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Item 4HCITY OF SOUTHLA,KE MEMORANDUM (November 7, 2017) To: Shana Yelverton, City Manager From: Rob Cohen, Director of Public Works Item 4H Subject: Approve an Engineering Services Agreement with Kimley-Horn and Associates, Inc. for the development of an Intelligent Transportation System (ITS) Master Plan for the City's traffic signal system in an amount not to exceed $110,500. Action Requested: Approve an Engineering Services Agreement with Kimley-Horn and Associates, Inc. for the development of an Intelligent Transportation System (ITS) Master Plan for the City's traffic signal system in an amount not to exceed $110,500. Background Information: The TxDOT Ft. Worth District is currently developing a 5 -Year ITS Master Implementation Plan and the City of Southlake is an active Stakeholder. This project will largely focus on "on -system" intersections. The City of Southlake's ITS Master Plan will establish a migration plan toward a single, fully -integrated system. The goal of this ITS Master Plan project is to implement a signal system which will improve mobility through innovation within the Southlake area by reducing vehicle stops and delays. The objectives of this project, which will guide the development of the new system, are to improve safety and mobility, enhance security, increase agency efficiency, provide traveler information and incident management, introduce innovation, and provide performance metrics. The tasks included in the engineering services agreement include general project management; working with City leadership and staff to identify goals; inventory of existing infrastructure and assets for both `on and off -system' signalized intersections; development of a concept of operations to describe how the City desires to operate, manage and respond to the traffic system; develop the State of Practice document that identifies the current state of the practice in eight topic areas fundamental to the deployment of an ITS; identify the communication system to support the ITS; develop high-level Item 4H functional requirements to guide the selection of technology; and develop the ITS Master Plan which defines all aspects of the planned system. Financial Considerations: Funding for this project has been allocated within the Fiscal Year 2018 budget via the Strategic Initiative Fund. Strategic Link: The development of an Intelligent Transportation System Master Plan links to the City's strategy map relative to focus areas of Safety & Security, Infrastructure, and Mobility. The specific corporate objectives that are met by this item are to (Cl) achieve the highest standards of safety & security, (C2) provide travel and convenience within the City & region, (135) enhance service delivery through continual process improvement, (136) optimize use of technology, (F2) invest to provide and maintain high quality public assets, and (C1302) enhance mobility through aggressive traffic management initiatives and capital project implementation. Citizen Input/ Board Review: This initiative is intended to build towards using technology as a force multiplier in direct response to continued Citizen input regarding mobility within the City and region. Legal Review: This is the standard engineering services agreement that has been previously reviewed by the City Attorney. Alternatives: The Council may approve the professional services agreement or deny it. Supporting Documents: Agreement with Kimley Horn Staff Recommendation: Approve an Engineering Services Agreement with Kimley-Horn and Associates, Inc. for the development of an Intelligent Transportation System (ITS) Master Plan for the City's traffic signal system in an amount not to exceed $110,500. Staff Contact: Rob Cohen, Director of Public Works Kyle D. Hogue, P.E., Deputy Director/City Engineer Page 2 of 2 Kimley»>Horn October 11, 2017 Robert Cohen Public Works Director 1400 Main Street, Suite 320 Southlake, Texas 76092 Re: City of Southlake Intelligent Transportation System Master Plan Dear Mr. Cohen: Attachment A —Page 1 Kimley-Horn and Associates, Inc. ("the ENGINEER") is pleased to submit Attachment A of the Agreement for Engineering Services to the City of Southlake ("the CITY") for providing professional engineering services related to the development of an Intelligent Transportation System (ITS) Master Plan. Our Scope of Services, Schedule, and Fee and Billing are set forth below. Project Understanding The ENGINEER understands the CITY would like to develop a comprehensive ITS Master Plan for its traffic signal system, with focus on the implementation of an Advanced Traffic Management System (ATMS), Traffic Management Center (TMC), and a robust communication system to support the ITS for the next twenty years. The CITY currently maintains all "off -system" signals (i.e. on roadways that are not part of the State highway system), while the Texas Department of Transportation (TxDOT) maintains the "on -system" signals located along roadways that are part of the State highway system. It is not forecasted for the CITY to surpass a population of 50,000, requiring the CITY to operate and maintain "on -system" signals. However, there is an interest from the CITY to explore options available for acquiring operation of "on -system" signals for purposes of the ITS, or at a minimum entering into an agreement with the State of data and video sharing. The TxDOT Ft. Worth District is currently developing a 5 -Year ITS Master Implementation Plan (CSJ: 0902-00-198) and the City of Southlake is an active Stakeholder. This project will largely focus on "on -system" intersections. The City of Southlake ITS Master Plan will establish a migration plan toward a single, fully -integrated system. Having such a system will yield many benefits including savings on equipment and maintenance costs, increased efficiency in traffic operations, increased safety and security, incident management, and greatly enhanced system capabilities and reliability. The goal of this ITS Master Plan project is to implement a signal system which will improve mobility through innovation within the Southlake area by reducing vehicle stops and delays. The objectives of this project, which will guide the development of the new system, are as follows: ■ Improve safety and mobility; ■ Enhance security; ■ Increase agency efficiency; ■ Provide traveler information; Kimley»>Horn ■ Provide incident management; ■ Introduce innovation; and ■ Provide performance metrics. Scope of Services Kimley-Horn will provide the services specifically set forth below. Task 1 - Project Management Objective: Attachment A - Page 2 To manage and control project work activities, schedule and budget. To keep the City's project manager informed on project progress. Work Activities: • The ENGINEER will call the CITY's Project Manager on a bi-weekly, or as needed, basis to discuss the overall project activities and discuss future directions and efforts of the team. • The ENGINEER will prepare nine (9) monthly progress reports and nine (9) monthly invoices. Progress reports will identify by task the work activities for the past month, the planned activities in the future month, and identify any problems that need to be addressed. • The ENGINEER will prepare for, attend, and deliver one (1) technical presentation to the City Council at the CITY'S direction. Deliverables: • Nine (9) progress reports • Nine (9) monthly invoices • One (1) presentation Task 2 - Goals of the Intelligent Transportation System Objective: To identify the goals of the Intelligent Transportation System. Work Activities: • The ENGINEER will develop a draft definition of the Intelligent Transportation System. The definition will be based on the regional ITS architecture. • The ENGINEER will attend, as representative stakeholder for the CITY, up to five (5) meetings scheduled as part of TxDOT's 5 -Year ITS Master Implementation Plan. • The ENGINEER will participate in up to one (1) meeting with CITY staff and TxDOT representatives to discuss synergy between TxDOT's 5 -Year ITS Master Implementation Kim,ey ))/ Horn Attachment - Page 3 Plan and specific vision, goals, objectives, and projects associated with `on -system" intersections that need to be included in the CITY's ITS Master Plan. • The ENGINEER will advise CITY staff on options, benefits, and costs associated with taking over "on -system" intersections from TxDOT. • The ENGINEER will prepare meeting notes. • The ENGINEER will prepare draft goals based on the meeting and circulate among the Stakeholders for comments. • The ENGINEER will include these goals in other task deliverables, such as the concept of operations and the master plan. Deliverables: • Draft and final set of project goals to be incorporated into the ITS Master Plan document developed under Task 8 below. Task 3 - Data Collection Objective: To collect data relevant to understand the existing ITS infrastructure and assets for both "off -system" and "on -system" intersections. Work Activities: • The ENGINEER will collect from the CITY and TxDOT existing maps and documents that pertain to the following functional areas: o Location of "off" system and "on" system signalized intersections o Controller cabinet type o Detection system o Signal interconnect and conduit systems (if applicable) o Field masters and local firmware o Operating strategies • The ENGINEER will collect from the CITY and TxDOT a table (or similar source) that identifies the following in -cabinet equipment: o Controller (Type, Model, Manufacturer) o Controller communication ports o Controller firmware o Modem (internal/external, type, vendor) o Conflict monitor (type, model, vendor) o Vehicle and pedestrian detector modules o Auxiliary input file (if applicable) o EV/RR preemption modules Kimley»>Horn Attachment A - Page 4 • The ENGINEER will collect from the CITY and TxDOT a table that identifies the following cabinet information: o Cabinet type o Size o Conduit size and available space into the foundation. • The ENGINEER will create a figure drawing that identifies the location of any system interconnect conduit and architecture of TxDOT's existing wireless network. • The ENGINEER will meet with the CITY to determine points of contact for other CITY agencies that may offer shared resources. Examples of agencies may include the water department, police department, fire department, or the school district. • The ENGINEER will meet with TxDOT to gather information on future projects for "on - system" intersections. • The ENGINEER will identify potential obstructions that affect wireless communication (hills, trees, buildings, other flat surfaces, other transmission). • The ENGINEER will create a Working Paper that summarizes the data collection task and includes the above gathered information. One copy of the Working Paper will be submitted to the CITY and TxDOT for review and comment. • The ENGINEER will finalize the document and submit to the CITY. Deliverables: • Draft and final working paper that describes existing conditions that will be incorporated into the ITS Master Plan document developed under Task 8 below. Task 4 - Concept of Operations Objective: To develop a concept of operations (ConOps) to help guide the development of the Intelligent Transportation System. The ConOps is needed to describe how the CITY desires to operate, manage, and respond to the traffic system. Work Activities: • The ENGINEER will organize and conduct/moderate a half-day workshop among the CITY and stakeholders to define the Concept of Operations. Stakeholders should include CITY representatives (Public Works, Police, Fire, IT) and TxDOT. The ConOps discussion will be focused on the following topics: a. Traffic management i. Day-to-day activities ii. Incident response iii. Event of regional significance Kimley»>Horn b. Traffic maintenance i. Remote monitoring c. Interface to other agencies within the city i. Interface ii. Sharing of information d. Interface to other agencies outside of the city i. Interface ii. Sharing of information iii. Access and control to ITS devices e. Public information i. Traffic conditions ii. Planned construction/maintenance events Attachment A - Page 5 • The ENGINEER will develop a draft ConOps document based on the results of the workshop and submit to the CITY for review and comment. The ENGINEER will incorporate CITY comments and submit final report. Deliverables: • A PDF and up to 10 printed copies of the Concept of Operations. The Concept of Operations will be incorporated into the ITS Master Plan developed under Task 8 below. Task 5 - State of the Practice Obiective: To develop a document that identifies the State of the Practice in multiple areas of traffic and transportation related to typical Intelligent Transportation Systems. The purpose of this report is to establish a knowledge base on specific topic areas listed below. Work Activities: A single document will be developed that identifies the current state of the practice in eight topic areas. These eight topic areas are fundamental to the deployment or construction of the CITY's Intelligent Transportation System. The eight topic areas to be covered are: • Traffic signal controllers • Traffic signal cabinets • Detection • Advanced Traffic Management System Software • Communication technologies • Traffic video surveillance • Traffic Management Centers • Connected Vehicles The report will focus on deployment practices within the United States, but discussion of practices outside the United States may be included if appropriate. Kimley»>Horn Attachment A - Page 6 • The ENGINEER will use existing sources to the extent possible of information and provide key points relevant to the subject. • The ENGINEER will submit to the CITY a draft report for review and comment. The ENGINEER will incorporate CITY comments and submit final report. Deliverable: • A PDF and up to ten (10) printed copies of the ITS State of the Practice. The State of the Practice will be incorporated into the ITS Master Plan developed under Task 8 below. Task 6 - Communications Work Session Objective: This task will discuss communication requirements and technologies on the market. The objective of this task is to identify the architecture of the communication system to support the ITS and recommended implementation plan. Work Activities: • The ENGINEER will use the existing condition data (Task 3) and the Concept of Operations (Task 4) to create a high-level communication architecture to support user needs. This will help keep the work session discussion focused on practical application for the CITY. • The ENGINEER will prepare a draft outline of the work session and provide it to the CITY for review and comment. • The ENGINEER will finalize the agenda, develop presentation materials, and conduct a three (3) hour work session with CITY staff. • The ENGINEER will prepare meeting notes and distribute them to the CITY. Deliverable: • Recommended high-level ITS communication network schematic on 22" x 34" bond with a PDF electronic copy • Work session meeting notes. Task 7 - Hiah-Level Functional Reauirements Objective: To develop high-level functional requirements that define the basis of deployment of the CITY's Intelligent Transportation System. High-level requirements are meant to guide the selection of technology, not procure the technology. Kimley»>Horn Work Activities: Attachment A -Page 7 • The ENGINEER will develop high-level functional requirements based on the Concept of Operations and the decisions from prior 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. • The ENGINEER will develop high-level requirements for the following subject areas: a. Traffic signal controller capabilities b. Controller cabinets c. Communication infrastructure d. ATMS software functions e. Traffic management center architecture: i. Room size ii. Number and size of video monitors iii. Furniture setup iv. Number of workstations v. Network schematic • The ENGINEER will submit the draft requirements to the city for review and comment. Each reviewer will be requested to provide the following input: a. Identify any missing functionality. b. 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 CITY. • The ENGINEER will create a final requirements document that will be included in the Master Plan document. Deliverables: • A PDF and up to ten (10) printed draft and final requirements. The draft requirements will be submitted to the CITY for review and comment as a table. The final requirements will be incorporated in the ITS Master Plan document developed under Task 8 below. Task 8 - ITS Master Plan Report Objective: Develop the ITS Master Plan. The ITS Master Plan defines the ITS system consisting of the ATMS, TMC, and communications infrastructure. Specific vision, goals, objectives, and projects identified in TxDOT's 5 -Year ITS Master Implementation Plan will be incorporated into this document. Kimley»>Horn Work Activities: Attachment A - Page 8 • The ENGINEER will develop an ITS deployment plan based on the concept of operations developed in Task 4 and the high-level requirements developed in Task 7. • The ENGINEER will identify both logical and strawman physical architectures showing the system connections and interfaces between components of the system. • The ENGINEER will make recommendations for technologies or alternatives in technologies to be deployed. • The ENGINEER will identify up to three (3) commercially off-the-shelf ATMS software compatible with the CITY's existing equipment and make a recommendation to the CITY. • The ENGINEER will develop alternatives and make recommendations for a TMC to operate the ATMS and ITS. The ENGINEER will prepare up to five (5) architectural renderings of preferred TMC alternatives. • The ENGINEER will identify capital cost ranges and operation and maintenance costs for recommended improvements and technologies. • The ENGINEER will identify possible sources of funding. • The ENGINEER will make recommendations for procurement and contracting approaches. • The ENGINEER will prepare one (1) draft technical document that outlines the ITS Master plan. • The ENGINEER will meet with CITY staff to review the ITS Master plan document and answer questions. • The CITY will provide one set of review comments for the ENGINEER to address. • The ENGINEER will address the CITY's comments and prepare a final document. Deliverable: • A PDF and up to ten (10) printed final ITS Master Plan documents. The ENGINEER anticipates the outline of the Southlake ITS Master Plan would consist of the following topics: A. Established Goal(s) of the Intelligent Transportation System B. Concept of Operations C. Logical and Physical Architecture D. Recommended Technology i. Traffic Signal Controller ii. Traffic Signal Cabinet iii. Traffic Surveillance and Incident Management iv. Communication System v. Communication Protocols vi. ATMS Software Kimley»>Horn vii. System Integration E. Traffic Management Center Recommendation F. Innovation and Connected Vehicles G. Staffing Needs, Staffing Roles H. Prioritization and Time Frame for Deployment I. Budget Requirements (Capital, Operational, Maintenance) J. Funding Sources Additional Services Attachment A - Page 9 Any services not specifically identified in the Scope of Services shall be considered Additional Services. These may be performed on an individual basis upon written authorization by the CITY at our then currently hourly rates under the existing Agreement if budget allows. The following are considered Additional Services: a) Additional meetings; b) Environmental analysis and engineering; c) Permitting and regulatory approvals; d) Plans, specifications, and estimate used for bidding purposes; e) Preparation for and attendance at public meetings; and f) Any item not specifically mentioned in our Scope of Services Information Provided By the CITY At the outset of the project, the CITY shall provide information identified under Task 3. We shall be entitled to rely on the completeness and accuracy of all information provided by the CITY or the CITY's engineers or representatives. The ENGINEER will collect "on -system" intersection information from TxDOT. Schedule The ENGINEER will provide its services as expeditiously as practical to meet a mutually agreed upon schedule. Remainder of page intentionally left blank Kimley»>Horn Fee and Billing Attachment A -Page 10 The ENGINEER will perform the services in Tasks 1 - 8 on a labor fee plus expense basis with the maximum labor fee shown below. Task 1 Project Management $ 11,200 Task 2 Goals of the ITS $ 9,000 Task 3 Data Collection $ 9,200 Task 4 Concept of Operation $ 15,600 Task 5 State of the Practice $ 7,100 Task 6 Communication Work Session $ 11,500 Task 7 High-level Functional Requirements $ 11,150 Task 8 ITS Master Plan Report $ 35,750 Maximum Labor Fee $ 110,500 The ENGINEER will not exceed the total maximum labor fee shown without authorization from the CITY. Individual task amounts are provided for budgeting purposes only. The ENGINEER reserves the right to reallocate amounts among tasks as necessary. The ENGINEER will provide the Reimbursable/Hourly Tasks services on a labor fee plus expense basis. Direct reimbursable expenses (subconsultant fees, out -of -house printing, courier services, etc.) will be billed at a rate of 1.10 times cost. Labor fee will be billed on an hourly basis based on then hourly rates. A percentage of labor fee (6%) will be added to each invoice, and included in the not -to -exceed budgets, to cover certain other expenses such as telecommunications, printing, in-house reproduction, postage, computer expenses, supplies, and local mileage. Administrative time related to the project will be billed hourly. All permitting, application, and similar project fees will be paid directly by the CITY. Any lump -sum work authorizations will be billed monthly based on percentage complete. Hourly fees will be invoiced monthly based on the actual amount of services performed and expenses incurred. A description of services provided and hourly breakdown will be provided with each invoice. Payment will be due within thirty (30) days of your receipt of the invoice. Closure We appreciate the opportunity to provide these services to you. Please contact me if you have any questions. Sincerely, KIMLEY-HORN AND ASSOCIATES, INC. Darin Bjork, P.E. Project Manager