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Resolution No. 2011-123RESOLUTION NO. 2011-123 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSALS FOR THE TRAFFIC CONTROL SYSTEM PROJECT WHEREAS, the City of Vernon is interested in obtaining proposals from qualified contractors for the traffic control system project; and WHEREAS, the Director of Community Services &Water is seeking permission for the issuance of Request for Proposal(s) for the traffic control system project (the "RFP"). NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS: SECTION 1: The City Council of the City of Vernon hereby finds and determines that the recitals contained hereinabove are true and correct. SECTION 2: The City Council of the City of Vernon hereby directs the City Administrator, or his designee, to issue in accordance with Vernon City Code Section 2.29-2 the RFP, a copy of which is attached hereto as Exhibit A, to one or more qualified contractors, and to report to the City Council on the proposals received with a recommendation for action. SECTION 3: The City Clerk of the City of Vernon shall certify to the passage, approval and adoption of this resolution, and the City Clerk of the City of Vernon shall cause this resolution and the City Clerk's certification to be entered in the File of Resolutions of the Council of this City. APPROVED AND ADOPTED this 5th day of July, 2011. Name: Hilario Gonzales Title: Mayor / day r ro Tem - 2 - STATE OF CALIFORNIA ) ) ss COUNTY OF LOS ANGELES ) I, Willard G. Yamaguchi, City Clerk of the City of Vernon, do hereby certify that the foregoing Resolution, being Resolution No. 2011-123, was duly passed, approved and adopted by the City Council of the City of Vernon at a regular meeting of the City Council duly held on Tuesday, July 5, 2011, and thereafter was duly signed by the Mayor or Mayor Pro-Tem of the City of Vernon. Executed this day of July, 2011, at Vernon, California. (SEAL) illardvG. - 3 - chi(, Pity Clerk EXHIBIT A COVER SHEET CITY OF VERNON REQUEST FOR PROPOSALS (RFP) for TRAFFIC CONTROL SYSTEM (TCS) PROJECT PROFESSIONAL CITY ENGINEERING SERVICES Vernon City Hall 4305 Santa Fe Avenue Vernon, -CA 90058 Proposal Due Date August 10, 2011 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS REQUEST FOR PROPOSALS RFP CITY OF VERNON TRAFFIC CONTROL SYSTEM (TCS) PROJECT PROFESSIONAL CITY ENGINEERING SERVICES CITY OF VERNON, CALIFORNIA AUGUST 10, 2011 INTRODUCTION Recipients of this Request for Proposals (RFP) are invited to prepare and submit a Proposal for the advertised Project work consisting of a turnkey deployment of a traffic control system (TCS) in the City of Vernon that will be required to interface with the Information Exchange Network (IEN) of Los Angeles County (LACO) in the future. The City will enter into a contract with a single Contractor. This RFP is organized into the following sections: • General Requirements This section provides information such as proposal due date, City contact information, schedule, etc. • Proiect Background — This section provides a description of the City's existing conditions, current traffic control system, signal communications infrastructure, and other pertinent issues and features that will affect the deployment of the requested TCS for the City. • Scope of Work — This section provides a description of the various elements of the requested system project. The Proposer providing a Proposal in response to this RFP will need to address all elements of the proposed Scope of Work, provide a system which responds to the Functional Requirements, complete and submit the RFP Questionnaire (Appendix C), and supply a detailed price quotation for the work. • Evaluation of Proposals and Negotiations — This section provides a description of the method that the City will use in evaluating Proposers' submittals, and selecting a Contractor for the Project work. • Proposal Format — This section provides a description of the content and sequence of the materials that the Contractor should include in the -submitted Proposal. It is important that the Proposer's submittal conform to this format. Failure to do so can result in disqualification. • Appendices — This section provides additional information and forms that are referenced in the RFP. ♦ Appendix A: Sample City Agreement ♦ Appendix B: Citywide Map with Controller Types and Existing Communication. Infrastructure ♦ Appendix C: Desired Functions Check List 3 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS 1.0 GENERAL REQUIREMENTS The proposal consists of a technical and a cost proposal, description of Contractor's qualifications / experience, and references. One original and four copies of the complete proposal (technical and cost proposal, qualifications, and references) are required. Technical and cost proposals are to be submitted in separate envelopes clearly marked as "Cost Proposal" and "Technical Proposal". The original proposal must be clearly marked and contain original signatures and must be easily reproducible on a standard copying machine. Failure to clearly identify the original, or provide original signatures may result in a. proposal being found non -responsive and given no consideration. Proposals must be submitted by: 3:00 P.M., Wednesday, August 10, 2011 to City Clerk, City of Vernon 4305 Santa Fe Avenue Vernon, CA 90058 Attention: Traffic Control System Request for Proposal (RFP) Information must be furnished complete in compliance with the terms, conditions, provisions and specifications of the RFP. The information requested and the manner of submission is.essential .to_permit prompt evaluation of all proposals on a fair and uniform basis. Accordingly, the City reserves the right to declare as non -responsive and reject any proposal in which material information requested is not furnished or where indirect or incomplete answers or information are provided. Faxed or e-maited-proposals will not be accepted. Late proposals will not be accepted. With regard to any proposal sent by mail to the City, the Contractor shall be solely responsible for its delivery to the City prior to the date and hour set forth herein. Any .proposals _received subsequent to the date and hour set forth herein, because of delayed mail delivery or any other reason, will not be considered by the City. The City reserves the right to reject any or all of the proposals received, to negotiate with qualified Contractors, or to cancel the request for proposals in part or in its entirety without explanation to the Proposers. The City may elect to interview only a select number of Contractors. The City of Vernon reserves the right to revise or amend the request for proposal up to the time set for -opening of proposals. Such -revisions and amendments, if any, shall be announced by amendments to this solicitation. Copies of such amendments shall be furnished to all prospective Proposers. If the changes are material, the date set for opening of proposals may be postponed. 0 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS PROPOSER INQUIRIES For information concerning RFP procedures, regulations, and technical information, interested parties may contact: Lissette Melendez, Engineering Associate City of Vernon Community Services & Water Department 4305 Santa Fe Avenue Vernon, CA 90058 Phone: (323) 583-8811 Ext. 246 Fax: (323) 826-1435 E-mail: lmelendez@ci.vernon.ca.us PROPOSAL SCHEDULE (ESTIMATED SCHEDULE ONLY) RFP Mailing Date ........................................... Pre -Bid Meeting .............................................. Written Questions Due .................................... Response to Written Questions will be emailed Proposal Due Date ......................................... Interviews (if necessary as deemed by City)........ July 6, 2011 July 20, 2011, 10:00 — 11:00 AM July 27, 2011 August 3, 2011 August 10, 2011, 3:00 PM August 17, 2011 NOTE. Interviews will only be conducted to obtain additional information regarding the proposed systems if the City determines that additional information is needed to make a selection. The City reserves -the -right to select a successful contractor without conducting any interviews. CONSULTANT AGREEMENT & INSURANCE REQUIREMENTS The services provided by the successful Contractor shall be governed by a Contract Agreement (see Appendix A). Contractors shall comply with the insurance requirements included in the Sample City of Vernon Contract Agreement included as part of Appendix A. Contractors are also required to maintain in force at all times during the performance of the work the following liability insurance coverage: a. Public Liability and Property Damage Insurance in an amount of not less than ONE MILLION DOLLARS ($1,000,000) b. Products/Completed Operations Hazard Insurance in an amount of not less than ONE MILLION DOLLARS ($1,000,000) c. Comprehensive Automobile Liability Insurance* in an amount of not less than ONE .MILLION DOLLARS ($1,000,000) d. Contractual General Liability Insurance in an amount of not less than ONE MILLION DOLLARS ($1,000;000) or GENERAL AGGREGATE LIABILITY in an amount of not less than TWO MILLION DOLLARS ($2;000,000) * Automobile and lease vehicle insurance; owned, not owned and hired. Insurance to include bodily injury, sickness and death of any person and property damage owned and un-owned per occurrence. 5 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS 2.0 BACKGROUND Los Angeles County Department of Public Works (LACDPW) has prepared the RFP for a TCS in the City of Vernon. Upon approval by the City Council to award the contract to the selected Contractor, City staff will then assume the role of System Manager during implementation and integration. This RFP is soliciting a Proposal for services to supply, install, integrate, fine tune, and construct the selected components, technology, systems and improvements as described herein for a complete, turnkey deployment of a TCS that will interface with the IEN of LACO. If an IEN interface is currently available, that component should be included as a part of the Contractor's proposal. The TCS proposed by the Contractor should be "off -the -shelf" to the largest degree possible; the City does not want to acquire a customized system or a system that needs any completion of development. Upon completion of the Project, the City will operate the TCS. The Proposer responding to this RFP shall, with the assistance of subcontractors and/or sub consultants assembled as needed, provide a proposal that completely addresses all of the requirements of the RFP. Exceptions and alternative solutions may be allowed, but the Proposal must cover all requirements contained in the RFP with detailed explanation (if any) of the alternative solutions. GATEWAY CITIES TRAFFIC FORUM .The Gateway Cities Traffic Forum (GCTF) is one of five regionally funded Forums in the Los Angeles region. The GCTF Atlantic Blvd./1-710 Corridor project goal is to improve traffic flow and enhance arterial capacity in a cost-effective way where roadway widening is not possible. The purpose of the project is to design, develop, and deploy Advanced Transportation Management Systems (ATMS) that can be tailored to each -Agency's operational needs to synchronize traffic signals, integrate ITS systems, and exchange real-time data among ITS systems located across jurisdictional boundaries. The pr9jeci focuses ,on the specific needs of each Agency to manage their ATMS and recommends, improvements to field infrastructure (e.g., controllers, detection systems, communications, etc.) and centralized Traffic Control Systems (TCSs) and/or Traffic Management Centers (TMCs) to meet those requirements. The GCTF Atlantic Blvd./1-710 Corridor project includes 13 municipalities and unincorporated areas of Los Angeles County (LACO). As part of this project, LACDPW is providing cities with funding to design and/or implement center -to -center and field -to -center communications, local city control sites (LCCS), ATMS, Information Exchange Network (IEN) servers and workstations, traffic controller and/or cabinet upgrades, and CCTV cameras. The procurement of the TCS described in this RFP will be procured with funds from this project. ADVANCED TRAFFIC MANAGEMENT SYSTEM (ATMS) The City of Vernon's existing ATMS consists of the City's traffic signals and their local controllers (a majority of which are ASC-type or 170-type), existing communication network (fiber optic cable), existing auxiliary traffic control equipment such as video detection systems, and the City's existing central Traffic Control System (TCS). The existing -central TCS is an Aries server. 6 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS TRAFFIC SIGNAL SYSTEM The following section will describe the traffic signal system in the City of Vernon. Each section will describe the existing and proposed conditions. The traffic signal system will be discussed through the following categories: Traffic Signal Subsystem ♦ Communication System ♦ Traffic Management Center TRAFFIC SIGNAL SUBSYSTEM The traffic signal subsystem refers to the traffic signal controllers, detection system, and ITS elements (none currently installed) that assist the City with the operation of their traffic signals. The City of Vernon currently owns, operates, and maintains 40 signalized intersections within the City limits. Based on information provided by the City, 73% (29 intersections) operate with Econolite controllers (a mix of ASC/2-2100, ASC/2S-2.100, and ASC 8000), while the remaining 11 operate with Type 170 controllers. The 170 controllers currently operate with a mix of LACO-1 R, LACO-3, or LACO-4E firmware. Fifteen (15) signalized intersections are currently connected to an Econolite ARIES central TCS via a City wide fiber optic cable network. As part of this GCTF Atlantic Blvd./I-710 corridor project, the existing ARIES central TCS is proposed to be upgraded to a new ATMS At the same time, the City plans to expand the existing communications network to another 20 traffic signals. This will require the reconfiguration of the communications network to connect the central system directly to the traffic controllers (without the use of field masters), connecting the additional traffic signals using wireless radios, and upgrading existing communications' equipment at each traffic signal. Appendix B provides a graphic of the City's signalized intersections, existing controller and communications infrastructure. A list of the City's existing signalized intersections with existing and proposed (if needed) controller types is provided below on Table 2.1 The highlighted intersections are already interconnected via fiber optic. Nine (9) are on Santa Fe Avenue and Six (6) are on Soto Street. TABLE 2.1 CITY OF VERNON SIGNALIZED INTERSECTIONS 7 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS *Note: According to the City's documentation, the following controller/cabinet.upgrades are required and will -be installed by LACDPW as a separate contract: • Five (5) 170 ATC/LACO-4E controller/332 cabinet replacements 8 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS Although the majority of the traffic signals in Vernon are actuated through inductive loop detection, the City does have video detection systems (VIDs) installed at 12 intersections. Table 2.2 summarizes the VIDs locations in the City. TABLE 2.2 - EXISTING VIDS LOCATIONS Santa Fe Avenue 25th/26 Street Autoscope N, S & W Santa Fe Avenue 37th Street Autoscope N & S Santa Fe Avenue 38th Street Autoscope N & S Santa Fe Avenue Vernon Avenue Autoscope N & S Santa Fe Avenue Pacific Boulevard Autoscope ALL Santa Fe Avenue 48th Street Autoscope N & S Santa Fe Avenue 51st Street Autoscope S Santa Fe Avenue Fruitland Avenue Autoscope N & S Santa Fe Avenue 55th Street Autoscope N & S Soto Street Bandini Boulevard/37th Street Iteris ALL Atlantic Boulevard 3030 Atlantic Boulevard (Box USA) Autoscope N,S & W Atlantic Boulevard District Boulevard Autoscope N, S & W In addition, there is a CCTV camera to be deployed in the near future at the intersection of Atlantic Boulevard and Bandini Boulevard. COMMUNICATION SYSTEM The City has existing fiber which is comprised of 48, 96 and 288 strand cables. The City has allocated twelve fiber optic cable strands (25 to 36) in each trunk cable for traffic applications. The traffic signals on Soto Street and Santa Fe Avenue are currently interconnected to an Econolite ARIES central TCS located at City Hall. As a part of another Project, LACDPW will -be responsible for finalizing the communications through the installation of wireless radios and establishing the communications between the wireless radios and the individual traffic signal cabinets. The selected contractor will work closely with the City and LACDPW to assure that all communications function properly. It is the responsibility of the Contractor to verify that existing communication is operational. Repairs for any communications reported to be non -operational are not the Contractor's responsibility and are not part of this Contract. Repairs will be conducted by outside forces. TRAFFIC MANAGEMENT CENTER (TMC) The City's existing Traffic Management Center (TMC) consists of a workstation currently located on a desk in the Traffic Department at City Hall. The existing central Traffic Control System (TCS) is an Aries server. Currently the fifteen (15) traffic signal controllers use serial fiber modems to communicate with an ARIES field master and the ARIES central computer located at City Hall. Each connected signal 9 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS cabinet has a fiber patch panel and a serial fiber modem. The existing communications system for these 15 intersections will be utilized for the new system. As part of this project, the existing Aries system will be replaced with a new TCS that will communicate with an additional 20 intersections for a total of 35 intersections (identified on Table 2.1). The proposed communications will use an IP based wireless system, which will be completed through a different project. The new TCS should also have the capability to communicate with the remaining City signals not included as part of this project which do not currently have communication. The future TMC space will house the new TCS server and will also serve as the proposed LCCS. The LCCS will contain equipment that will assist the City with traffic control and connection to the IEN. The LCCS will house the IEN connection, CDI, and TCS equipment. If currently available, the CDI will be supplied by the Contractor for installation as a part of this procurement. If the Contractor's TCS does not have an existing IEN interface available, development of this interface will occur outside of this Contract. Due to space constraints, workstations will be installed in the existing TMC workstation space (the Traffic Engineer's Office in place of existing workstations). In addition, the contractor will be responsible for installing a 42" LCD display monitor. Contractor will work with the City to select and procure the monitor. Additional equipment and servers are envisioned to be installed in a separate space. Based on the City provided controller inventory, City signals currently operate with ASC/2, ASC/2S, ASC 8000, and Type 170 controllers. The type of TCS deployed for this project must be compatible with both the Econolite and Type 170 controllers and the appropriate firmware. INFORMATION EXCHANGE NE--TwoRK (IEN) As mentioned above, the LCCS will house the IEN components necessary to establish communication with the Information Exchange Network Server located at the LACDPW TMC. With the IEN, the City has -the capability to view and transmit data for regional traffic conditions. The IEN components are envisioned to include a workstation and Site Server that will be installed in the existing Traffic Engineer's office. Below are descriptions of the site server and workstations and their basic functions. The-I_EN Site Server is a software application that can reside on the same computer platform as that of the IEN workstation. for the City of Vernon, the IEN site server application is envisioned to reside on the same personal computer (CPU) as the IEN workstation software application. The server establishes the communications between -the-IEN workstation and the IEN Regional Server for data exchange. The IEN workstation sends and receives traffic data and requests through the I -EN Site Server software application. Both the server and workstation software applications require a network bandwidth of at least 10 Mb/s for communications. The IEN workstation provides a Regional view of traffic conditions and limited control of local traffic signals. It will consist of a personal computer with the IEN workstation software application, a monitor, mouse, and keyboard that will be dedicated to the GCTF project. It will utilize Microsoft Windows Operating System to run the required IEN software applications. A key component of the data exchange is the command/data interface (CDI). The CDI is a personal computer that will run the required software application to exchange data between the TCS, IEN Site Server, and IEN Regional Server. The CDI sends and receives its traffic data through the IEN Site 10 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS Server. The CDI consists of a personal computer with a monitor, a keyboard, and a mouse. The CDI software application is envisioned to be installed on the future TCS server or on a separate CPU, both of which are envisioned to be located at City Hall. As mentioned above, if currently available, the Contractor will install the CDI software as a part of this procurement. In the interests of keeping all the workstation equipment in the same location, a KVM switch will be provided to share the IEN workstation's keyboard, mouse, and monitor for the CDI. The CDI will share the IEN workstation equipment (with the exception of the software on the CPU) and be located in the Traffic Engineer's Office. Figure 2.1: Vernon's System Architecture illustrates the proposed System Architecture for the City. The Contractor is expected to supply equipment shown on Figure 2.1, where noted with an asterisk (*). It is envisioned that the existing communications media (fiber optic cable) will be used where available. FIGURE 2.1: VERNON'S SYSTEM ARCHITECTURE DIAGRAM Regional Sub -Regional AIIIIIIIIIIIIIIIIIIIIIII IEN Server IEN Corridor IEN Server(CDI) �n co, , - County Video' Server T1 Comm --►ATMS ROUTER -----►Video 1 +- —/I EN IEN Client Workstation Vernon Clty Hall Existing.or Deployed With another project Deployed with this project - , Existing Cable v IV =--- -Vernon ideoServer i ETHERNET SWITCH ATM$ a ATMS Client W/S ATM Server (Application;, Database, communication) CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS 3.0 SCOPE OF WORK In response to the required functions and optional features stated in this RFP, the following project tasks are identified. The Contractor shall describe his approach for each of these project tasks in accordance with the directives in the Task descriptions below. TASK 1 — PROJECT MANAGEMENT The Contractor shall designate a Project Manager for this project. The Project Manager shall be the single point of contact with the City and LACDPW. The Project Manager shall be responsible for coordinating all efforts involved in this project. The Project Manager shall be responsible for their team. Under the Project Management task, include the following information in the Proposal: ♦ Organization Chart: Include an organization chart listing all key staff that would be involved in this project (also include the names of staff from sub -consultant/ subcontractors that might be involved). In addition, provide a table with the names of each key staff member proposed for this project, title, area of expertise, role on this project, years of experience, years with the Contractor, percent available and office location. ♦ Proposed Schedule: It is requested that all tasks included in this project, with the exception of the Acceptance. Test (Task 8), be completed within a maximum of 120 days from the notice -to -proceed. However, if the Contractor can complete the project sooner, please highlight that in the schedule as the City would like to complete this project as soon as practical. Describe your approach in meeting this schedule. Provide a detailed schedule in your Proposal to include -both -a beginning and an end for each of the tasks. It should be noted that the City wishes to bring the signals on-line to the new TCS at a manageable pace such that there are enough city resources available to assist. The project schedule developed should reflect this. The Contractor is encouraged to provide any alternative schedule duration, if necessary and/or appropriate. Upon award of the project, the Contractor must define the timeline for conducting each work activity, and develop an overall project schedule in Microsoft Project that will be updated and submitted monthly to the City. Identify those activities that will require input or product from the City and/or LACDPW, and highlight those in each monthly submittal. With each monthly submittal, note and explain any changes in the previously submitted schedule. that forecast a delay (or, alternatively, acceleration). in completion of the project. ♦ Payment Schedule: The Contractor shall propose a payment schedule which reflects completion of significant milestones. No payment will be provided for material on hand. Payment schedule shall be a negotiated item. TASK 2 — TECHNICAL PLANS After award of the project, the Contractor will be responsible for developing the specific technical plans necessary for the successful execution of this project. The selected Contractor will be responsible for developing (and revising in -response to comments on) the following technical submittals: ♦ System Integration & Deployment Plan ♦ Operation & Maintenance Plan 12 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS Training Plan Configuration Management Plan Acceptance Testing Plan In the Proposal, the Contractor should provide a description of the approach it will utilize in the preparation of these technical submittals. This approach should include a high-level outline for each of the documents listed above. TASK 3 — COMMUNICATION SYSTEM IMPROVEMENTS LACDPW will be responsible for installing.the communication improvements. The Contractor will be responsible for identifying any existing communication issues that would prevent signals from communicating with the initial System deployment but will not be responsible for repairing any existing communication issues. Though not responsible for repairing any existing communication issues, the Contractor is expected to cooperate and work with the LACDPW contracted party that will be performing the repair (where necessary). TASK 4 — TRAFFIC CONTROLLER SOFTWARE AND HARDWARE It should be noted that funds are not available for wholesale controller change -outs. The need to upgrade any or all of the additional controllers not included in this project (hardware and/or software) will be determined by the Contractor as part of the preparation of this Proposal. The Proposal must identify the controller hardware and software needed to interoperate with the proposed TC,S such that it meets the functional requirements as listed in Desired Functions Check List, Appendix C of this RFP. If changes to the controller and/or cabinet hardware are not needed, the Contractor should explicitly state this in the proposal also. As an optional task, the Contractor will provide a, cost for the necessary controller and/or improvements/upgrades for the number of intersections identified as a part of the system deployment and as summarized in Table 2.1 (Section 2) of this RFP. This should only apply to Econolite type controllers. This includes the proper firmware licenses to the City. The Contractor will provide installation training to City staff members. Controller testing and replacements will be conducted by the selected Contractor. The Contractor shall implement, integrate, test, and warranty controllers to manufacturer's warranty period. It is also the Contractor's responsibility to transfer all controller data (i.e. detection settings, timing parameters, coordination information, etc) from the existing controllers to the new controllers. Whether or not the controller improvements/upgrades for the intersections are procured by _the Contractor, they are responsible for the integration of the controller and controller firmware/software with the new TCS. TASK 5 TRAFFIC CONTROL SYSTEM (TCS) The proposed TCS software shall be commercial off the shelf software (COTS) and already fully developed and fully operational, requiring minimal (if any) modifications. to be tailored for this project. The TCS software shall be written so as to operate on the "industry accepted" expandable, compatible, multi -tasking, and multi-user Microsoft WindowsTm 7 / 2008 server operating system. The proposed traffic control system shall be integrated with the proposed controller hardware and software. The Contractor shall provide a solution to meet this requirement including the necessary 13 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS communication -end equipment to connect the TCS to the signal controllers in the field. If available, the Contractor will install the CDI necessary for the IEN connection. The TCS shall have the capability to communicate with LACO-4E firmware and ASC/2S or ASC/3 controllers. It is important for the TCS and associated servers and other hardware to meet the Desired Functions Check List as summarized in Appendix C of this RFP. In preparing the Proposal, include the following discussion items under Task 5: ♦ Describe the hardware and servers required to operate the TCS. It should be noted that the TCS servers will be installed in the basement in City Hall and the racks will be required to be bolted to the ground. ♦ Describe the software operating system, and the type of networking that will be delivered as a part of the proposed system to achieve the desired results. ♦ Provide a discussion of whether the TCS fully meets the functional requirements described in the appendix. If you propose an alternative solution to any of the functional requirements listed, please provide a detailed explanation of that solution as noted in the functional requirements. ♦ Approach to "licensing" and "systems upgrade" practices. The Contractor shall implement, integrate, test, and warranty the TCS for a period of one year following Acceptance TASK 6 SYSTEM HARDWARE A microcomputer -based system with multiple networked workstations shall be considered for this project. The Proposal should initially :include one-(1) hardened laptop for remote access and two (2) workstations. One workstation will be for TCS control and viewing to be located at the LCCS. The other workstation will be for viewing only and to be located at the City's Police Department. The TCS workstation at the LCCS should be able to control the field controllers via the TCS. An additional computer will be procured and set up outside of this contract for use as the IEN workstation. Finally, it is assumed that the selected TCS will provide at least one (1) TCS server, that will be located in the basement in City Hall. If the TCS proposed by the Contractor requires more than one server, it should be noted within the proposal and also cost out appropriately within the cost estimate. In addition to the one (1) laptop and two _(2) workstations described above, the system and associated local area network (LAN) should be sized to accommodate three (3) additional interconnected workstations — for a total of six (6) workstations - for future expansion. The system and associated local area network (LAN) should also provide for an additional 10 simultaneous remote access users via dial -up modems or other technology with proper firewall security measures (e.g., VPN). In preparing the Proposal, include the following discussion items under Task-6: ♦ Itemized list (including quantity) and description of the required hardware for the proposed system and its function. The hardware shall be configured and equipped for expansion to allow additional future workstations and/or future sites. All required hardware and communication equipment shall be provided and installed by the Contractor. It shall also list recommended spare components. The details of the hardware requirements are included in the Functional Requirements. 14 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS ♦ Schematic detail (delivered in electronic form in a standard format (i.e., Visio, AutoCad, etc) identifying how the individual hardware components functionally fit into the overall proposed traffic control system. ♦ Expansion capabilities and limitations. ♦ Approach to "licensing" and "systems upgrade" practices. ♦ Maintenance and support process including escalation path. TASK 7 — SYSTEM IMPLEMENTATION The Contractor shall bring "on-line" all 35 intersections in the City included in the initial system deployment. The Contractor shall coordinate all activities (i.e. "turn -on"; etc.) with the appropriate entities (City and System Manager). The details of the system switch -over should be described in the System Integration and Deployment Plan (Task 2). The TCS implementation task consists of all of the following work activities: 1. Supply / acquire and implement a TCS to operate and manage the entire City's signalized intersections (this includes the hardware and software). 2. Provide equipment and installation costs for Econolite equipment. 3. Upgrade Econolite controller hardware at the signalized intersections (if necessary or as an optional task) 4. Convert and implement all existing detection settings, basic timings, preemption sequences, TOD coordination plans, etc. present at each intersection into system and controller database files for the new TCS and local signal controllers (Econolite type controllers ornly). 5. Develop graphic displays for each' corridor and all of the signalized intersections in the City. The intersection graphics' background should use aerial photography. The time -space diagrams for key corridors should also be configured. 6. The Contractor is encouraged to become familiar with the City's existing and near -future communication system that will be utilized for this project. The Contractor should state in the Proposal that the City's existing communication system has been reviewed and is (or is not) compatible with their traffic signal control system. The City's intent is to utilize (to the extent possible) the existing, available fiber optic cables as well as near=future proposed fiber-optic communications along the arterials as the medium for the proposed TLS's requisite data communications system. Though the Contractor will not be responsible for repairing any existing communication issues, the Contractor is expected to cooperate and work with the- -ACDPW contracted party that will be performing the diagnostics and repair (where necessary). If the Contractor is interested in field reviewing any of the existing communication infrastructure, please contact the City Project Manager. 7. The City understands that during the firmware/controller and system switch -over, coordination could be lost and intersections will be operating free or isolated. However, in order to minimize impacts to the driving public, during the conversion process from the old to new system, the Contractor shall make every effort to keep such downtime duration to a minimum. Under this task, the Contractor will be responsible for developing at a minimum, a 15 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS conversion plan for the system switch -over that includes the estimated downtime duration, to be approved by the City. Upon approval, the Contractor shall begin the system switch -over conversion process. If the Contractor is selected to perform firmware/controller upgrades, the Contractor must also supply a conversion plan for the firmware/controller switch -over that includes the estimated downtime duration, to be approved by the City. In the Proposal, the Contractor should identify and discuss the planned approach for each of the above work activities. TASK 8 — ACCEPTANCE TESTS The Contractor shall be responsible for conducting all acceptance tests for the TCS and if procured by the Contractor, any controllers deployed under this project. In the Proposal, the Contractor shall describe the approach to conduct acceptance testing of the project components. After Notice -to - Proceed, the Contractor shall prepare a comprehensive specific "acceptance test" procedure, including field equipment, workstations, and central systems operation as part of Task 2. All acceptance test procedures shall be approved by City and System Manager at least 21 calendar days prior to the commencement of the acceptance testing. TASK 9 SYSTEM SUPPORT — WARRANTY The Contractor shall provide all necessary on-site/off-site support as appropriate during the course of implementation. In addition, following full completion and acceptance of the system, the Contractor shall support the software (supplying both error corrections and version updates) for a period of three years. If the Contractor is not able to meet this required period of support, the Contractor shall be required to provide an upgrade, free of charge to the City, to a replacement COTS TCS that the Contractor is able to support. In the Proposal, describe the approach to performing this task. Describe your company's policy and ability to provide software and hardware support, including support presence in Southern California (if any), phone help sessions (including 24-hour or extended hour support call operations), remote access diagnosis and maintenance, on -site reviews, and on -site upgrades and updates. Describe hardware warranties per component as well as method, level and timeliness. Describe any hardware, Contractorware, or software required to perform diagnostics and of these, what would be supplied to the City with this turnkey project.. TASK 10 - DOCUMENTATION/TRAINING The Contractor shall _provide the following system documents in electronic and -physical form to support training and operation of the TCS, controllers, communication infrastructure, and any other hardware/software deployed as part of this project: • System operations/configuration manuals • Users manuals (one per device) • Maintenance manuals to include specification sheets for each equipment purchased • Troubleshooting guides • Documentation for broad level repair of all electronic modules and assemblies (i.e., schematics and component diagram) 16 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS • Provide data connection drawing schematic showing network control head, server and PCs, labeling of any fixed IP addresses and configuration information, master account and password list for any devices or software programs The outline and content of these documents shall be as approved by System Manager. The Contractor shall provide training for both engineering and maintenance staffs during each aspect of implementation and system operations, including while installation is in process. This should include both "hands-on" and classroom training for both field and central system components. This should take place throughout the entire project schedule, and be such that existing City staff requires minimal support by the Contractor after acceptance of the system. In the Proposal, describe the approach that the Contractor recommends for performing this task. 17 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS 4.0 EVALUATION OF PROPOSALS AND NEGOTIATIONS A panel of City of Vernon and LACDPW staff will review all proposals submitted and select the top proposals. These top Proposers may then be asked to provide additional information to the evaluation panel. The City may request Best and Final offers based upon improved understanding of the offers or changed scope of work. Based on the initial proposals, and Best and Final offers if requested, the panel will select the proposal which best fulfills the requirements and is the best value to the City. The City will negotiate with that Contractor to determine final pricing, and contract form. Overall responsiveness to the Request for Proposals is an important factor in the evaluation process. The lowest price proposal will not necessarily be selected, and technical proposals will be weighed more heavily than costs to insure that the City is procuring best value versus lowest price. Award will be by City Council action. The following criteria will be used to evaluate the proposals: 1. Qualifications —This includes: ♦ Successful deployment of the proposed off -the -shelf traffic system in similar conditions for other agencies. ♦ Project team's overall experience in successfully completing projects of similar scope. ♦ Experience of key personnel completing projects of similar scope. ♦ Feedback received from client contacts (references) 2. Overview of Proposed TCS Conceptual Operation — This includes the capabilities of the proposed off -the -shelf traffic control system, controllers (if proposing changes), and controller firmware and its ability to meet the requirements identified in the functional requirements document. 3. Resources and Capabilities — The Contractor's resources, including number and description of personnel and their capability to provide technical support in a timely fashion during the implementation and warranty phases of the project. 4. Project Understanding and Approach — This category will be evaluated by review of technical submittals, description of project approach, and proposed project schedule. 5. Price proposal — Overall project costs to perform the work described in the contract documents. 5.0 PROPOSAL FORMAT Proposal Submittal Checklist — The Contractor's Proposal for this Project must include all of the following items in order to be considered as a responsive, valid submittal The sections should be separated -by divider pages that are tabbed, colored or.of heavier stock. One (1) -unbound original and four (4) bound copies of the Proposal must be submitted. A. Cover Letter (maximum 2 pages) — Identifying the Contractor's name, any proposed subcontractors or sub consultants that are integral to the proposed team, contact name, phone number, and e-mail address, and signed by an officer of the Contractor that is authorized to enter into a contract with the City for the Project work. 18 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS B. Team Description, if applicable (maximum 4 pages) — This section should include a brief description of each of the Contractors included in the proposal, and whether any of the subcontractors have previous teaming experience with the Contractor. C. Qualifications (maximum 5 pages) — Describe the similar or related projects (no more than 3) that -have been successfully undertaken and completed by the Contractor within the last five years. Items to be include are: description of the project, system deployed, controllers deployed (type and number), key staff that worked on the project (highlighting the project manager), start/end date of the project, project budget, and client contact information (name, title, agency, phone number, e-mail address). It should be noted that the client will be contacted as a reference check. If sub-consultants/subcontractors are included in the team, past working relationship between the team members should be identified. D. Project Approach (maximum 25 pages) —Provide a detailed approach to completing the project as identified in this RFP and listed in Section 3.0, Scope of Work. The project approach should be, at a minimum, written in the same order as identified in Section 3.0 of the RFP. If additional tasks are deemed to be necessary, please include them and identify them as added. E. Overview of Proposed TCS Conceptual Operation (maximum 7 pages,) — describing the operational concept for the TCS and proposed controller firmware, including sufficient detail about the decision algorithms to provide an understanding of how the system operates under specific conditions; this overview narrative should also describe the proposed ICS's methods and ability to accomplish the following functionality and/or features: ♦ Traffic Signal Priority (TSP). As a separate future project, the City will be receiving transit signal priority (TSP) using the Metro/LADOT methodology (wireless) on Atlantic Boulevard. Future TSP deployments may employ either the Metro/LADOT methodology or a traditional methodology with OpticomTm detectors. The proposer must provide a detailed description of how TSP algorithms function within the proposed COTS TCS or controller, not only for the response -to provide enhanced service for the transit vehicle, but also for the recovery after a TSP event back to 'normal' COTS TCS operation. The description must include at least the following: a. how extended green phase split is achieved b. how early green service is achieved, and whether phase skipping or phase sequence changesmaybe involved c. the capability to "lock out" closely -spaced TSP calls for an operated -selected number of cycles or an operator defined number of seconds d. how the controller modifies timing and/or phase sequencing after the TSP event to get back into proper coordination ♦ Traffic responsive. This should include the inputs required, detection recommended, and general methodology of the TCS in providing traffic responsive operation. ♦ Map interface. Please provide sample screen shots of the map interface including city-wide, regional, and corridor level examples. 19 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS ♦ Alarms. Please summarize key alarm notices and format of the alarms that the TCS can produce. In the discussion, note how the TCS sends these notices out and what kind of equipment is necessary (i.e. modem, etc). ♦ Reports. Please provide a summary of the key reports that the TCS provides that assist agencies in better managing their signal infrastructure including detection. Provide a sample report, if different, for each of the controller/ firmware types that the TCS will connect to. Include one sample of each key report summarized in this section as an Appendix to the Proposal. ♦ Global Commands. Provide a listing of some of the global commands available in your TCS. F. Functional Requirements Checklist (Appendix C) — with supplemental narrative pages as needed describe any variances to the requirements and/or any, offered substitute functionality for those requirements that are not met by the proposed TCS and controller hardware / software. G. Cost Proposal The following items should be included in the cost proposal. A separate table should be prepared for each alternative submitted. 1. Breakdown of price per task including hours assumed for each key staff. 2. Detailed description and cost for all related hardware and software. An acceptable sample format is shown on the following page. The cost estimate should also include a detailed listing of equipment, quantity, cost per unit, and total cost (including software licensing fees and annual software maintenance fees). H. Additional Information (maximum 10 pages) — This should be Limited solely to additional . information on the proposed TCS and controller software/hardware. SAMPLE COST PROPOSAL FORMAT FOR TCS RELATED HARDWARE AND SOFTWARE Controller hardware (optional): a. b. .............. I .......... ............................................................... I ............ ...... Controller software (optional): ............................................................ _..................................................... ._................. Central system software 20 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS Workstation hardware and software: a. b. C. d. Spare equipment (provide detail; use additional page if necessary) Software license fee — initial purchase for 2 workstations & 1 laptop plus remote user access .................................................................................. Software license fee — annual maintenance (for up to 3 years), lump sum ............ ..................... _._................. .......... ....:_.................. _..................._.... ............ ......................................................................... .................. ............ _............. _..I ...... ....... ........ Additional maintenance beyond initial 3 years (provide annual maintenance fee for years 4 to 10). Note that this is optional and the City may or may not use this service. 21 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS APPENDICES: Appendix A: Sample City Agreement Appendix B: Citywide Map with Controller Types and Existing Communication Infrastructure Appendix C: Desired Functions Check List 22 APPENDIX A SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND [CONTRACTOR'S NAME] FOR [BRIEF DESCRIPTION OF SERVICES] Contractor: Responsible Principal of Contractor: Notice Information - Contractor: Notice Information - City: Commencement -Date: Termination Date: Consideration: Records Retention Period COVER PAGE [insert name of contractor] [insert name, title] [insert name of contractor] [insert street address] [insert city, state, zip code] Attention: [insert name, title] Phone: [insert phone number] Facsimile: [insert fax number] City of Vernon 4305 Santa Fe Avenue Vernon, CA 90058 Attention: Mark Whitworth, City Administrator Telephone: (323) 583-8811 ext. 398 Facsimile: (323) 826-1408 [insert commencement date] [insert termination date], unless extended pursuant to Section 1 Total not to exceed $[insert amount] (includes all applicable sales tax); and more particularly described in Exhibit B [insert number of years contractor must retain records] SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND [CONTRACTOR'S NAME] FOR [BRIEF DESCRIPTION OF SERVICES] THIS AGREEMENT is made and entered into as of ("Effective Date"), by and between the City of Vernon, a California charter City and California municipal corporation ("City"), and [Contractor's Name], a [State incorporated in] corporation ("Contractor"). City and Contractor are collectively referred to herein as the "Parties." RECITALS A. City desires to have certain [brief description of services] services provided as more fully set forth in the Scope of Services, attached hereto and incorporated herein as Exhibit A. B. Contractor represents it is qualified and capable of furnishing the labor, materials, and expertise necessary to perform such services in accordance with the terms and conditions set forth in this Agreement. NOW, THEREFORE, the Parties agree as follows: Section 1. Term and Time of Performance. (a) This Agreement shall commence upon the Commencement Date listed on the Cover Page, and shall remain and continue in effect through the Termination Date listed on the Cover Page, unless sooner terminated pursuant to the provisions of this Agreement. City may renew this Agreement on a year-to-year basis at its discretion. (b) In the event that City renews this Agreement, Contractor may submit a proposal to increase its rates no later than thirty (30) days after receiving notice of City's intent to renew. Any increase in rates must be approved by City before such increase can take effect. If City fails to approve the proposed increase within thirty (30) days of receipt, Contractor may terminate the renewal by giving thirty (30) days written notice. Section 2. Performance. (a) Contractor shall perform the services and tasks described and set forth in the Scope of Services, Exhibit A ("Services"). Additional -services must be mutually agreed upon in writing signed by both Parties prior to performance of those additional services. (b) Contractor shall at all times faithfully, competently and to the best of its ability, experience, and talent, perform all Services under this Agreement in accordance with the standard of care and skill ordinarily exercised by members of the profession currently practicing in the same locality as the City under similar circumstances and in a manner reasonably satisfactory to City. Contractor shall at all times comply with the highest ethical standards when performing Services for the City. (c) Contractor shall keep itself informed of all local, state, and federal ordinances, laws and regulations which in any manner affect those employed by it or in any way affect the performance of its Services pursuant to this Agreement. Contractor shall at all times observe and comply with all such ordinances, laws and regulations. City, and its officers, 711 officials, employees, agents or volunteers shall not be liable at law or in equity occasioned by failure of Contractor to comply with this section. (d) Contractor will not be compensated for any work performed not specified in Exhibit A unless City authorizes such work in advance and in writing. Section 3. Compensation. (a) City agrees to compensate Contractor, and Contractor agrees to accept in full satisfaction for the services and any supplies or goods required by this Agreement, a sum not to exceed the Consideration set forth on the Cover Page and more particularly described in Exhibit B. The Consideration shall constitute reimbursement of Contractor's fee for the Services as well as for all actual and necessary expenditures reasonably incurred in the performance of this Agreement (including without limitation, all labor, materials, equipment, supplies, delivery, tax, assembly, and installation, as applicable). (b) There shall be no claims for additional compensation for reimbursable expenses and Contractor shall not be reimbursed for any additional expenses. (c) Change in the scope of services, duties, obligations, durations or total compensation, shall be by written authorization only by the City. A form of Change Order is set forth in Exhibit "C" attached hereto and incorporated by reference. Section 4. Method of Payment. City shall pay Contractor the Consideration in accordance with the Cost Schedule set forth in Exhibit B. Section-5. Responsible Principals. _(a) Contractor's Responsible Principal set forth on the Cover Page shall be principally responsible for Contractor's obligations under this Agreement and shall serve as principal liaison between City and Contractor. Designation of another Responsible Principal'by Contractor shall not be made without prior written consent of City. (b) City's Responsible Principal shall be the City Administrator or his designee who shall administer the terms of the Agreement on behalf of City. Section 6. Personnel. (a) Allpersonss-performing Services shall have all the necessary technical expertise, permits, professional licenses, certificates, training, and other qualifications required by this Agreement or other applicable laws. Contractor shall provide City with said permits, licenses, and certificates at, the request.of .City. (b) Contractor represents that it has, or shall secure at its own expense, all personnel required to perform Contractor's Services under this Agreement. All personnel engaged in the work shall be qualified to perform such Services. Section 7. Permits and Licenses. Contractor shall obtain and maintain during the Agreement term all necessary licenses, permits and certificates required by law for the provision of services under this Agreement, including a business license. 3 Section 8. Access. Contractor shall comply with all reasonable access and other restrictions that City may impose. No access to City property for performance of the Services shall be permitted prior to delivery to City of proof of insurance paid and maintained by Contractor. Section 9. Contractor's Duties and Representations. Contractor represents, covenants and agrees as follows: (a) There are no obligations, commitments, or impediments of any kind that will limit or prevent performance of the Services. (b) Contractor presently has no interest and shall not have any interest, direct or indirect, which would conflict in any manner with the performance of the Services contemplated by this Agreement. No person having any such interest shall be employed by or be associated with Contractor. (c) There is no litigation pending against Contractor and Contractor is not the subject of any criminal investigation or proceeding, and neither Contractor nor its personnel, to its actual knowledge, have been convicted of a felony. Section 10. Independent Contractor. (a) Contractor is and shall at all times remain, as to City, a wholly independent contractor. The personnel performing the Services under this Agreement on behalf of Contractor shall at all times be under Contractor's exclusive direction and control. Neither City nor any of its officers, officials, employees, agents, -or volunteers -shall have control over the conduct of Contractor or any of Contractor's officers, employees, or agents except as set forth in this Agreement. Contractor shall not at any.time'or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, officials, employees, agents, or volunteers of City. Contractor shall not incur or have the power to incur any debt, obligation or liability whatsoever against City, or bind City in any manner. (b) No employee benefits shall be available to Contractor or its officers, employees, or agents in connection with the performance of this Agreement. Except for Consideration paid to Contractor as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Contractor for performing services.hereunder for the City. City shall not be liable for compensation or indemnification to Contractor or its officers, employees, or agents forinjuryor sickness arising out of performing services hereunder. (c) Contractor agrees to pay and be responsible for paying all Federal, State and local taxes for compensation received by Contractor#rom City while performing services for City. Section 11. Termination. (a) Termination Right. City may, at any time, for any reason or for no -reason, with or without cause, terminate this Agreement, by serving upon the Contractor at least five (5) calendar days prior written notice. Upon receipt of such notice, Contractor shall immediately cease all work under this Agreement, unless the notice provides otherwise. M (b) In the event of termination or cancellation of this Agreement by City, due to no fault or failure of performance by Contractor, Contractor shall be paid based on the percentage of work satisfactorily performed at the time of termination. In no event shall Contractor be entitled to receive more than the amount that would be paid to Contractor for the full performance of the services required by this Agreement. Contractor shall have no other claim against City by reason of such termination, including any claim for compensation. (c) Actions Subsequent to Termination. In the event of termination of this Agreement, Contractor shall deliver all Confidential Information, as defined in Section 13 below, to City within thirty (30) days after the termination of this Agreement. Contractor shall also take all such other action as City reasonably requires and shall cooperate with City to effectuate an orderly and systematic termination of Contractor's duties and activities hereunder. (d) All of the terms and conditions in the Agreement related to payment, confidentiality, indemnification, dispute resolution and waiver shall survive termination of this Agreement. Section 12. Limitation of City's Liability. City's liability on any kind of claim for any loss or damage arising out of, in connection with, or resulting from this Agreement, shall in no case exceed the amount that would be paid to Contractor for the full performance of the services required by this Agreement. In no event shall City be liable for anticipated profits or for incidental, consequential or punitive damages. City shall not be liable for penalties of any description. Section 13. Confidential Status; Disclosure of Information. (a) Confidential Status; Disclosure of Information. All data, customer information, business practices, business methods, privileged information, trade secrets, financial statements, floor plans, designs, blueprints, maps, surveys, drawings, models, reports, correspondence, logs, documents, materials or other information developed or created by Contractor, received by Contractor, revealed to Contractor, or provided to Contractor for the performance of this Agreement ("Confidential Information") are deemed confidential and shall not be disclosed by Contractor to any third party without City's prior written consent. City reserves all rights to Confidential Information. City shall grant consent if disclosure is legally required. All Confidential Information shall be returned to City upon completion or termination of this Agreement. Contractor's covenant under this section shall survive the termination of this Agreement. -City may -disclose to third parties any Confidential Information at its sole discretion. (b) Contractor's obligation not to disclose any Confidential Information shall not extend to information that: i. was -in the possession of, or was rightfully known by, the Contractor without an obligation to maintain its confidentiality prior to receipt from City; is or becomes generally known to the public without violation of this Agreement; iii. is obtained without an obligation of confidentiality by the Contractor in good faith from a third party having the right to disclose it without an obligation of confidentiality; or iv. information which is required to be disclosed pursuant to any court order or directive having the force of law. (c) The provisions of this section shall survive the termination of this Agreement. Section 14. Technical Materials. City reserves all rights to any and all tools, dies, patterns, plates or other similar technical materials furnished or paid for by City, and Contractor shall use such materials in strict confidentiality and shall return the same to City at its request upon completion or termination of this Agreement. Contractor shall not copy or otherwise use any such materials for any purposes other than the completion of this Agreement. Contractor's covenant under this section shall survive the termination of this Agreement. Section 15. Records and Inspections. Contractor shall maintain full and accurate records with respect to all matters covered under this Agreement for Records Retention Period. City shall.have access, without charge, during normal business hours to such records, and the right to examine and audit the same and to make copies and transcripts therefrom, and to inspect all program data, documents, proceedings and activities. Section 16. Default. Contractor's failure to comply with the provisions of this Agreement shall constitute a default. In the event that Contractor is in default under the terms of this Agreement, City shall have no obligation or duty to continue compensating Contractor for any work performed after the date of default and can terminate this Agreement immediately by written notice to Contractor. Section 17. Indemnification. Contractor agrees to defend, indemnify, protect and hold harmless City, its officers, officials, employees, agents, and volunteers from and against any and all claims, suits, demands, actions, losses, damages, judgments, settlements, penalties, fines, defensive costs or expenses, including without limitation, interest, attorneys' -fees and expert witness fees, or liability of any kind or nature arising out of or attributable to the acts or omissions of Contractor, or Contractor's officers, employees, or agents which in any way arise out of, result from, or are in any way related to the performance or non-performance of this Agreement, excepting only liability arising out of the sole negligence or willful misconduct of City, its officers, officials, employees, agents, or volunteers. THE PROVISIONS OF THIS SECTION SHALL NOT TERMINATE OR EXPIRE, SHALL SURVIVE THE EXPIRATION OR EARLIER TERMINATION OF THIS AGREEMENT AND SHALL BE GIVEN THE BROADEST POSSIBLE INTERPRETATION. The obligations in this section are -in addition to Contractor's duty to provide insurance and shall not be limited by any limitation on the amount or type of insurance coverage carried by Contractor. Section 18. Insurance. (a) Contractor shall at all times during the term of this Agreement carry., maintain, and keep in full force and effect,.a policy or policies of Comprehensive General Liability Insurance, with minimum limits of Two Million Dollars ($2,000,000) for each occurrence, combined single limit, against any personal injury, death, loss or damage resulting from the wrongful or negligent acts by Contractor or Contractor's officers, employees, or agents. 3 (b) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, a policy or policies of Comprehensive Vehicle Liability insurance covering personal injury and property damage, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit, covering any vehicle utilized by Contractor or Contractor's officers, employees, or agents in performing the services required by this Agreement. (c) Contractor agrees to maintain in force at all times during the performance of work under this Agreement workers compensation insurance as required by law. (d) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, a policy or policies of Excess Liability Insurance, with minimum limits of Two Million .Dollars ($2,000,000) for each occurrence, combined single limit, and provide policy coverage and terms at least as broad as those required in the primary insurance. (e) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, a policy or policies of Pollution Liability Insurance, with minimum limits of Two Million Dollars ($2,000,000) for each occurrence, combined single limit, and provide policy coverage and terms at least as broad as those required in the primary insurance. (f) Contractor shall require each of its sub -consultants or sub -contractors to maintain insurance coverage that meets all of the requirements of this Agreement. (g) The policy or policies required by this Agreement shall be issued by an insurer admitted in the State -of California and with a rating of at least a B+; VII in the latest edition of Best's Insurance Guide. (h) Contractor agrees that if it does not keep the aforesaid insurance in full force and effect City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may take out the necessary insurance and pay, at Contractor's expense, the premium thereon. (i) At all times during the term of this Agreement, Contractor shall maintain on file with the Risk Manager, a certificate or certificates of insurance, satisfactory to the City Attorney and Risk Manager, along with a copy of the policy declarations page for each policy showing that the aforesaid policies are in effect in the required amounts. Upon request by City, -Contractor shall cause its insurers to issue -certified copies of the insurance policies evidencing that the coverage and policy endorsements required under this Agreement are maintained in force. Contractor shall, prior to commencement of work under this Agreement, file with the Risk Manager, such certificate or certificates and a copy of the policy declarations page for each policy. The policies of insurance required by this Agreement shall contain an endorsement naming the City, its officers, officials, employees, agents, and volunteers as additional insureds. All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty (30) days prior written notice to City, and specifically stating that the coverage contained in the policies affords insurance pursuant to the terms and conditions as set forth in this Agreement. Q) The insurance provided by Contractor shall be primary to any coverage available to City, and any insurance or self-insurance maintained by City, its officers, officials, 7 employees, agents, or volunteers shall be excess of Contractor's insurance and shall not contribute with it. The policies of insurance required by this Agreement shall include provisions for waiver of subrogation. Contractor hereby waives all rights of subrogation against City, its officers, officials, employees, agents, and volunteers. (k) Any deductibles or self -insured retentions must be declared to and approved by City. At the option of City, Contractor shall either reduce or eliminate the deductibles or self -insured retentions with respect to City, or Contractor shall procure a bond guaranteeing payment of losses and expenses. Section 19. Certification. In accordance with the provisions of Section 3700 of the Labor Code, Contractor shall secure the payment of compensation to Contractor's employees. By executing this Agreement, Contractor certifies the following: Contractor is aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and Contractor will comply with such provisions before commencing the performance of the work of this Agreement. Section 20. Standard Specifications. The work done pursuant to this Agreement shall be done in accordance with the provisions of the most current edition of "Standard Specifications for Public Works Construction" (commonly known as "the Green Book") including Supplements, prepared and promulgated by the Southern California Chapter of the American Public Works Association and the Associated General Contractors of California, which specifications are hereinafter referred to as the "Standard Specifications." The provisions of these Standard Specifications shall apply to the work performed under this Agreement, unless different standards are specified in Exhibit A or agreed to in writing by the City. Section 21. Compliance with Laws. Contractor shall keep itself informed of and comply with all Applicable Laws, including without limitation, the FairLabor Standards Act, the Occupational Safety and Health Act and all those Applicable Laws relating in any way to employment practices and protection of the environment. Contractor shall not discriminate against any employee or any applicant for employment for reasons of race, color, creed, religion, sex, sexual preference, age or national origin. For purposes of this section, "Applicable Laws" shall mean any and all laws, regulations, rules, orders, directives, judgments, decrees, permits, approvals or other applicable requirements of any governmental entity or agency having jurisdiction that are applicable to any aspect of this Agreement that are in force on the Effective Date and as they may be enacted, issued or amended during the term -of this Agreement. Section 22. Enforcement of Wage and Hour Laws. Eight hours labor constitutes a legal day's work. The Contractor, or subcontractor, if any, shall forfeit -twenty-five dollars ($25) for each worker employed in the execution of this Agreement by the respective Contractor or subcontractor for each calendar day during which the worker is required or permitted to work more than 8 hours in any one calendar day and 40 hours in any one calendar week in violation of the provisions of Sections 1810 through 1815 of the California Labor Code as a penalty paid to the City; provided, however, work performed by employees of.contractors in excess of 8 hours per day, and 40 hours during any one week, shall be permitted upon compensation for all hours worked in excess of 8 hours per day at not less than 11/2 times the basic rate of pay. Section 23. Materials and Workmanship. City shall have the right to inspect any material used. Material furnished shall be new, complete, ready -for -use and of the latest model, N. shall not have been used in demonstration or other services and shall have all the usual equipment as shown by its manufacturer's current specifications and catalogs, unless otherwise specified. Equipment, supplies or services that fail to comply with the Agreement requirements regarding design, material or workmanship may be rejected at the option of City. Any materials rejected shall be removed from City premises at the Contractor's sole expense. Section 24. Licenses and Permits. Except as provided herein below, Contractor shall obtain and pay for all permits and licenses required by federal, state or local law, rule or regulation. Costs for obtaining City permits required under this Agreement will be waived. All requirements for obtaining permits (including City permits) remain in effect and are not waived; only the costs of City permits are waived. Section 25. Assignment of Unfair Business Practices. Contractor and its subcontractor offers and agrees to assign to City all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, services, or materials pursuant to the public works contract or the subcontract. This assignment shall be made and become effective at the time City tenders final payment to Contractor, without further acknowledgment by the parties. Section 26. Assignment and Subcontracting. Contractor shall not assign or attempt to assign any portion of this Agreement, or subcontract any required performance hereunder, without the prior written approval of City. Any assignment or subcontract made in violation of this section is invalid and void. In the event City grants written approval to Contractor to subcontract work under this Agreement, Contractor is prohibited from using a subcontractor who is ineligible to perform work ton -a -public works project pursuant to Section 1777.1 or 1777.7 of the Labor Code. Section 27. Arbitration and Venue. Any dispute, claim or controversy arising out of or relating to this Agreement or the breach, termination, enforcement, interpretation or validity thereof, including the determination of the scope or applicability of this Agreement to arbitrate, shall be determined by arbitration in Los Angeles, California. The arbitration shall be administered by JAMS pursuant to its Streamlined Arbitration Rules and Procedures. The arbitrator shall be a retired judge. All decisions of the arbitrator shall be in writing, and the arbitrator shall provide written reasons for their decision. The arbitration decision shall be final and binding on the Parties. Judgment on the award may be entered in any court having jurisdiction pursuant to this Agreement. This clause shall not preclude Parties from seeking provisional remedies in aid of arbitration from a court having jurisdiction pursuant to this Agreement. The exclusive jurisdiction and venue under this Agreement shall be the Superior Court of California, Los Angeles County. Section 28. Attorneys Fees. In the event a dispute, claim or litigation arises regarding this Agreement, the prevailing party shall be entitled to reimbursement for reasonable attorneys fees and actual costs, which may be set by the arbitrators or the court in the same action or in a separate action brought for that purpose, in addition to any, other relief which is obtained. Section 29. Governing Law. This Agreement shall be interpreted and enforced according to, and the Parties rights and obligations governed by, the domestic law of the State of California, without regard to its laws regarding choice of applicable law. 0 Section 30. Entire Agreement and Modifications. This Agreement, including attachments incorporated herein by reference, represents the entire integrated agreement and understanding between the Parties, and supersedes all prior or contemporaneous negotiations, representations, agreements, understandings and statements, written or oral. This Agreement may only be modified by a writing signed by both Parties. Section 31. Waiver. The waiver by either party of a breach or default by the other party shall not be deemed a waiver of any different or later breach whether of the same or other covenant or condition; nor shall any delay or omission by either party to exercise any right it may have hereunder operate as a waiver of any breach or default of such a right. The failure of either party to this Agreement to exercise any of its rights under this Agreement does not constitute a breach thereof and shall not be deemed to be a waiver of such rights or a waiver of any subsequent breach. No waiver, benefit, privilege, or service voluntarily given -or performed by a party shall give the other party any contractual rights by custom, estoppel, or otherwise. Section 32. Force Maieure. Neither party shall be considered in default of any of its obligations under this Agreement when a failure of performance shall be due to an uncontrollable force. The term "uncontrollable force" shall mean flood, earthquake, storm, fire, lightning, epidemic, war, riot, civil disturbance or disobedience, federal, state, or municipal action, statute, ordinance, or regulation, embargoes of the United States Government or any other government, which by exercise of due diligence such party could not reasonably have been expected to avoid and by exercise of due diligence has been unable to overcome. Either party rendered unable to fulfill any of its obligations under this Agreement by reason of an uncontrollable force shall give written notice within five (5) business days of such fact to the other party and shall exercise due diligence to remove such inability with all reasonable dispatch. Section 33. City Not Obligated to Third Parties. City shall not be obligated or liable under this Agreement to any party other than Contractor. City shall timely notify Contractor of the receipt of any third -party claim relating to this Agreement. City shall be entitled to recover its reasonable costs incurred in providing the notification required by section. Section 34. Notices. All notices, approvals, consents and other communications between the Parties shall be in writing, and shall be sent by certified mail (return receipt requested) or other delivery service which provides evidence of delivery, using the address set forth on the Cover Page under "Notice Information - City" or "Notice Information — Vendor," as appropriate, or at such other address as may be furnished by either~pa-rty to the other in writing. Mailed notices will be deemed communicated as of the day of receipt. Section 35. Cover Page and Exhibits. The Cover Page and all documents referenced as exhibits in this Agreement are hereby incorporated in this Agreement. In the event of any material discrepancy between the express provisions of this Agreement and the -provisions of any document incorporated herein by reference, the provisions of this Agreement -shall prevail. Section 36. Headings. Headings used in this Agreement are for convenience and ease of reference only and shall not affect the interpretation of the Agreement. Section 37. Survival of Terms. All of the terms and conditions in this Agreement related to payment, confidentiality, indemnification, dispute resolution and waiver shall survive termination of this Agreement. 10 Section 38. Severability. Whenever possible, each provision of this Agreement shall be interpreted.in such a manner as to be valid under applicable law. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions shall nevertheless continue in full force and effect, and shall in no way be affected, impaired or invalidated. Section 39. Authority to Execute This Agreement. The person or persons executing this Agreement on behalf of Contractor warrants and represents that he or she has the authority to execute this Agreement on behalf of Contractor and has the authority to bind Contractor to the performance of its obligations under this Agreement. [Signatures Begin on Next Page]. 11 IN WITNESS WHEREOF, the Parties have signed this Agreement as of the date stated in the introductory clause. City of Vernon, a California charter City and California municipal corporation By: HILARIO GONZALES Mayor ATTEST: WILLARD G. YAMAGUCHI, City Clerk APPROVED AS TO FORM: WILLARD G. YAMAGUCHI, Interim City Attorney [CONTRACTOR'S NAME, a [State incorporated in] corporation By: Name: Title: By: Name: Title: 12 EXHIBIT A SCOPE OF SERVICES 13 EXHIBIT B FEES [Example (Delete and replace actual terms)] [Contractor shall be paid $[insert flat amount] to perform all Services described in Exhibit A.] [Contractor shall invoice City [FREQUENCY] for Services provided under this Agreement.] [Example (Delete and replace with actual terms)] Other sample language Contractor shall perform the services described in the proposal dated May 17, 2011, a copy of which is attached hereto and incorporated by referenced as attached. Contractor shall invoice City within thirty (30) days after performing the work for Services provided under this Agreement. Invoices shall include the period for which the Services were provided, the dates of such Services, and a description of the Services provided for that billing period. Each invoice shall -include copies of timesheets, if any, and other supporting documents as City may require. Payments of each invoice shall be made by City within thirty (30) days following receipt of each invoice as to all non -disputed fees. If City disputes any of Contractor's fees, it shall give written notice to Contractor within thirty (30) days of receipt of the disputed invoice. Any amounts in dispute shall be withheld until resolution. 14 EXHIBIT C CHANGE ORDER 15 APPENDIX B m tq ee ego* 11. r � > > ALUIEDA ff m ii Wily ;t 8 t2 0 m La 0 ;a -1 m > nit 11, In G 0 0 A n i rANTA FE ll Z� 03 IT WWI OF ..... ..... r) Z r ci D I r Ln Iq PAMIC BLYD r ;a a NMI. m -9 z I U) m OTO in, 0 BOYLE AVE tz PINE AU10A AVE PHI 0 RD Z no '110 LIGHT & POWER DEPARTMENT LOCATION: SYSTEM FIBER OPTtC SYSTEM VERNON BACKBONE OPTICAL NETWORK NO. REVISION --D—ATE —A�PPVD CHK BY E-54T-026-5 APPENDIX C DESIRED FUNCTIONS CHECKLIST DESIRED FUNCTIONS CHECK LIST DESIRED FUNCTIONS CENTRAL Rrnnd R M - / 1V . ;Varainn nfib, Prnnnaod TCQ- APPENDIX C CITY OF VERNON TCS RFP If "P" (Partial) is input, please provide additional CURRENTLY information elaborating - - - - PROVIDED7 which functions the system currently can or can Input not provide; "Y"for Yes If"N" (No) is input, please provide elaboration on "N"for No• how the - "P"for Partial* required functionality could be achieved. .CategoryHardware 1. The proposed COTS TCS central system components must operate on its own dedicated computer server(s) and local area network (LAN) of servers and workstations. 2. The proposed COTS TCS must include signal system software and any necessary hardware or software configuration to: a. Provide f& 1 new System Vendor -supplied workstation that will have full access to and control of the COTS TCS. Workstation specs include at a minimum all of the following: Mini -tower chassis (HP or equal with 2.8GHz E6300 Processor) Dual 24" LCD monitors (1680x1050 pixel resolution, 5ms response time, 20,000:1 contrast ratio, thin black bezel) 4 GB 667 MHz DDR2 SDRAM memory 128MB nVidia Quadro NVS 285 dual DVINGA graphics card 2.300 GB SATA hard drives (use RAID mirroring) DVD+I-RW drive with Cyberlink PewerDVD and Roxio Digital Creator Windows XP Professional plus SP2 operating system Optical scroll -wheel 4-button mouse Microsoft Office Professional Suite Adobe Acrobat 8.0 Standard 3 year on -site warranty 2 year extended warranty b. Support up to 5 total workstations. 3. 19' Rack Mounting a. TCS components must be designed for locating within a standard 19" cabinet -style rack supplied by System Vendor. b. 19' rack must be modular and of steel construction c. Rack must be installed by the System Vendor per the supervision of the City in the equipment room of the identified future TMC location in the Engineering Offices at 16102 Arrow Highway. The rack is to be bolted to the ground. d.19' rack must be suitable for side -by -side installation with existing,l9" racks a. 19' rack must be equipped with removable side panels, to facilitate wiring between cabinets and to enclose the outside ends of the equipment rack. f. Side panels must be provided as required to protect the rack contents and to provide an outer shell that gives the effect of a cabinet rather than an open rack. g.19' rack must have a minimum of 45 RU (78.75 inches) of equipment mounting space and a depth of 32 inches. h.19" rack must be provided with smoked Plexiglas doors on the front of the rack with lock. i. 19" rack must also include amounted power outlet strip with a minimum often outlets, a pullout tray to support a keyboard and mouse, and a cable management system such as ring brackets. 4. The proposed COTS TCS must include a connected and configured rack -mounted UPS system that will provide not only a minimum 30-minute power backup for, but also full-time continuous power conditioning and protection for all essential COTS TCS central system component equipment housed in the equipment rack. 5. The proposed COTS TCS must have the following central system functionality: a. Computation and execution of associated algorithms, including real-time retrieval of traffic flow parameters from field -located system detectors b. Database storage and management c. Communications system management with field devices d. Support for multiple user workstations each running an COTS TCS workstation client software interface to the COTS TCS e. Support for hardware in the loop operation, for system testing, setup and analysis f. Management of user profiles and permissions DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST If "P" (Partial) is input, please provide additional CURRENTLY information elaborating DESIRED FUNCTIONS PROVIDED? which functions the system currently can or can Input not provide; - - "Y" for Yes If "N" (No) is input, please provide elaboration on for"• how the or Partial" required functionality could be achieved. ,Category 5. The proposed COTS TCS central system must be equipped with a second (RAID) hard drive for mirror purposes, and be designed and implemented so as to quickly allow for its conversion to the primary drive in case of drive failure, so that system downtime is minimized and actively managed. This automatic recovery to normal operation using the mirrored drive must be accomplished by the system without need for operator intervention, action or confirmation. 7. The proposed COTS TCS client must require a username and password for all users, to be assigned by the System Administrator. This usemame/password may be the some as that used by the operating system (i.e., successful logon to the workstation allows uninhibited access to the system client). 8. The proposed COTS TCS should track workstation inactivity, such that after a configurable amount of time, users are required to log back into their client session. All security options must be applicable to both networked and remote/dial-in users. 9. The proposed COTS TCS should support at least (50) unique user profiles, with each assigned specific privileges within the program. 10. The proposed COTS TCS must allow for user privileges to be defined by the System Administrator. By default, all users should have read-only or no privileges for the full system. 11. Additional operating privileges should be available for the following functional activities: a. System Administration & Configuration b. User Profile Configuration Device Configuration Database Configuration Database Report Creation & Generation Map Editing GUI Settings and Editing Communications Configurations c. System Operation d. ITS Operation (Optional, vendors to specify additional cost implications, if any) Video Switch Operation Changeable Message Sign (CMS) Operation Changeable Message Sign (CMS) Scheduler • Traffic Monitoring Station (TMS) Operation TMS (i.e., 'system detectors') Data Viewing Incident Creation & Editing Response Plan Creation & Editing Response Plan Implementation 12. The proposed COTS TCS must provide a user priority assignment, configurable by the System Administrator, for resolution of command conflicts from concurrent uses. Users with higher priority should be able to override commands from lower priority users, take control of devices from lower priority users, etc. !Category 1. Notification Capabilities a. The proposed COTS TCS must have the capability to automatically send alphanumeric (i.e., text) messages to PDAs or mobile phones provided by the City (to be carried by maintenance personnel) upon detecting problems with or within the system. b. Upon detection of an event, which triggers a system event, the designated operator(s) must be paged by the method described above, and the alarm message(s) presented. c: This feature must be fully programmable allowing designation of operalor(s),Time-of-DaylDay-of-Week of operator on -call shifts, multiple pages per event depending on severity, and critical event to trigger. d. The Time-of-Day/Day-of-Week function must allow specified events to initiate the page only during a specified time frame. 2. Notification Paging a. The paging alarm system must have a call back confirmation function to assure that the call was received. b. if the confirmation does not happen, the paging system must continue to page subsequent pagers in the notification list at an operators selectable time interval unfit confirmation of the alarm is received. c. All alarm pages must also be displayed in a new pop-up window on all workstations currently connected to the COTS TCS and running the COTS TCS client software. DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST - If "P" (Partial) is input, please provide additional CURRENTLY information elaborating DESIRED FUNCTIONS PROVIDED? which functions the system currently can or can Input not provide; "Y" jor Yes If "N" (No) is input, please provide elaboration on - "N" for No' how the "P"for Partial- required functionality could be achieved. Category -p 1; GUrs graphic display capabilities a. The proposed COTS TCS must include a user-friendly utility for import and generation of graphic images for the graphics display system (GDS), allowing them to be updated whenever new source files are available. b. The graphic display system function is to be an integrated function within the COTS TCS, which provides graphic displays such as dynamic maps. The GDS must allow for a second-bysecond, (near) real-time monitoring of system operation. c. The interface to the graphics display must be an integrated module of the COTS TCS. d. All commands for manipulating the graphics display must be available directly from the system user interface. e. Detailed intersection displays representative of the City's AutoCAD-based design files or aerial photographs must be able to be imported and generated for the graphics display. For large-scale maps (i.e., corridor or citywide map display), the ability to use GIS based maps (ESRI shape and data files) would be preferable. 2. From this graphic generation utility, the user must be able to create and revise all the maps and intersection drawings displayed. The displayed drawings should use a multi -layered paradigm for displaying different categories of system data. 3. The proposed COTS TCS must include a small library of typical intersection files. The System Vendor must develop, using the library templates where possible, detailed intersection diagrams for all 40 initial deployment intersections. 4. All custom and commercially available software required for operation and modification of the graphics generation utility package must be provided with the proposed COTS TCS. The proposed COTS TCS must also include any additional hardware required to use the included graphics generation u61ity package. 5. All static graphic displays must be designed and developed in such a way as to ensure instantaneous redraw of the graphic display. This display includes the background map and the real-time feedback data. For example, if the workstation operator pens to the left, the entire screen needs to be redrawn. 6. GUI display extents a. The proposed COTS TCS must include a zoomed -out view of the system extents that covers the entire City and all intersections currently in the project area. 7. The user must be able to set up both dynamic and static informational layers that are displayed at different view scale levels by defining the view scale levels in a zoom level set-up configuration database table. By setting up the zoom scale range and appropriately enabledidisabled layers, the operator must be able to control which layers display at different zoom scales. For example, at the citywide scale level the operator might enable roadway centerlines (static information) as well as the following dynamic ihfonnafion: a. A communication status indication for each intersection controller across the city b. The controller operating mode status indication for each intersection controller across the city c. The detector failure status indication for each intersection across the city (at corridor- or group -zoom level) 8. At a minimum, the citywide display must dynamically identify the following status for each traffic signal in real-time, or near real-time (less than 2 seconds old): a. Free Operation b. Coordinated Operation (nominal; could be absence of any status) c. Responsive Operation d. Dynamic Grouping — current group boundaries and/or membership e. Pattern transition from free to coordinated operation or from one coordinated plan to another; f. Tripped conflict monitor g. Flash (differentiated between manual flash aed.conflict flash) h. Loss of Communications i. Emergency vehicle or Railroad Preemption j. Transit Priority Service k. Monitor off (i.e., set to be ignored by system) I. Manual operation switch engaged at the local controller cabinet DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST Ir "P" (Partial) is input, please provide additional CURRENTLY information elaborating DESIRED FUNCTIONS PROVIDED? which functions the system currently can or can Input not provide; "Y" for Yes If "N" (No) is input, please provide elaboration on "N" for No" how the - "ll" for Partial' required functionality could be achieved. !OatogorO:• - 9. When window -zooming into, or otherwise selecting a group of fewer than 10 intersections (i.e., changing the view scale to a corridor display), the graphics display must automatically provide a greater level of detail information. In addition to providing the signal status listed above, the graphics should display green return status for phases of all the intersections in the displayed group. a. Display of overlap green return status b. Display of yellow return status c. Display of WALKs and DONT WALKs return 10. For purposes of zooming in on the map, the operator must be able to select a smaller area of the map to expand to the current window size, or expand to fill a new window, which can be resized. 11. The zoom capabilities must also allow for returning to the entire graphic image, as well as redisplaying the previous view's scaled image. 12. By double clicking on the intersection icon on the overview map at any zoom level, the COTS TCS must open a new, individual detailed intersection in a window of the traffic display. The intersection display must depict the intersection in an easy to understand display. Multiple intersection display windows must be available for the operator. The number of display windows must only be restricted to the number that can be feasibly displayed on the workstation client desktop. The operator must be able to minimize and maximize a detailed intersection display. 13. The information available for intersection displays must include all information available for that intersection. At a minimum these must include the following: a. Street names b. North Arrow c. Intersection phase diagram d. Current timing plan in use (cycle length and offset or Free) e. Signal displays (vehicle and pedestrian) I. Current communications status g. Control mode status h. Vehicle calls by phase I. Pedestrian calls by phase (display of pedestrian interval countdown timing is also desired) j. Detector status and actuation -k. Special functions I. Timing plan parameters m. Active, incrementing cycle clock n. Active, incrementing (or better, countdown) phase/interval timer Catego-V.4� 1. Multiple concurrent User Access a. The system must simultaneously support a minimum of sic users (local and remote) at any one time for high and extended usage which might occur during special events. b. The user must be able to fully monitor, display and access any COTS TCS control interface. c. Data latency must be consistent and never exceed two seconds from actual field conditions. d. The COTS TCS must arbitrate conflicts among current users, device controls, and upload/download commands. 2. The COTS TCS must support a multi -terminal, multi-user interface, with each workstation's COTS TCS client software program running under a Microsoft Windows XP 2003 or 2008 operating system. 3. This COTS TCS must allow access to multiple levels of the system simultaneously. 4. The COTS TCS must establish and maintain a security system to prevent unauthorized access to the system. This applies to executable files as well as text files and database files. 5. Individual operator privileges must be definable on a functional level. 6. The proposed COTS TCS workstation client must support multiple (typically, two, but allow for up to four) displays to allow for more GUI desktop space for easing user management of the TCS via additional windows that will be open. DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST DESIRED FUNCTIONS CURRENTLY PROVIDED? Input "Y" for Yes "N"for No* "P"forPartial* If "P" (Partial) is input, please provide additional information elaborating which functions the system currently can or can not provide; If "N" (No) is input, please provide elaboration on how the required functionality could be achieved. gnal ControlModes, ,Cate•• 1. Timing Execution in Controllers a. The COTS TCS must utilize intelligent local intersection controllers and operate with distributed or central intelligence for all modes. b. The local controllers are to be programmed with timing plans, Time of Day/Day of Week (TOD) schedules, and all other required parameters to operate the intersection in basic coordination mode, such coordination either commanded by the TCS or occurring due to fall -back in the case of TCS-to-controller communication loss. 2. All intersection controllers must be capable of being monitored on a real-time, once -per -second basis by the COTS TCS. 3. System startup conditions a. At main server startup, the COTS TCS must automatically establish communications with all intersection controllers and begin real-time monitoring. b. The COTS TCS must automatically update its internal clock using the WWV radio interface or GPS clock, and then broadcast a time clock resync to all intersections. c. The COTS TCS must start to process both incoming data and operator requests within two minutes. d. At system startup, the default mode must always be user-settable. 4. The COTS TCS must be designed for unattended operation 24 hours per day, seven days a week, without requiring an operator to be logged into the system. 5. Control Modes a. The software must include at least these five control modes: Traffic Responsive Pattern Selection JR) Time of Day/Day of Week (TOD) Manual Free CIC (Critical Intersection Control) on a per intersection basis b. The control mode must be operator selectable. c. Identify whether the proposed system has traffic adaptive capabilities or a separate module that can provide adaptive operation and its associated additional cost. This is not an immediate functionality the City is seeking. 6. The COTS TCS's full -featured traffic -responsive mode of operation shall be adjustable .or tunable with respeck to. the following: a. Grouping of intersections selected for TR mode. b. Selecting and adjusting of smoothing variables, factors and/or,parameler. c. Data collection period d. Adjusting the algorithm implementation formula e. Weighting by lane I. Separate weighting of occupancy parameter g. Control over the decision algorithm definition is desirable h. TR-induced changes shall be based on smoothed data (rolling averages), not raw data, and the averaging intervals shall be user -selectable DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST " If "P" (Partial) is input, please provide additional CURRENTLY informa6onelaborating. DESIRED FUNCTIONS PROVIDED? which functions the system currently can or can Input not provide; "Y" for Yes If "N" (No) is input, please provide elaboration on "N" for No. how the "P"for Partial' required functionality could be achieved, rtate;gory�6: 1. Preemption and Priority Service a. The COTS TCS have the ability 10 monitor all fors of traffic signal pre-emption and priority that will occur at the signalized intersections through the local traffic signal control and to report the signal pre-emption/priority back to the central computer on a continuous basis. b. This information would also need to be provided on the graphic user interface screens identifying the type of pre- emption or priority, such as railroad, emergency, bus etc., and displaying the current state (e.g., transitioning to, or in, or recovering from). 2. Detector Monitoring a. The detector feedback from the field must be continuously monitored for proper operation. b. Detectors must be classified as acceptable, disabled, or failed. c. Detector failures must be reported to the system log and operator alarm. d. Detector counts must be routinely aggregated and reported to the COTS TCS for preparation of traffic flow reports on demand by the user. e. Collection and central database storage of an unlimited number of system detector counts (user -defined intervals, but nominally 15-minutes) must be provided. 3. Detector Failure Monitoring a. The COTS TCS must have operator -selectable filters that define the thresholds that a detector must exceed to be considered failed. b. The filter values must be selectable on a fime-of-day basis. c. A minimum of five (5) time -of -day settings must be available. d. The following failure types must be provided at a minimum: Maximum Presence - if an active detector exhibits continuous detection over an operator -defined time interval No Activity - if an active detector does not exhibit any actuation during an operator -defined elapsed time interval Erratic Output- if an active detector exhibits excessive actuation (i.e., field count over an operator -defined elapsed time interval exceeds user programmed threshold) • Failed Communication - failed or disabled detectors must not be available for traffic control strategies 1. The COTS TCS must .keep _all intersections synchronized to a common time base. 2. The COTS TCS server must provide a method of extemal time and date synchronization such as WWV radio clock, GPS clock, CDMA, or by other means. 3. Synchronizing Controller Clocks a. The COTS TCS must provide a means of verifying intersection controller clocks and checking them against the central time clock with an option to recalibrate the controller clock on an as needed basis. b. It is anticipated that a simultaneous synchronization broadcast from the COTS TCS to all controller internal time clocks will occur automatically at least twice per 24 hours. c. The times of day that the simultaneous synchronization broadcast occurs must be settable by the user. ceited6w 1. Preemption and Priority Capabilities a. The COTS TCS must support and manage multiple types of signal preemption and/or signal priority service that occurs at the local intersection controller level. b. This information would.also need to be provided on the graphic user interface screens displaying the current state of the preemption or priority(e.g., transitioning to, or in, or recovering from). c. The COTS TCS must -support bus priority. 2. Emergency Vehicle Preemption (EVPE) a. It is desirable for the proposed COTS ICS's algorithms to allow for immediate response to the presence of a valid 'high priority OpticomTM EVPE call, just the same as if the intersection were not under the control of the COTS TCS. b. with regard to the recovery back lo'noral' operation of the corridor under COTS TCS control after completion of an EVPE event, it is desirable for the COTS TCS to provide for the immediate return to servicing of the appropriate phase combinations that would have been served at that time if an EVPE routine had not been initialed. c. That is, rather than the controller always serving a pre-programmed EVPE return phase (a typical non -COTS TCS parameter), the controller should instead serve a phase which would get the intersection back into 'step" with the corridors then -current COTS TCS timing plan as quickly as possible. d. The proposer is expected to identify if the proposed COTS TCS provides for this EVPE recovery enhancement, and if so, explain its operation in detail. 3. The COTS TCS must display, on the detailed intersection graphics GUI, the transition status during the period when recovering back to a'normal' coordination plan following preemption or priority service. DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST -- DESIRED FUNCTIONS - - CURRENTLY PROVIDED? Input "Y"for Yes "N"forNo" "P"forParria1 * If "P" (Partial) is input, please provide additional information elaborating which functions the system currently can or can not provide; If "N" (No) is input, please provide elaboration on - how the - required fonctionality could be achieved. C�ategoryD. 1. The central system needs to retrieve all traffic counts from local controllers a. On a user-settable automated repeating schedule (if other than a fixed interval such as 15 minutes, please detail in a comment), and b. On an immediate basis by central operator demand c. Raw count data should be stored and archived for later analysis by workstation operators 2. Local controller database changes made through front panel or locally -connected laptop computer (or other interface device) needs to a. Trigger a Sag setting alerting the central system that the database has been changed or, alternatively, b. Auto -upload and compare 3. Central system needs to automatically and periodically collect such 'flags' and prominently alert the system console operator of the list of such changed intersections; this period may be selectable on a per controller basis 4. Controller database changes need to be permission -restricted by unique assigned passwords 5. The specific database fields that were changed also need to be captured 6. Local controller needs to maintain a large historical log, available for front panel queries and central system retrieval, of a wide variety of events and occurrences (see Category 3, item 10 for more log entry example types): a. Cabinet events (door open, conflict Sash, watchdog timer, power restart, ...) • b. EVPE events (direction, start, finish, and back in sync) c. TSP events (direction, start and finish) d. User ID of technician who edited a database (cross-referenced by password) .. 1. Central system -to- local controller communication may be proprietary, but the COTS TCS also needs to support communications to type 170ATC, and 170E controllers with LACOAE , LACO-1R or LACO-3 firmware AND Econolile ASCI2S and ASCl3 controller platform firmware packages. 2. The City understands that the NTCIP standards are still in a state of development and continues to be updated. However the COTS TCS provided is expected to meet or exceed the minimum requirements of the following NTCIP standards: a. NTCIP 1101 (formerly TS 3.2) - Simple Transportation Management Framework (STMF) b. NTCIP 1201 (formerly TS 3.4) - Global Object Definitions c. NTCIP 1202 (formerly TS 3.5) - Objects for Actuated Traffic Signal Controllers d. NTCIP 1203 (formerly TS 3.6) - Objects for Dynamic Message Signs e. NTCIP 1205 (formerly TS .CCTV) - Objects for CCTV Camera f. NTCIP 1207 (formerly TS3.RMC)- Object Definitions for Ramp Meter Control (RMC) g. NTCIP 1211- Objects for Signal Control and Prioritization (SCP) 3. State whether the proposed TCS supports (or if partially supported, provide comment) the Caltrans AB3418E protocol and message set. 4. The System Vendor must supply a diagram showing the proposed communication infrastructure and baud rate based on: a. Transmitting commandipolling messages and receiving controller feedback from field devices in real-time b. Upload and download of data parameters c. Time/date uploads and downloads d. The Cit> s existing communications infrastructure e. A System Vendor -provided new communications system 5. Polling to all intersections for status feedback must be accomplished at least once per second. 6. All real-time dynamic data that are to be displayed on the graphic map must be refreshed based on polling of all field devices on a time interval no greater than once -per -second 7. The COTS TCS's communication protocol must be user selectable between the COTS TCS's proprietary format (if this exists), AB3418 forLACO-4E, and the NTCIP standard on a per communications channel basis. 8. The communication system must be designed to work with a variety of communication media, from the existing fiber optic to the proposed wireless radio communications. 9. The Vendor -provided serial data communication modem or switch for the traffic controller should communicate reliably with the new COTS TCS at a baud rate no slower than 1200 with 19,200 or greater preferable. 10. The system shall be capable of secure Virtual Private Network (VPN) access from remote sites. 11. The system shall support communication protocols for the LACO-4E 170 software. DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST DESIRED FUNCTIONS CURRENTLY PROVIDED? Input "Y" jor Yes "N" jar No • "P"jorParrial• If "I'" (Partial) is input, please provide additional information elaborating which functions the system currently can or can not provide; If "N" (No) is input, please provide elaboration on how the required functionality could be achieved. 1. The COTS TCS should operate without the need for field master controllers 2. The COTS TCS should be able to operate with multiple local controller hardware platforms and/or software packages 3. The COTS TCS should be error -tolerant of imperfect communications, by continuing to provide reasonable functionality and system response and sustained hub communication functionality despite intermittent communications errors 4. The COTS TCS should have the capability to adjust splits on each cycle when in traffic -responsive JR) mode (for the intersections selected for CIC operation) 5. The City desires that the COTS TCS have the capability to apply a traffic -adaptive mode of operation along a condor (it is not intended that the adaptive mode or module be supplied in this current procurement) 6. The COTS TCS should distribute the execution of timing and/or timing plans to the local controllers' coordinator for nominal operation modes (Free, TOD, TR) 7. The COTS TCS should have a database file for each location listing all of the events which occurred at the location. Events include, but are not limited to the following: a. Cabinet door open I close b. Controller database changed locally c. Controller database changed remotely d. On-line (TOD, or restored after Comm failure) e. Off-line (TOD free) f. Off line (communications failure) g. TOD pattern command h. EVPE start and end i. Transition start and end j. TR mode commencement 6. The COTS TCS should provide a comprehensive controller database editor a. The editor should operate on both an COTS TCS workstation and on a laptop computer - b. The editor should contain a compare function to allow for identification of parameter value differences in two different complete controller databases c. The editor should incorporate convenience "tools" and tips to allow for assisted and error -free populating of the database d. The editor should perform comprehensive error -checking and identify the location and reason for coding errors e. The editor should reject proposed values that are beyond operator -sellable parameter limits f. The editor should perform all possible summation checks to assure that the component parts of a larger variable (such as cycle length) have valid values. g. The editor should allow for copying and pasting inputs from one intersection to another 9. The COTS TCS should allow for the operator to select or program how the transitions between different coordination patterns are implemented 10, The COTS TCS should provide the ability to easily transfer database changes made at oHline intersections with a laptop or PDA into the central database. This should work in reverse also, allowing easy updates to laptop or PDA from the central database 11. The COTS TCS should provide the ability to segregate and manipulate controller databases for a subset of one or more intersections, and easily -re -integrate those back into the central database. 12. The central communication system function must be an integrated function within the COTS TCS that provides the communication protocol to, and manages the data exchange with the network of local intersection controllers DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST _ DESIRED FUNCTIONS - CURRENTLY PROVIDED? Input "Y" for Yes "N"for No' "P"forParlial" If"P" (Partial) is input, please provide additional information elaborating which functions the system currently can or can not provide; If "N" (No) is input, please provide elaboration on how the required functionality could be achieved. 1. The COTS TCS should provide for up to second -by -second monitoring of local controllers: a. By multiple workstation users simultaneously (The COTS TCS shall be able to accommodate access by a minimum of four users at the same time of which a minimum of one_userwould be a remote dial -in user.) b. Current operational status (e.g., free, on-line, preemption, communication fail, etc.) should be available for the entire system. c. Color returns for all phases should be available when examining a corridor grouping of up to 25 intersections. d. Full status on all monitored parameters should be available when examining a group of up to 5 intersections. e. Proportionately less than second -by -second monitoring would occur when the number of intersections exceeds the above observation scenarios. 2. The data and information displayed to the workstation operator should be accurate in real time. When real-time status is unavailable, these data displays should change to a 'no information' condition, rather than continuing to statically display potentially inaccurate data. 3. The COTS TCS should periodically interrogate the local controllers' tmeclock values to either a. Assure that they are synchronized with the COTS TCS' master timeclock b. Automatically issue a timeclock resynchronization command if not 4. The COTS TCS should perform partial and full uploads and clownloads of controller databases: a. It should be possible to force an upload or download from the controller front panel b. Partial database transfers should be possible for single parameters, and logical groups of parameters 5. Alarm conditions at local controllers should a. Display an alert on COTS TCS workstations and, limited by time -of -day, as messages to pagers or e-mail addresses, and b. The conditions which constitute such an alarm should be user -definable and have user-settable parameters 6. The real-time display of a controller on an COTS TCS workstation should display all returns with a minimal amount of latency 7. The COTS TCS should be able to produce on operator demand (and either print and/or export to Excel) a concise, formatted controller database printout for any local intersection. 1. The COTS TCS should include a context -sensitive, on-line help system 2. The COTS TCS should incorporate an, orintegrate with a separate, asset management and tracking software system (such as ABSIA) supplied by the System Vendor 3. The COTS TCS should include a 'maintenance online management system (MOMS) to provide a continuous, full-time monitoring system for the COTS TCS communications features a. The MOMS should operate automatically without routine need for operator action or intervention b. The MOMS should operate in the COTS TCS central system and also be capable of running from a laptop computer c. The MOMS should provide end -to -end communications monitoring at all points in the communications linkages, all the way from the central system to each local controller d. The MOMS should be capable of operating at hub controllers, for testing and monitoring communications both to the local controllers and to the central system. e. The MOMS should provide a loopback test capability I. None of the MOMS processes should have any effect on any other typical ongoing COTS TCS communications functions or duties (that is, MOMS is to be a low -priority execution task) 4. The COTS TCS should provide a comprehensive time -space diagramming toolset. a. It should be capable of operating in real-time, building a TSD with current splits b. It should be capable of operating on a scheduled basis with both raw data and completed TSD reports saved for later review. Multiple, concurrent and overlapping TSD sessions should be possible without limitation c. It should allow for user modification of links selected, link lengths, link speeds, and duration of TSD collection d. It should allow for at least 10 contiguous signals to be monitored at a time e. It should be able to run while making database changes I. It should be able to produce a color print copy 5. The COTS TCS should provide a comprehensive split monitor function a. It should be capable of operating in real time b. It should be capable of operating on an operator -scheduled basis for some start and/or stop time in the future (allowing for a collection time of up to 24 hours) c. The split monitor table should be capable of being examined while a split monitor collection is underway d. It should be capable of collecting split monitor records on an unlimited number of intersections simultaneously DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST If "P" (Partial) is input, please provide additional CURRENTLY information elaborating DESIRED FUNCTIONS PROVIDED? which functions the system currently can or can Input notprovide; - "Y" for Yes If "N" (No) is input, please provide elaboration on - "N"for No• how the "P"forParrial- required functionality could be achieved. Category 1. The COTS TCS system shall be able to interface with LA Countys Information Exchange Network (IEN) to provide the system data and/or video to the following: a. External Agencies: Other public service agencies within LA County would receive system data and video feeds via the IEN. b. Agency -Specific Users: Specific users within agencies would be able to access the archived detection data and incident data within the system logs, for traffic and safety analysis, for roadway design, etc. Users may even have the ability to query directly to the archive database files for date and type specific information. 1. The COTS TCS should provide a true multi-user setup (for multiple agencies) with read and write permission levels present both for groups (agencies) and users (individual technicians, operators, administrators and engineers) a. By jurisdiction (geographic coverage area) b. By COTS TCS functions c. By controller database categories (e.g., full access or only basic timing) 2. The COTS TCS should provide the capability for an individual intersection's database to be discretely managed, updated, modified, viewed, and/or stored 3. Video System Capability a. The TCS system shall have an interface to support real-time CCTV and video detection images and control functions from multiple manufacturers. 4. Dynamic Message Sign Capability a. The COTS TCS must have the capability to fully integrate (or, alternatively, launch and operate in a cooperative additional window display on the COTS TCS workstation's desktop) a system for providing message commands to Dynamic Message Signs (DMS) of the City's choosing, independent of this current COTS TCS deployment project b. The DMS's native message management system software must be utilized in this function, so that future software upgrades by the DMS manufacturer can be implemented without the need for software integration revision by the COTS TCS provider. 5. The TCS system should fully support the City's existing controllers and firmware including type 170ATC and Type 170E controlleravith LAC0=4E firmware or.equivalent AND Econolite ASC/2S and ASC/3 controller platform firmware packages. 6. The TCS system must be able to connect to and support all signals in the City. 4 OFc V�� RECEIVED f _ JUN 2 7 2011 CITY CLERK'S OFF&MMUNITY SERVICES &WATER DEPARTMENT .OFFICE MEMORANDUM TO: Mark Whitworth, City. Administrator FROM: Samuel Kevin Wilson; director of Community Services & Water DATE: June 21, 2011 SUBJECT: Traffic Control System.— Request for Proposals The Engineering Division for the City of Vernon has been working with the Los Angeles County Department of Public Works (LACDPW) on the proposed installation of a Gateway Cities Traffic Forum funded Traffic Control System in the City of Vernon to synchronize traffic signals, integrate ITS systems and exchange real-time data among ITS systems located across jurisdictional boundaries: The City of Vernon currently operates a total of 41 traffic signals. Fifteen (15) of the traffic signals are currently connected to an Econolite ARIES. traf -ic control system via a citywide aerial fiber optic cable network. As part of the proposed project, the existing ARIES central traffic control system is proposed to be upgraded to a new Advanced Traffic Management System. Additionally; the existing communication network will be expanded to include another 20 traffic signals connected wirelessly to the existing network. Also included is the replacement of existing Econolite controllers with 17.0 controllers and 332. cabinets at 5 traffic signal locations. The installation of the wireless radios and the upgrade of controllers and cabinets will be completed by the Los Angeles County. The project is categorically exempt under Section 15301, Class 1, Existing Facilities, of the California Environmental Quality Act Guidelines ("CEQA" ). Therefore, a Notice of Exemption will be filed with the County Clerk's office. The City Attorney's office has reviewed and approved the enclosed Request for Proposals as to form.. Please place this item on the July 5, 2011 City Council meeting agenda. Thank you. SKW/]m Enclosures ..{ o FFVER Mr�t.z�l ,S4,p ��L'LY 1%OJ CITY ATTORNEY'S OFFICE INTER -DEPARTMENT MEMORANDUM DATE: June 21, 2011 TO: Samuel Kevin Wilson, Director of Community Services & Water FROM: Willard G. Yamaguchi, Interim City Attorney RE: Proposed Traffic Control System - RFP Review I have received and reviewed the Memorandum dated June 13, 2011, and the attachments thereto. The request for proposal for the proposed traffic control system is approved as to form. WY:em Enclosures CITY OF VERNON REQUEST FOR PROPOSALS (RFP) for TRAFFIC CONTROL SYSTEM (TCS) PROJECT PROFESSIONAL CITY ENGINEERING SERVICES Vernon City Hall 4305 Santa Fe Avenue Vernon, CA 90058 Proposal Due Date August 10, 2011 COVER SHEET CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS REQUEST FOR PROPOSALS RFP CITY OF VERNON TRAFFIC CONTROL SYSTEM (TCS) PROJECT PROFESSIONAL CITY ENGINEERING SERVICES CITY OF VERNON., CALIFORNIA AUGUST 10, 2011 INTRODUCTION Recipients of this Request for Proposals (RFP) are invited to prepare and submit a Proposal for the advertised Project work consisting of a turnkey deployment of a traffic control system (TCS) in the City of Vernon that will be required to interface with the Information Exchange Network (IEN) of Los Angeles County. (LACO) in the future: The City will enter into a contract with a single. Contractor. This RFP is organized into the following sections: • General Requirements.—. This section provides.. information. such as proposal due date,. City contact information, schedule, etc. • Project Background — This section provides a description of the City's existing conditions, current traffic control system, signal communications infrastructure, and other pertinent issues and features that will affect the deployment of the requested TCS for the City. • Scope of Work =This section provides a description of the various elements of the requested system project. The Proposer providing a Proposal in. response to this RFP will. need to address all elements of the proposed Scope of Work, provide a system which responds to the Functional Requirements, complete and submit the RFP Questionnaire (Appendix C), and supply a detailed price quotation for the work. • Evaluation of Proposals and Negotiations — This. section provides a description of the method that the. City will use in evaluating Proposers' submittals, and selecting a 'Contractor #or the Project work. • Proposal Format -This section provides a description of the content and sequence of the materials that the Contractor should include in the submitted Proposal. It is important that the Proposer's submittal conformto this format. Failure to do so can . result in disqualification. • Appendices - This section provides additional information and forms that are referenced in the. RFP. ♦ Appendix A: Sample City Agreement Appendix B: Citywide Map with Controller Types.and: Existing Communication Infrastructure Appendix C: Desired Functions Check List CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS 1.0 GENERAL REQUIREMENTS The proposal consists of a technical and a cost proposal, description of Contractor's qualifications / experience, and references. One original and four copies of the complete proposal (technical and cost proposal, qualifications, and references) are required. Technical and cost proposals are to be submitted in separate envelopes clearly marked as "Cost Proposal" and "Technical Proposal". The original proposal must be clearly marked and contain original signatures and must be easily reproducible on a standard copying machine. Failure to clearly identify the original, or provide original signatures may result in a. proposal being found non -responsive and given no consideration. Proposals must be submitted by: 3:00 P.M., Wednesday, August 10, 2011 to City Clerk, City of Vernon 4305 Santa Fe Avenue Vernon, CA 90058 Attention: Traffic Control System Request for Proposal (RFP) Information must be furnished complete in compliance with the terms, conditions, provisions and specifications of the RFP. The information requested and the manner of submission is essential to permit prompt evaluation of all proposals on a fair and uniform basis. Accordingly, the City reserves the right to declare as non -responsive and reject any proposal in which material information requested is not furnished or where indirect or incomplete answers or information are provided. Faxed or e-mailed proposals will not be accepted. Late proposals will not be accepted. With regard to any proposal sent by mail to the City, the Contractor shall be solely responsible for its delivery to the City prior to the date and hour set forth herein. Any proposals received subsequent to the date and hour set forth herein, because of delayed mail delivery or any other reason, will not be considered by the City. The City reserves the right to reject any or all of the proposals received, to negotiate with qualified Contractors, or to cancel the request for proposals in part or in its entirety without explanation to the Proposers. The City may elect to interview only a select number of Contractors. The City of Vernon reserves the right to revise or amend the request for proposal up to the time set for opening of proposals. Such revisions and amendments, if any, shall be announced by amendments to this solicitation. Copies of such amendments shall be furnished to all prospective Proposers. If the changes are material, the date set for opening of proposals may be postponed. 4 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS PROPOSER INQUIRIES For information concerning RFP procedures, regulations, and technical information, interested parties may contact: Lissette Melendez, Engineering Associate City of Vernon Community Services & Water Department 4305 Santa Fe Avenue Vernon, CA 90058 Phone: (323) 583-8811 Ext. 246 Fax: (323) 826-1435 E-mail: Imelendez@ci.vernon.ca.us PROPOSAL SCHEDULE (ESTIMATED SCHEDULE ONLY) RFP Mailing Date ........................................... Pre -Bid Meeting .............................................. Written Questions Due .................................... Response to Written Questions will be emailed Proposal Due Date ......................................... Interviews (if necessary as deemed by City)........ July 6, 2011 July 20, 2011, 10:0.0 — 11:00 AM July 27, 2011 August 3, 2011 August 10, 2011, 3:00 PM August 17, 2011 NOTE: Interviews will only be conducted to obtain additional information regarding the proposed systems if the City determines that additional information is needed to make a selection. The City reserves the right to select a successful contractor without conducting any interviews. CONSULTANT AGREEMENT & INSURANCE REQUIREMENTS The services provided by the successful Contractor shall be governed by a Contract Agreement (see Appendix A). Contractors shall comply with the insurance requirements included in the Sample City of Vernon Contract Agreement included as part of Appendix A. Contractors are also required to maintain in force at all times during the performance of the work the following liability insurance coverage: a. Public Liability and Property Damage Insurance in an amount of not less than ONE MILLION DOLLARS ($1,000,000) b. Products/Completed Operations Hazard Insurance in an amount of not less than ONE MILLION DOLLARS ($1,000,000) c. Comprehensive Automobile Liability Insurance* in an amount of not less than ONE MILLION DOLLARS ($1,000,000) d. Contractual General Liability Insurance in an amount of not less than ONE MILLION DOLLARS ($1,000,000) or GENERAL AGGREGATE LIABILITY in an amount of not less than TWO MILLION DOLLARS ($2,000,000) * Automobile and lease vehicle insurance; owned, not owned and hired. Insurance to include bodily injury, sickness and death of any person and property damage owned and un-owned per occurrence. 5 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS 2.0 BACKGROUND Los Angeles County Department of Public Works (LACDPW) has prepared the RFP for a TCS in the City of Vernon. Upon approval by the City Council to award the contract to the selected Contractor, City staff will then assume the role of System Manager during implementation and integration. This RFP is soliciting a Proposal for services to supply, install, integrate, fine tune, and construct the selected components, technology, systems and improvements as described herein for a complete, turnkey deployment of a TCS that will interface with the IEN of LACO. If an IEN interface is currently available, that component should be included as a part of the Contractor's proposal The TCS proposed by the Contractor should be "off -the -shelf" to the largest degree possible; the City does not want to acquire a customized system or a system that needs any completion_ of development. Upon completion of the Project, the City will operate the TCS. The Proposer responding to this RFP shall, with the assistance of subcontractors and/or sub consultants assembled as needed, provide a proposal that completely addresses all of the requirements of the RFP. Exceptions and alternative solutions may be allowed, but the Proposal must cover all requirements contained in the RFP with detailed explanation (if any) of the alternative solutions. GATEWAY CITIES TRAFFIC FORUM The Gateway Cities Traffic Forum (GCTF) is one of five regionally funded Forums in the Los Angeles region. The GCTF Atlantic Blvd./1-710 Corridor project goal is to improve traffic flow and enhance arterial capacity in a cost-effective way where roadway widening is not possible. The purpose of the project is to design, develop, and deploy Advanced Transportation Management Systems (ATMS) that can be tailored to each Agency's operational needs to synchronize traffic signals, integrate ITS systems, and exchange real-time data among ITS systems located across jurisdictional boundaries. The project focuses on the specific needs of each Agency to manage their ATMS and recommends improvements to field infrastructure (e.g., controllers, detection systems, communications, etc.) and centralized Traffic Control Systems (TCSs) and/or Traffic Management Centers (TMCs) to meet those requirements. The GCTF Atlantic Blvd./1-710 Corridor project includes 13 municipalities and unincorporated areas of Los Angeles County (LACO). As part of this project, LACDPW is providing cities with funding to design and/or implement center -to -center and field -to -center communications, local city control sites (LCCS), ATMS, Information Exchange Network (IEN) servers and workstations, traffic controller and/or cabinet upgrades, and CCTV cameras. The procurement of the TCS described in this RFP will be procured with funds from this project. ADVANCED TRAFFIC MANAGEMENT SYSTEM (ATMS) The City of Vernon's existing ATMS consists of the City's traffic signals and their local controllers (a majority of which are ASC-type or 170-type), existing communication network (fiber optic cable), existing auxiliary traffic control equipment such as video detection systems, and the City's existing central Traffic Control System (TCS). The existing central TCS is an Aries server. 6 CITY OF. VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS . TRAFFIC SIGNAL SYSTEM The following section will describe the traffic signal system in the City of Vernon. Each section will describe the. existing and proposed conditions. The traffic signal system will: be discussed through the following categories: Traffic Signal Subsystem Communication System Traffic Management Center TRAFFIC SIGNAL SUBSYSTEM The traffic signal. subsystem. refers to the traffic signal controllers, detection system, and ITS elements (none currently installed).that assist.the City with the. operation of their. traffic. signals. The City of Vernon currently owns, operates, and maintains 40 signalized intersections within the: City limits. Based on information. provided by the City, 73% (29 intersections) operate with Econolite controllers (a. mix of ASC/2-2100, ASC/2S-2100, and ASC 8000),while the remaining 11 operate with Type 170 controllers. The 170 controllers currently operate with a mix of LACO-1 R, LAM3, or LAC04E firmware Fifteen (15) signalized intersections are currently. connected to an Econolite'ARIES central TCS via a City wide fiber optic cable network. As part of this GCTF Atlantic Blvd./1-710 corridor project, the existing ARIES central TCS is proposed to be upgraded to anew ATMS. At the same time, the City plans to expand the existing communications network to another 20 traffic. signaIs.. This will require the reconfiguration of the communications network to connect the central system directly to the traffic controllers (without the use of field masters), connecting the additional traffic: signals using wireless radios, and upgrading existing communications' equipment at each traffic. signal. Appendix B provides a . graphic of the City's signalized intersections, existing controller and communications infrastructure: A list of the. City`s .existing signalized intersections with existing and proposed (if needed) controller types is provided below on. Table 2.1. The highlighted intersections are already interconnected via fiber optic. Nine (9) are on Santa Fe Avenue and Six (6) are on Soto Street: TABLE 2.1 - CITY OF VERNON SIGNALIZED INTERSECTIONS 7 Bandini Boulevard Sunol Drive ASC/2S-2100 none none Wireless. Bandini Boulevard 1-710SB Offramps 170E/Bitran.C-8 none none. Wireless Bandini Boulevard Pennington Way 170 ATC/LACO-4E none none . Wireless Boyle Avenue Leonis Boulevard ASC/2.2100 none 170 ATC/LACO-4E Wireless Boyle Avenue Fruitland Avenue ASC/2-2100 none none none Boyle Avenue Slauson Avenue 170 ATC/LACO-4E none none ''Wireless Boyle Avenue Randolph Street ASC/2S72100 none none none District Boulevard Loma Vista Avenue ASC/2S-2100 none none Wireless Downey Road Vernon. Avenue 170E/Bitran 200 none none Wireless. Downey Road District/Leonis Boulevard ASC/2S-2100 none none Wireless Downey Road Fruitland Avenue _ 170 ATC/LACO-4E none none Wireless Pacific Boulevard Leonis Boulevard ASC/2S-2100 none none Wireless Pacific Boulevard Fruitland Avenue ASC/2S-2100 none none none. Santa Fe Avenue 2 V2,Rh Street ASC/2S- 100 Fiber none none Santa Fe Avenue 27th Street AS+C/2S-2100 Fiber none none Santa Fe Avenue 28th street ASC/2S-2100 Fiber none none Santa Fe Avenue 37th Street ASC/2S-2100 Fiber none none Santa, Fe Avenue 38th stred Santa Fe AvenueVernon AvenueASC/35-210b Fiber none nonce Santa Fie Avenue ftdk Bouh /Vernon Avenue ,ASt~/2S-2100 Fiber . none none Santa Fe Avenue 48th S ASCAS-21M Fiber none none ' Santa Fe . Fruitland Avenue ASrC/Zs-2100 I��r none none Santa Fe S1" seat Santa Fe : � street 2S-2100 Fiber no nape 170 A�Q-4E Fiber none Soto Street Firestation 170 ATC/LACO-4E none none none Soto Street BandW d/37th Street AWJ2$-21M Fiber non one Soto Street , AS%�5►2100 fiber"amsaw Sh"t V fflft e A!`2S-21�? Fiber none roans saw Sbftt ' �1 q none e no" Soto _ _ . Fil+ aln+r� FOW � 170 A none Washington Boulevard Hobart Yard Driveway ASC-8000 none 170 AT.C/LACO=4E Wireless . 26th Street Bonnie Beach Place 170 ATC/LAC0-4E none none: Wireless *Note: According to the City's documentation, the following controller/cabinet upgrades.are required and will be installed by LACDPW as. a separate contract: • Five (5) 170 ATC/LACO-4E controller/332 cabinet replacements 8 Santa Fe Avenue 25th/26 Street Autoscope N, S & W Santa. Fe Avenue 37th Street Autoscope N & S : Santa Fe Avenue 38th Street Autoscope N & S . . Santa Fe Avenue Vernon Avenue Autoscope N &. S Santa Fe Avenue Pacific Boulevard Autoscope ALL Santa Fe. Avenue 48th Street Autoscope N & S Santa Fe Avenue 51st Street Autoscope S Santa Fe Avenue Fruitland Avenue Autoscope N & S Santa Fe Avenue 55th Street Autoscope N & S Soto Street Bandini Boulevard/37th Street Iteri.s ALL Atlantic Boulevard 3030 Atlantic Boulevard (Box:USA) Autoscope N;S & W Atlantic Boulevard District Boulevard . Autoscope N, S & W In addition, there is a, CCTV camera to be deployed in .the near. future at the.. intersection of At Boulevard and Bandini Boulevard. COMMUNICATION SYSTEM The City has existing fiber. which is comprised of 48, 96 and 288 strand cables. The . City has allocated twelve fiber optic cable strands (25 to 36) in each trunk cable for traffic applications. The traffic signals on Soto Street and .Santa Fe Avenue are currently interconnected to an Econolite ARIES. central TCS located at.City Hall. As a part of another. Project, LACDPW will be responsible .for finalizing the communications through the installation .of wireless radios and. establishing the communications between the wireless radios and the individual traffic signal cabinets. The selected contractor will work closely with the. City and LACDPW to assure that all communications function properly. It is the responsibility of the. Contractor to verify that existing communication is operational.. Repairs for any communications reported to be non -operational are not the Contractor's responsibility and are not part of this Contract. Repairs will be conducted by outside forces. TRAFFIC MANAGEMENT CENTER (TMC) The City's existing Traffic Management Center (TMC) consists of a workstation currently located on a desk in the Traffic Department at City Hall. :The existing central Traffic Control System (TCS) is an Aries server. Currently the fifteen (15) traffic signal controllers use serial fiber, modems to communicate with an ARIES field master and the ARIES central computer located. at City Hall. Each connected. signal. 9 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS cabinet has a fiber patch panel and a serial fiber modem. The existing communications .system for these 15 intersections will be utilized for the new system. As part of this project, the existing Aries :system will be: replaced with a new TCS that will communicate with an additional 20 intersections for a total of 35 intersections (identified on. Table 2.1). The proposed communications will use an IP based wireless system, which will be completed through a different project. The new TCS should also have the capability to communicate with the remaining City signals: not included as part of this project which do not .currently have communication. The future TMC space will house the new TCS server and will also serve as the proposed LCCS. The LCCS will contain equipment that will assist the City with traffic control and connection to the IEN. The LCCS will house the IEN connection, CDI,. and TCS equipment. If currently available, the CDIwill. be supplied by the Contractor for installation as. a part of this procurement. If the Contractor's TC.S does not have an existing IEN interface available, development of this. interface will occur outside of this Contract. Due to space constraints; workstations will be installed in: the existing TMC workstation. space (the Traffic Engineer's Office in place of existing workstations). In addition, the 'contractor will be responsible for installing a 42" LCD display monitor. Contractor will work with the City to select and procure the. monitor. Additional equipment and servers are envisioned to be installed in a separate space. Based on the City provided controller inventory, City signals currently operate with'ASC/2, ASC/2S, ASC 8000, and Type 170 controllers.. The type of. TCS deployed for this project must be compatible with both the Econolite and Type 170 controllers and the appropriate firmware. INFORMATION EXCHANGE NETWORK (IEN) As ..mentioned above, the LCCS will house the . IEN components,necessary to establish communication with the Information Exchange. Network Server located at the LACDPW TMC. With the IEN, the City has the capability to view and transmit data for regional traffic conditions. The IEN components are envisioned to include a.workstation and Site Server that will be installed in the existing Traffic Engineer's office: Below are descriptions of the site server and workstations and their basic functions. The IEN Site Server is a software application that can reside on the same computer platform .as that of the IEN workstation. For.the City. of Vernon, the IEN site server application is envisioned.to reside on the same personal computer (CPU) as the IEN workstation software application. The server establishes the communications between the IEN workstation and the IEN Regional Server for data exchange. The IEN workstation sends and receives traffic data and requests through the IEN Site Server software application. Both the server and workstation software applications require a network bandwidth of at least 10 Mb/s for communications. The IEN workstation provides a Regional view of traffic conditions and limited control of local traffic signals. It will consist of a personal computer with the IEN workstation software application, a monitor, mouse, and keyboard that will be dedicated to the GCTF project. It will utilize Microsoft Windows Operating System to .run the required IEN software applications. A key component of the data exchange is the command/data interface (CD1). The CDl is a personal computer that will run the required software application to exchange data between the TCS, IEN Site Server, and IEN Regional Server. The CDI .sends and receives its traffic data through the IEN Site 10 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS. Server. The CDI consists of a personal computer with a monitor, a keyboard, and a mouse. The CDI software application its envisioned to be installed on the future TCS server or on a :separate CPU, both of. which are envisioned to be located at City Hall. As ..mentioned above, if currently ..available, the Contractor will install the CDI software as a part of this procurement. In the interests of keeping all the workstation equipment in the same location, a KVM switch will be provided to share the IEN workstation's keyboard, mouse, and monitor for: the CDI The CDI will share the IEN workstation equipment (with the exception of the software on the .CPU) and be located in the. Traffic Engineer's Office. Figure 2 j: Vernon's System Architecture illustrates the proposed System Architecture for the City.: The Contractor .is expected to supply equipment shown on Figure 2.1 , where. noted with an asterisk (*). It is envisioned that the existing communications media (fiber optic cable) will be Used where available.. FIGURE 2.1: VERNON'S SYSTEM ARCHITECTURE DIAGRAM Regional Sub -Regional IEN Se.VerIL Corridor .: IEN Server (CDI) r, County ATMS Server' County Video + Sever 1 ETHERNET Vernon City Hall SWITCH Existing. or Deployed with another protect Deployed with this ' project ETHERNET SWITCH Existing Cable CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS 3.0 SCOPE OF WORK In response to the required functions and optional features stated in this RFP, the following project tasksare identified. The Contractor shall describe his approach for each of these project tasks. in accordance with the directives in the Task descriptions below. TASK 1 - PROJECT MANAGEMENT The Contractor shall designate a Project Manager for this project. The Project Manager shall be the single point of contact. with the City and. LACDPW. The Project Manager shall be responsible for coordinating all efforts involved in this project. The Project Manager shall be responsible for their team. Under the Project Management task, include the following information in the Proposal: : . Omanim ion Chart: Include an organization chart listing all. key staff that .would be. involved in this project (also include the names of staff from sub -consultant/ subcontractors that might be involved). In addition,. provide a table with the. names of each key staff member proposed for this project, title, area of expertise, role on this project, years of experience, years with the Contractor, percent available and office location. Proposed Schedule.- It is requested that all tasks included in this project, with the exception of the Acceptance Test (Task 8), be .completed. within a maximum of 120 days from the notice -to -proceed. However, if the. Contractor can complete the project sooner, please highlight that in the schedule as the City would like. to complete this project as soon as. practical. Describe your approach in meeting this schedule. Provide a. detailed schedule in your Proposal to include both a beginning and an end. for each of the tasks. It should be noted that the City wishes to bring the signals on-line to the new TCS at a manageable pace such that there are enough city resources available to assist. The project. schedule developed should reflect this. The Contractor is encouraged to provide any alternative schedule. duration, if necessary and/or appropriate, Upon award . of the. project, the Contractor must define the timeline for conducting each work activity, and develop an overall project schedule in Microsoft Project that will be updated. and submitted monthly to the City. Identify those. activities that will require input or product from.the Cityandlor.LACDPW; and highlight those in each monthly submittal. With each monthly submittal, note and explain any changes in the previously submitted schedule that forecast a delay (or, alternatively;: acceleration.) in completion of the project. ♦ . Payment Schedule The Contractor shall propose. a payment schedule which reflects completion of significant. milestones..:. No, payment will be provided for material on hand.. Payment schedule shall be a negotiated item. TASK.2 TECHNICAL PLANS After award of the project, the Contractor will be responsible for developing the specific technical plans necessary for the successful execution of this project. The selected Contractor will be responsible for developing (and revising in response to comments on) the following technical submittals: System Integration & Deployment Plan 4 Operation & Maintenance Plan 12 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FORPROPOSALS Training Plan ♦ Configuration Management Plan ♦ Acceptance Testing Plan In the Proposal, the Contractor should provide a description of the approach it will utilize in the preparation of these technical submittals: This approach should include a high-level outline for each of the documents listed above: TASK 3 COMMUNICATION SYSTEM IMPROVEMENTS LACDPW Will: be. responsible for installing the communication improvements.: The Contractor will be responsible for identifying any existing communication issues that would prevent signals from communicating with the initial System deployment but will not be responsible for repairing any existing communication issues. Though not responsible for repairing any existing. communication issues, the Contractor is expected to cooperate and work with the LAC DPW contracted party that will be performing the repair (where necessary): TASK 4 — TRAFFIC CONTROLLER SOFTWARE AND HARDWARE It should be noted that funds are not available for wholesale Controller change -outs: The need to upgrade any or all of the additional controllers not included in this project (hardware and/or software) will be. determined by the Contractor as part of the preparation of.this Proposal. The Proposal must identify the controller:: hardware. and software needed . to interoperate with the. proposed. TCS such that it meets. the functional requirements as listed in Desired Functions Check List, Appendix C of this RFP If changes to the controller and/or cabinet hardware are not: needed, the Contractor should explicitly state this in the proposal also. As an optional task, the Contractor will provide a cost for. the. necessary controller and/or improvements/upgrades for the number of intersections identified as a part of the System deployment and as summarized in Table 2.1. (Section 2) of this RFP.. This should. only apply to. Econolite type controllers. This includes the proper firmware licenses to the City. The Contractor will provide installation training to City staff members. Controller testing and replacements will be conducted by the selected Contractor, The Contractor shall implement, integrate, test, and warranty controllers to manufacturer's warranty period.. it is also the Contractor's responsibility to transfer all controller data (i.e. detection settings, timing parameters, coordination information, etc) from the existing controllers to the, new controllers. Whether or not the controller improvements/upgrades for the intersections are procured by the Contractor, they :are responsible for the integration of the controller and controller firmware/software with the new TC& TASK 5 TRAFFIC CONTROL SYSTEM (TCS). The proposed TCS software shall be commercial off the shelf software (COTS) and already fully developed and fullyoperational; requiring minimal (if any) modifications to be.tailored for this project. The TCS software shall be written so as to operate on the "industry accepted" expandable; compatible, multi -tasking, and multi-user Microsoft WindowsT"" 7 12008 server operating system. The proposed traffic control system shall be. integrated with the. proposed' controller hardware and . software. The Contractor.shall provide a solution. to meet this requirement including the necessary. 13 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS communication -end equipment to connect the TCS to the signal controllers in the field. If available, the: Contractor will install the CDI necessary for the IEN connection. The TCS shall have the capability to communicate with LACO-4E firmware and ASC/2S or ASC/3 controllers.. It is important for the TCS and associated servers and other hardware to meet the Desired Functions Check List as summarized in Appendix C of this RFP. in preparing the Proposal, include the following discussion items under Task 5: ♦ : Describe the hardware and servers required to. operate the TCS. It should be noted that the TCS servers will be installed in the basement in City Hall and the racks will be required to be bolted to the ground. ♦ Describe the software operating system, and the type of networking that will be delivered as: a part of the proposed system to achieve the desired results. Provide a discussion .of whether the TCS fully meets the functional requirements described in the appendix. If you propose an alternative solution to any of the functional requirements listed, please provide a detailed explanation of that solution as noted in. the functional requirements. ♦ Approach to "licensing" and "systems upgrade" practices. . The Contractor shall implement, •integrate, test, and warranty the TCS for a .period of one year following Acceptance .TASK 6 — SYSTEM HARDWARE A microcomputer -based system with multiple networked workstations shall be. considered for this Project. The Proposal should. initially include one (1) hardened laptop for remote access and two (2) workstations.: One workstation will be for TCS control and viewing to be located at the LCCS. The other workstation will be for.viewing only and to be located at the City's Police Department. The TCS workstation at the. LCCS should be able . to control the field controllers. via the. TCS. An additional computer will be procured and set up outside. of this. contract for use as the IEN workstation. Finally, it is assumed that the selected TCS will provide at least one (1) TCS server, that will be located. in the basement in City Hall. If the TCS proposed by the Contractor requires more than one server,, it should be noted within the proposal and also cost out appropriately within the cost estimate In addition. to the one (1) laptop and two (2) workstations described above,. the. system and associated local area network. (LAN) . should be sized to accommodate . three (3) additional interconnected workstations - for a total of six (6) workstations - for future expansion. The system and associated local area network (LAN) should also provide for an additional 10 simultaneous remote access users via dial -up modems or other technology with proper firewall security,measures (e.g., VPN). in preparing the Proposal include the following discussion items under Task 6: Itemized list (including quantity)" and description of the required hardware for the proposed system and its function. The hardware shall be configured and equipped for expansion to allow additional future workstations and/or future sites. All required hardware and communication equipment shall be provided and installed by the Contractor. It shall also list recommended spare components. The details of the hardware requirements are included in the Functional Requirements. 14 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS ♦ Schematic detail (delivered in electronic form in a standard format (i.e., Visio, AutoCad, etc) identifying how the individual hardware components functionally fit into the overall proposed traffic control system. ♦. .Expansion capabilities and limitations. ♦ Approach to "licensing" and "systems upgrade" practices. Maintenance and support process including escalation path. TASK 7 - SYSTEM IMPLEMENTATION The Contractor. shall bring "on-line" all 35intersections in the. City, included in the initial system deployment. The Contractor shall coordinate all activities (i.e. "turn -on", etc.) with the appropriate entities (City. and System Manager).. The details of the system. switch -over should. be described in the System Integration and Deployment Plan (Task 2): The TCS implementation task consists of all of the following work activities: 1. Supply I acquire and implement a TCS to operate and manage the entire City's signalized intersections (this includes the.hardware. and software)_ 2. Provide equipment and installation costs for Econolite equipment: 3. Upgrade Econolite controller hardware at the signalized intersections (if.necessary 'or as an optional task) 4. Convert and implement all existing detection settings, basic timings, preemption .sequences,. TOD coordination plans, etc. present at each intersection into system and controller database files for the new TCS and local, signal controllers (Econolite type controllers only) 5: Develop graphic displays for each corridor and all of the signalized intersections in the City. The intersection graphics' background should use aerial photography. The. time -space diagrams for, key corridors should also be configured. 6. The Contractor is encouraged .to become familiar with the City's. existing and near -future communication system that will be utilized for this. project. The Contractor should state in.the Proposal that the City's existing communication system has been reviewed and is (or. is not) compatible with their traffic signal control system. The City's intent.is o utilize (to the extent possible) the existing, available fiber optic cables as well as near -future proposed fiber optic communications along the arterials as the medium for the proposed. TLS's requisite data communications system: Though the. Contractor will. not be responsible for repairing any existing communication issues, the Contractor is expected to cooperate and work with the LACDPW contracted party that will be performing the diagnostics and repair (where necessary). .If the Contractor is interested in field reviewing any of the existing communication infrastructure, please Contact the City Project Manager. 7. The City understands that: during the firmware/controller and system switch -over,.:. coordination could be lost and intersections will be operating free' or isolated. However, in order to minimize impacts to the driving public, during the conversion process from the old to new system, the Contractor shall. make every effort to keepsuch downtime duration to a minimum. Under this task, the Contractor will: beresponsible for developing at a minimum; a.:: 15 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS . conversion plan for the system switch -over that includes the estimated downtime duration, to be approved by the City. Upon approval, the Contractor shall begin the system switch -over conversion process. If the Contractor is. selected to perform firmware/controller upgrades, the Contractor must also supply.a conversion. plan. for the firmware/controller. switch -over that includes the estimated downtime duration, to be approved by the City. In the Proposal, the Contractor should identify and discuss the planned approach for.each of the above work activities. TASK 8 - ACCEPTANCE TESTS The Contractor shall. be responsible for conducting all acceptance tests for the TCS and if procured by the Contractor,. any controllers deployed under this project. In the Proposal, the Contractor shall describe the approach to conduct. acceptance testing of the project components. After Notice -to- Proceed, the Contractor shall prepare.. a comprehensive specific "acceptance test" procedure, including field equipment, workstations, and central systems operation as part of Task 2. All acceptance test procedures shall be approved by City and System Manager at least 21 calendar days prior to the commencement of the acceptance esting. TASK 9 SYSTEM SUPPORT - WARRANT:Y. The Contractor shall provide all necessary on-site/off-site support as appropriate during the. course of. implementation. 1n addition, following fullcompletion and acceptance of the system,:.the Contractor shall support the software (supplying both error corrections and version updates) for a period of three years. If the Contractor is not able to. meet this required. period of support, the. Contractor shall be required to .provide. an upgrade, free of charge to the City, to a replacement COTS TCS that the Contractor is able to support: In the Proposal, describe the approach. to performing this task. Describe your company's policy and ability to provide software and hardware support., including support presence in Southern California (if .any), phone help sessions (including 24-hour or extended hour support call operations), remote access diagnosis and maintenance, on -site reviews, and On -site upgrades and updates. Describe hardware warranties per component as well as method, level and timeliness. Describe any hardware, Contractorware, or software. required to perform diagnostics and of these, what would be supplied to the City with this turnkey project. TASK 10 - DoCUMENTATION/TRAINING The. Contractor shall provide. the following system documents in electronic and physical form to support training and operation of the TCS, .controllers, communication infrastructure;and any other hardware/software deployed as part.of this project: �. System operations/configuration manuals Users manuals (one per, device) • Maintenance manuals to include specification sheets for each equipment purchased • Troubleshooting guides • Documentation for broad level repair of. all electronic modules and 'assemblies (i.e, schematics and component diagram) 16 17 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS 4.0 EVALUATION OF PROPOSALS AND NEGOTIATIONS A panel of City of Vernon and LACDPW staff will review all proposals submitted and select the top proposals. These top Proposers may then be asked to.,provide additional information to the evaluation panel.. The City may request Best and Final.offers based upon improved understanding of the offers or changed scope of work.. Based on the initial. proposals,. and .Best and Final offers if requested, the panel will select the proposal which best fulfills the requirements and is the best value to the City, The Cit will negotiate with that Contractor to determine final ricin y y g pricing, and contract form: Overall. responsiveness to the Request for Proposals is an important factor in the evaluation process. The lowest price proposal will not necessarily be selected, and technical proposals will be weighed more heavily.than costs to insure that the City is procuring best value versus lowest price. Award willbe by City Council action. The following criteria will be used to evaluate the proposals: 1. Qualifications - This includes: ♦ Successful deployment of the a proposed. off -the -shelf traffic system in similar conditions for other agencies; ♦ Project team's overall experience in successfully completing projects of similar scope. ♦ Experience of key personnel completing projects of similar scope. ♦ Feedback. received from client contacts (references) 2 Overview of Proposed TCS Conceptual Operation - This includes the capabilities of the proposed off -the -shelf traffic control system, controllers (if proposing changes), and controller, firmware and its ability to meet the requirements identified in the functional requirements document. 3. Resources and Capabilities - The Contractor's resources, including number and description of personnel and their capability to provide technical support: in a timely fashion during the implementation and warranty phases of the project, 4. Project Understanding and Approach This category will be, evaluated by review of technical submittals, description of.project approach, and proposed project schedule. 5. Price proposal Overall project costs to perform the work described in the contract documents. 5.0 PROPOSAL FORMAT Proposal Submittal Checklist - The Contractor's Proposal for this Project must include all of the following items in order to be considered as a responsive, valid submittal. The sections should be separated by divider pages that:are tabbed, colored or of heavier stock. One (1) unbound original and four (4) bound copies of the Proposal must be.su.bmitted. A. Cover Letter (maximum 2 pages) - Identifying the Contractor's name, any proposed subcontractors or sub consultants that are integral to the proposed team, contact name, phone number, and e-mail address, and signed. by an officer of the :Contractor that is authorized, to enter into a contract with the City for the Project work. 18 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS B. Team Description, if applicable (maximum 4 pages) — This section should include:a brief description of each of the Contractors included in the proposal, and whether any of the subcontractors have previous teaming experience with the Contractor. C. Qualifications (maximum 5 pages) — Describe the similar or related projects (no more than 3) that have been successfully undertaken' and completed by the Contractor within the last five years. Items to be include are: description of the project; system deployed, controllers deployed (type and number), key staff that worked on the project (highlighting the. project. manager), start/end date of the project, project budget, and. client contact information (name, title, agency, phone. number, e-mail address). It should be noted that the clent:will be contacted as a reference check. If sub-consultants/subcontractors are included in the team, past working relationship between the team members should be ` identified. D. Project Approach: (maximum 25 pages) — Provide a.detailed approach to completing the project as identified in this RFP and listed in Section 3.0, Scope of Work. The project approach should be, at a minimum; written in the same order. as identified in .Section. 3.0 of the RFP. If additional tasks are deemed to be necessary, please include them and identify.them as added: E. Overview of Proposed TCS. Conceptual Operation (maximum 7 pages) - describing. the operational concept for the TCS .and proposed controller firmware, including sufficient detail about the decision. algorithms to provide an understanding of how the system operates under specific conditions; this overview narrative should also describe the proposed TLS's methods and ability to accomplish the following functionality and/or features: Traffic Sipna/ Priority (TSP). As a separate future project, the City will be receiving.::.. transit signal priority (TSP) using the Metro/LADOT methodology (wireless) on Atlantic Boulevard. Future TSP deployments may employ either the Metro/IADOT methodology or a. traditional methodology with Optic. detectors. The proposer must provide a. detailed description of how TSP algorithms function within the proposed. COTS TCS or controller, not only for the response to provide enhanced service for the transit vehicle, but also for the recovery after .a TSP event back to `normal' COTS TCS operation. The description must include at least the following: a. how extended green. phase split is achieved b. how early green service is achieved, and whether phase skipping or phase sequence changes maybe involved c. the capability to "lockout" closely -spaced TSP calls for an operated -selected number of cycles or an operator defined number of seconds. d. how the controller modifies timing and/or phase sequencing after the TSP event o get back into proper coordination ♦ Traffic responsive. This should include the inputs required, detection recommended; and general methodology of the TCS in providing traffic responsive operation. ♦ Map interface. Please provide sample screen shots of the map interface including city-wide, regional, and corridor level examples. 19 CITY OF VERNON TRAFFIC CONTROL SYSTEM REQUEST FOR PROPOSALS ♦ Alarms.. Please summarize key alarm. notices. and format of the alarms that the TCS can produce. In the discussion, note how the TCS sends these notices out and what kind of equipment is necessary (i.e. modem, etc). ♦ Reports. Please provide a summary of the key reports that the TCS provides that assist agencies in better managing their signal infrastructure including detection. Provide a sample report, if different, for each of the controller/ firmware types hat the TCS will connect to: Include one sample of each key report summarized in this .sectionas an Appendix to the Proposal: Global Commands. Provide a listing of some of the global commands available in your TCS. F. Functional .Requirements Checklist (Appendix C) - with supplemental narrative. pages as needed describe any variances to the requirements and/or any. offered substitute functionality for hose requirements that are not met by the proposed TCS and controller, hardware / software. G. Cost Proposal - The following items should be included in the cost proposal. A separate table should be prepared for each alternative submitted. 1. Breakdown of price per task including hours assumed for each key staff. 2. Detailed description and cost for all related hardware and software. An acceptable sample .format is shown on the following page. The cost estimate should also include a detailed listing of equipment, quantity, cost. per unit, and total cost (including software licensing fees and annual software maintenance fees). H. Additional. Information (maximum 10 pages) — This should be limited solely to additional .. information on the proposed TCS and controller software/hardware: SAMPLE COST PROPOSAL FORMAT FOR TCS. RELATED HARDWARE AND SOFTWARE Controller hardware (optional): a: b. Controller software (optional): Central system software 20 SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND [CONTRACTOR'S NAME] FOR [BRIEF DESCRIPTION OF SERVICES] Contractor: Responsible Principal of Contractor: Notice Information - Contractor: Notice Information - City: Commencement Date: Termination Date: Consideration: Records Retention Period COVER PAGE [insert name of contractor] [insert name, title] [insert name of contractor] [insert street address] [insert city, state, zip code] Attention: [insert name, title] Phone: [insert phone number] Facsimile: [insert fax number] City of Vernon 4305 Santa Fe Avenue Vernon, CA 90058 Attention: Mark Whitworth, City Administrator Telephone: (323) 583-8811 ext. 398 Facsimile: (323) 826-1408 [insert commencement date] [insert termination date], unless extended pursuant to Section 1 Total not to exceed $[insert amount] (includes all applicable sales tax); and more particularly described in Exhibit B [insert number of years contractor must retain records] SERVICES AGREEMENT BETWEEN THE CITY OF VERNON AND [CONTRACTOR'S NAME] FOR [BRIEF DESCRIPTION OF SERVICES] THIS AGREEMENT is made and entered into as of ("Effective Date"), by and between the City of Vernon, a California charter City and California municipal corporation ("City"), and [Contractor's Name], a [State incorporated in] corporation ("Contractor"). City and Contractor are collectively referred to herein as the "Parties." RECITALS A. City desires to have certain [brief description of services] services provided as more fully set forth in the Scope of Services, attached hereto and incorporated herein as Exhibit A. B. Contractor represents it is qualified and capable of furnishing the labor, materials, and expertise necessary to perform such services in accordance with the terms and conditions set forth in this Agreement. NOW, THEREFORE, the Parties agree as follows: Section 1. Term and Time of Performance. (a) This Agreement shall commence upon the Commencement Date listed on the Cover Page, and shall remain and continue in effect through the Termination Date listed on the Cover Page, unless sooner terminated pursuant to the provisions of this Agreement. City may renew this Agreement on a year-to-year basis at its discretion. (b) In the event that City renews this Agreement, Contractor may submit a proposal to increase its rates no later than thirty (30) days after receiving notice of City's intent to renew. Any increase in rates must be approved by City before such increase can take effect. If City fails to approve the proposed increase within thirty (30) days of receipt, Contractor may terminate the renewal by giving thirty (30) days written notice. Section 2. Performance. (a) Contractor shall perform the services and tasks described and set forth in the Scope of Services, Exhibit A ("Services"). Additional services must be mutually agreed upon in writing signed by both Parties prior to performance of those additional services. (b) Contractor shall at all times faithfully, competently and to the best of its ability, experience, and talent, perform all Services under this Agreement in accordance with the standard of care and skill ordinarily exercised by members of the profession currently practicing in the same locality as the City under similar circumstances and in a manner reasonably satisfactory to City. Contractor shall at all times comply with the highest ethical standards when performing Services for the City. (c) Contractor shall keep itself informed of all local, state, and federal ordinances, laws and regulations which in any manner affect those employed by it or in any way affect the performance of its Services pursuant to this Agreement. Contractor shall at all times observe and comply with all such ordinances, laws and regulations. City, and its officers, 2 officials, employees, agents or volunteers shall not be liable at law or in equity occasioned by failure of Contractor to comply with this section. (d) Contractor will not be compensated for any work performed not specified in Exhibit A unless City authorizes such work in advance and in writing. Section 3. Compensation. (a) City agrees to compensate Contractor, and Contractor agrees to accept in full satisfaction for the services and any supplies or goods required by this Agreement, a sum not to exceed the Consideration set forth on the Cover Page and more particularly described in Exhibit B. The Consideration shall constitute reimbursement of Contractor's fee for the Services as well as for all actual and necessary expenditures reasonably incurred in the performance of this Agreement (including without limitation, all labor, materials, equipment, supplies, delivery, tax, assembly, and installation, as applicable). (b) There shall be no claims for additional compensation for reimbursable expenses and Contractor shall not be reimbursed for any additional expenses. (c) Change in the scope of services, duties, obligations, durations or total compensation, shall be by written authorization only by the City. A form of Change Order is set forth in Exhibit "C" attached hereto and incorporated by reference. Section 4. Method of Payment. City shall pay Contractor the Consideration in accordance with the Cost Schedule set forth in Exhibit B. Section 5. Responsible Principals. (a) Contractor's Responsible Principal set forth on the Cover Page shall be principally responsible for Contractor's obligations under this Agreement and shall serve as principal liaison between City and Contractor. Designation of another Responsible Principal by Contractor shall not be made without prior written consent of City. (b) City's Responsible Principal shall be the City Administrator or his designee who shall administer the terms of the Agreement on behalf of City. Section 6. Personnel. (a) All persons performing Services shall have all the necessary technical expertise, permits, professional licenses, certificates, training, and other qualifications required by this Agreement or other applicable laws. Contractor shall provide City with said permits, licenses, and certificates at the request of City. (b) Contractor represents that it has, or shall secure at its own expense, all personnel required to perform Contractor's Services under this Agreement. All personnel engaged in the work shall be qualified to perform such Services. Section 7. Permits and Licenses. Contractor shall obtain and maintain during the Agreement term all necessary licenses, permits and certificates required by law for the provision of services under this Agreement, including a business license. Section 8. Access. Contractor shall comply with all reasonable access and other restrictions that City may impose. No access to City property for performance of the Services shall be permitted prior to delivery to City of proof of insurance paid and maintained by Contractor. Section 9. Contractor's Duties and Representations. Contractor represents, covenants and agrees as follows: (a) There are no obligations, commitments, or impediments of any kind that will limit or prevent performance of the Services. (b) Contractor presently has no interest and shall not have any interest, direct or indirect, which would conflict in any manner with the performance of the Services contemplated by this Agreement. No person having any such interest shall be employed by or be associated with Contractor. (c) There is no litigation pending against Contractor and Contractor is not the subject of any criminal investigation or proceeding, and neither Contractor nor its personnel, to its actual knowledge, have been convicted of a felony. Section 10. Independent Contractor. (a) Contractor is and shall at all times remain, as to City, a wholly independent contractor. The personnel performing the Services under this Agreement on behalf of Contractor shall at all times be under Contractor's exclusive direction and control. Neither City nor any of its officers, officials, employees, agents, or volunteers shall have control over the conduct of Contractor or any of Contractor's officers, employees, or agents except as set forth in this Agreement. Contractor shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, officials, employees, agents, or volunteers of City. Contractor shall not incur or have the power to incur any debt, obligation or liability whatsoever against City, or bind City in any manner. (b) No employee benefits shall be available to Contractor or its officers, employees, or agents in connection with the performance of this Agreement. Except for Consideration paid to Contractor as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Contractor for performing services hereunder for the City. City shall not be liable for compensation or indemnification to Contractor or its officers, employees, or agents for injury or sickness arising out of performing services hereunder. (c) Contractor agrees to pay and be responsible for paying all Federal, State and local taxes for compensation received by Contractor from City while performing services for City. Section 11. Termination. (a) Termination Right. City may, at any time, for any reason or for no -reason, with or without cause, terminate this Agreement, by serving upon the Contractor at least five (5) calendar days prior written notice. Upon receipt of such notice, Contractor shall immediately cease all work under this Agreement, unless the notice provides otherwise. (b) In the event of termination or cancellation of this Agreement by City, due to no fault or failure of performance by Contractor, Contractor shall be paid based on the percentage of work satisfactorily performed at the time of termination. In no event shall Contractor be entitled to receive more than the amount that would be paid to Contractor for the full performance of the services required by this Agreement. Contractor shall have no other claim against City by reason of such termination, including any claim for compensation. (c) Actions Subsequent to Termination. In the event of termination of this Agreement, Contractor shall deliver all Confidential Information, as defined in Section 13 below, to City within thirty (30) days after the termination of this Agreement. Contractor shall also take all such other action as City reasonably requires and shall cooperate with City to effectuate an orderly and systematic termination of Contractor's duties and activities hereunder. (d) All of the terms and conditions in the Agreement related to payment, confidentiality, indemnification, dispute resolution and waiver shall survive termination of this Agreement. Section 12. Limitation of City's Liability. City's liability on any kind of claim for any loss or damage arising out of, in connection with, or resulting from this Agreement, shall in no case exceed the amount that would be paid to Contractor for the full performance of the services required by this Agreement. In no event shall City be liable for anticipated profits or for incidental, consequential or punitive damages. City shall not be liable for penalties of any description. Section 13. Confidential Status; Disclosure of Information. (a) Confidential Status; Disclosure of Information. All data, customer information, business practices, business methods, privileged information, trade secrets, financial statements, floor plans, designs, blueprints, maps, surveys, drawings, models, reports, correspondence, logs, documents, materials or other information developed or created by Contractor, received by Contractor, revealed to Contractor, or provided to Contractor for the performance of this Agreement ("Confidential Information") are deemed confidential and shall not be disclosed by Contractor to any third party without City's prior written consent. City reserves all rights to Confidential Information. City shall grant consent if disclosure is legally required. All Confidential Information shall be returned to City upon completion or termination of this Agreement. Contractor's covenant under this section shall survive the termination of this Agreement. City may disclose to third parties any Confidential Information at its sole discretion. (b) Contractor's obligation not to disclose any Confidential Information shall not extend to information that: i. was in the possession of, or was rightfully known by, the Contractor without an obligation to maintain its confidentiality prior to receipt from City; ii. is or becomes generally known to the public without violation of this Agreement; iii. is obtained without an obligation of confidentiality by the Contractor in good faith from a third party having the right to disclose it without an obligation of confidentiality; or 5 iv. information which is required to be disclosed pursuant to any court order or directive having the force of law. (c) The provisions of this section shall survive the termination of this Agreement. Section 14. Technical Materials. City reserves all rights to any and all tools, dies, patterns, plates or other similar technical materials furnished or paid for by City, and Contractor shall use such materials in strict confidentiality and shall return the same to City at its request upon completion or termination of this Agreement. Contractor shall not copy or otherwise use any such materials for any purposes other than the completion of this Agreement. Contractor's covenant under this section shall survive the termination of this Agreement. Section 15. Records and Inspections. Contractor shall maintain full and accurate records with respect to all matters covered under this Agreement for Records Retention Period. City shall have access, without charge, during normal business hours to such records, and the right to examine and audit the same and to make copies and transcripts therefrom, and to inspect all program data, documents, proceedings and activities. Section 16. Default. Contractor's failure to comply with the provisions of this Agreement shall constitute a default. In the event that Contractor is in default under the terms of this Agreement, City shall have no obligation or duty to continue compensating Contractor for any work performed after the date of default and can terminate this Agreement immediately by written notice to Contractor. Section 17. Indemnification. Contractor agrees to defend, indemnify, protect and hold harmless City, its officers, officials, employees, agents, and volunteers from and against any and all claims, suits, demands, actions, losses, damages, judgments, settlements, penalties, fines, defensive costs or expenses, including without limitation, interest, attorneys' fees and expert witness fees, or liability of any kind or nature arising out of or attributable to the acts or omissions of Contractor, or Contractor's officers, employees, or agents which in any way arise out of, result from, or are in any way related to the performance or non-performance of this Agreement, excepting only liability arising out of the sole negligence or willful misconduct of City, its officers, officials, employees, agents, or volunteers. THE PROVISIONS OF THIS SECTION SHALL NOT TERMINATE OR EXPIRE, SHALL SURVIVE THE EXPIRATION OR EARLIER TERMINATION OF THIS AGREEMENT AND SHALL BE GIVEN THE BROADEST POSSIBLE INTERPRETATION. The obligations in this section are in addition to Contractor's duty to provide insurance and shall not be limited by any limitation on the amount or type of insurance coverage carried by Contractor. Section 18. Insurance. (a) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect,.a policy or policies of Comprehensive General Liability Insurance, with minimum limits of Two Million Dollars ($2,000,000) for each occurrence, combined single limit, against any personal injury, death, loss or damage resulting from the wrongful or negligent acts by Contractor or Contractor's officers, employees, or agents. 561 (b) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, a policy or policies of Comprehensive Vehicle Liability insurance covering personal injury and property damage, with minimum limits of One Million Dollars ($1,000,000) per occurrence, combined single limit, covering any vehicle utilized by Contractor or Contractor's officers, employees, or agents in performing the services required by this Agreement. (c) Contractor agrees to maintain in force at all times during the performance of work under this Agreement workers compensation insurance as required by law. (d) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, a policy or policies of Excess Liability Insurance, with minimum limits of Two Million Dollars ($2,000,000) for each occurrence, combined single limit, and provide policy coverage and terms at least as broad as those required in the primary insurance. (e) Contractor shall at all times during the term of this Agreement carry, maintain, and keep in full force and effect, a policy or policies of Pollution Liability Insurance, with minimum limits of Two Million Dollars ($2,000,000) for each occurrence, combined single limit, and provide policy coverage and terms at least as broad as those required in the primary insurance. (f) Contractor shall require each of its sub -consultants or sub -contractors to maintain insurance coverage that meets all of the requirements of this Agreement. (g) The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a rating of at least a B+; VII in the latest edition of Best's Insurance Guide. (h) Contractor agrees that if it does not keep the aforesaid insurance in full force and effect City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may take out the necessary insurance and pay, at Contractor's expense, the premium thereon. (i) At all times during the term of this Agreement, Contractor shall maintain on file with the Risk Manager, a certificate or certificates of insurance, satisfactory to the City Attorney and Risk Manager, along with a copy of the policy declarations page for each policy showing that the aforesaid policies are in effect in the required amounts. Upon request by City, Contractor shall cause its insurers to issue certified copies of the insurance policies evidencing that the coverage and policy endorsements required under this Agreement are maintained in force. Contractor shall, prior to commencement of work under this Agreement, file with the Risk Manager, such certificate or certificates and a copy of the policy declarations page for each policy. The policies of insurance required by this Agreement shall contain an endorsement naming the City, its officers, officials, employees, agents, and volunteers as additional insured's. All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty (30) days prior written notice to City, and specifically stating that the coverage contained in the policies affords insurance pursuant to the terms and conditions as set forth in this Agreement. (j) The insurance provided by Contractor shall be primary to any coverage available to City, and any insurance or self-insurance maintained by City, its officers, officials, 7 employees, agents, or volunteers shall be excess of Contractor's insurance and shall not contribute with it. The policies of insurance required by this Agreement shall include provisions for waiver of subrogation. Contractor hereby waives all rights of subrogation against City, its officers, officials, employees, agents, and volunteers. (k) Any deductibles or self -insured retentions must be declared to and approved by City. At the option of City, Contractor shall either reduce or eliminate the deductibles or self -insured retentions with respect to City, or Contractor shall procure a bond guaranteeing payment of losses and expenses. Section 19. Certification. In accordance with the provisions of Section 3700 of the Labor Code, Contractor shall secure the payment of compensation to Contractor's employees. By executing this Agreement, Contractor certifies the following: Contractor is aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and Contractor will comply with such provisions before commencing the performance of the work of this Agreement. Section 20. Standard Specifications. The work done pursuant to this Agreement shall be done in accordance with the provisions of the most current edition of "Standard Specifications for Public Works Construction" (commonly known as "the Green Book") including Supplements, prepared and promulgated by the Southern California Chapter of the American Public Works Association and the Associated General Contractors of California, which specifications are hereinafter referred to as the "Standard Specifications." The provisions of these Standard Specifications shall apply to the work performed under this Agreement, unless different standards are specified in Exhibit A or agreed to in writing by the City. Section 21. Compliance with Laws. Contractor shall keep itself informed of and comply with all Applicable Laws, including without limitation, the Fair Labor Standards Act, the Occupational Safety and Health Act and all those Applicable Laws relating in any way to employment practices and protection of,the environment. Contractor shall not discriminate against any employee or any applicant for employment for reasons of race, color, creed, religion, sex, sexual preference, age or national origin. For purposes of this section, "Applicable Laws" shall mean any and all laws, regulations, rules, orders, directives, judgments, decrees, permits, approvals or other applicable requirements of any governmental entity or agency having jurisdiction that are applicable to any aspect of this Agreement that are in force on the Effective Date and as they may be enacted, issued or amended during the term of this Agreement. Section 22. Enforcement of Wage and Hour Laws. Eight hours labor constitutes a legal day's work. The Contractor, or subcontractor, if any, shall forfeit twenty-five dollars ($25) for each worker employed in the execution of this Agreement by the respective Contractor or subcontractor for each calendar day during which the worker is required or permitted to work more than 8 hours in any one calendar day and 40 hours in any one calendar week in violation of the provisions of Sections 1810 through 1815 of the California Labor Code as a penalty paid to the City; provided, however, work performed by employees of contractors in excess of 8 hours per day, and 40 hours during any one week, shall be permitted upon compensation for all hours worked in excess of 8 hours per day at not less than 11/2 times the basic rate of pay. Section 23. Materials and Workmanship. City shall have the right to inspect any material used. Material furnished shall be new, complete, ready -for -use and of the latest model, shall not have been used in demonstration or other services and shall have all the usual equipment as shown by its manufacturer's current specifications and catalogs, unless otherwise specified. Equipment, supplies or services that fail to comply with the Agreement requirements regarding design, material or workmanship may be rejected at the option of City. Any materials rejected shall be removed from City premises at the Contractor's sole expense. Section 24. Licenses and Permits. Except as provided herein below, Contractor shall obtain and pay for all permits and licenses required by federal, state or local law, rule or regulation. Costs for obtaining City permits required under this Agreement will be waived. All requirements for obtaining permits (including City permits) remain in effect and are not waived; only the costs of City permits are waived. Section 25. Assignment of Unfair Business Practices. Contractor and its subcontractor offers and agrees to assign to City all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, services, or materials pursuant to the public works contract or the subcontract. This assignment shall be made and become effective at the time City tenders final payment to Contractor, without further acknowledgment by the parties. Section 26. Assignment and Subcontracting. Contractor shall not assign or attempt to assign any portion of this Agreement, or subcontract any required performance hereunder, without the prior written approval of City. Any assignment or subcontract made in violation of this section is invalid and void. In the event City grants written approval to Contractor to subcontract work under this Agreement, Contractor is prohibited from using a subcontractor who is ineligible to perform work on a public works project pursuant to Section 1777.1 or 1777.7 of the Labor Code. Section 27. Arbitration and Venue. Any dispute, claim or controversy arising out of or relating to this Agreement or the breach, termination, enforcement, interpretation or validity thereof, including the determination of the scope or applicability of this Agreement to arbitrate, shall be determined by arbitration in Los Angeles, California. The arbitration shall be administered by JAMS pursuant to its Streamlined Arbitration Rules and Procedures. The arbitrator shall be a retired judge. All decisions of the arbitrator shall be in writing, and the arbitrator shall provide written reasons for their decision. The arbitration decision shall be final and binding on the Parties. Judgment on the award may be entered in any court having jurisdiction pursuant to this Agreement. This clause shall not preclude Parties from seeking provisional remedies in aid of arbitration from a court having jurisdiction pursuant to this Agreement. The exclusive jurisdiction and venue under this Agreement shall be the Superior Court of California, Los Angeles County. Section 28. Attorneys Fees. In the event a dispute, claim or litigation arises regarding this Agreement, the prevailing party shall be entitled to reimbursement for reasonable attorneys fees and actual costs, which may be set by the arbitrators or the court in the same action or in a separate action brought for that purpose, in addition to any, other relief which is obtained. Section 29. Governing Law. This Agreement shall be interpreted and enforced according to, and the Parties rights and obligations governed by, the domestic law of the State of California, without regard to its laws regarding choice of applicable law. W Section 30. Entire Agreement and Modifications. This Agreement, including attachments incorporated herein by reference, represents the entire integrated agreement and understanding between the Parties, and supersedes all prior or contemporaneous negotiations, representations, agreements, understandings and statements, written or oral. This Agreement may only be modified by a writing signed by both Parties. Section 31. Waiver. The waiver by either party of a breach or default by the other party shall not be deemed a waiver of any different or later breach whether of the same or other covenant or condition; nor shall any delay or omission by either party to exercise any right it may have hereunder operate as a waiver of any breach or default of such a right. The failure of either party to this Agreement to exercise any of its rights under this Agreement does not constitute a breach thereof and shall not be deemed to be a waiver of such. rights or a waiver of any subsequent breach. No waiver, benefit, privilege, or service voluntarily given or performed by a party shall give the other party any contractual rights by custom, estoppel, or otherwise. Section 32. Force Maieure. Neither party shall be considered in default of any of its obligations under this Agreement when a failure of performance shall be due to an uncontrollable force. The term "uncontrollable force" shall mean flood, earthquake, storm, fire, lightning, epidemic, war, riot, civil disturbance or disobedience, federal, state, or municipal action, statute, ordinance, or regulation, embargoes of the United States Government or any other government, which by exercise of due diligence such party could not reasonably have been expected to avoid and by exercise of due diligence has been unable to overcome. Either party rendered unable to fulfill any of its obligations under this Agreement by reason of an uncontrollable force shall give written notice within five (5) business days of such fact to the other party and shall exercise due diligence to remove such inability with all reasonable dispatch. Section 33. City Not Obligated to Third Parties. City shall not be obligated or liable under this Agreement to any party other than Contractor. City shall timely notify Contractor of the receipt of any third -party claim relating to this Agreement. City shall be entitled to recover its reasonable costs incurred in providing the notification required by section. Section 34. Notices. All notices, approvals, consents and other communications between the Parties shall be in writing, and shall be sent by certified mail (return receipt requested) or other delivery service which provides evidence of delivery, using the address set forth on the Cover Page under "Notice Information - City" or "Notice Information — Vendor," as appropriate, or at such other address as may be furnished by either party to the other in writing. Mailed notices will be deemed communicated as of the day of receipt. Section 35, Cover Page and Exhibits. The Cover Page and all documents referenced as exhibits in this Agreement are hereby incorporated in this Agreement. In the event of any material discrepancy between the express provisions of this Agreement and the provisions of any document incorporated herein by reference, the provisions of this Agreement shall prevail. Section 36. Headings. Headings used in this Agreement are for convenience and ease of reference only and shall not affect the interpretation of the Agreement. Section 37. Survival of Terms. All of the terms and conditions in this Agreement related to payment, confidentiality, indemnification, dispute resolution and waiver shall survive termination of this Agreement. 10 Section 38. Severability. Whenever possible, each provision of this Agreement shall be interpreted in such a manner as to be valid under applicable law. If any provision of this Agreement is determined by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions shall nevertheless continue in full force and effect, and shall in no way be affected, impaired or invalidated. Section 39. Authority to Execute This Agreement. The person or persons executing this Agreement on behalf of Contractor warrants and represents that he or she has the authority to execute this Agreement on behalf of Contractor and has the authority to bind Contractor to the performance of its obligations under this Agreement. [Signatures Begin on Next Page]. 11 IN WITNESS WHEREOF, the Parties have signed this Agreement as of the date stated in the introductory clause. City of Vernon, a California charter City and California municipal corporation 0 HILARIO GONZALES Mayor ATTEST: WILLARD G. YAMAGUCHI, City Clerk APPROVED AS TO FORM: WILLARD G. YAMAGUCHI, Interim City Attorney [CONTRACTOR'S NAME, a [State incorporated in] corporation By: Name: Title: By: Name: Title: 12 EXHIBIT A SCOPE OF SERVICES 13 FEES [Example (Delete and replace actual terms)] [Contractor shall be paid $[insert flat amount] to perform all Services described in Exhibit A.] [Contractor shall invoice City [FREQUENCY] for Services provided under this Agreement.] [Example (Delete and replace with actual terms)] Other sample language Contractor shall perform the services described in the proposal dated May 17, 2011, a copy of which is attached hereto and incorporated by referenced as attached. Contractor shall invoice City within thirty (30) days after performing the work for Services provided under this Agreement. Invoices shall include the period for which the Services were provided, the dates of such Services, and a description of the Services provided for that billing period. Each invoice shall include copies of timesheets, if any, and other supporting documents as City may require. Payments of each invoice shall be made by City within thirty (30) days following receipt of each invoice as to all non -disputed fees. If City disputes any of Contractor's fees, it shall give written notice to Contractor within thirty (30) days of receipt of the disputed invoice. Any amounts in dispute shall be withheld until resolution. 14 EXHIBIT C CHANGE ORDER 15 ' m A1,00, AST A ^' �\\ ft m 1 Iv Iw � I r.l O I <I O Z I m OO = W O O �, y D Gl rA m© y© ii y PR m N ® © D Z �� 7 n N SANTA Fli AV_ m 3 N N 4B ii 40•B N Z � N � X O � N n + OOWN CD CD A C C) y D D cb C7 c K � m 0.6 N m ? J ZIP A O r O Kp Ln m N PACIFIC BLVD m o CD CD •3 rn a - O m 4 n Z m Iv fe Op N m 96-5 N A m SOTo ST N N N N D � O � N m p m $ r y O ROTLE AVE C' p N ra - � 6iL4 Slliltl � PINE A ALCQA HE r 11= v wO1)o s I a p 96-s (u.) WHY Bp " ° © A I� 96-5 - y co to x 41 21 Chi � o A LIGHT & POWER DEPARTMENT LocAMN: SYSTEM FIBER OPTIC SYSTEM VERNON BACKBONE OPTICAL NETWORK NO. REVISION DATE APPV D CHK BY E-S4T-026-5 DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST . - - - - - - - - - If "P" (partial) is input, please provide additional - - - - - - CURRENTLY information elaborating -- PROVIDED? which functions the system currently can or can. DESIRED FUNCTIONS Input notprovide; "Y"for Yes - If."N"(No)-is input,- please provide elaboration on - .. - .. .. .. .. .. .. ..- „N"jor No• how the _. - . - "P"jor Partial" - - required functionality could be achieved . CENTRAL Brand & Model NameNersion of the Proposed TCS: ..Hardware 1. The proposed COTS TCS central system components must operate on its own dedicated computer server(s) and local area network (LAN) of servers and workstations; 2. The proposed. COTS TCS must include signal system software and any necessary hardware orsoflware configuration to: a. Provide for 1 new System Vendor -supplied workstation that will have full access to and control of,the COTS TCS. Workstation specs include at a minimum all of the following: Mini -tower chassis (HP or equal with 2.8GHi E6300 Processor) Dual 24" LCD monitors (1680xl050 pixel resolution, 5ms response time, 20,000:1 contrast ratio, thin black bezel). .4 GB 667 MHz DDR2 SDRAM memory . 128MB nVidia Quadro. NVS 285 dual DVINGA graphics card 2 - 300 GB SATA hard drives (use RAID mirroring) DVD-1-RW drive with Cyberlink PowerDVD and Roxio Digital Creator Windows XP Professional plus SP2 operating system Optical scroll -wheel 4-button mouse Microsoft Office Professional Suite Adobe Acrobat 8.0 Standard 3 year on -site warranty. 2 year extended warranty b. Support up to 5 total workstations. . 3. 19" Rack Mounting. a. TCS components must be designed for locating within a standard 19" cabinet -style rack supplied by System Vendor.. b: 19' rack must be modular and of steel construction . c: Rack must be installed by the System Vendor per the supervision of the City in the equipment room of the identified future TM.0 location in the Engineering Offices at 16102 Arrow.Highway. The.rack is to be bolted to the ground, d:19" rack must be suitable for side -by -side installation with existing 19" racks e,19" rack must be equipped with removable side panels, to facilitate, wiring between cabinets and to enclose the outside ends of the equipment rack, f. Side panels must be provided as required to protect the rack contents and to provide an outer shell that gives the effect of a cabinet rather than an open rack. g.19" rack must have a minimum of 45 RU (78.75 inches) of equipment mounting space and.a'depth of 32 inches. h.19" rack must be provided with smoked Plexiglas doors on the front of the rack with lock. i. 19" rack must also include a mounted power outlet strip with a minimum of ten outlets, a pull out tray to support a keyboard and mouse, and a cable management system such as ring brackets. 4. The proposed COTS TCS must include a connected and configured rack -mounted UPS system that will provide not only a minimum 30-minute power backup for, but also full -lime confinuous power conditioning and protection for all essential COTS TCS central system component equipment housed in the equipment rack: 5. The proposed COTS TCS must have the following central system functionality: . a. Computation and execution of associated algorithms, including real-time retrieval of traffic flow parameters from field -located system detectors b. Database storage and management c. Communications system management with field devices . d, Support for multiple user workstations each running an COTS TCS workstation client software interface to the COTS TCS e.. Support for hardware in the loop operation, for system testing, setup and analysis f. Management of user. profiles and permissions: DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST If "I'" (Partial) is input, please provide additional CURRENTLY information elaborating DESIRED FUNCTIONS PROVIDED? which functions the system currently can or can Input not provide; "Y" for Yes If "N" (No) is input, please provide elaboration on "N"for No* how the 'Catee•ry; "P"for Partial* required£unctionality could be achieved. 1: TMC Hardware and 6. The proposed COTS TCS central system must be equipped with a second (RAID) hard drive for mirror purposes, and be designed and implemented so as to quickly allow for its conversion to the primary drive in case of drive failure, so that system downtime is minimized and actively managed. This automatic recovery to normal operation using the mirrored drive must be accomplished by the system without need for operator intervention, action or confirmation. 7. The proposed COTS TCS client must require a username and password for all users, to be assigned by the System Administrator. This username/password may be the same as that used by the operating system (i.e., successful logon to the workstation allows uninhibited access to the system client). 8. The proposed COTS TCS should track workstation inactivity, such that after a configurable amount of time, users are required to log back into their client session. All security options must be applicable to both networked and remote/dial-in users. 9. The proposed COTS TCS should support at least (50) unique user profiles, with each assigned specific privileges within the program. 10. The proposed COTS TCS must allow for user privileges to be defined by the System Administrator. By default, all users should have read-only or no privileges for the full system. 11. Additional operating privileges should be available for the following functional activities: a. System Administration & Configuration b. User Profile Configuration Device Configuration Database Configuration Database Report Creation & Generation Map Editing GUI Settings and Editing Communications Configurations c. System Operation d. ITS Operation (Optional, vendors to specify additional cost implications, if any) Video Switch Operation Changeable Message Sign (CMS) Operation Changeable Message Sign (CMS) Scheduler Traffic Monitoring Station (TMS) Operation TMS (i.e., 'system detectors') Data Viewing Incident Creation & Editing Response Plan Creation & Editng Response Plan Implementation 12. The proposed COTS TCS must provide a user priority assignment, configurable by the System Administrator, for resolution of command conflicts from concurrent uses. Users with higher priority should be able to override commands from lower priority users, take control of devices from lower priority users, etc. !Category• • e 1. Notification Capabilities a. The proposed COTS TCS must have the capability to automatically send alphanumeric (i.e., text) messages to PDAs or mobile phones provided by the City (to be carried by maintenance personnel) upon detecting problems with or within the system. b. Upon detection of an event, which triggers a system event, the designated operator(s) must be paged by the method described above, and the alarm message(s) presented. c. This feature must be fully programmable allowing designation of operator(s), Time-of-Day/Day-of-Week of operator on -call shifts, multiple pages per event depending on severity, and critical event to trigger. J. The Time-of-Day/Day-of-Week function must allow specified events to initiate the page only during a specified time frame. 2. Notification Paging a. The paging alarm system must have a call back confirmation function to assure that the call was received. b. If the confirmation does not happen, the paging system must continue to page subsequent pagers in the notification list at an operator's selectable time interval until confirmation of the alarm is received. c. All alarm pages must also be displayed in a new pop-up window on all workstations currently connected to the COTS TCS and running the COTS TCS client software. DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST - Vl If "I'" (Partial) is input, please provide additional CURRENTLY information elaborating DESIRED FUNCTIONS PROVIDED? which functions the system currently can or can Input not provide; "Y" for Yes If "N" (No) is input, please provide elaboration on _ "N" for No * how the "P"for Partial* required functionality could be achieved. :Categoryap 1. GUI's graphic display capabilities a. The proposed COTS TCS must include a user-friendly utility for import and generation of graphic images for the graphics display system (GDS), allowing them to be updated whenever new source files are available. b. The graphic display system function is to be an integrated function within the COTS TCS, which provides graphic displays such as dynamic maps. The GDS must allow for a second -by -second, (near) real-time monitoring of system operation. c. The interface to the graphics display must be an integrated module of the COTS TCS. d. All commands for manipulating the graphics display must be available directly from the system user interface. e. Detailed intersection displays representative of the City's AutoCAD-based design files or aerial photographs must be able to be imported and generated for the graphics display. For large-scale maps (i.e., corridor or citywide map display), the ability to use GIS based maps (ESRI shape and data files) would be preferable. 2. From this graphic generation utility, the user must be able to create and revise all the maps and intersection drawings displayed. The displayed drawings should use a multi -layered paradigm for displaying different categories of system data. 3. The proposed COTS TCS must include a small library of typical intersection files. The System Vendor must develop, using the library templates where possible, detailed intersection diagrams for all 40 initial deployment intersections. 4. All custom and commercially available software required for operation and modification of the graphics generation utility package must be provided with the proposed COTS TCS. The proposed COTS TCS must also include any additional hardware required to use the included graphics generation utility package. 5. All statc graphic displays must be designed and developed in such a way as to ensure instantaneous redraw of the graphic display. This display includes the background map and the real-time feedback data. For example, if the workstation operator pans to the left, the entire screen needs to be redrawn. 6, GUI display extents a. The proposed COTS TCS must include a zoomed -out view of the system extents that covers the entire City and all intersections currently in the project area. 7. The user must be able to set up both dynamic and static informational layers that are displayed at different view scale levels by defining the view scale levels in a zoom level set-up configuration database table. By setting up the zoom scale range and appropriately enabled/disabled layers, the operator must be able to control which layers display at different zoom scales. For example, at the citywide scale level the operator might enable roadway centerlines (static information) as well as the following dynamic information: a. A communication status indication for each intersection controller across the city b. The controller operating mode status indication for each intersection controller across the city c. The detector failure status indication for each intersection across the city (at corridor- or group zoom level) 8. At a minimum, the citywide display must dynamically identify the following status for each traffic signal in real-time, or near real-fime (less than 2 seconds old): a. Free Operation b. Coordinated Operation (nominal; could be absence of any status) c. Responsive Operation d. Dynamic Grouping — current group boundaries and/or membership e. Pattern transition from free to coordinated operation or from one coordinated plan to another; I. Tripped conflict monitor g. Flash (differentiated between manual flash and conflict flash) h. Loss of Communications i. Emergency vehicle or Railroad Preemption j. Transit Priority Service k. Monitor off (i.e., set to be ignored by system) I. Manual operation switch engaged at the local controller cabinet DESIRED FUNCTIONS CHECKLIST DESIRED FUNCTIONS CHECK LIST APPENDIX C CITY OF VERNON TCS RFP If "P" (Partial) is input, please provide additional CURRENTLY information elaborating DESIRED FUNCTIONS PROVIDED? which functions the system currently can or can Input not provide; "Y" for Yes If "N" (No) is input, please provide elaboration on "N"for No* how the - "P"for Partial* required functionality could be achieved. !CategoryGraphical 9. When window -zooming into, or otherwise selecting a group of fewer than 10 intersections (i.e., changing the view scale to a corridor display), the graphics display must automatically provide a greater level of detail information. In addition to providing the signal status listed above, the graphics should display green return status for phases of all the intersections in the displayed group. a. Display of overlap green return status b. Display of yellow return status G. Display of WALKS and DONT WALKs return 10. For purposes of zooming in on the map, the operator must be able to select a smaller area of the map to expand to the current window size, or expand to fill a new window, which can be resized. 11. The zoom capabilities must also allow for returning to the entire graphic image, as well as redisplaying the previous view's scaled image. 12. By double clicking on the intersection icon on the overview map at any zoom level, the COTS TCS must open a new, individual detailed intersection in a window of the traffic display. The intersection display must depict the intersection in an easy to understand display. Multiple intersection display windows must be available for the operator. The number of display windows must only be restricted to the number that can be feasibly displayed on the workstation client desktop. The operator must be able to minimize and maximize a detailed intersection display. 13. The information available for intersection displays must include all information available for that intersection. At a minimum these must include the following: a. Street names b. North Arrow c. Intersection phase diagram d. Current timing plan in use (cycle length and offset or Free) e. Signal displays (vehicle and pedestrian) I. Current communications status g. Control mode status It. Vehicle calls by phase I. Pedestrian calls by phase (display of pedestrian interval countdown timing is also desired) j. Detector status and actuation k. Special functions I. Timing plan parameters M. Active, incrementing cycle clock n. Active, incrementing (or better, countdown) phase/interval timer 'Cate••Configuration• Access 1. Multiple Concurrent User Access a. The system must simultaneously support a minimum of six users (local and remote) at any one time for high and extended usage which might occur during special events. b. The user must be able to fully monitor, display and access any COTS TCS control interface. c. Data latency must be consistent and never exceed two seconds from actual field conditions. d. The COTS TCS must arbitrate conflicts among current users, device controls, and uploadidownload commands. 2. The COTS TCS must support a mulfi-terminal, mulfi-user interface, with each workstation's COTS TCS client software program running under a Microsoft Windows XP 2003 or 2006 operating system. 3. This COTS TCS must allow access to multiple levels of the system simultaneously. 4. The COTS TCS must establish and maintain a security system to prevent unauthorized access to the system. This applies to executable files as well as text files and database files. 5. Individual operator privileges must be definable on a functional level. 6. The proposed COTS TCS workstation client must support multiple (typically, two, but allow for up to four) displays to allow for more GUI desktop space for easing user management of the TCS via additional windows that will be open. DESIRED FUNCTIONS CHECKLIST DESIRED FUNCTIONS CHECK LIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CURRENTLY PROVIDED? Input "Y"for Yes "N" for No * "P"for Partial* If "P" (Partial) is input, please provide additional information elaborating which functions the system currently can or can not provide; If "N" (No) is input, please provide elaboration on how the required functionality could be achieved. gnal Control Modes .Cates• 9. Timing Execution in Controllers a. The COTS TCS must utilize intelligent local intersection controllers and operate with distributed or central intelligence for all modes. b. The local controllers are to be programmed with timing plans, Time of Day/Day of Week (TOD) schedules, and all other required parameters to operate the intersection in basic coordination mode, such coordination either commanded by the TCS or occurring due to fall -back in the case of TCS-to-controller communication loss. 2. All intersection controllers must be capable of being monitored on a real-time, once -per -second basis by the COTS TCS. 3. System startup conditions a. At main server startup, the COTS TCS must automatically establish communications with all intersection controllers and begin real-time monitoring. b. The COTS TCS must automatically update its internal clock using the WWV radio interface or GPS clock, and then broadcast a time clock resync to all intersections. c. The COTS TCS must start to process both incoming data and operator requests within two minutes. d. At system startup, the default mode must always be user-settable. 4. The COTS TCS must be designed for unattended operation 24 hours per day, seven days a week, without requiring an operator to be logged into the system. 5. Control Modes a. The software must include at least these five control modes: Traffic Responsive Pattern Selection JR) Time of Day/Day of Week (TOD) Manual Free CIC (Critical Intersection Control) on a per intersection basis b. The control mode must be operator selectable. c. Identify whether the proposed system has traffic adaptive capabilities or a separate module that can provide adaptive operation and its associated additional cost. This is not an immediate functionality the City is seeking. 6. The COTS TCS's full -featured traffic -responsive mode of operation shall be adjustable or tunable with respect to the following: a. Grouping of intersections selected for TR mode. b. Selecting and adjusting of smoothing variables, factors and/or parameter. C. Data collection period d. Adjusting the algorithm implementation formula e. Weighting by lane f. Separate weighting of occupancy parameter g. Control over the decision algorithm definition is desirable h. TR-induced changes shall be based on smoothed data (rolling averages), not raw data, and the averaging intervals shall be user -selectable DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED Fl1NCTInNS CHECK LIST _ If "P" (Partial) is input, please provide additional CURRENTLY information elaborating . DESIRED FUNCTIONS PROVIDED? which functions the system currently can or can Input not provide; "Y"for Yes If "N" (No) is input, please provide elaboration on "N" for No * how the "P"for Partial* required functionality could be achieved. ••Monitoring 1. Preemption and Priority Service a. The COTS TCS have the ability to monitor all forms of traffic signal pre-emption and priority that will occur at the signalized intersections through the local traffic signal control and to report the signal pre-emption/priority back to the central computer on a continuous basis. b. This information would also need to be provided on the graphic user interface screens identifying the type of pre- emption or priority, such as railroad, emergency, bus etc., and displaying the current state (e.g., transitioning to, or in, or recovering from). 2. Detector Monitoring a. The detector feedback from the field must be continuously monitored for proper operation. b. Detectors must be classified as acceptable, disabled, or failed. c. Detector failures must be reported to the system log and operator alarm. d. Detector counts must be routinely aggregated and reported to the COTS TCS for preparation of traffic flow reports on demand by the user. e. Collection and central database storage of an unlimited number of system detector counts (user -defined intervals, but nominally 15-minutes) must be provided. 3. Detector Failure Monitoring a. The COTS TCS must have operator -selectable filters that define the thresholds that a detector must exceed to be considered failed. b. The filter values must be selectable on a time -of -day basis. c. A minimum of five (5) lime -of -day settings must be available. d. The following failure types must be provided at a minimum: Maximum Presence - if an active detector exhibits continuous detection over an operator -defined time interval No Activity - if an active detector does not exhibit any actuation during an operator -defined elapsed time interval Erratic Output - if an active detector exhibits excessive actuation (i.e., field count over an operator -defined elapsed time interval exceeds user programmed threshold) • Failed Communication - failed or disabled detectors must not be available for traffic control strategies CategoDate Broadrast 1. The COTS TCS must keep all intersections synchronized to a common time base. 2. The COTS TCS server must provide a method of external time and date synchronization such as WWV radio clock, GPS clock, CDMA, or by other means. 3. Synchronizing Controller Clocks a. The COTS TCS must provide a means of verifying intersection controller clocks and checking them against the central time clock with an option to recalibrate the controller clock on an as needed basis. b. It is anticipated that a simultaneous synchronization broadcast from the COTS TCS to all controller internal time clocks will occur automatically at least twice per 24 hours. c. The times of day that the simultaneous synchronization broadcast occurs must be settable by the user. Catego_ry�8: 1. Preemption and Priority Capabilities a. The COTS TCS must support and manage multiple types of signal preemption and/or signal priority service that occurs at the local intersection controller level. b. This information would also need to be provided on the graphic user interface screens displaying the current slate of the preemption or priority(e.g., transitioning to, or in, or recovering from). c. The COTS TCS must support bus priority. 2. Emergency Vehicle Preemption (EVPE) a. It is desirable for the proposed COTS TCS's algorithms to allow for immediate response to the presence of a valid 'high priority' Opfic0mT1 EVPE call, just the same as if the intersection were not under the control of the COTS TCS. b. With regard to the recovery back to 'normal' operation of the corridor under COTS TCS control after completion of an EVPE event, it is desirable for the COTS TCS to provide for the immediate return to servicing of the appropriate phase combinations that would have been served at that time if an EVPE routine had not been inifiated. c. That is, rather than the controller always serving a pre-programmed EVPE return phase (a typical non -COTS TCS parameter), the controller should instead serve a phase which would get the intersection back into "step" with the corridors then -current COTS TCS timing plan as quickly as possible. d. The proposer is expected to identify if the proposed COTS TCS provides for this EVPE recovery enhancement, and if so, explain its operation in detail. 3. The COTS TCS must display, on the detailed intersection graphics GUI, the transition status during the period when recovering back to a'normal' coordination plan following preemption or priority service. DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST - DESIRED FUNCTIONS - CURRENTLY PROVIDED? Input "Y" for Yes "N"for No* "P"for Partial* If "P" (Partial) is input, please provide additional information elaborating which functions the system currently can or can not provide; If "N" (No) is input, please provide elaboration on - how the - required functionality could be achieved. CategoD.. Collection 1. The central system needs to retrieve all traffic counts from local controllers a. On a user-settable automated repeating schedule (if other than a fixed interval such as 15 minutes, please detail in a comment), and b. On an immediate basis by central operator demand c. Raw count data should be stored and archived for later analysis by workstation operators 2. Local controller database changes made through front panel or locally -connected laptop computer (or other interface device) needs to a. Trigger a flag setting alerting the central system that the database has been changed or, alternatively, b. Auto -upload and compare 3. Central system needs to automatically and periodically collect such "flags" and prominently alert the system console operator of the list of such changed intersections; this period may be selectable on a per controller basis 4. Controller database changes need to be permission -restricted by unique assigned passwords 5. The specific database fields that were changed also need to be captured 6. Local controller needs to maintain a large historical log, available for front panel queries and central system retrieval, of a wide variety of events and occurrences (see Category 3, item 10 for more log entry example types): a. Cabinet events (door open, conflict flash, watchdog timer, power restart, ...) b. EVPE events (direction, start, finish, and back in sync) c. TSP events (direction, start and finish) d. User ID of technician who edited a database (cross-referenced by password) !Category• • o 1. Central system —to— local controller communication may be proprietary, but the COTS TCS also needs to support communications to type 170ATC, and 170E controllers with LACO-4E , LACO-1R or LACO-3 firmware AND Econolite ASCI2S and ASCl3 controller platform firmware packages. 2. The City understands that the NTCIP standards are still in a state of development and continues to be updated. However the COTS TCS provided is expected to meet or exceed the minimum requirements of the following NTCIP standards: a. NTCIP 1101 (formerly TS 3.2) — Simple Transportation Management Framework (STMF) b. NTCIP 1201 (formerly TS 3.4) — Global Object Definitions c. NTCIP 1202 (formerly TS 3.5) — Objects for Actuated Traffic Signal Controllers d. NTCIP 1203 (formerly TS 3.6) — Objects for Dynamic Message Signs e. NTCIP 1205 (formerly TS 3.CCTV) — Objects for CCTV Camera I. NTCIP 1207 (formerly TS3.RMC) — Object Definitions for Ramp Meter Control (RMC) g. NTCIP 1211 — Objects for Signal Control and Prioritization (SCP) 3. State whether the proposed TCS supports (or if partially supported, provide comment) the Caltrans AB3418E protocol and message set. 4. The System Vendor must supply a diagram showing the proposed communication infrastructure and baud rate based on: a. Transmitting command/polling messages and receiving controller feedback from field devices in real-time b. Upload and download of data parameters c. Timeldate uploads and downloads d. The City's existing communications infrastructure e. A System Vendor -provided new communications system 5. Polling to all intersections for status feedback must be accomplished at least once per second. 6. All real-time dynamic data that are to be displayed on the graphic map must be refreshed based on polling of all field devices on a time interval no greater than once -per -second 7. The COTS TCS's communication protocol must be user selectable between the COTS TCS's proprietary format (if this exists), AB3418 for LAC04E, and the NTCIP standard on a per communications channel basis. 8. The communication system must be designed to work with a variety of communication media, from the existing fiber optic to the proposed wireless radio communications. 9. The Vendor -provided serial data communication modem or switch for the traffic controller should communicate reliably with the new COTS TCS at a baud rate no slower than 1200 with 19,200 or greater preferable. 10. The system shall be capable of secure Virtual Private Network (VPN) access from remote sites. 11. The system shall support communication protocols for the LACO-4E 170 software. DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY. OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST i DESIRED FUNCTIONS - CURRENTLY PROVIDED? Input "Y" for Yes "N" for No * "P"for Partial* If"I"' (Partial) is input, please provide additional information elaborating which Functions the system currently can or can not provide; If "N" (No) is input, please provide elaboration on how the required functionality could be achieved. Categoo 1. The COTS TCS should operate without the need for field master controllers 2. The COTS TCS should be able to operate with multiple local controller hardware platforms and/or software packages 3. The COTS TCS should be error -tolerant of imperfect communications, by continuing to provide reasonable functionality and system response and sustained hub communication functionality despite intermittent communications errors 4. The COTS TCS should have the capability to adjust splits on each cycle when in traffic -responsive (TR) mode (for the intersections selected for CIC operation) 5. The City desires that the COTS TCS have the capability to apply a traffic -adaptive mode of operation along a corridor (it is not intended that the adaptive mode or module be supplied in this current procurement) 6. The COTS TCS should distribute the execution of timing and/or timing plans to the local controllers' coordinator for nominal operation modes (Free, TOD, TR) 7. The COTS TCS should have a database file for each location listing all of the events which occurred at the location. Events include, but are not limited to the following: a. Cabinet door open / close b. Controller database changed locally c. Controller database changed remotely d. On-line (TOD, or restored after comm failure) e. Off-line (TOD free) I. Off line (communications failure) g. TOD pattern command h. EVPE start and end i. Transition start and end j. TR mode commencement 8. The COTS TCS should provide a comprehensive controller database editor a. The editor should operate on both an COTS TCS workstation and on a laptop computer b. The editor should contain a compare function to allow for identification of parameter value differences in two different complete controller databases c. The editor should incorporate convenience "tools" and tips to allow for assisted and error -free populating of the database d. The editor should perform comprehensive error -checking and identify the location and reason for coding errors e. The editor should reject proposed values that are beyond operator-settable parameter limits I. The editor should perform all possible summation checks to assure that the component parts of a larger variable (such as cycle length) have valid values. g. The editor should allow for copying and pasting inputs from one intersection to another 9. The COTS TCS should allow for the operator to select or program how the transitions between different coordination patterns are implemented 10. The COTS TCS should provide the ability to easily transfer database changes made at oHline intersecticns with a laptop or PDA into the central database. This should work in reverse also, allowing easy updates to laptop or PDA from the central database 11. The COTS TCS should provide the ability to segregate and manipulate controller databases for a subset of one or more intersections, and easily re -integrate those back into the central database. 12. The central communication system function must be an integrated function within the COTS TCS that provides the communication protocol to, and manages the data exchange with the network of local intersection controllers DESIRED FUNCTIONS CHECKLIST APPENDIX C CITY OF VERNON TCS RFP DESIRED FUNCTIONS CHECK LIST DESIRED FUNCTIONS If "P" (Partial) is input, please provide additional CURRENTLY information elaborating PROVIDED? which functions the system currently can or can Input not provide; "Y"for Yes If "N" (No) is input, please provide elaboration on "N" jor No * how the 'P'for Par/ia/* required functionality could be achieved. ,Category 1. The COTS TCS should provide for up to second -by -second monitoring of local controllers: a. By multiple workstation users simultaneously (The COTS TCS shall be able to accommodate access by a minimum of four users at the same time of which a minimum of one,user would be a remote dial -in user.) b. Current operational status (e.g., free, on-line, preemption, communication fail, etc.) should be available for the entire system. c. Color returns for all phases should be available when examining a corridor grouping of up to 25 intersections. d. Full status on all monitored parameters should be available when examining a group of up to 5 intersections. e. Proportionately less than second -by -second monitoring would occur when the number of intersections exceeds the above observation scenarios. 2. The data and information displayed to the workstation operator should be accurate in real time. When real-time status is unavailable, these data displays should change to a'no information' condition, rather than continuing to statically display potentially inaccurate data. 3. The COTS TCS should periodically interrogate the local controllers' timeclock values to either a. Assure that they are synchronized with the COTS TCS' master timeclock b. Automatically issue a timeclock resynchronization command if not 4. The COTS TCS should perform partial and full uploads and downloads of controller databases: a. It should be possible to force an upload or download from the controller front panel b. Partial database transfers should be possible for single parameters, and logical groups of parameters 5. Alarm conditions at local controllers should a. Display an alert on COTS TCS workstations and, limited by time -of -day, as messages to pagers or e-mail addresses, and b. The conditions which constitute such an alarm should be user -definable and have user-settable parameters 6. The real -lime display of a controller on an COTS TCS workstation should display all returns with a minimal amount of latency 7. The COTS TCS should be able to produce on operator demand (and either print and/or export to Excel) a concise, formatted controller database printout for any local intersection. !Category 1. The COTS TCS should include a context -sensitive, on-line help system 2. The COTS TCS should incorporate an, or integrate with a separate, asset management and tracking software system (such as ABSIA) supplied by the System Vendor 3. The COTS TCS should include a "maintenance online management" system (MOMS) to provide a continuous, full-time monitoring system for the COTS TCS communications features a. The MOMS should operate automatically without routine need for operator action or intervention b. The MOMS should operate in the COTS TCS central system and also be capable of running from a laptop computer c. The MOMS should provide end -to -end communications monitoring at all points in the communications linkages, all the way from the central system to each local controller d. The MOMS should be capable of operating at hub controllers, for testing and monitoring communications both to the local controllers and to the central system. e. The MOMS should provide a loopback test capability f. None of the MOMS processes should have any effect on any other typical ongoing COTS TCS communications functions or duties (that is, MOMS is to be a low -priority execution task) 4. The COTS TCS should provide a comprehensive time -space diagramming toolset. a. It should be capable of operating in real-time, building a TSD with current splits b. It should be capable of operating on a scheduled basis with both raw data and completed TSD reports saved for later review. Multiple, concurrent and overlapping TSD sessions should be possible without limitation c. It should allow for user modification of links selected, link lengths, link speeds, and duration of TSD collection d. It should allow for at least 10 contiguous signals to be monitored at a time e. It should be able to run while making database changes f. It should be able to produce a color print copy 5. The COTS TCS should provide a comprehensive split monitor function a. It should be capable of operating in real time b. It should be capable of operating on an operator -scheduled basis for some start and/or stop time in the future (allowing for a collection time of up to 24 hours) G. The split monitor table should be capable of being examined while a split monitor collection is underway d. It should be capable of collecting split monitor records on an unlimited number of intersections simultaneously DESIRED FUNCTIONS CHECKLIST DESIRED FUNCTIONS CHECK LIST APPENDIX C CITY OF VERNON TCS RFP If "I'" (partial) is input, please provide additional - CURRENTLY information elaborating DESIRED FUNCTIONS PROVIDED? which functions the system currently can or can Input not provide; "Y" for Yes If "N" (No) is input, please provide elaboration on "N"for No* how the " p" for Portal * required functionality could be achieved. Category 1. The COTS TCS system shall be able to interface with LA County's Information Exchange Network (EN) to provide the system data and/or video to the following: a. External Agencies: Other public service agencies within LA County would receive system data and video feeds via the IEN. b. Agency -Specific Users: Specific users within agencies would be able to access the archived detection data and incident data within the system logs, for traffic and safety analysis, for roadway design, etc. Users may even have the ability to query directly to the archive database files for date and type specific information. Category,Other Uncategorized COTS 1. The COTS TCS should provide a true multi-user setup (for multiple agencies) with read and write permission levels present both for groups (agencies) and users (individual technicians, operators, administrators and engineers) a. By jurisdiction (geographic coverage area) b. By COTS TCS functions C. By controller database categories (e.g., full access or only basic timing) 2. The COTS TCS should provide the capability for an individual intersection's database to be discretely managed, updated, modified, viewed, and/or stored 3. Video System Capability a. The TCS system shall have an interface to support real-time CCTV and video detection images and control functions from multiple manufacturers. 4. Dynamic Message Sign Capability a. The COTS TCS must have the capability to fully integrate (or, alternatively, launch and operate in a cooperative additional window display on the COTS TCS workstation's desktop) a system for providing message commands to Dynamic Message Signs (DMS) of the City's choosing, independent of this current COTS TCS deployment project. b. The DMS's native message management system software must be utilized in this function, so that future software upgrades by the DMS manufacturer can be implemented without the need for software integration revision by the COTS TCS provider. 5. The TCS system should fully support the City's existing controllers and firmware including type 170ATC and Type 170E controller with LACO-4E firmware or equivalent AND Econolite ASC/2S and ASCl3 controller platform firmware packages. 6. The TCS system must be able to connect to and support all signals in the City. CITY CLERK'S OFFICE INTEROFFICE MEMORANDUM DATE: July 6, 2011 TO: S. Kevin Wilson, Director of Community Services & Water FROM: Willard Yamaguchi, City Clerk RE: Resolution No. 2011-123 — A Resolution of the City Council of the City of Vernon Authorizing the Issuance of a Request for Proposals for the Traffic Control System Project Transmitted herewith is a copy of Resolution No. 2011-123 referenced above, which was approved by City Council on July 5, 2011. Thank you. WY:dj Attachment c: Purchasing Department Resolution No. 2011-123