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HomeMy WebLinkAboutResolution - 642 - Contract - KHC Systems Inc - Traffic Signal System Update - 11/13/19802 SMT:pc RESOLUTION #642 - 11/13/80 (See Reso. #552, 7/10/80) RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mavor of the Citv of Lubbock BE and is herebv authorized and directed to execute for and on behalf of the City of Lubbock a contract with KHC Systems, Inc. for professional engineering services which is attached herewith which shall be spread upon the minutes of the Council and as spread upon the minutes of this Council shall constitute and be a part of this Resolution as if fully copied herein in detail. Passed by the City Council this 13th day o vemhpr 1980. BILL McALISTER, MAYOR ATTEST: Evelyn Gaffga, Ci y gecrelfa - r asurer APPROVED AS TO CONTENT: B. H. McDaniel, Traffic Engineering Director APPROVED AS TO FORM: usan M. Tom, Assistant City Attorney . (a� ao AGREEMENT BETWEEN KHC SYSTEMS INC. AND City of Lubbock, Texas RESOLUTION #6-42 - 11/13/80 T THIS CONTRACT, entered into as of this the 13th day of November , 1980, by and between KHC'Systems Inc., hereinafter designated as the CONSULTANT, and as KHC and City of Lubbock, Texas, hereinafter designated as the Clty. NOW,THEREFORE, itis mutually agreed by and between these parties as follows: ARTICLE l CONSULTANT The CONSULTANT covenants and agrees to.perform-certain technical and professional services for an update to Lubbock's Traffic Signal System, as part of the 1980-1981 Unified Work Program for Transportation Planning in the Lubbock Urbanized Area. The scope of the work to be performed is set out in Appendix "A", "Scope of Service", of this Contract. Such work shall be per- formed-in.accordance with the terms of this Contract and for the consideration stated. The CONSULTANT covenants and agrees to -perform Its duties and work hereunder with diligence and to a workmanlike manner with a high degree of care to ensure the accuracy and timeliness thereof. ARTICLE II SCOPE OF SERVICES The CONSULTANTshall exert Its best professional efforts to perform and carry out in a' -satisfactory manner the services and provide the number of copies of the report set forth In Appendix "A", attached hereto and made,a part hereof. ARTICLE III DIRECTION OF WORK A. All maps, data, reports, research, graphic presentation materials, etc. prepared by the CONSULTANT as part of its work under this Contract shall become the property of the City upon completion of this Contract or any phase thereof or, in the event of termination under Article VIII hereof, at the time of payment under said Article Vill for work actually performed and accomplished. B. The CONSULTANT shall not assign any interest in this Contract, nor delegate the performance of any of its duties hereunder, without the prior written consent of the`City, and the State Department of Highways and Public Transportation and any actual or attempted assignment or delegation with- out prior written consent, shall be void. C. The CONSULTANT shall perform the tasks -as outlined in Appendix "A" and document the work accomplished on a task -by -task basis in written monthly Progress Reports to the City, D. The CONSULTANT shall, by no later than the tenth calendar day of each month, provide a Progress Report and a monthly invoice statement for the preceding month's work in sufficient detail to document the amount invoiced for that -month. The Progress Reports and documentation will be subject to review and acceptance by the City with any difference resolved prior to the payment of invoice. E. The parties hereto may from time to time make changes to this Contract by written amendment as approved by.:the City, the CONSULTANT, and the State Department of Highways and:Public Transportation. in the event of changes made in the scope, character, time of performance or total cost of the work to be performed, adjustment for payment and time as modified shall be determined by -negotiations between and mutual acceptance by the City and the CONSULTANT. ARTICLE IV TIME OF PERFORMANCE The CONSULTANT shall commence work within one (1) week after written Notification to Proceed from the City. No field data collection will be begun prior to one week after the first day of school in September, 1980. This notification shall be issued after the ContractIsapproved and executed by all parties to the Agreement. All'work under this Contract shall be 2. completed-and.a draft -final report submitted no later than 120 days from dateofNotification to ..Proceed,.unless otherwise extended by the written concurrence -of the parties hereto. Following review and comment on the draft final"r.eport:by City, the CONSULTANT shall submit the final report within :thirty (30) days. Duration of this CONTRACT shall be four (4) months from -date of -Notification to:Proceed. In the.-event.the.CONSULTANT encounters delays in performance of this Con. tract, it may'request'in writing an extension of the time of completion beyond the time of performance specified. The City shall promptly process such requests and advise -the CONSULTANT within fifteen (15) days of its decision. ARTICLE V COMPENSATION- AND METHOD OF' PAYMENT Forthesatisfactory performance of the professional services described in Article Ii, Scope of Services, the City agrees to .compensate the CONSULTANT for services under this Contracr by�the total payment of a sum of $30,000.00 Dollars on the basis.of monthly -progress reports and certified dnvoices sub- mitted by the.CONSULTANT relative to services provided.in accord with the terms of this Contract. Each monthly invoice shall specify the percentage of work.completed:under this Contract by work -task, the total of previous amounts invoiced, -and the amount. -due and payable less a retainage_ of five (5) percent of the total amount earned. The five (5) percent retainage amount shall be invoiced_ -on a final request.for-payment-at-the-time all work has been completed -in accordance with.the terms of this Contract as approved by - the City. The payment of each rInvoice shall be made by the Clty to the CONSULTANT within thirty (30) days following their receipt -and approval. The CONSULTANT shall submit'a final billing within thirty (30) days follow - Ing completion of ,this -contract. Costs eligible for reimbursement shall be defined as those allowable under part 1. to .15 of the Federal Procurement Regulations. ARTICLE VI U.S DEPARTMENT'OF TRANSPORTATION REQUIREMENTS A. Audit and inspection of Records. The CONSULTANT shall permit the 3• authorizedrepresentative:of_:the Federal Highway -Administration, the State Department of.Highways and Public. Transportation, the Comptroller General of the United States, and the City to inspect and audit all data and records and study. -activities of the CONSULTANT relating to its performance and Its subcontracts under the.Contract:from date of Contract through and until the expiration of three (3) years from.the date:of final payment tothecontractor: The CONSULTANT shall keep all financial records, i.e. monthly statements,'invoices, receipts, charges and any other data and records as a result of this Contract from date of Contract through and until the expiratton'of-three (3) years from-th,e date of final payment to.the Contractor. B.. Equal Employment :'Opportunity:. to connection with:the execution of this Contract,.the CONSULTANT shall not discriminate against :any employee or applicant for.employment because of race, --religion, color, sex, age, physical or mental handicap, or national origin. The CONSULTANT shall take affirmative actions to ensure the.applicants are employed, and that ..employees are treated, during their- employment- without regard to their race, religion, color, sex, age or-:natlonal.ortgin. Such actions shall Include, .but -not be limited to, -the following:. employment,, upgrading, demotton or transfer, recruitment advertising,.layoff or termination, ,rates,of pa y.or other.forms of.compensetion,:and selection -Joe training, including apprenticeship._, C. Interest`.of;Members of -Congress. .No member of.or delegate to.the Congress. oftheUnited.States shall be admitted-tol.any share or -part -.of this Con- tract o n to any benefit. arising.therefrom. D.. Interest of_Pubitc::Officials.: No member,, officer, or employee of the public body or.of°a.local:public:.body.during his -tenure or for one (1) year thereafter shall have any interest, direct or indirect,.in this Contractor:the proceeds thereof. E. Minority-Business.Enterprise. In connection with the performance of this Contract, -the CONSULTANT will''cooperate with the City -in meeting 4. its commitments and goals with regard to the maximum utilization of minority business enterprises and will Iuse its best efforts to ensure that minority business enterprises shall have the maximum practicable opportunities to 'compete for subcontract work under this Contract. (Appendix "D") F. Affirmative Action - In connection with the performance of the contract, the contractor shall submit to the City a completed Affirmative Action form Appendix "E" at the beginning of the project, monthly with each billing and with the final report G. Compliance with Title VI of the Civil Rights Act of 1964. In connection with the performance of this Contract, the CONSULTANT will observe and comply with the applicable civil rights regulations as provided in "Appendix 116" attached hereto, and made a part of this Contract. ARTICLE VII INDEMNIFICATION The CONSULTANT will Indemnify, keep and save harmless the City, the State Department of Highways and Public Transportation, and the U.S. Department of Transportation from -all claims and liability due to its negligent acts or the negligent acts of -its subcontractors,•agents, or employees during the course of work. ARTICLE VIII TERMINATION`OF CONTRACT It Is agreed that either party may terminate this Contract all or In part at any time -by written notice by-certlfied mail, with the understanding that work -hereunder shall cease within 30 days of the date stipulated in the written notice of termination. Such termination -may be effected by'elther party when it is in the best interest of said party. On the part of the City, termination action under"this clause may also be initiated in the event grant funds are withdrawn or otherwise made unavailable by the funding sources. Any termina- tion -notice will specify to what extent performance of work has been terminated and the effective date of termination. CONSULTANT shall be compensated for work completed through the date of termination, as provided for in Article V of this Contract. In case of disputes, the Director of Planning, City of Lubbock; Senior Planning Engineer, State Department of Highways and Public Transportation; Fred L. Orcutt, Jr., KHC Inc., and other persons as may be appointed by these listed shall form a committee and resolve all disputes to the satisfaction of all parties, In writing. 5• ARTICLE IX ACKNOWLEDGMENT AND DISCLAIMER Where appropriate, all documents and reports published by the CONSULTANT shall contain a statement acknowledging the cooperation and assistance of the U. S. Department of Transportation, Federal Highway Administration, and the Texas Department of Highways and Public Transportation, to the preparation and publication thereof. In addition, all documents and reports shall contain a disclaimer statement Identical or similar to the .following: "The contents -of this report reflect the views of the author who is responsible for the facts and the accuracy of the data _presented herein. The contents do not necessarily reflect the official views or pollcies of the Federal Highway Administration. This report does not constitute .a -standard,. specification, or regulation." ARTICLE X COVENANT AGAINST CONTINGENT FEES The CONSULTANT warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the CONSULTANT, to solicit or secure this -Contract, and that it has not paid or agreed to.pay any company or person, other than -a bona fide employee working solely for the:CONSULTANT, any fee, commission, percentage brokerage fee, gifts, or.other consideration, contingent upon or resulting from the award or making of this Contract. For breachorviolation`of this warranty, City shall have the right to annul this Contract without liability, or at its discretion.to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission percentage, brokerage, gift or contingent fee. ARTICLE XI CERTIFICATION OF`CONSULTANT Required certifications with respect to the negotiation and execution of this Contract .and the terms and -conditions thereof are attached bbreto as Appendix "C" and made a part hereof. ARTICLE XII VENUE Venue and jurisdiction of any suit, - right or cause of action arising under or in connection with the Contract shall lie exclusively in Lubbock County, Texas. 6. IN TESTIMONY WHEREOF, the parties hereto have caused these presents to be executed on the aforementioned date. ATTEST: KHC SYSTEMS INC. By. �- eeta Fred L. Orcutt, Jr., P.E. -IHC Systems, Inc. Vice -President CITY OF LUBBOCK By: Bi rl McAlister Mayor ve .yn-- a ga,.-C ty SeOeorreasurer APPROVED AS TO CONTENT: ill H. McDaniel Traffic Director APPROVED AS TO FORM: 28C _=V; usan Tomm Assistant City Attorney 7. 1 APPENDIX "A" SCOPE OF SERVICES PHASE 1. The following descriptions of individual work tasks detail the work effort associated with each. A. PROJECT ADMINISTRATION KHC Systems, Incorporated WHO will provide the necessary leader- ship for the management and control of the project and the project administration will be closely coordinated with the City at all times. KHC will schedule all necessary formal and informal review meetings in Lubbock. City personnel and, as appropriate, State personnel will be intimately involved with KHC personnel through- out the conduct of the work. Prior to each formal review meeting, KHC will distribute the material to be reviewed. This will facilitate productive review sessions. To ensure maximum input to and complete familiarity with the Lubbock Traffic Engineering Study, appropriate City personnel will be integrated into a "team" approach and will participate with KHC personnel in the evaluation process. B. STUDY AREA The Study Area, except as otherwise specifically noted, shall consist of the PR Systems A, B, and C encompassing the approxi- mately Ili signalized locations as stated in the CITY'S "Proposed Work, City of Lubbock, Specifications for Feasibility Study" which was attached to the CITY'S letter to KHC dated April 1, 1980. (Attachment #1) C. ENGINEERING SERVICES 1. Review Traffic Operations Using the available PR System chart 'recorder graphs and the data contained in the recently completed Traffic Engineering Survey, KHC will evaluate current traffic demand and fluctuations in demand. KHC will also use this data to determine how the PR Systems are currently responding to these conditions. This determination will be verified by on-site observation. KHC will also review current system timing data provided by the City. KHC will utilize traffic growth projections and data, provided by the City, on roadway improvements planned by 1990 and 2000 to identify the probable signal system needs In those years. In order to provide data for the benefit/cost analysis, KHC will collect approximately 150 vehicle -miles of speed and delay data using the floating car technique. The routes to'be sampled will be determined Jointly by KHC and the City's Traffic Engineering Staff. The data will be analyzed using the techniques developed under NCHRP Project 3-18(4), which was conducted by the KHC staff. The measures of effectiveness used will be vehicle miles of travel and vehicle miles/hour. it is anticipated that the City will provide a driver; KHC will provide the vehicle, the in- strumentation for data collection and an operator - technician. KHC will work with the City's Traffic Engineering staff to identify present and future fire pre-emption needs which may effect the recommendations of this Study. The above data will be used by KHC to determine the capa- bilities which the system should possess to adequately meet the needs of traffic in future years. 2. Equipment Analysis Concurrently with the review of the traffic operations, KHC will review existing control equipment inventory records provided by the City to determine: 1. Controller make, model, age and capabilities 2. Special equipment (pre-emptors, minor movement controllers, etc.) make, model, age and capabilities. 3. Interconnect cable size, condition and age. KHC will also determine the available space for possible installation of communications/interface units in a representa- tive sample of the existing control equipment cabinets. Using City maintenance records, KHC will evaluate the maintenance history of the existing system equipment and any maintenance history trends which are developing. In addition, using on-site observations and data contained In the Traffic Engineering Survey, KHC will determine whether the existing local control equipment is capable of providing the necessary types of intersectlon control. The above data will be used by KHC to determine whether or not the existing equipment is suitable for continued service. The data will also serve as input to the benefit/cost analysis. 3. Related Opportunities Identification Depending upon the City's needs, certain types of signal systems can facilitate functions related to the signal coordination of the three existing systems. Probably the most important of these in Lubbock is the ability to extend system control to additional subsystems which do not have the same type of control equipment. KHC, in cooperation with the City Traffic Engineering staff, will identify probable extensions of the three existing systems and probable additional subsystems which are likely in future years. These will be depicted on a map in the report. Certain types of systems also can provide various types of ancillary control, such as the control of school speed limit beacons and blank -out signs. Working with the Traffic Engineering staff, KHC will identify the need for such control. The state-of-the-art of signal system design now permits systems to monitor their own equipment and provide time- saving diagnostic information to maintenance personnel. Systems can also be designed which can assist the Traffic Engineering staff in the very time consuming and costly tasks of optimizing system timings and of loading new timings into the system for both local and system control. KHC will work with Lubbock's Traffic Engineering staff to identify those labor and cost saving features which are needed in Lubbock. 4. Functional Requirements Identification Using the above information, KHC will identify the functional requirements which the systems must possess to meet present and future needs. These requirements will be used in structuring viable alternatives to be evaluated. 5. Define Alternative System Equipment Configurations Using the functional requirements, KHC will structure and define three alternative system equipment configurations which appear best suited to meeting the defined needs. In developing these configurations, consideration will be given to whether the three existing systems should remain physically separate or should be subsystems of an overall system. in structuring these alternatives, consideration will be given to totally new digital equipment (central and local) and to retaining the PR -controller but using a digital computer to provide coordination. 6. Conduct Worth Analysis KHC will conduct a worth analysis on the three alternatives defined above and upon an alternative consisting of the existing three -PR System condition, assuming it is well maintained and timed. Based on the speed and delay data and upon a sampling of rear -end accident data provided by the City, KHC will quantify the anticipated economic benefits which should accrue from the implementation of each system alternative. KHC will develop a set of utility or usefulness measures which can be used to quantify the qualitative aspects of each alterna- time. Such measures as ease of timing and ability to provide failure diagnostics will be included. KHC will then lead the City's Traffic Engineering staff, and State Traffic Engineers, If the City desires, in rating each of the alternatives on each measure. KHC will then use these ratings to precisely quantify the relative utility of the alternatives. For each alternative, KHC will develop an estimate of the capital, maintenance and operating costs. These will be for a ten year useful life and will be presented as present worth. KHC will then develop a benefit/cost ratio and a utility/cost ratio for each alternative which can be used to select the most cost effective solution. It is a common occurrence that the benefit/cost ratio and the utility cost ratio reflect two different options as the best. To resolve this dilemma, KHC will conduct a worth analysis. The worth of an alternative is the benefit/cost ratio of the alternative weighed by the relative utility of all alternatives. This provides a single parameter which precisely defines the most cost effective alternative. Appropriate consideration will be given to implementing the alternatives for each of the PR Systems separately and as a group. 7. Develop Recommendations Based upon the results of the worth analysis, KHC will recommend whether the existing PR Systems should be retained and periodi- cally retimed or should be replaced in whole or in part by one of the alternatives. Depending upon the alternative recommended, KHC will develop functional specifications for: a. Central master equipment b. Local control equipment, including cabinet modifications c. Communications and interface equipment d. Diagnostic equipment e. Software f. Central site requirements g. Engineering staff requirements h. Maintenance staff requirements D. REPORTING KHC will document the procedures used in and the recommendations of the study in a printed report. The report will contain a map of Lubbock showing the signals and the probable systems or subsystems and a pictorial schematic drawing showing the recommended alterna- tive equipment configuration. A summary of the costs associated with the recommended alternative will be included in the report. This will Include the costs of new digital equipment, the costs of necessary modifications to existing equipment and other costs, such as engineering, as appropriate. The expgcted life of the recommended alternative and a time -referenced priority of implementation will also be set forth in the report. Twenty copies of the draft report will be provided to the City for review and comment. KHC will review this draft report with the City's staff in a meeting. Following receipt of the City's comments, KHC will finalize the report within 30 days and will provide the City with fifty copies. E. PROJECT STAFFING The Project Director will be Mr. Hollis A. Walker, P.E. The following staff personnel will also be involved in the project as necessary: F. L. Orcutt, Jr., P.E. H. N. Yagoda, P.E., Ph.D. J. W. Ingram, P.E. J. V. Wilding, P.E. F. V. Beeson, Jr., P.E. R. S. Ghaman J. Schesser D W i - J Ul CDY U O r V md' LLJLP) = W LLJ O -J= LU 0-4 CCD F- la" CD .. Q Z Lt C_ } W f- F- U Li Z Li d F•- v M Cn 2 �-- N O r O F- U 3� �Wi N F- Z N F- cn O 3 W N F- NNd _W N Cn NF - Z ~~ F- O H CDZ Z O C_ O >- > > F- " Q W C_ W C. O' Z Q U- S W a W d Q a 0 W O Z Z S 2E a a a z o •-+ a r-• a C D F- O F - Q dQ a CW. Jd F -U W L~i d Q Z �u z� q Z a o z U W D U- O U- W F- O- O r-� LL ►-+ g W wM: U O 3 L" C_ F- F- F- F- z C_ J W W F- W ►-� Q z U Z ►-1 . -� o W F- ►-+ Z S J W Z W LL O Z > O' W O = 0 W Cr O W a W a F- W a" LL "4 O W U ca 3 a C. PHASE II. A. DATA AND SERVICES TO BE PROVIDED BY THE CITY The following data and services will be provided by the CITY to the CONSULTANT In the formats specified or, if not specified, in a mutually agreeable format at no cost to the CONSULTANT: A. All existing machine counts for the most current 24 months will be provided, including the PR System chart recorder records. B. Count data from any permanent, count stations in the Study Area. C. Growth factors for determining future traffic volumes. D. A good quality, reproducible mylar map or maps of the Study Area. E. A good quality, reproducible mylar map or maps of the Study Area showing all signalized locations. F. A summary of the rear -end accident experience on the .coordinated links at a 25 -intersection sample, selected jointly by KHC and the CITY staff, for the most recent 4 three-year period. G. Traffic signal equipment inventory including controller make, model, age, capability and maintenance record; special equipment; (same information); and interconnect size, specification, age and condition. H. Available traffic volume maps. I. One copy of each traffic study conducted since January 1,1975. J. Copies of all speed or delay studies which have been con- ducted in the past 24 months. K. Other readily available data which may be of assistance to the CONSULTANT and which the CONSULTANT may request from time to time. L. Decisions as necessary at the review meetings. M. Driver for speed and delay vehicle.