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HomeMy WebLinkAboutResolution - 2010-R0189 - Professional Services Agreement: Kimley-Horn And Assoc, Inc. For Traffic Mgmt - 04/19/2010Resolution No. 2010-RO189 April 19, 2010 Item No. 5.11 17406MIK621 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock, a Professional Services Agreement between the City of Lubbock and Kimley-Horn and Associates, Inc. for Lubbock advanced traffic management and communication system modifications, and related documents. Said Agreement is attached hereto and incorporated in this Resolution as if fully set forth herein and shall be included in the minutes of the Council. Passed by the City Council this _ April 19 , 2010. TOM MARTIN, MAYOR ATTEST: Rebecka Garza, CitySecretary APPROVED AS TO CONTENT: Marsha Reed, P.E., Chief Operating fficer APPROVED AS TO FORM: Am A istant ' Attorne gs Agreement -Professional Servs-Kimley-Hom and Associates res 4810 Resolution No. 2010—RO189 PROFESSIONAL SERVICES AGREEMENT This Professional Services Agreement ("Agreement") for Lubbock Advanced Traffic Management System and Communication System Modifications RFQ# 10 -045 - MA (Contract No. q 537 ) is entered into this 19th day of April, 2010, by and between the City of Lubbock (the "City" or "Owner"), a Texas home rule municipal corporation, and Kimley-Horn and Associates, Inc. (the "Engineer"), a North Carolina corporation. WITNESSETH WHEREAS, Engineer has substantial skill and experience in evaluation and study of Traffic systems and is qualified to perform such activities (the "Activities"); WHEREAS, Engineer has demonstrated competence and qualifications to perform the Services, as defined below, and will perform the Services for the price provided herein, said price stipulated by City and Engineer to be a fair and reasonable price; WHEREAS, the City desires to contract with Engineer to perform services related to the Activities and Engineer desires to provide the services related to same. NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the City and Engineer agree as follows: ARTICLE I Services 1.01 Engineer shall conduct all activities and within such time frames, as set forth on Attachment "A", "Scope of Services", attached hereto (the "Services"). Page 1 of 10 ARTICLE II Compensation and Term 2.01 The consideration to be paid for the Services to be provided the City as described in Article I shall be as provided in Attachment "A", attached hereto, hourly not to exceed $694,900. This amount shall be invoiced to the City monthly as work is performed. Each invoice shall be payable by the City within thirty (30) days of receipt of same. 2.02 This Agreement shall expire 395 days from the date of execution. Additionally, the City may terminate this Agreement at any time during the term hereof by providing written notice to Engineer at least thirty (30) days prior to the effective date of termination as provided in such notice. In the event this Agreement is so terminated, the City shall only pay Engineer for services actually performed by Engineer up to the date Engineer is deemed to have received notice of termination as provided herein. ARTICLE III Independent Contractor 3.01 It is understood and agreed that Engineer is to perform the Services in a sound and professional manner and exercising the degree of care, skill and diligence in the performance of the Services as is exercised by a professional engineer under similar circumstances and Engineer hereby represents to the City that the Services shall be so performed. Further, Engineer is and shall be considered at all times an independent contractor under this Agreement and/or in its service, hereunder. During the performance of the Services under this Agreement, Engineer and Page 2 of 10 4.01 Engineer's employees will not be considered, for any purpose, employees or agents of the City within the meaning or the application of any federal, state or local law or regulation, including without limitation, laws, rules or regulations regarding or related to unemployment insurance, old age benefits, workers compensation, labor, personal injury or taxes of any kind. ARTICLE IV Events of Default/Remedies a. City's Defaults/Engineer's Remedies. In the event the City shall default in the performance of any term or provision of this Agreement for any reason other than failure by Engineer to perform hereunder, Engineer may, if said default shall be continuing after five (5) days notice of such default is deemed received by the City, exercise any right or remedy available to it by law, contract, equity or otherwise. b. Engineer's Defaults/City's Remedies. In the event Engineer shall default in the performance of any term or provision of this Agreement for any reason other than failure by the City to perform hereunder, the City may, if said default shall be continuing after five (5) days notice of such default is deemed received by Engineer, exercise any right or remedy available to it by law, contract, equity or otherwise, including without limitation, specific performance and/or the right to terminate this Agreement without additional notice. The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. ARTICLE V Page 3 of 10 5.01 Insurance/Indemnity Engineer shall procure and carry, at its sole cost and expense through the life of this Agreement, insurance protection as hereinafter specified, in form and substance satisfactory to City, carried with an insurance company authorized to transact business in the state of Texas, covering all aspects and risks of loss of all operations in connection with this Agreement, including without limitation, the indemnity obligations set forth herein. Engineer shall obtain and maintain in full force and effect during the term of this Agreement, and shall cause each approved subcontractor or subconsultant of Engineer to obtain and maintain in full force and effect during the term of this Agreement, commercial general liability, professional liability and automobile liability coverage for non -owned and hired vehicles with insurance carriers admitted to do business in the state of Texas. The insurance companies must carry a Best's Rating of A -VII or better. Except for Professional Liability, the policies will be written on an occurrence basis, subject to the following minimum limits of liability: Commercial General Liability: Combined Single Limit: Professional Liability: Combined Single Limit: Automobile Liability: Combined Single Limit for any auto Page 4 of 10 $1,000,000 $1,000,000 $500,000 Per Occurrence Engineer shall further cause any approved subcontractor to procure and carry, during the term of this Agreement, Professional Liability coverage, as specified above for Engineer, protecting City against direct losses caused by the professional negligence of the approved subcontractor. The City shall be listed as a primary additional insured with respect to the Automobile Liability and Commercial General Liability and shall be granted a waiver of subrogation under those policies. Engineer shall provide a Certificate of Insurance to the City as evidence of coverage. The Certificate shall provide 30 days notice of cancellation. A copy of the additional insured endorsement and waiver of subrogation attached to the policy will be included in the Certificate. Engineer shall elect to obtain worker's compensation coverage pursuant to Section 406.002 of the Texas Labor Code. Further, Engineer shall maintain said coverage throughout the term of this Agreement and shall comply with all provisions of Title 5 of the Texas Labor Code to ensure that the Engineer maintains said coverage. The Engineer may maintain Occupational Accident and Disability Insurance in lieu of Worker's Compensation. In either event, the policy must be endorsed to include a waiver of subrogation in favor of the City of Lubbock. If at any time during the life of the Agreement or any extension hereof, Engineer fails to maintain the required insurance in full force and effect, Engineer shall be in breach hereof and all work under the Agreement shall be discontinued immediately. Page 5 of 10 Engineer shall indemnify and hold City and City's elected officials, officers, agents, employees and independent contractors harmless, to the fullest extent permitted by law, from and against any and all claims, demands, damages, costs, liabilities and expenses, and including reasonable attorney's fees, as a result of, related to or arising from Engineer's use or occupation of City owned lands, and/or to the extent of Engineer's negligent activities, performance, operations or omissions under this Agreement. The indemnity provided herein shall survive the expiration or termination of this Agreement. ARTICLE VI Miscellaneous 6.01 Engineer shall comply with applicable laws, statutes, regulations, ordinances, rules and any other legal requirement related to, in any way, manner or form, the performance of the Services contemplated herein. 6.02 Any notice required by this Agreement shall be deemed to be properly served, if (i) provided in person or by telephonic facsimile; or (ii) deposited in the United States mail by certified letter, return receipt requested, addressed to the recipient at recipient's address shown below, subject to the right of either party to designate a different address by notice given in the manner just described. Notice shall be deemed to be received when delivered if provided in person or by telephonic facsimile or, if deposited in the United States mail, as set forth above, three (3) days after depositing such notice in the United States mail, as set forth above. Page 6 of 10 For City: Marsha Reed, P.E. P.O. Box 2000 Lubbock, Texas 79457 Facsimile: (806) 775-3074 W/ copy to: Sharmon Owens P.O. Box 2000 Lubbock, Texas 79457 Facsimile: (806) 775-2152 For Engineer: Kent Kacir, P.E. Kimley-Horn and Associates, Inc. 12700 Park Central, Suite 1800 Dallas, Texas 75251 6.03 THIS AGREEMENT IS TO BE CONSTRUED UNDER TEXAS LAW WITHOUT REGARD TO CONFLICT OF LAW RULES THAT WOULD DIRECT APPLICATION OF THE LAWS OF ANY OTHER JURISDICTION. THE OBLIGATIONS OF THE PARTIES CREATED BY THIS AGREEMENT ARE PERFORMABLE, AT LEAST IN PART, IN LUBBOCK COUNTY, TEXAS. VENUE FOR ANY ACTION BROUGHT PURSUANT TO THIS AGREEMENT, OR ACTIVITY CONTEMPLATED HEREBY, SHALL EXCLUSIVELY BE IN LUBBOCK COUNTY, TEXAS. 6.04 This Agreement, including the exhibits and attachments hereto, represents the entire and sole agreement between the City and Engineer with respect to the subject matter hereof and supersedes any and all prior negotiations, understandings, representations or other agreements, whether written or oral. Page 7 of 10 This Agreement may not be modified or amended except in writing and duly executed by each party hereto. 6.05 Nothing contained herein shall be construed to imply a joint venture, joint enterprise, partnership or principal — agent relationship between Engineer and the City. 6.06 If any provision of this Agreement is declared invalid or unenforceable, such provision shall be deemed modified to the extent necessary to render it valid and enforceable so long as said modification is reasonably within the intent the parties as originally expressed. In the event such provision may not be so modified, the unenforceability or invalidity of any provision shall not affect any other provision of this Agreement, and this Agreement shall continue in force and effect as if such provision had not been included in this Agreement. 6.07 Any and all documents, drawings and specifications prepared by Engineer as part of the Services hereunder, shall become the property of the City when Engineer has been compensated as set forth in Section 2.01, above. 6.08 A waiver by either City or Engineer of a breach of this Agreement must be in writing to be effective. In the event either party shall execute and deliver such waiver, such waiver shall not affect the waiving party's rights with respect to any other or subsequent breach. 6.09 Engineer may not assign or subcontract any part of the Services under this Agreement, in whole or in part, without the written consent of such assignment or subcontract by the City. Engineer may, subject to the right of approval by the City, subcontract certain of the Services to highly qualified professionals. The Page 8 of 10 0 right of approval of the City of Engineer's subcontractors is hereby delegated by the City Council of City to the Chief Operations Officer. The approval by the City of the subcontract requested by Engineer shall not affect the liability of Engineer hereunder to City for the timely performance of the Services as prescribed in this Agreement. The term "Engineer", as used in and for all purposes of this Agreement, includes Engineer's subcontractors and subconsultants. City and Engineer each bind itself or himself, their legal representatives and permitted assigns in respect to all provisions of this Agreement. 6.10 Nothing in this Agreement shall be construed to provide any rights or benefits whatsoever to any party other than City and Engineer. 6.11 In the event Engineer is required by law to respond to a subpoena, government inquiry or other legal process directly related to the Services in connection with a legal or dispute resolution proceeding to which the City is a party and to which Engineer is not a party, City shall reimburse Engineer for reasonable costs in responding and compensate Engineer at its then standard rates for reasonable time incurred in gathering information and documents and attending depositions, hearings, and trial. 6.12 Engineer represents and warrants to City that it has taken all actions necessary to authorize the party executing this Agreement to bind, in all respects, Engineer to all terms and provisions of this Agreement, and that such person possesses authority to execute this Agreement and bind Engineer hereto. Page 9 of 10 IN WITNESS WHEREOF, the parties have executed this Agreement by their duly authorized representatives as of the date first written above. CITY OF LUBBOCK TOM MARTIN, MAYOR ATTEST: Rebec Garza, City Secretary APPROVED AS TO CONTENT: r r a� Marsha Reed, P.E., ffief Operating Officer APPROVED AS TO FORM: S m s' Kimley-Horn and Associates, Inc. By: (IA�' Name: Tom Whalen Title: Vice President Page 10 of 10 Attachment "A" Scope of Services Project Understanding Resolution No. 2010-RO189 The City of Lubbock is upgrading its advanced transportation management system (ATMS), central system software, field controller hardware and firmware, and construct new fiber optic cable along strategic corridors. This scope of services provides the city with a System Manager to assist the city in making informed decisions toward the ultimate selection of the central system and field control. The Engineer will execute this scope of services in two phases. Phase I will develop the concept of operations, needs, requirements, communication master plan, and ATMS implementation and deployment plan. These services are illustrated in Exhibit A. Phase II will deliver services required to design the communications network, and construct/deliver the upgraded central system software and controllers. PHASE I Task 0. Project Administration Project administration spans the duration of the project and is crucial to the success of the project. This task involves the monitoring and coordination of services to be provided to the City of Lubbock, Texas (the "City") to achieve timely and efficient completion of the project. Included in this task are the project control and management, reporting requirements, project status meetings, and schedule development and maintenance. Task 0.1 Project Control and Management The Engineer will be responsible for the day-to-day activities of managing the Project, which is assumed to have a duration of 13 months. Specific activities include ongoing reassessments of contract and schedule adherence. Task 0.2 Status Reports and Invoicing Monthly status reports will be prepared and submitted to the City. The status reports will contain a concise report of Project progress and contract fulfillment. The report will address technical progress, contract progress, and management -related topics. Task 0.3 Project Status Meetings In addition to the reporting requirements outlined above, project status meetings with the City will help the Engineer maintain schedule and contract adherence. It is assumed that project status meetings will be held monthly, either in the City's office or by means of a conference telephone call. Kimley-Horn and Associates, Inc. 1 2 Scope of Services It is assumed that all other project meetings will be held in the City's office or by means of a conference telephone call. Task 0.4 Schedule Development and Maintenance The Engineer will develop a project schedule for review and approval by the City. Task 0.5 Presentation to City Council Following the completion of Task 2, the Engineer will prepare for and make one presentation to the Lubbock city council. The objective of this presentation is to briefly identify the process followed to reaching consensus, final recommendations, and next steps. Task 0.6 Scope Review Based on the findings and recommendations identified in Task 2, the Engineer will meet with the City to decide if any changes are needed to scope or fee of the remaining two major tasks (Phase II). The Engineer will conduct a review of the contracted scope of services and make note of task activities that, if any, need to be modified. Task 1. Preliminary Engineering Task 1.1 Kickoff Meeting The Engineer will organize, and prepare for, and facilitate one Kick -Off meeting, with the following objectives in mind: • Discuss the scope and roles of the Engineer, • Discuss deliverables, • Discuss project schedule, • Identify the protocol for project communications, • Lead an interactive discussion of the City's goals and objectives, • Identify the users of the system, • Plan for specific documents that will require City review and comment, and • Identify the need for, and the provision of, existing conditions data. Deliverable: The Engineer will prepare and distribute meeting summaries that include action items by responsible party. Task 1.2 Develop Concept of Operations It is important to establish a solid platform that defines how well the new Advanced Transportation Management System (ATMS) will function and be maintained. To establish this foundation, the City of Lubbock ATMS 2 Attachment "A" Kimley-Horn and Associates, Inc. 13 Scope of Services Engineer will develop the concept of operations. The Concept of Operations represents the City of Lubbock traffic engineering staff's conceptualization of day-to-day conditions and activities (operation) of the ATMS. It describes the purpose of the ATMS, the environment in which it will be implemented and operated, how it will be used, roles and responsibilities of involved parties, and what capabilities the users need. More simply put, the Concept of Operations attempts to answer the Who, What, When, Where, Why, and How for the system in general terms. • The Engineer will organize and conduct one workshop to develop and refine ideas of what the future system will be. o This workshop should include all departments that currently rely on the ATMS system as it is used today, as well as staff that may benefit from, or provide support to, the future ATMS system. This will likely include the City traffic engineer, operations and maintenance staff, representatives from the city's Information Technology (IT) Department, radio shop, and representatives from the TxDOT Lubbock District. o The Engineer will develop typical scenarios to lead the discussion; scenarios such as: a typical day for operations staff, a typical day for maintenance staff, and severe weather event. From these scenarios, city staff will be able to augment their specific view on what the future system will need to do. ■ Traffic management • Day-to-day • Incident response • Event of regional significance ■ Traffic maintenance • Remote monitoring ■ Interface to other agencies within the city • Interface • Sharing of information ■ Interface to other agencies outside of the city • Interface • Sharing of information • Access and control to ITS devices ■ Public information • Traffic conditions • Planned construction/maintenance events o This workshop will include a detailed breakout session of individuals, or departments, to identify the following information: 1) what is currently working for the city, 2) what are the deficiencies in the current system and operation, and 3) ideas and vision for what the future system should be capable of delivering. Based on our knowledge of the current city operations, we currently anticipate breakout sessions to be the following: a) city City of Lubbock ATMS 3 Attachment "A" Kimley-Horn and Associates, Inc. 14 Scope of Services management, b) operations, c) maintenance, d) network administration, and e) communications network. Following the breakout sessions, the entire group will re- convene and the "team leader" will report back to the entire group. o The Engineer will record meeting discussion items and prepare meeting minutes that include action items. The Engineer will develop the Concept of Operations document based on the above work activity results. This document will be delivered to the City for their review and comment. After comments are received, the Engineer will update the document. The Engineer with conduct a telephone conference call to discuss the revisions and get concurrence from the City. At this stage, this document is considered to be a working document. In most cases, this document will require updating based on future discovery of needs and / or desires identified in future workshops, site -visits, and discussions with other departments. Task 1.3 Review Regional ITS Architecture The Engineer will review the Lubbock Regional ITS Architecture Plan. This document, which is consistent with the National ITS Architecture, identifies regional physical, logical, and institutional connections of the regional ITS architecture that relate to the Lubbock ATMS. The purpose of this exercise is to verify conformance of this project with the Regional ITS Architecture. The Engineer will develop a technical memorandum that summarizes the findings of this analysis. Identified later is an optional task to provide the engineering services to develop a full update to the regional ITS architecture. Task 1.4 Requirements Document The stakeholder needs identified in the Concept of Operations document will be reviewed, analyzed, and transformed by the Engineer into verifiable requirements that define what the system will do but not how the system will do it. Each requirement will have its own unique identification number and the source for where that requirement came from. The Engineer will develop high-level functional requirements based on the concept of operations and the decisions from the work sessions. These requirements would be traceable back to their origin so that at a later date one can identify the context of the requirement. Requirements will be generated from the needs identified and discussion with city staff. The following categories are anticipated: o System Architecture o User Interface o Map and Real-time Displays o Database o Traffic Control City of Lubbock ATMS 4 Attachment "A" Kimley-Horn and Associates, Inc. 15 Scope of Services o Traffic analysis o Alerts and alarms o Reports o Security o Documentation o Communications Network o Video detection o Video management o Data archiving o Data exchange with external systems o Controller cabinet o Controller firmware o Traffic operations center o Computer system hardware • The Engineer will submit the draft requirements to the city for review and comment. Each reviewer will be requested to provide the following input: o Identify any missing functionality. o A relative number priority to each requirement. o A relative distinction of deployment timing (short term, mid-term, long-term). • The Engineer will create a second draft requirements document based on the input provided by the reviewers. • The Engineer will organize and conduct a meeting with the city to discuss the current draft requirements document and to discuss significant differences in priorities and deployment time. Should a particular topic be controversial, the Engineer may use open -forum voting among the participants to arrive at a single priority level. • The Engineer will create a final requirements document after Task 2.1.8 and Task 2.2.4 (scanning tours) is complete. Task 2. Alternatives Analysis/Conceptual Design This task is categorically divided into two components — Communications Plan and ATMS Deployment Plan. Task 2.1 Develop Communications Master Plan Based on the information from Task 1, the Engineer will develop the Communications Master Plan Report. This task centers around the Communications Master Plan report having the following outline: • Executive Summary City of Lubbock ATMS 5 Attachment "A" Kimley-Horn and Associates, Inc. 16 Scope of Services • Table of Contents • Section 1. Introduction and Background • Section 2. Needs Assessment • Section 3. Requirements • Section 4. Basic Network Architecture Concepts • Section 5. Telecommunications Technology Overview • Section 6. Conceptual Communications Network • Section 7. Recommended Telecommunications Network • Section 8. Implementation Plan Task 2.1.1 Inventory Existing/Planned Infrastructure • The Engineer will meet with City staff to identify existing communication infrastructure medium and routing. It is understood that the City has acceptable documentation. The Engineer's assessment of the existing inventory will be based on the data provided by the City. • The Engineer will also review and assess other data relevant to the existing communication infrastructure, such as: o Existing agreements ■ Right of way agreements with utility companies ■ Shared conduit ■ Fiber sharing o Maintenance agreements • Develop up to three maps in GIS identifying existing communication routing by type of communication media. One map each for copper cable, fiber cable, and wireless communication. These maps will be included in Section 1 o the Communications Master Plan. Task 2.1.2 Needs and Requirements • The Engineer will collect the relative needs and requirements from Task 1 and prepare Sections 2 and 3 of the Communications Master Plan. The Engineer will submit a single draft of needs and requirements (two separate sections) to the city staff for review and comment. Needs will be grouped by like -category, such as traffic operations, or reports. The following categories are anticipated: o Operations o Communication o Interfaces o Traffic Operation Center o Advanced Traveler Information System o ITS Devices City of Lubbock ATMS 6 Attachment "A" Kimley-Horn and Associates, Inc. 17 Scope of Services o ITS Devices Maintenance Task 2.1.3 Network Architecture Concepts and Telecommunications Technology Overview For the project stakeholders to make informed decisions about the recommended communication architecture that will be constructed, it is necessary to provide an overview of basic network architecture concepts that the types of telecommunications technologies that are being utilized in the ATMS. Because the City already has a mixture of copper wire interconnect, fiber optic cable, and wireless technologies, this overview can be brief. The Engineer will provide an overview of network architectures, network components, telecommunication topologies, and typical telecommunication bandwidth requirements for an ATMS. Task 2.1.4 Planned Communication Infrastructure The City has already identified corridors for communications upgrades and construction of new communications network. The Engineer will perform the following services in this task: • The City will provide the Engineer with information on any planned communication infrastructure project(s). This would include the limits of any planned project to replace the existing copper wire, extensions of existing communication networks, or construction of conduit. This will include any plans by the Information Technology departments that are deemed by the City to be relative to this project. • The Engineer will develop up to three maps in GIS identifying planned communication infrastructure. • The Engineer will develop a table identifying existing communication routing summarized by type of communication media. • The Engineer will initiate a discussion with TxDOT Lubbock District to identify future ITS component locations on the state system. Task 2.1.5 Conceptual Communications Network The ultimate communications master plan should capture all of the needs and requirements of the stakeholders. It is currently envisioned that the communications master plan will capture the following network needs: • City Public Works Department telecommunications needs • Intra -governmental telecommunication needs • Other types of network needs (i.e., network scalability, interoperability, maintainability, etc.) City of Lubbock ATMS 7 Attachment "A" Kimley-Horn and Associates, Inc. 18 Scope of Services Further it is currently envisioned that the communication master plan will capture the following types of network requirements: • Network bandwidth requirements • Interconnection requirements • Network security requirements • Network reliability requirements • Other types of network requirements Based on the Needs, Requirements, existing and planned communications network, the Engineer will develop up to three conceptual communication schematics. The Engineer will develop rough order -of -magnitude cost projections for the various alternatives identified. Task 2.1.6 Communication Workshop The Engineer will organize and facilitate a workshop designed to convene all stakeholders together to discuss the alternatives, the advantages and disadvantages of the alternatives, and the cost implications. The Engineer will take notes and develop workshop minutes. The objective of the workshop will be to identify the preferred communication network design. No final decisions are required at this stage. Task 2.1.7 Develop / Refine Communications Network Design Based on the requirements of the ATMS system and the preferred communication network design identified in the workshop, the Engineer will develop a more refined communication design. A more detailed construction cost projection will be developed, as well as operational and maintenance needs and costs will be identified. A technical memorandum will be developed that documents this information. A draft copy of this document will be distributed to the engineering and operations staff. This document will be used as the starting point in a future workshop where by final decisions on the communication network design will be made. The document will be updated based on any relevant information conveyed by the agencies visited in the on-site technical tours. Task 2.1.8 Site Visit / Scanning Tour The Engineer will organize and lead the City staff on a scanning tour of agencies that currently are operating an ATMS that possesses one or more elements that are under serious consideration for the project. The scanning tour will also include agencies that currently operate and maintain a communication network that is under consideration by the City as identified in the conceptual communication network. During the scanning tour, it is possible that the operating agencies may identify features and / or design elements that will alter the conceptual communication design for the City of Lubbock. City of Lubbock ATMS 8 Attachment "A" Kimley-Horn and Associates, Inc. 19 Scope of Services Task 2.1.9 Decision Workshop The Engineer will organize and facilitate a final workshop with the City regarding the future communications network design. This workshop sets the stage for the low level communication design. Task 2.1.10 Recommended ATMS Communications Network and Implementation Plan (ATMS Communications Master Plan) In this task, the Engineer will compile the sections of text prepared in the previous tasks and develop the recommended communications network for the City of Lubbock. The communications master plan will identify by corridor the communication media required for supporting the ATMS and other city needs. As identified in Task 2. 1, the Communications Master Plan document will consist of the following sections: • Executive Summary • Table of Contents • Section 1. Introduction and Background • Section 2. Needs Assessment • Section 3. Requirements • Section 4. Basic Network Architecture Concepts • Section 5. Telecommunications Technology Overview • Section 6. Conceptual Communications Network • Section 7. Recommended Telecommunications Network • Section 8. Implementation Plan The Implementation Plan (Section 8) will include budgetary estimates for construction for specific identifiable work packages. The Engineer will prepare up to 15 high-level work packages for executing the design and construction of the future communications network. The defined work packages may be used in the future in the development of additional scopes of work. Projects that were identified during this task activity that are relevant to other departments, but not relevant to the Traffic Engineering Department will summarized in separate brief technical memorandum to the City. Task 2.1.11 Coordination with Downtown Redevelopment Project The Engineer will meet with SGS Lubbock or other companies on an as -needed basis to coordinate planned activities to moving all overhead utilities, including signal interconnect, underground within the downtown redevelopment project. City of Lubbock ATMS 9 Attachment "A" Kimley-Horn and Associates, Inc. J 10 Scope of Services Task2.2 ATMS Deployment Plan The ATMS consists of three major elements — the central system software, the field controller (hardware), and the field controller firmware (software). Task 2.2.0 State of the Practice To properly start off the task of evaluating and ultimately identifying a recommended ATMS, it is appropriate to insure that an adequate understanding of the technology exist among all of the stakeholders. The Engineer will prepare a document that identifies that state -of -the -practice. The objective of this document is to identify the different types of control and software. The document will address the following subject areas: • Traffic signal control hardware and firmware • Traffic signal control cabinets • Central system software • Communication technologies • Communication protocols for ITS devices The State of the Practice report will include relevant discussion of the ITS cabinet, and how such as cabinet may be beneficial to the City in the future. Task 2.2.1 Central System Software The Engineer will prepare a technical memorandum that identifies existing commercially -off-the- shelf (COTS) software applications that meet all, or almost all, of the central software requirements. The Engineer may survey up to two vendors to verify compatibility. The Engineer will prepare a brief technical memorandum identifying the project requirements, the vendors of central system software that meet the requirements, and example cities currently using the software. Task 2.2.2 Workshop In conjunction (same day) with Task 2.1.6, the Engineer will organize and facilitate a workshop session with City staff to discuss the technical memorandum prepared in Task 2.2.1. This workshop will review and discuss any questions by City staff. The Engineer will review with the City any known deficiencies in the identified central system software packages. The Engineer will identify potential agencies that should be visited by the City and Engineer. The agencies considered will identified because of a) the current system that they are using, b) the local controller/firmware used, c) the communications network, and/or d) the location relative to Lubbock. City of Lubbock ATMS 10 Attachment "A" Kimley-Horn and Associates, Inc. 111 Scope of Services The Engineer will contact potential agencies for the scanning tour for willingness to participate and availability. The Engineer will develop a proposed and final schedule. The Engineer will make all of the necessary travel plans for a successful trip. The City will be responsible for making and paying city staff member's travel arrangements. Task 2.2.3 Life Cycle Cost Analysis The Engineer will prepare a brief technical memorandum that identifies the results of a life cycle cost analysis of a typical modern day central system. Task 2.2.4 Scanning Tour The Engineer will organize and facilitate a scanning tour for up to three (3) separate geographic locations. The Engineer will prepare a brief document that summarizes each system being visited with relevant facts, such as • Central system software vendor, name of software, version number, date of deployment • Type of traffic signal controllers and firmware • Communication type • Number of ITS devices (signals, cameras, DMS) It is anticipated that the scanning tour will be accomplished within one working week (5 business days). The Engineer will collect any documentation relevant to each individual system. The Engineer will ensure that all participants have a complete set of documents. The Engineer will follow up on any questions that the City has of a specific vendor, and develop a brief technical memorandum identifying the facts revealed. For example, the City may identify a specific functionality of interest and there is a question as to whether it could be applied in the City of Lubbock system. Task 2.2.5 Contracting Practices The Engineer will identify for the City the various means of contracting practices. This will include how the procurement process includes four dimensions: work distribution, method of award, contract form, and contract type. For example, the construction of communications network typically follows the design -bid -build process; where as the procurement of the central system software can follow that same process, or follow other means such as system integrator, and system manager. This information will be identified in Section 7 of the System Deployment Plan. Task 2.2.6 Recommendations The Engineer will identify the recommended system, or systems, that best meet or exceed the city's current and planned needs / requirements. The recommendations will not be vendor City of Lubbock ATMS 11 Attachment "A" Kimley-Horn and Associates, Inc. 1 12 Scope of Services specific, but will identify the type of hardware and software that is required. The procurement process will ultimately identify which specific systems are considered and ultimately selected and deployed. The recommendations will include consideration of how the city migrates from the existing Type 170 controllers to the new system relying on Model 2070 controllers (or other advanced controller). Task 2.2.7 Implementation, Integration, and Migration Plan The Engineer will develop the implementation, integration and migration plan for the City. This is important to the overall success in the ATMS upgrade. The plan will consider what elements should be implemented in specific sequence so as to limit and / or isolate any risks associated with the upgrade. The migration plan will identify how the city will ultimately move from a Type 170 -based system over to a Model 2070 -based system. The plan will also identify how the city will continue to operate the current system concurrently with the new upgraded system. Task 2.2.8 Database Conversion The Engineer will develop a recommended means and method to converting the existing Type 170 controller database (using Wapiti firmware) to a future system. This document will be preliminary in nature until the final system (central software and field controller firmware) is selected by the City. The selected vendor will be required to identify their recommended approach to performing a database conversion. Task 2.2.9 Testing Needs and Approach The Engineer will develop the methods and manner by which the new ATMS central system and local controller should be tested. The test plan will tie directly back to the requirements identified in Task 1. Task 2.2.10 Field Controller Hardware and Firmware In conjunction with Task 2.2.1, the Engineer will develop a technical memorandum that identifies the types of controllers that are suited for the deployment in the City of Lubbock. The City has already identified the plan to move to the Model 2070 controller platform, and therefore, the Engineer will focus on that controller platform. The Model 2070 controller discussion will also include the Advanced Transportation Controller (ATC) as this is an alternative to the Model 2070. This document will identify standards that apply and will identify manufacturers that currently provide these types of controllers. The Engineer will identify the different manufacturers and vendors of Model 2070/ATC controller firmware. The technical memorandum will also identify controller firmware and an operating system that runs on the controller. For example, over the past ten -plus years the standard operating system for Model 2070 controllers has been OS -9, which is the real-time operating system identified initially by CalTrans in the development of the original Model 2070 specification. But, over the past few City of Lubbock ATMS 12 Attachment "A" Kimley-Horn and Associates, Inc. 13 Scope of Services years, there is much activity in the Advanced Transportation Controller Working Group to allow LINUX. Task 2.2.11 Workshop 2 The Engineer will organize and facilitate a final workshop with the objective to pull all elements of the alternatives analysis and conceptual plans together. Final decisions will be made in this workshop, if they have not been already made. The Engineer will prepare meeting notes and decisions made in a technical memorandum. Task 2.2.12 ATMS Implementation Plan The Engineer will compile the previous task results into a single document. The following sections will be included: • Executive Summary • Table of Contents • Section 1. ATMS State of the Practice • Section 2. ATMS Requirements met by COTS applications • Section 3. ATMS Project Cost • Section 4. Field Controller State of the Practice • Section 5. Field Controller Requirements met by COTS applications • Section 6. Field Controller Project Cost • Section 7. Contracting Practices • Section 8. Recommendations • Section 9. Implementation, Integration and Migration Plan • Section 10. Testing Needs and Approach City of Lubbock ATMS 13 Attachment "A" Kimley-Horn and Associates, Inc. 1 14 Scope of Services PHASE II Phase II scope of services consist of the design and engineering services for the communications network and ATMS deployment. Task 3. Design/Engineering The previous task activities provide engineering services to develop plans, specifications, and estimates for the communications network upgrade and the advanced transportation management system upgrade. Task 3 identifies the engineering services in both of these categories. Task 3.1 Communication PS&E Task 3.1 is for the preparation of plans, specifications, and estimates for the communications network expansion. The future communications network will likely consist of fiber optic cable (hardwire interconnect) and wireless technology. Future Fiber Optic Cable Proiects and Budget Estimate for PS&E It is understood that the exact alignment, topography, limits, and even the exact corridors are not known at this time. For budgetary purposes, the project corridors identified below are assumed. The construction estimates for these corridors are planning level at this time. Previous task activities will refine probable cost estimate for the upgraded communications network, and Task 2.4 will identify the specific corridors, topology, media, and project limits that the Engineer will prepare PS&E for. Project: Limits (length) Construction Cost 4" Street Marsha Sharp Frwy to Frankford (4.0) $400,000 19`h Street Ave. Q to Marsha Sharp Frwy (3.0) $300,000 34`h Street Ave. Q to Marsha Sharp Frwy (4.0) $400,000 50`h Street Ave. Q to Loop 289 (5.0) $500,000 82"d Street Slide Rd. to Upland Ave. (3.0) $300,000 98`" Street Indiana Ave. to Milwaukee Ave. (4.0) $400,000 Total communications construction cost (planning level cost) is approximately 2.3 million dollars. Based on historical engineering design cost being 8 to 10 percent of construction cost, a budget of $230,000 is set aside for preparation of PS&E. The engineering budget numbers may be adjusted up or down in Task 0.6. Unless special circumstances dictate additional services, the Engineer typically performs the following work activities in the preparation of plans, specifications, and estimates (PS&E): City of Lubbock ATMS 14 Attachment "A" Kimley-Horn and Associates, Inc. 115 Scope of Services • Review existing infrastructure / field conditions and verify design criteria identified in the communications masterplan. • Inventory existing City of Lubbock assets (buildings, facilities, intersections, etc.) • Gather City of Lubbock design and survey files • Develop a photolog summary of existing conditions • Conduct line -of -sight survey and topographic path studies for wireless systems • Conduct field review with Lubbock Power and Light • Prepare detailed base map with existing utilities • Review design constraints and alternative solutions with City of Lubbock • Prepare preliminary fiber optic / wireless communications schematics and device layout PS&E • Conduct field review prior to submission to City of Lubbock • Incorporate City of Lubbock comments into 60% PS&E package • Review 60% plans in the field • Incorporate City of Lubbock comments into 95% PS&E package • Review 95% plans in the field prior to submission • Finalize PS&E package and appropriate forms for submission to City of Lubbock • Address and incorporate City of Lubbock comments into final plan set Future Wireless Communications Network and Budeet Estimate for PS&E The city also has a need to upgrade their legacy wireless communications network. The current radio system operated by the City of Lubbock covers the north and northwest quadrant, a small area in the northeast, and a small area in the southeast area of the city. Historically, wireless communication upgrades of this size range in construction cost from $600,000 to over $1,000,000. The construction cost factors include the number and location of base stations, and repeaters, number of local intersections, support for high bandwidth data needs, and frequency. The estimated construction cost for providing a replacement wireless communications network will be defined in the development of the communications master plan. Engineering cost range from 8 to 10 percent of construction cost. Given that the city currently has a wireless communications network, and that the future system will replace the legacy system, it is assumed that at least some infrastructure can be re -used and thus construction cost should be lower than typical projects of similar size. For budgeting purposes, it is assumed that construction cost will be $900,000. For budgeting purposes, nine percent is used to identify a set aside engineering fee budget for PS&E in the amount of $81,000. The typical wireless communication plan package consists of the following sheets: City of Lubbock ATMS 15 Attachment "A" Kimley-Horn and Associates, Inc. 16 Scope of Services • Title Sheet; • Supplemental Project Location Layout Sheet; • General Notes and Specification Data Sheets; • Estimate and Quantity Sheets; • Quantity Summary Sheets; • Electrical Service Data; • Traffic Control Plan Sheets; • Traffic Control Plan Standards; • Barricade and Construction / Work Zone Standards; • Intersection Traffic Control and/or Communication Layouts; • Electrical Details; • Traffic Signal Pole Standards; • Traffic / Traffic Control System Details. The Engineer will prepare layout sheets and submit to the City for review and comment at the following stages of development: • 30% plan review • 75% plan review • 95% plan review • 100% Final plans The Engineer will prepare general notes, specifications, special specifications, and provisions that will be included in the construction bid document. Task 3.2 ATMS procurement In this task, the Engineer will develop procurement documents for the Model 2070 controllers, 2070 controller firmware, and for the central system software / hardware. In support of the procurement of the System and Local Controller software, the Engineer will provide the following services: • Prepare the functional specifications for the new local controller software, new central software, and new central system hardware including an applications server, communications server, and video wall (if needed). These specifications will define the minimum acceptable functionality as well as optional functionality. City of Lubbock ATMS 16 Attachment "A" Kimley-Horn and Associates, Inc. 117 Scope of Services • Preparation of a document which sets forth the scoring and evaluation criteria to be used in a two- tier qualifications -based selection process. • Assistance in the assembly of the "request for proposals" package that will be issued by the City. • Arrange and attend pre -proposal conference, and answer any questions regarding the technical specifications and the evaluation and scoring methodology. • Prepare any addendums or written clarifications that may be required following the pre -proposal conference. • Assist with the review of the proposals and the selection of a short-list. • Arrange for and attend presentations by the short-listed finalists • Assist the City with the review of the best and final offers • Review vendor -prepared procedures for software acceptance tests. • Project system support services throughout integration • Assist with the software acceptance test • Provide system support services throughout the duration of the ATMS deployment. These services include supporting the city with system supplier installation issues, identification of risk, documentation of punch list items and oversight to insure punch list items are resolved, reporting of final acceptance test results. City of Lubbock ATMS 17 Attachment "A" Kimley-Horn and Associates, Inc. 1 18 Scope of Services Additional Services / Future Tasks The following task activities are optional services are not included in the current fee estimate. Regional ITS Architecture In Task 1.3 the Engineer develops a conformance report that identifies how the current project conforms to the current regional ITS architecture. As an optional task, the Engineer can provide a full update to the regional ITS architecture, which are typically conducted about every five years. It has been approximately six years since the original regional ITS architecture was developed. The Engineer can provide a detailed scope to what needs to be included in the update after discussing this project with the regional council of government and TxDOT. Review of 2009 MUTCD The USDOT issued in late 2009 a new update to the Manual on Uniform Traffic Control Devices. There were numerous updates to existing design practices and many new standards. This task is for the Engineer to conduct a review of the city's current design standards, and a review of city infrastructure to identify elements that are affected by the 2009 MUTCD. The Engineer will provide a technical memorandum identifying the process, the new manual, recommended infrastructure changes, and a time line that is allowed under the Manual. Construction Phase Services Following the completion of Task 3, Engineering, the City will move forward into contracting operations to construct the communications network and to upgrade the ATMS. Communications Network Kimley-Hom as extensive background in providing construction phase services for the type of work anticipated. This experience includes work for various cities and TxDOT. As the details of the construction are not known at this time, no specific scope of work can be identified. Kimley-Horn can provide the following construction phase services for additional fee at the direction of the City: • Construction status conferences and reports • Site visits and construction observation • Recommendations with respect to defective work • Clarifications and interpretations • Change orders City of Lubbock ATMS 18 Attachment "A" Kimley-Horn and Associates, Inc. 119 Scope of Services • Shop drawing reviews • State and contractor disputes • Acceptance testing • Punch list and final acceptance • Arrange and attend pre-bid conference, and assist in answering questions about the specifications • Prepare any addendums or written clarifications that may be required following the pre-bid conference • Assist with the review of the bids / proposals • Assist with the review of shop drawings and hardware cut -sheets • Review vendor -prepared acceptance testing procedures • Provide consultation as the new controllers are tested and accepted by the City City of Lubbock ATMS 19 Attachment "A" Kimley-Horn and Associates, Inc. 1 20 Scope of Services Schedule This Agreement has been made in anticipation of conditions permitting orderly and continuous progress of the Project through completion of the Services. The Engineer shall begin work timely after receipt of a fully executed copy of this Agreement and will complete the Services described in Exhibit A within a reasonable length of time, as shown in the table below. The times for performance shall be extended as necessary for periods of delay or suspension resulting from circumstances the Engineer does not control. Tareet Schedule Phase and Task Deliverables Schedule Phase I, Develop Concept of Operations, 2 months following receipt of Needs, Requirements and Conformance Notice to Proceed review of the regional ITS architecture Phase I, Develop Communications Master 7 months following receipt of Plan, and Develop ATMS Notice to Proceed. Implementation, Integration and Migration Plan Phase II, Development of PS&E for To be determined based on actual communications network and ATMS engineering lans developed City of Lubbock ATMS 20 Attachment "A" Kimley-Horn and Associates, Inc. 121 Scope of Services Fee and Billing Engineer will provide the reimbursable tasks identified in the Scope of Services on a labor fee plus expense basis total, not to exceed $694,900 for the reimbursable tasks, which includes all reimbursable expenses. The not to exceed amount will not be exceeded without the client's prior written approval and amendment of this Agreement. The reimbursable fee breakdowns below are provided for budgeting purposes only and are not intended to represent a specific budget for each reimbursable task. Engineer reserves the right to reallocate the reimbursable budget among tasks as determined necessary by Engineer. Labor fees will be billed according to the attached rate schedule. Direct reimbursable expenses including express delivery services, fees, and other direct expenses will be billed at 1.10 times cost. An amount will be added to each invoice to cover certain other expenses such as in-house duplicating, local mileage, telephone calls, facsimiles, postage, and word processing. Administrative time related to the project will be billed hourly. Technical use of computers for design, analysis, GIS, and graphics, etc. will be billed at $10.00 per hour. All permitting, application, and similar project fees will be paid directly by the Client. Reimbursable fees will be invoiced monthly based on the actual amount of services performed and expenses incurred. Payment of all fees will be due within 30 days of your receipt of the invoice. Task: Task Fee: Phase I Project Management $34,500 Preliminary Engineering $55,900 Develop Communications Master Plan $109,300 Develop ATMS Master Plan $92,300 Phase II Prepare PS&E for Communication $317,800 Prepare PS&E for ATMS Deplovment $ 85.100 TOTAL REIMBURSABLE FEE $694,900 City of Lubbock ATIVIS 21 Attachment "A" Kimley-Horn and Associates, Inc. Standard Rate Schedule (Hourly Rate) Quality Control (QC) Project Manager (PM) Senior Professional Engineer II Senior Professional Engineer I Professional Engineer (PE) Analyst/Engineer-In-Training (EIT) CADD Technician Administrative Assistance/ Clerical Effective January 1, 2010 Kimley-Horn and Associates, Inc. 122 Scope of Services $210 $195 $ 190 $145 $130 $105 $85 $75 City of Lubbock ATMS 22 Attachment "A" ---------- - - - - - , I y I I ti p E I I I o. I I egg I I --------------I L — — — —--—ryry —— —-- — — — I 9W rigagW a E� d u Resolution No. 2010-RO189 Kimley-Horn and Associates, Inc. 123 Scope of Services Exhibit A Kimley-Horn and Associates Major Tasks Activities And Target Schedule City of Lubbock ATMS 23 Attachment "A" b _{ 01 a 7 $ U ��gY C U) m c g'$ i V � a r o Oi c U ODU� CL U ... fA o aaa 0 c u gg E y s rn m c m g Irenuaol algMuas (ppld),alpnuop O ud iatfuopWunww0dolanaa uggld WIPAW pug 'ulquwldwl SWlV de -0 C LZMel L21 O U al o $g E a0 luawaOeueW oa laafaid 0'011-1 Oula ldu3 AlaulWliaid 03 Wi Resolution No. 2010-RO189 Kimley-Horn and Associates, Inc. 123 Scope of Services Exhibit A Kimley-Horn and Associates Major Tasks Activities And Target Schedule City of Lubbock ATMS 23 Attachment "A"