HomeMy WebLinkAbout2009-02-24 City Council Agenda Item No 8CITY OF
LAKE '(tLSIIYOKE
DREAM EXTREME.
REPORT TO CITY COUNCIL
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: ROBERT A. BRADY
CITY MANAGER
DATE: FEBRUARY 24, 2009
SUBJECT: CONTRACT AGREEMENT WITH HARTZOG AND CRABILL INC., TO
PROVIDE TRAFFIC OPERATIONS SERVICES FOR CITY TRAFFIC
SIGNALS.
Background
The Engineering Division is required to ensure that the City's traffic signals are
operating properly and efficiently. Currently, the City owns 36 traffic signals with an
additional 7 traffic signals that are co -owned with the City of Wildomar (County
maintained). There are 15 Caltrans traffic signals that the City could inherit with the
relinquishment of State Route 74. In order to maintain a high level of service in a most
economical way, engineering consultant Hartzog and Crabill, Inc. has been contracted
to provide traffic operations services to the City. The current agreement with this
Consultant has expired and staff is requesting approval of an updated agreement.
Discussion
To improve traffic flow, reduce automobile emissions, and improve air quality, the City's
traffic signals and signal interconnect systems need to operate effectively and
efficiently. Because of the specialized nature of the system and equipment, the
services of consultant technicians have been utilized to operate and maintain the City's
traffic signal programs. Hartzog and Crabill, Inc., has been the City's traffic operations
consultant for several years. The consultant monitors the City's traffic signal system and
provides field maintenance on an on -call basis. The current agreement needs to be
updated to meet recent changes to the City's standard agreement. The revised contract
agreement will include a "Time of Performance" section that specifies a 3 -year contract.
The City's Traffic Engineer administers the work and performance of this consultant to
ensure that the work is performed properly and cost effectively.
Agenda Item No. 8
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Professional Services Contract
February 24, 2009
Page 2
Fiscal Impact
Fiscal Impact is limited to the actual signal maintenance needs. Staff is budgeting
$30,000 for each of the three years based on past needs. This service is paid through
Fund 606.— AQMD with no impact to the General Fund.
Recommendation
Approve the revised Contract Agreement with Hartzog and Crabill, Inc., to provide traffic
operations services of City traffic signals.
Prepared by: Ed Basubas
Traffic Engineer
Ken A. Seumalo 0
Director of Public Works
Approved by: Robert A. Brady
City Manager
Attachment: Agreement
Exhibit A — Proposal /Scope of Services
Agenda Item No. 8
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AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement for Professional Services (the "Agreement "), dated for identification
purposes only as of , 2009, by and between the City of Lake Elsinore, a municipal
corporation ( "City ") and Hartzog & Crabill, Inc., ( "Consultant ").
RECITALS
A. Consultant is specially trained, experienced and competent to perform the special services
which will be required by this Agreement.
B. Consultant possesses the skill, experience, ability, background, certification and knowledge
to provide the services described in this Agreement on the terms and conditions described herein.
C. City desires to retain Consultant to render professional consulting services and related work
as set forth in this Agreement.
AGREEMENT
I. Scope of Services Consultant shall perform the services described on Exhibit A which is
attached hereto and incorporated herein by reference. Consultant shall provide said services at the
time, place, and in the manner specified in Exhibit A, subject to the direction of the City through its
staff that it may provide from time to time.
2. Time of Performance The services of Consultant are to commence upon execution of this
Agreement and shall continue for a period of three (3) years, subject to annual review by the City
Council.
3. Compensation Compensation to be paid to Consultant shall be in accordance with the
Schedule of Charges set forth in Exhibit A, which is attached hereto and incorporated herein by
reference. In no event shall Consultant's compensation exceed $30,000 without additional
authorization from the City Manager. Payment by City under this Agreement shall not be deemed a
waiver of defects, even if such defects were known to the City at the time of payment.
4. Method of Payment Consultant shall submit monthly billings to City describing the work
performed during the preceding month. Consultant's bills shall include a brief description of the
services performed, the date the services were performed, the number of hours spent and by whom,
and a description of any reimbursable expenditures. City shall pay Consultant no later than 30 days
after approval of the monthly invoice by City staff.
5. Extra Work At any time during the term of this Agreement, City requests that Consultant
perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to
be necessary for the proper completion of the Project, but which the parties did not reasonably
anticipate would be necessary at the execution of this Agreement. Consultant shall not perform, nor
be compensated for, Extra Work without written authorization from City. Extra work will be
invoiced separately from services performed in accordance with the Scope of Services.
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6. Termination This Agreement may be terminated by the City immediately for cause or by
either party without cause upon thirty (30) days' written notice of termination. Upon termination,
Consultant shall be entitled to compensation for services performed up to the effective date of
termination.
7. Ownership of Documents All plans, studies, documents and other writings prepared by and
for Consultant, its officers, employees and agents and subcontractors in the course of implementing
this Agreement, except working notepad internal documents, shall become the property of the City
upon payment to Consultant for such work, and the City shall have the sole right to use such
materials in its discretion without further compensation to Consultant or to any other party.
Consultant shall, at Consultant's expense, provide such reports, plans, studies, documents and other
writings to City upon written request. City acknowledges that any use of such materials in a manner
beyond the intended purpose as set forth herein shall be at the sole risk of the City. City further
agrees to defend, indemnify and hold harmless Consultant, its officers, officials, agents, employees
and volunteers from any claims, demands, actions, losses, damages, injuries, and liability, direct or
indirect (including any and all costs and expenses in connection therein), arising out of the City =s
use of such materials in a manner beyond the intended purpose as set forth herein.
a. Licensing of Intellectual Propert y . This Agreement creates a nonexclusive and
perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs,
and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and
other documents or works of authorship fixed in any tangible medium of expression, including but
not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes,
which are prepared or caused to be prepared by Consultant under this Agreement ( "Documents &
Data "). Consultant shall require that all subcontractors agree in writing that City is granted a
nonexclusive and perpetual license for any Documents & Data the subcontractor prepares under this
Agreement. Consultant represents and warrants that Consultant has the legal right to license any and
all Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were prepared by design professionals other than Consultant or provided
to Consultant by the City. City shall not be limited in any way in its use of the Documents & Data at
any time, provided that any such use not within the purposes intended by this Agreement shall be at
City's sole risk.
b. Confidentiality All ideas, memoranda, specifications, plans, procedures, drawings,
descriptions, computer program data, input record data, written information, and other Documents &
Data either created by or provided to Consultant in connection with the performance of this
Agreement shall be held confidential by Consultant. Such materials shall not, without the prior
written consent of City, be used by Consultant for any purposes other than the performance of the
services under this Agreement. Nor shall such materials be disclosed to any person or entity not
connected with the performance of the services under this Agreement. Nothing furnished to
Consultant which is otherwise known to Consultant or is generally known, or has become known, to
the related industry shall be deemed confidential. Consultant shall not use City's name or insignia,
photographs relating to project for which Consultant's services are rendered, or any publicity
pertaining to the Consultant's services under this Agreement in any magazine, trade paper,
newspaper, television or radio production or other similar medium without the prior written consent
of City.
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8. Consultant's Books and Records.
a. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers,
canceled checks, and other records or documents evidencing or relating to charges for services, or
expenditures and disbursements charged to City for a minimum period of three (3) years, or for any
longer period required by law, from the date of final payment to Consultant to this Agreement.
b. Consultant shall maintain all documents and records which demonstrate performance
under this Agreement for a minimum period of three (3) years, or for any longer period required by
law, from the date of termination or completion of this Agreement.
C. Any records or documents required to be maintained pursuant to this Agreement shall
be made available for inspection or audit, at any time during regular business hours, upon written
request by the City Manager, City Attorney, City Auditor or a designated representative of these
officers. Copies of such documents shall be provided to the City for inspection at City Hall when it is
practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be
available at Consultant's address indicated for receipt of notices in this Agreement.
d. Where City has reason to believe that such records or documents may be lost or
discarded due to dissolution, disbandment or termination of Consultant's business, City may, by
written request by any of the above -named officers, require that custody of the records be given to
the City and that the records and documents be maintained in City Hall. Access to such records and
documents shall be granted to any party authorized by Consultant, Consultant's representatives, or
Consultant's successor -in- interest.
9. Independent Contractor It is understood that Consultant, in the performance of the work and
services agreed to be performed, shall act as and be an independent contractor and shall not act as an
agent or employee of the City. Consultant shall obtain no rights to retirement benefits or other
benefits which accrue to City's employees, and Consultant hereby expressly waives any claim it may
have to any such rights.
10. Interests of Consultant Consultant (including principals, associates and professional
employees) covenants and represents that it does not now have any investment or interest in real
property and shall not acquire any interest, direct or indirect, in the area covered by this Agreement
or any other source of income, interest in real property or investment which would be affected in any
manner or degree by the performance of Consultant's services hereunder. Consultant further
covenants and represents that in the performance of its duties hereunder no person having any such
interest shall perform any services under this Agreement.
Consultant is not a designated employee within the meaning of the Political Reform Act
because Consultant:
a. will conduct research and arrive at conclusions with respect to his/her rendition of
information, advice, recommendation or counsel independent of the control and direction of the City
or of any City official, other than normal agreement monitoring; and
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b. possesses no authority with respect to any City decision beyond rendition of
information, advice, recommendation or counsel. (FPPC Reg. 18700(a)(2).)
11. Professional Ability of Consultant City has relied upon the professional training and ability
of Consultant to perform the services hereunder as a material inducement to enter into this
Agreement. Consultant shall therefore provide properly skilled professional and technical personnel
to perform all services under this Agreement. All work performed by Consultant under this
Agreement shall be in accordance with applicable legal requirements and shall meet the standard of
quality ordinarily to be expected of competent professionals in Consultant's field of expertise.
12. Compliance with Laws Consultant shall use the standard of care in its profession to comply
with all applicable federal, state and local laws, codes, ordinances and regulations.
13. Licenses Consultant represents and warrants to City that it has the licenses, pennits,
qualifications, insurance and approvals of whatsoever nature which are legally required of Consultant
to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole
cost and expense, keep in effect or obtain at all times during the term of this Agreement, any
licenses, permits, insurance and approvals which are legally required of Consultant to practice its
profession.
14. Indemnity Consultant agrees to defend, indemnify and hold harmless the City, its officers,
officials, agents, employees and volunteers from and against any and all claims, demands, actions,
losses, damages, injuries, and liability, direct or indirect (including any and all costs and expenses in
connection therein), arising out of the error, omission or negligent act of the Consultant or anyone
employed by the Consultant in the performance of this Agreement, except for any such claim arising
out of the sole negligence or willful misconduct of the City, its officers, agents, employees or
volunteers.
15. Insurance Requirements.
a. Insurance Consultant, at Consultant's own cost and expense, shall procure and
maintain, for the duration of the contract, the following insurance policies.
i. Workers' Compensation Coverage Consultant shall maintain Workers'
Compensation Insurance and Employer's Liability Insurance for his/her employees in
accordance with the laws of the State of California. In addition, Consultant shall
require each subcontractor to similarly maintain Workers' Compensation Insurance
and Employer's Liability Insurance in accordance with the laws of the State of
California for all of the subcontractor's employees. Any notice of cancellation or
non - renewal of all Workers' Compensation policies must be received by the City at
least thirty (30) days prior to such change. The insurer shall agree to waive all rights
of subrogation against City, its officers, agents, employees and volunteers for losses
arising from work performed by Consultant for City.
ii. General Liability Coverage Consultant shall maintain commercial general
liability insurance in an amount not less than one million dollars ($1,000,000) per
occurrence for bodily injury, personal injury and property damage. If a commercial
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general liability insurance form or other form with a general aggregate limit is used,
either the general aggregate limit shall apply separately to the work to be perfonned
under this Agreement or the general aggregate limit shall be at least twice the
required occurrence limit.
iii. Automobile Liability Coverage Consultant shall maintain automobile
liability insurance covering bodily injury and property damage for all activities of the
Consultant arising out of or in connection with the work to be performed under this
Agreement, including coverage for owned, hired and non -owned vehicles, in an
amount of not less than one million dollars ($1,000,000) combined single limit for
each occurrence.
iv. Professional Liability Coverage Consultant shall maintain professional
errors and omissions liability insurance for protection against claims alleging
negligent acts, errors or omissions which may arise from Consultant's operations
under this Agreement, whether such operations by the Consultant or by its
employees, subcontractors, or subconsultants. The amount of this insurance shall not
be less than two hundred and fifty thousand dollars ($250,000) on a claims -made
annual aggregate basis, or a combined single limit per occurrence basis.
b. Endorsements Each general liability and automobile liability insurance policy shall
be with insurers possessing a Best =s rating of no less than A: VII and shall be endorsed with
the following specific language:
i The City, its elected or appointed officers, officials, employees, agents and
volunteers are to be covered as additional insureds with respect to liability arising out
of work performed by or on behalf of the Consultant, including materials, parts or
equipment furnished in connection with such work or operations.
ii. This policy shall be considered primary insurance as respects the City, its
elected or appointed officers, officials, employees, agents and volunteers. Any
insurance maintained by the City, including any self - insured retention the City may
have, shall be considered excess insurance only and shall not contribute with it.
iii. This insurance shall act for each insured and additional insured as though a
separate policy had been written for each, except with respect to the limits of liability
of the insuring company.
iv. The insurer waives all rights of subrogation against the City, its elected or
appointed officers, officials, employees or agents.
V. Any failure to comply with reporting provisions of the policies shall not affect
coverage provided to the City, its elected or appointed officers, officials, employees,
agents, or volunteers.
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vi. The insurance provided by this Policy shall not be suspended, voided,
canceled, or reduced in coverage or in limits except after thirty (30) days written
notice has been received by the City.
C. Deductibles and Self- Insured Retentions Any deductibles or self - insured retentions
must be declared to and approved by the City. At the City's option, Consultant shall demonstrate
financial capability for payment of such deductibles or self - insured retentions.
d. Certificates of Insurance Consultant shall provide certificates of insurance with
original endorsements to City as evidence of the insurance coverage required herein. Certificates of
such insurance shall be filed with the City on or before commencement of performance of this
Agreement. Current certification of insurance shall be kept on file with the City at all times during
the term of this Agreement.
16. Notices Any notice required to be given under this Agreement shall be in writing and either
served personally or sent prepaid, first class mail. Any such notice shall be addressed to the other
party at the address set forth below. Notice shall be deemed communicated within 48 hours from the
time of mailing if mailed as provided in this section.
If to City: City of Lake Elsinore
Attn: City Manager
130 South Main Street
Lake Elsinore, CA 92530
If to Consultant: Hartzog & Crabill, Inc.
275 Centennial Way, Suite 208
Tustin, CA 92780
17. Entire Agreement This Agreement constitutes the complete and exclusive statement of
Agreement between the City and Consultant. All prior written and oral communications, including
correspondence, drafts, memoranda, and representations, are superseded in total by this Agreement.
18. Amendments This Agreement may be modified or amended only by a written document
executed by both Consultant and City and approved as to form by the City Attorney.
19. Assignment and Subcontracting The parties recognize that a substantial inducement to City
for entering into this Agreement is the professional reputation, experience and competence of
Consultant and the subcontractors listed in Exhibit A. Consultant shall be fully responsible to City
for all acts or omissions of any subcontractors. Assignments of any or all rights, duties or obligations
of the Consultant under this Agreement will be permitted only with the express consent of the City.
Consultant shall not subcontract any portion of the work to be performed under this Agreement
except as provided in Exhibit A without the written authorization of the City. If City consents to
such subcontract, Consultant shall be fully responsible to City for all acts or omissions of those
subcontractors. Nothing in this Agreement shall create any contractual relationship between City and
any subcontractor nor shall it create any obligation on the part of the City to pay or to see to the
payment of any monies due to any such subcontractor other than as otherwise is required by law.
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20. Waiver Waiver of a breach or default under this Agreement shall not constitute a continuing
waiver of a subsequent breach of the same or any other provision under this Agreement.
21. Severability If any term or portion of this Agreement is held to be invalid, illegal, or
otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this
Agreement shall continue in full force and effect.
22. Controlling Law Venue This Agreement and all matters relating to it shall be governed by
the laws of the State of California and any action brought relating to this Agreement shall be held
exclusively in a state court in the County of Riverside.
23. Litigation Expenses and Attorneys' Fees If either party to this Agreement commences any
legal action against the other party arising out of this Agreement, the prevailing party shall be
entitled to recover its reasonable litigation expenses, including court costs, expert witness fees,
discovery expenses, and attorneys' fees.
24. Mediation The parties agree to make a good faith attempt to resolve any disputes arising out
of this Agreement through mediation prior to commencing litigation. The parties shall mutually
agree upon the mediator and share the costs of mediation equally. It the parties are unable to agree
upon a mediator, the dispute shall be submitted to JAMS /ENDISPUTE ( "JAMS ") or its successor in
interest. JAMS shall provide the parties with the names of five qualified mediators. Each party shall
have the option to strike two of the five mediators selected by JAMS and thereafter the mediator
remaining shall hear the dispute. If the dispute remains unresolved after mediation, either party may
commence litigation.
25. Execution This Agreement may be executed in several counterparts, each of which shall
constitute one and the same instrument and shall become binding upon the parties when at least one
copy hereof shall have been signed by both parties hereto. In approving this Agreement, it shall not
be necessary to produce or account for more than one such counterpart.
26. Authority to Enter Agreement Consultant has all requisite power and authority to conduct its
business and to execute, deliver, and perform the Agreement. Each party warrants that the
individuals who have signed this Agreement have the legal power, right, and authority to make this
Agreement and to bind each respective party.
27. Prohibited Interests Consultant maintains and warrants that it has not employed nor retained
any company or person, other than a bona fide employee working solely for Consultant, to solicit or
secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any
company or person, other than a bona fide employee working solely for Consultant, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from
the award or making of this Agreement. For breach or violation of this warranty, City shall have the
right to rescind this Agreement without liability. For the term of this Agreement, no member, officer
or employee of City, during the term of his or her service with City, shall have any direct interest in
this Agreement, or obtain any present or anticipated material benefit arising therefrom.
28. Equal Opportunity Em llooyment Consultant represents that it is an equal opportunity
employer and it shall not discriminate against any subcontractor, employee or applicant for
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employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such
non - discrimination shall include, but not be limited to, all activities related to initial employment,
upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.
Consultant shall also comply with all relevant provisions of City's Minority Business Enterprise
program, Affirmative Action Plan or other related programs or guidelines currently in effect or
hereinafter enacted.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the dates set
forth below.
"CITY"
CITY OF LAKE ELSINORE,
a municipal corporation
Dated: 1 2009 By:
Robert Magee
Mayor
ATTEST:
Carol Cowley
Interim City Clerk
APPROVED AS TO FORM:
Van Blarcom, Leibold, McClendon & Mann, P.C.
Barbara Leibold
City Attorney
"CONSULTANT"
Dated: 1 2009 By:
Trammell Hartzog
H
Agenda Item No. 8
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EXHIBIT "A"
SCOPE OF SERVICES
Agenda Item No. 8
Page 11 of 26
EXHIBIT `B"
SCHEDULE OF CHARGES
Agenda Item No. 8
Page 12 of 26
EXHIBIT "C"
CERTIFICATE OF EXEMPTION FROM WORKERS= COMPENSATION INSURANCE
I hereby certify that in the performance of the work for which this Agreement is entered
into, I shall not employ any person in any manner so as to become subject to the Workers'
Compensation Laws of the State of California
Executed on this day of , 200_ at
California.
Consultant
Agenda Item No. 8
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EXHIBIT "D"
LIST OF SUBCONTRACTORS
[INSERT]
Agenda Item No. 8
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EXHIBIT A
G HARTZOG &
CRAB I LL, Inc.
Trammell Hartzog, President
Jerry Crabill, P.E., (Retired)
Gerald J. Stock, P.E., Executive
Vice - President
275 Centennial Way
Suite 208
Tustin, CA 92780
Phone: (714) 731 -9455
FAX: (714) 731 -9498
w .hartzog- crabill.com
February 11, 2009
Mr. Edgardo Basubas, P.E, T.E.
City Traffic Engineer
City of Lake Elsinore
130 South Main Street
Lake Elsinore, CA 92530
Subject: Proposal To Provide Traffic Signal Operations Services
Dear Mr. Basubas:
Hartzog & Crabill, Inc. (HCI) is pleased to submit this proposal to provide
professional traffic engineering services to the City of Lake Elsinore for
the continuous support and monitoring of various traffic signals and
maintenance of the traffic signal coordination systems. Our services
include all tasks necessary to continuously monitor, troubleshoot, and
efficiently report repairs on all traffic signals using the Aries /Econolite
controllers and Bi- Trans /Type 170 controllers in the City of Lake Elsinore.
We welcome this opportunity to continue a professional relationship with
yourself and the City of Lake Elsinore. As you may know, HCI has
successfully provided many of this same type of service to numerous
Southern California agencies. We have provided a table of our client cities
for which we have provided similar services for your review and
consideration. Several of these other cities have elected to retain our firm
for various "on -call' on -going signal operations and traffic engineering
services, which we believe is a good indicator of their satisfaction with our
work. We encourage the City of Lake Elsinore to contact our references
for further verification of our performance.
Mr. Trammell Hartzog, our company president, will serve as the Project
Manager for this project and will be the primary contact between HCI and the
City of Lake Elsinore.
On the following proposal pages you will find our Statement of
Qualifications, Experience and Background; Project Understanding; Project
Manager, Specific Traffic Signal Operations Experience; Scope of Work;
Project Team; Time Schedule; Agreement & Insurance Statements; and
Professional Fees to complete these services.
Consulting Trafftc Engineers to Government Agencies
Agenda Item No. 8
Page 15 of 26
Mr. Edgardo Basubas, RE, T.E.
February 11, 2009
Page 2
Thank you again for the opportunity of proposing on these traffic signal operations support services.
We look forward to working with you and your staff on this service. If you have any questions or
need more information, please feel free to call me at (714) 731 -9455.
Very truly yours,
HARTZOG & CRABILL, INC.
Trammell Hartzog
President
Attach: Proposal
Certificate of Insurance (Proposal Only)
Schedule of Hourly Rates
Hartzog & Crabill, Inc.
Consulting Traffic Engineers to Government Agencies
Agenda Item No. 8
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PROPOSAL TO PROVIDE CITYWIDE TRAFFIC SIGNAL OPERATIONS SERVICES
Prepared for:
City of Lake Elsinore
130 South Main Street
Lake Elsinore, CA 92530
Attention: Mr. Edgardo Basubas, RE, T.E.
City Traffic Engineer
Presented by:
HARTZOG & CRABILL, INC.
275 Centennial Way, Suite 208
Tustin, CA 92780
(714) 731 -9455 phone
(714) 731 -9498 fax
HARTZOG
CRABILL,lnc.
Agenda Item No. 8
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Proposal To Provide Traffic Signal Operations Support Services to the City of Lake Elsinore
STATEMENT OF QUALIFICATIONS, EXPERIENCE, AND BACKGROUND:
HCI is a traffic- engineering firm dedicated to serving the individual traffic needs of our client agencies.
Established in 1993, HCI has specialized in all aspects of traffic engineering, including signal design and
operations, transportation planning and traffic studies, and various related city services. We have
continuously provided these quality professional services from our Tustin office for over (15) years
through an experienced and knowledgeable team of engineers and support staff.
HCI currently serves the Cities of Bellflower, Rancho Santa Margarita, and South Gate as contract City
Traffic Engineer. As such, we recognize the importance of the "political" as well as "technical"
perspective regarding sensitive issues, such as traffic signal operations and relating with the public. HCl
also provides `on -call' services to numerous cities throughout Orange, Los Angeles, Riverside, San
Bernardino, and Ventura Counties.
HCI is a recognized expert in the field of traffic signal operations including, but not limited to, the
development of traffic signal timing plans, traffic signal coordination systems, communications, and
monitoring. Utilizing the Aries Traffic Management System (Aries) software, HCI is constantly
communicating with and monitoring hundreds of signals daily for many of our client cities. Because of
this level of expertise, and in conjunction with our familiarity with the City, HCl is uniquely qualified to
assist the City's staff to meet any and all matters relating to the City's traffic signal system. Again, HCI
has provided and continues to offer these same services to many of our client cities throughout Southern
California on an "on- going" or "as- needed" basis.
In addition to our technical expertise, a cornerstone of HCI's success is attributed to our work ethic,
loyalty to client cities, completion of assigned tasks on schedule, and the ability to effectively
communicate with the public, City staff and elected officials.
The firm's Tustin office location, near the Santa Ana (I -5) and Costa Mesa (SR -55) Freeways, provides
quick and easy access to the majority of our client cities. The office and its employees total (12)
individuals, who make up a complete staff of professional engineers and support technicians, where all
work products are prepared. All design and drafting work is accomplished using the latest AutoCad
software on all our personal computers. Along with maintaining a superior reputation regarding our
experience with our client cities, City of Lake Elsinore staff can be assured that the services proposed and
personnel identified and committed in this proposal will be continually available to the City in the most
timely and efficient manner.
Page 2 of 9 L HARTZOG a
CRABILL, Inc.
Agenda Item No. 8
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Proposal To Provide Traffic Signal Operations Support Services to the City of Lake Elsinore
PROTECT UNDERSTANDING:
The City of Lake Elsinore has identified the need to retain the services of a qualified firm to provide
certain traffic signal operations support and maintenance services. It is our understanding that the City
desires and has requested this proposal to continue additional support services to continuously manage
traffic signal operations throughout the City. We understand that the City utilizes Econolite ASC /2 and
Type 170 as their local traffic signal controllers, which are interconnected with master controllers.
HCI is very familiar with this request since we continue to monitor and maintain many neighboring
cities' traffic signal systems daily from our offices through the use of our own updated and licensed
version of the Aries Traffic Signal Management computer software. This system has been confirmed
to be an asset to many of our client cities as the continuous communication proves to be a reliable
means for more efficient signal maintenance, thereby minimizing traffic signal complaints.
PROTECT MANAGER:
With over (40) years of experience in the area of traffic signal design and operations, Mr. Trammell
Hartzog, our company president, will serve as the Project Manager and will be the primary contact
between HCI and the City of Lake Elsinore. As Project Manager in charge of these traffic signal
operations services, he will ensure that communication between yourself and HCI occurs at regular
intervals. Mr. Hartzog will remain as the City's project manager throughout the contract term for these
services. Mr. Hartzog is a recognized expert in the area of traffic signal design and operations. He has
designed more than 1,600 traffic signals, numerous traffic signal interconnect systems, and presently
provides traffic signal operations services to nineteen (19) Southern California cities.
Mr. Trammell Hartzog works out of the firm's Tustin office, which is located at 275 Centennial Way,
Suite 208, Tustin, California 92780. Our office phone number where he can be reached is (714) 731-
9455 and his fax number is (714) 731 -9498. Mr. Hartzog can also be easily reached by email at the
following address: Ti"ammell(athartzoa- crabill.com
SPECIFIC TRAFFIC SIGNAL OPERATIONS EXPERIENCE:
HCI has extensive experience in providing monitoring services for traffic signal operations to many cities
in Orange County, as well as other agencies. It should be noted that our president, Mr. Trammell G.
Hartzog, has been specifically retained by these numerous cities to actually operate and monitor their
various traffic signals through our computer software management systems in our office. Mr. Hartzog
currently operates and maintains the coordination timing for traffic signals in the following (19) cities:
Aliso Viejo, Cerritos, Chino Hills, Cypress, Glendora, Indio, La Palma, Laguna Hills, Laguna Niguel,
Laguna Woods, Lake Elsinore, Los Alamitos, Moorpark, Rancho Santa Margarita, San Juan Capistrano,
Stanton, Tustin, Yorba Linda, and Yucaipa.
Page 3 of 9 HARTZOG n.
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Agenda Item No. 8
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Proposal To Provide Traffic Signal Operations Support Services to the City of Lake Elsinore
SPECIFIC TRAFFIC SIGNAL OPERATIONS EXPERIENCE: (continued)
We have provided a listing below of some of our client agencies where we monitor traffic signal
operations daily, along with their type of controller systems and contact information. We encourage you
and your staff to call these contacts for a reference. By contacting and reviewing the following, the City
will be able to see that HCI has the expertise to provide the necessary traffic signal services typically
requested by cities, such as Lake Elsinore.
City of Cerritos (Econolite Aries)
• 43 Intersection System with Three On- Street Masters
Contact: Mr. Hal Arbogast, City Engineer
(562) 860 -0311
City of Chino Hills (Econolite Aries)
28 Intersection System with Two On- Street Masters
Contact: Mr. Jose Loera, Senior Engineer
(909) 364 -2783
City of Cypress (Econolite Aries)
• 47 Intersection System with Five On- Street Masters
Contact: Mr. Keith Carter, Traffic Engineer
(714) 229 -6750
City of Glendora (Econolite Aries)
• 22 Intersection system with Two On- Street Masters
Contact: Mr. Jason Roehrborn, Civil Engineering Assistant
(626) 914 -8253
City of Indio (Bi -Trans 170 System)
• 35 Intersection System with Three On- Street Masters
Contact: Mr. Jim Smith, Director of Public Works
(760) 342 -6530
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Agenda Item No. 8
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Proposal To Provide Traffic Signal Operations Support Services to the City of Lake Elsinore
SPECIFIC TRAFFIC SIGNAL OPERATIONS EXPERIENCE: (continued)
City of Laguna Hills (Econolite Aries)
• 36 Intersection System with Three On- Street Masters
Contact: Mr. Ken Rosenfield, Director of Public Services
(949) 707 -2655
City of Laguna Niguel (Econolite Aries)
• 72 Intersection System with Five On- Street Masters
Contact: Mr. David Rogers, Traffic Engineer
(949) 362 -4377
City of Laguna Woods (Econolite Aries)
• 14 Intersection System with Two On- Street Masters
Contact: Mr. Doug Reilly, Assistant City Manager
(949) 639 -0561
City of Los Alamitos (Econolite Aries)
• 17 Intersection System with One On- Street Master
Contact: Mr. William Huber, Director of Public Works
(562) 431 -3538
City of Rancho Santa Margarita (Econolite Aries)
• 47 Intersection System with Three On- Street Masters
Contact: Mr. Bernie Dennis, City Traffic Engineer
(949) 635 -1800
City of San Juan Capistrano (Econolite Aries)
• 39 Intersection System with Two On- Street Masters
Contact: Mr. Alan Oswald, Senior Engineer / Traffic
(949) 443 -6356
City of Stanton (Econolite Aries /Traconex)
• 16 Intersection System with One On- Street Master
Contact: Mr. Sean Crumby, City Engineer
(714) 379 -9222
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Agenda Item No. 8
Page 21 of 26
Proposal To Provide Traffic Signal Operations Support Services to the City of Lake Elsinore
SPECIFIC TRAFFIC SIGNAL OPERATIONS EXPERIENCE: (continued)
City of Tustin (Econolite Aries)
• 120 Intersection System with Seven On- Street Masters
Contact: Mr. Terry Lutz, City Traffic Engineer
(714) 573 -3263
City of Yorba Linda (Econolite Aries)
• 34 Intersection System with Three On- Street Masters
Contact: Mr. Tony Wang, Traffic Engineering Manager
(714) 961 -7184
City of Yucaipa (Bi -Trans 170 System)
23 Intersection System with Two On- Street Masters
Contact: Mr. Fermin Preciado, Associate Engineer
(909) 797 -2489
SCOPE OF WORK:
Our understanding of the current City traffic signal system is that the City maintains and operates the
majority of signalized intersections using Econolite controllers. These City signals are interconnected
to master controllers by hardwire interconnect or phone -drop, which are then accessed off -site by
telephone modems. Our traffic signal operations support services include:
Task 1 — Setup Communication Services to City Traffic Signals
Since HCI is currently communicating with the City's traffic signals from our office, there is no need for
any setup of communications. Therefore, we are ready to continue these operational support services
upon the City's notice -to- proceed.
Task 2 — Monitor and Provide Maintenance Support on all City Traffic Signals
As you may know, our typical services include providing a Traffic Signal Systems Specialist for the
monitoring support on all City of Lake Elsinore traffic signals that are online. More specifically, the
Aries functions and Specialist's time spent on these services will include performing the following daily
sub - tasks:
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Agenda Item No. 8
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Proposal To Provide Traffic Signal Operations Support Services to the City of Lake Elsinore
SCOPE OF WORK: (continued)
Task 2 —Monitor and Provide Maintenance Support on all City Traffic Signals (continued)
1. The Scheduled Operations will automatically gather and store historical data and real -time
information on all City of Lake Elsinore's traffic signal operations programmed in Aries;
2. This data will be reviewed weekly to verify that all traffic signals are in good working order;
3. Any malfunctions logged are immediately reported to the City's designated traffic signal
maintenance contractor, for dispatch;
4. HCI will also verify if all timing is programmed correctly in each master and controller, and
prepare timing plans as requested by the City.
5. HCI will provide copies of reports and timing plans to the City before and after
implementation of any changes.
Task 3 — Provide Traffic Signal Maintenance "Reporting" Services on all City Traffic Signals
Regarding this task, HCI will include the following sub -tasks in our "on- going" services agreement:
1. HCI staff will report all traffic signal problems and malfunctions to the City's traffic signal
maintenance contractor within (24) hours;
2. HCI staff will coordinate all work associated with the City's traffic signal maintenance
contractor and also provide verification to the City of their completed work;
Task 4 — Provide Traffic Engineering Coordination Services on all City Traffic Signals
Regarding this task, HCI typically offers the following `on -call' services to our client cities on a
Time -and- Materials (T &M) basis in our "on- going" services agreement:
1. HCI staff will assist the City in resolving traffic signal control complaints by speaking by
phone /email/in person with the resident(s) /contact person on their specific request/complaint;
2. HCI staff will complete the necessary investigation and make recommendations to the City on
identified traffic signal improvements, such as any new coordinated signal control systems,
more efficient signal phasing, equipment upgrade, significant timing adjustments, etc.;
3. HCI staff will drive each project arterial during peak - periods on a quarterly basis in order to
verify coordination timing is working and also provide recommendations for any adjustments;
4. If necessary and approved by the City, HCI will update traffic counts as part of our
investigation;
5. Assist the City with any issues with their traffic signal maintenance contractor (i.e., review of
invoices, change orders, agreements /contracts, bidding documents, etc.);
6. Provide bidding documents to City for project- specific signal improvements in order to
expedite ordering of long lead -time equipment (such as poles or controller cabinets).
7. HCI will provide plan-check services of signal and striping plans as requested by the City.
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Agenda Item No. 8
Page 23 of 26
Proposal To Provide Traffic Signal Operations Support Services to the City of Lake Elsinore
PROJECT TEAM:
Individuals who will be assigned to this project team will include Mr. Trammell Hartzog and Mr. Greg
Cabey. A brief statement of qualifications for each individual is provided below:
Project Manager - Mr. Trammell Hartzog, Principal Consultant
Mr. Hartzog will serve as the Project Manager for these services and will be the primary contact between
HCI and the City of Lake Elsinore. As Project Manager in charge of this traffic signal monitoring effort,
he will ensure that communication between yourself and HCI occurs at regular intervals. With over (40)
years of experience, he is a recognized expert in the area of traffic signal design and operations. Mr.
Hartzog has designed more than 1,600 traffic signals, numerous interconnect systems, and presently
provides signal operations services to nineteen (19) Southern California cities, including Lake Elsinore.
Traffic Signal Systems Specialist - Mr. Greg Cabey
Mr. Cabey brings over (20) years of signal experience to the HCI project team and will be involved in
many aspects of the monitoring, traffic signal timing development, implementation and fine - tuning
tasks. Prior to HCI, Mr. Cabey was a Lead Technician for Peek Traffic for over (12) years. This
experience has allowed him to retain in -depth knowledge of the City of Lake Elsinores's traffic signal
controller system. His extensive field experience with signal systems and timing will aid in the
complete "turn -key" success of these signal timing monitoring services.
TIME SCHEDULE:
HCI is available and ready to continue the support and monitoring services, upon receipt of the City's
notice -to- proceed. Upon notification by the City, HCI staff will immediately start on our continuous
monitoring services as described in our scope of work.
AGREEMENT & INSURANCE:
As we have been working with the City for several years, HCI is aware of the City's minimum insurance
requirements. In entering into a new Agreement for Professional Engineering Services, HCI will provide
and deposit with the City the necessary certificates of insurance and endorsements that evidence the
insurance requirements required by the agreement and all business license requirements at the time of
execution of this contract. A copy of our current certificate of insurance is attached for the City's
proposal review.
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Agenda Item No. 8
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Proposal To Provide Traffic Signal Operations Support Services to the City of Lake Elsinore
PROFESSIONAL FEES
Since the City is operating the majority of their traffic signals with Econolite controllers, as well as
170Bi- Trans, HCI proposes to continue our typical "on- going" traffic signal system daily monitoring
services to the City of Lake Elsinore. We will utilize our corresponding Aries Traffic Management
System and Bi -Trans softwares to provide these weekly monitoring services, as detailed in our Scope of
Work, to the City which are estimated at $10,000.00 per year.
The figure above was estimated by calculating our Traffic Signal Systems Specialist working
approximately (2.0) hours /week (approximately 8 hours /month), exclusively on the City of Lake
Elsinore's traffic signal system. The Specialist rate of $95.00/hr results in $760.00 /month, or $9,120.00
per year.
In regards to "on- call" traffic engineering tasks, where the City may request our field services on an as-
needed basis, HCI estimates $15,000.00 per year. This fee has also been established from a review of
prior year invoices for providing these same types of `on -call' services.
Additional fees, such as attendance at any City Council or staff meeting(s), or any requested activities
outside the proposed Scope of Work, will be invoiced on a time - and - materials basis per our current
fee schedule. Invoicing for any additional work above - and - beyond what is detailed in our Scope of
Work may typically include hours for a Principal and /or Associate Engineer, as well as the Traffic
Signal Systems Specialist. For your reference, we have also attached our current Fee Schedule.
Page 9 of 9 HARTZOG &
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Agenda Item No. 8
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Hartzog & Crabill
Consulting Engineers
Revised: 12- 01 -08.TH
Schedule of Hourly Rates
Classification
Principal Consultant
Senior Engineer
Traffic Signal Systems Specialist
Rates
$140
$125
$95
Note: Out of pocket expenses (blueprinting, reproduction, printing and delivery service) will be
invoiced at Cost, plus 15 %. A 15% fee for administration, coordination and handling will be
added to subcontracted services. Mileage will be invoiced at $0.67 per mile. Scheduled
overtime will be performed at 125 %. This Schedule of Hourly Rates is effective as of January
1, 2009. Rates may be adjusted after that date to compensate for increases of inflationary trends.
275 Centennial Way, Suite 208, • Tustin, CA 92780 • (714) 731 -9455
Agenda Item No. 8
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