DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Advanced Traffic Management System (ATMS) Replacement
SUMMARY:
This ordinance authorizes a contract with Kimley-Horn and Associates, Inc. for the purchase, configuration, implementation, training and ongoing support for software to replace the current Advanced Traffic Management System (ATMS) used to manage the City's traffic signal system infrastructure for a total cost not to exceed $1,244,000.00.
BACKGROUND INFORMATION:
In FY 2008, the City embarked on a five-year, $33 million Traffic Signal System Modernization and Synchronization Project to provide for a comprehensive communications network, an upgraded ATMS, and the development of optimized traffic signal timings. This program resulted in a 32% reduction in stops and 12% average reduction in travel time.
The system deployed in 2008 has reached the end of its useful life and is in need of replacement in order to maintain the robustness of this critical service. In addition, the Transportation and Capital Improvements Department plans to make use of features available in the current best of breed products on the market including improved alerting of malfunctions, better monitoring of traffic flow, and improved responsiveness to incidents. It is imperative that the operational gains achieved through this project be maintained and expanded upon. In efforts to achieve this, the Transportation and Capital Improvements Department requested assistance from the Information Technology Services Department (ITSD) and Finance Department to solicit a new system to manage over 1300 existing traffic signals.
On April 1, 2014, the Finance Department issued a Request for Competitive Sealed Proposals (RFCSP) for software and implementation services to replace the City's existing Advanced Traffic Management System. With a submission deadline of May 2, 2014, six proposals were received and reviewed by the evaluation committee ("committee"). Kimley-Horn and Associates, Inc. was selected by the committee and recommended for award. The committee based its decision on several weighted factors, to include experience, background and qualifications and proposed plan. Additional factors were applicable, including price, and were considered in the final scoring.
The selection committee consisted of members from the Transportation and Capital Improvements and Information Technology Services Departments with advisory members from the City Manager's office.
ISSUE:
Staff is requesting that City Council authorize the award of the proposed contract. Approval of this contract with Kimley-Horn and Associates, Inc. will allow for the purchase, configuration, implementation, training and ongoing support for software to replace the current unsupported ATMS used to manage the City's Intelligent Transportation System infrastructure. This system will provide increased functionality and security capabilities and will be supported by the vendor. The total cost of this contract is $1,244,000.00 and is inclusive of software, project management, implementation, integration with current system interfaces and training.
The Small Business Economic Development Advocacy ordinance requirements were waived due to the lack of qualified SMWBE's available to provide the goods and services.
This contract is an exception to the Local Preference Program.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied.
ALTERNATIVES:
Should the contract with Kimley-Horn and Associates, Inc. not be approved, the City will have to continue to use the current unsupported ATMS software without any additional capabilities or security improvements.
FISCAL IMPACT:
Staff is requesting City Council authorization of an agreement with Kimley-Horn and Associates, Inc., for purchase, configuration, implementation, training and ongoing support for software to replace the current unsupported ATMS for a total cost not to exceed $1,244,000.00. The amount includes an annual maintenance cost of $68,000.00 for the first three years following initial 12 month period after system acceptance. Future annual maintenance costs may be subject to increase and will be addressed via contract amendment.
Funds for this contract are available under ATD Traffic Signal System Modernization Program within the 2014-2019 Capital Improvement Program.
RECOMMENDATION:
Staff recommends approval of an ordinance authorizing an agreement with Kimley-Horn and Associates, Inc. in a total cost not to exceed $1,244,000.00 for the purchase, configuration, implementation, training and ongoing support for software to replace the current ATMS.
This contract was procured by means of RFCSP and a Contracts Disclosure Form is required.