each city. Iteris will help review request for information (RFI). This will assist in avoiding defects and deficiencies in the work of the contractor. In support of this task, Iteris will conduct the following activities:
• Arrange pre-construction meeting
• Review shop drawings submitted by contractor
• Cost management – assist cities in monitoring the
project with respect to the contract amount by keeping
track of change orders if any, claims, control of
quantities, and other factors affecting project cost
• Quality management – assist cities in monitoring the
contractor’s progress with respect to the quality of
work specified in the plans and specs
• Schedule adherence – assist cities in review duration of activities, milestones, submittal lead times
TMC and Field Equipment Integration Support
The Iteris team led by Mr. Omid Modaghegh, MCSE, IMSA,
and Felipe Ortega will provide overall system integration which includes which includes connections to each city’s TMC. The Iteris team will provide technical oversight and integration support for individual improvement with expertise to realize the overall goal of the project. We will work hand-in-hand with the contractor and system vendor in configuring IP devices and TMC integration. We will test and verify the connectivity from a TMC to field equipment for proper bandwidth and latency requirements for the ITS network. This is essential for a robust and reliable network to meet the needs of integration of future integration of projects.
Our team of experts will expand on existing or generate new Virtual Local Area Networks (VLANs) for the communications network, and configure switches, controllers, Internet Protocol (IP) cameras, VDS, etc. for deployment. Iteris networking experts evaluate the communication topology and network schema
such that the designs are optimal for not only the current project, but also ideal citywide operation for future projects.
Construction Documentation
It is imperative to document the condition of all equipment that is accessed or modified through this project prior to construction starting so that the condition of all equipment is documented, and the post construction condition does not negatively impact the existing traffic equipment.
In case equipment stops working or accidentally gets damaged, taking pictures (as shown in task 2) will assist to identify existing conditions of equipment prior to construction. Equally important is to document the existing condition of all system and communication components prior to shutting down the existing systems, so the status and expectations of the new system is documented, and all operational elements of the new system must be operational when the new system is
activated.
SUB-TASK 4.3: AS-BUILT RECORDS
Once the contractor has completed construction, the project will move into the post construction phase. In support of this task, Iteris will conduct the following activities:
• Punch list – Iteris will assist City inspectors in the final walk-through ensuring compliance with
construction requirements and providing a thorough
“punch-list” of items that must be corrected and/or
completed to satisfy the project requirements.
• As-builts – Iteris and the Cities will verify that the contractor maintains an accurate record of all
changes in the plans which include change orders, RFIs, any addendums, and additional details. Iteris will
compile and re-submit final as-built to both Cities.
Deliverables:
• Response to RFIs, Addenda and Bid Analyses as a result of Bid Support.
• Construction engineering and management records
and files, including, but not limited to:
» Pre-Construction meeting agenda and notes
» Construction progress meeting minutes and
notes
» Submitted shop drawings and materials
submittals and subsequent reviews and
responses
» Contractor correspondence
» Contract change order requests, calculations,
estimates and documentation
» Compilation of all relevant inspection reports
and photos
» Tracking of quantities of work completed and
progress payments records and calculations
Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP 59 F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH (Page 18) Deliverables:
• “Before” Study report.
• Electronic versions of all data files, organized and
compiled in a logical manner.
TASK 6: SIGNAL TIMING OPTIMIZATION AND
IMPLEMENTATION
Clearly identifying the existing operational issues and signal system improvements is especially important. For this proposal purpose, we identified some existing critical locations.
Preliminary field observations and review of data available in ClearGuide reveal consistent slowdowns and/or stops at Associated Way, SR57, Kraemer Boulevard, Rose Drive, Imperial Highway, and Santa Ana Canyon Road.
We will present optimization concept in the kick-off meeting to collect comments from the Cities of Yorba Linda, Anaheim, Placentia, Fullerton and Caltrans agency. Our team is aware that this corridor’s complexities are unique but not overly difficult. We also understand that agencies often have a strong preference regarding using signal timing and synchronization strategies. Our team will strive to meet each agency’s
preferences, while providing information on the benefits of signal synchronization along the corridor.
SUB-TASK 6.1: PROPOSED NETWORK MODELING
The intersection features and traffic data collected in Tasks 2 and 3 will be used to prepare and calibrate a traffic model that encompasses Yorba Linda Blvd/Weir Canyon Road RTSSP project limits and all the signalized intersections on major crossing arterials that are near the project corridor. The congestion hotspot data and field observations will be used to calibrate and verify the Synchro models, which will serve as the baseline condition for the evaluation and selection of optimization alternatives. The traffic models will be developed and submitted using Synchro version 11 and Tru-Traffic 10 using a GIS shapefile as the background to develop the base roadway configuration. The development of the models will be consistent with the city’s intersection numbering guideline, or the OCTA Countywide Synchro Network as administered by the GIS/ROADS database. Any modification, additions or removal of intersections will be approved by participating cities.
SUB-TASK 6.2: NEW TIMING IMPLEMENTATION
Basic Timing Review
Prior to conducting signal coordination optimization, Iteris will perform phase and pedestrian timing analysis for all project intersections identified in the scope. The methodology of basic timing calculation will be consistent with the latest version of California Manual of Uniform Traffic Control Devices (CA MUTCD), industry best practices, and agencies’ timing preference. The parameters will be a function of field measurements and speed data collected through City Speed » Guarantees, certifications, affidavits, leases,
easement deeds, operating & maintenance
manuals, warranties and other documents as
stipulated in contract documents
» Electronic versions of all files, organized and
compiled in a logical manner.
• Final As-Built record drawings in both hard copy and
electronic format; provided to each Partner Agency.
TASK 5: CORRIDOR “BEFORE” STUDY
Iteris will conduct a travel time and delay ’before’ study along the project corridor using the floating car method and TruTraffic Version 10.0 Software. This study will serve the following purposes:
• Serve as a base point of comparison to quantify the
improvements of the Measure of Effectiveness (MOE)
and Corridor Synchronization Performance Index (CSPI)
with the deployment of the new signal timing plans
• Supplement volume and timing analysis in determining
congested corridor segments
• Identify operational deficiencies and queuing
conditions (in conjunction with field review)
A minimum of five (5) runs will be conducted in each
direction to obtain a statistically valid estimation. Prior to performing travel time runs, we will review the existing timebased coordination schedule and ADT counts to determine appropriate study hours to cover the true peak hour for each peak period. ‘Before’ studies will be conducted just before new timings are implemented, as preferred by the city.
Iteris has been using our ClearGuide system to supplement data collected from travel time runs. The limitation of travel time data is it is too small a dataset to reflect the true operation over the entire corridor for the entire peak period for multiple days. Iteris will utilize ClearGuide to supplement the data collected during the travel runs and develop a true performance benefit for all the vehicles on the corridor and not only a single vehicle driving and collecting data that could experience some performance skew.
The ‘before’ data collection task as well as the resulting graphical outputs will provide an easy way to initially identify bottlenecks along the corridor. One draft and one final version of the technical memorandum presenting the MOE results, as well as the results of the CSPI quantification for the ‘before’ conditions will be submitted. In addition to the floating car data, the report will address optimization strategies for improved signal synchronization including, but not limited to, the flow of traffic along the corridor, coordinated subsystems, and zones and segments. The report will be organized in such a manner as to clearly provide a picture of traffic patterns on the corridor during all identified coordination periods.
60 Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH (Page 19) survey’s or observed posted speed limits. Iteris will coordinate with agencies’ staff for special considerations at turning movement in association with the Institute of Transportation Engineers (ITE) latest Guidelines for Determining Traffic Signal Change and Clearance Intervals. We believe the optimum timing settings require not only familiarity with timing guidelines but also a thorough understanding of controller firmware and operational features of the existing central systems. The timing parameters to be reviewed include the following, at a minimum, which are critical to safety for vehicle, pedestrian, and bicyclist:
• Minimum Green
• Bicycle Minimum Green
• Yellow Change Interval
• All Red Interval
• Pedestrian Walk Time
• Pedestrian Flashing Don’t Walk Time
The Iteris basic timing calculation spreadsheet tool has been used in numerous TSS projects and well adopted to expedite agencies’ review. We will also evaluate the controller parameters and capabilities (density features, dynamic maximums, time of day functions, traffic responsive/adaptive, etc.) to provide participating agencies with additional recommendations for optimum performance during coordinated and free operation.
Optimization of Signal Coordination Plans
Our methodology to optimize a study corridor or grid network is shown in Figure 6. Cycle length selection is a critical step in developing signal coordination plans. A longer cycle length may provide better progression along the corridors but could increase side street delay and queuing. Alternatively, decreasing the cycle length to reduce the side street delay may increase the overall delay and number of total stops.
We developed a unique iterative methodology to determine ideal cycle lengths for each study intersection. Extensive project studies show this capacity-based method provides more accurate results than purely delay-based methodologies adopted by the Highway Capacity Manual and Synchro software.
In selecting each intersection’s critical cycle lengths, the following factors and conditions were taken into consideration:
• Intersection “true demand” of turning movement
counts.
• Each intersection’s unique lane geometry and
operation.
• Realistic minimum splits for vehicular turning
movements.
• Amount of pedestrian and bicyclist activities at each intersection
During the determination of critical cycle lengths, Iteris will treat each intersection as an isolated signal and evaluate the cycle lengths for the following conditions:
Figure 6 – Signal Timing Methodology
Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP 61 F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH (Page 20) Immediately after implementation, we will conduct fine-tuning in the field to monitor signal cycling at each intersection as well as actual progression along the corridor. The fine-tuning usually takes at least three weeks, which gives the field team plenty of time to observe the new timing plans under varying traffic conditions and make changes as appropriate. Timing fine-tuning will be completed using the Tru-Traffic and Synchro software to provide the participating agencies with historical data during the travel runs and to identify reasoning for any modifications conducted during the fine-tuning task. Iteris also recently adopted TranSync software in the finetuning of an on-going Main Street RTSSP project.
Iteris will also continue to find opportunities for SPM implementations with the City of Yorba Linda and will utilize the measures provided but such tools when available.
SPM coordination, termination and wait time charts will be used to provide a better understanding of intersection performance throughout the implementation and finetuning period, especially for periods when we are not able to physically observe conditions. Any adjustments to controller settings will also be made as necessary and documented in an Iteris implementation log. Upon completion of the field implementation and fine-tuning, the Synchro models will be updated to match the field conditions.
Sub-Task 6.1 Deliverables:
• Proposed Synchro files for the existing and optimized conditions
• Proposed Tru-Traffic files for the existing and optimized conditions
• Draft and final network modeling technical
memorandum
Sub-Task 6.2 Deliverables:
• Basic timing review and existing condition analysis
technical memorandum
• Coordination optimization technical memorandum
• Implementation-ready timing sheets
Sub-Task 6.3 Deliverables:
• Memorandum documenting the signal timing
implementation and finetuning.
• Field implementation of optimized traffic signal timing plans, including all required fine-tuning.
• Electronic versions of files from all Traffic Signal
Modeling Software programs used.
TASK 7: CORRIDOR “AFTER” STUDY
Similar to the ‘before’ travel time study, five floating car runs will be conducted four weeks after the fine-tuning and approval of implementation of new timing plans. The ‘after’ travel time study will be done on the same days of the week, and at the • Cycle lengths required to accommodate vehicle turning movement volumes and all pedestrian clearance times
– “With All Ped”.
• Cycle lengths required to accommodate vehicle turning movement volumes only – “With Veh Only”
• Cycle lengths required to accommodate vehicle turning movement volumes and pedestrian crossing demand
for the coordinated phases only (i.e., split time was
calculated to meet vehicular demand only, which may
be lower than the pedestrian clearance times for the
side street) – “With Coord Ped”.
We will use the calculated critical cycle lengths to develop four TSS plans (Weekday AM, Midday, PM; and Weekend
periods). The Synchro network models will be derived from the base model developed under subtask 6.1. The SimTraffic simulation will then be carefully observed to identify segments of the corridor needing special operational analysis. We will develop time-space diagrams using Tru-Traffic Version 10.0 to augment the Synchro models. Locations noted to have
existing cross coordination will be analyzed for split and sequence optimization unless otherwise approved by the
respective Agency to evaluate whether a different cycle length is recommended.
Our vast experience in Orange County and working relationships with nearly all the cities allows us to provide value-added services and additional solutions to assigned project corridors.
These include the development of school/summer timing plans and traffic operations reviews by in-house traffic responsive/ adaptive experts to ensure the optimized plans are completed to serve the project goals and objectives for the project corridor. Experience has shown that multi-jurisdictional projects require continued communication and coordination with the participating agencies and OCTA. Our relationship and trust with all the local agencies and Caltrans will allow for that communication.
SUB-TASK 6.3: OPTIMIZE SIGNAL TIMING
We consider implementation to be the most critical phase of a signal synchronization project and understand each agency has its own requirements for implementation and fine-tuning.
Through the existing and completed RTSSP projects, both led by OCTA and the local agencies, Iteris has developed numerous implementation ready timings in agency preferred format (Synchro printouts, marked-up timing sheets in PDF, new Excel files, etc.). Iteris has completed new timing implementation through central systems, and at controllers. We separate the act of implementing new signal timing plans from fine-tuning signal patterns/plans to ensure each intersection is operating as planned prior to any fine-tuning efforts. The implementation team is staffed with qualified specialists fully trained in signal retiming projects.
62 Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH (Page 21) same time of day as the ‘before’ travel time study. The same MOE and CSPI will be collected to evaluate the improvements of the synchronization plans and implementation.
In addition, as a value-add service, Iteris will load fine-tuned timing plans into TranSync-M mobile app and verify them in the field during travel time after study. TranSync files including recorded videos of traffic progression and trajectory of travel time runs will be provided for City’s review and presentation purposes.
Upon completion of the ‘after’ travel time study, Iteris will submit a memorandum specifying the results of the ‘before’ and ‘after’ travel time studies with reference to the MOE Table 7 – Signal Timing Improvements on Recently Completed Projects in Orange County TSS PROJECT CITIES/AGENCIES # SIGNALS B/C RATIO
Bristol St Santa Ana, Costa Mesa and Newport Beach,
and Caltrans 45 12:1
Harbor Blvd Santa Ana, Garden Grove, Fountain Valley,
Costa Mesa, Caltrans 46 17:1
Coast Hwy Newport Beach and Caltrans 27 17:1
Marguerite Pkwy Mission Viejo 30 18:1
Von Karman Ave Tustin, Irvine, and Newport Beach 30 20:1 Main Street Orange, Santa Ana, Irvine, and Caltrans 67 33:1 Katella Avenue
Los Alamitos, Cypress, Stanton, Anaheim,
County of Orange, Garden Grove, Orange, and
Caltrans
73 31:1
elements. Table 7 summarizes the benefits of recently
completed RTSSP projects we have performed for OCTA and the local agencies, by listing the Benefit/Cost (B/C) ratios over a three-year period. All our projects have resulted in significant improvements in travel times, with B/C ratio as high as 33:1.
Deliverables:
• “After” Study report.
• Electronic versions of all data files, organized and
compiled in a logical manner.
• Two (2) synchronized videos showing “Before” and
“After” runs for AM and PM peaks.
• All Trip Logs gathered during the “After Runs” shall be plotted accurately on the final time-space-diagrams.
Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP 63 F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH (Page 22) TASK 8: PRIMARY IMPLEMENTATION
PROJECT REPORT
Upon completion of the fine-tuning and ‘after’ studies, a draft timings and evaluation technical report will be developed and provided to the participating agencies. The report will include all the elements identified in the RFP. A separate binder will be provided showing the new traffic signal plan sequences, signal timing plans, and pedestrian timings.
In addition to documenting the processes and results of the timing study, recommendations for future improvements
including cost and benefit estimates to further alleviate traffic congestion will be provided. These recommendations may
include changes in intersection geometry, infrastructure, and traffic management plans. Time-Space Diagrams showing all pertinent data will be generated from Tru-Traffic or Synchro.
When comments are received from stakeholders, the final version of the Project Report will be delivered. An executive summary will identify complete documentation of the project and improvements gained.
Deliverables:
• Draft and Final Project Report
TASK 9: ONGOING MONITORING AND
MAINTENACE PROJECT MANAGEMENT
Prior to starting the O&M phase, Iteris will request acceptance of completion from each agency for the PI phase to ensure all stakeholders are satisfied and requirements/goals are met.
As mentioned earlier in this document, Iteris will be involved throughout the PI and O&M phases of this project. Successful completion does not only mean finishing the project, but also completing the project to each stakeholder’s satisfaction within budget and on schedule. Iteris will continue monthly status reports and overall administration of the project and will provide project close-out documentation for completion of the project.
Deliverables:
• Project close-out documentation
TASK 10: ONGOING MONITORING AND
MAINTENANCE (OMM)
Iteris understands the importance of monitoring and
maintaining the corridor performance after the primary
implementation phase. Therefore, Iteris will continue to provide ongoing support for the Yorba Linda Boulevard/Weir Canyon Road corridor for a period of 24 months during the O&M phase, with a goal not only to maintain but also to further enhance the corridor performance. There are two primary tasks for the twoyear O&M phase:
SUB-TASK 10.1: MONITORING AND IMPROVING
OPTIMIZED SIGNAL TIMING
Corridor synchronization monitoring will be achieved by performing monthly travel time floating car surveys during weekday AM, Midday, PM peaks and weekend peak periods. As an optional task, Iteris can utilize two valuable analytics tools:
Agencies’ SPM system and Iteris’ ClearGuide, a performance measurement software to provide more continuous monitoring of the traffic system which will result in an improved corridor performance throughout the O&M period as any degradations will be identified and remedied right away instead of on the monthly interval when the corridor is driven. Both SPM and ClearGuide provide 24 hours/day, 365 days/year actionable information. Utilizing this continuous stream of data will provide the best maintenance of the traffic system and result in any issues being resolved likely before the city staff receives any complaints. This will relieve city staff of the phone calls that typically arise when timing along a corridor is changed and negatively affected by faulty traffic equipment.
Implementing SPM can be challenging and require proper
detector configuration. Iteris staff members are experts in configuring and implementing SPM for agencies. For this project, not only will Iteris configure the system, but will also proactively monitor all the project intersections using SPM to receive alerts and take proper actions to ensure the signal operations are optimal. Iteris will also use ClearGuide, as a value-added service, to monitor and identify any deficiencies (e.g. excessive delays) along any segments of the corridor and conduct further fine-tuning of the signal coordination.
During the O&M phase, Iteris will conduct regular travel time floating car surveys during AM, MD, PM and weekend peak periods monthly using Tru-Traffic software and a GPS unit. The data collected will then be compared to the data gathered from the “after” study to ensure corridor performance is maintained.
During our field travel time runs, we will also ensure all side streets and left turns do not experience excessive queues or delays. If any roadway segments are observed to be consistently under-performing after a few months of floating car surveys, and validated by SPM and ClearGuide, Iteris will provide recommendations to the involved agencies to improve the performance and progressions.
Here lists the SPM charts that we routinely use for TSSP O&M to keep track of corridor operational performance and evaluate how well project signals are performing:
64 Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH (Page 23) SUB-TASK 10.2: COMMUNICATION AND DETECTION
SUPPORT
Communication and detection maintenance support can be
initiated either by project agencies (e.g., check intersection operation, troubleshoot equipment, etc.), or proactively by Iteris to ensure intersection operations are well maintained. Under this task, Iteris will provide “on-call” support for any issues that may arise due to hardware (e.g. detector or communication) as reported by agencies. Iteris will deploy our staff within 48 hours of notification to conduct a field visit for troubleshooting. Upon completion, Iteris will report our findings and any repair work done to the agencies for your records. Iteris prides ourselves in providing this responsive service on all the TSSP projects in a timely manner.
SUB-TASK 10.3: ONGOING MONITORING AND
MAINTENACE MEMO
Iteris will submit the final report for O&M phase to document the data collected in comparison to the initial ‘after’ study.
The report will also include a summary of all the modifications made during the two-year period and any additional
recommendations for additional signal system upgrades or lowcost infrastructure improvement along the study corridor. Iteris will also provide the City with the necessary documentation and information and assist City by any means expeditiously in order to close-out the project as per the CTFP guidelines.
Deliverables: • Summary of drives completed and ATSPM data collected in Sub-Task 10.1 and resulting findings
and adjustments on a monthly basis. A copy, limited
to jurisdictional boundaries, shall also be sent to each Partner Agency.
• Draft and final OMM memorandum. • Electronic versions of all files, organized and compiled in a logical manner.
Coordination Diagram
provides insights to how
good the coordination of the
system is performing. The
goal of a good coordination
plan is to ensure that vehicle
platoons are arriving at
the intersection during
the green. Using the
Coordination Diagram, it can
be determined if an offset
change will allow more
vehicles to arrive during
green.
Phase Termination Detail
chart plots the duration and
type of termination for every
cycle, every phase. The data
points distinguish whether
the approach was cleared
during the phase or if vehicles
were left at the stop bar at
termination. This chart helps
traffic engineers identify
phases where the vehicle
queue is not being adequately
served, and appropriate split
adjustments can be made.
Wait Time chart in Iteris SPM
was developed to help traffic
engineers understand how
much time the first vehicle
to arrive at a red light waited
for the green because this
is a frequent citizen call that
traffic engineers receive. This
chart also shows how much
of this time that no vehicles
were travelling through the
intersection.
Preempt/Transition chart
shows how much of time
the controller spends in
preemption or transition
in relation to being in
step during a coordinated
plan. This chart shows the
frequency of pedestrian and
preemption calls.
Vehicles entering the
intersection during and
after the yellow and red
clearance intervals are
shown per phase on the
Clearance Interval Activity
Chart. This feature requires
video detection detecting
vehicles that have entered
the intersection. As such,
Clearance interval activity
may be considered based
on future improvements to
traffic signal detection along
project corridor.
Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP 65 F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH (Page 24) Miscellaneous
Iteris will coordinate with Caltrans for the execution of cooperative agreements with the Cities of Anaheim and Fullerton for implementation of project improvements and signal synchronization at Caltrans operated intersections. Iteris will refine scope and responsibility and coordinate project efforts in the Caltrans operated intersections. Caltrans cooperative agreement fees will be paid by the city within their respective jurisdiction.
Insurance and Indemnification Insurance found to be acceptable.
66 Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH
RFP Scope of Services Copied In
The following is the entire Scope of Services (Section IV from the RFP) copied in per the RFP’s instruction.
A. PRIMARY IMPLEMENTATION SERVICES
TASK 1: PROJECT MANAGEMENT
Project management will be ongoing throughout the duration of the Project in both the Primary Implementation Phase (Task 1) and Ongoing Monitoring and Maintenance Phase (Task 9). This task includes day-to-day Project management, such as meetings, progress reports, tracking of schedules, invoicing and overall administration of the Project. The Project management team will be comprised of City personnel, Partner Agency representatives and the selected Proposer.
Project management costs shall be split between the two Project phases. Project management for the Primary Implementation Phase is Task 1 and for Ongoing Monitoring and Maintenance Phase is Task 9.
The following lists a minimum of what is required of Project management:
1. The selected Consultant for the Project shall prepare a detailed budget, schedule and estimates for all tasks, providing specific Project milestones for review and approval by the City. These items shall be detailed and include expected meetings, activities (by work task, whether performed by Consultant team or by others), start dates, activity durations, product submittal dates, relationships among work tasks (including critical path items), and a detailed Gantt chart for the Project tasks, and float time.
2. Consultant shall lead two Project Kick-Off Meetings with all applicable parties. a. The first meeting will be to kick-off the Project with the City: establish communication channels and protocols, discuss the scope of work, schedule, and budget, gather available information, and obtain a thorough understanding of the goals for the Project. Specific topics to discuss include data collection needs, Traffic Signal Timing Optimization software programs, and construction considerations and required/optional procurement methodologies, intent of the original application and allowances or variants in design engineering, and Project schedule. Administrative items to be discussed will include contact persons and secondary contacts for different functions of the Project. Invoicing and reporting with explanations on how to provide monthly information on prime, sub-consultant, and vendor expenses on the invoice submittal will be discussed. b. The second meeting will be with the Consultant, City, and Partner Agencies that have signalized intersections along the Project. The focus of this meeting shall be to identify specific goals and develop effective strategy to accomplish them. Consultant shall prepare an agenda to discuss critical tasks and schedule of work and a memorandum to document the Project goals and strategy. Data collection needs and requirements shall be outlined to the Partner Agencies.
Consultant shall notify each agency of the type of work, and when the work is to be performed within that agency.
Consultant shall notify each Partner Agency of any and all documents that need to be produced pertaining to the construction of the facilities and the coordination, including but not limited to: as-built drawings, new Plans, Specifications and Estimates (PS&E) for new construction related to this Project, intersection timing charts, existing Synchro models, aerial photos, Average Daily Traffic (ADT) and Turning Movement Counts (TMC) data, etc.
3. Consultant shall organize and lead Project meetings as directed by City to include Consultant staff, City, Partner Agencies and other Project-related participants. The purpose of these meetings will be to ensure that proper input is being received and included in the work effort by Consultant and City. a. Consultant shall prepare agendas, provide status updates, discuss the progress and direction of the work, and provide notes of these meetings as directed by City to all relevant parties. These meetings will also serve to provide regarding specific issues of the effort, including facilitating the development of measures of effectiveness, and constructability reviews.
b. At a minimum, one meeting per month for the Primary Implementation Phase (Task 1) should be scheduled and budgeted. Consultant shall evaluate Project needs and propose the appropriate discussion sessions to properly facilitate the Project. During the Ongoing Monitoring and Maintenance Phase (Task 9), meetings shall be on an as-needed basis.
Consultant shall anticipate at least one kick-off meeting for the Ongoing Monitoring and Maintenance phase to discuss scope and schedule.
Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP 67 F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH
c. Consultant will be responsible for documentation of all Project meetings with the City. Meeting minutes with action items shall be distributed within five (5) working days to all attendees.
4. Consultant shall attend and be an active presenter, as requested, at the OCTA-led OCTA Traffic Forum, updating the group on the effort, and its status. The Traffic Forum is a semi–annual forum envisioned to further communication and information exchange between OCTA and the local agencies regarding traffic signal synchronization and intelligent traffic system.
5. Consultant may be requested to prepare and present the Project at two public forum meetings for the City of Yorba Linda:
City Council and/or Traffic Commission.
6. Consultant shall create and maintain a file-sharing portal that shall be used for all Project correspondence, file transfer, and schedule management. Platform shall be approved by the City prior to implementation. All email correspondence shall include the City as a recipient.
7. Consultant shall keep a running record of Project cost broken down by task and sub-task. Project costs attributed to each Partner Agency shall be identified, tracked and included in this cost record. This information may be requested by the City at any time. The Project cost record shall be actively maintained on the file-sharing portal for Project files.
8. Consultant shall also keep a running record of all scope changes and/or any deviations from awarded contract. This information will be used by the City to request for Scope Changes at the Semi-Annual Review (SAR). This information may be requested by the City at any time. The record of Project changes shall be actively maintained on the file-sharing portal for Project files.
9. Consultant shall submit monthly invoices in an acceptable format. Each invoice shall include a detailed progress report for the reporting month, all third-party invoices, schedule, and other backup documentation as requested by the City. Each invoice shall clearly identify the tasks worked on and percent complete. All costs accrued shall be broken down by task. All supporting documents for costs accrued shall be submitted as back-up. When applicable, the task, associated progress and costs shall be broken out and tracked by Partner Agency.
10. Consultant shall be familiar with all relevant OCTA Projectd delivery and documentation requirements, including, but not limited to Comprehensive Transportation Funding Programs (CTFP) Guidelines, Project P, and Measure M2. Consultant shall develop Project schedule to ensure satisfying Project delivery timelines; and advise City of all applicable OCTA requirements. Consultant shall prepare, coordinate, and submit all necessary reporting and close-out documentations in compliance with OCTA requirements on behalf of the City. The Consultant shall manage the Project to ensure the CTFP Guidelines and funding deadlines are met.
11. Consultant shall perform required coordination among Project team, lead agency, participating agencies, Caltrans and OCTA.
12. Consultant shall coordinate with Caltrans for execution of cooperative agreements with Partner Agencies for implementation of Project improvements and signal synchronization at Caltrans operated intersections. Consultant shall refine scope and responsibility and coordinate Project efforts in the Caltrans operated intersections. Caltrans cooperative agreement fees will be paid by the City with proper documentation.
13. Consultant shall coordinate with City and Partner Agencies to verify all software preferences being used in the various tasks and deliverables, including software versions and compatibility for each agency.
Task 1 Deliverables:
1. Organize and lead Project Kick-off Meetings and prepare agendas and meeting materials.
2. Draft and Final Detailed budget and schedule.
3. Monthly progress reports, including detailed status of the work effort, outlook, issues/ solutions, and updated schedule shall be e-mailed to the City and Partner Agencies.
4. Attend all coordination meetings and prepare meeting materials, including agenda, action items, graphics, presentation aides, and notes/minutes.
5. Attend OCTA Traffic Forum meetings (as requested) and prepare meeting materials, graphics, presentation aides, and notes.
6. Retain and provide electronic versions of all data files as directed by the City.
7. Prepare graphics and presentation aides required for all meetings.
8. All documents provided in electronic form should be those currently used by the City: Microsoft Office and PDF files.
9. All electronic data produced for the Project shall be provided on a flash drive.
10. Monthly invoices in a format acceptable to the City, shall include all third-party invoices and other supporting documentation as requested by the City.
11. All reporting and close-out documentations in compliance with OCTA requirements and any applicable regulatory agency.
68 Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP TASK 2: DATA COLLECTION
Consultant will collect data necessary to thoroughly understand existing traffic conditions in the study area, develop a concept of operations and develop optimal time-of-day traffic signal coordination plans for specific zones and traffic generators as applicable. At a minimum, Consultant shall collect the following data:
1. Consultant shall collect any existing timing charts/sheets, existing coordination plans, as-built/record drawings, aerial photos, maps, traffic collision data, and collision diagrams for the study intersections, if available. Consultant shall be responsible for any and all documentation reproduction, as necessary.
2. Consultant shall consult with the City and Partner Agencies on signal timing and signal priority preferences, including, but not limited to, those related to pedestrian, equestrian and bicycle timing, phase sequence modifications and preferences, and special operations such as change in clearance intervals, coordination preferred phase re-service, and ring-barrier logic, as well as the timing optimization software preferences.
3. Consultant shall conduct seven-day 24-hour Average Daily Traffic (ADT) counts with vehicle and bike classification counts to determine heavy vehicle (Buses and Trucks) percentage information. The vehicle classification categories shall correspond to the latest Federal Highway Administration (FHWA) vehicle class categories. Include proposed peak period and durations for AM peak, mid-day peak, PM peak, and weekend peak. All count locations and day will be approved by the City and Partner Agencies prior to collection.
4. Consultant shall conduct weekday and weekend peak period intersection turning movement (ITM) counts at each and every one of the Project signalized intersections, including pedestrian and bicycle counts. ITM counts shall be conducted, with approval of City and Partner Agencies for weekday and weekend peak periods. Peak periods can be estimated to last for two hours of each weekday peak period (AM, mid-day, and PM ) and a single four-hour Saturday mid-day peak period.
Consultant shall consult with Project team to determine if additional ITMs are necessary to account for special events and/or special generators. The proposed day/time for ITM counts shall be approved by the City and Partner Agencies prior to collection.
5. All counts shall be summarized in Microsoft Excel format. All data shall adhere to the CTFP Guidelines for data compatibility.
Counts shall also be summarized in a Comma Separated Values (CSV) file in the Universal Traffic Data Format (UTDF) for direct volume import into Synchro (latest version) by peak period. Copies of the raw data count sheets shall also be provided.
6. Consultant shall field measure all advanced loops to the stop bar and compare to the latest California Manual of Uniform Traffic Control Devices (MUTCD) guidelines to calculate appropriate extension time. Submit all measurements and calculations in Microsoft Excel format to the City and Partner Agencies for review.
7. Consultant shall use the latest California MUTCD guidelines to field measure all crosswalks for all intersections. Submit all measurements and calculations in Microsoft Excel format to the City and Partner Agencies for review.
8. Consultant shall use the latest California MUTCD guidelines to measure and calculate bicycle timing for all movements.
Submit all measurements in AutoCAD format and calculations in Microsoft Excel format to the City and Partner Agencies for review.
9. Consultant shall coordinate with Partner Agencies and include an identification of all planned and programmed improvements (widening projects, intersection improvements, etc.) as well as planned developments on the Project corridor or on intersecting corridors or streets that might affect the Project. The identification of these projects should be at minimum a list summarizing all improvements.
10. Consultant shall also investigate factors that are expected to affect signal progression including, but not limited to:
intersections with high pedestrian or bicyclist volumes; over-saturated intersections; uneven lane distribution; high volumes of trucks and buses; schools; high-volume un-signalized intersections, including interchanges; parking maneuvers; presence and location of bus stops; differing signal timing patterns; etc.
Task 2 Deliverables:
1. Prepare a report summarizing the findings of the data collection completed in Task 2. This report is to be incorporated in the Primary Implementation Project Report (Task 8).
2. Electronic versions of all data files, organized and compiled in a logical manner.
TASK 3: FIELD REVIEW AND PLANS, SPECIFICATION AND ESTIMATES Consultant shall identify and attribute Task 3 costs to each Partner Agency. For duration of Task 3, all costs shall be tracked accordingly. Cost and work scope for Task 3 in the City of Anaheim are not part of this RFP. See cost proposal instructions in Section 9 for more information.
F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH
Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP 69 SUB-TASK 3.1: FIELD REVIEW
Consultant will review any and all relevant information related to traffic signal operations and equipment, including the geometric layout, existing traffic signal equipment, and signal synchronization related infrastructure to identify any deficiencies for each intersection and along the Project corridor. The review shall include an assessment of the existing intersection geometry, traffic conditions, traffic signal control equipment, and telemetry/interconnect facilities along the corridor and of each intersection using observation, available as-built plans, consultation with the local agencies, and supplied aerial photos. Based on the initial assessment by the Partner Agencies and with their respective permission, Consultant shall inspect the interior of each traffic control cabinet, inspect the telemetry and ethernet systems to determine their respective condition and make recommendations for equipment upgrades. Key components of the Project corridor review shall include, at a minimum, the following:
1. Corridor lane configurations;
2. Existing street and lane geometries, curbs, bus turnouts, and medians;
3. Existing signal operation characteristics – signal phasing, cycle lengths, phase sequence alteration, protective-permissive, etc.;
4. Crossing arterial coordination operations;
5. Crossing arterial or street with adjacent intersections;
6. All traffic control devices related to traffic signal operations at all Project intersections, approaches to cross streets, and along the Project corridor;
7. Traffic signal control device information, such as type of device, brand and make, and condition of equipment. Open each controller cabinet and take digital photos of all existing equipment. Intersection photographic documentation log of existing equipment condition shall be required;
8. Necessary configuration and parameters, such as advanced loop distances and detector channel assignments, for Automated Traffic Signal Performance Measures (ATSPM);
9. Existing controller and telemetry/ethernet interconnect equipment, if any. Note if to be reused;
10. Existing time-referencing setup, if any;
11. Existing Central Master Equipment;
12. Existing Field Master equipment or peer-to-peer operation, if any. Note if to be reused and modified, salvaged and/or new;
13. Note any deficiencies of traffic control equipment at each intersection; and
14. Note the maintenance condition or existence of the traffic signal equipment, controllers and synchronization related infrastructure.
With the view of enhancing, and improving the traffic operations along this corridor, Consultant shall identify any deficiencies of the existing traffic signal control and telemetry infrastructure and geometric layout, and provide recommendations towards solutions that may be implemented to correct such deficiencies.
Sub-Task 3.1 Deliverables:
1. Prepare a report summarizing the findings and recommendations of the field review. This report is to be incorporated in the Primary Implementation Project Report (Task 8).
2. Electronic versions of all data files, organized and compiled in a logical manner.
SUB-TASK 3.2: PLANS, SPECIFICATION AND ESTIMATE
Consultant shall prepare a set of plans, specification and estimate (PS&E) for the implementation of Project improvements to be accomplished through a competitive bid process. The specific improvements required as a part of this Project are outlined in the Project application to OCTA (Appendix 4). The improvements include but are not limited to: traffic signal controllers, controller cabinets, traffic signal improvements, communication equipment, Traffic Management Center (TMC) upgrades, Closed Circuit Television Cameras (CCTV) and Intelligent Transportation System (ITS) equipment and elements.
Consultant shall prepare one PS&E package, containing improvements for all Partner Agencies. The bid package shall be organized such that each agency’s requirements, standards and specifications are incorporated. The bid package will be advertised by the City for construction. Consultant will ensure timely coordination and preparation of PS&E package to ensure City and Partner Agency review.
F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH
70 Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP As described in Task 4, Synchronization System Construction, Consultant shall provide Bid Support and Construction Engineering and Management services for the Project. Consultant shall produce final As-Built record drawings.
At a minimum, Consultant shall:
• Conduct all required utility research and coordination for Project, including ownership, information requests, preliminary notices and final notices. Consultant shall identify any required relocations. • Survey existing conditions to locate existing improvements. Survey data collection should extend outside Project limits sufficiently to plot joins to existing improvements, verification of unimpeded intersection sight distance triangles, and others. All survey data shall be located in the California state plane horizontal coordinate system, North American Datum 1983 and North American Vertical Datum 1988 and their latest adjustments/epochs. • Existing right-of-way limits and easements shall be identified and shown. Any required temporary construction easements shall be identified. • Prepare and submit permit applications to each regulatory agency required for plan approvals. Permit application fees will be paid by the City with proper documentation. Anticipated permits:
» Encroachment permit from Caltrans
» No-fee encroachment permits for work within each Partner Agency’s right-of-way. • Coordinate with Southern California Edison (SCE) for design of new or upgraded services. SCE design and installation fees shall be paid by the Consultant and reimbursed by the City with proper documentation. Consultant shall coordinate to ensure any required fees have been paid in time for relevant construction activities to begin. • Prepare PS&E package for 60%, 90% and Final level of design. • Plans shall be prepared using owning Agency CAD standards and in the latest version of AutoCAD or Microstation software. • Coordinate review of PS&E with each Partner Agency, within jurisdiction, at each level of design. All comments shall be tracked and addressed at each subsequent level of design. • Comply with all laws, rules and regulations concerning environmental permitting.
Sub-Task 3.2 Deliverables
1. Utility coordination documents and records, including all letters of requests, responses, as-built drawings, utility logs, Preliminary and Final Notices.
2. All permit application submittals and final issued permits.
3. Plans, specifications and estimates for 60% and 90% level design, in both hard copy and electronic copy format. Copies of each level of design shall be provided to each Partner Agency.
4. SCE approved final plans for new or upgraded services and relevant invoices.
5. Review Comment and Resolution tracking log, in Excel format.
6. Original files of the PS&E for each level of design (60%, 90% and Final), including AutoCAD or Microstation files, Word and Excel files.
7. Any design and quantity calculations.
8. Final PS&E package, signed and stamped by a California Licensed Professional Engineer. Final PS&E package shall be in both electronic and hard copy. Electronic file shall be in PDF format. Hard copy shall include one full size (36”x24”) set of plans, on mylar for City records. Hard copy specifications shall be GBC bound. Copies of Final design shall be provided to each Partner Agency.
TASK 4: SYNCHRONIZATION SYSTEM CONSTRUCTION
The timeline for Project construction is outlined in the following section, Tentative Project Schedule. Consultant is expected to provide bidding and construction management services. Such services include, but are not limited to, responding to Contractor questions and requests for information, redesign of Project plans due to unforeseen conditions, traffic control plans that may be required, and system integration support services. Task 7 costs shall be attributed to each Partner Agency and tracked accordingly.
Cost and work scope for Task 4 in the City of Anaheim are not part of this RFP. See cost proposal instructions in Section 9 for more information.
SUB-TASK 4.1: BID SUPPORT
The Consultant shall provide assistance during the bidding phase, including, but not limited to, pre-proposal meetings, responding to requests for information (RFIs), issuing addenda, and bid analyses.
SUB-TASK 4.2: CONSTRUCTION ENGINEERING AND MANAGEMENT
F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH
Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP 71 Consultant shall provide professional construction management services, including inspection coordination, quality control, Critical Path Method (CPM) schedule management, utility coordination, and administration services during construction. Work shall be performed in accordance with City of Yorba Linda standards of practice.
Consultant shall respond to all requests for information (RFIs), review shop drawing and material submittals, plans, and any other Project related documents. Consultant shall assist the City with reviewing and negotiating proposed Construction Change Orders.
Consultant is expected to support the Project Construction Contractor with system integration (including, but not limited to installing/implementing and integrating all hardware and software) during the construction phase of the Project. Consultant is expected to coordinate with the Construction Contractor, for installing and/or integrating new traffic signal controllers and cabinets, communication hardware, communication equipment, ITS equipment, etc.
During construction, each Partner Agency will provide construction inspection services for those components subject to that agency’s inspection. Construction management services, at a minimum, include the following:
Construction Phase:
1. Arrange and conduct Pre-Construction meeting, inviting the Project Manager, Inspector, public utilities, private entities, general contractor and other Project stakeholders. Prepare minutes of Pre-Construction meeting for distribution to all attendees.
2. Provide and maintain sufficient field personnel to administer and manage construction contract.
3. Review construction schedule, including activity sequences and duration, schedule of submittals and delivery schedule of long lead materials and equipment. Review contractor’s update and revisions as may be required to reflect actual progress of work.
4. Schedule and conduct progress meetings to discuss contract issues, procedures, progress, problems, change orders, submittals, request for information (RFIs), deficiencies and schedules. Prepare minutes of progress meetings for distribution to all attendees.
5. Coordinate construction inspection.
6. Investigate field problems affecting property owners and contractors.
7. Process, review and coordinate with City and Partner Agencies to approve contractor’s submittals
8. Process, review and track RFIs, submittals, shop drawings, proposed change orders and revisions.
9. Review and evaluate proposed change orders. Review estimates for reasonableness and cost effectiveness and render recommendations to City. Conduct negotiations with contractors and resolve problems.
10. Maintain cost accounting records on authorized work performed under contract unit costs and additional work performed based on actual costs of time (labor) and materials (T&M).
11. Review contractor submittals for extra or unforeseen work. Review potential Construction Change Orders (CCO) for accuracy and provide recommendation(s) to City staff for proper course of action and processing of CCOs.
12. Develop a reasonable cost control system, including regular monitoring of actual costs for activities in progress and estimates for uncompleted tasks and proposed changes.
13. Assist City in coordinating services of other consultants that may be hired or selected for the Project.
14. Respond to contractor’s requests for interpretation or clarification of meaning and intent of Project plans and specifications.
15. Establish and implement job safety procedures in compliance with CAL-OSHA requirements. Monitor contractor’s compliance with established safety program, respond to deficiencies and hazards, and investigate and report on accidents.
16. Track quantities of work completed for progress payments. Develop and implement procedures for review and processing of progress payment applications. Assist City with review and certification for payment.
17. Establish procedures and monitor contractor compliance with state prevailing wage regulations and requirements.
18. Assist City in preparing and processing reimbursements.
19. Maintain a complete Project filing system, including records of all changes and field notes. Filing system shall be in accordance with City procedures.
Post-Construction Phase:
1. Evaluate completion of work and recommend to City and Partner Agencies when work is ready for final inspection.
2. Conduct final inspection/walk through with agency staff.
3. Coordinate with Inspector final punch list, including schedule for punch list completion. Monitor and follow through with F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH
72 Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP contractor until completion of all punch list items.
4. Secure and transmit required guarantees, certifications, affidavits, leases, easement deeds, operating & maintenance manuals, warranties and other documents as stipulated in contract documents.
5. Secure and provide neat and orderly material sheets, inspection reports,
6. Review and process contractor’s request for final payment and release of retention.
SUB-TASK 4.3: AS-BUILT RECORDS
At the conclusion of construction contract, produce As-Built record drawings in both electronic and hard copy format of all improvements. The electronic copy shall include both original file format (AutoCAD) and PDF. Hard copy shall include one full size (36”x24”) set of plans, on mylar for City records and one set on bond paper. A copy of both formats (electronic and hard copy) shall be provided to each Partner Agency.
Task 4 Deliverables:
1. Response to RFIs, Addenda and Bid Analyses as a result of Bid Support.
2. Construction engineering and management records and files, including, but not limited to:
a. Pre-Construction meeting agenda and notes
b. Construction progress meeting minutes and notes
c. Submitted shop drawings and materials submittals and subsequent reviews and responses d. Contractor correspondence
e. Contract change order requests, calculations, estimates and documentation f. Compilation of all relevant inspection reports and photos g. Tracking of quantities of work completed and progress payments records and calculations h. Guarantees, certifications, affidavits, leases, easement deeds, operating & maintenance manuals, warranties and other documents as stipulated in contract documents
i. Electronic versions of all files, organized and compiled in a logical manner.
3. Final As-Built record drawings in both hard copy and electronic format; provided to each Partner Agency.
TASK 5: CORRIDOR “BEFORE” STUDY
Consultant shall conduct “Before” floating car travel runs prior to timing implementation. Between three (3) to five (5) runs shall be completed in each direction for each of the peak periods. For weekday timing plans, this includes AM, mid-day, and PM peak periods.
For weekend timing plan, this includes Saturday mid-day peak period. The number of runs shall be consistent for both directions and time periods. Consultant shall notify and receive approval from City and Partner Agencies on number of runs to be accomplished prior to commencement of data collection.
1. Consultant will prepare a “Before” field study report representative of the peak times and days for which synchronization plans will be developed. The report shall identify Measures of Effectiveness (MOE) to evaluate the effects of the synchronization plans. MOEs shall include traffic flow, travel time, average speed, number of stops per mile, number of intersections traversed on green vs. stopped by red (Greens per Red) per the OCTA MOE, Corridor Synchronization Performance Index (CSPI). Other MOEs shall include fuel consumption reduction, pollution reduction, and other pertinent items. Consultant shall collect data or analytics from Partner Agencies with Automated Traffic Signal Performance Measures (ATSPM) as part of the “Before” study. This report is to be incorporated in the Primary Implementation Project Report (Task 8).
Consultant shall prepare two (2) synchronized videos of “Before” and “After” (Task 7) condition, one for AM peak and one for PM peak. The videos shall be synchronized to show side by side of the “Before” and “After” run. The videos are to be used by City and Partner Agencies for presentation purposes.
Task 5 Deliverables:
2.“Before” Study report.
3. Electronic versions of all data files, organized and compiled in a logical manner.
TASK 6: SIGNAL TIMING OPTIMIZATION AND IMPLEMENTATION
F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH
Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP 73 Consultant shall develop synchronized timing for the AM peak, PM peak, mid-day peak, and weekend mid-day peak periods. Special generators such as schools and businesses along with cross street traffic, will be considered. Crossing arterial projects that have recently been timed shall be considered as part of the Project.
Please note that any offset signal that was included in the application is expected to undergo the same signal timing tasks (basic timing review, counts, model in Synchro, optimization, implementation, and O&M). Before/after study is the only tasks that would not be necessary. However, depending on the status of these offset signals, the level of effort may not be the same. It would be good to show the level of effort put into these offset signals even if it ends up being free operation due to their size and traffic SUB-TASK 6.1: PROPOSED NETWORK MODELING
Consultant shall develop signal timing based on field observation of existing conditions and the data obtained from previous tasks.
Synchro will be utilized to perform timing analysis and generate the network model. Existing coordination parameters will also be checked in network modeling to provide smooth progression at crossing arterial intersections.
Consultant shall develop network modeling timing plans and time-space-diagrams for each period – AM peak period, midday peak period, PM peak period, and weekend peak period for City of Yorba Linda and Partner Agencies intersections. Time-space-diagrams shall be horizontal and to scale, labeled with cycle lengths, offset locations, phase directions and values, design speeds, and green bands. Evaluate the possibility of partitioning network into sub- systems. Provide cycle evaluation analysis for each time period and sub-system. Attempt to minimize impact to progression across sub-systems. Pedestrian and bicycle timings should be included in the optimized model. Consultant shall implement appropriate Macro/Micro search optimization steps based on the practices of each Participating Agency.
Consultant shall evaluate the signal timing and coordination parameters to optimize coordination timing using:
• Modified Phase Sequence Rotation
» Lead/Lead
» Lead/Lag
» Leading and lagging the same phase within a given cycle (re-servicing) • Harmonic cycling – double or half
• Other innovative techniques upon approval of the owning agency The submittal will include electronic version for the City’s and Partner Agencies’ review and approval. Submit Draft Network Model and Cycle Evaluation three weeks after turning counts are approved by the relevant Partner Agency. Cycle Evaluation should be presented in table format for each peak period and sub-system. A re-submittal will be required within two weeks of the receipt of the relevant Partner Agency comments. Each Partner Agency will provide existing phasing configuration and timing parameters. All timespace diagrams shall be optimized using Tru-Traffic .
Upon final approval of the network model, the timing plans shall be converted and organized in tables in accordance with NEMA phase and sequence. Submit two weeks after each Partner Agency approves the optimal cycle. A re-submittal with corrections will be required within two weeks of the receipt of Partner Agency’s comments.
Consultant shall determine and use the versions of Synchro and Tru-Traffic that is compatible with all Partner Agencies.
Sub-Task 6.1 Deliverables:
1. Proposed Synchro with optimized timing parameters.
2. Proposed Tru-Traffic with optimized timing parameters.
3. Draft Network Modeling Technical Memorandum.
4. Final Network Modeling Technical Memorandum.
5. Implementation-ready timing sheets summarizing optimized timing parameters and plans SUB-TASK 6.2: NEW TIMING IMPLEMENTATION
Consultant shall implement signal timing plans to coordinate the traffic signals on the Project corridor.
For all Project intersections, Consultant shall coordinate with each owning agency in the development and implementation of new timing plans.
F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH
74 Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP For Caltrans locations, Consultant shall coordinate with Caltrans in the implementation of optimized timing plans.
Consultant shall implement approved timing plans at each Partner Agency’s Traffic Management Center or at the local controller.
Timing plan development should consider optimization of delay, progression saturation flow rate and lost time.
Consultant will contact and work with other Partner Agencies affected by the Project and will coordinate efforts with concurrent cross street projects to achieve mutually acceptable results.
Sub-Task 6.2 Deliverables:
1. Implementation-ready timing sheets summarizing optimized timing parameters and plans.
SUB-TASK 6.3: OPTIMIZE SIGNAL TIMING
Consultant shall implement and fine-tune the timing plans. Consultant shall verify the implemented timing plans by performing field checks and keep City and Partner Agency staff informed in writing of the implementation progress.
Upon completion of Implementation Phase, Consultant shall incorporate all changes and re- submit Synchro files, Tru-Traffic files, timing plans and tables with final implemented data.
Sub-Task 6.3 Deliverables:
1. Final optimized Synchro files
2. Final optimized Tru-Traffic files
TASK 7: CORRIDOR “AFTER” STUDY
Consultant shall conduct “After” floating car travel runs after timing implementation. Between three (3) to five (5) runs shall be completed in each direction for each of the peak periods. For weekday timing plans, this includes AM, mid-day, and PM peak periods.
For weekend timing plan, this includes Saturday mid-day peak period. The number of runs shall be consistent for both directions and time periods. Consultant shall notify and receive approval from City and Partner Agencies on number of runs to be accomplished prior to commencement of data collection.
1. Consultant will conduct an “After” field study representative of the peak times and days for which synchronization plans will be developed. The “After” study must be conducted in the same manner and contain the same MOEs as the “Before” study described in Task 5 in order to evaluate the improvements of the synchronization plans. The vehicles conducting the “After” study shall not exceed the design speeds shown in the final time-space-diagrams and Task 7 deliverables below. MOEs should be compiled for the optimized corridor using the floating car method. Consultant shall collect data or analytics from Partner Agencies with Automated Traffic Signal Performance Measures to complement both the before and after studies. This report is to be incorporated in the Primary Implementation Project Report (Task 8).
Consultant shall prepare two synchronized videos of “Before” (Task 5) and “After” condition, one for AM peak and one for PM peak.
The videos shall be synchronized to show side by side of the “Before” and “After” run. The videos are to be used by City and Partner agencies for presentation purposes.
Task 7 Deliverables:
1. “After” Study report.
2. Electronic versions of all data files, organized and compiled in a logical manner.
3. Two (2) synchronized videos showing “Before” and “After” runs for AM and PM peaks.
4. All Trip Logs gathered during the “After Runs” shall be plotted accurately on the final time-space-diagrams.
TASK 8: PRIMARY IMPLEMENTATION PROJECT REPORT
Using the data, information and analyses gathered in the previous tasks, Consultant will develop a Primary Implementation Project Report. This report will provide an analysis of the “Before” and “After” studies for the Project identifying signal coordination benefits.
The report will be completed after the Primary Implementation is completed and will include the following:
F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH
Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP 75 • Introduction/Project description: a summary of the Project including the purpose, background, and objectives of the Project.
• Data collection: a summary of the data collected as part of the effort including the traffic counts, phasing, lane configurations, etc.
• Traffic signal systems improvements: a summary of the implemented traffic signal systems improvements by the Project. • Signal timing optimization: a summary of the development and implementation of updated signal timing including the models, selected cycle lengths, intersection groupings, etc. • Results: the study will contain directional morning, mid-day, evening, and weekend peak periods using travel times, average speeds, green lights to red lights, stops per mile, and the derived Corridor Synchronization Performance Index (CSPI) metric.
This information shall be collected both before and after any signal timing changes have been made. Additional details based on the Final Report Template will also be included. • Benefits to cost analysis: Project benefits resulting from signal synchronization will be evaluated based on the “Before” and “After” study results. Savings will be calculated for travel time, fuel consumptions, vehicle maintenance, Greenhouse Gas (GHG) reduction, and a final benefit cost ratio.
• Future signal corridor improvements: recommendations for system and equipment enhancements to improve traffic flow and signal synchronization will be provided.
• Conclusion: a summary of the “Before” and “After” study and its findings.
Task 8 Deliverables:
1. Primary Implementation Project Report.
ONGOING MONITORING AND MAINTENANCE SERVICES:
TASK 9: ONGOING MONITORING AND MAINTENANCE PROJECT MANAGEMENT Consultant shall provide continuous Project management for the duration of the Ongoing Monitoring and Maintenance Phase.
Project management during this Phase, at a minimum, includes monthly status reports, tracking of schedules, invoicing, coordination between agencies and overall administration of the Project. Consultant shall provide Project close-out documentation, as needed, for completion of the project. See Task 1 Project Management in Section IV of this RFP for additional description of Project management activities.
TASK 10: ONGOING MONITORING AND MAINTENANCE (OMM)
Consultant shall provide “on-call” signal timing support services for a period of 24 months following the complete closeout and all payments made for the Primary Implementation phase, to address any future adjustments that may be needed during this period.
During this 24-month period, Consultant will be prepared to review any Project intersection requested within 24 hours of written notice, including observing and fine-tuning the signal timing. Consultant will also assist with resolving communications and detection issues along the corridor.
SUB-TASK 10.1: MONITORING AND IMPROVING OPTIMIZED SIGNAL TIMING Consultant will drive the length of the Project arterial during all designated corridor synchronization timing plan hours of operation on a monthly basis in order to verify that the synchronization timing is working as designed, and complete any necessary adjustments.
Monthly driving times will consist of a full 12-hour weekday and a 4-hour Saturday. All drives shall be documented. Consultant shall collect data or analytics from Partner Agencies with ATSPM as part of monitoring and improving optimized signal timing.
SUB-TASK 10.2: COMMUNICATION AND DETECTION SUPPORT
Consultant will coordinate with respective agencies to monitor, maintain, and repair communication and detection for 24 months after signal timing is implemented along Project corridor including offset signals.
SUB-TASK 10.3: ONGOING MONITORING AND MAINTENANCE MEMO
Consultant will prepare an Ongoing Monitoring and Maintenance (OMM) memorandum to summarize the Ongoing Monitoring and Maintenance phase, including details on when travel runs were conducted; issues and solutions throughout the phase; and recommendations for future improvements.
F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH
76 Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP Task 10 Deliverables
1. Summary of drives completed and ATSPM data collected in Sub-Task 10.1 and resulting findings and adjustments on a monthly basis. A copy, limited to jurisdictional boundaries, shall also be sent to each Partner Agency.
2. Draft and final OMM memorandum.
3. Electronic versions of all files, organized and compiled in a logical manner.
B. Miscellaneous
Selected Consultant shall provide insurance documents per the attached checklist prior to contract award. Consultant shall ensure insurance companies used are admitted to conduct insurance business along the lines of insurance supplied in the State of California and have a Best Guide rating of Grade A or better and Class VII or better.
The City shall coordinate, prepare and execute a cooperative agreement with Caltrans for Caltrans operated signals along the Project corridor. Consultant shall assist the City with execution of Caltrans cooperative agreement, including but not limited to coordination and scope refinement.
The City recognizes that the Consultant in their preparation of a response to this RFP may have other ideas to improve the efficiency, safety, cost effectiveness or resiliency of the project beyond what is outlined in this RFP. Based on the Project understanding and goals, the Consultant may provide optional tasks that will enhance the performance and delivery of the project in the most efficient and effective manner. Optional tasks presented by the Consultant shall be cognizant of the overall project schedule and budget. For every optional task, the Consultant shall provide an explanation of additional enhancement, efficiency or cost savings to the Project along with a detailed scope of work, timeline, estimated not-to-exceed cost for each item, and deliverables.
Additional work items are not required, and thus a Consultant will not be penalized for not proposing any optional tasks.
C. Standards of Work
CONFLICTS / DESIGN EXCEPTIONS. In case of conflict, ambiguities, discrepancies, errors, or omissions, Consultant shall submit the matter to City for clarification. Any work affected by such conflicts, ambiguities, discrepancies, errors or omissions which is performed by Consultant prior to clarification by City shall be at Consultant’s risk and expense.
DELIVERABLE DOCUMENTS. Deliverables shall be prepared in English units and in conformance with the latest editions of applicable standards.
REFERENCE MATERIALS. The Consultant shall make use of additional reference material as appropriate. Consultant shall also be responsible for ensuring the most recent version of all reference materials are used, including any addenda and errata.
F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH
Iteris, Inc. | 1
May 9, 2023
Ms. Jamie Lai
Director of Public Works / City of Engineer
City of Yorba Linda
4845 Casa Loma Avenue
Yorba Linda, CA 92886
Re: Proposal for Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP – Optional Task for VMS Installation
Dear Ms. Lai,
Iteris, Inc. (Iteris) is pleased to present this proposal for the optional task under the Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Program (RTSSP) project to install a video management system (VMS) for the City of Yorba Linda. Currently, the city uses individual web pages to access their video feeds by entering the IP Address. The VMS will assist City staff efficiently access and manage video feeds to monitor traffic.
1 SCOPE OF SERVICES
Iteris will procure, install, and integrate all necessary hardware/software for a fully functional system. Iteris is recommending AVIGILON Access Control Center (ACC) 7 for the City’s Video Management System (VMS). The VMS server configuration being installed exceeds the minimum recommended specifications recommended by Avigilon. Iteris staff will integrate the City’s existing video sources into the new Avigilon video management system. These activities will happen as soon as the City provides notice to proceed.
Iteris has attached product data sheets for your review of ACC 7. This is a VMS software product that Iteris has deployed in several Traffic Management Centers (TMCs) and it matches the goals of the City’s requirements.
The NVR Server is a purpose-built machine certified by Avigilon for the application. These are Dell machines that Avigilon rebrands for their specific use. The servers support 300+ number of cameras but limited only by disk storage space and related configuration. The NVR5-STD-16TB-W10-NA NVR server, is a 2U rack mount server, it comes with 16TB storage, Windows 10, and Avigilon ACC7 Enterprise edition. It can support up to 600 Mbps live streaming while simultaneously recording up to 700 Mbps video on a 1GE network connection.
The Avigilon ACC7 client software can be installed on any City PC supporting the client requirements. The system is provided with the ability to install an unlimited number of clients for video viewing – limited by hardware only. Iteris staff will install and integrate new server and software with existing/planned camera systems. ONVIF will be used to interface your field cameras, as will as well generic interfaces RTSP streaming. 2 SCHEDULE
Iteris understands that the City of Yorba Linda would like to implement these systems as soon as possible.
Several options will be discussed with the city to expedite delivery of the system.
Iteris, Inc. | 2
3 COMPENSATION/METHOD OF PAYMENT
In consideration of the services set forth in the Scope of Work for this optional task, Iteris shall be compensated on a firm fixed price lump sum (FFP) basis set forth below. Except to the extent the amount is increased by mutual written agreement, the total compensation shall not exceed $30,573.98, as summarized below.
Equipment: Avigilon Hardware/Software $ 19,073.98
Labor and ODC $ 11,500
TOTAL $ 30,573.98
The fee includes all equipment, labor, and direct expenses for this optional task.
The compensation/payment schedule sheet for the overall project including this optional task breakdown is provided on the following page.
4 TERMS AND CONDITIONS
This fee proposal is submitted subject to the successful negotiation of a mutually agreeable contract between Iteris and the City of Yorba Linda
The equipment quoted in this proposal is good for 30 days as specified in the attached quote from the day it was quoted 4/27/2023.
I, Scott Carlson, PE, have the authority to bind and negotiate on behalf of the firm. Thank you for the opportunity to submit our proposal. Iteris looks forward to assisting the City on this important project. Please contact me at (714) 724-7089 or [email protected], or the designated Project Manager (PM), Mr. Braulio Ramirez at (949) 270-9663 or [email protected], should you have any questions.
Sincerely,
Iteris, Inc.
Scott Carlson, PE
General Manager
Mobility Consulting Solutions
SALES | +1.604.629.5182 | [email protected] TECHNICAL SUPPORT | +1.888.281.5182 | [email protected] © 2023, Avigilon Corporation. All rights reserved. AVIGILON and the AVIGILON logo are trademarks of Avigilon
Confidential
Date: 2023-04-27
Quote # 00439660
Prepared By: George Gener
Cart Name: SDT Design
Bill To: Ship To:
Iteris Inc.
1700 Carnegie Avenue
Santa Ana, CA, 92705
US
STORAGE
MODEL NUMBER DESCRIPTION QTY DISCOUNT NET UNIT
PRICE
LINE TOTAL
NVR5-STD-16TB-W10-NA NVR5 STD 16TB 2U Rack Mnt, W10 NA 1 30.00% $10,629.15 $10,629.15
SOFTWARE
MODEL NUMBER DESCRIPTION QTY DISCOUNT NET UNIT
PRICE
LINE TOTAL
ACC7-ENT ACC 7 Enterprise camera channel 30 30.00% $221.56 $6,646.80 CAMERA
MODEL NUMBER DESCRIPTION QTY DISCOUNT NET UNIT
PRICE
LINE TOTAL
2.0C-H5A-PTZ-DP36 H5A, 2MP 36x Pendant PTZ Dome 30 30.00% $2,197.85 $65,935.50 Currency USD
MSRP Subtotal $118,873.20
Partner Discount (30%) - $35,661.75
Discounted Subtotal $83,211.45
Estimated Shipping & Handling $0.00
Estimated Tax Not Included
Total $83,211.45
$17,275.95
$200 $1,598.03
$19,073.98 9.25%
5 TH GENERATION NETWORK VIDEO
RECORDERS
16 TB 24 TB 32 TB 48 TB 64 TB 96 TB 128 TB 192 TB 224 TB 252 TB 288 TB 360 TB 432 TB 5-YEAR WARRANTY
The fifth-generation Avigilon Network Video Recorder (NVR5) delivers unparalleled, high-performance recording, throughput, data availability, and protection for your Avigilon video security system. Featuring the densest storage capacity Avigilon has to offer on a single NVR, security teams can scale up to petabytes of storage at a single location, with up to 432 TB in storage per NVR. All NVR models come optimized with RAID technology, hot-swappable drives, and a five-year Avigilon warranty with dedicated support to increase system uptime and availability.
NVR5 PRM (252-432 TB) NVR5 PRM (192-224 TB) NVR5 STD (16-64 TB) and NVR5 PRM (96-160 TB)
FEATURES
FLEXIBLE & SCALABLE TIER-1 STORAGE
NVR5 offers flexible configurations for security teams to cost-effectively scale up to 432 TB in tier 1 storage capacity and tailor it to their unique retention requirements.
HIGH DATA AVAILABILITY
Reliable storage with RAID-configured redundancy offers a highly available and resilient system that protects your data. All our STD & PRM models include reliable hard drives with RAID 6/60 redundancy to tolerate up to 2/4 hard drive failures.
LOWER DEPLOYMENT COSTS WITH QUICK
& SIMPLE DEPLOYMENT WITH ACC PRECONFIGURED
The NVR5 comes pre-configured with ACC software for
secure network video recording and management of
Avigilon cameras up to 61 MP resolution.
INCREASE SYSTEM UPTIME & PRODUCTIVITY
Sites that have connected to the cloud and subscribed to advanced system health1 can take advantage of system
health monitoring to increase system availability,
streamline maintenance time and minimize on-site service calls.
RESPOND FASTER WITH AI-POWERED
ANALYTICS SUPPORT
Security teams can respond faster to critical events with the NVR5's seamless support for Avigilon Appearance
Search, Facial Recognition, and LPR technologies.
RESOLVE TECHNICAL ISSUES EXPEDIENTLY WITH
A SINGLE-POINT-OF-CONTACT
In addition to lifetime 24/7 Avigilon telephone technical support for the Avigilon End-to-End solution, five-year onsite parts and repair service is also included with 24/7 4- hour response SLA2 for NVR5 PRM, or Next Business Day
for NVR5 STD.
STRENGTHEN CYBERSECURITY
Designed with cybersecurity in mind, the NVR5 comes with a TPM 2.0 module built-in to support hardware Root of
Trust authentication and data encryption.
EASY RECOVERY SOLUTION
Designed with a separate and redundant array of SolidState Drives for the operating system (PRM and STD), with a built-in recovery partition to simplify the recovery process, if needed.
1 On NVR5 PRM 252-432 TB, ACC 7.14.8 or later is required for full advanced system health functionality. 2 Warranty coverage and support Service Level Agreement is subject to end user’s geographic location. Please refer to https://www.avigilon.com/support/warranty/avigilon for more information.
ANALYTICS
AVIGILON APPEARANCE SEARCH™
Quickly locates a specific person or vehicle of interest across an entire site using a sophisticated deep learning AI search engine.
ACC Enterprise required.
FACE RECOGNITION
Detects matches from managed watchlists to alert operators of people of interest. Requires Appearance Search and an additional license.
ACC7-FACE license required
LICENSE PLATE RECOGNITION (LPR)
Significant improvements2 in LPR performance compared to the previous generations of NVRs. Works with ACC software for accurate license plate capture at a range of distances and speeds. Requires an additional license.
ACC7-LPR license per channel required.
ACC™ VIDEO MANAGEMENT SOFTWARE
Pre-installed and pre-configured solution for managing multimegapixel digital IP and analog cameras.
MAXIMUM SUPPORTED CAMERAS
BY FEATURE1 NUMBER OF LPR LANES2
MODEL CPU OR
RAM KIT
APPEARANCE
SEARCH ONLY3
FACE
RECOGNITION +
APPEARANCE
SEARCH3
5 FPS
(<16 KM/H)
10 FPS
(<48 KM/H)
20 FPS
(<100 KM/H)
30 FPS
(<150 KM/H)
NVR5 PRM
(252 288 360 432
TB)
-
200 50
20 10 5 3
2 × NVR5-RAM16GB-B 20 10 5 3
NVR5 PRM
(192 224 TB)
- 18 9 4 3
1 × NVR5-PRM2NDCPU 24 12 6 4
NVR5 PRM
(96 128 160 TB)
- 15 7 3 2
2 × NVR5-RAM16GB-A 20 10 5 3
NVR5 STD
(16 24 32 48 64 TB)
- 12 6 3 2
1 × NVR5-RAM16GB-A 15 7 3 2
1 These performance figures are based on validation testing by Avigilon. Assumes appliance-wide average per camera rates of classified objects leaving field of view:
- H5A Cameras - One every second;
- H4A Cameras - One every two seconds.
Additional licenses may be required. For more information, contact Avigilon Sales. 2 Assumes a 3 MP camera with 1 MP license plate scan area and Frames Per Second (FPS) to recognize license plates up to vehicle speeds in Kilometers Per Hour (KM/H) . Results may vary according to camera mounting parameters. ACC 7.14.10 or later is required. 3 Requires H5A or H4A cameras. The Avigilon Appearance Search camera support limit does not affect any NVR throughputs for simultaneous recording, playback and live streaming.
[email protected] | avigilon.com 2
SPECIFICATIONS
SYSTEM NVR5 PRM
(252-432 TB)
NVR5 PRM
(192-224 TB)
NVR5 PRM
(96-160 TB)
NVR5 STD
(16-64 TB)
Capacity
252 TB 288 TB
360 TB 432 TB
192 TB 224 TB 96 TB 128 TB
160 TB
16 TB 24 TB
32 TB 48 TB
64 TB
Avigilon Control Center™
Edition Core, Standard and Enterprise compatible
Network Video
Streaming
Performance
(10 GbE -
Multiple
Connections)
Recording
Rate: Up to 1500 Mbps Up to 1500 Mbps Up to 1500 Mbps Up to 800 Mbps1 Playback
Rate:
Up to 600 Mbps2 Up to 600 Mbps2 Up to 600 Mbps2 Up to 600 Mbps Network Video
Streaming
Performance
(1 GbE -
Multiple
Connections)
Recording
Rate: Up to 800 Mbps Up to 800 Mbps Up to 700 Mbps Up to 700 Mbps3 Playback
Rate: Up to 800 Mbps Up to 600 Mbps Up to 600 Mbps Up to 600 Mbps Operating System Microsoft Windows Server 2019 - 16 core Hard Disk
Drive
Configuration
Video Data: RAID 60 Up to 28 × 3.5", hotswappable
RAID 60 Up to 18 × 3.5", hotswappableRAID 6 Up to 12 × 3.5", hotswappableRAID 6 Up to 10 × 3.5", hotswappable Operating
System:
2 × 480 GB M.2 SSD Drives,
RAID 1
2 × 240 GB M.2 SSD Drives, RAID 1
Recording Storage Capacity Up to 504 TB raw; 432 TB
effective (RAID 60)
Up to 288 TB raw; 224 TB
effective (RAID 60)
Up to 192 TB raw; 160 TB
effective (RAID 6)
Up to 80 TB raw; 64 TB
effective (RAID 6)
Network Interface 2 × 10 GbE SFP+ ports4
4 × 1 GbE RJ-45 ports
4 × 10 GbE SFP+ ports4
4 × 1 GbE RJ-45 ports
2 × 10 GbE SFP+ ports4 (optional for NVR5 STD)
6 × 1 GbE RJ-45 ports
Memory 8 × 8 GB DDR4 6 × 8 GB DDR4 4 × 8 GB DDR4 2 × 8 GB DDR4 Processor 2 × Intel® 8-core Xeon® 1 × Intel® 16-core Xeon® 2 × Intel® 8-core Xeon® 1 × Intel® 8-core Xeon® Video Outputs 1 × VGA
Local Viewing No
Out-of-band Management iLO Advanced iDRAC 9 Enterprise
1 The maximum recording throughput for STD can be increased to 1100 Mbps by adding a 2nd CPU kit and a 10 GbE Network Card. This requires purchase of a second power supply (NVR5-PSU-800W).
2 The max playback throughput for PRM can be increased by reducing the recording throughput. 3 The max recording throughput for STD can be increased to 800 Mbps. Requires the use of multiple 1GbE ports in a team using LACP/ALB mode. 4 Direct Attach Cables (NVR5-SFPPLUS-DA for all NVR5 models) or system-specific SFP+ transceivers (NVR5-SFPPLUS-SR-A for NVR5 16-224 TB, NVR5-SFPPLUS-SRB for NVR5 >= 252 TB) sold separately.
MECHANICAL NVR5 PRM
(252-432 TB)
NVR5 PRM
(192-224 TB)
NVR5 PRM
(96-160 TB)
NVR5 STD
(16-64 TB)
Form Factor 2U Rack Mount Chassis
Dimensions (L x W x H) 872.0 mm × 479.0 mm × 87.5 mm
34.33" × 18.86" × 3.44"
751.3 mm × 482.0 mm × 86.8 mm
29.58" × 18.98" × 3.42"
721.6 mm × 482.0 mm × 86.8 mm
28.4" × 18.98" × 3.42"
Weight
252 TB: 48 kg (107 lbs)
288 TB: 50 kg (110 lbs)
360 TB: 53 kg (116 lbs)
432 TB: 55 kg (122 lbs)
192 TB: 32 kg (70 lbs)
224 TB: 33 kg (73 lbs)
96 TB: 27 kg (60 lbs)
128 TB: 27 kg (60 lbs)
160 TB: 29 kg (63 lbs)
16 TB: 24 kg (54 lbs)
24 TB: 26 kg (57 lbs)
32 TB: 24 kg (54 lbs)
48 TB: 26 kg (57 lbs)
64 TB: 27 kg (60 lbs)
[email protected] | avigilon.com 3
ELECTRICAL NVR5 PRM
(252-432 TB)
NVR5 PRM
(192-224 TB)
NVR5 PRM
(96-160 TB)
NVR5 STD
(16-64 TB)
Power Input 100 to 240 VAC, 50/60 Hz, auto-switching
Power Supply Dual (1+1) 1000 W redundant Dual (1+1) 1100 W 2 × 1100 W Mixed Mode 800 W Mixed Mode Power Consumption Maximum 580 W (1978 BTU/h) Maximum 803 W (2740 BTU/h) Maximum 789 W (2691 BTU/h) Maximum 604 W (2061 BTU/h) Power Efficiency Titanium Platinum
ENVIRONMENTAL NVR5 PRM
(252-432 TB)
NVR5 PRM
(192-224 TB)
NVR5 PRM
(96-160 TB)
NVR5 STD
(16-64 TB)
Operating Temperature 10°C to 35°C (50°F to 95°F) 10°C to 35°C (50°F to 95°F) 5°C to 45°C (41 °F to 113°F) Storage Temperature -30°C to 60°C (-22°F to 140°F) -40°C to 65°C (-40°F to 149°F) Operating Humidity
8% to 90% relative humidity
with 28°C (82.4°F) max dew
point
10% to 80% relative humidity
with 29°C (84.2°F) max dew
point
8% to 95% relative humidity with 27°C (80.6°F) max dew point Storage Humidity
5% to 95% RH with 38.7°C
(101.7°F) max dew point.
Atmosphere must be noncondensing at all times.
5% to 95% RH with 33°C (91°F)
max dew point. Atmosphere
must be non-condensing at all
times.
5% to 95% RH with 27°C (80.6°F) max dew point. Atmosphere must be non-condensing at all times.
Operating Vibration 0.15 Grms at 10 Hz to 300 Hz 0.26 Grms at 5 Hz to 350 Hz 0.21 Grms at 5 Hz to 500 Hz Storage Vibration 0.5 Grms at 10 Hz to 500 Hz 1.88 Grms at 10 Hz to 500 Hz 1.88 Grms at 10 Hz to 500 Hz Operating Shock 2 G 6 G
Storage Shock 15 G 71 G
Operating Altitude 3,050 m (10,000 ft) 3,048 m (10,000 ft) Storage Altitude 9,144 m (30,000 ft) 12,000 m (39,370 ft) CERTIFICATIONS NVR5 PRM
(252-432 TB)
NVR5 PRM
(192-224 TB)
NVR5 PRM
(96-160 TB)
NVR5 STD
(16-64 TB)
Certifications/Directives UL, cUL, CE, RCM, BSMI, EAC,
KC, NRCS, VCCI, RoHS, WEEE UL, cUL, CE, LOT9, NRCS, NOM, RCM, EAC, VCCI, BSMI, CCC (STD only), KC, BIS, UKCA Safety UL/CSA/EN/IEC 62368-1 UL/CSA/IEC/EN 62368-1:2014 (2nd ed) Electromagnetic Emissions
CFR Title 47, FCC Part 2, 15
Class A, ICES-003(A), EN 55032
Class A, EN 61000-3-2, EN
61000-3-3
FCC Title 47 CFR Part 15 Canadian ICES-003(A) Issue 7 EN 55032:2015/CISPR 32:2015 EN 61000-3- 2:2014/IEC 61000-3-2:2014 EN 61000-3-3:2013/IEC 61000-3-3:2013 Electromagnetic Immunity EN 55024 EN 55024:2010 +A1:2015/CISPR 24:2010 +A1:2015 or EN 55035:2017 Warranty 5-year 4-hour mission critical warranty with onsite parts delivery service. 5-year NBD (Next Business
Day) with onsite parts delivery
service. 4-hour mission critical
warranty upgrade available.
SUPPLIED ACCESSORIES NVR5 PRM
(252-432 TB)
NVR5 PRM
(192-224 TB)
NVR5 PRM
(96-160 TB)
NVR5 STD
(16-64 TB)
Rack Rail System Sliding rail system with cable
management arm1
ReadyRails Sliding Rails with Cable Management Arm
Bezel 1, front
Power Cords 4 total:
2 × C13 / C14, 2 × country variants (from options below) 2 total:
1 × C13 / C14, 1 × country
variant (from options below)
1 Supports tool-less mounting in 19"-wide EIA-310-E compliant square hole, unthreaded round-hole 4-post racks, and threaded hole 4-post racks (NA) NEMA 5-15P / C13 (UK) BS1363 / C13 (EU) SCHUKO / C13 (AU) AS3112 / C13 [email protected] | avigilon.com 4
OUTLINE DIMENSIONS [X.X] INCHES
X MM
NVR5 PRM (252 288 360 432 TB)
FORM FACTOR
2U rack mount chassis
DIMENSIONS (L × W × H)
872.0 mm × 479.0 mm × 87.5 mm
34.33" × 18.86" × 3.44"
WEIGHT (WHEN FULLY POPULATED WITH HARD DRIVES)
55 kg [122 lbs]
NVR5 PRM (192 224 TB)
FORM FACTOR
2U rack mount chassis
DIMENSIONS (L × W × H)
751.3 mm × 482.0 mm × 86.8 mm
29.58" × 18.98" × 3.42"
WEIGHT (WHEN FULLY POPULATED WITH HARD DRIVES)
33.1 kg [72.91 lbs]
[email protected] | avigilon.com 5
NVR5 STD (16 24 32 48 64 TB) & NVR5 PRM (96 128 160 TB)
FORM FACTOR
2U rack mount chassis
DIMENSIONS (L × W × H)
721.6 mm × 482.0 mm × 86.8 mm
28.4" × 18.98" × 3.42"
WEIGHT (WHEN FULLY POPULATED WITH HARD DRIVES)
28.76 kg [63.40 lbs]
[email protected] | avigilon.com 6
ORDERING INFORMATION
NVR5
NVR5-STD-16TB-W10 16 TB (24 TB Raw) NVR5 Standard with Microsoft Windows 10 v1809 LTSC and Avigilon Control Center NVR5-STD-16TB-S19 16 TB (24 TB Raw) NVR5 Standard with Microsoft Windows Server 2019 LTSC and Avigilon Control Center NVR5-STD-24TB-W10 24 TB (32 TB Raw) NVR5 Standard with Microsoft Windows 10 v1809 LTSC and Avigilon Control Center NVR5-STD-24TB-S19 24 TB (32 TB Raw) NVR5 Standard with Microsoft Windows Server 2019 LTSC and Avigilon Control Center NVR5-STD-32TB-W10 32 TB (48 TB Raw) NVR5 Standard with Microsoft Windows 10 v1809 LTSC and Avigilon Control Center NVR5-STD-32TB-S19 32 TB (48 TB Raw) NVR5 Standard with Microsoft Windows Server 2019 LTSC and Avigilon Control Center NVR5-STD-48TB-W10 48 TB (64 TB Raw) NVR5 Standard with Microsoft Windows 10 v1809 LTSC and Avigilon Control Center NVR5-STD-48TB-S19 48 TB (64 TB Raw) NVR5 Standard with Microsoft Windows Server 2019 LTSC and Avigilon Control Center NVR5-STD-64TB-W10 64 TB (80 TB Raw) NVR5 Standard with Microsoft Windows 10 v1809 LTSC and Avigilon Control Center NVR5-STD-64TB-S19 64 TB (80 TB Raw) NVR5 Standard with Microsoft Windows Server 2019 LTSC and Avigilon Control Center NVR5-PRM-96TB-S19 96 TB (120 TB Raw) NVR5 Premium with Microsoft Windows Server 2019 LTSC and Avigilon Control Center NVR5-PRM-128TB-S19 128 TB (160 TB Raw) NVR5 Premium with Microsoft Windows Server 2019 LTSC and Avigilon Control Center NVR5-PRM-160TB-S19 160 TB (192 TB Raw) NVR5 Premium with Microsoft Windows Server 2019 LTSC and Avigilon Control Center NVR5-PRM-192TB-S19 192 TB (256 TB Raw) NVR5 Premium with Microsoft Windows Server 2019 LTSC and Avigilon Control Center NVR5-PRM-224TB-S19 224 TB (288 TB Raw) NVR5 Premium with Microsoft Windows Server 2019 LTSC and Avigilon Control Center NVR5-PRM-252TB-S19 252 TB (324 TB Raw) NVR5 Premium with Microsoft Windows Server 2019 LTSC and Avigilon Control Center NVR5-PRM-288TB-S19 288 TB (360 TB Raw) NVR5 Premium with Microsoft Windows Server 2019 LTSC and Avigilon Control Center NVR5-PRM-360TB-S19 360 TB (432 TB Raw) NVR5 Premium with Microsoft Windows Server 2019 LTSC and Avigilon Control Center NVR5-PRM-432TB-S19 432 TB (504 TB Raw) NVR5 Premium with Microsoft Windows Server 2019 LTSC and Avigilon Control Center Avigilon Control Center licenses must be purchased separately.
Avigilon Appearance Search and facial recognition requires Enterprise version of the ACC software.
ACCESSORIES (NVR5 PRM 252-432 TB)
NVR5-SFPPLUS-DA 3 m (10 ft) SFP+ 10 GbE Twinax Direct Attach cable HD-NVR4-SFPPLUS-DA 3 m (10 ft) SFP+ 10 GbE Twinax Direct Attach cable NVR5-SFPPLUS-SR-B SFP+ Transceivers for Short Range (Multi-mode) on server side, NVR5 >= 252 TB NVR5-SFPPLUS-LR-B SFP+ Transceivers for Long Range (Single-mode) between SAN switches, NVR5 >= 252 TB NVR5-10GBASET-B Network Card, QP 10 G-Base-T NVR5 PRM >= 252 TB NVR5-RAM-16GB-B RAM Upgrade Kit for 1 CPU Processor Only, 2 × 8 GB DDR4 3200 MT/s DIMMs, NVR5 PRM >= 252 TB NVR5-PSU-1000W 1000 W Flex Slot Titanium Hot Plug/Swappable Power Supply Kit, NVR5 PRM >= 252 TB NVR5-HDDS-INT-18TB Spare hard drive, 18 TB, internal bay, compatible with NVR5 PRM >= 252 TB NVR5-HDDS-HOT-18TB Spare hard drive, 18 TB, front/rear bay, compatible with NVR5 PRM >= 252 TB AVA-HED1-NVR5-CONNECT-B AVA Connectivity Kit for Direct Attachment of a NVR5 PRM >= 252 TB AVA-SAN-CONNECT-1 AVA Head Unit Connectivity Kit, includes 1 × transceiver and fiber optic cable for SAN networking AVA-SAN-CONNECT-8 AVA Head Unit Connectivity Kit, includes 8 × transceivers and fiber optic cables for SAN networking with two network switches NVR5-AVA-SAN-CONNECT-B Connectivity Kit for AVA SAN networking, compatible with NVR5 PRM >= 252 TB (excluding AVA Transceiver and Fiber Optic Cables included in AVA-HED1-NVR5-CONNECT-B)
NVR-KYD-WARR-5YR-B 5-year Keep-Your-Drive Warranty Upgrade for NVR5 PRM >= 252 TB ACCESSORIES (NVR5 STD/PRM 16-224 TB)
NVR5-SFPPLUS-DA 3 m (10 ft) SFP+ 10 GbE Twinax Direct Attach cable HD-NVR4-SFPPLUS-DA 3 m (10 ft) SFP+ 10 GbE Twinax Direct Attach cable NVR4X-SFPPLUS-SR SFP+ Transceivers for Short Range (Multi-mode) on server side [email protected] | avigilon.com 7
ACCESSORIES (NVR5 STD/PRM 16-224 TB)
NVR5-SFPPLUS-SR-A SFP+ Transceivers for Short Range (Multi-mode) on server side, NVR5 16-224 TB NVR5-SFPPLUS-LR-A SFP+ Transceivers for Long Range (Single-mode) between SAN switches, NVR5 16-224 TB NVR5-STD-10GBE Network Card, DP 10 GbE SFP+ NVR5 STD 16-64 TB NVR5-10GBASET-A1 Network Card, QP 10 G-Base-T NVR5 STD/PRM 16-160 TB (excluding 2nd CPU for NVR5 STD) NVR5-10GBASET-A2 Network Card, QP 10 G-Base-T NVR5 PRM 192-224 TB NVR5-RAM-16GB-A RAM Upgrade Kit for 1 CPU Processor Only, 2 × 8 GB DDR4 3200 MT/s DIMMs, NVR5 STD/PRM 16-224 TB NVR5-STD-2NDCPU1 2nd CPU Upgrade Kit, 2 × 8 GB DDR4 3200 MT/s DIMMs, NVR5 STD 16-64 TB NVR5-PRM-2NDCPU 2nd CPU Upgrade Kit, 6 × 8 GB DDR4 3200 MT/s DIMMs, NVR5 PRM 192-224 TB NVR5-PSU-800W 800 W Hot Plug/Swappable Power Supply Kit, NVR5 STD 16-64 TB NVR5-PSU-1100W-A1 1100 W Hot Plug/Swappable Power Supply Kit, NVR5 PRM 96-160 TB NVR5-PSU-1100W-A2 1100 W Hot Plug/Swappable Power Supply Kit, NVR5 PRM 192-224 TB NVR5-HDD-HOT-4TB Spare hard drive, 4 TB, front/rear bay, compatible with NVR5 STD 16-24 TB NVR5-HDD-HOT-8TB Spare hard drive, 8 TB, front/rear bay, compatible with NVR5 STD 32-64 TB NVR5-HDDS-HOT-12TB Spare hard drive, 12 TB, front/rear bay, compatible with NVR PRM 96 TB NVR5-HDDS-INT-16TB Spare hard drive, 16 TB, internal bay, compatible with NVR5 PRM 192-224 TB NVR5-HDDS-HOT-16TB-A1 Spare hard drive, 16 TB, front/rear bay, compatible with NVR5 PRM 128-160 TB NVR5-HDDS-HOT-16TB-A2 Spare hard drive, 16 TB, front/rear bay, compatible with NVR5 PRM 192-224 TB AVA-HED1-NVR5-CONNECT-A AVA Connectivity Kit for Direct Attachment of a NVR5 STD/PRM <= 224 TB (excluding 2nd CPU for NVR5 STD) AVA-SAN-CONNECT-1 AVA Head Unit Connectivity Kit, includes 1 × transceiver and fiber optic cable for SAN networking AVA-SAN-CONNECT-8 AVA Head Unit Connectivity Kit, includes 8 × transceivers and fiber optic cables for SAN networking with two network switches NVR5-AVA-SAN-CONNECT-A Connectivity Kit for AVA SAN networking, compatible with NVR5 STD/PRM <= 224 TB (excluding 2nd CPU for NVR5 STD as well as AVA Transceiver and Fiber Optic Cables included in AVA-HED1-NVR5-CONNECT-A) NVR-KYD-WARR-5YR-A 5-year Keep-Your-Drive Warranty Upgrade for NVR5 STD/PRM 16-224 TB NVR5-STD-WARR-5Y4HMC 5-year 4-Hour-Mission-Critical Warranty Upgrade for NVR5 STD 16-64 TB 1 The NVR5-STD-2NDCPU Kit requires purchase of a second power supply (NVR5-PSU-800W).
SUPPORT
Learn more and find additional documentation at avigilon.com or email [email protected] for specific product support.
Jan 2023 | Rev 3
© 2022 - 2023, Motorola Solutions, Inc. All rights reserved. MOTOROLA, MOTO, MOTOROLA SOLUTIONS, and the Stylized M Logo are trademarks or registered trademarks of Motorola Trademark Holdings, LLC and are used under license.
[email protected] | avigilon.com 8
Avigilon Control Center™ 7 Software
Next-Generation Analytics and Self-Learning Video Analytics ACC™ video management software enables analytic events and alarms to be viewed and searched through an intuitive user interface. Real-time events and forensic capabilities detect and notify operators of scene changes and rules violations.
Focus of Attention Interface
Redefining live video monitoring, Focus of Attention helps increase operator effectiveness by providing an overview of events across all cameras in the site, including Avigilon analytic events, face and license plate watch list matches, Unusual Activity Detection (UAD) events, Unusual Motion Detection (UMD) events, motion events, and alarms. Operators can triage the most important events, reviewing associated video to determine if a response is required.
Avigilon Control Center (ACC) software is an easy-to-use video management software that is designed to optimize the way security professionals manage and interact with high-definition video. It efficiently captures and stores HD video, while intelligently managing bandwidth and storage using our patented High Definition Stream Management (HDSM) technology. Version 7 of the software introduces an entirely new way to monitor live video through its Focus of Attention interface, enabling operators to see at a glance what is happening across the entire site and more effectively triage and respond to the most important events.
Avigilon Appearance Search Technology
A sophisticated AI search engine that enables investigators to sort through hours of recorded video with ease and quickly locate a person or vehicle of interest across an entire site. Search for a person or vehicle of interest by entering a physical description, by uploading a photo, or by finding an example in recorded video.
Preinstalled on Avigilon Recorders and Appliances
ACC software is pre-installed and configured on Avigilon HD Video Appliances, Network Video Recorders (NVRs), NVR Workstations, ACC ES Recorders, ACC ES Analytics Appliances, ACC ES 8-Port Appliances and the H4ES camera line. You can also install the stand-alone ACC software to meet the needs of a wide variety of projects. Our NVRs come pre-installed with the NVR Analytics Kit to enable our patented Avigilon Appearance Search technology.
Facial Recognition Technology
Accelerate response times using AI-powered facial recognition technology to detect people of interest based on secure watch lists managed by authorized users at the organization. Populate watch lists by uploading an image or finding a face from recorded video. Robust controls govern the accessibility and retention of watch list data. Start an Avigilon Appearance Search™ query for watch list entries, or receive alerts for potential watch list matches through the Focus of Attention interface. For added security, create alarms that trigger when any individual on the watch list is detected.
Unusual Activity and Unusual Motion Detection (UAD & UMD) Advanced AI technology highlights the unanticipated by automatically flagging unusual activity and motion. Without any configuration, UMD detects atypical movement while UAD is objectaware and detects anomalous behavior (speed and location) of people and vehicles.
UAD H5A UMD H5SL H5M H4A H4SL H4 MINI DOME
ANALYTIC EVENT CAMERA DOWN
MOTION DETECTED
NO MOTION DETECTED
ALARM WATCH LIST MATCH OR UNUSUAL ACTIVITY
SUPPORT [email protected] | avigilon.com 1
Scalable Integration with External Systems
Distributed architecture features .NET-based and REST-based APIs that can easily be integrated with other systems, such as access control and building management.
Simple Camera and Server Installation
Plug-and-play capabilities for NVRs and cameras that
automatically identify themselves on the network, without manual configuration or searching.
Avigilon Presence Detector Support
The Avigilon Presence Detector™ sensor is a
small form factor impulse radar device with
self-learning radar analytics that accurately
detects the presence of a person even if they
have stopped moving or are hidden. It has the
ability to detect presence through blankets,
cardboard, wood and drywall.
Avigilon Control Center Advanced Features
Specialty Devices
HDSM™ Technology
Intelligently manages HD image communications to optimize network bandwidth and workstation performance for even the highest resolution Avigilon cameras.
HDSM SmartCodec™ Technology Support
Automatically adjusts compression levels for regions in a scene, to optimize bandwidth while still maintaining image quality.
Avigilon Appearance Search Technology
Quickly search recorded video to find instances of a person or vehicle across all sites using cameras with Avigilon selflearning analytics. Search for a person by physical description, including clothing color, hair color, gender and age group.
Search for a vehicle by physical description, including color and category - car, truck, bus, bicycle, and motorcycle. Search for a person or vehicle by uploading a photo.
Intelligent Search
Powerful search tools enable you to quickly search recorded video for motion, the presence of classified objects (people or vehicles), background changes in the scene (thumbnail search), and for events.
H4 Video Intercom Support
Video Intercom support provides operators
with visual and audio verification of visitors.
The H4 Video Intercom integration uses
wide dynamic range and echo canceling
technologies for clear viewing and two-way
communication with visitors.
ACC
ACC Mobile Software
Push alarm notifications, live and recorded video, two-way audio, self-learning video analytics overlays, digital output triggers, and PTZ control for Android™ and iOS mobile devices.
Using Avigilon Cloud Services, log in to connected ACC sites without any complicated firewall configuration.
Detailed Management, Monitoring, and Reporting of System Status and Security
Detailed logs of storage, network, and overall system status to help ensure the highest possible system uptime for critical applications.
Point-of-Sale Transaction Engine
Link HD security recorded video (viewed instantly) with transaction data to address compliance requirements and help reduce shrinkage and theft.
Unusual Motion Detection
UMD technology enables fast video search and is designed to reduce hours of work to minutes by narrowing potentially thousands of motion events to a handful. This allows operators to focus their attention on recorded video needing further investigation.
UMD
License Plate Recognition (LPR) Analytics
Second generation LPR analytics engine with easy
configuration and improved accuracy for faster security response. Multiple license watch lists can trigger unique ACC rules when detecting a match.
ACM-ACC Interoperability
The Access Control Manager (ACM) system receives,
processes, and acts on ACM™ door events, hardware
input events, and access grants, enabling operators to
unlock access doors directly from a camera view. Identity Verification enables users to see ACM system credentials dynamically displayed with ACC camera views. Identity
Search enables users to visually verify access events, and initiate an Avigilon Appearance Search across the entire site for the same person.
ACM
ACC
Avigilon Cloud Services Web Client
Securely stream live and recorded video from firewallprotected ACC sites using a Chrome or Safari web browser.
With no client installation required, this solution leverages Avigilon Cloud Services to support secure peer-to-peer
connections to ACC servers.
ONVIF® Profile S, T and G Compliant VMS
Ensures interoperability between IP based ONVIF conformant security devices regardless of manufacturer. Allows video and audio recovery from SD cards installed in Profile G cameras in G case of network failure.
ONVIF is a trademark of Onvif, Inc.
Video Archive
Retain and manage large amounts of video for on-demand
retrieval and review. Extend your storage beyond NVRs using the Avigilon Video Archive for reliable and scalable storage.
Unusual Activity Detection
UAD technology enables object-level detection of atypical activity. This edge-based intelligence uses advanced AI technology and is designed to be object-aware, enabling operators to know when a person or vehicle is in an unusual location in the scene or moving at an unusual speed.
Federal Government Compliance with FIPS 140-2 Certified Encryption
To comply with policies, Federal Government and other
customers can enable FIPS 140-2 certified cryptography on ACC software and on supported Avigilon cameras. Required camera cryptography licenses are centrally managed in ACC.
Within ACC, optionally turn on licensed FIPS cryptography on Avigilon cameras. ACC inventories the number of FIPS camera licenses being used and determines whether customers have the required number of licenses within a facility.
Facial Recognition Technology
AI-powered facial recognition algorithms notify operators when a person of interest returns to a facility. Add a person to a face watch list by uploading a photo or from recorded video. Create watch list alarms, monitor the Focus of Attention interface to detect matches, or start an Appearance Search for a person on a watch list.
SUPPORT [email protected] | avigilon.com 2
Camera and Device Network
Viewing Network
Avigilon
Cloud Services
ACC Site
Analog Camera
with Encoder
Multisensor
Camera
Pro Camera Analytics Camera
Third-party
integration
ACC Virtual Matrix ACC Client
ACC Mobile 3
ACC Site ACC Site ACM Appliance
ACM -ACC interoperability
AI Appliance
License Plate
Capture Camera
Mini-Dome
Camera
Video Intercom
Internet
ACS Web Client
SOLID STATE DRIVE
STORAGE
SOLID STATE DRIVE
STORAGE
Avigilon
Presence Detector
System Architecture
SUPPORT [email protected] | avigilon.com 3
Software Editions
CLIENT CORE STANDARD ENTERPRISE
Video Analytics overlays
(Next-Generation Video Analytics, Self-Learning Video Analytics, UAD and UMD) Yes Yes Yes
Joystick support Yes Yes Yes
ACC Mobile 3 app / Web Endpoint including mobile alarm notifications Yes Yes Yes Avigilon Cloud Services Web Client Yes Yes Yes
FIPS 140-2 Encryption Yes Yes Yes
Certificate management between ACC Client and Server Yes Yes Yes Emergency privilege override Yes Yes Yes
Two-factor authentication Yes Yes Yes
Password strength meter Yes Yes Yes
Light and dark interface themes Yes Yes Yes
Editable Site View Yes Yes Yes
Multi-camera export with optional password protection Yes Yes Yes Hourly configurable recording schedule Yes Yes Yes
Saved views No Yes Yes
Maps with configurable icons and camera thumbnail previews No Yes Yes Integrated web page bookmarking and display No Yes Yes
Focus of Attention interface No No Yes
Active Directory integration No No Yes
Intelligent Virtual Matrix No No Yes
Collaborative investigations No No Yes
Multi-camera privacy blurred export from Avigilon Appearance Search results No No Yes
DEVICE SUPPORT CORE STANDARD ENTERPRISE
Automatic device discovery Yes Yes Yes
Third-party IP cameras and encoders Yes Yes Yes
ONVIF compliant cameras and encoders Yes Yes Yes
H5A cameras with Next-Generation Video Analytics Yes Yes Yes H4A cameras with Self-Learning Video Analytics Yes Yes Yes H5SL, H5M, H4SL, H4 Multisensor, H4 PTZ, H4 IR PTZ, H4 Fisheye, H4 Mini Dome, H4ES, and H4 Thermal cameras
Yes Yes Yes
H4 Thermal Elevated Temperature Detection (ETD) cameras Yes Yes Yes Avigilon H3, HD and earlier cameras Yes Yes Yes
Fisheye dewarping Yes Yes Yes
Avigilon analog video encoder Yes Yes Yes
Avigilon Presence Detector (APD) sensor No Yes Yes
H4 Video Intercom No Yes Yes
H5 Pro and H4 Pro cameras No No Yes
Avigilon AI Appliance No No Yes
The Avigilon Control Center software is offered in three editions: Core, Standard and Enterprise. The Core edition is an entrylevel version of our award-winning software that delivers advanced high definition video security capabilities, ease of use, and superior image quality to smaller implementations. The Standard edition is a cost-effective security solution that meets the vital and focused needs of mid-size operations. The Enterprise edition includes all of the Core and Standard features, plus advanced features to make it a powerful, open platform for large-scale video security needs.
SYSTEM CORE STANDARD ENTERPRISE
Cameras per server 24 75 300+*
Cameras per site 24 75 10 000+*
Servers per site 1 1 100+*
Client licenses per server 2 10 Unlimited
Maximum bookmarks 10 000 10 000 10 000
Rule triggers 0 51 Unlimited
HDSM technology support Yes Yes Yes
HDSM SmartCodec technology support Yes Yes Yes
Dual Streaming for ONVIF compliant cameras Yes Yes Yes
H.265, H.264, MPEG4, MJPEG, JPEG2000 video compression Yes Yes Yes * Actual limits will depend on the hardware environment. Please review Avigilon server and appliance datasheets for applicable limits.
SUPPORT [email protected] | avigilon.com 4
ADDITIONAL FEATURES CORE STANDARD ENTERPRISE
System and motion event e-mail notifications Yes Yes Yes Two person authenticated recorded video viewing Yes Yes Yes Camera replacement Yes Yes Yes
Central station notifications including ANSI/SIA DC-09-2013 No Yes Yes Digital input email trigger No Yes Yes
Manual digital output trigger No Yes Yes
Audio recording and output No Yes Yes
APD™ event trigger No Yes Yes
Next-Generation Video Analytics and Self-Learning Video Analytics event configuration No Yes Yes Camera standby / privacy mode No Yes Yes
Avigilon AI Appliance analytics configuration No No Yes Redundant recording No No Yes
Failover connections No No Yes
ACC Client alarm notifications and escalation No No Yes One-time Video Archive No Yes Yes
Tiered Storage Management with Continuous Archive No No Yes
ADD-ON MODULES AND INTEGRATIONS CORE STANDARD ENTERPRISE POS transaction engine No Yes Yes
Avigilon developed and supported integrations No Yes* Yes Third party system integrations No Yes Yes
License Plate Recognition with multiple match lists No No Yes Face Recognition with multiple watch lists No No Yes
*CommScope® iPatch®, RS2 Access It!®, DDS Amadeus 5 and DSX only
SEARCH CORE STANDARD ENTERPRISE
UAD and UMD timeline filtering wtih Skip Play Yes Yes Yes Intelligent motion search Yes Yes Yes
Thumbnail search Yes Yes Yes
Event search Yes Yes Yes
Point-of-sale (POS) transaction search No Yes Yes
Avigilon Appearance Search technology No No Yes
Alarm search No No Yes
License plate event search No No Yes
ACC INTEROPERABILITY WITH ACM SYSTEMS CORE STANDARD ENTERPRISE Door and panel input event triggers No Yes Yes
Door access grants No Yes Yes
Shared operator access No Yes Yes
ACM Identity Verification No Yes Yes
ACM Identity Search No Yes Yes
For the latest list of integrations and add-ons supported by Avigilon Control Center software, visit avigilon.com.
SUPPORT [email protected] | avigilon.com 5
System Requirements
SYSTEM REQUIREMENTS MINIMUM RECOMMENDED
Operating System Windows 8.1 (64-bit) or Windows 10 (64-bit) Microsoft .NET 4.6.2
Windows 10 (64-bit)
Microsoft .NET 4.6.2
Processor Intel® dual-core CPU (2.0 GHz)
Streaming SIMD Extensions 2 (SSE2)
8th Generation Intel Celeron® CPU or higher
System RAM 4 GB DDR3 8 GB DDR4
Video Card PCI Express, DirectX 10.0 compliant with 256 MB RAM NVIDIA® Quadro P620 Network Interface 1 Gbps 1 Gbps
Hard Disk Space 500 GB 500 GB
DISPLAY MODEL NUMBER KEY FEATURES
2 Monitor Professional High Performance
Remote Monitoring Workstation
RM6-WKS-2MN • Preloaded with ACC Client software.
• Supports high resolution monitors.
• Includes the adapters and accessories for quick deployment. • Avigilon warranty and support included.
4 Monitor Professional High Performance
Remote Monitoring Workstation
RM6-WKS-4MN
ACC Client Software
DISPLAY MODEL NUMBER KEY FEATURES
NVR Premium NVR4X-PRM-64TB / 96TB / 128TB / 157TB / 192TB / 217TB • Optimized for video security applications in a 24/7/365 environment
• ACC Server software is preinstalled, configured and enhanced for optimal system compatibility
• Certified for the Avigilon video security environment - ACC software, LPR, Web Endpoint, Analytics, HDSM and 1-30MP cameras
• High throughputs of up to 1800 Mbps
• Documented network architecture for a wide variety of applications
• Avigilon warranty and support included
• Access to Avigilon System Design Tool (SDT) to calculate storage requirements
NVR Standard NVR4X-STD-16TB-S16 / 16TB / 24TB-S16 / 24TB / 32TB-S16 / 32TB / 48TB-S16 / 48TB
NVR Value NVR4-VAL-6TB / 12TB / 18TB / 24TB
AI NVR AINVR-PRM-PLUS-64TB / 96 TB / 128 TB / 160 TB
AINVR-PRM-64TB / 96 TB / 128 TB / 160 TB
AINVR-STD-24TB / 32 TB / 48TB
AINVR-VAL-6TB / 12TB
ACC Server Software
SYSTEM REQUIREMENTS MINIMUM RECOMMENDED
Operating System Windows Server 2012 R2, Windows 8.1 (64-bit) or Windows 10 (64- bit), Windows Server 2016, Windows Server 2019
Windows Server 2016 or Windows 10
Processor x86 64 bit dual-core (1.9 GHz)
SSE2
Intel® Xeon® E5 v3 (6 cores, 1.9GHz)
System RAM 4 GB DDR3 16 GB DDR4
Network Interface 1 Gbps 4 x 1 Gbps
Hard Drives SATA-II 7200 RPM Enterprise Class Hard Drives SATA-III 7200 RPM Enterprise Class Hard Drives Note:
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SSE2
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System RAM 4 GB DDR3 8 GB DDR4
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Video Card PCI Express, DirectX 10.0 compliant with 256 MB RAM NVIDIA Quadro P620 Hard Drives SATA-II 7200 RPM Hard Drives SATA-III 7200 RPM Hard Drives
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VMA-AS3-24P18 / VMA-AS3-24P24
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ACC ES HD Recorder VMA-RPO-4P2 / VMA-RPO-4P4
ACC ES Analytics Appliance VMA-RPA-4P2 / VMA-RPA-4P4
ACC ES 8-Port Appliance VMA-ENVR1-8P4 / VMA-ENVR1-8P8
NVR4X Workstation NVR4X-WKS-4TB / NVR4X-WKS-8TB
ACC Server Workstation
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(462.31 if Turing)
• 4 GB RAM
• NVIDIA Turing™ architecture, NVIDIA T1000 video card, NVIDIA Pascal™ architecture or NVIDIA Quadro P1000 video card
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AI NVR AINVR-PRM-PLUS-64TB / 96TB / 128TB / 160 TB
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AINVR-VAL-6TB / 12TB
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Yorba Linda Boulevard/Weir Canyon Road Corridor RTSSP 77 RFP Scope of Service Included
Per the RFP instructions, Iteris included Section IV of the RFP on the following pages.
F | PROJECT UNDERSTANDING, OVERVIEW AND APPROACH
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 14 SECTION IV
SCOPE OF SERVICES
A. PRIMARY IMPLEMENTATION SERVICES:
Task 1: Project Management
Project management will be ongoing throughout the duration of the Project in both the Primary Implementation Phase (Task 1) and Ongoing Monitoring and Maintenance Phase (Task 9). This task includes day-to-day Project management, such as meetings, progress reports, tracking of schedules, invoicing and overall administration of the Project. The Project management team will be comprised of City personnel, Partner Agency representatives and the selected Proposer.
Project management costs shall be split between the two Project phases. Project management for the Primary Implementation Phase is Task 1 and for Ongoing Monitoring and Maintenance Phase is Task 9.
The following lists a minimum of what is required of Project management:
1. The selected Consultant for the Project shall prepare a detailed budget, schedule and estimates for all tasks, providing specific Project milestones for review and approval by the City. These items shall be detailed and include expected meetings, activities (by work task, whether performed by Consultant team or by others), start dates, activity durations, product submittal dates, relationships among work tasks (including critical path items), and a detailed Gantt chart for the Project tasks, and float time.
2. Consultant shall lead two Project Kick-Off Meetings with all applicable parties. a. The first meeting will be to kick-off the Project with the City: establish communication channels and protocols, discuss the scope of work, schedule, and budget, gather available information, and obtain a thorough understanding of the goals for the Project. Specific topics to discuss include data collection needs, Traffic Signal Timing Optimization software programs, and construction considerations and required/optional procurement methodologies, intent of the original application and allowances or variants in design engineering, and Project schedule.
Administrative items to be discussed will include contact persons and secondary contacts for different functions of the Project. Invoicing and reporting with explanations on how to provide monthly information on prime, sub-consultant, and vendor expenses on the invoice submittal will be discussed. b. The second meeting will be with the Consultant, City, and Partner Agencies that have signalized intersections along the Project. The focus of this meeting shall be to identify specific goals and develop effective strategy to accomplish them.
Consultant shall prepare an agenda to discuss critical tasks and schedule of work and a memorandum to document the Project goals and strategy. Data collection needs and requirements shall be outlined to the Partner Agencies. Consultant shall notify each agency of the type of work, and when the work is to be performed within that agency. Consultant shall notify each Partner Agency of any and all documents that need to be produced pertaining to the construction of the facilities and the coordination, including but not limited to: as-built drawings, new Plans, Specifications and Estimates (PS&E) for new construction related to this Project,
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 15 intersection timing charts, existing Synchro models, aerial photos, Average Daily Traffic (ADT) and Turning Movement Counts (TMC) data, etc.
3. Consultant shall organize and lead Project meetings as directed by City to include Consultant staff, City, Partner Agencies and other Project-related participants. The purpose of these meetings will be to ensure that proper input is being received and included in the work effort by Consultant and City.
a. Consultant shall prepare agendas, provide status updates, discuss the progress and direction of the work, and provide notes of these meetings as directed by City to all relevant parties. These meetings will also serve to provide regarding specific issues of the effort, including facilitating the development of measures of effectiveness, and constructability reviews.
b. At a minimum, one meeting per month for the Primary Implementation Phase (Task 1) should be scheduled and budgeted. Consultant shall evaluate Project needs and propose the appropriate discussion sessions to properly facilitate the Project.
During the Ongoing Monitoring and Maintenance Phase (Task 9), meetings shall be on an as-needed basis. Consultant shall anticipate at least one kick-off meeting for the Ongoing Monitoring and Maintenance phase to discuss scope and schedule. c. Consultant will be responsible for documentation of all Project meetings with the City. Meeting minutes with action items shall be distributed within five (5) working days to all attendees.
4. Consultant shall attend and be an active presenter, as requested, at the OCTA-led OCTA Traffic Forum, updating the group on the effort, and its status. The Traffic Forum is a semi– annual forum envisioned to further communication and information exchange between OCTA and the local agencies regarding traffic signal synchronization and intelligent traffic system.
5. Consultant may be requested to prepare and present the Project at two public forum meetings for the City of Yorba Linda: City Council and/or Traffic Commission.
6. Consultant shall create and maintain a file-sharing portal that shall be used for all Project correspondence, file transfer, and schedule management. Platform shall be approved by the City prior to implementation. All email correspondence shall include the City as a recipient.
7. Consultant shall keep a running record of Project cost broken down by task and sub-task.
Project costs attributed to each Partner Agency shall be identified, tracked and included in this cost record. This information may be requested by the City at any time. The Project cost record shall be actively maintained on the file-sharing portal for Project files.
8. Consultant shall also keep a running record of all scope changes and/or any deviations from awarded contract. This information will be used by the City to request for Scope Changes at the Semi-Annual Review (SAR). This information may be requested by the City at any time. The record of Project changes shall be actively maintained on the file-sharing portal for Project files.
9. Consultant shall submit monthly invoices in an acceptable format. Each invoice shall include a detailed progress report for the reporting month, all third-party invoices, schedule, and other backup documentation as requested by the City. Each invoice shall clearly identify the tasks worked on and percent complete. All costs accrued shall be broken down by task. All supporting documents for costs accrued shall be submitted as back-up. When
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 16 applicable, the task, associated progress and costs shall be broken out and tracked by Partner Agency.
10. Consultant shall be familiar with all relevant OCTA Project delivery and documentation requirements, including, but not limited to Comprehensive Transportation Funding Programs (CTFP) Guidelines, Project P, and Measure M2. Consultant shall develop Project schedule to ensure satisfying Project delivery timelines; and advise City of all applicable OCTA requirements. Consultant shall prepare, coordinate, and submit all necessary reporting and close-out documentations in compliance with OCTA requirements on behalf of the City. The Consultant shall manage the Project to ensure the CTFP Guidelines and funding deadlines are met.
11. Consultant shall perform required coordination among Project team, lead agency, participating agencies, Caltrans and OCTA.
12. Consultant shall coordinate with Caltrans for execution of cooperative agreements with Partner Agencies for implementation of Project improvements and signal synchronization at Caltrans operated intersections. Consultant shall refine scope and responsibility and coordinate Project efforts in the Caltrans operated intersections. Caltrans cooperative agreement fees will be paid by the City with proper documentation.
13. Consultant shall coordinate with City and Partner Agencies to verify all software preferences being used in the various tasks and deliverables, including software versions and compatibility for each agency.
Task 1 Deliverables:
1. Organize and lead Project Kick-off Meetings and prepare agendas and meeting materials.
2. Draft and Final Detailed budget and schedule.
3. Monthly progress reports, including detailed status of the work effort, outlook, issues/ solutions, and updated schedule shall be e-mailed to the City and Partner Agencies.
4. Attend all coordination meetings and prepare meeting materials, including agenda, action items, graphics, presentation aides, and notes/minutes.
5. Attend OCTA Traffic Forum meetings (as requested) and prepare meeting materials, graphics, presentation aides, and notes.
6. Retain and provide electronic versions of all data files as directed by the City.
7. Prepare graphics and presentation aides required for all meetings.
8. All documents provided in electronic form should be those currently used by the City:
Microsoft Office and PDF files.
9. All electronic data produced for the Project shall be provided on a flash drive.
10. Monthly invoices in a format acceptable to the City, shall include all third-party invoices and other supporting documentation as requested by the City.
11. All reporting and close-out documentations in compliance with OCTA requirements and any applicable regulatory agency.
Task 2: Data Collection
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 17 Consultant will collect data necessary to thoroughly understand existing traffic conditions in the study area, develop a concept of operations and develop optimal time-of-day traffic signal coordination plans for specific zones and traffic generators as applicable. At a minimum, Consultant shall collect the following data:
1. Consultant shall collect any existing timing charts/sheets, existing coordination plans, asbuilt/record drawings, aerial photos, maps, traffic collision data, and collision diagrams for the study intersections, if available. Consultant shall be responsible for any and all documentation reproduction, as necessary.
2. Consultant shall consult with the City and Partner Agencies on signal timing and signal priority preferences, including, but not limited to, those related to pedestrian, equestrian and bicycle timing, phase sequence modifications and preferences, and special operations such as change in clearance intervals, coordination preferred phase re-service, and ringbarrier logic, as well as the timing optimization software preferences.
3. Consultant shall conduct seven-day 24-hour Average Daily Traffic (ADT) counts with vehicle and bike classification counts to determine heavy vehicle (Buses and Trucks) percentage information. The vehicle classification categories shall correspond to the latest Federal Highway Administration (FHWA) vehicle class categories. Include proposed peak period and durations for AM peak, mid-day peak, PM peak, and weekend peak. All count locations and day will be approved by the City and Partner Agencies prior to collection.
4. Consultant shall conduct weekday and weekend peak period intersection turning movement (ITM) counts at each and every one of the Project signalized intersections, including pedestrian and bicycle counts. ITM counts shall be conducted, with approval of City and Partner Agencies for weekday and weekend peak periods. Peak periods can be estimated to last for two hours of each weekday peak period (AM, mid-day, and PM ) and a single four-hour Saturday mid-day peak period. Consultant shall consult with Project team to determine if additional ITMs are necessary to account for special events and/or special generators. The proposed day/time for ITM counts shall be approved by the City and Partner Agencies prior to collection.
5. All counts shall be summarized in Microsoft Excel format. All data shall adhere to the CTFP Guidelines for data compatibility. Counts shall also be summarized in a Comma Separated Values (CSV) file in the Universal Traffic Data Format (UTDF) for direct volume import into Synchro (latest version) by peak period. Copies of the raw data count sheets shall also be provided.
6. Consultant shall field measure all advanced loops to the stop bar and compare to the latest California Manual of Uniform Traffic Control Devices (MUTCD) guidelines to calculate appropriate extension time. Submit all measurements and calculations in Microsoft Excel format to the City and Partner Agencies for review.
7. Consultant shall use the latest California MUTCD guidelines to field measure all crosswalks for all intersections. Submit all measurements and calculations in Microsoft Excel format to the City and Partner Agencies for review.
8. Consultant shall use the latest California MUTCD guidelines to measure and calculate bicycle timing for all movements. Submit all measurements in AutoCAD format and calculations in Microsoft Excel format to the City and Partner Agencies for review.
9. Consultant shall coordinate with Partner Agencies and include an identification of all planned and programmed improvements (widening projects, intersection improvements,
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 18 etc.) as well as planned developments on the Project corridor or on intersecting corridors or streets that might affect the Project. The identification of these projects should be at minimum a list summarizing all improvements.
10. Consultant shall also investigate factors that are expected to affect signal progression including, but not limited to: intersections with high pedestrian or bicyclist volumes; oversaturated intersections; uneven lane distribution; high volumes of trucks and buses; schools; high-volume un-signalized intersections, including interchanges; parking maneuvers; presence and location of bus stops; differing signal timing patterns; etc.
Task 2 Deliverables:
1. Prepare a report summarizing the findings of the data collection completed in Task 2. This report is to be incorporated in the Primary Implementation Project Report (Task 8).
2. Electronic versions of all data files, organized and compiled in a logical manner.
Task 3: Field Review and Plans, Specification and Estimates Consultant shall identify and attribute Task 3 costs to each Partner Agency. For duration of Task 3, all costs shall be tracked accordingly. Cost and work scope for Task 3 in the City of Anaheim are not part of this RFP. See cost proposal instructions in Section 9 for more information.
Sub-Task 3.1 Field Review
Consultant will review any and all relevant information related to traffic signal operations and equipment, including the geometric layout, existing traffic signal equipment, and signal synchronization related infrastructure to identify any deficiencies for each intersection and along the Project corridor. The review shall include an assessment of the existing intersection geometry, traffic conditions, traffic signal control equipment, and telemetry/interconnect facilities along the corridor and of each intersection using observation, available as-built plans, consultation with the local agencies, and supplied aerial photos. Based on the initial assessment by the Partner Agencies and with their respective permission, Consultant shall inspect the interior of each traffic control cabinet, inspect the telemetry and ethernet systems to determine their respective condition and make recommendations for equipment upgrades.
Key components of the Project corridor review shall include, at a minimum, the following:
1. Corridor lane configurations;
2. Existing street and lane geometries, curbs, bus turnouts, and medians;
3. Existing signal operation characteristics – signal phasing, cycle lengths, phase sequence alteration, protective-permissive, etc.;
4. Crossing arterial coordination operations;
5. Crossing arterial or street with adjacent intersections;
6. All traffic control devices related to traffic signal operations at all Project intersections, approaches to cross streets, and along the Project corridor;
7. Traffic signal control device information, such as type of device, brand and make, and condition of equipment. Open each controller cabinet and take digital photos of all existing equipment. Intersection photographic documentation log of existing equipment condition shall be required;
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 19 8. Necessary configuration and parameters, such asadvanced loop distances and detector channel assignments, for Automated Traffic Signal Performance Measures (ATSPM);
9. Existing controller and telemetry/ethernet interconnect equipment, if any. Note if to be reused;
10. Existing time-referencing setup, if any;
11. Existing Central Master Equipment;
12. Existing Field Master equipment or peer-to-peer operation, if any. Note if to be reused and modified, salvaged and/or new;
13. Note any deficiencies of traffic control equipment at each intersection; and
14. Note the maintenance condition or existence of the traffic signal equipment, controllers and synchronization related infrastructure.
With the view of enhancing, and improving the traffic operations along this corridor, Consultant shall identify any deficiencies of the existing traffic signal control and telemetry infrastructure and geometric layout, and provide recommendations towards solutions that may be implemented to correct such deficiencies.
Sub-Task 3.1 Deliverables:
1. Prepare a report summarizing the findings and recommendations of the field review. This report is to be incorporated in the Primary Implementation Project Report (Task 8).
2. Electronic versions of all data files, organized and compiled in a logical manner.
Sub-Task 3.2 Plans, Specification and Estimate
Consultant shall prepare a set of plans, specification and estimate (PS&E) for the implementation of Project improvements to be accomplished through a competitive bid process. The specific improvements required as a part of this Project are outlined in the Project application to OCTA (Appendix 4). The improvements include but are not limited to: traffic signal controllers, controller cabinets, traffic signal improvements, communication equipment, Traffic Management Center (TMC) upgrades, Closed Circuit Television Cameras (CCTV) and Intelligent Transportation System (ITS) equipment and elements.
Consultant shall prepare one PS&E package, containing improvements for all Partner Agencies. The bid package shall be organized such that each agency’s requirements, standards and specifications are incorporated. The bid package will be advertised by the City for construction. Consultant will ensure timely coordination and preparation of PS&E package to ensure City and Partner Agency review.
As described in Task 4, Synchronization System Construction, Consultant shall provide Bid Support and Construction Engineering and Management services for the Project. Consultant shall produce final As-Built record drawings.
At a minimum, Consultant shall:
• Conduct all required utility research and coordination for Project, including ownership, information requests, preliminary notices and final notices. Consultant shall identify any required relocations.
• Survey existing conditions to locate existing improvements. Survey data collection should extend outside Project limits sufficiently to plot joins to existing improvements, verification
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 20 of unimpeded intersection sight distance triangles, and others. All survey data shall be located in the California state plane horizontal coordinate system, North American Datum 1983 and North American Vertical Datum 1988 and their latest adjustments/epochs. • Existing right-of-way limits and easements shall be identified and shown. Any required temporary construction easements shall be identified.
• Prepare and submit permit applications to each regulatory agency required for plan approvals. Permit application fees will be paid by the City with proper documentation.
Anticipated permits:
o Encroachment permit from Caltrans
o No-fee encroachment permits for work within each Partner Agency’s right-of-way. • Coordinate with Southern California Edison (SCE) for design of new or upgraded services.
SCE design and installation fees shall be paid by the Consultant and reimbursed by the City with proper documentation. Consultant shall coordinate to ensure any required fees have been paid in time for relevant construction activities to begin. • Prepare PS&E package for 60%, 90% and Final level of design. • Plans shall be prepared using owning Agency CAD standards and in the latest version of AutoCAD or Microstation software.
• Coordinate review of PS&E with each Partner Agency, within jurisdiction, at each level of design. All comments shall be tracked and addressed at each subsequent level of design. • Comply with all laws, rules and regulations concerning environmental permitting.
Sub-Task 3.2 Deliverables
1. Utility coordination documents and records, including all letters of requests, responses, asbuilt drawings, utility logs, Preliminary and Final Notices.
2. All permit application submittals and final issued permits.
3. Plans, specifications and estimates for 60% and 90% level design, in both hard copy and electronic copy format. Copies of each level of design shall be provided to each Partner Agency.
4. SCE approved final plans for new or upgraded services and relevant invoices.
5. Review Comment and Resolution tracking log, in Excel format.
6. Original files of the PS&E for each level of design (60%, 90% and Final), including AutoCAD or Microstation files, Word and Excel files.
7. Any design and quantity calculations.
8. Final PS&E package, signed and stamped by a California Licensed Professional Engineer.
Final PS&E package shall be in both electronic and hard copy. Electronic file shall be in PDF format. Hard copy shall include one full size (36”x24”) set of plans, on mylar for City records. Hard copy specifications shall be GBC bound. Copies of Final design shall be provided to each Partner Agency.
Task 4: Synchronization System Construction
The timeline for Project construction is outlined in the following section, Tentative Project Schedule.
Consultant is expected to provide bidding and construction management services. Such services include, but are not limited to, responding to Contractor questions and requests for information, redesign of Project plans due to unforeseen conditions, traffic control plans that may be required, and system integration support services. Task 7 costs shall be attributed to each Partner Agency
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 21 and tracked accordingly. Cost and work scope for Task 4 in the City of Anaheim are not part of this RFP. See cost proposal instructions in Section 9 for more information.
Sub-Task 4.1: Bid Support
The Consultant shall provide assistance during the bidding phase, including, but not limited to, pre-proposal meetings, responding to requests for information (RFIs), issuing addenda, and bid analyses.
Sub-Task 4.2: Construction Engineering and Management
Consultant shall provide professional construction management services, including inspection coordination, quality control, Critical Path Method (CPM) schedule management, utility coordination, and administration services during construction. Work shall be performed in accordance with City of Yorba Linda standards of practice.
Consultant shall respond to all requests for information (RFIs), review shop drawing and material submittals, plans, and any other Project related documents. Consultant shall assist the City with reviewing and negotiating proposed Construction Change Orders.
Consultant is expected to support the Project Construction Contractor with system integration (including, but not limited to installing/implementing and integrating all hardware and software) during the construction phase of the Project. Consultant is expected to coordinate with the Construction Contractor, for installing and/or integrating new traffic signal controllers and cabinets, communication hardware, communication equipment, ITS equipment, etc.
During construction, each Partner Agency will provide construction inspection services for those components subject to that agency’s inspection. Construction management services, at a minimum, include the following:
Construction Phase:
1. Arrange and conduct Pre-Construction meeting, inviting the Project Manager, Inspector, public utilities, private entities, general contractor and other Project stakeholders. Prepare minutes of Pre-Construction meeting for distribution to all attendees.
2. Provide and maintain sufficient field personnel to administer and manage construction contract.
3. Review construction schedule, including activity sequences and duration, schedule of submittals and delivery schedule of long lead materials and equipment. Review contractor’s update and revisions as may be required to reflect actual progress of work.
4. Schedule and conduct progress meetings to discuss contract issues, procedures, progress, problems, change orders, submittals, request for information (RFIs), deficiencies and schedules. Prepare minutes of progress meetings for distribution to all attendees.
5. Coordinate construction inspection.
6. Investigate field problems affecting property owners and contractors.
7. Process, review and coordinate with City and Partner Agencies to approve contractor’s submittals
8. Process, review and track RFIs, submittals, shop drawings, proposed change orders and revisions.
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 22 9. Review and evaluate proposed change orders. Review estimates for reasonableness and cost effectiveness and render recommendations to City. Conduct negotiations with contractors and resolve problems.
10. Maintain cost accounting records on authorized work performed under contract unit costs and additional work performed based on actual costs of time (labor) and materials (T&M).
11. Review contractor submittals for extra or unforeseen work. Review potential Construction Change Orders (CCO) for accuracy and provide recommendation(s) to City staff for proper course of action and processing of CCOs.
12. Develop a reasonable cost control system, including regular monitoring of actual costs for activities in progress and estimates for uncompleted tasks and proposed changes.
13. Assist City in coordinating services of other consultants that may be hired or selected for the Project.
14. Respond to contractor’s requests for interpretation or clarification of meaning and intent of Project plans and specifications.
15. Establish and implement job safety procedures in compliance with CAL-OSHA requirements. Monitor contractor’s compliance with established safety program, respond to deficiencies and hazards, and investigate and report on accidents.
16. Track quantities of work completed for progress payments. Develop and implement procedures for review and processing of progress payment applications. Assist City with review and certification for payment.
17. Establish procedures and monitor contractor compliance with state prevailing wage regulations and requirements.
18. Assist City in preparing and processing reimbursements.
19. Maintain a complete Project filing system, including records of all changes and field notes.
Filing system shall be in accordance with City procedures.
Post-Construction Phase:
1. Evaluate completion of work and recommend to City and Partner Agencies when work is ready for final inspection.
2. Conduct final inspection/walk through with agency staff.
3. Coordinate with Inspector final punch list, including schedule for punch list completion.
Monitor and follow through with contractor until completion of all punch list items.
4. Secure and transmit required guarantees, certifications, affidavits, leases, easement deeds, operating & maintenance manuals, warranties and other documents as stipulated in contract documents.
5. Secure and provide neat and orderly material sheets, inspection reports,
6. Review and process contractor’s request for final payment and release of retention.
Sub-Task 4.3: As-Built Records
At the conclusion of construction contract, produce As-Built record drawings in both electronic and hard copy format of all improvements. The electronic copy shall include both original file format (AutoCAD) and PDF. Hard copy shall include one full size (36”x24”) set of plans, on mylar for City records and one set on bond paper. A copy of both formats (electronic and hard copy) shall be provided to each Partner Agency.
Task 4 Deliverables:
1. Response to RFIs, Addenda and Bid Analyses as a result of Bid Support.
2. Construction engineering and management records and files, including, but not limited to:
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 23 a. Pre-Construction meeting agenda and notes
b. Construction progress meeting minutes and notes
c. Submitted shop drawings and materials submittals and subsequent reviews and responses
d. Contractor correspondence
e. Contract change order requests, calculations, estimates and documentation f. Compilation of all relevant inspection reports and photos g. Tracking of quantities of work completed and progress payments records and calculations
h. Guarantees, certifications, affidavits, leases, easement deeds, operating & maintenance manuals, warranties and other documents as stipulated in contract documents
i. Electronic versions of all files, organized and compiled in a logical manner.
3. Final As-Built record drawings in both hard copy and electronic format; provided to each Partner Agency.
Task 5: Corridor “Before” Study
Consultant shall conduct “Before” floating car travel runs prior to timing implementation. Between three (3) to five (5) runs shall be completed in each direction for each of the peak periods. For weekday timing plans, this includes AM, mid-day, and PM peak periods. For weekend timing plan, this includes Saturday mid-day peak period. The number of runs shall be consistent for both directions and time periods. Consultant shall notify and receive approval from City and Partner Agencies on number of runs to be accomplished prior to commencement of data collection.
1. Consultant will prepare a “Before” field study report representative of the peak times and days for which synchronization plans will be developed. The report shall identify Measures of Effectiveness (MOE) to evaluate the effects of the synchronization plans.
MOEs shall include traffic flow, travel time, average speed, number of stops per mile, number of intersections traversed on green vs. stopped by red (Greens per Red) per the OCTA MOE, Corridor Synchronization Performance Index (CSPI). Other MOEs shall include fuel consumption reduction, pollution reduction, and other pertinent items.
Consultant shall collect data or analytics from Partner Agencies with Automated Traffic Signal Performance Measures (ATSPM) as part of the “Before” study. This report is to be incorporated in the Primary Implementation Project Report (Task 8).
Consultant shall prepare two (2) synchronized videos of “Before” and “After” (Task 7) condition, one for AM peak and one for PM peak. The videos shall be synchronized to show side by side of the “Before” and “After” run. The videos are to be used by City and Partner Agencies for presentation purposes.
Task 5 Deliverables:
2. “Before” Study report.
3. Electronic versions of all data files, organized and compiled in a logical manner.
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 24 Task 6: Signal Timing Optimization and Implementation Consultant shall develop synchronized timing for the AM peak, PM peak, mid-day peak, and weekend mid-day peak periods. Special generators such as schools and businesses along with cross street traffic, will be considered. Crossing arterial projects that have recently been timed shall be considered as part of the Project.
Please note that any offset signal that was included in the application is expected to undergo the same signal timing tasks (basic timing review, counts, model in Synchro, optimization, implementation, and O&M). Before/after study is the only tasks that would not be necessary.
However, depending on the status of these offset signals, the level of effort may not be the same.
It would be good to show the level of effort put into these offset signals even if it ends up being free operation due to their size and traffic
Sub-Task 6.1: Proposed Network Modeling
Consultant shall develop signal timing based on field observation of existing conditions and the data obtained from previous tasks. Synchro will be utilized to perform timing analysis and generate the network model. Existing coordination parameters will also be checked in network modeling to provide smooth progression at crossing arterial intersections.
Consultant shall develop network modeling timing plans and time-space-diagrams for each period – AM peak period, midday peak period, PM peak period, and weekend peak period for City of Yorba Linda and Partner Agencies intersections. Time-space-diagrams shall be horizontal and to scale, labeled with cycle lengths, offset locations, phase directions and values, design speeds, and green bands. Evaluate the possibility of partitioning network into sub- systems. Provide cycle evaluation analysis for each time period and sub-system. Attempt to minimize impact to progression across sub-systems. Pedestrian and bicycle timings should be included in the optimized model. Consultant shall implement appropriate Macro/Micro search optimization steps based on the practices of each Participating Agency.
Consultant shall evaluate the signal timing and coordination parameters to optimize coordination timing using:
• Modified Phase Sequence Rotation
o Lead/Lead
o Lead/Lag
o Leading and lagging the same phase within a given cycle (re-servicing) • Harmonic cycling – double or half
• Other innovative techniques upon approval of the owning agency The submittal will include electronic version for the City’s and Partner Agencies’ review and approval. Submit Draft Network Model and Cycle Evaluation three weeks after turning counts are approved by the relevant Partner Agency. Cycle Evaluation should be presented in table format for each peak period and sub-system. A re-submittal will be required within two weeks of the receipt of the relevant Partner Agency comments. Each Partner Agency will provide existing phasing configuration and timing parameters. All time-space diagrams shall be optimized using Tru-Traffic .
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 25 Upon final approval of the network model, the timing plans shall be converted and organized in tables in accordance with NEMA phase and sequence. Submit two weeks after each Partner Agency approves the optimal cycle. A re-submittal with corrections will be required within two weeks of the receipt of Partner Agency’s comments.
Consultant shall determine and use the versions of Synchro and Tru-Traffic that is compatible with all Partner Agencies.
Sub-Task 6.1 Deliverables:
1. Proposed Synchro with optimized timing parameters.
2. Proposed Tru-Traffic with optimized timing parameters.
3. Draft Network Modeling Technical Memorandum.
4. Final Network Modeling Technical Memorandum.
5. Implementation-ready timing sheets summarizing optimized timing parameters and plans Sub-Task 6.2: New Timing Implementation
Consultant shall implement signal timing plans to coordinate the traffic signals on the Project corridor.
For all Project intersections, Consultant shall coordinate with each owning agency in the development and implementation of new timing plans.
For Caltrans locations, Consultant shall coordinate with Caltrans in the implementation of optimized timing plans.
Consultant shall implement approved timing plans at each Partner Agency’s Traffic Management Center or at the local controller. Timing plan development should consider optimization of delay, progression saturation flow rate and lost time.
Consultant will contact and work with other Partner Agencies affected by the Project and will coordinate efforts with concurrent cross street projects to achieve mutually acceptable results.
Sub-Task 6.2 Deliverables:
1. Implementation-ready timing sheets summarizing optimized timing parameters and plans.
Sub-Task 6.3: Optimize Signal Timing
Consultant shall implement and fine-tune the timing plans. Consultant shall verify the implemented timing plans by performing field checks and keep City and Partner Agency staff informed in writing of the implementation progress.
Upon completion of Implementation Phase, Consultant shall incorporate all changes and resubmit Synchro files, Tru-Traffic files, timing plans and tables with final implemented data.
Sub-Task 6.3 Deliverables:
1. Final optimized Synchro files
2. Final optimized Tru-Traffic files
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 26 Task 7: Corridor “After” Study
Consultant shall conduct “After” floating car travel runs after timing implementation. Between three (3) to five (5) runs shall be completed in each direction for each of the peak periods. For weekday timing plans, this includes AM, mid-day, and PM peak periods. For weekend timing plan, this includes Saturday mid-day peak period. The number of runs shall be consistent for both directions and time periods. Consultant shall notify and receive approval from City and Partner Agencies on number of runs to be accomplished prior to commencement of data collection.
1. Consultant will conduct an “After” field study representative of the peak times and days for which synchronization plans will be developed. The “After” study must be conducted in the same manner and contain the same MOEs as the “Before” study described in Task 5 in order to evaluate the improvements of the synchronization plans. The vehicles conducting the “After” study shall not exceed the design speeds shown in the final timespace-diagrams and Task 7 deliverables below. MOEs should be compiled for the optimized corridor using the floating car method. Consultant shall collect data or analytics from Partner Agencies with Automated Traffic Signal Performance Measures to complement both the before and after studies. This report is to be incorporated in the Primary Implementation Project Report (Task 8).
Consultant shall prepare two synchronized videos of “Before” (Task 5) and “After” condition, one for AM peak and one for PM peak. The videos shall be synchronized to show side by side of the “Before” and “After” run. The videos are to be used by City and Partner agencies for presentation purposes.
Task 7 Deliverables:
1. “After” Study report.
2. Electronic versions of all data files, organized and compiled in a logical manner.
3. Two (2) synchronized videos showing “Before” and “After” runs for AM and PM peaks.
4. All Trip Logs gathered during the “After Runs” shall be plotted accurately on the final time-space-diagrams.
Task 8: Primary Implementation Project Report
Using the data, information and analyses gathered in the previous tasks, Consultant will develop a Primary Implementation Project Report. This report will provide an analysis of the “Before” and “After” studies for the Project identifying signal coordination benefits. The report will be completed after the Primary Implementation is completed and will include the following:
• Introduction/Project description: a summary of the Project including the purpose, background, and objectives of the Project.
• Data collection: a summary of the data collected as part of the effort including the traffic counts, phasing, lane configurations, etc.
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 27 • Traffic signal systems improvements: a summary of the implemented traffic signal systems improvements by the Project.
• Signal timing optimization: a summary of the development and implementation of updated signal timing including the models, selected cycle lengths, intersection groupings, etc.
• Results: the study will contain directional morning, mid-day, evening, and weekend peak periods using travel times, average speeds, green lights to red lights, stops per mile, and the derived Corridor Synchronization Performance Index (CSPI) metric. This information shall be collected both before and after any signal timing changes have been made. Additional details based on the Final Report Template will also be included. • Benefits to cost analysis: Project benefits resulting from signal synchronization will be evaluated based on the “Before” and “After” study results. Savings will be calculated for travel time, fuel consumptions, vehicle maintenance, Greenhouse Gas (GHG) reduction, and a final benefit cost ratio.
• Future signal corridor improvements: recommendations for system and equipment enhancements to improve traffic flow and signal synchronization will be provided. • Conclusion: a summary of the “Before” and “After” study and its findings.
Task 8 Deliverables:
1. Primary Implementation Project Report.
ONGOING MONITORING AND MAINTENANCE SERVICES:
Task 9: Ongoing Monitoring and Maintenance Project Management Consultant shall provide continuous Project management for the duration of the Ongoing Monitoring and Maintenance Phase. Project management during this Phase, at a minimum, includes monthly status reports, tracking of schedules, invoicing, coordination between agencies and overall administration of the Project. Consultant shall provide Project close-out documentation, as needed, for completion of the project. See Task 1 Project Management in Section IV of this RFP for additional description of Project management activities.
Task 10: Ongoing Monitoring and Maintenance (OMM)
Consultant shall provide “on-call” signal timing support services for a period of 24 months following the complete closeout and all payments made for the Primary Implementation phase, to address any future adjustments that may be needed during this period. During this 24- month period, Consultant will be prepared to review any Project intersection requested within 24 hours of written notice, including observing and fine-tuning the signal timing. Consultant will also assist with resolving communications and detection issues along the corridor.
Sub-Task 10.1: Monitoring and Improving Optimized Signal Timing Consultant will drive the length of the Project arterial during all designated corridor synchronization timing plan hours of operation on a monthly basis in order to verify that the synchronization timing is working as designed, and complete any necessary adjustments.
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 28 Monthly driving times will consist of a full 12-hour weekday and a 4-hour Saturday. All drives shall be documented. Consultant shall collect data or analytics from Partner Agencies with ATSPM as part of monitoring and improving optimized signal timing.
Sub-Task 10.2: Communication and Detection Support
Consultant will coordinate with respective agencies to monitor, maintain, and repair communication and detection for 24 months after signal timing is implemented along Project corridor including offset signals.
Sub-Task 10.3: Ongoing Monitoring and Maintenance Memo
Consultant will prepare an Ongoing Monitoring and Maintenance (OMM) memorandum to summarize the Ongoing Monitoring and Maintenance phase, including details on when travel runs were conducted; issues and solutions throughout the phase; and recommendations for future improvements.
Task 10 Deliverables
1. Summary of drives completed and ATSPM data collected in Sub-Task 10.1 and resulting findings and adjustments on a monthly basis. A copy, limited to jurisdictional boundaries, shall also be sent to each Partner Agency.
2. Draft and final OMM memorandum.
3. Electronic versions of all files, organized and compiled in a logical manner.
B. MISCELLANEOUS
Selected Consultant shall provide insurance documents per the attached checklist prior to contract award. Consultant shall ensure insurance companies used are admitted to conduct insurance business along the lines of insurance supplied in the State of California and have a Best Guide rating of Grade A or better and Class VII or better.
The City shall coordinate, prepare and execute a cooperative agreement with Caltrans for Caltrans operated signals along the Project corridor. Consultant shall assist the City with execution of Caltrans cooperative agreement, including but not limited to coordination and scope refinement.
The City recognizes that the Consultant in their preparation of a response to this RFP may have other ideas to improve the efficiency, safety, cost effectiveness or resiliency of the project beyond what is outlined in this RFP. Based on the Project understanding and goals, the Consultant may provide optional tasks that will enhance the performance and delivery of the project in the most efficient and effective manner. Optional tasks presented by the Consultant shall be cognizant of the overall project schedule and budget. For every optional task, the Consultant shall provide an explanation of additional enhancement, efficiency or cost savings to the Project along with a detailed scope of work, timeline, estimated not-to-exceed cost for each item, and deliverables.
Additional work items are not required, and thus a Consultant will not be penalized for not proposing any optional tasks.
City of Yorba Linda
RFP for Traffic Engineering Services for Yorba Linda Boulevard/Weir Canyon Road Corridor Regional Traffic Signal Synchronization Project (RTSSP) 29 C. STANDARDS OF WORK
CONFLICTS / DESIGN EXCEPTIONS. In case of conflict, ambiguities, discrepancies, errors, or omissions, Consultant shall submit the matter to City for clarification. Any work affected by such conflicts, ambiguities, discrepancies, errors or omissions which is performed by Consultant prior to clarification by City shall be at Consultant's risk and expense.
DELIVERABLE DOCUMENTS. Deliverables shall be prepared in English units and in conformance with the latest editions of applicable standards.
REFERENCE MATERIALS. The Consultant shall make use of additional reference material as appropriate. Consultant shall also be responsible for ensuring the most recent version of all reference materials are used, including any addenda and errata.
-17-
EXHIBIT B
SCHEDULE OF COMPENSATION
Payment shall be on a “Fixed Fee” basis in accordance with the Consultants Schedule of Compensation attached herewith as Exhibit “B-2” for the work tasks performed in conformance with Section 2.2 of the Agreement. Total compensation for all work under this contract shall not exceed One Million Two Hundred Seventeen Thousand Nine Hundred Fifty-One and 98/100 Dollars ($1,217,951.98) except as specified in Section 1.2 - Changes and Additions to Scope of Services of the Agreement.
OTHER
Prime Consultant Team - PROJECT FEE BY TASK BY PERSONNE Task/Phase
No. Task Description
Project Manager
Principal - In - Charge
Senior Advisor
QA/QC
Task Lead/
Senior Engineer
Project Engineer
Associate Engineer
Assistant Engineer
Admin Staff
Sr. Professional
Professional
Jr. Professional
Analyst IIAnalyst II
Senior Transportation
Engineer
Senior Signal
Systems Specialist
Senior Transportation
Planner
Transportation Egineer II
Burdened Hourly Rate PI Phase $ 250.00 $ 383.00 $ 270.00 $ 255.00 $ 166.00 $ 138.00 $ 120.00 $ 164.00 $265 $225 $195 $165 $150 $189 $189 $184 $155 Burdened Hourly Rate O&M Phase $ 265.00 $421.00 $ 296.00 $ 280.00 $ 182.00 $ 152.00 $ 132.00 $ 180.00 -$ -$ -$ -$ -$ -$ -$ -$ -$ Project Meetings 6 2 2 8 18 0 0 $ 4,846.00 $ - $ - $ 100.00 $ 4,946.00 Coordination and Meetings 120 4 4 40 40 10 218 0 0 $ 51,092.00 $ - $ - $ 100.00 $ 51,192.00 SUBTOTAL 126 6 6 48 40 0 0 10 0 0 0 0 0 0 0 0 0 236 0 0 $ 55,938.00 $ - $ - $ 200.00 $ 56,138.00 Data Collection and QC 6 8 20 20 50 50 154 0 0 $ 24,980.00 $ - $ - $ 300.00 $ 25,280.00 TRAFFIC COUNT(AimTD) 0 0 0 $ - $ - $ - $ 70,611.00 $ 70,611.00 Data Collection Report 10 2 40 40 92 0 0 $ 13,360.00 $ - $ - $ 13,360.00 SUBTOTAL 16 0 10 20 20 90 90 0 0 0 0 0 0 0 0 0 0 246 0 0 $ 38,340.00 $ - $ - $ 70,911.00 $ 109,251.00 Sub-Task 3.1 Field Review 4 16 16 140 140 12 35 40 316 12 75 $ 43,856.00 $ 3,180.00 $ 14,175.00 $ 300.00 $ 61,511.00 Sub-Task 3.2 Plans, Specification and Estimate 16 8 60 60 300 300 36 84 120 80 45 145 80 36 80 744 365 341 $ 108,820.00 $ 71,790.00 $ 61,549.00 $ 100.00 $ 242,259.00 0 0 0 $ - $ - $ - $ -
SUBTOTAL 20 0 8 76 76 440 440 0 48 84 120 80 45 180 120 36 80 1,060 377 416 $ 152,676.00 $ 74,970.00 $ 75,724.00 $ 400.00 $ 303,770.00 Sub-Task 4.1 Bid Support 20 20 20 30 5 20 90 0 25 $ 16,460.00 $ - $ 4,725.00 $ 50.00 $ 21,235.00 Sub-Task 4.2 Construction Engineering and Management Support (Includes Integration Services) 20 2 4 80 220 220 220 5 60 15 20 766 0 100 $ 120,526.00 $ - $ 18,145.00 $ 300.00 $ 138,971.00 Sub-Task 4.3 As-Built Records 10 14 30 40 5 20 94 0 25 $ 15,010.00 $ - $ 4,725.00 $ 100.00 $ 19,835.00 SUBTOTAL 50 2 4 114 220 270 290 0 0 0 0 0 0 15 100 15 20 950 0 150 $ 151,996.00 $ - $ 27,595.00 $ 450.00 $ 180,041.00 Travel Time Studies 4 40 68 68 180 0 0 $ 25,184.00 $ - $ - $ 600.00 $ 25,784.00 0 0 0 $ - $ - $ - $ -
SUBTOTAL 4 0 0 0 40 68 68 0 0 0 0 0 0 0 0 0 0 180 0 0 $ 25,184.00 $ - $ - $ 600.00 $ 25,784.00 Sub-Task 6.1 Proposed Network Modeling 80 6 60 80 140 280 646 0 0 $ 103,798.00 $ - $ - $ 200.00 $ 103,998.00 Sub-Task 6.2 New Timing Implementation 80 6 60 80 200 280 706 0 0 $ 112,078.00 $ - $ - $ 400.00 $ 112,478.00 Sub-Task 6.3 Optimize Signal Timing 60 4 40 40 80 120 344 0 0 $ 58,812.00 $ - $ - $ 200.00 $ 59,012.00 SUBTOTAL 220 16 0 160 200 420 680 0 0 0 0 0 0 0 0 0 0 1,696 0 0 $ 274,688.00 $ - $ - $ 800.00 $ 275,488.00 Travel Time Studies 4 40 68 68 180 0 0 $ 25,184.00 $ - $ - $ 600.00 $ 25,784.00 SUBTOTAL 4 0 0 0 40 68 68 0 0 0 0 0 0 0 0 0 0 180 0 0 $ 25,184.00 $ - $ - $ 600.00 $ 25,784.00 Sub-Task 8.1 Draft Report 6 1 1 32 32 32 104 0 0 $ 20,041.00 $ - $ - $ 50.00 $ 20,091.00 Sub-Task 8.2 Final Report 2 1 1 16 24 24 68 0 0 $ 12,529.00 $ - $ - $ 50.00 $ 12,579.00 SUBTOTAL 8 2 2 48 56 56 0 0 0 0 0 0 0 0 0 0 0 172 0 0 $ 32,570.00 $ - $ - $ 100.00 $ 32,670.00 Project Coordination and Meetings (O&M) 16 12 8 14 50 0 0 $ 11,576.00 $ - $ - $ 100.00 $ 11,676.00 SUBTOTAL 16 0 0 12 8 0 0 14 0 0 0 0 0 0 0 0 0 50 0 0 $ 11,576.00 $ - $ - $ 100.00 $ 11,676.00 Sub-Task 10.1 Monitoring and Improving Optimized Signal Timing 8 2 24 64 260 260 618 0 0 $ 95,170.00 $ - $ - $ 2,000.00 $ 97,170.00 Sub-Task 10.2 Communication and Detection Support 4 4 80 80 5 80 168 0 85 $ 39,204.00 $ - $ 16,065.00 $ 200.00 $ 55,469.00 Sub-Task 10.3 Ongoing Monitoring and Maintenance Memo 4 1 1 8 30 30 74 0 0 $ 14,037.00 $ - $ - $ 100.00 $ 14,137.00 SUBTOTAL 16 3 5 112 174 290 260 0 0 0 0 0 0 5 80 0 0 860 0 85 $ 148,411.00 $ - $ 16,065.00 $ 2,300.00 $ 166,776.00 PI PHASE SUBTOTAL (Tasks 1-8) 448 26 30 466 692 1,412 1,636 10 48 84 120 80 45 195 220 51 100 4,720 377 566 $ 756,576.00 $ 74,970.00 $ 103,319.00 $ 74,061.00 $ 1,008,926.00 O&M PHASE SUBTOTAL (Tasks 9 & 10) 32 3 5 124 182 290 260 14 0 0 0 0 0 5 80 0 0 910 0 85 $ 159,987.00 $ - $ 16,065.00 $ 2,400.00 $ 178,452.00 TOTAL FEE 480 29 35 590 874 1,702 1,896 24 48 84 120 80 45 200 300 51 100 5,630 377 651 $ 916,563.00 $ 74,970.00 $ 119,384.00 $ 76,461.00 $ 1,187,378.00 Optional Task Pricing
Equipment 0 0 0 $ - $ - $ - $ 19,073.98 $ 19,073.98
Procurement, Installation, and Integration Labor 1 38 39 0 0 $ 9,940.00 $ - $ - $ 1,560.00 $ 11,500.00 SUBTOTAL 1 0 0 38 0 0 0 0 0 0 0 0 0 0 0 0 0 39 0 0 $ 9,940.00 $ - $ - $ 20,633.98 $ 30,573.98 TOTAL FEE including Optional Task 481 29 35 628 874 1,702 1,896 24 48 84 120 80 45 200 300 51 100 5,669 377 651 $ 926,503.00 $ 74,970.00 $ 119,384.00 $ 97,094.98 $ 1,217,951.98
LABOR/PERSONNEL COSTS
TOTAL HOURS
ITERIS PRIME CONSULTANT
TOTAL FEE
Other Reimbursable Costs
TOTAL FEE
Iteris Prime Consultant Name
TOTAL FEE
AET Sub Consultant
ITERIS AET LLG
EXHIBIT "B-2"
COMPENSATION/PAYMENT FEE SCHEDULE
TASK 7: CORRIDOR "AFTER" STUDY
TOTAL HOURS
LLG SUB CONSULTANT
TOTAL HOURS
AET SUB CONSULTANT
Optional Task 1. City of Yorba Linda VMS Install
TASK 2: DATA COLLECTION
TASK 3: FIELD REVIEW AND PLANS, SPECIFICATIONS, AND ESTIMATES TASK 5: CORRIDOR "BEFORE" STUDY
TASK 6: SIGNAL TIMING OPTIMIZATION AND IMPLEMENTATION
TASK 9: ONGOING MONITORING AND MAINTENANCE PROJECT MANAGEMENT TASK 10: ONGOING MONITORING AND MAINTENANCE SERVICES
TASK 4: SYNCHRONIZATION SYSTEM CONSTRUCTION
TASK 1: PROJECT MANAGEMENT
TASK 8: PRIMARY IMPLEMENTATION REPORT
PROJECT SUBTOTALS
TOTAL FEE
LLG Sub Consultant
TOTAL PROJECT
FEE
(Labor and Direct Costs)
NOT-TO-EXCEED AGREEMENT AMOUNT = $1,217,951.98
2284/009410-1001
10434958.1 a05/09/23 -18-
EXHIBIT C
SCHEDULE OF PERFORMANCE
Consultants Project Schedule is attached and made a part of this agreement. Consultant shall complete services presented within the contained within the project schedule attached as Exhibit “C-2”.
100 101
EXHIBIT "C-2"
PROJECT SCHEDULE
I
PARKS AND RECREATION DEPARTMENT
DATE: MAY 16, 2023
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: MIKE KUDRON, DIRECTOR OF PARKS AND RECREATION
PREPARED BY: VALERIE PASSARELLA, RECREATION SUPERVISOR
SUBJECT: APPROVAL OF AMENDMENT NO. 2-STEADFAST SECURITY – PRIVATE
PATROL SECURITY GUARD SERVICES
RECOMMENDATION
It is recommended that City Council:
Approve Amendment No. 2 to the June 1, 2021, Agreement with Steadfast Security Guard Services in an amount not to exceed $125,000, extending services through May 31, 2024.
BACKGROUND
The purpose of the private patrol security guard service is to provide unarmed security guards on an as-needed basis for multiple City facilities, including the Yorba Linda Community Center, Cultural Arts Center & Library Campus, the Town Center Parking Structure, and at designated special events. Guards will patrol, identify, and report activities which may create a public nuisance or disturb the peace, as well as ensure that all private rental events serving alcohol follow established Alcohol Use Policies of the City. While onduty for social and community events such as weddings, fundraisers, and other similar events, security guards will work closely with City staff, Center Weddings & Events staff, and clients to provide supervision, customer service, and conflict resolution while ensuring a safe environment for all patrons of the facility.
DISCUSSION
In April of 2021, the Parks and Recreation Department issued a Request for Proposals seeking businesses to provide private patrol security guard services. Three businesses submitted proposals and after a review of bids and interviews with each business, Steadfast Security was selected. An agreement was entered into with Steadfast Security on June 1, 2021 for one year of security services in the amount not to exceed $125,000. The agreement included the option to extend the agreement for up to four additional one-year renewal periods. Amendment No. 1 was entered into on July 27, 2022 in the amount not to exceed $125,000, extending the term to May 31, 2023. Amendment No. 2 with Steadfast Security will extend the term of the Agreement through May 31, 2024, and Steadfast Security
APPROVAL OF AMENDMENT NO. 2 – STEADFAST SECURITY – PRIVATE PATROL
SECURITY GUARD SERVICES
P a g e | 2
will continue to provide security guard services on an as-needed basis at City facilities, including the Yorba Linda Community Center, Cultural Arts Center & Library Campus, the Town Center Parking Structure, and at designated special events. Additionally, security guard services may be provided at other locations as needed.
FISCAL IMPACT
Staff is recommending the approval of Amendment No. 2 in the amount not to exceed $125,000 for the period of June 1, 2023, through May 31, 2024. While the not to exceed amount of the contract has remained the same, the contractor has continued to increase the hourly rates based on the Consumer Price Index (CPI). Staff will monitor these costs and should the need arise to amend the not to exceed amount, we will return to Council for consideration. Per Administrative Policy A-F-5 (Purchasing, Bidding, & Contracting), City Council approval is required should service contracts exceed the $75,000 threshold.
Services associated with this Agreement have been requested in the FY 2023-2024 budget.
ALTERNATIVES
Do not approve the agreement and provide further direction to staff.
ATTACHMENTS
1. Professional Services Agreement with Steadfast Security dated June 1, 2021
2. Amendment No. 2 with Steadfast Security
AMENDMENT NO. 2 TO THE
JUNE 1, 2021 AGREEMENT
BETWEEN
STEADFAST SECURITY AND THE CITY OF YORBA LINDA FOR
PRIVATE PATROL SECURITY GUARD SERVICE
THIS AMENDMENT NO. 2 is made and entered into this16th day of May 2023, by and between the City of Yorba Linda (“City”) and Steadfast Security (“Consultant”).
WITNESSETH:
WHEREAS, the City and Consultant entered into an Agreement for Professional Services dated June 1, 2021 (“Agreement”) to provide private patrol security guard service.
WHEREAS, the City desires to extend this Agreement for professional services through May 31, 2024.
NOW, THEREFORE, it is mutually understood and agreed by City and Consultant that the Agreement is hereby amended in the following particulars:
1. Section 3.1.2, Page 2, delete the expiration date of “May 31, 2023” and replace with “May 31, 2024.”
2. The total compensation for the scope of service pursuant to this Amendment No. 2 shall not exceed one-hundred twenty-five thousand dollars ($125,000), unless otherwise approved in writing by the City.
3. Exhibit “C” of the Agreement entitled “Compensation” will be amended to reflect the revised security guard fees as provided on Attachment (A) of this amendment.
The balance of the Agreement will remain unchanged. Upon execution by City and Consultant, this Amendment No. 2, shall be made effective June 1, 2023.
Amendment No. 2
June 1, 2021 Agreement Between City and Steadfast Security
ORANGE\MTORRES\35582.2
IN WITNESS WHEREOF, the City and Consultant have caused this Amendment No. 2 to the Agreement to be executed on the date first written above.
CITY OF YORBA LINDA STEADFAST SECURITY
By: By:
Eugene Hernandez
Mayor Name: Robert Patino
Title: President/CEO
[If Corporation, TWO SIGNATURES, President OR Vice
President AND Secretary, AND CORPORATE SEAL OF
CONTRACTOR REQUIRED]
By: _____________________
Name:______________________
Attest:
Title: ______________________
By:
Marcia Brown
City Clerk
Approved as to Form:
By:
Rutan & Tucker LLP
City Attorney
Amendment No. 2
June 1, 2021 Agreement Between City and Steadfast Security
ORANGE\MTORRES\35582.2
ATTACHMENT “A”
COMPENSATION
Total Hourly Costs (includes administrative and support costs):
Effective June 1, 2023, through May 31, 2024:
Twenty-six dollars and eighteen cents ($26.18) per hour for regular working hours.
Thirty-nine dollars and twenty-seven cents ($39.27) per hour for overtime and holiday hours.
Overtime incurred on holidays and requests for service based on short notice of less than 72 hours.
Overtime incurred on holidays, guards requested in excess of 2 (first two guards at regular rate, third guard and beyond at overtime rate), and requests for service based on short notice of less than 7 days.
PARKS AND RECREATION DEPARTMENT
DATE: MAY 16, 2023
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: MIKE KUDRON, DIRECTOR OF PARKS AND RECREATION
PREPARED BY: BRAD SKEENE, PARKS AND FACILITIES
SUPERINTENDENT
SUBJECT: AWARD OF CONTRACT FOR PARK TURF AND LANDSCAPE
MAINTENANCE SERVICES
RECOMMENDATION
It is recommended that the City Council take the following actions:
1. Award a three-year contract for park turf and landscape maintenance to Merchants Landscape Services, Inc., of Santa Ana, CA in the amount of $693,000.00 ($231,000.00 annually) and reject all other bids; and
2. Upon receipt of appropriate documents, authorize the City Manager to execute the contract.
BACKGROUND
On March 30, 2023, staff advertised for formal competitive bids for the Park Turf and Landscape Maintenance Services. The current park turf and landscape maintenance services contract was awarded on July 1, 2018, and the last and final one-year extension to the contract expires on June 30, 2023. The park turf and landscape maintenance services include athletic field turf maintenance, slope/planter bed maintenance, fertilization, turf aerification and cleanup services as well as the potential for as-needed supplement work such as, but not limited to; turf renovation, tree and shrub replacement and ground cover replacement, at the following locations; Arroyo Park, Brush Canyon Park, Bryant Ranch Sports Fields, Eastside Community Park, Jean Woodard Park, Mustang Fields, San Antonio Park, Shapell Park, Travis Ranch Youth Park, Veterans Park, Vista del Verde Park, Yorba Linda Middle School Sports Fields, and Wedaa Park.
DISCUSSION
In accordance with the City’s formal competitive purchasing policy, staff published bid notices and requested proposals from qualified firms to propose on the required scope of work. Proposals were received and publicly opened on April 20, 2023, at 9:00 a.m. Five potential firms submitted proposals for the project with the following results:
AWARD OF CONTRACT FOR PARK TURF AND LANDSCAPE MAINTENANCE SERVICES P a g e | 2
Bidder City Amount of Annual Bid
1. Merchants Landscape Services, Inc. Santa Ana, CA $ 231,000.00
2. Landscape West
Management Services, Inc. Anaheim, CA $ 248,400.00
3. Nieves Landscape, Inc. Pomona, CA $ 299,760.00
4. Orozco Landscape & Tree Co. Santa Ana, CA $ 503,268.84
5. JL Landscape Services, Inc. Anaheim, CA $ 570,000.00 Staff examined the bids received and determined the lowest responsible bidder to be Merchants Landscape Services, Inc., the vendor that currently holds the contract for these services. The licenses and references have been reviewed and verified by staff and all other documents are in order.
FISCAL IMPACT
The three-year agreement amount for the specified base services to be performed by Merchants Landscape Services, Inc. is $693,000.00 ($231,000.00 annually). This represents a $29,136.00 (14.4%) annual increase from the current expenditure. The funds are appropriated in the operating budget of the Parks and Recreation Department.
ALTERNATIVES
1. Reject all bids received for the Park Turf and Landscape Maintenance Services and provide direction to staff.
ATTACHMENTS
1. Agreement
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CITY OF YORBA LINDA
AGREEMENT FOR LANDSCAPE MAINTENANCE SERVICES
PARK TURF AND LANDSCAPE MAINTENANCE SERVICES
1. PARTIES AND DATE.
This Agreement is made and entered into this 1st day of July, 2023, by and between the City of Yorba Linda, a municipal corporation of the State of California, located at 4845 Casa Loma Avenue, Yorba Linda, California 92886, County of Orange, State of California, (hereinafter referred to as "City") and Merchants Landscape Services, Inc., a CORPORATION, with its principal place of business at 1510 South Lyon Street, Santa Ana, CA, 92705 (hereinafter referred to as "Contractor"). City and Contractor are sometimes individually referred to as "Party" and collectively as "Parties" in this Agreement.
2. RECITALS.
2.1 Contractor.
Contractor desires to perform and assume responsibility for the provision of certain landscape maintenance services required by the City on the terms and conditions set forth in this Agreement. Contractor represents that it is experienced in providing landscape maintenance services to public clients, that it and its employees or subcontractors have all necessary licenses and permits to perform the Services in the State of California, and that it is familiar with the plans of City.
2.2 Project.
City desires to engage Contractor to render such services for the PARK TURF AND LANDSCAPE MAINTENANCE SERVICES project ("Project") as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Contractor promises and agrees to furnish to the Owner all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the landscape maintenance services necessary for the Project ("Services"). The Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the
ORANGE\KSD\4486 BBK: DECEMBER 2003 CA-2
exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be from July 1, 2023, to June 30, 2026, unless earlier terminated as provided herein. The City shall have the option to renew this Agreement annually for no more than two additional one-year terms.
Contractor shall complete the Services within the term of this Agreement and shall meet any other established schedules and deadlines.
3.2 Responsibilities of Contractor.
3.2.1 Control and Payment of Subordinates; Independent Contractor. The Services shall be performed by Contractor or under its supervision. Contractor will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Contractor on an independent contractor basis and not as an employee. Contractor retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Contractor shall also not be employees of City and shall at all times be under Contractor's exclusive direction and control. Contractor shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Contractor shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance.
3.2.2 Schedule of Services. Contractor shall perform the Services expeditiously, within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit "B" attached hereto and incorporated herein by reference.
Contractor represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Contractor's conformance with the Schedule, City shall respond to Contractor's submittals in a timely manner. Upon request of City, Contractor shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by Contractor shall be subject to the approval of City.
3.2.4 City's Representative. The City hereby designates Brad Skeene, or his or her designee, to act as its representative for the performance of this Agreement ("City's Representative"). City's Representative shall have the power to act on behalf of the City for all purposes under this Contract. Contractor shall not accept direction or orders from any person other than the City's Representative or his or her designee.
3.2.5 Contractor's Representative. Contractor hereby designates Martin Herrera, or his or her designee, to act as its representative for the performance of this
ORANGE\KSD\4486 BBK: DECEMBER 2003 CA-3
Agreement ("Contractor's Representative"). Contractor's Representative shall have full authority to represent and act on behalf of the Contractor for all purposes under this Agreement. The Contractor's Representative shall supervise and direct the Services, using his best skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures and for the satisfactory coordination of all portions of the Services under this Agreement.
3.2.6 Coordination of Services. Contractor agrees to work closely with City staff in the performance of Services and shall be available to City's staff, consultants and other staff at all reasonable times.
3.2.7 Standard of Care; Performance of Employees. Contractor shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Contractor represents and maintains that it is skilled in the professional calling necessary to perform the Services. Contractor warrants that all employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Finally, Contractor represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Agreement. As provided for in the indemnification provisions of this Agreement, Contractor shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Contractor's failure to comply with the standard of care provided for herein. Any employee of the Contractor or its sub-contractors who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Contractor and shall not be re-employed to perform any of the Services or to work on the Project.
3.2.8 Laws and Regulations. Contractor shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Contractor shall be liable for all violations of such laws and regulations in connection with Services. If the Contractor performs any work knowing it to be contrary to such laws, rules and regulations and without giving written notice to the City, Contractor shall be solely responsible for all costs arising therefrom. Contractor shall defend, indemnify and hold City, its officials, directors, officers, employees and agents free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations.
3.2.9 Insurance.
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3.2.9.1 Time for Compliance. Contractor shall not commence Work under this Agreement until it has provided evidence satisfactory to the City that it has secured all insurance required under this section. In addition, Contractor shall not allow any subcontractor to commence work on any subcontract until it has provided evidence satisfactory to the City that the subcontractor has secured all insurance required under this section.
3.2.9.2 Types of Insurance Required. As a condition
precedent to the effectiveness of this Agreement for work to be performed hereunder and without limiting the indemnity provisions of the Agreement, the Contractor in partial performance of its obligations under such Agreement, shall procure and maintain in full force and effect during the term of the Agreement, the following policies of insurance. If the existing policies do not meet the Insurance Requirements set forth herein, Contractor agrees to amend, supplement or endorse the policies to do so. (a) Commercial General Liability: Commercial General Liability Insurance which affords coverage at least as broad as
Insurance Services Office "occurrence" form CG 0001, with minimum limits of at least $1,000,000 per occurrence, and if written with an aggregate, the aggregate shall be double the per occurrence limit. Defense costs shall be paid in addition to the limits.
The policy shall contain no endorsements or provisions
limiting coverage for (1) products and completed operations; (2) contractual liability; (3) third party action over claims or (4) cross liability exclusion for claims or suits by one insured against another; or (5) contain any other exclusions contrary to the Agreement.
(b) Automobile Liability Insurance: Automobile Liability Insurance with coverage at least as broad as Insurance Services Office Form CA 0001 covering "Any Auto" (Symbol 1) with minimum limits of $1,000,000 each accident.
(c) Workers' Compensation: Workers' Compensation Insurance, as required by the State of California and Employer's Liability Insurance with a limit of not less than $1,000,000 per accident for bodily injury and disease.
3.2.9.3 Endorsements. Required insurance policies shall not be in compliance if they include any limiting provision or endorsement that has not been submitted to the City for approval.
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(A) The policy or policies of insurance required by Section 3.2.9.2 (a) Commercial General Liability shall be endorsed to provide the following:
(1) Additional Insured: The City, its officials, officers, employees, agents, and volunteers shall be additional insureds with regard to liability and defense of suits or claims arising out of the performance of the Agreement.
Additional Insured Endorsements shall not (1) be restricted to "ongoing operations"; (2) exclude "contractual liability"; (3) restrict coverage to "sole" liability of Contractor; or (4) contain any other exclusions contrary to the Agreement.
(2) Cancellation: Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium. (B) The policy or policies of insurance required by Section 3.2.9.2 (b) Automobile Liability shall be endorsed to provide the following:
(1) Cancellation: Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium. (C) The policy or policies of insurance required by Section 3.2.9.2 (c) Workers' Compensation shall be endorsed to provide the following:
(1) Waiver of Subrogation: A waiver of subrogation stating that the insurer waives all rights of subrogation against the indemnified parties.
(2) Cancellation: Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium.
3.2.9.4 Primary and Non-Contributing Insurance. All
insurance coverages shall be primary and any other insurance, deductible, or selfinsurance maintained by the indemnified parties shall not contribute with this primary insurance. Policies shall contain or be endorsed to contain such provisions.
3.2.9.5 Waiver of Subrogation. Required insurance coverages shall not prohibit Contractor from waiving the right of subrogation prior to a loss.
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Contractor shall waive all subrogation rights against the indemnified parties. Policies shall contain or be endorsed to contain such provisions.
3.2.9.6 Deductible. Any deductible or self-insured retention must be approved in writing by the City and shall protect the indemnified parties in the same manner and to the same extent as they would have been protected had the policy or policies not contained a deductible or self-insured retention.
3.2.9.7 Evidence of Insurance. The Contractor, concurrently with the execution of the Agreement, and as a condition precedent to the effectiveness thereof, shall deliver either certified copies of the required policies, or original certificates and endorsements on forms approved by the City. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. At least fifteen (15 days) prior to the expiration of any such policy, evidence of insurance showing that such insurance coverage has been renewed or extended shall be filed with the City. If such coverage is cancelled or reduced, Contractor shall, within ten (10) days after receipt of written notice of such cancellation or reduction of coverage, file with the City evidence of insurance showing that the required insurance has been reinstated or has been provided through another insurance company or companies.
3.2.9.8 Failure to Maintain Coverage. Contractor agrees to suspend and cease all operations hereunder during such period of time as the required insurance coverage is not in effect and evidence of insurance has not been furnished to the City. The City shall have the right to withhold any payment due Contractor until Contractor has fully complied with the insurance provisions of this Agreement.
In the event that the Contractor's operations are suspended for failure to maintain required insurance coverage, the Contractor shall not be entitled to an extension of time for completion of the Services because of production lost during suspension.
3.2.9.9 Acceptability of Insurers. Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and authorized to do business in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
3.2.9.10 Insurance for Subcontractors. All Subcontractors shall be included as additional insureds under the Contractor's policies, or the Contractor shall be responsible for causing Subcontractors to purchase the appropriate insurance in compliance with the terms of these Insurance Requirements, including adding the City as an Additional Insured to the Subcontractor's policies.
3.2.10 Safety. Contractor shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Contractor
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shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and life saving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.
3.2.11 Prevailing Wages. Contractor is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the Services are being performed as part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws. City shall provide Contractor with a copy of the prevailing rates of per diem wages in effect at the commencement of this Agreement.
Contractor shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services available to interested parties upon request and shall post copies at the Contractor's principal place of business and at the project site. Contractor shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.2.12 Bonds.
3.2.12.1 Performance Bond. If specifically requested by City in Exhibit "B" attached hereto and incorporated herein by reference, Contractor shall execute and provide to City concurrently with this Agreement a Performance Bond in the amount of the total, not-to-exceed compensation indicated in this Agreement, and in a form provided or approved by the City. If such bond is required, no payment will be made to Contractor until it has been received and approved by the City.
3.2.12.2 Payment Bond. If required by law or otherwise
specifically requested by City in Exhibit "B" attached hereto and incorporated herein by reference, Contractor shall execute and provide to City concurrently with this Agreement a Payment Bond in the amount of the total, not-to-exceed compensation indicated in this Agreement, and in a form provided or approved by the City. If such bond is required, no payment will be made to Contractor until it has been received and approved by the City.
3.2.12.3 Bond Provisions. Should, in City's sole opinion, any bond become insufficient or any surety be found to be unsatisfactory, Contractor shall renew or replace the affected bond within 10 days of receiving notice from City. In the
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event the surety or Contractor intends to reduce or cancel any required bond, at least thirty (30) days prior written notice shall be given to the City, and Contractor shall post acceptable replacement bonds at least ten (10) days prior to expiration of the original bonds. No further payments shall be deemed due or will be made under this Agreement until any replacement bonds required by this Section are accepted by the City. To the extent, if any, that the total compensation is increased in accordance with the Agreement, the Contractor shall, upon request of the City, cause the amount of the bonds to be increased accordingly and shall promptly deliver satisfactory evidence of such increase to the City. To the extent available, the bonds shall further provide that no change or alteration of the Agreement (including, without limitation, an increase in the total compensation, as referred to above), extensions of time, or modifications of the time, terms, or conditions of payment to the Contractor, will release the surety. If the Contractor fails to furnish any required bond, the City may terminate this Agreement for cause.
3.2.12.4 Surety Qualifications. Only bonds executed by an admitted surety insurer, as defined in Code of Civil Procedure Section 995.120, shall be accepted. The surety must be a California-admitted surety with a current A.M. Best's rating no less than A:VII and satisfactory to the City. If a California-admitted surety insurer issuing bonds does not meet these requirements, the insurer will be considered qualified if it is in conformance with Section 995.660 of the California Code of Civil Procedure, and proof of such is provided to the City.
3.3 Fees and Payments.
3.3.1 Compensation. Contractor shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit "C" attached hereto and incorporated herein by reference. The total compensation shall not exceed Six Hundred Ninety Three Thousand Dollars ($693,000.00) without written approval of the City’s Parks and Recreation Director.
Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.
3.3.2 Payment of Compensation. Contractor shall submit to City a monthly itemized statement which indicates work completed and hours of Services rendered by Contractor. The statement shall describe the amount of Services and supplies provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. City shall, within 45 days of receiving such statement, review the statement and pay all approved charges thereon.
3.3.3 Reimbursement for Expenses. Contractor shall not be reimbursed for any expenses unless authorized in writing by City.
3.3.4 Extra Work. At any time during the term of this Agreement, City may request that Contractor perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the Project,
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but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Contractor shall not perform, nor be compensated for, Extra Work without written authorization from City's Representative.
3.3.5 Rate Increases. In the event that this Agreement is renewed pursuant to Section 3.1.2, the rates set forth in Exhibit "C" shall be adjusted each year at the time of renewal in accordance with the amount of increase set forth in Exhibit "C."
3.4 Accounting Records.
3.4.1 Maintenance and Inspection. Contractor shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Contractor shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Contractor shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.
3.5 General Provisions.
3.5.1 Termination of Agreement.
3.5.1.1 Grounds for Termination. City may, by written notice to Contractor, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Contractor of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination.
Upon termination, Contractor shall be compensated only for those services which have been adequately rendered to City, and Contractor shall be entitled to no further compensation. Contractor may not terminate this Agreement except for cause.
3.5.1.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Contractor to provide all finished or unfinished Documents and Data and other information of any kind prepared by Contractor in connection with the performance of Services under this Agreement. Contractor shall be required to provide such document and other information within fifteen (15) days of the request.
3.5.1.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.
3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose:
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CONTRACTOR:
Merchants Landscape Services, Inc.
1510 South Lyon Street
Santa Ana, CA 92705
Attn: Mark Brower, President
CITY:
City of Yorba Linda
4845 Casa Loma Avenue
Yorba Linda, CA 92886
Attn: Brad Skeene, Parks and Recreation
Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service.
3.5.3 Cooperation; Further Acts. The Parties shall fully cooperate with one another and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.
3.5.4 Attorney's Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and all other costs of such action.
3.5.5 Indemnification. Contractor shall defend, indemnify and hold the City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged acts, omissions, negligence or willful misconduct of Contractor, its officials, officers, employees, agents, consultants and contractors arising out of or in connection with the performance of the Services, the Project or this Agreement, including without limitation the payment of all consequential damages and attorneys fees and other related costs and expenses. Contractor shall defend, at Contractor's own cost, expense and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against City, its directors, officials, officers, employees, agents or volunteers. Contractor shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, employees, agents or volunteers, in any such suit, action or other legal proceeding. Contractor shall reimburse City and its directors, officials, officers, employees, agents and/or volunteers, for any and all legal expenses and costs incurred
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by each of them in connection therewith or in enforcing the indemnity herein provided.
Contractor's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials, officers, employees, agents or volunteers.
3.5.6 Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both parties.
3.5.7 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Orange County.
3.5.8 Time of Essence. Time is of the essence for each and every provision of this Agreement.
3.5.9 City's Right to Employ Other Contractors. City reserves right to employ other contractors in connection with this Project.
3.5.10 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties.
3.5.11 Assignment or Transfer. Contractor shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the City. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer.
3.5.12 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Contractor include all personnel, employees, agents, and subcontractors of Contractor, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement.
3.5.13 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.5.14 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver,
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benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.
3.5.15 No Third-Party Beneficiaries. There are no intended third-party beneficiaries of any right or obligation assumed by the Parties.
3.5.16 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
3.5.17 Prohibited Interests. Contractor maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Contractor, to solicit or secure this Agreement. Further, Contractor warrants that it has not paid nor, has it agreed to pay any company or person, other than a bona fide employee working solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
3.5.18 Equal Opportunity Employment. Contractor represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Contractor shall also comply with all relevant provisions of City's Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted.
3.5.19 Labor Certification. By its signature hereunder, Contractor certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code and agrees to comply with such provisions before commencing the performance of the Services.
3.5.20 Authority to Enter Agreement. Contractor has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement.
Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party.
3.5.21 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.
3.6 Subcontracting.
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3.6.1 Prior Approval Required. Contractor shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. [[SIGNATURES NEXT PAGE]]
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CITY OF YORBA LINDA MERCHANTS LANDSCAPE
SERVICES, INC.
By: By:
Eugene Hernandez
Mayor Name:
Title:
By: ___________________________
Dianna Honeywell
Finance Director
Attest: [If Corporation, TWO SIGNATURES, President OR
Vice President AND Secretary, AND CORPORATE
SEAL OF CONTRACTOR REQUIRED]
By:
Marcia Brown By:
City Clerk
Name:
Title:
Approved as to Form:
By:
Rutan & Tucker, LLP
City Attorney
ORANGE\KSD\4486 BBK: DECEMBER 2003 A-1
EXHIBIT "A"
SCOPE OF MAINTENANCE SERVICES
Park Turf and Landscape Maintenance Services as more fully described in the Standard Specifications and Contract Documents for Park Turf and Landscape Maintenance Services 2023
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BIDDER'S NAME Merchants Landscape Services, Inc.
CITY OF YORBA LINDA
PROPOSAL BID SHEET FOR
PARK TURF AND LANDSCAPE MAINTENANCE SERVICES
Item
No
Location Turf
(Acre)
Landscap
e
(Acre)
Turf
Edging
&
Trimmin
g
(LF)
Rate Per
Month
Rate Per
Year
1 Arroyo Park 2.5 4.3 0 $ 985.00 $ 11,820.00
2 Brush Canyon Park 3.5 0 5,564 $ 925.00 $ 11,100.00
3 Bryant Ranch Sports
Fields
4.7 0 0 $ 1,243.00 $ 14,916.00
4 Eastside Community
Park
7 3.3 8,910 $ 2,724.00 $ 32,688.00
5 Jean Woodard Park 4.7 1 .1 2,532 1,533.00 $ 18,396.00 6 Mustang Fields 2.6 3.7 3,356 $ 1,664.00 $ 19,968.00
7 San Antonio Park 3.5 0.4 0 1,032.00 $ 12,384.00
8 Shapell Park 3 1.1 0 $ 1,083.00 $ 12,996.00
9 Travis Ranch Youth
Park
4.6 0.9 0 $ 1,453.00 $ 17,436.00
10 Veterans Park 7 0,5 9,527 $ 1,853.00 $ 22,236.00
-
11 Vista del Verde Park 3.5 2 0 $ 1,328.00 $ 15,936.00
19,296.00 12 Yorba Linda Middle
School
5.8 0 3,939 $ 1,608.00 $
13 Wedda Park 4.8 0 2,125 1,819.00 21,828.00
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TOTALS 57.2 17.3 35,953 $ 19,250.00 $ 231,000.00
P-11
ORANGE\KSD\4486 BBK: DECEMBER 2003 B-1
EXHIBIT "B"
SCHEDULE OF MAINTENANCE SERVICES
AND BOND REQUIREMENT
Work shall progress according to the schedules described in the Standard Specifications and Contract Documents for Park Turf and Landscape Maintenance Services 2018 In the event that this Agreement is renewed pursuant to Section 3.1.2, the first renewal period shall be from July 1, 2026, to June 30, 2027. The second renewal period shall be from July 1, 2027, to June 30, 2028.
Contractor shall provide a Performance Bond and Payment Bond pursuant to Sections
3.2.12.1 and 3.2.12.2 of this Agreement, executed by a surety meeting the qualifications described in Section 3.2.12.4.
ORANGE\KSD\4486 BBK: DECEMBER 2003 B-2
FAITHFUL PERFORMANCE BOND
FOR
PARK TURF AND LANDSCAPE MAINTENANCE SERVICES
KNOW ALL MEN BY THESE PRESENTS, that Merchants Landscape Services, Inc., as CONTRACTOR, and as SURETY,
are held and firmly bound unto the CITY OF YORBA LINDA as AGENCY, in the penal sum of:
One Hundred Seventy Three Thousand Two Hundred Fifty Dollars ($173,250.00) which is twenty five (25%) of the total contract amount for the above stated project, for the payment of which sums CONTRACTOR and SURETY agree to be bound, jointly and severally, firmly by these presents.
THE CONDITIONS OF THIS OBLIGATION ARE SUCH that, whereas CONTRACTOR has been awarded and is about to enter into the annexed Contract Agreement with AGENCY for the above stated project, if CONTRACTOR faithfully performs and fulfills all obligations under the contract documents in the manner and time specified therein, then this obligation shall be null and void; otherwise it shall remain in full force and effect in favor of AGENCY; provided that any alterations in the obligations or time for completion made pursuant to the terms of the contract documents shall not in any way release either CONTRACTOR or SURETY and notice of such alterations is hereby waived by SURETY.
WITNESS our hands this day of , 2023.
(seal)
CONTRACTOR (CORPORATION-TYPE)
By:
PRESIDENT
By:
SECRETARY/TREASURER
NOTE: SIGNATURE OF CORPORATE OFFICIALS AND SURETY OFFICIALS MUST BE NOTARIZED
ORANGE\KSD\4486 BBK: DECEMBER 2003 B-3
PERFORMANCE BOND (Page 2)
(seal)
SURETY’S NAME-TYPE
MAILING ADDRESS (SURETY)
By:
Name
Title
NOTE: SIGNATURE OF CORPORATE OFFICIALS AND SURETY OFFICIALS MUST BE NOTARIZED BOND APPROVED AS TO FORM:
CITY ATTORNEY - CITY OF YORBA LINDA
ORANGE\KSD\4486 BBK: DECEMBER 2003 B-4
MATERIAL AND LABOR PAYMENT BOND
FOR
PARK TURF AND LANDSCAPE MAINTENANCE SERVICES
KNOW ALL MEN BY THESE PRESENTS, that Merchants Landscape Services, Inc., as CONTRACTOR, and as SURETY,
are held and firmly bound unto the CITY OF YORBA LINDA as AGENCY, in the penal sum of:
One Hundred Seventy Three Thousand Two Hundred Fifty Dollars ($173,250.00) which is twenty five (25%) of the total contract amount for the above stated project, for the payment of which sums CONTRACTOR and SURETY agree to be bound, jointly and severally, firmly by these presents.
THE CONDITIONS OF THIS OBLIGATION ARE SUCH that, whereas CONTRACTOR has been awarded and is about to enter into the annexed Contract Agreement with AGENCY for the above stated project, if CONTRACTOR or any subcontractor fails to pay for any labor or materials of any kind used in the performance of the work to be done under said contract, or fails to submit amounts due under the State Unemployment Insurance Act with respect to said labor, SURETY will pay for the same in an amount not exceeding the sum set forth above, which amount shall insure to the benefit of all persons entitled to file claims under the State Code of Civil Procedures; provided that any alternations in the work to be done, materials to be furnished, or time for completion made pursuant to the terms of the contract documents shall not in any way release either CONTRACTOR or SURETY and notice of such alterations is hereby waived by SURETY.
WITNESS our hand this day of , 2023.
(seal)
CONTRACTOR (CORPORATION-TYPE)
By:
President
By:
Secretary/Treasurer
NOTE: SIGNATURE OF CORPORATE OFFICIALS AND SURETY OFFICIALS MUST BE NOTARIZED
ORANGE\KSD\4486 BBK: DECEMBER 2003 B-5
PAYMENT BOND (Page 2)
(seal)
Surety’s Name - Type
Mailing Address (Surety)
By:
Name
Title
NOTE: SIGNATURE OF CORPORATE OFFICIALS AND SURETY MUST BE NOTARIZED BOND APPROVED AS TO FORM:
CITY ATTORNEY - CITY OF YORBA LINDA
ORANGE\KSD\4486 BBK: DECEMBER 2003 C-1
EXHIBIT "C"
COMPENSATION
In the event that this Agreement is renewed pursuant to Section 3.1.2, the rates set forth above shall be adjusted each year at the time of renewal described in Exhibit "B" in accordance with the Consumer Price Index, All Urban Consumers, Los AngelesRiverside-Orange Counties. In order to adjust the contract amounts, a written request shall be submitted 90 days prior to the start of the renewal period. The request shall document and formulate the amount of the increase according to the terms set forth in this agreement. In no case shall an increase of more than four percent (4%) for each item of work listed in the proposal bid sheet be awarded. The City has the unilateral option to either grant or deny the request at that time.
CITY OF YORBA LINDA
PLANNING COMMISSION
AGENDA ITEM SUMMARY
Meeting Date: April 26, 2023
Community Development Department
Planning Division
Director
David Brantley, AICP
APPROVAL OF MARCH 29, 2023, PLANNIING COMMISSION MEETING MINUTES A motion by Commissioner Masterson, Second by Commissioner Bernstein to approve the March 29, 2023, Planning Commission meeting minutes. The motion carried (3-0-1-1) with the following roll call vote:
AYES: Masterson, Bernstein, Singh
NOES: None
ABSENT: Behura
ABSTAIN: Pease
CONDITIONAL USE PERMIT 2023-08 PERALES
Commissioner Behura arrived at 6:35 p.m.
A motion by Commissioner Bernstein, Second by Chair Pro Tem Singh to adopt Resolution No. 5548 approving Conditional Use Permit 2023-08 Perales with conditions. The motion carried (5-0) with the following roll call vote:
AYES: Bernstein, Singh, Behura, Masterson, Pease
NOES: None
ABSENT: None
ABSTAIN: None
CONDITIONAL USE PERMIT 2022-53, CONDITIONAL USE PERMIT 2022-54 AND DESIGN REVIEW 2022-13 EVAN’S SMOKEHOUSE
A motion by Chair Pro Tem Singh, Second by Commissioner Behura to adopt Resolution No. 5549 approving Conditional Use Permit 2022-53, and Resolution No. 5550 approving Conditional Use Permit 2022-54 and Design Review 2022-13 Evan’s Smokehouse with an added condition. The motion carried (5-0) with the following roll call vote:
AYES: Behura, Bernstein, Singh, Masterson, Pease
NOES: None
ABSENT: None
ABSTAIN: None
Adjournment: The meeting adjourned at 7:45 p.m. to the May 10, 2023, Planning Commission meeting at 6:30 p.m.
CITY OF YORBA LINDA
PLANNING COMMISSION
AGENDA ITEM SUMMARY
Meeting Date: May 10, 2023
Community Development Department
Planning Division
Director
David Brantley, AICP
APPROVAL OF APRIL 26, 2023, PLANNIING COMMISSION MEETING MINUTES A motion by Commissioner Bernstein, Second by Commissioner Behura to approve the April 26, 2023, Planning Commission meeting minutes. The motion carried (5-0) with the following roll call vote:
AYES: Masterson, Bernstein, Singh, Pease, Behura
NOES: None
ABSENT: None
ABSTAIN: None
CONDITIONAL USE PERMIT 2022-28 HERRERA
A motion by Commissioner Bernstein, Second by Chair Pro Tem Singh to continue Conditional Use Permit 2022-28 Herrera to a date certain of May 24, 2023. The motion carried (5-0) with the following roll call vote:
AYES: Bernstein, Singh, Behura, Masterson, Pease
NOES: None
ABSENT: None
ABSTAIN: None
CONDITIONAL USE PERMIT 2023-08 AND ADMINISTRATIVE ADJUSTMENT 2023-04 AGAHI A motion by Chair Pro Tem Singh, Second by Commissioner Masterson to adopt Resolution No. 5551 approving Conditional Use Permit 2023-08 and Administrative Adjustment 2023-04 Agahi with conditions. The motion carried (5-0) with the following roll call vote:
AYES: Behura, Bernstein, Singh, Masterson, Pease
NOES: None
ABSENT: None
ABSTAIN: None
Adjournment: The meeting adjourned at 7:38 p.m. to the May 24, 2023, Planning Commission meeting at 6:30 p.m.
CITY CLERK'S OFFICE
DATE: MAY 16, 2023
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: MARCIA BROWN, CMC, CITY CLERK
SUBJECT: COUNCIL COMMITTEE AND AGENCY REPORTS
RECOMMENDATION
It is recommended that the City Council receive and file this report.
DISCUSSION
City Council members serve on a number of outside committees and agencies. Attached are updates received recently from these agencies.
ATTACHMENTS
1. Reports from City Council Organizations, Agencies and Committees
Laboratory Report, April 20, 2023 Attachment No. 1
Vector of the Month
Influx of Harmless ‘Mosquito Hawks’ Look Like Giant
Mosquitoes
A crane fly perched on a person’s fingers. Photo Credit: San Diego County News Center If you have noticed what looks like giant mosquitoes or daddy-longlegs with wings, flying around like crazy and bouncing off walls, you are not alone. Crane flies can appear in droves throughout the region during rainy winters. Crane flies are nothing to be afraid of. They have many nicknames, including “mosquito hawks,” “skeeter-eaters,” and “daddy longlegs.” However, they are really just crane flies. Although they are pretty large for the average bug you see flying around in Orange County, they are completely harmless to people.
Their bodies sometimes reach an inch or more in length, but they can look even bigger because of their six, long, stilt-like legs. The easiest way to identify a crane fly is to see if it is bigger than a dime. If it is too large to be a mosquito, then it is most likely a crane fly. Bug experts sometimes call the crane flies “five-legged flies” because of their spindly, fragile legs. It is unusual to find one with all six of its legs intact.
There are a few myths and misconceptions that need to be debunked. First, they are related to mosquitoes, but crane flies are not mosquitoes. Most adult crane flies don’t eat at all, but those that do will drink nectar. Since most adults do not consume, they are unable to bite, and therefore cannot transmit disease. That’s the good news.
Unfortunately, crane flies do not eat mosquitoes. Crane flies have colorful but inaccurate nicknames such as “mosquito hawks” and “skeeter-eaters.” Also, adults only live ten days at the most, unless they’re gobbled up by birds, lizards or other predators.
Spring is the peak season for crane flies. Their populations are high following a rain event. These bugs are attracted to lights, often drawing them into houses through open doors and windows.
Laboratory Report, April 20, 2023 Attachment No. 2
Crane fly or mosquito eater? Here are a few things you might not know about this common insect
Marcy Sousa 4/07/2022, RECORDNET
Jack Kelly Clark/ University of California
Crane flies, we’ve all seen them awkwardly bumping into walls, ceilings and windows, gathered around porch lights or stuck to your window screens. In our area, they commonly known as mosquito hawks or mosquito eaters, but did you know, they don’t actually eat mosquitoes.
Adult crane flies spend their very short lives with only love on their tiny minds. The sole purpose of the adult crane fly is to mate and, for the females, to lay eggs for next spring’s crop of flies. The adults don’t really eat at all but, they are undoubtedly greatly appreciated by hungry birds at this time of year, as well as smaller mammals, fish, spiders and predatory insects. Crane flies are harmless to handle, so the next time one makes its way indoors, simply cup it gently to release outdoors.
Crane flies are found all around the globe, from the tropics to subpolar regions. These insects are true flies and there are over 15,000 species worldwide. The most common and most damaging crane fly in North America is the Tipula paludosa or European crane fly.
Crane flies belong to the family known as Tipulidae and are in the order Diptera. The term Diptera is derived from the Greek words "di" meaning two and "ptera" meaning wings, and refers to the fact that true flies have only a single pair of wings.
Adult crane flies emerge from the soil beneath turfgrass, pastures and other grassy areas in late summer and fall. Females mate and lay eggs in grass within 24 hours of emerging. Eggs hatch into small, brown, worm like larvae that have very tough skin and are commonly referred to as "leatherjackets." The leatherjackets feed on the roots and crowns of clover and grass plants during the fall. They spend the winter as larvae in the soil; when the weather warms in spring, they resume feeding. During the day larvae
Laboratory Report, April 20, 2023 Attachment No. 2
mostly stay underground, but on damp, warm nights they come to the surface to feed on the aboveground parts of many plants.
When mature, the larvae are about about 1 to 1½ inch long. Female crane flies have extended abdomens, which house eggs and are capped with an ovipositor. Although these ovipositors appear similar to stingers, they are harmless and are only used for reproductive purposes.
Around mid-May they enter a nonfeeding pupal stage and remain just below the soil surface. In late summer and fall, adults emerge to start the cycle again. In California, crane flies have primarily been found at damaging levels in the Humboldt and Del Norte counties and do not appear to be a problem on turfgrass in warmer, inland areas.
So what can you do to help manage the mosquito population in your yard since mosquito eaters aren’t interested in eating mosquitoes? The most effective control methods are those targeted against the larval stage of the life cycle.
Did you know that many mosquitoes lay "egg rafts" and that each one can contain between 100 to 400 eggs? Recently an invasive mosquito, commonly called the Yellow Fever mosquito or Aedes aegypti, was discovered in San Joaquin County. It glues individual eggs on the sides of yard containers and they won’t hatch for several years until water levels reach them. It only takes mosquitoes several days to go from egg to adult mosquito.
Here are some easy steps to help control mosquitoes around the home: Dump and drain standing water around your house weekly since it's where mosquitoes lay eggs, including tires, cans, flowerpots, clogged rain gutters, rain barrels, toys, puddles and even unused fountains. In addition, tip and toss unnecessary outdoor containers. Don’t forget to change water in animal watering dishes and birdbaths often.
For gardening-related questions, call the UC Master Gardener office at (209) 953-6112, or visit our website at ucanr.edu/sjmg.
MONTHLY REPORT:
March
Monthly Year to Date (YTD) County Monthly County YTD
OPERATIONS
Service Requests Completed: 2 6 132 318
Mosquitoes: 2 4 83 202
Rats: 0 1 21 67
Rifa: 0 1 27 48
Number of Swimming Pools Treated/Inspected: 31 118 625 1,806 Hours Spent Treating/Inspecting Gutters 0 0 0 0.0
Undergrounds Treated: 0 0 0 0
Acres of Flood Channels Treated: 0 0.00688 0 0.03458
Acres of RIFA Treated/Inspected: 0 163 2,493 6,965
Number of Inspection Treatments: 64 178 1,683 4,386
LABORATORY
Adult Mosquitoes Collected: 0 0 444 1,357
Collected From Trustee Home: 0 0 0 0
Invasive Aedes 0 0 0 1
Mosquito Pools (Samples) Tested: 0 0 21 81
WNV Positive Samples: 0 0 0 0
WNV Positive Birds: 0 0 0 0
Number of Human Infections/Deaths: 0 0 0 0
Fleas, Ticks, and Others Tested: - - - 47
COMMUNICATIONS
Outreach Events Attended: 0 0 1 1
General Presentations: 0 0 4 8
Educational Program Presentations: 0 0 18 53
Calls Received - - 225 490
None at this time
TOTAL 4
AVERAGE 1.33
Yorba Linda
PROJECTS IN COLLABORATION WITH OCMVCD
COUNTY RESPONSE LEVEL / AVERAGE RATING:
Normal Season (1.0 to 2.5)
Elevated Risk (2.6 to 4.0)
High Risk (4.1 to 5.0)
Orange County Mosquito and Vector Control District
Since July 2019, TCA has
reduced debt and saved over
$1 billion
in interest
Debt reduction of
$1.275 billion
Since July 2022, early repayment
of bonds has decreased
outstanding principal by
$275 million
+ =
Recent bond refinancings, early paydowns, and open market buybacks have produced substantial interest savings and decreased outstanding principal for TCA, further enhancing the Agencies strong financial position.
Sound Fiscal Practices
Reduce Debt by $1.275 Billion
TCA plans for further reductions,
totaling $3.1 billion by 2030
By 2030, TCA plans to pay down another $980 million of bonds early, saving an additional $860 million in interest.
This future debt reduction, when combined with the current reductions of $1.275 billion, will collectively reduce debt by $3.1 billion by 2030.
A step-by-step breakdown - How we reduced debt by $1.275 billion Recent bond refundings replaced higher interest rate bonds with lower interest rate bonds for a $700 million savings – without extending bond maturity dates Early paydown of $125 million bond principal in July 2022 saved $180 million in interest Early paydown of $150 million in bond principal through Open Market Bond Buyback saved $150 million in interest
2030
ADMINISTRATION DEPARTMENT
DATE: MAY 16, 2023
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: DAVID CHRISTIAN, ASSISTANT CITY MANAGER
SUBJECT: NEW FIVE-YEAR AGREEMENT FOR LAW ENFORCEMENT SERVICES WITH THE ORANGE COUNTY SHERIFF’S DEPARTMENT
RECOMMENDATION
It is recommended that the City Council Approve a new five-year agreement for law enforcement services with the Orange County Sheriff’s Department beginning with fiscal year 2023-24.
BACKGROUND
In July 2012 the City entered into a five-year agreement with the Orange County Sheriff’s Department (OCSD) for the provision of law enforcement services through June 30, 2018.
In May 2018 the City Council approved a new five-year agreement with OCSD through June 30, 2023. On May 2, 2022 the City Council approved the fifth amendment to the current agreement establishing the levels of service and costs for FY 22-23. At that meeting the Council also gave direction to staff to begin discussions with OCSD for a new five-year agreement beginning with FY 23-24, and to bring the item back at a subsequent Council meeting.
DISCUSSION
The new agreement incorporates all the provisions of the previous agreement as well as the amendments. The only change to service levels or staffing is the addition of a Community Service Officer (CSO). The addition of this non-sworn CSO will allow the Deputies to remain on patrol more often by alleviating some of their other duties like parking enforcement, traffic collision reports, dealing with abandoned vehicles and assisting with routine traffic hazard calls. In addition, the Deputy added in 2017 as part of the City’s membership in the North Orange County Public Safety Collaborative, continues to be included in the new agreement with funding through the Collaborative.
FISCAL IMPACT
The first-year cost estimate of the five-year law enforcement services agreement is $13,444,026. This represents a decrease of $69,096 or 0.5% below the FY 22-23 annual cost, due to some slight reductions in some operational costs. However, it should be noted
NEW FIVE-YEAR AGREEMENT FOR LAW ENFORCEMENT SERVICES WITH THE ORANGE COUNTY SHERIFF’S DEPARTMENT
P a g e | 2
that the current cost estimate does not include any salary or benefit increases for any of the bargaining units due to the ongoing labor negotiations which are not anticipated to conclude until later this year. Staff anticipates bringing back a first amendment to this new five-year agreement once those costs are made available by OCSD. However, based on discussions with other OCSD contract cities, staff has included an 8% labor increase in the first year and a 6% labor increase in the second year of the upcoming two-year budget. Should the actual amounts exceed that, we will request a subsequent appropriation at mid-year and mid-term.
ALTERNATIVES
Do not approve the new agreement with OCSD and direct staff to issue a Request for Proposals for law enforcement services.
ATTACHMENTS
1.) New Five-Year Agreement for Law Enforcement Services With OCSD
MARCH 16, 2023 CITY COUNCIL MEETING
ADMINISTRATIVE REPORTS ITEM NO. 12 – NEW FIVE-YEAR AGREEMENT FOR LAW ENFORCEMENT SERVICES WITH THE ORANGE COUNTY SHERIFF’S
DEPARTMENT
ADDITIONAL MATERIAL RECEIVED AFTER POSTING OF AGENDA
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AGREEMENT
BETWEEN THE
CITY OF YORBA LINDA
AND THE
COUNTY OF ORANGE
THIS AGREEMENT, entered into this First day of June 2023, which date is enumerated for purposes of reference only, by and between the CITY OF
YORBA LINDA
WITNESSETH:
WHEREAS, CITY wishes to contract with COUNTY for law
enforcement services; and
WHEREAS, COUNTY is agreeable to the rendering of such services, as authorized by Government Code Sections 51301 and 55362 on the terms and conditions hereinafter set forth.
NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
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TABLE OF CONTENTS
SECTION PAGE
A. TERM ................................................................................................................. 3 B. OPTIONAL TERMINATION ................................................................................ 3 C. REGULAR SERVICES BY COUNTY ................................................................. 3 D. ENHANCED AND SUPPLEMENTAL SERVICES BY COUNTY ........................ 6 E. PATROL VIDEO SYSTEMS ............................................................................... 9 F. LICENSING SERVICES BY CITY .................................................................... 10 G. PAYMENT ........................................................................................................ 10 H. NOTICES .......................................................................................................... 14 I. STATUS OF COUNTY ..................................................................................... 14 J. STATE AUDIT .................................................................................................. 15 K. ALTERATION OF TERMS................................................................................ 15 L. INDEMNIFICATION .......................................................................................... 15 M. TRAFFIC VIOLATOR APPREHENSION PROGRAM ...................................... 17 N. MOBILE DATA COMPUTERS .......................................................................... 20 O. OWNERSHIP OF FACILITY ............................................................................. 21 P. OPERATIONS AGREEMENT .......................................................................... 21 Q. E-CITATION UNITS ......................................................................................... 22 SIGNATURE PAGE.................................................................................................... 24 Attachment A: Regular Services by County
Attachment B: City Licensing
Attachment C: Payment
Attachment D: Patrol Zone (Unincorporated Areas)
Attachment E: County Billing Policy
Atttachment F: Forfeited and Seized Asset Policy
Attachment G: TVAP Resolution
Attachment H: TVAP Form
Attachment I: Operations Agreement
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A. TERM:
The term of this Agreement shall be for five (5) years, commencing July 1, 2023 and terminating June 30, 2028, unless terminated earlier by either party in the manner set forth herein.
B. OPTIONAL TERMINATION:
COUNTY or CITY may terminate this Agreement, without cause, upon two years written notice given to the other party.
C. REGULAR SERVICES BY COUNTY:
1. COUNTY, through its Sheriff-Coroner and deputies, officers and enforcement services as hereinafter provided. Such services shall include the enforcement of lawful State statutes and lawful municipal ordinances of CITY other than licensing ordinances. Licensing services by CITY are detailed in Section F of this Agreement.
2. The night, day and evening patrol and supervisory shifts will be established by SHERIFF. Personnel of each shift may work varying and different times and may be deployed to other shifts when, in the opinion of SHERIFF and CITY Manager, the need arises. Any long-term shift deployment change will be reported to the CITY Manager.
3. Each fiscal year, at a date determined by CITY, COUNTY shall submit to CITY, in writing, a recommended level of service for the following fiscal year. CITY shall remit to COUNTY, in writing, its response to the recommended level of service. If the parties are unable to agree by June 30 of any fiscal year on the level of service to be provided by COUNTY to CITY or on the amount to be paid by CITY for services to be provided by COUNTY for the following fiscal year, COUNTY will provide the level of service provided in the current fiscal year, and CITY shall be obligated to pay the costs of such services. The full cost of such services may exceed
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C. REGULAR SERVICES BY COUNTY: (Continued)
the cost of similar services provided in the current fiscal year.
4. The level of service, other than for licensing, to be provided by the COUNTY, for the period July 1, 2023 through June 30, 2024, is set forth in Attachment A.
5. For any service listed in Attachment A of this Agreement that is provided to CITY at less than 100% of a full-time SHERIFF position, COUNTY retains the option to terminate such service in the event the COUNTY or other City or Cities which contract(s) for the balance of the time of the employee providing the service no longer pay(s) for such service and CITY does not request the Agreement be amended to pay 100% of the cost of the employee providing such service. The Maximum Obligation of CITY set forth in Subsection G-2 will be adjusted accordingly.
6. All services contracted for in this Agreement may not be operational on the precise date specified in this Agreement. In those instances, SHERIFF shall notify CITY Manager of the date or dates such service or services are to be implemented. SHERIFF shall reduce the monthly charges to CITY, based on the actual date of implementation of the service or services.
Charges shall be reduced on the next monthly billing tendered in accordance with Subsection G-5 of this Agreement.
7. During emergencies, such as a mutual aid situation, SHERIFF will attempt to leave in CITY the Captain in charge of CITY Police Services. If SHERIFF determines that the Captain is needed elsewhere, SHERIFF will notify SHERIFF will return the Captain to
CITY as soon as possible once the emergency situation is under control.
8. With respect to the licensing ordinances of CITY listed in Attachment B, SHERIFF shall receive applications for CITY licenses pursuant to said ordinances and complete investigations relating to such applications. Said
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C. REGULAR SERVICES BY COUNTY: (Continued)
investigations shall be forwarded to CITY Manager. COUNTY shall not provide any advisory, administrative, hearing or litigation attorney support or services related to licensing. COUNTY shall not provide any administrative or investigatory services related to the licensing ordinances listed in Attachment B, except the investigations relating to initial applications for which this subsection provides.
9. With the limitations set forth below, SHERIFF, on behalf of COUNTY, and CITY Manager, on behalf of CITY, are authorized to execute written amendments to this Agreement to increase or decrease the level of service set forth in Attachment A, when SHERIFF and CITY Manager mutually agree that such increase or decrease in the level of service is appropriate. Any such amendment to the Agreement shall concomitantly increase or decrease the cost of services payable by CITY set forth in Attachment C, and the Maximum Obligation of CITY set forth in Subsection G-2, in accordance with the curren
CITY Manager shall file copies of any such amendments to this Agreement Except
for costs related to Sections G-3a and G-3b, changes to this Agreement executed by SHERIFF and CITY Manager may not, in the aggregate, increase or decrease the cost of services payable by CITY by more than one percent (1%) of the total cost originally set forth in Attachment C and the Maximum Obligation originally set forth in Subsection G-2.
Except for changes under Sections G-3a and G-3b, prior approval by execution of any amendment that brings the aggregate total of changes in costs payable by CITY to more than one percent (1%) of the total cost originally set forth in Attachment C and the Maximum Obligation originally
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C. REGULAR SERVICES BY COUNTY: (Continued)
set forth in Subsection G-2 of this Agreement.
10. SHERIFF will deploy patrol resources included in this contract to respond to calls for service in COUNTY unincorporated areas within the sphere of influence of the CITY. Yorba Linda Police Services deputies will not handle routine calls for service outside the designated Yorba Linda Police Services Patrol Zone. The unincorporated areas are identified in Attachment D.
Investigative resources included in this contract are intended for the response to calls for service within the CITY.
D. ENHANCED AND SUPPLEMENTAL SERVICES BY COUNTY:
1. Enhanced services for events on CITY property. At the request of CITY, through its City Manager, SHERIFF may provide enhanced law enforcement services for functions, such as community events, conducted on property that is owned, leased or operated by CITY. SHERIFF shall determine personnel and equipment needed for such enhanced services.
To the extent the services provided at such events are at a level greater than that specified in Attachment A of this Agreement, CITY shall reimburse COUNTY for such additional services, at an amount computed by SHERIFF, based on the current year's COUNTY law enforcement cost study. The cost of these enhanced services shall be in addition to the Maximum Obligation of CITY set forth in Subsection G-2 of this Agreement.
SHERIFF shall bill CITY immediately after each such event.
2. Supplemental services for occasional events operated by private individuals and entities on non-CITY property. At the request of CITY, through its City Manager, and within the limitations set forth in this Subsection D-2, SHERIFF may provide supplemental law enforcement services to preserve the peace at special events or occurrences that occur on an occasional basis and are operated by private individuals or private entities on non-CITY
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D. ENHANCED AND SUPPLEMENTAL SERVICES BY COUNTY: (Continued) property. SHERIFF shall determine personnel and equipment needed for such supplemental services, and will provide such supplemental services only if SHERIFF is able to do so without reducing the normal and regular ongoing services that SHERIFF otherwise would provide to CITY pursuant to this Agreement. Such supplemental services shall be provided only by regularly appointed full-time peace officers, at rates of pay governed by a Memorandum of Understanding between COUNTY and the bargaining unit representing the peace officers providing the services. Such supplemental services shall include only law enforcement duties and shall not include services authorized to be provided by a private patrol operator, as defined in Section 7582.1 of the Business and Professions Code. Law enforcement support functions, including, but not limited to, clerical functions and forensic science services, may be performed by non-peace officer personnel if the services do not involve patrol or keeping the peace and are incidental to the provision of law enforcement services. CITY shall reimburse COUNTY its full, actual costs of providing such supplemental services at an amount computed by SHERIFF, based on the current year's COUNTY law enforcement cost study. The cost of these supplemental services shall be in addition to the Maximum Obligation of CITY set forth in Subsection G-2 of this Agreement. SHERIFF shall bill CITY immediately after each such event.
3. Supplemental services for events operated by public entities on non-CITY property. At the request of CITY, through its City Manager, and within the limitations set forth in this Subsection D-3, SHERIFF may provide supplemental law enforcement services to preserve the peace at special events or occurrences that occur on an occasional basis and are operated by public entities on non-CITY property. SHERIFF shall determine
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D. ENHANCED AND SUPPLEMENTAL SERVICES BY COUNTY: (Continued) personnel and equipment needed for such supplemental services, and will provide such supplemental services only if SHERIFF is able to do so without reducing services that SHERIFF otherwise would provide to CITY pursuant to this Agreement. CITY shall reimburse COUNTY its full, actual costs of providing such supplemental services at an amount computed by SHERIFF, based on the current year's COUNTY law enforcement cost study. The cost of these supplemental services shall be in addition to the Maximum Obligation of CITY set forth in Subsection G-2 of this Agreement.
SHERIFF shall bill CITY immediately after each such event.
4. Notwithstanding the foregoing, CITY, through its permit process, may utilize the services of the Sheriff at events, for which CITY issues permits, that are operated by private individuals or entities or public entities. SHERIFF shall determine personnel and equipment needed for said events. If said events are in addition to the level of services listed in Attachment A of this Agreement, CITY shall reimburse COUNTY for such additional services at an am
law enforcement cost study. The cost of these services shall be in addition to the Maximum Obligation of CITY set forth in Subsection G-2 of this Agreement. Sheriff shall bill CITY immediately after said services are rendered.
5. In accordance with Government Code 51350, COUNTY has adopted Board Resolution 89-1160 which identifies Countywide services, including but not limited to helicopter response. SHERIFF through this contract provides enhanced helicopter response services. The cost of enhanced helicopter response services is included in the cost of services set forth in Attachment C and in the Maximum Obligation of CITY set forth in Subsection G-2. //
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D. ENHANCED AND SUPPLEMENTAL SERVICES BY COUNTY: (Continued) COUNTY shall not charge any additional amounts for enhanced helicopter services after the cost of services set forth in Attachment C and in the Maximum Obligation set forth in Subsection G-2 has been established in any fiscal year without written notification to the CITY.
E. BODY WORN CAMERA AND IN CAR VIDEO:
1. As part of the law enforcement services provided to CITY, COUNTY has provided, or will provide
el and In Car Video (hereinafter called
vehicles designated by SHERIFF for use within
CITY service area.
2. SHERIFF has the exclusive right to use said BWC and ICV for law enforcement services related to this Agreement.
3. CITY shall pay COUNTY the full costs to COUNTY of a) the acquisition of BWC and the acquisition and installation of ICV, and b) recurring costs, as deemed necessary by COUNTY, including the costs of maintenance and contributions to a fund for replacement and upgrade of such BWC and ICV when they become functionally or technologically obsolete.
The costs to be paid by CITY for recurring costs, including maintenance and replacement/upgrade of BWC and ICV, are included in the costs set forth in Attachment C and the Maximum Obligation of CITY set forth in Subsection G-2 of this Agreement unless CITY has already paid such costs. CITY shall not be charged additional amounts for maintenance or replacement/upgrade of said BWC and ICV during the period July 1, 2023 through June 30, 2024.
4. If, following the initial acquisition of BWC and ICV referenced above, CITY requires BWC and ICV for additional
designated for use in the CITY service area, COUNTY will purchase said
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E. BODY WORN CAMERA AND IN CAR VIDEO: (Continued)
additional BWC and ICV. Upon demand by COUNTY, CITY will pay to COUNTY a) the full costs of acquisition of additional BWC and the full cost of acquisition and installation of additional ICV, and b) the full recurring costs for said BWC and ICV, as deemed necessary by COUNTY, including the costs of maintenance, and contributions to a fund for replacement and upgrade of such BWC and ICV when they become functionally or technologically obsolete. Said costs related to additional BWC and ICV are not included in, and are in addition to, the costs set forth Attachment C and the Maximum Obligation of CITY set forth in Subsection G-2 of this Agreement.
5. County will replace and/or upgrade BWC and ICV as needed. The costs of replacing/upgrade BWC and ICV shall be paid by COUNTY from the replacement/upgrade funds to be paid by CITY in accordance with the foregoing. CITY shall not be charged any additional charge to replace or upgrade BWC and ICV.
F. LICENSING SERVICES BY CITY:
Upon receipt from SHERIFF of investigations of applications for licenses referred to in Subsection C-8 of this Agreement, CITY Manager shall determine whether to grant or deny the licenses and will issue the licenses or notify the applicants of denial. CITY shall provide all attorney services related to the granting, denial, revocation and administration of said licenses and the enforcement of CITY ordinances pertaining to said licenses.
G. PAYMENT:
1. Pursuant to Government Code Section 51350, CITY agrees to pay to COUNTY the full costs of performing the services mutually agreed upon in this Agreement. The cost of services includes salaries, wages, benefits, mileage, services, supplies, equipment, and divisional, departmental and
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G. PAYMENT: (Continued)
COUNTY General overhead.
2. Unless the level of service as set forth in Attachment A is increased or decreased, by mutual agreement of parties, or CITY is required to pay for increases as set forth in Subsection G-3, the Maximum Obligation of CITY for services, other than Licensing Services, to be provided by the COUNTY for the period July 1, 2023 through June 30, 2024, shall be $13,444,026 as set forth in Attachment C.
The overtime costs included in the Agreement are only an estimate.
SHERIFF shall notify CITY of actual overtime worked during each fiscal year. If actual overtime worked is above or below budgeted amounts, billings will be adjusted accordingly at the end of the fiscal year. Actual . 3a. At the time this Agreement is executed, there are unresolved issues pertaining to potential changes in salaries and benefits for COUNTY employees. The costs of such potential changes are not included in the FY 2023-24 cost set forth in Attachment C nor in the FY 2023-24 Maximum Obligation of CITY set forth in Subsection G-2 of this Agreement. If the changes result in the COUNTY incurring or becoming obligated to pay for increased costs for or on account of personnel whose costs are included in the calculations of costs charged to CITY hereunder, CITY shall pay COUNTY, in addition to the Maximum Obligation set forth in Subsection G-2 of this Agreement, the full costs of said increases to the extent such increases are attributable to work performed by such personnel during the period July 1, 2023 through June 30, 2024,
hereunder shall be deemed to have increased accordingly. CITY shall pay COUNTY in full for such increases on a pro-rata basis over the portion of the period between July 1, 2023 and June 30, 2024 remaining after