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HomeMy WebLinkAboutReso 1987-13169 RESOLUTION NO. 13169 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING AGREEMENT BETWEEN THE CITY OF CHULA VISTA AND JHK & ASSOCIATES FOR THE DESIGN OF A TRAFFIC CONTROL SYSTEM AND AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT The City Council of the City of Chula Vista does hereby resolve as follows: NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Chula Vista that that certain agreement between THE CITY OF CHULA VISTA, a municipal corporation, and JHK & ASSOCIATES for the design of a traffic control system dated the 21st day of Ju].y , 1987, a copy of which is attached hereto and incorporated herein, the same as though fully set forth herein be, and the same is hereby approved. BE IT FURTHER RESOLVED that the Mayor of the City of Chula Vista be, and he is hereby authorized and directed to execute said agreement for and on behalf of the City of Chula Vista. Presented by Approved as to form by Jo P. Li i of ThoTnas J. Harror6j,'City' ' Pu rks/City Engineer Attorney 0374a ADOPTED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF C, ,dLA VISTA, CALIFORNIA, this 21st day of suly .. 19 87 , by the following vote, to-wit: AYES: Councilmembers Mood:e, Nade~:, ~alcoZm, ~cCarzdl~tss NAYES: Counci 1 members Notre ABSTAIN: Counci lmembers Iqone ABSENT: Counci lmembers "~r of the City of Chule Vista ATTEST ~ ~' City Clerk S . E OF CALIFORNIA ) COUNTY OF SAN DIEGO ) ss. CITY OF CHULA VISTA ) I, JENNIE M. FULASZ, CMC, CITY CLERK of the City of Chulo Vista, California, DO HEREBY CERTIFY that the above and foregoing is o full, true and correct copy of RESOLUTION N0. 13169 ,and that the some has not been amended or repealed DATE I) ~ City Clerk CiTY OF C,}- ULA V!5'rA CC-660 AGREEMENT FOR CONSULTING ENGINEERING SERVICES BET~/EEN THE CITY OF CHULA VISTA AND 3HK & ASSOCIATES FOR THE DESIGN OF A TRAFFIC CONTROL SYSTEM WHEREAS, the City of Chula Vista is in need of professional engineering services to design a centralized traffic'signal control system; and WHEREAS, the City ofI Chula Vista has issued Requests for Proposals to engineering firms throughout the State of California; and WHEREAS, the City evaluated the proposals and qualifications of two firms and interviewed both of these firms for possible selection; and WHEREAS, the City enlisted the assistance of representatives from other public agencies to assist in the interview process; and WHEREAS, :~HK & Associates was selected as the most qualified firm for the proposed project due to the firm's successful completion of similar projects for other public clients. NOW, THEREFORE, BE IT RESOLVED that the City of Chula Vista and 3HK & Associates, a consulting firm, do hereby mutually agree as follows: I. PARTIES The parties to this agreement are the City of Chula Vista, a municipal corporation (hereinafter referred to as "CITY"); and 3HK & Associates, a consulting firm (hereinafter referred to as "CONSULTANT"). II. INTENT OF THE PARTIES It is the intent of CITY and CONSULTANT that CONSULTANT carry out the attached Proposed Scope of Work and Project Schedule (contained in ATTACHMENT 'An). It is further the intent of CITY that CONSULTANT coordinate his work with Mr. :John Tsiknas, special consultant to CITY for this project. Ill. OBLIGATIONS OF THE CONSULTANT CITY, pursuant to this agreement, hereby contracts with 3HK & Associates (CONSULTANT) to act in its behalf directly and indirectly and in conjunction with CITY staff in carrying out the work described in CONSULTANT's proposal dated April 30, 1987 which, by reference, is made a part of this Agreement. ATTACHMENT A contains the Work Program and Project Schedule from the proposal. CONSULTANT will perform in accordance with the standard customarily provided by an experienced and ~ompetent professional engineering organization rendering the same or similar services. IV. OBLIGATIONS OF CITY CITY shall regularly consult CONSULTANT for the purpose of reviewing the progress of the traffic control system design project and to provide direction and gtfidance to achieve the objectives of the study, CITY shall permit access to its office facilities, flies and records by CONSULTANT throughout the term of the contract, V. ADMINISTRATION OF CONTR/~CT CITY hereby designates the Director of Public Works as CITY's representative in the review and administration of the work performed by CONSULTANT~ pursuant to the attached Work Program and Project Schedule (ATTACHMENT "A"). VI. PROJECT SCHEDULE AND COMPLETION DATES CITY hereby authorizes the Director of Public Works to administer the Work Program and Project Schedule as contained in ATTACHMENT "A". VII. TERM This agreement shall become effective upon execution as authorized by the Mayor of CITY~ or his designee~ and shall terminat% if not terminated pursuant to other provisions contained herein, or otherwise extended by all parties, on December 31~ 1987. VIII. COMPENSATION The compensation to be paid by CITY to CONSULTANT shall be on a cost plus fixed fee (CPFF) basis in an amount not to exceed ONE HUNDRED FIFTY THOUSAND DOLLARS ($150~000) without prior approval by CITY in accordance with ATTACHMENT "B"~ Cost Estimate and Payment Procedure, which shall be used by CITY in determining the amount of work completed by CONSULTANT and, therefor% the percentage of compensation to be paid by CITY to CONSULTANT each month for work program elements completed. Work program elements shall be completed by CONSULTANT in accordance with the Work Program and Project Schedul% (ATTACHMENT "A"). CITY agrees to pay the total sum invoiced and approved by the Director of Public Works each month during the duration of this agreement in accordance with the procedure described in the Cost Estimate and Payment Procedure (ATTACHMENT "B"). IX. INTEREST OF CONSULTANT CONSULTANT presently has not, nor will have during the term of this contract~ any business relationship with any person for firms doing business within the Chula Vista sphere of influence area, as identified in CITY's December 198t+ report, that would constitute a conflict of interest.. 2 X. HOLD HARMLESS CONSULTANT agrees to defend, indemnify and hold harmless CITY from and against all liability, cost and expense (including without limitation attorneys' fees) arising from loss of or damage to any property whatsoever or injury to or death of any person whomsoever caused or alleged to be caused or occasioned by the negligent act or omission of CONSULTANT or any agent or employee of CONSULTANT arising out of. or in connection with this agreement or the work to be performed by CONSULTANT hereunder, except to the extent such liability~ cost or expense is caused by the negligence of CITY. CONSULTANT"S liability hereunder will be limited to the proceeds recovered from CONSULTANT's insurance. Errors and omission insurance coverage for the duration of the project shall include a $1~000,000 limit per claim and a $1,000,000 annual aggregate maximum. XI. TERMINATION OF AGREEMENT FOR CAUSE If, through any cause within CONSULTANT's control~ CONSULTANT shall fail to fulfill in a timely and proper manner his obligations under this agreement, or if CONSULTANT shall violate any of the covenants~ agreements, or stipulations of this agreement, CITY shall have the right to terminate this agree~nent by giving written notice to CONSULTANT of such termination and specifying the effective date thereof at least five (5) days before the effective date of such termination. In that event, all finished or unfinished documents, data~ studies, surveys, drawings, maps~ reports, and other materials prepared by CONSULTANT shall, at the option of CITY~ become the property of CITY, and CONSULTANT shall be entitled to receive just and equitable compensation for any work satisfactorily completed on such documents and other materials up to the effective date of notice of termination~ not to exceed the amounts payable under Paragraph VIII hereinabove. XII. TERMINATION OF AGREEMENT FOR CONVENIENCE OF CITY CITY may terminate this agreement at any time and for any reason by giving specific written notice to CONSULTANT of such termination and specifying the effective date thereof, at least thirty [30) days before the effective date of such termination. In that event, all finished and unfinished documents and other materials described in Paragraph VIII hereinabove shall, at the option of CITY, become CITY's sole and exclusive property. If the agreement is terminated by CITY as provided in this paragraph, CONSULTANT shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents and other materials to the effective date of such termination. CONSULTANT hereby expressly waives any and all claims for damages or compensation arising under this agreement except as set forth in Paragraph VIII hereinabove in the event of such termination. 3 t Xlll. ASSIGNABILITY CONSULTANT shall not assign any interest in this agreement, and shall not transfer any interest in the same (whether by assignment or novation), without prior written consent of CITY. XIV. OWNERSHIP~ PUBLICATION~ REPRODUCTION AND USE OF MATERIAL All reports, studies~ informatii~n~ data, statistics~ Iorms~ designs~ plans~ procedures~ systems~ spftware~ software documentation and any other materials or properties produced under this agreements shall be delivered to and shall become the non-exclusive 'property of CITY. CITY shall have the right to copy in whole or in part all software and software documentation prepared under this agreement by CONSULTANT or its subconsultants for use anywhere within the City of Chula Vista. CITY or its agents shall have the right to make any modifications to the software and the software documentation that is developed under this agreement. CITY agrees that it shall not transler any copy of the software and software documentation~ either as originally provided or as subsequently modified~ to any other party for any use except for the purpose of updating or modifying the suitware by CITY's authorized agent~ or for disclosure if required by state law. CONSULTANT shall ensure that the provisions of any copyrighted software that may be incorporated by CONSULTANT into the applications software will not be violated. CITY will abide by the license requirements of any commercial suitware furnished by CONSULTANT. XV. INDEPENDENT CONTRACTOR CITY is interested only in the results obtained and CONSULTANT shall perform as an independent contractor with sole control of the manner and means of performing the services required under this agreement. CITY maintains the right only to reject or accept CONSULTANT's work product(s). CONSULTANT and any of CONSULTANT's agents, employees, or representatives are~ for all purposes under this agreement~ an independent contractor, and shall not be deemed to be an employee of CITY~ and none of them shall be entitled to any benefits to which CITY employees are entitled, including but not limited to, overtime~ retirement benefits~ worker's compensation benefits~ injury leave~ or other leave benefits. XVI. CHANGES CITY may from time to time require changes in the scope of the services by CONSULTANT to be performed under this agreement. Such changes~ including any change in the amount of CONSULTANT's compensation which are mutually agreed upon by CITY and CONSULTANT shall be effective as amendments to this agreement only when in writing. XVII, RESPONSIBLE CHARGE CONSULTANT shall assign a project manager to the project for the duration oi the project. No substitution Ior'this position shall be allowed without written approval irom CITY's Director oi Public Works. The project manager ~or 3HK & Associates shall be Cheryl McConnell. IN WITNESS WHEREOF, CITY and CONSULTANT have executed this contract for engineering . services this ~ day of ,~/4J 1987. CITY OF CHULA VISTA CONSULTANT BY: regory~ ~ ~LI~C BY: ~ ATTACYI~ENT A 3. WORK PLAN This section of the proposal presents a discussion of the work activities that will be performed by 3HK & Associates to design and implement the Traffic Signal Master Control System for the City of Chula Vista.. These work activities have been grouped into the three major tasks i~dicated in the RFP as follows: Task 1 - Design Task 2 - System implementation Task 3 - Training and Evaluation The Work Plan is based on the Scope of Work provided by the City in the RFP, and the experience of 3HK staff as designers and implementors of traffic control systems. Depending on the decisions reached in the first task, the relative amount of effort required and the specific products produced in some of the subsequent tasks may change somewhat. However, the basic structure and the specific objective of each of the work activities will remain the same. In addition to the work activities described for the three tasks, a project administration activity - Task 0 - has been added at the beginning of the work plan. This task reflects the continuing program management and control that will be necessary throughout the term of the project. The following is a discussion of the specific work activities required to carry out this project. The information presented for each work task is as follows: · The objective of the task. · A description of the output resulting from the task. · A narrative description ol specific work activities that will be carried out in the task. TASK 0 - PROJECT MANAGEMENT AND CONTROL During the course of a project, there are a number of administrative activities that consume project resources, yet do no~ relate specifically to any of the work tasks described herein. The Project Management task is intended to reflect these necessary activities. The importance of sound management to the successful completion of the project should not be underestimated. Project management is a continuing effort consisting of the activities described below. Task 0.1 - Initial Meetin~ Objective: To commence work on the project in a positive manner and with appropriate guidance, Output: Refined project schedule~ Scope of Services, and specific administrative procedures. At the outset of the project, a management meeting will be held between 3HK and representatives from the City. The purpose of this meeting will be to refine the project schedule; to confirm milestone dates for the completion of the various products; to establish the distribution of deliverables and procedures for their timely review; and to establish the proper lines of communication for coordination and interaction between the City, Consultant, and other involved agencies. It is also anticipated that during this initial meeting, some of the project issues will be reviewed to clearly set the priorities for resolution. This will allow the Task I activities to proceed directly toward resolving the more critical issues. Task 0.2 - Project PlanninR And Work Schedule Objective: To program and schedule project activities. Output: Project schedule, updated as required throughout the project. 3HK will actively maintain schedule control throul~hout the project. This depends on a definition of activities, an understanding of time requirements, and, most importantly, knowledge of the relationships between the various activities. 3-2 The overall project effort will be segregated into logical detailed work items, each with a measurable end product. Once these project activities have been defined, their relationships will be identified, start and completion dates set, and budget and controls established. The project schedule will show the relationships of these work items and the point in the project where they become critical. This document will be used to track the progress of 3HK throughout the course of the project. Task 0.3 - Documentation Control ~ Objective: To exercise control of all project documentation. Output: Master file of all project documentation. 3HK will maintain a master file of all project documentation including: · Plans, specifications~ estimates, and schedules · Technical reports and memorandums · Equipment schematics · Hardware conligurations · Software configurations including listings and flow charts or HIPO's · Meeting agenda and minutes · Correspondence These files will serve to clearly document the activities of the project as they occur and serve as the basis for decision making. Throughout the course of the project~ changes and updates to the documentation can be expected to occur. 3HK will ensure that these and any other changes are reflected in the master Ii]e~ subject to the approval of the City. Task 03t - Project Liaison Objective: To coordinate between all agencies and organizations which are involved with this project; at all levels. Output: Periodic meetings and monthly progress reports. JHK will act as a link between the City, Caltrans, FHWA, the telephone company, and all other agencies involved in the project to keep them informed of 3-3 the project status and to gain their input. 3HK will organize, prepare agenda, and conduct periodic project review meetings, as required to resolve problems, make decisions, and review submittals. Following each meeting, minutes will be developed and distributed, along with a list of action items, to all attendees and others as appropriate. In addition to project meetings, 3HK also intends to coordinate on a one-to-one basis throughout all stages of the project with appropriate participants. .. 3HK will ensure that the City¢is kept informed of current progess by issuing a monthly progress report. Each report will be prepared in a manner that provides a comprehensive review of the previous month's activities. The monthly progress reports will include: · AcComplishments and significant findings as a narrative discussion of the major activities that occurred during the previous month. · Any problems encountered along with their recommended solutions. · Work planned for the upcoming reporting period. · An estimate of work completed by task versus scheduled work. TASK 1 - DESIGN The purpose of this first major task is to finalize the design and to prepare all documents necessary for the procurement and implementation of the Chula Vista system. The task is composed of two subtasks - Detailed System Design, and Plans, Specifications and Estimates - each of which are further broken down into their specific activities. TASK 1.1 - DETAILED SYSTEM DESIGN In this task, ~]HK will complete and document the functional design of the Chula Vista traffic control system. The overall system concepts presented previously in this proposal will be discussed in detail with City staff and modified if appropriate. The technical requirements of each system component will be investigated and design decisions will be made in light of both near term and longer range conditions in the project area~ budget impacts, and the desires of the City of Chula Vista. The process used in developing the system design will be an interactive one, Through a series of roundtable discussions, City staff will be involved in every system-related decision. At the completion of this task, a System Design Report will be prepared and submitted to the City, The report will describe in detail the proposed system hardware, the features and functions of the system software, the locations of the various pieces of equipment required for the system, and the recommended procedures for their procurement. 'The System Design Report~ once approved, will serve as the basis for the modification of the base software and for the preparation of the plans, specifications, estimates and other contract documents in Task 1.2. Task 1.1.1 - Update Functional Requirements Objective: Re-assess conclusions and recommendations of the previous study. Output: Technical Memo defining the updated functional requirements of the system. The purpose of this task will be to develop a comprehensive statment of the functional requirements of the system. Through a series of roundtable discussions between the City and ZJHK, the conclusions and recommendations of the "Signal System Improvement Study" dated November, 1985, will be re-evaluated. It is expected that many of the conclusions will still be appropriate - such as the use of Type 170 traffic signal controlers and the use of leased telephone lines for communications. Other conclusions, however, may require re-evaluation in light of changes in the state-of-the-art that have taken place in the past few years, as well as any changes in conditions that may have occured in Chula Vista. For example~ as described in the previous section of the proposal, ZJHK believes that a newly developed approach to central software would be more appropriate for the situation ' in Chula Vista than the approach recommended at the time of the Improvement Study. The purpose of this task would be for both the City and 3HK to identify those areas in which further evaluation would be appropriate. The evaluations would then be carried out in subsequent tasks. For example, the definition of system software (both central and 170 controller) will be undertaken in Task 1.1.2 3-5 The use of roundtable discussions will provide the means for an efficient transfer of information between the City and 3HK. The 3HK staff can provide the prospective of having participated in a wide variety of systems. The pros and cons of various features can be presented object, ively based on the current experience of 3HK projects in other jurisdictions. This will ensure that the City is made aware of the alternatives available and that all relevant questions are answered. It will also ensure that the 3HK staff are made aware of ;~he rationale for decisions and recommendations made by the City in the past so that this information can be appropriately incorporated into the ~urrent system design. Task 1.1.2 - Define Software Functions Objective: To establish a definitive statement of functional requirements of the central and 170 software. Output: Technical Memo documenting the functional requirements. In this task, the functional requirements of the central and 170 software will be delined. Based on 3HK's previous experience with other computer-based systems and the review of the "Signal System Improvement Study" report, 3HK has proposed the use of the Series 2000 system. A general description of this system was presented in the previous section of the proposal, and in Appendix A. An overview of this system will have been discussed in Task 1.1.1. In this task, the specific features and functions of the central and 170 software will be discussed in detail with the City's engineering stafI. 3HK believes that Series 2000 is a complete, powerful and easy to use traffic control system. However, this task will provide the City with the opportunity to explore custom tailoring the system with any modifications or additions to the software that may be desired. The implications on cost and time of these potential modifications will be discussed as well. Task 1.1.3 - Define Computer Subsystem Objective: To determine and define all equipment required for the computer Output: A preliminary listing of the computer hardware and related peripherals. Using the information on the system reqC~irements and control concepts developed in the previous ta,Sks~ together with 3HK~s experience on other traffic control system installations~ the preliminary technical requirements for the computer subsystem will be prepared. This preliminary listing will address all computer components (e.g. CPU~ merepry~ [/O operating system) and peripherals; the hardware design standards and physical configuration; and the operating environment requirements for the equipment. The requirements for testing, training~ documentation and maintenance service agreements will also be established. Task 1.1.t~ ~ Define Display Subsystem Objective: To define the display subsystem. Output: A preliminary listing of the equipment required for the display subsystem. As dicsussed in the previous section of this proposal~ 3HK strongly recommends that Chula Vista make use of color graphics as the preliminary element of the display subsystem. One of the activities of this task will be to determine the number and location of graphics terminals to be incorporated into the system. Another activity will be to explore design details such as the size of the monitors and the addition of peripherals such as a laser printer with the ability to produce graphics output in hard copy. Another activity will be to explore the use of a wall map in combination with the color graphics. The advantages and disadvantages of the wall map will have been discussed in Task 1.1.1. If required, more detailed design-related discussions will take place during this task, including size of map, location, specific functions and control procedures (e.g. keyboard and/or control panel). 3-7 Another activity to be explored, if required, involves the use of special displays. One example would be a dynamic display of locations pre-empted by the Trolley. This could be part of the color graphics and shown on request, or in the form of a permanent display on a wall map. The basic concept will have been discussed in Task 1.1.1 including the need for displaying or recording quantatative information as well. The activity to be pursued in this task will be to define the equipment and software requirements including the' communications and monitoring devices at the traffic signals along the Trolley route. Task 1.1.~ - Define Communications Subsystem Objective: To define the equipment and administrative procedures required for the communications subsystem. Output: Technical memorandum documenting the requirements. The purpose of this task is to fully define the communications subsystem. As mentioned previously~ it is anticipated that leased t?lephone lines will be used. One of the activities in this task will be to deal with any communications related issues which are raised in Task 1.1.1 such as the need for voice communications. Meetings will be held with the telephone company and a tentative configuration of channel assignments will be developed. The division of work between the telephone company and the Field Construction contractor will be agreed upon for both the control center and the intersections. At this time, a preliminary cost estimate will be developed for the annual lease costs as well as the initial capital costs. This will also provide the means for a discussion with the telephone company of capitalizing some of the elements of the annual costs. When capitalized as a one time charge~ these elements can be eligible for Federal participation whereas annual costs are not eligible. Task 1,1,6 - Define Detector Locations Objective: To determine the location of vehicle detectors for the current project. Output: A map showing the location of vehicle detectors to be installed under this proiect. Vehicle detectors are used for~ permanent count stations, Irafile responsive plan selection and critical intersection control. Any given detector can be used lot one or more of these functions si~nultaneously. Although the Improvement Study indicated that only permanent count stations would be needed at this time, the use of each of these functions will have been discussed and re-evaluated in Task 1.I.1. The purpose of this task will be to identify the locations at which vehicle detectors will be required at this time for one or more of these functions. Additional detectors can be added to the system at any time in the future. Task 1.1,7 - Define Intersection Subsystem Objective: To define all equipment needed at the intersection under this contract. Output: A description of the intersection equipment. It is understood that Type 170 controllers will be used at all locations to be included in the system. The Series 2000 system requires the use of an expanded memory module. However, this module is in current use and can easily be provided by any supplier of Type 170 controllers. One activity of this task would be to evaluate the use of smaller cabinets at 2 and 3 phase intersections. The alternative installation procedures for these smaller cabinets would be evaluated as well. Another activity to be performed in this task will be to confirm the list of intersections to be included in the project and the signal phasing to be used at each. This inlormation, combined with the permanent count station/system detector inf0rmation~ will allow a final list of equipment at each intersection to be prepared. 3-9 Task 1.1.8 - Define Procuremerit Procedures Objective: To determine the most effective procuremerit procedure for each item of equipment. Output:. A listing of all equipment items and the procuremerit procedure to be followed for each one. There are different approaches that have been followed with regard to procuremerit of the equiment for a traffic control system. These range from a single sealed bid for all equipment to individual procurements for each equipment type. A frequently used approach is to combine the equipment into a few groups of similar or related items and procure each group separately, often using a different procurement technique for each group. Procuremerit techniques that have been used on Federal-Aid proiects in other iurisdictions include negotiated procurement by both the jurisdiction and the system manager (consultant), as well as sealed bids. Items such as furniture, micro-computers, etc., can often be acquired much less expensively through agreements already in place with the City Purchasing Department. In this task, JHK will provide recommendations for the procurement procedures to be followed for the specific equipment to be purchased for this proiect. Task 1.1.9 - Control Center Design Criteria Objective: To define the control center requirements and design criteria. Output~ A description and schematic layout of the control center. The purpose of this task is to decide on the location of the various items of central equipment required for the system. Based on the conclusions of the preceding tasks~ the following information will be available for the investigations to be carried out in this task: · Power requirements · Heat output (for HVAC requirements) · Noise levels · Interconnection cabling requirements 3-10 _jhk & associates · Displays · Number of terminals · Other items (test controllers, storage, etc.) The small size of the central equipmeht proposed by 3HK may allow the City more flexibility then previously assumed in the development of alternatives. Task 1.1.10 - S~tstem Design Report Objective: Review and approval of the system design by the City. Output: An approved system ~esign for the Chula Vista signal system. The results and recommendations of the analyses and discussions undertaken during Task 1.1 will be documented in a System Design Report. The report will provide a complete definition and description of the proposed system. The report will be submitted to the City for review and comments. A design review meeting will be convened to discuss the comments. Modifications or additions will be made to the report if required. However, it is ZIHK's philosophy to work closeb; with all involved participants throughout the system design. Therefore, there should be no surprises when the report is submitted. The System Design Report will serve as the guiding document for the subsequent preparation of contract documents and the integration effort. 3-11 TASK 1.2 - PLANS, SPECIFICATIONS AND ESTIMATES The overall goal of Task 1.2 is to prepare plans, specifications, cost estimates and other contract or procuremeat documents as required for the Chula Vista system. 3HK will prepare these documents based on the system designs developed in Task 1.1. As with all project activities~ 'the City will review all preliminary and final products of Task 1.2. It 3HK's firm belief that the bid and other procuremeat documents must reflect exactly the. intent of the City and the design report to ensure a smooth construction process. Task 1.2 is designed to provide these comprehensive documents. The activities that comprise this task are described below. Obviously~ some technical items that will be incorporated into the plans and specifications will not be known until the completion of Task 1.1. Similarly, the packaging and procuremeat concepts for the contract documents will also be finalized during Task 1.1. However, based on 3HK's previous experience as a systems managers we believe the project might be implemented with a breakdown similar to that listed below. This breakdown has then been used to illustrate our proposed work plan. · Computer Equipment - negotiated procurement · Color Graphics Equipment - negotiated procurement · Communications Hardware - negotiated procuremeat · Control Center - City services or purchase order · Field Construction - sealed bid · Software and Integration - systems management agreement A complete stand-alone contract or procurement package will be prepared for each of these distinct system elements, Near the completion of these activities (approximately 85 percent), semi-final review plans and specifications or procurernent documents for each procurement/bid package will be submitted to the City for review. These documents and bid packages will essentially be in final form to facilitate review. When the City*s review has been completed~ necessary changes will be made and a final reproducible copy and review copies of all bid documents and packages, 3=12 including cost estimates and schedules, will be provided to the City for formal submission to Gaittans and FH~VA. This process is summarized in Exhibit 3-1. The final plans will be in a stable base form, such as provided by mylar or other stable plastic base. The specifications will be on clean reproducible bond suitable for photographic reproduction. Task 1.2.1 - Computer Equipment ., Objective: To develop contrast documents for the computer equipment. Output: Contract documents to permit a negotiated or sealed bid procurement of computer hardware and peripherals. 3HK will prepare a set of specifications [or the procurement and installation of the system computer, associated peripheral equipment, and computer operating software. These specifications will define the performance requirements and installation procedures, including: ® Prequalification and Proposals (if required) · Electrical, Mechanical, and Environmental Requirements · Central Processing Equipment (e.g, CPU, memory, computer conso]e, direct memory access, ]/O system) · Peripheral Equipment (e.g., disk drives and controllers, magnetic tape drive, line printer, page printer, CRT terminal and keyboard, asynchronous communications subsystem, interface requirements) · Training, Support, and Documentation · Delivery, Installation and Acceptance Testing · ~Varranties and Guarantees · Measurement and Payment (NOTE: The following is added to the original proposal) · Continuing Maintenance 3-13 REvlF,i A. APPROVAL i'~ CITY/STATF' L PREPARF, PLANS [ PREPARE SPECIFICATIONS RF,VlE'i OF SEMI-FINAL DESIGN BY CITY FINALIZE PLANS a SPF,CIFICATIONS DEVELOP DETAILED COST ESTIMATLS ICOST RF,VIEI FINALIZECONTRACT~LJMENTS SL;BMIT FINAL REPRODLJCIBLES TO CIT's, ST ~,TE, FH~I, A PS-e,F, completecl PROCF,SSING EXHIBIT 3-] PS&E DEVELOPMENT SEQUENCE 3-14 ~, An estimate of the computer costs will be prepared which will serve as a basis lot evaluating price quotes/bids received. The estimates will be based on list prices for the specified equipment and the current practices within the computer industry. Task 1.2.2 - Color Graphics Equipment Objective: To develop contract .documents fo~ the color graphics equipment. Output: Contract documents !to permit a negotiated or sealed bid procuremerit ol the equipment required lor the color graphics display. As discussed previously, 21HK's proposal for color graphics would make use of standard off-the-shell products such as the IBM-AT and a readily available high- resolution monitor. When not being used to display the system color graphics~ the equipment would be available for use as a standard IBM-AT workstation. The City purchasing agent may prefer to acquire this equipment directly in order to take advantage of previously negotiated purchase and maintenance agreements. Alternatively~ this equipment may simply be included within a larger sealed bid or negotiated procuremerit package. In any case, 3HK will prepare a detailed description of the equipment required. Depending upon decisions made in Task 1.1, the description may be manulacturer specific if required for compatibility with existing City equipment. Alternatively, the description could be in the form of detailed functional requirements with one or more acceptable manufacturer/model examples plus the "or approved equivalent" statement. Items to be considered in the preparation of the documents will include the lollowing: Payment procedures · Delivery · Installation · Acceptance Testing · Continuing Support and Maintenance An estimate will be prepared of the costs of the color graphics equipment. This estimate will serve as a basis for evaluating the price quotes/bids received. The estimates will be based on the list prices for the specified equipment and the current practices within the industry. 3-1~ Task 1.2.3 - Communications Hardware Objective: To develop contract documents for the central communications equipment. Output: Contract documents to permit a negotiated or sealed bid procuremeat of the central communications equipment. As with the color graphic,s equipment, 3HK's approach to the central communications equipment is to make use of standard off-the-shelf hardware and, where required, customized softwared developed by 3HK staff. In this task, 3HK will prepare a set of specifications for the procuremeat and delivery of the central communications equipment. Once again~ depending upon decisions made in Task 1.1, the equipment description may be configuration-specific or may provide detailed functional and performance requirements with specific manufacturer/model examples provided for equivalency standards. The central communications equipment includes several types of equipment which may or may not be acquired under the same procuremeat package, depending upon the decisions made in Task 1.1. The equipment types are as follows: · Central moderns and chassis · Dial-in modems (for a portable terminal) · Communications test equipment · Voice communications base station (if required) · Telephone termination panel (depending upon circumstances, this may be furnished and installed by City building maintenance staff, by the field construction contractor, by the telephone company~ or by the system manager). · Surge protection devices (samed as termination panel above) Additional items to be considered in the preparation of the documents required for central communications will include the following: · Payment procedures · Delivery · Installation · Acceptance testing · Maintenance and repair procedures (this would include the requirements for spare boards) 3-16 jhk ,,oc,ate, Task 1,2.t~ - Field Construction Objective: To develop the plans, specifications and estimates required for all field construction. Output: A complete set of contract documents. The lirst activity ol this task will be to develop a set of base plans for each of the intersections to be included iq .the project. ~ Existing as-built plans will be carefully field checked to ensure that they are up-to-date and accurate. Where required, the existing plans v~ill be lupplmented with field measurements and utility updates in the areas impacted by new construction. 3HK will coordinate with the affected utilities, and with City and State agencies to ensure that underground and overhead obstructions are noted on the plans. The plans will be prepared in accordance with the requirements and standards of both the City and Callruns. Another activity to be completed in this task will be to develop an installation plan that will minimize the disruption to traffic caused by the replacement of controllers. This plan will be included in the special provisions. The details of the plan will depend upon many factors such as existing operation, number of intersections that can be down simultaneously, allowable hours lor the contractor to work, effect of coordination discontinuities, etc. The plan will be developed in close consultation with City staff. An example of a plan developed by 31-tK for a project in Seattle is included in Appendix C. 3HK also recommends that provision be made for updating the construction plans into as-builts. This can be made the responsibility of the City, the contractor or the system manager. Wherever practical, quantities will be based on unit costs rather than lump sum. This will allow necessary modifications or additions to be made with a minimum of negotiation. A detailed cost estimate will be prepared. The unit costs will be based on recent bids in the area. 3-17 Task 1.2.5 - Control Center Objective: To develop information necessary for preparation of plans and specifications for building modifications at the control center. Output: Construction documents required for the control center modifications. The purpose of this task is to pr. oduce the pla,ns and specifications required for any building alterations and special installation necessary at the control center. All design decisions, including the location of all equipment, will have been made in Task 1.l. The documents to be prepared in this task would cover any specialty building construction needed for the following items: ® Computer and peripherals · Central communications · Graphics and operations terminals (note: there may be more than one of each of these terminals) · Cabling between computer and terminals · Air conditioning (depending upon location of computer) · Power requirements (including the use of a power conditioner) · Lighting · Security devices and alarms · Public relations features (viewing window, projection display, etc.) · Test controllers An estimate of all control center costs will be prepared. Task 1.2.6 - Software Functional Specifications Objective: To develop functional descriptions of both central and Type 170 software. Output: Software functional specifications. In this task, 3HK will prepare functional specifications for both the central and Type 170 software to be used in the Chula Vista project. The work to be accomplished will be to update existing design documents to include any modifications that were requested by the City of Chula Vista. These documents will serve as a complete description of the software systems to be provided by 3HK 3-18 under this project. As such, they can be used by Caltrans and FHWA in their review of the total project. The documents can also be used by the City as a standard comparison during the final inspection process. Finally, these documents will also constitute a portion of the total system documentation. BI Tran Systems will act as a subconsultant to 3HK for any work related to the Type 170 software. Consequently, they will have been involved in any discussions related to possible changes to this so[tware. They; will also prepare and/or approve any changes to the functional. specifications for the Type 170 software. Task 1,2,7 - Compile Cost Estimate Objective: To compile the individual cost estimates. Output: A single project cost estimate5 3HK will compile the individual cost estimates for the various components of the Chula Vista system. These cost estimates will be prepared in a tabular format and will summarize the costs for each proc. urement package, the systems management costs~ an estimate of all other costs which are to be paid from project funds~ and the total cost. Based on this information, the project scope may be adjusted (e.g., reduce number of intersections, eliminate functions~ etc.) and the contract documents altered accordingly. These cost estimates will also be related to the system installation schedules described in Task 1.2.3. Task 1.2.8 - Prepare Schedules Objective: To update the construction/installation schedule. Output: System installation schedule. In this Task~ 3HK will prepare a detailed system installation schedule for establishing work control and for assessing the overall time requirements for system procurement and implementation. This schedule will utilize a critical path method (CPM) planning technique which details each stage of work and the responsibilities of the contractors, the Systems Manager, and appropriate City or State agencies. 3-19 This progress schedule will include activities such as submissions, delivery and testing of equipment, installation of hardware, software development, system integration and testing, timing plan develppment, system evaluation, and training. The schedule will be maintained and updated as required throughout the system installation phase of the project. Task 1.2.9 - Detailed Desjan Review . Objective: Review and approval by the City, State, FHWA and other affected agencies of"the ~ystem design plans and specifications and other contract documents. Output~ An approved set of plans, specifications, and other contract documents for the procurement and installation of the project. The work effort in this task is relatively straight forward. Near the completion of the system plans and specifications, review copies of these documents will be submitted to the City, and other affected local agencies for review. These system design and procurement documents will essentially be in final form to facilitate this review, and will include detailed cost estimates. As already noted, these various documents will have been based on the System Design Report prepared in Task 1.1, and any variations from that report will have previously been discussed with the City as part of 3HK's continuing management of the project. Thus, the detailed design review wiIi not contain any surprises. 3HK will incorporate the City's and other agencies' comments from the design review into the contract documents. The City will then submit these documents to Caltrans for final review and approval by Caltrans and FHV/A. Comments will be incorporated by 3HK into a set of final procurement documents. 3-20 ATTACHMENT B COST ESTIMATE AND PAYMENT PROCEDURE COST ESTIMATE SALARY COST COST OF SERVICE HOURS EXTENSION President $56.00 20 $ 1,120.00 Vice President 45.00 56 2,520.00 Responsible Oilleer 38.00 220 8,360.00 Project Manager 32.00 496 15,872.00 Sr. Systems Engineer 26.00 86 27236.00 Sr. Systems Engineer 21.50 46 989.00 Senior Engineer 21.50 172 37698.00 Prog./Sys. Analyst 15.00 32 480.00 Senior Associate 31.50 42 17323.00 Sr. Staff Engineer 26.00 110 27860.00 Traffic Engineer 17.50 288 5,040.00 Drafting 11.00 848 9,328.00 Technician/Clerical 10.00 300 3 ~ 000 Subtotal 56,826.00 OVERHEAD ~ 100% 56,826.00 DIRECT EXPENSE Travel $5,350 Per Diem 67450 Reproduction 4,500 Communications 750 BI TRAN 1,500 Miscellaneous 750 Subtotal 19,300.00 FEE 17~048.00 TOTAL $150~000.00 PAYMENT PROCEDURE For the purpose of progress reporting and payment, three primary milestones have been established as indicated below. These milestones and their associated cost estimates are as follows: LABOR & MILESTONE OVERHEAD EXPENSE FEE TOTAL Detailed System Design $3½,2t~ 5,006 5 ~ 157 t)½ ~ 385 PS&E - Field Construction 39,968 g, 150 5,995 5% 113 PS&E - Central System '39,~36 6,150 5,916 51,502 Progress payments shall be made monthly. Billings shall be based on actual cost expended and shall be broken down by milestone. A progress report shall be included with each invoice and shall indicate for each milestone the original cost estimat% the estimated percent completion and the actual expenditures to date. The CITY shall withhold the fee from each progress payment. The withheld amounts shall be paid to the CONSULTANT upon approval of the bid documents by CALTRANS and FHWA. ASSUMPTIONS RE PS&E - FIELD CONSTRUCTION The cost estimate for the PS&E- Field Construction milestone reflects certain assumptions that have been mutually agreed upon by the CONSULTANT and the CITY with regard to the specific work to be performed. The assumptions are listed below. Any deviation from these assumptions which would require additional work to be performed by the CONSULTANT will be treated as changes in the scope of services and will be covered in accordance with Article XVI of this agreement. The assumptions are as follows: o There will be a total of 91 controllers (the 9 CALTRANS controllers will not be included at this time) broken down approximately as follows: 28 will need new controllers and phone drops t~3 will need new controllers only 20 will need phone drops only (existing 170's) o As-built plan sheets exist for each intersection and can be used for reproduction as-is. o There will be no changes to the existing: signal phasing wiring diagrams display hardware o Updated information (from field measurements) will be provided o. nly in the areas where new construction will take place. o There will be 3 permanent count station locations. Each station will have t~ detectors. o Plans for the control center will be minimal as reconstruction will not be required. Minor building modifications will be handled by CITY staff from detailed sketches (as opposed to fully drafted plans and specifications). Equipment installation will be performed by 3HK staff.