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HomeMy WebLinkAboutContracts & Agreements_06-2023FIRST AMENDMENT TO AGREEMENT TO PERFORM PROFESSIONAL SERVICES This first amendment ("First Amendment") to the agreement for professional services to perform the Citywide Left -Turn Pocket Study ("Agreement"), dated November 1, 2022, by and between the City of Redlands, a municipal corporation and a general law city ("City"), and KOA Corporation, a California consultant ("Consultant"), is made and entered into this 17th day of January, 2023. RECITALS WHEREAS, it is the desire of the City and Consultant to amend Article 2.1 of their existing Agreement, specifically described in Exhibit "A," "Scope of Services" to include "Amended Scope of Services," which is attached hereto by reference, and WHEREAS, it is the desire of the City and Consultant to amend Article 5.1 of their existing Agreement to increase Consultant's present total compensation of ninety-nine thousand nine hundred five dollars ($99,905.00) to the amount of one hundred eight thousand nine hundred five dollars ($108,905.00). NOW, THEREFORE, for good and valuable consideration in the receipt of which is hereby acknowledged City and Consultant agree as follows: AGREEMENT Section 1. The scope of work performed by Consultant pursuant to Exhibit "A" of the Agreement, entitled "Scope of Services," is hereby amended by the attached to include the work that is identified in Exhibit "A," "Amended Scope of Services," which is attached hereto and incorporated herein by this reference. Section 2. Subsection 5.1 of Article 5 of the Agreement, entitled "Payments to Consultant," is hereby amended to read as follows: "5.1 Total compensation for Consultant's performance of the Services shall not exceed the amount of one hundred eight thousand nine hundred five dollars ($108,905.00). City shall pay Consultant on a time and materials basis up to the not to exceed amount in accordance with Exhibit "B" entitled "Cost Proposal." Exhibit "B" entitled "Amended Cost Proposal" is attached hereto and incorporated herein by this reference." Section 3. All other provisions of the Agreement shall remain unchanged by this First Amendment and in effect. [SIGNATURES ON NEXT PAGE] 1 I:\cmo\Agreements\KOA First_Amendment FY22-009I.docx-jm IN WITNESS WHEREOF, the parties have executed this First Amendment, to be effective as of Januar 1 3. CITY OF ' D ANDS ddie Tejeda, Mayor ATTEST: nne Donaldson, City Clerk 2 I:\cmo\Agreements\KOA First_Amendment FY22-0091.docx-jm By: KOA CORPORATION Min Zhou, GEO/P4e,siderrt Vp / A 4 th A41 614- EXHIBIT "A" AMENDED SCOPE OF SERVICES SCOPE OF WORK KOA acknowledges the Scope of Services presented in the RFP. TASK 1: PROJECT MANAGEMENT Upon obtaining a notice to proceed, KOA will immediately schedule a kickoff meeting with the appropriate staff from the City to discuss project background, scope of work, project objectives, scheduling, and relevant project details. We want to make sure everyone involved on our team understands the work scope, schedule, budget, and other important requirements to make the project a success. One important item to discuss at the kickoff meeting is the number of study intersections to be evaluated. Shirjeel Muhammad, PE, will be the Project Manager. He is a senior engineer with about 23 years of experience. He has extensive experience in the field of traffic signal design, geometric design, traffic control design, pedestrian facilities, and handling municipal traffic engineering -related services. He has also served as project manager and project engineer on many traffic engineering design projects for several cities in Southern California, including Cities of Riverside, Rialto, Costa Mesa, Yorba Linda, Orange, Manhattan Beach, etc. He will conduct weekly internal project meetings and maintain open lines of communication with all involved to move the project along. We strongly believe in proactive critical thinking and communication to minimize project delays. To avoid any unwanted surprises, KOA will be completely transparent and proactive in dealing with any issues so the City can make knowledgeable decision on alternative designs. Our Project Management services will also include: Bi-weekly Meetings Meeting agendas and minutes, schedule updates, action items, etc, Project Goals and Objectives Project Management Approach, Project scope and schedule; update it regularly to reflect any significant changes Team roles and responsibilities • Close coordination with the City's Project Manager Task 1 Deliverables • Work Plan • Schedule • Agenda and minutes for each meeting • Status reports 3 I:\cmo\Agreements\KOA First_ Amendment FY22-009 1.docxjm TASK 2: DATA COLLECTION After meeting with City staff and confirming the preliminary list of study intersections, KOA will conduct a comprehensive field review of the locations to identify lane geometry and left tum pocket lengths, and to observe traffic operations. KOA will use this data to refine the preliminary list of problematic intersections and submit it to the City for review and approval of a final study intersection list. Pending approval of the final list of study intersections, KOA will request the following data for these locations: Peak -hour traffic turning volumes Signal and striping as -built plans Signal phasing and timing data Any funded improvement plans KOA will conduct counts at 80 locations during the PM peak hour for left turn movement. They have archived counts for the rest of the 25 locations. KOA will also obtain a 3-year accident data from the City or Statewide Integrated Traffic Records System (SWITRS). The accident data analysis will focus on left -turn related collisions to identify locations that may require mitigation measures to improve safety and operational performance for left-tum movements at the intersection. Our preliminary field review observed that painted green bike lanes and other bicycle facilities are implemented sparingly in the City (e.g„ Citrus/Church, Center/Brookside area). This study will also include a review of any bicycle - related left -turn issues and explore the possibility of installing bike boxes at intersections. ADA COMPLIANCE ASSESSMENT As an added value, KOA will perform an ADA compliance assessment of the existing curb ramps at the study locations. Our engineers will verify curb ramp dimensions/ grades with a smart level and measuring tape. The curb ramp measurements will be documented on a curb ramp field form and provided to the City. We will document these grades and inform the City of all deficiencies. TASK 3: IDENTIFICATION OF PROJECT INTERSECTIONS Based on the available data as outlined previously, KOA will work with the City to pin -point signalized and unsignalized intersections with apparent issues such as: Insufficient left -turn lane length against the peak hour counts Queue spillback Inadequate green for left -turn phase After our initial determination of the study intersection, KOA will field Investigate and verify existing roadway geometry, including striping, pavement markings, and signage at each subject intersection against the provided data. We will document the site visit with photos and field notes. We will also observe overall traffic flow at each project location, noting any potential recommendations for further operational improvements. KOA's fee schedule assumes we will analyze up to 120 intersections. The study scope will be refined based on City staffs input. Task 3 Deliverables • List of Study Intersections TASK 4: EVALUATION OF PROJECT INTERSECTIONS There are generally three methods in determining storage lengths for left -turn lanes: • Rule -of -thumb methods • Queuing theory -based analytical methods • Traffic model -based methods (Synchro + SimTraffic, etc.) For selected intersections, KOA proposes to develop traffic simulation models using Synchro and SimTraffic software packages to evaluate the impact of left -turn lanes and any benefits that the addition of a left -turn lane or increased left -turn storage length may provide, without adding additional right-of-way. We will create a calibrated Synchro model for existing conditions. Accident history will be a key indicator of intersection safety performance. KOA will review 3-year accident history for each study intersection within the City, focusing on left -turn related and rear -end accidents. The review will help identify intersections where left -turn operations need to be enhanced with safety features. Some existing shared left -through travel lanes or short left -turn pockets may not be able to accommodate the ever-increasing volume of left -turning vehicles in future years. To evaluate future needs, KOA will obtain future year link volumes from the latest San Bernardino Traffic Analysis Model (SBTAM) model and apply NCHRP 255 Post -Processing methodologies to forecast turning volumes at selected intersections. KOA has worked with SBCTA before and fully understands the process of obtaining future traffic model data. 4 I:\cmo\Agreements\KOA First Amendment FY22-0091.docx jm The calibrated existing conditions models developed will be updated with forecast traffic volumes to analyze the level of service of study intersections and left -turn queuing conditions. Traffic simulations will be observed using Synchro and SimTraffic software packages. The analysis will identify appropriate left -turn pocket lengths and left -turn phasing. The analysis will also include the need to keep or convert shared left -through lanes. The simulation model outputs of pre -mitigation and post -mitigation scenarios will be compared to report the improvements in level of service and queue lengths. Mitigation measures will be proposed for intersections determined to have problematic left -turns during existing or future year conditions analysis. Mitigation measures will include low -budget solutions without additional right-of- way measures or long-term improvement measures. These measures can include but are not limited to: • Optimizing the signal phasing sequence • Optimizing signal timing parameters to reduce the delay caused by left -turn lane overflow • Adding left -turn lanes to reduce the delay caused by blockage problems • Extending storage lengths of left -turn pockets to reduce the possibility of overflow and blockage problems Task 4 Deliverables • Synchro Models TASK 5: FINAL REPORT A final technical report with an executive summary will be prepared for this project. The report will summarize the results of our field review, data collection, and engineering analysis for the existing and future year conditions. The report will include a list of all (up to a total of 120) signalized and unsignalized intersections having existing or potential left -turn issues. The report will summarize evaluation methodologies and criteria to analyze the operation of existing left -turn pockets and examine the feasibility of adding left -turn pockets or phases. Mitigation measures will be presented in the report for each type of left -turn pocket related issue. The findings will be supplemented using easy to understand schematic graphics with map relevance. Task 5 Deliverables • Final Technical Report EXHIBIT "B" AMENDED FEE SCHEDULE Fee/Cost Proposal Engineering and Design Services oA CITYWIDE LEFT -TURN POCKET STUDY PROJECT NO. 08112022JS City of Redlands TASKS Principal QA/QC $305 PIC PM $260 Senior Engineer $208 Project Manager $180 Senior Associate Eng. 8145 Associate Engineer 5115 Admin. Assist. 598 TOTAL COST Task 1 - Project Management -------- 40 ---- 8 $11,184.00 Management of Project Team Kick-off Meeting 2 ©- 1 -- $873.00 PDT Meetings 8 8 4 -- $4,324.00 QA/QC 8 ------ $2,440.00 Subtotal 8 50 9 5 8 $18,821.00 Task 2 - Data Collection Review existing Documents 4 8 24 $6,184.00 Field Survey 100 $11,500.00 Traffic Counts $9,Q00.00 Subtotal 4 8 24 100 $26,684.00 Task 3 - Identification of Project Intersections Coordination with City Staff on Preliminary List 8 16 $5,408.00 Field Comparison 4 12 16 48 $11,376.00 Subtotal: 12 28 16 48 $16,784.00 Task4 - Evaluation of Project Intersections Model Building 4 12 32 80 $17,376.00 Existing and Future Traffic Analysis 4 12 32 32 $11,856.00 Recommendations 4 12 16 $5,856.00 Subtotal 12 36 80 112 $35,088.00 Task 5 - Final Report Final Report 6 16 32 $9,528.00 Subtotal 6 16 32 $9,528.00 Reimbursables 1) Reports Printing $500.00 2) Mileage $1 500_00 TOTAL HOURS 8 84 97 0 157 260 8 TOTAL COST ______ $108,905.00 5 I:\cmo\Agreements\ICOA First Amendment FY22-009 Ldocx-jm