HomeMy WebLinkAbout1998-09-22; City Council; 14853; Traffic Management System Funding Request‘4 ’ n -\
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CITY OF CARLSBAD -AGENDA BILL ’ ” -
iB# /& 8s TITLE- -
QUICNET/4 DOWNTOWN CARLSBAD ilTG. 9122198 TRAFFIC MANAGEMENT SYSTEM FUNDING a CITYATTY. ’
APPROPRIATION AND BUDGET AMENDMENT REQUEST IEPT. ENG
RECOMMENDED ACTION:
Adopt Resolution No. 98-3// authorizing the purchase and installation of the QuicNetl4
Downtown Carlsbad Traffic Management System and an increase to the Engineering Department
budget allocation of $65,000.
ITEM EXPLANATION:
On June 5, 1998, staff received written authorization from the Caltrans District Local Engineer to
use Congestion Mitigation and Air Quality (CMAQ) funding in the amount of $65,000 to purchase a BI Tran Systems, Inc., QuicNeff4 Traffic Management System. This system initially will be used for
the downtown Carlsbad signal system that consists of ten traffic signals on Carlsbad Village Drive
and Grand Avenue as shown on the attached map. In the future, the QuicNet/4 system can be
expanded to include other traffic signal locations.
The QuicNet/4 Traffic Management System will allow remote communication via telephone line to
the ten downtown traffic signals from the office. Traffic signal operations will be monitored by staff
observation of computer monitors and traffic signal timing can be adjusted remotely from the
desktop computers. A feature of the system is an alarm system to alert staff to traffic signal
malfunctions. Included in the authorized funding is the purchase of two desktop computers,
including software and monitors. It is recommended that one be located at the Streets
Maintenance facility at 405 Oak Street and the other in the Engineering Department.
The CMAQ funding program is a reimbursement program that requires the City to first expend
funds to complete the project and then apply for reimbursement. The CMAQ funding program also
requires a City Council resolution to identify the official authorized to execute the agreement.
ENVIRONMENTAL IMPACT:
This project is categorically exempt from environmental review under the provisions of the
California Environmental Quality Act (CEQA), Section 15301 (Class 1) and a Notice of Exemption
will be filed by the Planning Director upon project approval.
FISCAL IMPACT:
Funds in the amount of $65,000 are requested to be appropriated by the City Council from the
General Fund balance to the Engineering Department budget. A purchase order will be requested
in the amount of $29,237 for the sole source purchase of the QuicNetl4 traffic management software from BI Tran Systems, Inc. Ancillary equipment, including computers, will be purchased
through Information Systems. All expended funds will be reimbursed to the City after completion of
work by the CMAQ funding source upon submittal of the reimbursement request by staff.
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Page 2 of Agenda Bill No. /& flfi ,
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EXHIBITS:
1. Location Map.
2. June 5, 1998 letter from Caltrans.
3. Program Supplement Agreement from Caltrans.
4.
5.
Cost proposal from BI Tran Systems, Inc., for QuicNet/4 Traffic Management System.
Resolution No. qH3// authorizing the purchase and installation of the QuicNet/4
Downtown Carlsbad Traffic Management System and an increase to the Engineering
Department budget allocation of $65,000.
2
LOCATION MAP
LEGEND
NOT TO SCALE
PROJGX NAME: TRAFFIC SIGNAL LOCATIONS TO BE MONITORED BY EXHIBIT ij
THE QUICNET/4 TRAFFIC MANAGEMENT SYSTEM B
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DOWNTOWN CARLSBAD 3 E r
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STATE OF CALIFORNIA -BUSINESS, TRANSPORTATION AND HOUSING AGENCY PETE WILSON, Governor
DEPARTMENT OF TRANSPORTATION
DISTRICT 11, P-0. BOX 65406, SAN DIEGO. 921664406
I i
86: g88;; TDD Number
June 5, 1998
Mr. John Kim RECHVED
Associate Engineer City of Carlsbad 2075 Las Palmas Drive Carlsbad, CA 92009-l 576
JUN 1 1 1998
ENGINEERING DEPARTMENT
Dear Mr. Kim:
Enclosed is your Authorization to Proceed with Construction and Construction Engineering for the CMAQ Project #5308(006), Downtown Carlsbad, Quicknet. The official start date for Federal reimbursement is May 19, 1998. Construction expenses incurred before this date are not reimbursable
Your responsibilities now include but are not limited to:
l Notifying DLAE in the form of a letter on City letterhead of date of advertisement and date and time of proposed bid opening.
l Furnish DLAE with one copy of the construction plans and specials provisions.
l Submit Bidder DBWBE information (after bid opening).
After award of contract submit the following to the DLAE:
? The Contract Award Checklist, Local Assistance Procedures Manual, (LAPM), Exhibit 15-L
l Report of DBE Awards, LAPM, Exhibit 15-K
l Detail Estimate, LAPM, Exhibit 15-M
l Finance Letter, LAPM, Exhibit 15-N
l Resident Engineer’s Construction Administration Checklist, LAPM, Exhibit 15-B.
Program Supplement must be executed by the local agency before submittal of invoices for reimbursement.
is these documents are completed, submit them to Caltrans Local Assistance, attention Christine Carrington, MS B-7. If you need further assistance, please call Christine
at 688-6775.
P
Sincerely,
-w GARY VElTESE District Local Assistance Engineer
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; _- Exhibi'? Page lof 2
a
PROGRAN SvPPLEmNT NO. MOO1
to
ADMINISTERING AGENCY-STATE AGREEMENT
FOR FEDERAL-AID PROJECTS NO. 11-5308
Date:June 18, 1998
Location: ll-SD -0-CBD
Project Number: CML5308(006)
E.A. Number: 11-955626
This Program Supplement is hereby incorporated into the Agency-State Agreement for Federal Aid which was entered into between the Agency and the State on 09/26/97 and is subject to all the terms and conditions thereof. This Program Supplement
is adopted in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. * approved by the Agency on (See copy attached).
The Agency further stipulates that as a condition to payment of funds obligated to this project, it accepts and will comply with
the covenants or remarks setforth on the following pages.
PROJECT TERMINI:
IN THE CITYOF CARLSBAD IN DGWNT’OWN AREA
TYPE OF WORK: INSTALL QUICKNET TRAFFIC MANAGEMENT SYST LENGTH : 0.1 (MILES)
PROJECT CLASSIFICATION OR PHASE(S) OF WORK
CXJ Preliminary Engineering [ ] Right-Of-Way M Construction
[ ] Construction Engineering
Estimated Cost Federal Funds Matching Funds
320 $57,544.00 LOCAL- STATE TSM OTHER
$65,ooo.O0 . ,.- . ‘ $0.00 $7,456.00 !§o.oo
CITY OF CARLSRAD
BY
Date
STATE OFCALIFORNIA
Department of Transportation
By
Chief, Office of Local Programs
Project Implementation
Atteet
Title
Date
I hobby certify upon ay poraonal knowlodgo that budgmted fundm'arm l vailablr for this encumbrance:
.;$g$?$$fiq(Lpyp?-- Date .2;. ,f - 9f Accounting Offi- $65,000.00
Chapter Statute8 It- I/ oar SC Fund source I
282 2660-101-890 2-O. 820 262040 892-F 57,544.oo 282 :z 2660-125-042 20.30.010.821 : 258020 042-T 7,456.OO
Program Supplonumntll-5308+fOOl- ISTEA Page 1 of 2 c-
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1" 11-SD -O-CBD
Exhibit-3 Page2 of2
06/18/1998
CML-5308(006)
SPECIAL COVRNANTS OR REMARKS
1. All maintenance, involving the physical condition and the
operation of the improvements, referred to in Article III
MAIRTXRANCE of the aforementioned Master Agreement will be the
responsibility of the Local Agency,and shall be performed at
regular intervals or as required for efficient operation of the
completed improvements.
2. The Local Agency agrees the payment of Federal funds will be
limited to the amounts approved by the Federal Highway
Administration in the Federal-Aid Project Agreement (PR-P)/Detail
Estimate, or its modification (PR-PA) or the FNM-76, and achepks
any increases in Local Agency Funds as shown on the Finance or
Bid Letter or its modification as prepared by the Office of Losal
Programs Project Implementation.
3. This agreement supplements the Local Agency-State Master
Agreement for Federal-Aid projects, with the understanding that
all provisions of the 1991 Intermodal Surface Transportation
Efficiency Act (ISTXA) apply.
4. The Local Agency will advertise, award and administer this
project in accordance with the current Local Program Procedures
or the new Local Programs Manual, &en issued.
5. State Traffic System Management (TSM) funds are being made
available to match only those federal funds eligible in
accordance with Section 182.4 of the Stree.ts and Highways Code , and as permitted by Article XIX of'the State Constitution.
6. Federal funds eligible for TSM match will be proportional to the
total federal participating amount established at contract award
as indicated on the Finance or Bid.Letter or its modification.
7. Whenever the local agency uses a consuitant on a cost plus basis,
the local agency is required to submit a post audit report
coverinb the allowability of cost payments for each individual
consultant or sub-contractor incurring over $25,000 on the
project. The audit report must state the applicable cost
principles utilized by the auditor in determining allowable costs
as referenced in CFR 49, part 18, Subpart C - 22, Allowable
costs.
Program Supplrrnsntll-530%~MOOl- IsTszi Pape 2 of 2
b
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BI Tran Sj&ms, Inc. Exhibit 4
Mr. John T. Kim P.E.
City of Carlsbad
2075 Las Palmas Dr.
Carlsbad, CA 92009
760-438-l 161 x4500
760-43 l-5769 fax
510 BERCUT DRWE, SUITE R
SACRAMENTO, CA 95914
(916) 441-O
FAX 441-9 2% tember3,1998
RF cFpy?rPD
.e.’
$ t: \’ 0 fj 1998
RI3 CarlMad ATMS i-..- .-I’ .‘+.(.‘.?I, $ I,, Li ..,I “Lt. .‘.,i’” G
Dear Mr. Kim, LXPARTMENT
This is a proposal to furnish the city a single user QuicNetl4, Advanced Trafic Mmagement
System (ATMS).
All the hardware and buyout items listed can be purchased by the City of Carlsbad or by BI
Tran Systems, Inc. These items should be budgeted and purchased as needed because prices
and features can change for the better.
The Carlsbad installation shall be a single user system computer (communications
processor/server) and workstation with dial-out capabilities to traffic signals and remote access
capabilities.
This Carlsbad system shall utilize a GIS map for Carlsbad. The Carl&ad system will gather
data directly from its intersection controllers through dial-out modems. The GIS map shall be
furnished by the City of Carlsbad. The Map shall show the road network of the city. The
road network shall show as a minimum the curb lines of all the roads. BI Tran Systems, Inc
will develop from these maps a traffic signal location map to be used in the system.
This proposal consists of:
a) Software and labor to be supplied by BI Tran Systems, Inc.
b) “Buy-out” software and hardware. This item is to be purchased by the city.
c) BI Tran Systems, Inc and City Task List and Shedule
d) Schedule of Delivery
e) QuicNeti4 Features list
f) Recommended equipment list
The following is a cost breakdown to implement this system:
1) Software and Labor
1) Q&Net System software, warranty, and support NaA SlSooo00
Tax $123750
2) Labor - factory and on-site NolcB $loooooo
3, Setup additional Workstation on the network $3ooo
Total of QuicNet and implementation $29,237””
c
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b) “Buy-out” items:
3) 1 dial-up External Modem ($200°0 each) Notcc 2w
4) windows NT 4.0 Server software ($795) 79P
5) Microsofl o$ce Pro 97 800°0
6) Crystal Reports 395”
7) 8 port digiboard 470°0
8) Miscellaneous cables 100°o
9) Map Objects License 100°o
10) Shipping and contingencies
11) Integration of Hardware-software s12=
12) **Comm Processor/workstation (128MB, CDROM, Dual Pentium, 21”monitor)$400@’
13) **Workstation (128MB, CDROM, Pentium, 21”monitor) $400000
** See recommended hardware list
Notes:
Total of buy-out items(budget) $ 12,26V
A) The QuicNet System Sottware price is for a QuicNet/4 scaled back to include only
standalone operation (multi-workstation capable).
B) Includes 2 weeks factory and on-site labor for installation of system software, system
integration, database generation, city display map conversion, and on-site training.
Includes travel and per diem expenses. The City is to do the intersection graphic
displays following training.
C) The City to furnish telephone lines and access. The City to furnish and install local
controller modems and phone drops.
This quote is valid for 90 days, includes shipping, but does not include any applicable taxes.
If there are any questions, or clarifications required, please let us know.
Sincerely .,A-~
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RESOLUTION NO. 98-311
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, CALIFORNIA, AUTHORIZING THE PURCHASE OF THE
QUICNET14 TRAFFIC MANAGEMENT SYSTEM AND AN INCREASE
TO THE ENGINEERING DEPARTMENT BUDGET ALLOCATION.
WHEREAS, funding has been established by the Congestion Mitigation and Air Quality
Act (CMAQ) and is made available to agencies desirous of reducing traffic congestion and
improving air quality; and
WHEREAS, the City of Carlsbad has applied for and has been approved for CMAQ
funding in the amount of $65,000 for a QuicNet/4 Traffic Management System; and
WHEREAS, the QuicNeti4 Traffic Management System will be purchased, installed, and
utilized for the downtown coordinated traffic signal system; and
WHEREAS, the CMAQ funding program requires the City of Carlsbad to first expend the
necessary funds and then apply for reimbursement.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1. The purchase and installation of the QuicNetl4 Traffic Management System and
ancillary equipment is authorized and $65,000 is appropriated from the General Fund balance to
the Engineering Department budget.
2. The Purchasing Officer is hereby authorized to issue a purchase order to
BI Tran Systems, Inc., 510 Bercut Drive, Suite R, Sacramento, California 95814, in the amount
of $29,237 for the sole source purchase of the QuicNetl4 Traffic Management System software.
3. An increase in the estimated revenues for the General Fund balance in the
amount of $65,000 is hereby approved.
Ill
ill
Ill
Ill
Ill
Ill
III
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ALETHA L. RAUTENKRANZ, City Clerk I (SEAL)
4. The Public Works Director is appointed as the signature authority for this project.
PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council
held on the 22nd day of September , 1998 by the following vote, to wit:
AYES: Council Members Lewis, Finnila, Nygaard, Kulchin and Hall
NOES: None
ATTEST:
WRITE IT - DON’T SAY IT!
Date 417 19 98
To
From
Cl Reply Wanted
ONo Reply Necessary
STATE OF CALIFORNIA - BUSINESS, TRANSPORTATION AND HOUSING AGENCY
DEPARTMENT OF TRANSPORTATION
PETE WILSON, Governor
DESIGN AND LOCAL PROGRAMS P.O. BOX 942874, MS #l SACRAMENTO, CA 94274-0001 TDD (916) 6544014 (916) 654-3151 Fax: (916) 654-2409
June 19,1998
File: 1 ~-SD -o-CBD
CML-5308(006) IN THE CITY OF CARLSBAD IN DowIvrowNAREA
Mr. Lloyd Hubbs City Engineer City of Carlsbad 2075 Las Pahnas Drive Carlsbad, CA 92009
Attn: Mr. John T. Kim
RECEIVED
WV 2 3 1998
ENGiNEERlNG
DEPARTMENT
Dear Mr. Hubbs:
Enclosed are two originals of Program Supplement Agreement No. 001-M to Administering
Agency-State Agreement No. 1 l-5308 covering: Preliminary Engineering and Construction for the
above-referenced project.
Please sign both copies of this Agreement and return them to this offke, Office of Local Programs -
MSl. Alterations should not be made to the agreement language or funding. Attach your local
agency’s certified authorizing resolution that clearly identifies the project and the official authotized to
execute the agreement. A fully executed copy of the agreement will be returned to you upon ratification
by Cahrans,
Your prompt action is requested. No invoices for reimbursement can be processed until the
agreement is fully executed.
Sincerely,
GE*-- Office of Local ProfXams Project JrnplementaZon
Enclosure
cc: OLP AE Project Files (11) DLAE- Gary Vettese ‘We’ll Find a Way’ AGTLRFED.FRX
I PROGRIW SUP-NT NO. MOO1
to
ADMINISTERING AGENCY-STATE AGREEMEWC I
Date: June 18, 1998
Location : 1 l-SD -O-CBD
Project Number : CML-5308(006)
FOR FEDERAL-AID PROJECTS NO. 11-5308
I
E.A. Number: 1 l-955626
I
This Frogram Supplement is hereby incorporated into the Agency-State Agreement for Federal Aid which was entered into
between the Agency and the State on 09/26/97 and is subject to all the terms and conditions thereof. This program Supplement
is adopted in accordance with Article I of the aforementioned Master Agreement under authority of Resolution No. , approved by the Agency on (See copy attached).
The Agency further stipulates that as a condition to payment of funds obligated to this project, it accepts and will comply with
the covenants or remarks setforth on the following pages.
PROJECT TERMINI:
IN THE CITY OF CARLSBAD IN DOWNTOWN AREA
TYPE OF WORK: INSTALL QUICKNET TRAFFIC MANAGEMENT SYST LENGTH : 0.1 (MILES)
PROJECT CLASSIFICATION OR PHASE(S) OF WORK
[xl Prelimimry Engineering
[ ] Constructiou Engineering
[ ] Right-Of-Way M Construction
STATE TSM
STATE OF CALIFORNIA
Department of Transportation
By
Chief, Office of Local Programs
Project Implementation
Title Aletha L. Rautenkranz, City’Clerk
Date
,.
I hereby certify upon my personal knowledgm that budgeted funda'ara available for this encumbrance:
Accounting Offics ~#/pqq$:~~~~~-~ iate 1 $65,000.00
Chapter statutes Itrm IP ear BC -d Source I
282 1997 2660-101-890 2aO. 820 262040 892-F 57,544.OO 282 1997 2660-125-042 20.30.010.821 258020 042-T 7,456.OO
..’ ,_
5.
1
Program Suppleanentll-5308~MOOl- ISTEA Page 1 of 2
i - - F.
11-SD-O-CBD 06/18/1998
cML-5308(006)
SPECIAL COVENANTS OR RHMARXS
1. All maintenance, involving the physical condition and the
operation of the improvements, referred to in Article III
MAINTHNANCE of the aforementioned Master Agreement will be the
responsibility of the Local AgencyVand'shall be performed at
regular intervals or as required for efficient operation of the
completed improvements.
2. The Local Agency agrees the payment of Federal funds will be
limited to the amounts approved by the Federal Highway
Administration in the Federal-Aid Pr0jec.t Agreement (PR-P)/Detail
Estimate, or its modification (PR-PA) or the FNM-76, and accepts
any increases in Local Agency Funds as shown on the Finance or
Bid Letter or its modification as prepared by the Office of Local
Programs Project Implementation.
3. This agreement supplements the Local Agency-State Master
Agreement for Federal-Aid projects, with the understanding that
all provisions of the 1991 Intermodal Surface Transportation
Efficiency Act (ISTEA) apply.
4. The Local Agency will advertise, award and administer this
project in accordance with the current Local Program Procedures
or the new Local Programs Manual, &en issued.
5. State Traffic System Management (TSN) funds are being made
available to match only those federal. funds eligible in
accordance with Section 182.4 of the Stree,ts and Highways Code
and as permitted by Article XIX of.the State Constitution. .
6. Federal funds eligible for TSM match will be proportional to the
total federal participating amount established at contract award
as indicated on the Finance or Bid,.Letter or its modification.
7. Whenever the local agency uses a c6&u~tarit 6n a cost plus basis,
the local agency is required to submit a post audit report
covering the allowability of cost payments for each individual
consultant or sub-contractor incurring over $25,000 on the
project. The audit report must state the applicable cost
principles utilized by the auditor in determining allowable costs
as referenced in CFR 49, part 18, Subpart C - 22, Allowable
costs .
: . . : .< ,, I
,.
‘ , ,.
.: ‘*
Program Supplementll-530~MOOl- ISTEA Page 2 of 2
City of Carlsbad
November 25,1998
. s- ‘\ L-\ s ‘( cd%-- . w
-t-w-
Department of Transportation
Design & Local Programs
PO Box 942874, MS #I
Sacramento, CA 94274-0001
Attention: Herb Reinl, Chief, Office of Local Programs
Enclosed per your request, are copies of Carlsbad City Council Agenda Bill
No. 14,853 and a certified copy of Resolution No. 98-311.
Also enclosed are two fully executed original Program Supplements, No. MOOI,
to Administrative Agency-State Agreement for Federal-Aid Projects No. 1 I-5308.
After ratification by CalTrans, and the appropriate Department of Transportation
signature has been obtained, please return one original Supplement No. MO01 to
the Carlsbad City Clerk.
If you have any questions regarding this project, please contact Mr. John Kim,
Engineering Department, at (760) 438-l 161 extension 4500.
Kathleen D. Shoup
Sr. Office Specialist
1200 Carlsbad Village Drive * Carlsbad, CA 92008-l 989 - (760) 434-2808 @
Y I -
.
STATE OF CALIFORNIA, )
COUNTY OF SAN DIEGO ) ss.
i
1, Karen R. Kundtz, Assistant City Clerk of the City of Carlsbad, State of
California, hereby certify that I have compared the foregoing copy with the original
Resolution No. 98-311 passed, and adopted by said City Council, at a
regular meeting thereof, at the time and by the vote therein stated, which original
is now on file in the office of the City Clerk: that the same contains a full, true and
correct transcript therefrom and of the whole thereof.
Witness my hand and the seal of said City of Carlsbad, this November 25. 1998.
^
nt City Clerk
(SEAL)
C:?ITE IT - DON’T SAY -!
To
Date
0 Reply Wanted
STAZ OF CALIFORNIA - BUSINESS, TRANSPORTATION AND HOUSING AGENCY PETE WILSON, Governor
DEPARTMENT OF TRANSPORTATION
DESIGN AND LOCAL PROGRAMS
P.O. BOX 942874, MS #1
SACRAMENTO, CA 94274-0001
TDD (916) 654-4014
(916) 654-3151
Fax: (916) 654-2409
June 19, 1998
Ffie: 1 ~-SD -O-CBD
CML-5308(006)
IN THE CITY OF CARLSBAD IN
DOWNTOWNAREA
Mr. Lloyd Hubbs
City Engineer
City of Carlsbad 2075 Las Palmas Drive Carlsbad, CA 92009
Attn: Mr. John T. Kim
RECEIVED
&Ml 2 3 1998
ENGINEERING
DEPARTMENT
Dear Mr. Hubbs:
Enclosed are two originals of Program Supplement Agreement No. 001-M to Administering
Agency-State Agreement No. 1 l-5308 coveting: Preliminary Engineering and Construction for the
above-referenced project.
Please sign both copies of this Agreement and return them to this office, Office of Local Programs -
MSl. Alterations should not be made to the agreement language or funding. Attach your local
agency’s certified authorizing resolution that clearly identifies the project and the official authorized to
execute the agreement. A fully executed copy of the agreement will be returned to you upon ratification
by Caltrans.
Your prompt action is requested. No invoices for reimbursement can be processed until the
agreement is fully executed.
Sincerely,
Project Implementation
Enclosure
cc: OLP AE Project Files
(11) DLAE- Gary Vettese ‘We’ll Find a Way” AGTLRFED.FRX