City Council

Agenda Request

Agenda Of:

May 20, 2008

Agenda Request No:

V-G

Initiated By:

David C. Worley, P.E., Assistant Public Works Director

Responsible Department:

Public Works

Presented By:

David C. Worley, P.E., Assistant Public Works Director

Department Head:

Mike Hobbs, director of public works

 

 

Additional Department. Head (s):

n/a

Subject / Proceeding:

Traffic Infrastructure Management System

Exhibits:

Consultant proposal

Scope of work

Clearances

Approval

Legal:

N/A

Executive Director:

n/a

Purchasing:

linda symank  

director of fiscal services

Asst. City Manager:

karen daly  

Budget:

bryan guinn,

budget manager

City Manager:

Allen Bogard

Budget

Expenditure Required:  $

90,400.00

Current Budget:  $

129,990.00 (CIP #TR-0403)

Additional Funding:  $

n/a

Recommended Action

The Public Works Department requests City Council award a professional services contract to Brown & Gay Engineers, Incorporated in the amount of $90,400 for the development of the Traffic Infrastructure Management System.

Executive Summary

At the January 22, 2008 City Council meeting, a workshop highlighting key infrastructure management projects was held.  The three studies were a Facilities Condition Assessment, a Parks Condition Assessment, and the Pavement Management and Maintenance Program.   The scopes of each of the studies had two primary components: inventory collection and condition assessment.  Each of the studies is part of our on-going infrastructure management program efforts.  The results of the studies were compiled in a database format compatible with our GIS.  The GIS houses the physical infrastructure management data and is the common link between all components of the system.      

 

The City reached the 50,000 population threshold in 2001 and as a result received the operational and maintenance responsibilities for the TxDOT traffic signals within our jurisdiction.  Soon thereafter, staff inventoried the traffic signals and included them in the City’s GIS.  However, this inventory was only an inventory collection effort and did not include a condition assessment.    

 

The purpose of this project is to perform an infrastructure management study similar to those performed for Parks, Facilities and Pavement Management for traffic related infrastructure including the City’s traffic signal poles, cabinets, ITS hardware, etc.  Naturally the data will be compiled in a database format consistent with the standards established through the completion of the first three infrastructure management projects. 

 

The scope of this project includes:

 

·             Analyze existing data and systems currently used by the City to determine their relevance and usefulness for the Traffic Signal Inventory Management System. 

·             Data to be collected on Traffic Signal equipment shall be the cabinet, controller, conflict monitor, detection equipment, preemption equipment, UPS, electrical service, pedestrian heads and buttons, signal housings and indication modules, poles and mast arms, intersection illumination, CCTV equipment, and communication equipment, as well as up to three additional pieces of equipment as defined by the City.

·             Data will be collected on School Zone Flashers including location, model number, and solar system details, as well as three additional pieces of equipment as defined by the City.

·             The System Architecture will also include a condition assessment, replacement value, life cycle, and installation date based on agreed upon parameters and values as well as other available information. 

·             Determine attributes of equipment to be collected such as model number, serial number, version, manufacturer, location, direction, type, condition, and replacement cost.

·             Prepare System Architecture including system functionality, attributes, and architecture as well as data collection requirements. This System Architecture will serve as the reference for all data collection and system configuration. The system architecture will also include an electronic version of the proposed data base that will be utilized for data collection and configuration.

·             Configure collected data in ESRI Arc Map and Microsoft Access in accordance with the System Architecture.

·             Develop up to five reports using Crystal Reports in accordance with the System Architecture.

·             Develop system management forms in accordance with System Architecture.

·             Develop functionality to link photos and construction documentation to each intersection.

·             Training and Documentation

 

The following is the schedule for this project:

 

Task

Completion Date

 

 

Notice to Proceed

NTP

System Architecture-30% Deliverable

45 Calendar days from NTP

Data Collection Complete-60% Deliverable

75 Calendar days from NTP

System-Configuration-Complete-90% Deliverable

120 Calendar days from NTP

Training-and-Documentation-100% Deliverable

145 Calendar days from NTP

 

Budgeted funding for this work is available in CIP No. TR0403 with an unencumbered balance of $129,990. The Public Works Department requests City Council award a professional services contract to Brown & Gay Engineers, Incorporated in the amount of $90,400 for the development of the Traffic Signal Asset Management System.

 

Exhibits

 

 

March 1, 2008

 

 

Mr. Chris Cameron

City of Sugar Land

111 Gillingham Lane

Sugar Land, TX   77478

 

Re:       Traffic Signal Inventory Management System (CIP #TR-0403)

                       

Dear Mr. Cameron:

 

As requested, attached is our proposal to provide engineering services for the City of Sugar Land Traffic Signal Inventory Management System.

 

Our proposal includes services for the development of the Traffic Signal Inventory Management System for a Lump Sum amount of $90,400.00. The estimated time to do this work is 145 calendar days.

 

The proposed system will provide mapping, reporting, querying, replacement cost, useful life, and condition assessment.

 

Attached are the scope of services, schedule, and fee schedule.

 

If you have any questions or comments, please contact Mr. Jeff Durso, PE, at 281-558-8700. We want to take this opportunity to thank you for the opportunity to do this project for you.

 

Sincerely,

 

 

 

 

J. Roberto Arroyave, PE

Vice-President

 

 

 

EXHIBIT “A”

 

Scope of Services

Traffic Signal Inventory Management System

(CIP # TR 0403)

 

The scope of services consists of the development of the Traffic Signal Inventory Management System (CIP# TR 0403). The work shall include planning, data collection, system configuration, training, and documentation to provide an Inventory Management System that will become a component of the future City of Sugar Land Asset Management System. The final deliverable will be ESRI ArcMap compatible GIS files and a Microsoft Access GeoDatabase. The proposed system will provide mapping, reporting, querying, replacement cost, useful life, and condition assessment.

 

1.0   Project Management

 

1.1          Coordinate with all involved parties to ensure a successful project.

1.2          Perform Quality Control of deliverables to ensure their accuracy.

1.3          Attend up to 10 meetings with City staff to discuss various project details and deliverables.

 

2.0   Planning

 

2.1          Analyze existing data and systems currently used by the City to determine their relevance and usefulness for Traffic Signal Inventory Management System. 

2.2          Meet with City staff to determine the system requirements of the Inventory Management System. The requirements will include tasks such as data to be collected, reports, photos, and existing construction documentation integration. Data to be collected on Traffic Signal equipment shall be limited to the cabinet, controller, conflict monitor, detection equipment, preemption equipment, UPS, electrical service, pedestrian heads and buttons, signal housings and indication modules, poles and mast arms, intersection illumination, CCTV equipment, and communication equipment, as well as up to three additional pieces of equipment as defined by the city. In addition, data will be collected on School Zone Flashers including location, model #, and solar system details, as well as three additional pieces of equipment as defined by the city. The System Architecture will also include a condition assessment, replacement value, life cycle, and installation date based on agreed upon parameters and values as well as other available information. 

2.3          Determine attributes of equipment to be collected such as model number, serial number, version, manufacturer, location, direction, type, condition, and replacement cost.

2.4        Prepare System Architecture including system functionality, attributes, and architecture as wells as data collection requirements. This System Architecture will serve as the reference for all data collection and system configuration. The system architecture will also include an electronic version of the proposed data base that will be utilized for data collection and configuration.

 

3.0       Data Collection

 

3.1          Collect data for approximately 75 traffic signals using hand-help or laptop computer in accordance with data collection requirements detailed in System Architecture.

 

4.0       System Configuration

 

4.1          Configure collected data in ESRI Arc Map and Microsoft Access in accordance with the System Architecture.

4.2          Develop up to five reports using Crystal Reports in accordance with the System Architecture.

4.3          Develop system management forms in accordance with System Architecture.

4.4          Develop functionality to link photos and construction documentation to each intersection.

 

5.0       Training and Documentation

 

5.1          Provide Traffic Signal Inventory Management System user manual and training presentation. Provide ten copies of each manual as well as electronic format for additional printing by City staff.

5.2          Conduct Traffic Signal Inventory Management System training for City staff for a maximum of two – four hour sessions. 

 

6.0        Deliverables

 

6.1        30% Deliverable – System Architecture and Data Collection Requirements

6.2        60% Deliverable – Collected Data

6.3        90% Deliverable – Configured System

6.4        100% Deliverable – Training and Documentation