StaffReport.WTrans-2ndContractAmendment LRP
PREPARED BY: Mike Vroman
Senior Traffic Engineer
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 06/20/2023 ITEM NO: 9
DATE: June 2, 2023
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute a Second Amendment to the
Agreement with Whitlock & Weinberger Transportation, Inc. dba W-Trans,
Modifying the Scope of Service, Extending the Term, and Increasing the Total
Compensation by $50,000 for a Total Contract Amount not to Exceed
$250,000 for Consultant Services for the Project Management Function of the
Traffic Signal Modernization Project (Project 813-0227)
RECOMMENDATION:
Authorize the Town Manager to execute a Second Amendment (Attachment 1) to the
Agreement with Whitlock & Weinberger Transportation, Inc. dba W-Trans, modifying the scope
of service, extending the term, and increasing the total compensation by $50,000 for a total
contract amount not to exceed $250,000 for consultant services for the project management
function of the Traffic Signal Modernization Project (Project 813-0227).
BACKGROUND:
Town staff began the Traffic Signal Modernization Project (Project 813-0227) in 2018, also
referred to as the Smart Signals Project, to upgrade the Town owned and operated traffic
signals (31 in total) and enhance the signal systems with state-of-the-art adaptive technologies.
The project is funded by the Town’s Traffic Mitigation Funds (TMF), two Vehicle Registration
Fee (VRF) grants from the Santa Clara Valley Transportation Authority (VTA) and the Innovative
Deployments to Enhance Arterials (IDEA) grant from the Metropolitan Transportation
Commission (MTC). This project is included in the Fiscal Year 2023/24 – 2027/28 Capital
Improvement Program.
PAGE 2 OF 4 SUBJECT: Traffic Signal Modernization Project Management Contract Second Amendment DATE: June 2, 2023
BACKGROUND (continued):
The goals of the Smart Signals Project are to improve multimodal safety and traffic operations;
improve travel time for vehicles, bicycles, and pedestrians; improve the ability to plan for and
respond to variable traffic volumes and patterns; test new technologies for bicycle detection
and priorities; and help address traffic congestion issues on Los Gatos Boulevard.
At its April 3, 2018 meeting, the Town Council approved an agreement for consultant services
with W-Trans (Attachment 2) for project management in an amount not to exceed $125,000.
At that time, staff noted that additional costs may be incurred during project implementation
and commissioning and those would be addressed through separate Council actions as
necessary.
At its December 17, 2019 meeting, the Town Council was advised of a multi-step procurement
process for the project, with the total value of approximately $1.8 million. Council authorized
the Town Manager to issue procurement documents for the following:
1. Central System Adaptive Traffic Control System (ATCS)
2. Signal Controller Upgrades
3. Automated Traffic Signal Performance Measures (ATSPM)
4. Virtual Bike Detection/Bike Signal Priority (VBD/BSP)
5. Design of Field Elements and Construction of Field Elements
Staff issued two Requests for Proposals (RFPs): one for the Central Adaptive Traffic Signal
Control System and Advanced Traffic Management Systems (ATCS-ATMS), which included the
Signal Controller Upgrades, and the other for the design of the Smart Signals Field
Improvements. At the May 19, 2020 meeting, Council awarded the design contract for the
Smart Signals Field Improvements to Iteris, Inc. The ATCS-ATMS vendor contract was awarded
to Econolite Systems at the June 2, 2020 Town Council meeting.
At its August 18, 2020 meeting, the Town Council approved a first amendment to the
agreement for consultant services with W-Trans (Attachment 3) for the project management
function in an amount not to exceed $200,000.
The Town first released the RFP for ATSPM and VBD/BSP on September 8, 2020. The RFP was
posted on the Town’s website and sent to potential consultants. The RFP scope for the ATSPM
had to be reissued on November 9, 2020, due to proposers not being able to meet mandatory
system requirements. Requirements were modified to allow proposers to qualify. The
Automated Traffic Signal Performance Measures and Virtual Bike Detection/Bike Signal Priority
PAGE 3 OF 4 SUBJECT: Traffic Signal Modernization Project Management Contract Second Amendment DATE: June 2, 2023
BACKGROUND (continued):
Project vendor contract was awarded to Econolite Systems at the February 11, 2021 Town
Council meeting.
After a competitive bid process, on January 19, 2021, the Town Council authorized the Town
Manager was authorized to award and execute a construction agreement to construct the
Smart Signal Field Improvements designed by Iteris, Inc. in an amount not to exceed $750,000.
DISCUSSION:
The project management expertise from W-Trans has been highly valuable in the evaluation of
the traffic control system, consultant and vendor selection, design, equipment procurement,
and construction/installation phases. The proposed contract extension to June 30, 2024 and
expanded scope of work would allow W-Trans to prepare intersection detection diagrams for
the non-IDEA intersections, complete system performance testing, assist with calibration of the
bike detection application, including coordination efforts, and assist with providing remote
signal connections and other tasks, as needed, to ensure the overall project is delivered and
functioning to meet the Town’s expectations.
The additional compensation covers the term extension and the expanded scope of work as
noted above. All work, including coordination efforts with the schools and calibration of the
bike application is scheduled to be completed by June 30, 2024.
CONCLUSION:
Staff is recommending the Town Council authorize the Town Manager to execute a Second
Amendment to Consultant Services Agreement for the project management function of the
Traffic Signal Modernization Project.
COORDINATION:
This report was coordinated with the Town Attorney’s Office and the Finance Department.
FISCAL IMPACT:
There are sufficient funds in the FY 2022/23 – 2026/27 CIP budget for this year’s Street Repair
and Resurfacing Project (CIP No. 813-0227).
PAGE 4 OF 4 SUBJECT: Traffic Signal Modernization Project Management Contract Second Amendment DATE: June 2, 2023
FISCAL IMPACT (continued):
Staff costs are tracked for all projects. Tracking of staff costs allows for accountability in the
costs of projects, recovery of costs from grant funded projects, and identification of future
staffing needs. This project utilizes a combination of full-time budgeted staff and temporary
staff that support fluctuating workloads. The costs for temporary staff will be directly
associated with this project while full-time staff are accounted for in the department’s
operating budget.
ENVIRONMENTAL ASSESSMENT:
The recommended action is not a project defined under CEQA, and no further action is
required.
Attachments:
1. Second Amendment to Consultant Services Agreement
2. Agreement for Consultant Services with W-Trans for the project management function
3. First Amendment to Consultant Services Agreement
Budget Costs
Grant Funding 1,519,662$
Prior Project Expenditures w/Encumbrances 1,083,632$
Total Expenditures 1,083,632$
Remaining Grant Fund Budget 436,030$
Budget Costs
Traffic Mitigation Fund 1,103,289$
Prior Project Expenditures w/Encumbrances 949,124$
Consultant Services (Approved with this Staff Report)50,000$
Total Expenditures 999,124$
Remaining Traffic Mitigation Budget 104,165$
Total Project Balance 540,195$
Traffic Signal Modernization
CIP No. 813-0227