04 Staff Report - Smart Signals Iteris contract
PREPARED BY: YING SMITH
Transportation and Mobility Manager
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 ● 406-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 5/19/2020
ITEM NO: 4
DATE: May 11, 2020
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Negotiate and Execute an Agreement for
Consultant Services with Iteris, Inc. in an Amount Not to Exceed $135,390 for
Design for Field Improvements for the Los Gatos Smart Signals Project
(Project #813-0227 Traffic Signal Modernization)
RECOMMENDATION:
Authorize the Town Manager to negotiate and execute an agreement for consultant services
with Iteris, Inc. in an amount not to exceed $135,390 for Design for Field Improvements for the
Los Gatos Smart Signals Project (Project #813-0227 Traffic Signal Modernization).
BACKGROUND:
Town staff began the Los Gatos Smart Signals Project in 2018, which will upgrade a total of 31
traffic signals owned by the Town and enhance the system with state-of-the-art technologies.
The project is funded by the Town’s Traffic Mitigation Fee program and three grants from the
Santa Clara Valley Transportation Authority (VTA) and the Metropolitan Transportation
Commission (MTC), for a total cost of approximately $2.9 million.
At its December 19, 2019 meeting, the Town Council authorized the Town Manager to proceed
with a multi-step procurement process. Subsequently, staff issued two Requests for Proposals
(RFPs), one for Adaptive Signal Control and Advanced Traffic Management Systems (ATCS-
ATMS) and the other for the design for the field improvements. This Council item addresses the
field design contract. The ATCS-ATMS contract will be presented for the Town Council’s
consideration at a later date.
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SUBJECT: Authorize the Town Manager to Negotiate and Execute an Agreement for
Consultant Services with Iteris, Inc. in an Amount Not to Exceed $135,390 for
Design for Field Improvements for the Los Gatos Smart Signals Project (Project
#813-0227 Traffic Signal Modernization)
DATE: May 11, 2020
DISCUSSION :
The Town released the RFP on February 3, 2020 and closed it on March 6, 2020. The RFP was
posted on the Town’s website and sent to potential consultants. The successful consultant is
required to provide all design services, including: project management, preliminary
engineering, utility coordination, right-of-way work and final design and development of all
contract documents for the field improvements for the Los Gatos Smart Signals ATCS-ATMS
project. A total of four proposals were received from qualified consulting teams. Town staff
requested additional information from the top two consultant teams and selected Iteris, Inc. as
the most qualified firm.
The entire Smart Signals procurement process is illustrated in Table 1 with details of the
individual project elements and actions. This contract will fulfill Step 4 of the process. Staff is
currently in negotiation with the selected vendor for the ATCS-ATMS contract, which will fulfill
Step 1. For projects with federal funding, additional time is typically needed to comply with
federal contracting requirements.
Table 1 - Los Gatos Smart Signals Project Procurement Approach and Steps
Step Scope & Project Element Cost
Estimate Fund Source Procurement
1 Adaptive Signal Control and Advanced
Traffic Management Systems (ATCS-ATMS) $491,777 Local and
Federal RFP
2 Signal Controller Upgrade $163,680 Non-Federal Sole Source
3 Automated Traffic Signal Performance
Measures Virtual Bike Detection $537,804 Federal RFP
4 Design of field elements $161,586 Non-Federal RFP
5 Construction of field elements $449,064 Federal Bid
Total for Procurement $1,803,911
Note: Cost estimates are preliminary and do not include contractual project
management costs.
CONCLUSION:
Authorize the Town Manager to execute the Consultant Services Agreement which will allow
the design for the field improvements to move forward and support other elements of the Los
Gatos Smart Signals Project.
PAGE 3 OF 3
SUBJECT: Authorize the Town Manager to Negotiate and Execute an Agreement for
Consultant Services with Iteris, Inc. in an Amount Not to Exceed $135,390 for
Design for Field Improvements for the Los Gatos Smart Signals Project (Project
#813-0227 Traffic Signal Modernization)
DATE: May 11, 2020
COORDINATION:
This report was coordinated with MTC staff, the Town Attorney, and the Finance Department.
FISCAL IMPACT:
Project #813-0227 Traffic Signal Modernization in the Capital Improvement Program Budget
(Fiscal Year 2019/20 – 2023/24) has sufficient funds for the contract.
Traffic Signal Modernization
Project 813-0227
Budget Costs
Grant Fund $1,826,400
Traffic Mitigation $688,262
Total Project Budget $2,514,662
Prior Year Expenditures $63,975
Expended/Encumbered FY 19/20 $118,007
Design of Field Elements (Iteris) $135,390
Staff Costs $98,783
Total Project Costs $416,155
Available Balance $2,098,507
ENVIRONMENTAL ASSESSMENT:
This action is not a project as defined under CEQA. The Traffic Signal Modernization (Smart
Signals) project is a project as defined under the California Environmental Quality Act (CEQA)
and is Categorically Exempt under Section 15301: Existing Facilities. A Notice of Exemption will
be filed.
ATTACHMENT:
1. Draft Agreement with Iteris, Inc.