HONORABLE MAYOR AND CITY COUNCIL
02-094-04
Subject: First Amendment to the Agreement for the San Jose Signal Retiming ProjectExpansion of Proactive Signal Retiming Project
Page 1
To:HONORABLE MAYOR ANDFrom:James R. Helmer
CITY COUNCIL
Subject:FIRST AMENDMENT TO THE AGREEMENT FOR CONSULTANT
SERVICES FOR THE EXPANSION OF PROACTIVEDate: 02-094-2004
SIGNAL RETIMING PROJECT
Date: 02-4-2004
Approved Date
Approved: Date:
COUNCIL DISTRICTCOUNCIL DISTRICT: Citywide1-6, 8, 10
SNI AREAREA: Citywide13th Street, East Valley-680 and University
RECOMMENDATION
Approve the First Amendment to the Agreement for Consultant Services Between the City of San José and Kimley-Horn and Associates, to amend the scope of services for the implementation of the Proactive Signal Retiming Project, increase the maximum compensation by $205,000, from $500,000 to $705,000, and extend the term of the agreement by 18 months two years to September 30, 2005.
BACKGROUND
The Department of Transportation (DOT) actively pursues grant funds for projects that support the goals of the Transportation City Service Area. On September 27, 2001, the City was awardedpproved for a $500,000 Congestion Management and Air Quality (CMAQ) and Statewide Transportation Improvement Projects (STIP) Program grant funds to retime 223 signals along key arterials throughout the City and adjacent jurisdictions. On December 11, 2001, the City Council adopted Resolution No. 70751 authorizing the City Manager to negotiate and execute an agreement with Kimley-Horn and Associates (KHA) for consultant services to provide for the development and implementation of new signal coordination timing. This project was On December 11, 2001, the City Council adopted Resolution No. 70751 authorizing the City Manager to negotiate and execute an agreement with Kimley-Horn and Associates for consultant services to retime traffic signals along key arterials throughout the Silicon Valley, in the amount not to exceed $500,000. Subsequently, this Agreement with Kimley-Horn and Associates was executed on February 8, 2002, and completed on September 1, 2003. The cost of the contract was funded by Congestion Mitigation & Air Quality (CMAQ) and State Transportation Improvement Project (STIP) funds, and allowed for the retiming of 223 signals across the cities of San José, Milpitas, Santa Clara, Campbell, the County of Santa Clara, and within the State’s jurisdiction. The project reduced average travel delay by 32%, reduced vehicle stops by 30%, saved $1,000,000 in fuel per year, for two years, and reduced auto emission pollutants by 100,000 pounds.
On October 30, 2003, the Valley Transportation Authority (VTA) approved a $283,000 Transportation Fund for Clean Air (TFCA) grant for the San Jose Signal Retiming Project to retime an additional 84 signals. To further the City’s efforts to improve traffic flow on other major arterial roadways, the Transportation Fund for Clean Air (TFCA) grant was pursued from the Valley Transportation Authority (VTA). The City was approved for a $283,000 grant to retime an additional 87 signals. On January 20, 2004, the City Council adopted a rResolution No. 71926 authorizing the City Manager to negotiate and execute a funding agreement with the Valley Transportation AuthorityVTA for this project.
Implementation of this project involves analysis of existing traffic conditions and retiming of traffic signals at 84 intersections along 10 arterial corridors. Attachment 1 shows these corridors.identifies the corridors approved in the grant. This report recommends amendment to describes the need to amend the scope of services and fees toof the KHA contract to complete this project and increase the compensation amount in order to retime the additional signals.
ANALYSIS
In September 2001, the City was awarded $500,000 in Congestion Management and Air Quality (CMAQ) and Statewide Transportation Improvement Projects (STIP) Program grant funds to retime 223 signals along key arterials throughout the City and adjacent jurisdictions. The DOT, with assistance from the city-hired consultant KHA, completed this project in September 2003.
InFebruary August 20021, a multiple agency committee interviewed three consultant firms whichfirms that responded to the City’s request for proposal to provide consultant services necessary to retime the 223 signals funded by the CMAQ/STIP funds. The Committee selected KHAimley-Horn and Associates based upon their experience and expertise. The project resulted in a reduction of 32 percent% in average travel delay and a reduction of 30 percent% in vehicle stops. Based on these findings, fuel saving of $1M per year, and auto emission pollution reduction of 100,000 pounds are expected overfor the next two years.
Through implementation of the above phrough the Proactive Signal RetTiming Project, KHAthey demonstrated above standard cost-effectiveness, timely delivery, and technical expertise in delivering the signal-timing projects. were selected to provide consultant services necessary to retime the initial 223 signals. Due to limited staff resources and the technical requirements of the design, staff recommends that KHAimley-Horn and Associate’s’ contract be extended to assist staff in developing and implementing the San Jose Signal Retiming Project, providing new signal coordination timing for an retiming of the additional 847 signals along 10 arterial corridors within the City. See Attachment 1 for a preliminary list of corridors. . Through the Proactive Signal Timing Project, they demonstrated above standard cost-effectiveness, timely delivery, and technical expertise in delivering signal-timing projects.
The goals of this project are to reduce recurring day-to-day, stop and go congestion during peak hours and to promote safety through improved traffic flow along the re-timed corridors. Based on the positive results of the recently implemented Proactive Signal Timing project, a 16% travel time savings and a fuel savings of $1M per year is expected. An after study conducted for this project indicated 32% an average travel reduction in average travel delaytime saving of 16% and 30% reduction in vehicle stops. Based on these findings, and a fuel saving of $1M per year, and auto emission pollution reduction of 100,000 pounds are expected for the next two years. We anticipate achieving similar travel time saving results with the San José Signal Re-timing project.
This amendment will provide for the development and implementation of coordination signal timing plans for an additional 87 signals in San José, which will bring the project total to 310 signals/intersections. Based on the past signal retiming projects, the project is expected to reduce travel delay from 10 to 30%, travel time by 5 – 15%, and reduce emissions thereby improving regional air quality.
Authorization is requested for the City Manager to negotiate and execute an amendment of $205,000 to the agreement for consultant services with Kimley-Horn and Associates for anadditional $205,000, the implementation of the San José Signal Retiming Project for a total amount not to exceed $705,000. Due to the scale of this project, timing signal-timing improvements will occur in two phases and will be completedimplemented by September 2005. The project will be implemented in two phases and is scheduled to be completed by June 2005.
PUBLIC OUTREACH
Although specific outreach efforts were not taken, project intersections selected for retiming were based uponstaff analysis of existing conditions and documentedrequests made by City residents, and commuters, and staff analysis of existing conditions..
COORDINATION
Preparation of this memorandum amendment to the agreement has been coordinated with the Department of Planning, Building , and Code Enforcement, the City Manager’s Budget Office, and the City Attorney’s Office.
COST IMPLICATIONS
The project funding and approach are consistent with the General Principles of the Mayor’s Budget Strategy. An outside funding source was secured to perform a service that has neutral or beneficial impacts on the General Fund. Synchronization of signals improves traffic flow and enhances safety, minimizing citizen complaints, thereby allowing staff to perform other general funded activities. A portion of the reimbursable fund is being reserved for in-house staff to perform project development, management, signal timing development, implementation, evaluation and training.
The project is funded by a grant from the Transportation Fund for Clean Air (TFCA) Program Manager Fund with a City match in the Traffic Capital Improvement Program (CIP). The total estimated cost of the project is $354,000, of which up to $283,000 will be reimbursed by the TFCA grant. The remaining $71,000 represents the local match requirement that will be funded by the City of San José in the Traffic CIP. The 2003-2004 Capital Budget includes an appropriation of $230,000, and estimated earned revenues of $56,000. The remaining project expenditures of $124,000 and revenues from grant reimbursements of $227,000 will be recommended as part of the Proposed 2005-2009 Traffic CIP for inclusion in the 2004-2005 Adopted Proposed Capital Budget.
- COST OF RECOMMENDATION: $205,000
- COST OF PROJECT:
Proposed Consultant Services$205,000
In-house Development and Management and Implementation Cost$149,000
TOTAL$354,000
- SOURCE OF FUNDING: 429 – Building and Structure Construction Tax Fund
- ESTIMATED START DATE: March 2004
- ESTIMATED COMPLETION DATE: SeptemberJune 2005
BUDGET REFERENCE
Fund# / Appn.
# / Appn. Name / RC # / Total
Appn. / Amt. For Contract / Adopted Budget Page / Last Budget Action
(Date, Ord. No.)
429 / 4839 / ITS: San José Signal Retiming / 130720 / $230,000 / $205,000 / Approp. Ordinance, Section 6.05 / 10/14/2003,
No. 26997
CEQA
CEQA: Exempt, PP04-01-016
James R. Helmer
Director of Transportation, Director
HONORABLE MAYOR AND CITY COUNCIL
02-094-04
Subject: First Amendment to the Agreement for the San Jose Signal Retiming ProjectExpansion of Proactive Signal Retiming Project
Page 1
ATTACHEMENT 1
Preliminary San José Retiming Locations
Council District / Proposed CorridorsSignal Systems / SNI1, 6 / Moorpark Avenue (Cypress Avenue to Thornton Way) / None
2, 10 / Snell Avenue (Gold Run Way to Giuffrida Avenue) / None
2 / Cottle Road (Concord Drive to West Valley (85) Freeway / None
2 / Santa Teresa Boulevard (Encinal Drive to Avenida Espana) / None
2 / Bernal Road (South Valley (101) Freeway to Santa Teresa Boulevard / None
3 / Eleventh Street (Reed Street to San Fernando Street) / University
3 / Tenth Street (San Fernando Street to Reed Street) / University
3, 4 / Berryessa Road West (Mabury Road to Jackson Avenue) / Thirteenth Street
4 / Berryessa Road East (Capitol Avenue to Summerdale Drive) / None
4 / Zanker Road (River oaks Parkway to Trimble Road) / None
4 / Brokaw Road-Murphy Avenue-Hostetter Road (from Zanker Road to Four Oaks Road / None
5, 8 / White Road (East Hills Drive to Lake Cunningham Driveway) / East Valley-680 Communities
Department of Transportation