HomeMy WebLinkAbout12/02/1997, C3 & C4 - TRAFFIC SIGNAL MONITORING SYSTEM & RAILROAD WATER TOWER RESTORATION SPEC 91-00 council �A/4 9
j acjcnaa Report °®'hmh� C3
CITY OF SAN LUIS O B I S F O
FROM: Michael McCluskey,Director of Public Works
Prepared By: Debra Larson,Traffic Enginee�
SUBJECT: Traffic Signal Monitoring System �/
CAO RECOMMENDATIONS
1. Award a contract in the amount of$76,590 to BI Tran Systems,Inc. for furnishing and installing
traffic signal monitoring computers and software
2. Authorize the Mayor to execute the contract
DISCUSSION
The Traffic Signal Interconnection project was approved by the Council when it approved the 1996-97
Budget. The project consists of two parts: computer software and hardware, and underground conduit and
wire.
This portion of the project is to acquire the computers, QuickNet/4 System software and BI Tran Systems
development of database generation,city display map, network integration and on-site training. This project
will be used to remotely monitor and maintain traffic signals in the downtown and along state highways,
which pass through the City,by both City and Caltrans personnel.
BI Tran Systems is the only company known to provide this type of"turn-key"full featured,hybrid,multi-
tasking traffic management system. It is the system Caltrans is familiar with and has approved for use.
Therefore,a sole source procurement is required. It is designed to provide traffic operations personnel with
intuitive,quick access to the functions that are used most. QuicNet/4 is a fully functional Windows application
and features direct data access from the display maps. The system allows a flexible definition of Coordination
Groups and powerful Traffic Responsive capabilities,and may be configured with"direct-connected"and/or
Field Master communications. The system can be furnished as a multi-agency system. The system to be
developed will be designed for use by both the Department of Transportation and the City of San Luis Obispo.
FISCAL IMPACT
An approved state grant will pay 100 percent of construction and equipment costs up to $240,000. The City
must provide all design and construction engineering. The grant agreement was executed in September 1996
(see pages E-20 and E-21 of the 1996-97 Adopted Budget).
Total Project Budget $240,000
Computer and Software Cost $76,590
Attachments
1. BI Tran Systems,Inc.proposal dated September 15, 1997
2. BI Tran Systems,Inc.QuicNet/4 Advanced Traffic Management System Flyer
3. Cooperative Agreement between DOTand the City,dated September 25, 1996
4. Contract
Agmd Umffic Signal Maw=g Syst= c �3 s
BI Tran Systt,ns, Inc.
510 BERCUT DFM SUITE R
SACRAMENTO, CA 95814
-..r........ ,. (918) 441-0260
September 15, 1997
FAX 441-0391
SP MW
Ms. Deb Larson 22
Traffic Engineer
City of San Luis Obispo " a
Public Works Department
955 Morro Street
San Luis Obispo, CA 93401-3208
805-781-7203
805481-7198 FAX
Dear Ms. Larson,
This proposal is for the installation of QuicNet/4 Advanced Transportation Management
System(AIMS)in the City of San Luis Obispo. The system furnished will be our most
versatile system that can directly control the local intersections without the need for field
masters, and can also have serial ports for support of remote field master type systems..
This ATMS is a Microsoft Windows NT multi-user Local Area Network(LAI)based
system.
There shall be a2 processor ATMS NT.network at Public Works One processor will be the
QuicNet Communications Processor and related interconnect equipment in a 19 inch rack. This
Communications Processor shall be networked to a Workstation/Remote Access Server(NT
Server). This network is to be independent of the City Network There will QuicNet workstation
at Caltrans to dial-in to the NT Server for access to Caltrans traffic signals.
BI Tran shall purchase all equipment, install all equipment. All purchases shall be with the
concurrance of the City. There will be 6 percent fee for purchasing and recieving equipment.
All the interconnect for the traffic signals should be verified for continuity and overall integrity..
The total system should be mapped out for communications assignments by the city.
The local intersection firmware shall be program 200/233 and the field master firmware shall be
program 245 to provide city and Caltrans interface to field controllers.
BI Tran Systems,Inc is to install a dial-out QuicNet/4 workstation at the Caltrans District Office.
This installation project will consist of three types of items: .
a) Software and labor to be supplied by.BI Tran Systems. . .
b) .:"Buy-out". software and hardware.
c) Workstation and Communications computers(per minimum requirements).
The following is a cost breakdown to implement the upgrade:
1) QuicNe14 System license NIA $3500000
2) Labor-factory and on-site NO}eB $2000000
QuicNet software and labor $5500000
"Buy-out" items:
3) 16 Port Serial Board(Digiboard)for Communications Processor 1,20000
4) 10 position Model 400 Modem Card Cage($210000 each)"'c 2,10000
5) Windows NT 4.0 Server software N01e D (5 client license) 76000
6) Windows NT 4.0 Workstation software($290 each-2 computers) 116000
7) Microsoft Office 97 Pro(for report generation- 1 workstation) 57000
8) Miscellaneous Note E 80000
Total of buy-out items $ 6,59000
Total of(a) and (b) items $ 61,59000
"Computers" (see minimum requirements) To be purchased within budget amount $15,00000
Notes:
A) The QuicNet/4 System Software license includes,warranty support and service
costs etc.
B) Includes 5 weeks factory and on-site labor for installation of system software,
system and network integration, database generation, city display map
development, and on-site training. Includes travel and per diem expenses. BI Tran
Systems, Inc.'s tasks provide all QuicNet software and integration of total system,
operations training, and support and total system responsibility
C) One Model 400 Modem Card Cages will be required to utilize the city's existing
interconnect. This card cage is to mount in a 19" rack.
D) System access from a remote laptop or Caltrans computer will be via NT Remote
Access(which is supplied as part of Windows NT Server). This software will be
running on the traffic system's Workstation, which will also have the dial-in
modem. This modem should be a modern 28.8, or better. The remote access
laptop will need to run Windows 95(or NT 4.0).
E) Miscellaneous cabling, shipping etc.
C•3�3
- Computers (Minimum Requirements)
Communications Processor computer should be a minimum of a Pentium Pro 150 with
64 MB RAM; CD ROM drive; and, for remote access dial-in, we recommend
The Workstation(NT Server)computer should be a minimum of a 33.6 Modem(a
minimum of a 14.4 Modem-for remote dial-in).
The Caltrans dial-in workstation shall be a Pentium Pro 150 (a minimum of a Pentium
133),with 32 Meg RAM and CD ROM drive and external dial out modem
The total project can be completed within 3 months from the notice to proceed.
Respectfully,
Itag ald
BI Tran Systems, Inc.
QuicNet/4 Installation
Tasks by BI Tran Systems,Inc.
A. Design Meetings- Coordinate with engineering,MIS department, contractor etc.
B. Regular progress meeting- schedule project
1. Mckoff Meeting
2. Purchase Hardware for installation with San Luis Obispo concurrance of Hardware.
3. Stage hardware and software, and setup and test each device and ports to be utilized.
at BI Tran Systems, Inc.
4. Install QuicNet software into all processors on the AIMS network.
5. Install QuicNet onto dial-in remote access computers
6. Generate System graphics
Factory Acceptance Test
Ship system to San Luis Obispo
7. Assembly of San Luis Obispo system.
simulation of system in control room
8. First Session of Training-Intersection Graphics Training
9. Check out communications to field devices on all ports.
provide controller firmware if needed
10. Checkout QuicNet operations for integrity of total system(network)
11. Generate Central database
12. Generate Area Graphics
13. System evaluation and acceptance test
14. Final System Training
15. System Burn-in period
16. System warranty and support period
Tasks by City of San Luis Obispo
21. Provide all 170 equipment and modems.
22. Install Interconnect and traffic signal equipment.
23. Bring on-line support
install controller firmware if needed
provide trouble shooting support for communications to controllers
24. provide database information-city map
25. process hardware warranty repairs once equipment is on site
26. Do Graphics for each intersection-based on the following:
signal plans
striping plans
27 Provide System Timing-based on the following:
existing timing
coordination
28. Traffic Signal timing operations support
■ 1 '
BI Tran Systems Inc.
uicNet/4
Advanced Traffic Management System
BI Tran Systems' QuicNet/4 is a full featured, hybrid, multi-tasking traffic management system,
designed to provide traffic operations personnel with intuitive, quick access to the functions that
they use the most. QuicNet/4 is a fully functional Windows NT tick
which makes
extensive use of"point and click", "tear off' and "drop down" menus, and features direct data
access from the display maps. The system allows a flexible definition of Coordination Groups and
powerful Traffic Responsive capabilities, and may be configured with "direct-connected" and/or
Field Master communications. The system is available in both single user and networked versions,
and can be furnished as a multi-agency and/or multi-database system.
Features
System Management
« Fast, secure upload and download -Full verification of each downloaded data item. The ability
to download is password protected.
« Automatic comparison of controller database and central database. Differences are highlighted
for easy comparison.
« Easy copying of timing data between intersections.
« Custom real time displays for a city wide map, user defined area system maps, and intersections.
These displays can be easily modified and/or updated by the user. Supports ArcView TM. as the
map interface (option).
« AutoCAD and other existing custom drawn graphics may be easily used as real time display
backgrounds.
« Supports custom "hard wired" display maps.
c Multi-level, fully configurable, password security.
Operations Management
« Real time graphic displays of vehicle and pedestrian movements; along with vehicle, pedestrian,
and preemption calls.
« Real time display of coordination data-timing plan, offset, coordination status, and cycle
clocks.
« As the intersection and map displays are "windows", they can be run as individual full screen
displays, or their size can be reduced so that a mix of maps and/or intersections can be shown
simultaneously.
« Real time remote display of all 44 vehicle, pedestrian, preemption and auxiliary inputs to the
controller.
« Real time remote display of controller front panel and cabinet Input Files.
C•3-6
A kchm.eA4 2
I �
« Real time graphic display of intersection and area status. Status of all intersections shown
simultaneously on one, or more, city wide map(s).
« Real time display of alarm status and controller operation status.
« Operator notification of critical alarms- even if other applications are running.
« Supports automatic pager operation for alarm notification.
« "Real time traffic adaptive" control (option).
Reporting
« Alarm History Report-with user specified selection and sorting for dates, locations, and alarm
types.
« Operations Report-with user specified selection and sorting.
« System Detector Volume and Occupancy Report.
« Traffic Responsive selections.
« Count Data Report from up to 32 detectors per intersection.
« Phase Green 'split time'Report.
« Supports SQL interface for custom reports (option).
System Analysis
« Automatic collection of System Detector Volume and Occupancy(V plus[K10).
« Turning movement diagram generation.
« Detector count tabulation.
c Speed studies.
« Real time split monitoring.
« Allows pre-implementation modeling of Traffic Responsive operation.
« 'Measures of Effectiveness' reports based on actual stops and delays (option).
« "Real time" computed 'Level of Service'with map display (option).
Capabilities
« Scalable -Each Communications Server can support up to 1024 intersections.
« Field proven- Over 120 QuicNet Systems have been installed, several installations having more
than 500 intersections.
a Coordination Groups and Traffic Responsive Sample Detectors are completely independent
from the intersection's communication network. This allows any Sample Detector in the system
to be used for Traffic Responsive control of any intersection(s).
« Traffic Responsive operation may run simultaneously with Time-of-Day selections. This permits
a traffic responsive calculation to monitor for abnormal conditions, and to assume control (from
time-of-day, or another traffic responsive calculation) during the period that such conditions are
detected.
« Up to 32 phase and 8 system detectors per controller.
c Supports all makes of Model 170 controllers, running Traffic Signal Program 200, 233, C8,
and others; along with NEMA controllers.
« Supports private twisted pair, leased line, dial-up, microwave, VHF, spread spectrum radio, and
fiber optic in mixed-mode configuration.
« On line, context sensitive, HELP screens.
« Local Area Network support.
« Multi-user support with multiple workstations.
« WWV Receiver for standardized time clock(option).
C-3 .7
STATE OF CALIFORNIA—BUSINESS,TRA' RTATION AND HOUSING AGENCY PETE WILSON, Governor
DEPARTMENT OF TRANSPORTATION
50 HIGUERA STREET D
SAN LUIS OBISPO, CA 934015415
TELEPHONE: (805) 549.3111 e
TDD (805) 549-3259 D
INTERNET http:/twww•doteagov/disM5/ 4
December 3 , 1996
05-SLO-1-R16 . 7/R17 . 87
05-SLO-227-R11 . 06/R14
Signal Monitoring System
05-250-443600
Mr. Michael McCluskey
Public Works Director{
City of San Luis Obispo
955 Morro Street
San Luis Obispo, CA 93401-3208
Dear Mr. McCluskey,
Enclosed for your files is a copy of the fully executed
Cooperative Agreement (#05-CA-0049) between the State and City of
San Luis Obispo for the installation of a signal monitoring
system for State Route 1 from Murray Street to Highland Drive and
for State Route 227 from Tank Farm Road to State Route 101 .
Please have your staff review this agreement to insure the
project is performed according to the terms of this Agreement .
Please feel free to contact me at (805) 549-'O72 if you have any
questions regarding this Agreement .
Sincerely,
Carolyn 'Wheeler
Associate CT Administrator
Cooperative Agreements
encls .
k kl-uchme�t+ 3 � • 3�p
Py 05-SLO-001 R16 . 77/R17 .
05-SLO-227-R11. 06/R14 . 07
05-250-443601
Signal Mtce & Monitoring
Dist Agreement #05CA004.9
COOPERATIVE AGREEMENT
THIS AGREEMENT, ENTERED INTO ON � 2G / y /G , is between the
STATE OF CALIFORNIA, acting by and fh3lbugh its beparltment of Transportation,
referred to herein as "STATE" and
City of San Luis Obispo a
politic subdivision of the State
of California, referred to
"herein" as "CITY"
RECITALS
(1) STATE and CITY, pursuant to Streets and Highways Code Sections 114
and 130, are authorized to enter into a Cooperative Agreement for
improvements to State highways within CITY.
(2) STATE and CITY desire State highway improvements consisting
installing signal maintenance and monitoring software and installing conduiL
lines necessary to make use of the monitoring software, referred to herein
as "PROJECT" .
(3) STATE and CITY have provided for most of the conduit necessary for
this communication; however, there are still some additional conduit lines
that need to be installed from State Route 1 at Santa Rosa Street from Murray
St . to Highland Dr. (PM R16 . 77/R17 . 87) and from State Route 227 from Tank
Farm Road to .State Route 101 (PM R11 . 06/R14 . 0) in the City of San Luis
Obispo.
(4) STATE desires to contribute $240, 000 of 1996/97 FY Minor A funds
towards construction costs of PROJECT.
(5) The parties hereto intend to define herein the terms and conditions-
under which PROJECT is to be designed, constructed, financed and maintained. .
SECTION I
CITY AGREES:
(1) To provide all necessary preliminary engineering, including plans
and specifications and utility identification and location, and all necessa---
construction engineering services for PROJECT and to bear one hundred perce
(1000) of the actual expense thereof .
Page 1 of 6 C .'3.y
District Agreement #05-CA-0049
(2) To identify and locate all high and low risk underground facilities
within the PROJECT area and protect or otherwise provide for such facilities,
all in accordance with STATE' s "Manual on High and Low Risk Underground
Facilities Within Highway Rights of Way. " CITY hereby acknowledges receipt
of STATE's "Manual on High and Low Risk Underground Facilities Within Highway
Rights of Way. "
(3) To apply for necessary encroachment permits for required work
within State highway rights of way, in accordance with STATE' s standard
permit procedures.
(4) PROJECT shall be advertised, awarded and administered in accordance
with STATE' s current Local Assistance Procedures Manual. Approval of STATE' s
financial participation by the California Transportation Commission shall be
assured prior to advertising.
(5) To construct PROJECT in accordance with plans and specifications
of CITY to the satisfaction of and subject to the approval of STATE.
(6) To pay for all project costs in excess of $240, 000 .
(7) Upon completion of PROJECT and all work incidental thereto, to
furnish STATE with a detailed statement of the total construction costs to
be borne by STATE, including resolution of any construction related claims
which may have been allowed to any construction contractor involved. CITY
thereafter shall refund to STATE (promptly after completion of CITY' s final
accounting of PROJECT costs) any amount of STATE' s deposit required in
Section I.I, Article (1) remaining after actual costs to be borne by STATE
have been deducted.
(8) Upon completion of PROJECT, to furnish STATE a complete set of
full-sized film positive reproducible "As-built" plans .
(9) To retain or cause to be retained for audit for STATE or other
government auditors for a period of three (3) years from date of final
payment, by STATE, all records and accounts relating to construction of
PROJECT.
(10) To submit a billing, in triplicate, in the amount of $240 , 000 to
STATE fifteen (15) days prior to CITY' s bid advertising date of a
construction contract for PROJECT or decision to proceed with CITY forces . .
SECTION II
STATE AGREES:
(1) To deposit with CITY within 25 days of receipt of billing therefor
(which billing will be forwarded fifteen (15) days prior to CITY' s bid
advertising date of a construction contract for PROJECT or decision to
proceed with CITY forces) , the amount of $240 , 000, which figure represents
STATE' s contribution towards construction costs of PROJECT. STATE ' s total
obligation for PROJECT construction costs under this Agreement shall not
exceed the amount of $240, 000 .
Page 2 of 6 C _Sdl�`
CV
District Agreement #05-CA-0049
(2) STATE' s share of the construction costs shall be an amount equal
to the actual PROJECT construction cost up to $240, 000, including the cc
of construction-related claims and the cost of CITY' s defense of any of tho.
claims, as determined after completion of work and upon final accounting of
costs. In no event shall STATE' s contribution exceed the amount of $240, 000 .
(3) STATE' s share of the expense of preliminary engineering shall be
an amount equal to -0-%s of CITY' s actual costs for preliminary engineering
for the entire PROJECT.
(4) STATE's share of the expense of construction engineering shall be
an amount equal to -0-06 of CITY' s actual costs for construction engineering
for the entire PROJECT.
(5) To issue, at no cost to CITY and CITY' s contractor, upon proper
application by CITY and by CITY' s contractor, the necessary encroachment
permits for required work within the State Highway right of way.
SECTION III
IT IS MUTUALLY AGREED:
(1) All obligations of STATE under the terms of this Agreement are
subject to the appropriation of resources by the Legislature and the
allocation of resources by the California Transportation Commission.
(2) Should CITY advertise a contract for PROJECT prior to the
allocation of resources by the California Transportation Commission, there
is no guarantee of STATE' s participation and CITY shall assume all risks
thereof.
(3) Should any portion of PROJECT be financed with Federal funds or
State gas tax funds, all applicable laws, regulations and policies relating
to the use of such funds shall apply notwithstanding other provisions of this
Agreement .
(4) CITY shall not award a construction contract to construct PROJECT
until after receipt of STATE ' s deposit required in Section II, Article (1)
of this Agreement .
(5) Construction by CITY of improvements referred to herein which lie.
within STATE rights of way or affect STATE facilities, shall not be commenced
until CITY' s original construction plans involving such work have been
reviewed and approved by signature of STATE' s District Director of
Transportation, or the District Director' s delegated agent and until an
Encroachment Permit authorizing such work has been issued by STATE . Receipt
by CITY of CITY' s plans signed by STATE shall constitute STATE ' s acceptance
of and official approval of said plans .
(6) CITY shall obtain the aforesaid Encroachment Permit through r'-
office of STATE District Permit Engineer and that CITY' s applicat
therefore shall be accompanied by five (5) sets of reduced construction play.:
of aforesaid STATE approved contract plans . Receipt by CITY of the approved
Page -3. of 6
COPDistrict Agreement #05-CA-0049
Encroachment Permit shall constitute CITY's authorization from STATE to
proceed with work to be performed by CITY or CITY representatives within
proposed STATE right of way or which affects STATE facilities, pursuant to
work covered by this Agreement. CITY' s authorization to proceed with said
work shall be contingent upon CITY' s compliance with all provisions set forth
in this Agreement and said Encroachment Permit.
(7) For any work performed by contract, CITY' s construction contractor
shall also be required to obtain an Encroachment Permit from STATE prior to
commencing any work within STATE right of way or which affects STATE
facilities . The application by CITY' s contractor for said Encroachment
Permit shall be made through the office of STATE District Permit Engineer and
shall include proof said contractor has payment and performance surety bonds
covering construction PROJECT.
(8) If it is found costs will exceed the engineer' s estimate, STATE and
CITY shall endeavor to agree upon an alternative course of action. If, after
thirty (30) days, an alternative course of action is not agreed upon, this
Agreement shall be deemed to be terminated by mutual consent pursuant to.
Article (10) of this Section III .
(9) This Agreement may be terminated or provisions contained herein
may be altered, changed, or amended by mutual consent of the parties hereto.
(10) If termination of this Agreement is by mutual consent, CITY will
bear 1000 and STATE will bear -0-% of all PROJECT related costs incurred by
CITY prior to termination.
(11) If any existing public and/or private utility facilities conflict .
with PROJECT construction or violate STATE' s encroachment policy CITY shall
make all necessary arrangements with the owners of such utilities for their
protection, relocation or removal in accordance with STATE policy and
procedure for those utilities located within the limits of work providing for
the improvement to the State highway and in accordance with CITY policy for
those facilities located outside of the limits of work for the State highway.
Total costs of such protection, relocation or removal shall be in accordance
with STATE policy and procedure . Any relocated or new facilities shall be
correctly shown and identified on the As-Built plans referred to in Section
I, Article (8) of this Agreement .
(12) In the construction of said work, CITY shall furnish a.
representative to perform the functions of a Resident Engineer and STATE may,
at no cost to CITY, furnish a representative, if it so desires, to ensure.
conformance of work to STATE' s standards. Said representatives. of CITY and:
STATE will cooperate and consult with each other, but all work within STATE' s
right of way shall be accomplished to the satisfaction of STATE' s
representative .
(13) Nothing in the provisions of the Agreement is intended to create
duties or obligations to or rights in third parties not parties to this
Agreement or affect the legal liability of either party to the Agreement by
imposing any standard of care with respect to the maintenance of State
Highways different from the standard of care imposed by law.
Page 4 of 6
3•�:
COPY ,
District Agreement #05-CA-0049
(14) Neither. STATE nor any officer or employee thereof is responsible
for any darage or liability occurring by reason of anything done or omitte
to be done by CITY under or in connection with any work, authority c
jurisdiction delegated to CITY under this Agreement . It is understood and
agreed that, pursuant to Government Code Section 895 .4 CITY shall fully
defend, indemnify and save harmless the State of California, all officers and
employees from all claims, suits or actions of every name, kind and
description brought for or on account of injury (as defined in Government
Code Section 810 . 8) occurring by reason of anything done or omitted to be
done by CITY under or in connection with any work, authority or jurisdiction
delegated to CITY under this Agreement .
(15) Neither CITY nor any officer or employee thereof is responsible
for any damage or liability occurring by reason of anything done or omitted
to be done by STATE under or in connection with any work, authority or
jurisdiction delegated to STATE under this Agreement . It is understood and
agreed that, pursuant to Government Code Section 895 .4, STATE shall fully
defend, indemnify and save harmless CITY from all claims, suits or actions
of every name, kind and description brought for or on account of injury (as .
defined in Government Code Section 810 . 8) occurring by reason of anything
done or omitted to be done by STATE under or in connection with any work,
authority or jurisdiction delegated to STATE under this Agreement .
(16) No alteration or variation of the terms of this Agreement shall be
valid unless made in writing and signed by the parties hereto and no oral
understanding or agreement not incorporated herein shall be binding or any
of the parties hereto.
Page 5 of 6 C ���
GU 013G29
District Agreement #05-CA-0049
(17) This Agreement shall terminate upon completion and acceptance of
the construction for PROJECT or on January 1, 1999, whichever is earlier in
time, unless all parties agree to an extension of time.
STATE OF CALIFORNIA CITY OF SAN LUIS OBISPO
Department of Transportation 955 Morro St
San Luis Obispo CA 93401-3208
JAMES W. VAN LOBEN SELS
Director of Transportation
By4a�
r Allen Settle, Mayor
By �^�,
Ke eth G. Nelson Date:
District 5 Director
Date: /y/w Attest :
Approved as to form & procedure By:
\ ity Cler
By ment Date : q 9�
Attorney, Depart
Transportation
Approved as to form & procedure
Date :
By
Certified as to form & procedureor a en
y At o ey
By : ,��_ Date:
Accou tln Administrator
Approved as to content
Date:
WK
Certified as to funds By
Michael McCluskey
By
Director of Public Works
-
D. L. Baldridge Date:
Budget Manager
Dater
Approved: 29(Cf
By . L
R. L. Binger 61
District 6 Director
Date : !o - 30—
Page 6 of 6 3-00'41
CONTRACT
THIS CONTRACT is made and entered into in the City of San Luis Obispo on
this 2nd day of December , by and between the CITY OF SAN LUIS
OBISPO, a municipal corporation,hereinafter referred to as the City, and BI Tran
Systems, Inc., hereinafter referred to as the Contractor.
WITNESSETH:
WHEREAS, the City needs computers and software to remotely monitor and
adjust traffic signals; and
WHEREAS,the Contractor submitted a proposal to furnish and install its
QuicNet/4 Advanced Transportation Management System; and
WHEREAS, the Contractor's proposal for furnishing this system was accepted
by the City;
NOW THEREFORE, in consideration of the mutual promises, obligations, and
covenants contained in this contract,the parties agree as follows:
1. TERM. The term of this contract shall be from the date this contract is
made and entered, as first written above, until the system is installed, tested, and accepted
by the City.
2. INCORPORATION BY REFERENCE. The Contractor's proposal dated
September 15, 1997 is incorporated in and made a part of this contract.
3. THE CITY'S OBLIGATIONS. For furnishing and installing the
computers and software described in the Contractor's proposal, the City will pay and the
Contractor shall receive payments based upon the itemized prices submitted by the
Contractor.
4. THE CONTRACTOR'S OBLIGATIONS. For and in consideration of the
payments and agreements mentioned to be made and performed by the City,the
Contractor agrees with the City to do everything required by this contract.
5. PAYMENT OF TAXES. The project prices shall include full
compensation for all taxes which the Contractor is required to pay.
6. PERMITS AND LICENSES. The Contractor shall procure all permits and
licenses, pay all charges and fees, and give all notices necessary to perform the project
work.
7. HOLD HARMLESS AND INDEMNIFICATION. The Contractor agrees
to defend, indemnify,protect and hold the City and its agents, officers and employees
harmless from and against any and all claims asserted or liability established for damages
or injuries to any person or property, including injury to the Contractor's employees,
agents or officers which arise from or are connected with or are caused or claimed to be
caused by the acts or omissions of the Contractor, and its agents, officers or employees, in
performing the project work, and all expenses of investigating and defending against
same;provided,however,that the Contractor's duty to indemnify and hold harmless shall
not include any claims or liability arising from the established sole negligence or willful
misconduct of the City, its agents, officers or employees.
8. ASSIGNMENT. The Contractor shall not assign, transfer, convey or
otherwise dispose of the project work, or its right, title or interest, or its power to execute
the project work to any individual or business entity of any kind without prior written
consent from the City.
9. TERMINATION. If, during the tern of the project work, the City
determines that the Contractor is not faithfully abiding by any term or condition
contained herein, the City may notify the Contractor in writing of such defect or failure to
perform. This notification must give the Contractor a 10 calendar day notice of time
thereafter in which to perforin the project work or cure the deficiency. Not performing
the work or curing the deficiency within the 10 days specified in the notice shall consti-
tute a breach of the project conditions and the City may terminate the project immediately
by written notice to the Contractor. Thereafter, neither party shall have any further
duties, obligations, responsibilities, or rights regarding the project. In this event, the
Contractor shall be entitled to the reasonable value of its services performed from the
beginning date in which the breach occurs up to the day it received the City's notice of
termination, minus any offset from such payment representing the City's damages from
such a breach. The City reserves the right to delay any such payment until completion or
confirmed abandonment of the project, as may be determined in the City's sole discretion,
so as to permit a full and complete accounting of costs. In no event, however, shall the
Contractor be entitled to receive in excess of the compensation specified.
10. INSURANCE. The Contractor shall procure and maintain for the duration
of the contract insurance against claims for injuries to persons or damages to property
which may arise from or in connection with the performance of the work hereunder by
the Contractor, its agents, representatives, employees or subcontractors.
Minimum Scone of Insurance. Coverage shall be at least as broad as:
a. Insurance Services Office Commercial General Liability coverage
(occurrence form CG 0001).
b. Insurance Services Office form number CA 0001 (Ed. 1/87)covering
Automobile Liability, code 1 (any auto).
C. Workers' Compensation insurance as required by the State of California
and Employer's Liability Insurance.
Minimum Limits of Insurance. The Contractor shall maintain limits no less than:
a. General Liability: $1,000,000 per occurrence for bodily injury,personal
injury and property damage. If Commercial General Liability or other form with a
general aggregate limit is used, either the general aggregate limit shall apply separately to
this project/location or the general aggregate limit shall be twice the required occurrence
limit.
b. Automobile Liability: $1,000,000 per accident for bodily injury and
property damage.
c. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured
retentions must be declared to and approved by the City. At the option of the City, either:
the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects
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the City, its officers, officials, employees and volunteers; or the Contractor shall procure
a bond guaranteeing payment of losses and related investigations, claim administration
and defense expenses.
Other Insurance Provisions The general liability and automobile liability policies
are to contain, or be endorsed to contain, the following provisions:
a. The City, its officers, officials, employees, agents and volunteers are to be
covered as insureds as respects: liability arising out of activities performed by or on
behalf of the Contractor;products and completed operations of the Contractor; premises
owned, occupied or used by the Contractor; or automobiles owned leased, hired or
borrowed by the Contractor. The coverage shall contain no special limitations on the
scope of protection afforded to the City, its officers, official, employees, agents or
volunteers.
b. For any claims related to this project, the Contractor's insurance coverage
shall be primary insurance as respects the City, its officers, officials, employees, agents
and volunteers. Any insurance or self-insurance maintained by the City, its officers, offi-
cials, employees, agents or volunteers shall be excess of the Contractor's insurance and
shall not contribute with it.
C. Any failure to comply with reporting or other provisions of the policies
including breaches of warranties shall not affect coverage provided to the City, its
officers, officials, employees, agents or volunteers.
d. The Contractor's insurance shall apply separately to each insured against
whom claim is made or suit is brought, except with respect to the limits of the insurer's
liability.
e. Each insurance policy required by this clause shall be endorsed to state
that coverage shall not be suspended, voided, canceled by either party, reduced in
coverage or in limits except after thirty (30) days'prior written notice by certified mail,
return receipt requested, has been given to the City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current
A.M. Best's rating of no less than A:VII.
Verification of overage. The Contractor shall furnish the City with a certificate
of insurance showing required coverage. Original endorsements effecting general
liability and automobile liability coverage are also required by this clause. The
endorsements are to be signed by a person authorized by that insurer to bind coverage on
its behalf. All endorsements are to be received and approved by the City before work
commences.
Subcontractors. The Contractor shall include all subcontractors as insured under
its policies or shall furnish separate certificates and endorsements for each subcontractor.
All coverages for subcontractors shall be subject to all of the requirements stated herein.
11. AMENDMENTS. Any amendment, modification, or variation from the
terms of this contract shall be in writing and shall be effective only upon approval by the
City Administrative Officer of the City.
12. COMPLETE CONTRACT. This written contract, including all writings
specifically incorporated by reference, shall constitute the complete contract between the
parties. No oral agreement, understanding, or representation not reduced to writing and
specifically incorporated shall be of any force or effect, nor shall any such oral
agreement, understanding, or representation be binding upon the parties.
13. NOTICE. All written notices to the parties shall be sent by United States
mail, postage prepaid by registered or certified mail addressed as follows:
City: Contractor:
Public Works Director BI Tran Systems, Inc.
City of San Luis Obispo 510 Bercut Drive, Suite R
955 Morro Street Sacramento, CA 95814
San Luis Obispo, CA 93401
14. AUTHORITY TO EXECUTE CONTRACT. Both the City and the
Contractor covenant that each individual executing this contract on behalf of each party is
a person duly authorized and empowered to execute contracts for that party.
IN WITNESS WHEREOF, the parties have caused this instrument to be
executed on the last date written below.
FOR THE CITY OF SAN LUIS OBISPO: APPROVED AS TO FORM:
Mayor Allen K. Settle tt e
A ST:
date Bonnie L. Gaw , City C er
FOR THE CONTRACTOR:
Authorized Representative
date
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council 'I ff
December 2, 1997
acEnaa nEpoat °®N�
CITY OF SAN LUIS 0 B I S P 0
FROM: Michael McCluskey,Public Works Directo `
Prepared By: Bridget Fraser,Engineering Assistant
SUBJECT: Railroad Water Tower Restoration
Specification No.91-00
CAO RECOMMENDATION
1. Award a contract to Specialty Construction of San Luis Obispo in the amount of$57,868 (Base
Bid&Alternate 1)for "Railroad Water Tower Restoration, Specification No.91-00".
2. Approve the transfer of$11,945 from the completed project account to fully fund the project.
DISCUSSION
This project involves restorationof the historic railroad water tower situated on a small parcel across the
tracks from the Amtrak depot. The parcel and the water tank were purchased from the railroad in 1985
to save the structure from demolition by the Railroad and to preserve it as a historic landmark.
Restoration efforts began in 1988 with some basic structural repairs to the tower and foundation and the
elimination of most of the asbestos pipe coating. The work remaining,which includes additional
structural repairs,reconstruction of the roof and anew paint job,was delayed due to lack of funding. In
1993,staff successfully obtained a federal Transportation Enhancement Activities(TEA)grant to
complete the remaining work. Structural Engineer,Robert Vessely,was hired to perform a structural
analysis and provide plans and specifications for the project.
"On September 3, 1997, the CAO approved the plans and specifications and authorized staff to
advertise the project. Bids were opened on October 22, 1997, with the low bidder being Specialty
Construction of San Luis Obispo (base bid of$61,608). Four bids were received, all of which exceed
the available budget of$45,555. (See attached bid summary.) Staff is recommending award of the
contract to the low bidder with two modifications to the project as discussed below.
Alternative Bid Items:
1. Method of repairing the roof: The base bid specifies the roofing material to be tongue and groove
decking which closely duplicates the original material used on this tank. However, as a method for
reducing project costs, the bid documents allow an alternative roofing design. The alternate
roofing design consists of plywood deck covered by rolled roofing. The use of this alternate
material would result in a cost savings of$3,740. Although rolled roofing was not the material
originally used on our tank, it has been observed on similar vintage railroad water tanks.
2. Interior Paintine. Additionally, being sensitive to the City's budget shortfall, the contractor has
proposed minor changes in the project scope which would result in savings of approximately
$4,000. This change would eliminate the painting and associated preparation and cleaning of the
of the interior of the tank. The plans included interior painting in the contract to increase the life
of the tank. Staff feels that if the alternate roofing material is used,thus reducing the likelihood of
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Council Agenda Report-Rawoad Water Tower Restoration
Page 2
moisture in the tank, the interior could be left "as is" and not lead to any significant deterioration
of the tank. Upon awarding the contract, Staff would negotiate a change order with the contractor
for the elimination of the interior tank painting and cleaning.
Council, in reviewing the staff recommendation, will be weighing the cost savings and benefits of the
alternate roofing material against the higher priced "historically-correct" tongue & groove decking.
To aid in the Council's decision, the Cultural Heritage Committee will be discussing the roofing
material choices at its meeting, scheduled for November 24th. The Council will be updated as to their
recommendation prior to the Council meeting.
CONCURRENCES
Community Development Department has granted this project a categorical exemption in accordance
with state CEQA requirements. Caltrans has granted this project a categorical exclusion in
accordance with federal NEPA requirements and has authorized this project to proceed. The City's
CHC will be reviewing the roofing alternatives at their meeting of November 24th.
FISCAL EMPACT
This project is identified in the 1993-95 Capital Improvement Plan. (See page E10,El I &E20).
$45,555 currently remains in the project account.
Estimated Construction Costs:
Construction Contract(Base Bid) $ 61,608
Bid Alternate I(rolled roofing) (3,740)
Elimination of Tank Interior Painting& Cleaning
(Proposed Negotiated Change order) (4,000)
Adjusted contract price $53,868
Contingencies @ 6.7 percent 3.632
Total Estimated Construction Costs: $579500
Remaining Available Budget $45,555
Additional funds needed: $11,945
Per the ISTEA Grant agreement,no additional grant funds will be made available and the City is
responsible to provide additional funds to cover cost overruns. Approximately$15,000 is available
from the completed City Hall Seismic/HVAC project which could be used to augment the ISTEA funds
and offset the project shortfall.
ALTERNATES:
1. Fully restore the tower to its original design by awarding a contract for the base bid of$61,608.
Advantages. This would include the"historicallycorrect"T&G roofing material as well as complete
cleaning and painting of the tank interior.
Disadvantages. Estimated construction cost are $65,700 (base bid plus 6.6% contingencies)
resulting in a budget shortfall of$20,117. If this alternative is to be followed Council should award
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