HomeMy WebLinkAboutItem No. 09 Amendment No. 4 PSA Hartzog & Crabill, Inc.City of Lake Elsinore
LrkU8LSi no
130 South Main Street
Lake Elsinore, CA 92530
www.lake - elsinore.org
Ne °. — IKi -' City Council Agenda Report
File Number: ID# 19 -656
Agenda Date: 7/14/2020 Version: 1 Status: Approval Final
In Control: City Council / Successor Aqency File Type: Council Consent
Calendar
Agenda Number: 9)
Amendment No. 4 to the Professional Services Aareement with Hartzoa & Crabill. Inc.
Approve Amendment No. 4 to the Agreement for Professional Services with Hartzog and Crabill, Inc. for
On -call Traffic Operations Services and authorize the City Manager to execute the Agreement in an
amount not to exceed of $3,596 in such final form as approved by the City Attorney.
City of Lake Elsinore Page 1 Printed on 71912020
CITY OF
LADE LSIRORE
L
DREAM EX -rREME
REPORT TO CITY COUNCIL
To: Honorable Mayor and Members of the City Council
From: Grant Yates, City Manager
Prepared By: Nicole McCalmont, Sr. Engineering Technician
Date: July 14, 2020
Subject: Amendment No. 4 to the Professional Services Agreement with Hartzog &
Crabill, Inc.
Recommendation
Approve Amendment No. 4 to the Agreement for Professional Services with Hartzog and
Crabill, Inc. for On -call Traffic Operations Services and authorize the City Manager to
execute the Agreement in an amount not to exceed of $3,596 in such final form as approved by
the City Attorney.
Background
The City utilizes contract on -call traffic operation services to create a safer and more efficient
traffic circulation system, furnishing expertise and resources that staff is unable to provide.
Since 2009 Hartzog & Crabill, Inc., has been providing that service for the City's Engineering
Department.
Discussion
Amendment No. 4 allows for final payment for on call traffic signal operation services rendered
from Hartzog & Crabill through the end of the fiscal year June 30, 2020, with no further contract
renewal.
The Engineering Department was very satisfied with Hartzog & Crabill and recommends
approval from the City Council.
Fiscal Impact
The on -call traffic operations services are budgeted within the approved adopted CIP Budget.
Exhibits
A — Amendment No. 4
Page 1 of 2
Page 2 of 2
AMENDMENT NO. 4
TO AGREEMENT FOR PROFESSIONAL SERVICES
Hartzog & Crabill, Inc.
On -Call Traffic Operations Services
This Amendment No. 4 to Agreement for Professional Services ( "Amendment No. 4 ") is
made and entered into as of July 14, 2020, by and between the City of Lake Elsinore, a municipal
corporation ( "City), and Hartzog & Crabill, Inc., a California corporation ( "Consultant ").
RECITALS
A. The City and Consultant have entered into that certain Agreement for Professional
Services dated as of February 11, 2014, (the "Original Agreement "). Except as otherwise defined
herein, all capitalized terms used herein shall have the meanings set forth for such terms in the
Original Agreement.
B. Amendment No. 1 approved July 1, 2017, to extend the date and increase the
Consultant's compensation in an amount not to exceed Twenty Thousand dollars ($20,000)
through June 30, 2018.
C. Amendment No. 2 approved July 1, 2018, to extend the term of the agreement
through June 30, 2019.
D. Amendment No. 3 approved October 3, 2019, to extend the term and
compensation in an amount not to exceed Eighty -Five Hundred dollars ($8,500) through June 30,
2020.
E. The parties now desire to increase the compensation in an amount not to exceed
Three Thousand Five Hundred Ninety -Six dollars ($3,596).
NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth
herein, City and Consultant agree as follows:
the following:
Section 3, Compensation, of the Original Agreement is hereby amended to add
Notwithstanding the foregoing, compensation to be paid to consultant during the
term pursuant to Amendment No. 4 shall be in accordance with the fee set forth
in Consultants' September 24, 2019 Proposal (Exhibit A -4). In no event shall
Consultants' compensation related to Amendment No. 4 exceed Three Thousand
Five Hundred Ninety -Six Dollars ($3,596) without additional written authorization
from the City Manager or designee.
2. Except for the changes specifically set forth herein, all other terms and conditions
of the Original Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have caused this Amendment No. 4 to be executed
on the respective dates set forth below.
AMENDMENT NO. 4 — Hartzog & Crabill
City of Lake Elsinore
"CITY"
CITY OF LAKE ELSINORE, a municipal
corporation
Grant Yates, City Manager
Date:
ATTEST:
Deputy City Clerk
APPROVED AS TO FORM:
City Attorney
Risk Manager
"CONSULTANT"
Hartzog & Crabill, Inc., a California
corporation
Name:
Title:
Consultant Name, Title
Date:
Attachments: Exhibit A -4 — Consultant's September 24, 2019 Proposal
AMENDMENT NO. 4 — Hartzog & Crabill
City of Lake Elsinore 2
..
CONSULTANT'S PROPOSAL
[ATTACHED]
Consulting Ra,.(j'ic Engineers to Government Agencies
September 24, 2019
G
HARTZOG &
CRAB r LL, I nc.
Mr. Nicholas Lowe, PE, MS
GConsultant
Traffic Engineer
City of Lake Elsinore
130 S. Main Street
Trammell Hartzog, President
Lake Elsinore, CA 92530
Gerald J. Stock, PE, TE,
Executive Vice President
Subject: Proposal to Provide "Traffic Engineering Services for Traffic
Signal Operations" in the City of Lake Elsinore during FY 2019120
17852 E. 17th Street
Suite 101
Dear Mr. Lowe:
Tustin, CA 92780
Hartzog & Crabill, Inc. (HCl) is pleased to submit this proposal to continue
Phone: (714) 731 -9455
providing professional traffic engineering services to the City of Lake
FAX: (714) 731 -9498
Elsinore for the monitoring of various traffic signals and managing the
www.hartzog- crabill.com
traffic signal coordination system citywide. Our services include all tasks
necessary to monitor, troubleshoot, and efficiently report repairs on all
traffic signals using the ArieslEconolite controllers in the City of Lake
Elsinore on a monthly basis during this next contract term.
Mr. Trammell Hartzog, our company president, will continue to serve as the
Project Manager for this project and will be the primary contact between HCI
and the City of Lake Elsinore.
PROJECT 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 services. It
is our understanding that the City desires and has requested this proposal
from HCI to continue these support services to manage traffic signal
operations support services throughout the City. We understand that the City
utilizes Econolite ASC12 and ASC13 controllers as their local traffic signal
controllers, as well as 170/2070 controllers, which are interconnected with
master controllers.
As you may know, HCI is very familiar with this request since we continue
to monitor and manage many Southern California cities' traffic signal
systems daily from our offices through the use of our own updated and
licensed version of the Aries and Centracs Traffic Signal Management
computer softwares. This system has proven to be an asset to many of our
client cities as the continuous communication and monitoring proves to be
a reliable means for more efficient traffic signal operations, thereby
minimizing traffic signal complaints.
Consulting Ra,.(j'ic Engineers to Government Agencies
Mr. Nicholas Lowe, PE, MS
September 24, 2019
Page 2
SCOPE AND SERVICES
Our understanding of the City's traffic signal system is that the City operates their signalized
intersections using both Econolite and Model 170 controllers. The majority of these City signals
are interconnected to master controllers by hardwire interconnect or telephone -drop, which are
accessed off -site by telephone modems. It is important to note, HCl is capable of remotely
accessing the Econolite controlled intersections through the Aries system. At this time, the 170
or 2070 controlled intersections are not capable of remote access (requires field- checking).
Task 1— Setup Communication Services
As HCI has already setup the Scheduled Operations on the Econolite Aries program specifically for
the City of Lake Elsinore's system in order to automatically perform a variety of tasks (see Task 2),
HCI does not require setup time and will continue to monitor the City's on -line traffic signal
operations.
Task 2 — Monitor and Provide Traffic Signal Operations & Timing Support
HCI will continue to provide a Traffic Signal Systems Supervisor for the monitoring support on
all City of Lake Elsinore traffic signals. More specifically, the Aries functions and Specialist's
time spent on these services will include performing the following daily sub -tasks:
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 is reviewed daily 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. The historical data is also analyzed to identify traffic volumes and patterns in order to
assist in determining if adjustments to signal timing is necessary;
5. HCI will also verify if all timing is programmed correctly in each master and controller.
Task 3 — Provide Traffic Signal Monitoring "Reporting" Services
Regarding this task, HCI will include the following sub -tasks in our standard monthly fee during
this next term:
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;
3. HCI will provide the City with a monthly report of problems addressed on their traffic
signal equipment.
Mr. Nicholas Lowe, PE, MS
September 24, 2019
Page 3
SCOPE AND SERVICES (continued)
Task 4 — Provide Traffic Engineering Coordination Services
Regarding this task, HCI typically offers the following services to our client cities on a Time -
and- Materials (T &M) basis, in addition to Tasks 1 -3:
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. HCl 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 collect /update traffic counts as part of our
investigation;
5. Assist the City with requests regarding their traffic signal maintenance contractor (i.e.,
review of their 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).
TIME SCHEDULE
HCI is available and ready to continue these traffic signal monitoring services, upon receipt of the
City's notice -to- proceed. Upon the City's notification, we will continue with the on -going daily
monitoring on all on -line traffic signals. We will continue to evaluate the City's traffic signal
system and, if necessary, make recommendations to the City on how to communicate with each of
them more effectively.
Per the City's request, these services will be provided to the City on a monthly T &M basis during
the period between July 1, 2019 and June 30, 2020.
Mr. Nicholas Lowe, PE, MS
September 24, 2019
Page 4
PROFESSIONAL FEES
Since the City is operating many of their signals with Econolite controllers, 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 Econolite Aries Traffic Management System software
for the Econolite traffic signals to communicate with and provide the monitoring services to the
City on the `on -line' traffic signals, as detailed in our Scope of Services, on a monthly T &M basis
through June 30, 2020.
It is important to note, HCI is capable of remotely accessing the Econolite controlled
intersections through the Aries system. At this time, the 170 or 2070 controlled intersections are
not capable of remote access (services require field - checking). The costs for these monitoring
services are offered at 5750.00 per mouth, or 59,000.00 per year.
This figure above was calculated by estimating our Traffic Signal Systems Specialist continuing to
work at the approximate average rate of (1.4) hours/week (approximately (6.0) hours /month),
exclusively on the City of Lake Elsinore's traffic signal system. The Specialist rate of $125.004u
results in approximately $750.00Imonth, or $9,000.00 per 12 -month period.
Additional requested tasks, such as attendance at any City Council or staff meeting(s), or any
activities outside the proposed Scope of Services, will he invoiced on a tinge- and - materials hasis
per our current fee schedule unless previous fee agreement is made with City staff. Invoicing for
any additional work above - and - beyond what is detailed in our Scope of Work may typically
include hours for a Principal, Senior andlor Associate Engineer, as well as the Traffic Signal
Systems Supervisor and Specialist. For your reference, we have also attached our current Fee
Schedule.
Thank you again for the opportunity to continue serving your community and providing these traffic
signal operations services. We look forward to working with you and your staff on this service. If
you have any questions or need more information, please call me at (714) 731 -9455.
Very truly yours,
HARTZOG & CRABILL, INC.
Trammell Hart- ig
President
Attach: Schedule of Hourly Rates
Hartzog & Crabill
Consulting Engineers
Schedule of Hourly Rates
Classification Hourly Rates
Expert Witness / Deposition ........................................................ ...............................
$285
Litigation Consultation ................................................................ ...............................
$255
Two - Person Survey Crew ............................................................ ...............................
$255
Litigation Field Evaluation .......................................................... ...............................
$230
Principal Consultant ..... ..........................(Tram Hartzog) ........... ...............................
$175
ProjectManager ........................................................................... ...............................
$165
Registered Land Surveyor ............................................................ ...............................
$160
SeniorEngineer ............................................................................ ...............................
$150
Storm Water Permit Compliance Engineer .................................. ...............................
$150
AssociateEngineer ....................................................................... ...............................
$145
Construction Manager .................................................................. ...............................
$135
Traffic Signal System Supervisor .............(Greg Cabey) ............. ...............................
$135
MuralArtist ................................................................................... ...............................
$135
SeniorDesigner ............................................................................. ...............................
$130
Traffic Signal Systems Specialist ...............(Michael Powers) ...... ...............................
$125
AssistantEngineer ......................................................................... ...............................
$120
Draftsperson................................................................................... ...............................
$100
Technician...................................................................................... ...............................
$ 85
WordProcessor .............................................................................. ...............................
$ 70
Clerical........................................................................................... ...............................
$ 55
* Traffic Counts (Cost, plus 10%) ............................................. ...............................
$ *
Note: Out of pocket expenses (blueprinting, reproduction, printing and delivery service) will be
invoiced at Cost. These other direct costs are included in the not -to- exceed values for the
aforementioned scope of services. A 10% fee for administration, coordination and handling will
be added to subcontracted services. This Schedule of Hourly Rates is effective as of July 1,
2019. Rates may be adjusted after that date to compensate for increases of inflationary trends.
Mileage shall be per current IRS rate (rate can be found at the following link:
httns: / /www.irs. gov/ newsroom /irs- issues - standard - mileage- rates- for - 2019).
17852 E. 17'* Street, Suite 101, • Tustiu, CA 92780 • (714) 731 -9455