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Agenda 04/13/2010 Item #16B 6Agenda Item No. 16B6 April 13, 2010 Page 1 of 19 EXECUTIVE SUMMARY Recommendation to award RFP #10-5359, "Traffic Signal Timing & Coordination" to Albeck Gerken, Inc. for traffic engineering consultant services necessary to complete the Arterial Coordination activity under the United States Department of Energy's Energy Efficiency Conservation Block Grant (EECBG), in the amount of $166,966.81. OBJECTIVE: To obtain the Board of County Commissioners approval to award RFP #10-5359, "Traffic Signal Timing & Coordination," to provide intersection analysis, arterial analysis and traffic signal controller timings under a grant program being funded by the United States Department of Energy. CONSIDERATIONS: The Collier County Purchasing Department posted RFP #10-5359, "Traffic Signal Timing & Coordination," on November 12, 2009. Notices were sent to 617 vendors, and RFP packages were downloaded by 49 vendors from the County's online bidding system. Six (6) vendors submitted a response by the proposal deadline of December 3, 2009, and were deemed responsive to the RFP requirements. The purpose of the request for proposals is to collect data. to provide analysis and to generate synchronized traffic signal timings for a total of thirty-two intersections on three arterial roadways in Collier County: Immokalee Road, Vanderbilt Beach Road, and Santa Barbara Boulevard. These roadways were selected because all three have recently been widened to their maximum six lane configuration; in addition, many of the intersections on these roadways have been completely rebuilt. The project is being funded as one of the programmed activities under the Energy Efficiency Conservation Block Grant, which provides American Reinvestment and Recovery Act (ARRA) funds for programs that reduce fossil fuel usage, reduce emissions, or generate renewable energy. The Board of County Commissioners accepted the award of this grant at its regular meeting on September 29,2009 (Item 16-E-5). A selection committee appointed by the County Manager met to discuss the proposals submitted by responsive vendors at a public meeting on January 13, 2010. The committee ranked the proposals, and the short list of firms were: (I) Albeck Gerken, Inc.; (2) Kittleson & Associates; and (3) DKS Associates, Inc. A contract was successfully negotiated with the top ranked firm on March 3, 2010. Staff recommends awarding the contract to the first ranked firm, Albeck Gerken, Inc. FISCAL IMPACT: Funds in the amount of $166,967 are available in ARRA Grant Fund 725, Cost Center 163605, Project 33062.5. LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County Attorney's Office and is legally sufficient for Board action-SRT. GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this Executive Summary. Agenda Item No. 16B6 April 13, 2010 Page 2 of 19 RECOMMENDATION: That the Board of County Commissioners award Bid #10-5359, "Traffic Signal Timing & Coordination," to Albeck Gerken, Inc., in the amount of$166,967, and that the Chairman be authorized to sign the standard County-Attorney approved agreement on behalf ofthe Board. Prepared By: Sheila Convery, Signal System Specialist, Traffic Operations Attachments: RFP #10-5359, Schedules A-B-C Item Number: Item Summary: Meeting Date: Agenda Item No. 16B6 April 13, 2010 Page 3 of 19 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS 16B6 Recommendation to award RFP #10-5359, Traffic Signal Timing & Coordination to Albeck Gerken, Inc. for traffic engineering consultant services necessary to complete the Arterial Coordination activity under the United States Department of Energys Energy Efficiency Conservation Block Grant(EECBG), in the amount of$166,966.81. 4/13/20109:00:00 AM Date Prepared By Sheila Convery Transportation Division Signal Systems Network Specialist Traffic Operations 3/16/201010:00:19 AM Date Approved By Dale A. Bathon, P .E. Transportation Division Project Manager, Principal Transportation Engineering & Construction Management 3/16/2010 6:44 PM Date Approved By Scott R. Teach County Attorney Deputy County Attorney County Attorney 3/17/20109:39 AM Date Approved By Barbara LaPierre Transportation Division Management/Budget Analyst Transportation Administration 3/17/20103:42 PM Date Approved By Norm E. Feder, Alep Transportation Division Administrator - Transportation Transportation Administration 3/18/2010 11 :44 AM Date Approved By Rhonda Cummings Administrative Services Division Contracts Specialist Purchasing & General Services 3/18/2010 1: 54 PM Approved By Date Lisa Taylor Transportation Division Management/Budget Analyst Transportation Administration 3/19/20102:01 PM Date Approved By Marlene J. Foard Administrative Services Division Grant Development & Mgmt Coordinator Administrative Services Division 3/19/20103:22 PM Date Approved By Jeff Klatzkow County Attorney Agenda Item No. 16B6 April 13, 2010 Page 4 of 19 3/22/20103:56 PM Approved By Najeh Ahmad Director - Transportation Engineering Date Transportation Division Transportation Engineering & Construction Management 3/23/20102:14 PM Approved By Steve Carnell Director - Purchasing/General Services Date Administrative Services Division Purchasing & General Services 3/26/20103:35 PM Approved By Pat Lehnhard Executive Secretary Date Transportation Division Transportation Administration 3/26/20104:11 PM Approved By OMS Coordinator Date County Manager's Office Office of Management & Budget 3/29/20108:28 AM Approved By Leo E. Ochs, Jr. County Manager Date County Managers Office County Managers Office 4/5/20103:46 PM Agenda Item ND. 16B6 April 13, 2010 Page 5 Df 19 SCHEDULE A SCOPE OF SERVICES CONTENTS: I. GENERAL REQUIREMENTS A. Introduction & Definition of Terms....................................................................A_1 B. Executive Summary ......... ............... ................. .......... ...................... ................ A-1 C. Sealing of Reports ........................................................................................... A-1 D. Data Files .......................................................................................................A-1 II. INDEX OF STUDY A. Project Inventory ....... ............................................ .......... ....... ..... .......................... A-2 1..lmmokalee Road A-2 2.. Vanderbilt Beach Road A-2 3.. Santa Barbara Boulevard A-3 III. DESCRIPTION OF STUDY A. Study Type: System Analysis........................................................................... A-4 IV. DESCRIPTION OF TASKS AND DELlVERABLES A. Data Collection ("Part A")......................................................................................A-4 Task 1: Approach Counts - Fourteen (7) Day..............................................A-4 Task 2: Tuming Movement Counts - Three (3) Day ....................................A-5 Task 3: Field Inventory................................................................................ A-6 B. Analysis ("Part B") ................................................................................................ A-6 Task 4: Intersection Analysis.......................................................................A_6 Task 5: Arterial Analysis..............................................................................A_7 Task 6: Controller Timings .......................................................................... A-8 Agenda Item No. 16B6 April 13, 2010 Page 6 of 19 GENERAL REQUIREMENTS A. Introduction and Definition of Terms The purpose of this Traffic Engineering & Consultant Services contract is to provide the Traffic Operations Department with professional services for conducting traffic signal retiming studies for certain arterial roadways in Col1ier County. For the purpose of this contract, the fol1owing definitions apply: A traffic control timing pattern is a set of cycle lengths, splits, and offsets for an arterial system. An arterial is a group of signalized intersections which are coordinated to provide progression of traffic flow along the arterial. A section is any portion of a traffic control system which can be control1ed by a single set of timing parameters. B. Executive Summary The deliverable for each project task shal1 be accompanied by an executive summary providing a general overview of the contents of the report and general comments about the location, purpose, findings, conclusions and recommendations. c. Sealing of Reports Al1 study reports and copies submitted to Col1ier County Traffic Operations shal1 be signed and sealed by a Florida Registered Professional Engineer. D. Data Files The CONSULTANT shal1 submit al1 input data electronical1y with a summary of the data files indicating the program, intersection and arterial names. The electronic files shal1 be submitted in a program approved by Col1ier County Traffic Operations. The CONSULTANT shal1 also submit paper copies of al1 count data. INDEX OF STUDY A. Project Inventory - There are thirty-two (32) intersections included on this Scope for study and retiming: 1. Immokalee Road Immokalee@Collier's Reserve Immokalee @ Goodlette-Frank Immokalee @ Palm River Immokalee @ Airport-Pulling Immokalee @ Lakeland Immokalee @ Livingston Immokalee @ Strand Blvd Immokalee@I-75 Interchange Immokalee @ Northbrooke Immokalee @ Valewood Immokalee @ Logan Immokalee @ Laurel Oaks Immokalee @ Wilson Immokalee @ Randall Immokalee@Oil Well 2. Vanderbilt Beach Road Vanderbilt Beach @ Vanderbilt Vanderbilt Beach @NorthPointe Vanderbilt Beach@HammockOak Vanderbilt Beach@ Livingston Vanderbilt Beach @ Village Walk Vanderbilt Beach @ Oakes Vanderbilt Beach @ Vineyards Vanderbilt Beach@ Logan Vanderbilt Beach@ Island Walk 3. Santa Barbara Boulevard San ta Barbara @ Green Santa Barbara @ Coronado Santa Barbara @ Golden Gate Pkwy Golden Gate Pkwy @ 53'" Ave SW Agenda Item No. 16B6 April 13, 2010 Page 7 of 19 Control Section IM-I The timing plans for this section shall be coordinated with US 41 N, being prepared by another consultant Control Section IM-2 Control Section IM-3 Control Section VB-I Control Section VB-2 Control Section SB-l Agenda Item No. 16B6 April 13, 2010 Page 8 of 19 Santa Barbara @ Recreation Lane Santa Barbara @ Devonshire Radio @ Devonshire Santa Barbara @ Radio DESCRIPTION OF STUDY A. Study Type: System Analysis This study involves the analysis of two or more signalized intersections in a system in order to develop In-Season and Off-Season signal timing plans to provide coordination and minimize vehicle delay. DESCRIPTION OF TASKS AND DELlVERABLES This section describes the work required in each task and the task product(s). All Data Collection (Part A) tasks and Analysis (Part B) tasks required for a location listed in the authorization shall be submitted to Collier County Traffic Operations for review and approval. Each deliverable shall be covered by an executive summary of the contents of the deliverable, as described in General Requirements, Section B. A. Data Col/ection {"Part A 'j Task I: Approach Counts - Seven (7) Dav The CONSULTANT shall collect approach counts for a period of at least seven (7) consecutive days for each direction of travel. Count data shall be recorded by automatic devices furnished by the Consultant. The approach counts will be used to determine the operating time periods for each timing pattern developed for each arterial. The CONSULTANT shall determine the locations for machine counts, subject to the approval of Collier County Traffic Operations. A seasonal adjustment factor provided by Collier County Traffic Operations shall be required to develop In-Season and Off-Season counts. Deliverable I: Approach Count Data & Graphs The CONSULTANT shall submit approach counts for sections in the study in tabular form, broken down into direction of travel, days and hours in 15 minute increments, and hourly totals (one page per 24 hour period, originating at 12:00 a.m. on each study day). Microsoft Excel shall be used to submit graphed counts. showing timing pattern intervals per section. The format for the tables and graphs shall be approved by Collier County Traffic Operations. Agenda Item No. 16B6 April 13, 2010 Page 9 of 19 The count information and graphs shall be submitted electronically along with two (2) signed and sealed paper copies of the count information. 1. Collier County Traffic Operations responsibility durinq this task Collier County Traffic Operations shall provide prompt review, feedback and final approval of approach count locations and deliverable data. Task 2: Turning Movement Counts - Three (3) Dav The CONSULTANT shall collect and summarize eight (8) hours of fifteen-minute turning movement counts for Off-Season in the month of May at the intersections listed in the authorization, using the procedures contained in the Florida Department of Transportation Manual on Uniform Traffic Studies (MUTS), Chapter III, "Summary of Vehicle Movements". The counts shall be conducted during the highest eight hours of the day as determined by average approach counts in Deliverable I, and include the AM peak, PM peak, Mid-day peak and Off-peak periods. The specific time frame for each period shall be determined by the CONSULTANT and approved by Collier County Traffic Operations. The counts shall include trucks. One (1) day of turning-movement counts shall be made on a typical Tuesday, Wednesday, or Thursday. One (I) day ofturning movement counts shall be made on a normal Saturday. One (1) day of turning movement counts shall be made on a normal Sunday. Counts shall not be conducted on non-school day, holiday or during special events. A seasonal adjustment factor approved by Collier County Traffic Operations may be required. Pedestrian volume counts shall be included in this task. The pedestrian volume counts shall be done in accordance with Chapter VIII, Pedestrian Volume Count of the MUTS. Pedestrian counts may be included on the turning movement count summary. Deliverable 2: Turning Movement Count Data The CONSULTANT shall submit turning movement counts in tabular form, broken down by approach with each turning movement separated. The tables shall show the eight hours of data collection divided into 15 minute increments and one hour totals. The format for the count data shall be approved by Collier County Traffic Operations. Turning movement count information shall be submitted electronically along with two (2) signed and sealed paper copies of count information. 2. Collier County Traffic Operations responsibility durinq this task Agenda Item No. 16B6 April 13, 2010 Page 10 of 19 Collier County Traffic Operations shall provide prompt review and final approval of time periods for turning movement counts and pedestrian counts. Task 3: Field Inventorv The CONSULTANT shall prepare an inventory of the following traffic signal control devices and field characteristics at all locations listed in the Task Work Order. The inventory shall consist of the following: a) A condition diagram showing; . Number of lanes at each approach and their usage . Length of turn lanes . Pedestrian crossing distances . Vehicle crossing distances . Posted speed limit for each approach b) A straight line diagram showing the distance between intersections c) Existing signal and pedestrian phasing The CONSULTANT shall develop a reponing fonnat for this inventory that shall be approved by Collier County Traffic Operations. The CONSULTANT shall contact Collier County Traffic Operations for infonnation and to make arrangements for access to all equipment cabinets. Deliverable 3: Inventorv Diagrams The CONSULTANT shall submit three (3) paper copies of the field inventory diagram for each location. 3. Collier County Traffic Operations responsibility durinq this task Collier County Traffic Operations shall provide prompt review and approval of the inventory procedure and fonns. B. Analysis {"Part B'J Task 4: Intersection Analvsis The CONSULTANT shall use the latest Collier County approved version of SYNCHRO to run the existing conditions. Agenda Item No. 16B6 April 13, 2010 Page 11 of19 Note: The SYNCHRO run of the existing conditions must be an accurate representation of the existing conditions. Synchro output shall be calibrated to verify that the SYNCHRO run is an accurate reflection of the existing conditions. The results of the SYNCHRO analysis shall be submitted to Collier County Traffic Operations for review and approval. Deliverable 4: Svnchro Files The CONSULTANT shall submit both draft and final SYNCHRO files of the existing conditions. 4. Collier County Traffic Operations responsibility durinq this task Collier County Traffic Operations shall provide prompt review and approval of the intersection analysis. Task 5: Arterial Analysis The latest Collier County approved version of SYNCHRO shall be used to determine the optimal phasing, cycle length and splits. Engineering judgment should always be used in correlation with the software. SYNCHRO analysis shall be used with the following restrictions: The CONSULTANT shall determine minimum and maximum cycle lengths and increments between cycle lengths to be analyzed and approved by Collier County Traffic Operations. Average free speed or travel time shall be recommended by the CONSULTANT and approved by Collier County Traffic Operations prior to analysis. TS/PP-Draft (Time-Space/Platoon Progression Diagram Generator) shall be used by the CONSULTANT to refine the offsets from the time-space diagrams generated by SYNCHRO. The bandwidths, speeds, direction of travel, intersection names and offsets shall be shown on each time-space diagram developed in TS/PP-Draft. The CONSULTANT shall develop a minimum of three (3) In-Season and three (3) Off- Season timing plans, each plan to include Weekday, Saturday and Sunday patterns. Traffic control timing patterns for each section listed in the "Index of Study" shall include AM Peak, Midday Peak and PM Peak patterns. The plots of the volume summary information gathered Agenda Item No. 16B6 April 13, 2010 Page 12 of 19 in Task I shall be used to graphically indicate the time of day operation for eacb pattern in a section. The results of the SYCHRO analysis and TS/PP-Draft time-space diagrams shall be submitted to the Collier County Traffic Operations as Draft Timing Plans for review and approvaL Deliverable 5: Svnchro and TS/PPD Runs The CONSULTANT shall submit the draft and final SYNCHRO and TSPPD runs electronically. The CONSULTANT shall also provide three (3) paper copies of the final TSPPD runs for each of the timing patterns. 5. Collier County Traffic Operations responsibility durino this task Collier County Traffic Operations shall provide prompt review and approval of analyses. Task 6: Development of Controller Timings The CONSULTANT shall develop and furnish three (3) paper copies of the final controller timings for all of the intersections listed in the authorization. The CONSULTANT shall also submit this information electronically. Amber and pedestrian clearance intervals shall be derived by use of the ITE methodology. Timing parameters shall be developed per phase for actuated signals as follows: Minimum Green (Initial) Extension Interval Max I Yellow Clearance (not less than 3.0 seconds) Red Clearance Pedestrian Walk (if applicable) Pedestrian Clearance (if appiicable) Time of Day pattern Splits Offsets (referenced to beginning of first coordinated phase green) Cycle Lengths Deliverable 6: Coordination Settings and Controller Timings Agenda Item No. 16B6 April 13, 2010 Page 13 of 19 The CONSULTANT shall submit coordination settings that can be implemented on Collier County's existing signal system. The CONSULTANT shall also submit controller timings that can be implemented on the existing signal system. Three (3) paper copies of controller timings, signed and sealed by a Professional Engineer, shall be furnished on a timing sheet approved by Collier County Traffic Operations. An electronic submittal of this deliverable is also required. 6. Collier County Traffic Operations responsibility durinq this task Collier County Traffic Operations shall provide prompt review and approval of the recommended coordination settings and timings, and implement and fine-tune them in the field. Agenda Item No. 16B6 April 13, 2010 Page 14 of 19 SCHEDULE B BASIS OF COMPENSATION LUMP SUM 1. MONTHLY STATUS REPORTS B.1.1 As a condition precedent to payment, CONSULTANT shall submit to OWNER as part of its monthly invoice a progress report reflecting the Project design and construction status, in terms of the total work effort estimated to be required for the completion of the Basic Services and any then-authorized Additional Services, as of the last day of the subject monthly billing cycle. Among other things, the report shall show all Service items and the percentage complete of each item. B 1.1.1 All monthly status reports and invoices shall be mailed to the attention of All monthly status reports and invoices shall be mailed to the attention of: Randy Ensell, Traffic Operations, 2885 Horseshoe Drive South, Naples, FL 34104 2. COMPENSATION TO CONSULTANT B.2.1. For the Basic Services provided for in this Agreement, OWNER agrees to make the lump sum payments to CONSULTANT in accordance with the terms stated below. Payments will be made in accordance with the following Schedule; however, the payment of any particular line item noted below shall not be due until all services associated with any such line item have been completed to OWNER'S reasonable satisfaction. TASKS LUMP SUM FEE FOR: FEE PAYMENT SCHEDULE 1. Approach Counts - fourteen (7) $ 7,238.63 Monthly Based Upon Percent Days Complete 2. Turning Movement Counts - $ 118.079.70 Monthly Based Upon Percent Three (3) Days Complete 3 Field Inventory $ 8,754.08 Monthly Based Upon Percent Complete 4. Intersection Analysis $ 14,748.40 Monthly Based Upon Percent Cornplete 5. Arterial Analysis $ 10,037.76 Monthly Based Upon Percent Complete 6. Controller Timings $ 8,108.24 Monthly Based Upon Percent Complete TOTAL FEE (Total Items 1-6) $166966.81 Agenda Item No. 16B6 April 13, 2010 Page 15 of 19 B.2.2. The fees noted in Section 2.1. shall constitute the lump sum amount of One Hundred Sixty Six Thousand Nine Hundred Sixty Six Dollars and Eighty One Cents ($166.966.81) to be paid to the CONSULTANT for Tasks 1 through 6 for Basic Services. B.2.3. For Additional Services provided pursuant to Article 2 of the Agreement, if any, OWNER agrees to pay CONSULTANT a negotiated total fee and Reimbursable Expenses based on the services to be provided and as set forth in the Amendment authorizing such Additional Services. The negotiated fee shall be based upon the rates specified in Attachment 1 to this Schedule B and all Reimbursable Expenses shall comply with the provision of Section 3.4.1 below. There shall be no overtime pay on Additional Services without OWNER'S prior written approval. B.2.4. The compensation provided for under Sections 2.1 of this Schedule B, shall be the total and complete amount payable to CONSUL T ANT for the Basic Services to be performed under the provisions of this Agreement, and shall include the cost of all materials, equipment, supplies and out-of-pocket expenses incurred in the performance of all such services. B.2.5 Notwithstanding anything in the Agreement to the contrary, CONSULTANT acknowledges and agrees that in the event of a dispute concerning payments for Services performed under this Agreement, CONSULTANT shall continue to perform the Services required of it under this Agreement, as directed by OWNER, pending resolution of the dispute provided that OWNER continues to pay to CONSULTANT all amounts that OWNER does not dispute are due and payable. 3. SCHEDULE OF PAYMENTS: B.3.1. CONSULTANT shall submit, with each of the monthly status reports provided for under Section 1.1 of this Schedule B, an invoice for fees earned in the performance of Basic Services and Additional Services during the subject billing month. Notwithstanding anything herein to the contrary, the CONSULTANT shall submit no more than one invoice per month for all fees earned that month for both Basic Services and Additional Services. Invoices shall be reasonably substantiated, identify the services rendered and must be submitted in triplicate in a form and manner required by Owner. Additionally, the number of the purchase order granting approval for such services shall appear on all invoices. B.3.2. Invoices not properly prepared (mathematical errors, billing not reflecting actual work done, no signature, etc.) shall be returned to CONSULTANT for correction. Invoices shall be submitted on CONSULTANT'S letterhead and must include the Purchase Order Number and Project name and shall not be submitted more than one time monthly. Agenda Item No. 16B6 April 13, 2010 Page 16 of 19 B.3.3 Payments for Additional Services of CONSULTANT as defined in Article 2 hereinabove and for reimbursable expenses will be made monthly upon presentation of a detailed invoice with supporting documentation. B.3.4 Unless specific rates have been established in Attachment 1, attached to this Schedule B, CONSULTANT agrees that, with respect to any subconsultant or subcontractor to be utilized by CONSULTANT for Additional Services, CONSULTANT shall be limited to a maximum markup of 5% on the fees and expenses associated with such subconsultants and subcontractors. B.3.4.1 Reimbursable Expenses associated with Additional Services must comply with section 112.061, Fla. Stat., or as set forth in the Agreement, be charged without mark-up by the CONSULTANT, and shall consist only of the following items: B.3.4.1.1. Cost for reproducing documents that exceed the number of documents described in this Agreement and postage and handling of Drawings and Specifications. B.3.4.1.2. Travel expenses reasonably and necessarily incurred with respect to Project related trips, to the extent such trips are approved by OWNER. Such expenses, if approved by OWNER, may include coach airfare, standard accommodations and meals, all in accordance with section 112.061, F.S. Further, such expenses, if approved by OWNER, may include mileage for trips that are from/to destinations outside of Collier or Lee Counties. Such trips within Collier and Lee Counties are expressly excluded. B.3.4.1.3. Permit Fees required by the Project. B.3.4.1.4 Expense of overtime work requiring higher than regular rates approved in advance and in writing by OWNER. B.3.4.1.5 Expense of models for the County's use. B.3.4.1.6 Other items on request and approved in writing by the OWNER. B.3.4.2 Should a conflict exist between the dollar amounts set forth in Section 112.061, F.S., and the Agreement, the terms of the Agreement shall prevail. Agenda Item No. 1686 April 13, 2010 Page 17 of 19 SCHEDULE B RATE SCHEDULE BASIS OF COMPENSATION Principal - Project Manager $180.00/hr Traffic Operations Engineer $100.19/hr Traffic Operations Supervisor $118.83/hr Traffic Engineer $78.75/hr Data Collection Manager $72.12/hr Data Collection Specialist $64.89/hr Field Technician $47.32/hr Clerical $52.42/hr Agenda Item No. 16B6 April 13, 2010 Page 18 of 19 SCHEDULE C PROJECT MILESTONE SCHEDULE Schedule is based on number of days from issuance of NTP (assuming March 1, 2010 NTP) Task 1: Approach Counts - fourteen is the 2010) 90 days (completed in May Number of count locations Task 2: Turning Movement Counts - three (3) Days 120 days (conducted in May 2010) (three days includes one week day, one Saturday and one Sunday Task 3: Field Inventory 120 days Task 4: Intersection Analysis 120 days Task 5: Arterial Analysis 150 days 180 days Task 6: Controller Timings Agenda Item No. 16B6 April 13, 2010 Page 19 of 19