Staff Report
PREPARED BY: YING SMITH
Transportation and Mobility Manager
Reviewed by: Town Manager, Assistant Town Manager, Finance Director, Town Attorney, Parks and
Public Works Director, and Assistant Parks and Public Works Director/Town Engineer
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE 04/03/2018
ITEM NO: 05
DATE: MARCH 29, 2018
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: PROJECT 813-0227 TRAFFIC SIGNAL MODERNIZATION PROJECT
A. APPROVE REVENUE AND EXPENDITURE BUDGET ADJUSTMENTS IN THE
AMOUNT OF $700,000 TO RECOGNIZE RECEIPT OF AND TO USE A
METROPOLITAN TRANSPORTATION COMMISSION INNOVATIVE
DEPLOYMENTS TO ENHANCE ARTERIALS GRANT.
B. AUTHORIZE THE TOWN MANAGER TO AWARD AN AGREEMENT FOR
CONSULTANT SERVICES FOR THE PROJECT MANAGEMENT FUNCTION
OF THE TRAFFIC SIGNAL MODERNIZATION PROJECT IN AN AMOUNT
NOT TO EXCEED $125,000.
C. AUTHORIZE THE TOWN MANAGER TO EXECUTE ALL FUTURE GRANT
DOCUMENTS AND AGREEMENTS WITH THE METROPOLITAN
TRANSPORTATION COMMISSION.
RECOMMENDATION:
Staff recommends that the Town Council:
1. Approve revenue and expenditure budget adjustments in the amount of $700,000 to
recognize receipt of and to use a Metropolitan Transportation Commission (MTC)
Innovative Deployments to Enhance Arterials (IDEA) Grant.
2. Authorize the Town Manager to award an agreement for consultant services for the project
management function of the Traffic Signal Modernization Project in an amount not to
exceed $125,000.
3. Authorize the Town Manager to execute all future grant documents and agreements with
the Metropolitan Transportation Commission.
PAGE 2 OF 4
SUBJECT: PROJECT 813-0227 TRAFFIC SIGNAL MODERNIZATION PROJECT
MARCH 29, 2018
S:\COUNCIL REPORTS\2018\04-03-18\05 Smart Signals\Authorization for Los Gatos Smart Signal Project Management V5. MM.docx
3/29/2018 6:06 PM MM
BACKGROUND:
The programming for Traffic Signal Modernization (Project 813-0227) is included within the
Fiscal Year 2017/18 Capital Improvement Program budget in the amount of $1.65 M. This
currently includes $1.1 M in Council approved Traffic Mitigation Funds (TMF) and $500,000
from Vehicle Registration Funds (VRF) awarded by the Santa Clara Valley Transportation
Authority (VTA).
At the November 7, 2017 Council meeting, the Town Council authorized the Town Manager to
submit an application to the MTC IDEA grant program for a “Smart Signal” project to help fund
an additional phase of traffic signal modernization as well as new signal technology. MTC staff
noted that the Town’s grant application was awarded the $700,000 grant because of the
innovative scope of the proposal. Staff is requesting a budget adjustment to recognize this
additional project revenue. The addition of this grant with the previously identified funding
provides a new Traffic Signal Modernization project budget of $2.35 M programmed across the
next three years of the adopted CIP.
DISCUSSION:
MTC IDEA Grant Project Scope
The proposed scope of the project includes individual project elements to comply with MTC
requirements for tracking the use of the funds. For this reason, project components are
identified as Projects 0, 1, and 2.
Project 0- Upgrade signal controllers at all 30 Town intersections. Upgrade camera detection,
furnish and install the Central Signal System software upgrade, and contract for a three-year
service and maintenance package.
Project 1- Deploy a Smart Signal system with Automated Traffic Signal Performance Measures
and adaptive signal control technology. This includes upgrades at 13 intersections along Los
Gatos Boulevard to allow for high resolution cameras to detect vehicle, bicyclis t, and pedestrian
movements, Big Data processing, cloud hosting, wireless broadband connections, and other
supporting features.
Project 2- Pilot a deployment of smart phone‐initiated bicyclist signal detection and
prioritization on Los Gatos Boulevard. Project 2 will be developed in collaboration with a
vendor that will be selected by the Town. This new smart phone application will provide
cutting edge bicycle detection technology and is the innovative part of the application that led
to a successful application.
PAGE 3 OF 4
SUBJECT: PROJECT 813-0227 TRAFFIC SIGNAL MODERNIZATION PROJECT
MARCH 29, 2018
S:\COUNCIL REPORTS\2018\04-03-18\05 Smart Signals\Authorization for Los Gatos Smart Signal Project Management V5. MM.docx
3/29/2018 6:06 PM MM
DISCUSSION (cont’d):
Project Management
The overall project has a large and complex scope, involving several technology solutions and
multiple vendors. In order to successfully deliver this large-scale project, meet the Town’s
expectations, and comply with federal requirements, staff is recommending retaining a
consultant with extensive experience in signal systems and advanced technologies to function
as the Project Manager (PM). The PM would act on behalf of Town staff and assume a ful l
project management role with the associated responsibilities. All decisions associated with the
project components would be made by the Director of Parks and Public Works based on the
recommendations from the PM. Certain items will require Council approval such as the award
of contracts exceeding the Manager’s authority of $50,000. The PM’s expertise is valuable in
the evaluation of the system and its equipment, determining an appropriate design consultant,
conducting the design review, and identifying potential vendors. The PM would also oversee
the project’s construction through the final implementation of a functioning system within the
project schedule. The PM will participate in all communications with the MTC, its technical
consultants, and the Town’s consultants; keep staff apprised of all communications; and obtain
approval from the PPW Director on final decisions.
Typically project management accounts for 10% to 15% of the overall project budget and this
project budget includes the PM task. Staff is recommending approval to award a consultant
agreement for $125,000 (5% of project cost) at this time to address the project management
needs through the development of the project plans. Staff anticipates additional project
delivery service needs and costs during project implementation and commissioning and will
address those needs later in the project schedule through a separate Council action as
necessary.
The PM will be selected from one of the four consultants on the Town’s On-Call Traffic
Engineering Consulting list that was developed previously through a Request for Proposals
(RFP). A new RFP will be developed and advertised for the design development of this project
that meets the federal grant funding requirements. Staff will return to Council for the approval
of the consultant design award and the final PM work to cover the construction of the project.
CONCLUSION AND NEXT STEPS:
The acceptance of the grant award and the other actions described in this report will advance
the Town’s Smart Signal project. If the Council approves the staff recommendation, next steps
include the Town Manager selecting a consultant to serve as Project Manager to oversee the
Traffic Signal Modernization Project through design.
PAGE 4 OF 4
SUBJECT: PROJECT 813-0227 TRAFFIC SIGNAL MODERNIZATION PROJECT
MARCH 29, 2018
S:\COUNCIL REPORTS\2018\04-03-18\05 Smart Signals\Authorization for Los Gatos Smart Signal Project Management V5. MM.docx
3/29/2018 6:06 PM MM
FISCAL IMPACT:
The fiscal table below reflects FY 2017/18 funding. The balance of the project funding is
programmed in the budget for FY 2018/19 – FY 2020/21 to align with the project delivery
schedule, for a total project cost of $2.35M.
Traffic Signal Modernization
Project 813-0227
Source 2017/18 Budget 2017/18 Costs
Traffic Mitigation Fund $ 177,869
Grant Fund (Original Award) $ 325,000
Additional Grant Award $ 700,000
2017/18 Project Budget $ 1,202,869
Prior Year Expenditures $ 3,375
2017/18 Expenditures + Commitments $ 16,875
PM Consultant as Proposed $ 125,000
Total Project Expenditures $ 145,250
Remaining Balance $ 1,057,619
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under the California Environmental Quality Act (CEQA), categorically
exempt pursuant to the adopted Guidelines for the Implementation of CEQA, Section 15301:
Existing Facilities. A Notice of Exemption will be filed.