Item 6-G
Council Meeting: August 10, 1999
To: Mayor and City Council
From: City Staff
Subject: Recommendation to Authorize the City Manger to Negotiate and Execute a Contract with Echelon Industries, Inc. in an Amount Not to Exceed $100,000 to Develop and Prepare a Computerized Traffic Control Devices Inventory and Maintenance Management Program
Introduction
This report recommends the City Council authorize the City Manager to negotiate and execute a contract with Echelon Industries, Inc. in an amount not to exceed $100,000 to develop and prepare a computerized traffic control devices inventory and maintenance management program.
Background
The Traffic Operations Division of the Planning and Community Development Department is responsible for the installation, maintenance and repair of all of the City's traffic control devices including signs, striping, curb zones, pavement messages and markings, parking meters and traffic signals.
Discussion
A goal of the Division is to update and computerize its existing inventory and maintenance systems to more efficiently carry out responsibilities. This project will accomplish this goal and also enable the information to be displayed in GIS format for presentations, information and research. The project includes an inventory of the City's street lights for the Maintenance Management Division of the Environmental and Public Works Management Department.
The inventory will include detailed information about specific traffic control devices including precise locations using global positioning (GPS).
The information for traffic signs will include:
Sign location including address
Sign type by name, e.g. Stop, One Way, etc.
Sign type by number, e.g. R1, R10A, etc. per Caltrans Traffic Manual
Sign message, e.g. for street sweeping signs days and times of service, for speed limit signs the speed limit, for No Parking signs the days and times, etc.
Sign post type – wood, metal, parking meter, street light, other
Condition of sign – new, faded, etc.
Number of signs attached to a post
For striping and pavement messages the information will include:
Identification of striping pattern in accordance with striping templates
contained in the Caltrans Traffic Manual
Start and stop address or block identifier for striping pattern
Location of pavement messages
Pavement message, e.g. "Stop Ahead", "School Xing", etc
For curb zones the information includes:
Beginning and ending points of each curb zone
Identification of color, e.g. red, yellow, green, white, blue, etc.
The street light inventory will include:
Nearest address or location of each street light pole
Pole type
Type of street light arm
Type of street light head
The project will also upgrade and incorporate the Division's existing parking meter and traffic signal inventories and maintenance records into the new system.
Echelon was selected after a thorough process that included the issuance of a Request for Proposal, review of consultant proposals (five were received), and interviews of the top three consultants. Echelon demonstrated the best overall proposal and has conducted similar projects for other public agencies.
Budget/Fiscal Impact
This project will be funded from existing CIP accounts that were established to enhance the Division's maintnenance programs. The Maintenance Management Division of the Environmental and Public Works Management Department is contributing funds for the street light portion of the project.
$ 50,000 from account #C01058099.58900
$ 35,000 from account #C01009499.58900
$ 15,000 from account #01451.5663390
________
Contract $100,000
Contingency (15%) $ 15,000 from account #C01009499.58900
________
Total $115,000
Recommendation
It is recommended the City Council:
1. Authorize the City Manager to negotiate and execute a contract with Echelon
Industries, Inc. in an amount not to exceed $100,000 to develop and prepare
a computerized traffic control devices inventory and maintenance
management program.
2. Authorize the Director of Planning and Community Development to issue any
change orders to complete additional work within budget authority and
in accordance with the Administrative Instruction on change orders.
Prepared by:
Suzanne Frick, Director of Planning and Community Development
Ron Fuchiwaki, Traffic Operations Manager