Approve Professional Consultant Services Contract for Retime LLC related to Smart Traffic Routing with Efficient & Effective Traffic Systems (STREETS)City of Dubuque
City Council Meeting
Consent Items # 08.
Copyrighted
October 3, 2022
ITEM TITLE: Approve Professional Consultant Services Contract for Retime LLC
related to Smart Traffic Routing with Efficient & Effective Traffic Systems
(STREETS)
SUMMARY: City Manager recommending City Council authorize the City Manager to
execute the Professional Consultant Services Contract with Retime LLC
of Pittsburgh, PA in the amount of $80,000 for engineering services to
design, deploy, integrate, and support the Smart Traffic routing with
Efficient & Effective Traffic Systems (STREETS).
SUGGESTED Suggested Disposition: Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
Description Type
Request for Approval of Professional Consultant
Services Contract for Retime LLC related to the
STREETS Project-MVM Memo
Staff Memo
Agreement
City Manager Memo
Staff Memo
Supporting Documentation
THE C
DUjIBQTE
Masterpiece on the Mississippi
TO:
FROM:
SUBJECT:
DATE:
The Honorable Mayor and City Council Members
Michael C. Van Milligen, City Manager
Dubuque
WAWca 914
ii
2007-2012.2013
2017*2019
Approve Professional Consultant Services Contract for Retime LLC
related to Smart Traffic Routing with
(STREETS)
September 28, 2022
Efficient & Effective Traffic Systems
Civil Engineer II Dave Ness is recommending City Council authorize the City Manager
to execute the Professional Consultant Services Contract with Retime LLC of
Pittsburgh, PA in the amount of $80,000 for engineering services to design, deploy,
integrate, and support the Smart Traffic routing with Efficient & Effective Traffic Systems
(STREETS).
I concur with the recommendation and respectfully request Mayor and City Council
approval.
v
Mic ael C. Van Milligen
If•[y01f•iW111111111111111 111111111
Attachment
cc: Crenna Brumwell City Attorney
Cori Burbach, Assistant City Manager
Gus Psihoyos, City Engineer
Dave Ness, Civil Engineer II
THE COF
DtUB E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
Gus Psihoyos, City Engineer
FROM: Dave Ness, Civil Engineer II
Dubuque
All -America City
2007.2012.2013
2017*2019
SUBJECT: Approve Professional Consultant Services Contract for Retime LLC related
to Smart Traffic Routing with Efficient & Effective Traffic Systems
(STREETS)
DATE: September 26, 2022
INTRODUCTION
The purpose of this memorandum is to request Mayor and City Council concurrence
and approval of the Professional Consultant Services Contract with Retime LLC of
Pittsburgh, PA for engineering services to design, deploy, integrate and support the
Smart Traffic routing with Efficient & Effective Traffic Systems (STREETS)
DISCUSSION
Aleksandar Stevanovic of Retime LLC has been integral in the concept and design of
the STREETS project for the City of Dubuque. He is a subject matter expert in
advanced traffic management systems. Due to the complexity in nature of this project,
this contract for professional services with Retime LLC will allow Mr. Stevanovic to
ensure that the STREETS project is built in accordance with the Systems Engineering
Document completed by Iteris, Inc out of Santa Clara, CA June 22, 2018 and will be
deployed by Parsons Transportation Group over the next 30 months or until completion
of a working system
The goal of the STREETS project is to develop a smart, next generation, traffic
management and control system. The STREETS project will use advanced traffic control
strategies to enable dynamic traffic routing to maximize the use of existing roadway
capacities in the Dubuque metropolitan area. The initial deployment of STREETS covers
42 signalized intersections within the City of Dubuque. The STREETS project seeks to
employ Active Transportation and Demand Management (ATDM) strategies which will
require a suite of modeling tools and methods that will enable the City of Dubuque to
evaluate the potential benefits of implementing ATDM strategies in a dynamic and
proactive fashion using both real-time and historic data. The benefits from implementation
of STREETS include, but are not limited to:
• Reduced wear and tear on major corridors
• Reduced congestion
• Improved travel times
• Improved safety
• Reduced emissions
• Enhanced system monitoring capabilities
The contractual scope of services in this professional services agreement includes:
Task 1: Project Management
Task 2: Operations and Requirements Assessment — system engineering approach
Task 3: Communications assessment
Task 4: ITS field infrastructure design and installation
Task 5: Base system deployment
Task 6: Model setup and system Integration
Task 7: Interface definition and external interfaces
Task 8: Custom software development
Task 9: ATIS Mobile Web
Task 10: User acceptance testing
Task 11: Training and documentation
Task 12: Support
Each task above is broken down into activities that will be overseen by Retime LLC as
shown in detail in the attached professional services agreement.
BUDGET IMPACT:
The estimated cost for professional services is $80,000 and has been budgeted for as
part of the total project cost described in the table below:
Estimated # of
Estimated
hours
costs
Technical expertise
Task 1: Project Management
90
$18,000
Task 2: Operations and Requirements Assessment — system
20
$4,000
engineering approach
Task 3: Communications assessment
10
$2,000
Task 4: ITS Field infrastructure design and installation
10
$2,000
Task 5: Base system deployment
20
$4,000
Task 6: Model setup and system Integration
40
$8,000
Task 7: Interface definition and external interfaces
10
$2,000
Task 8: Custom software development
30
$6,000
Task 9: ATIS Mobile Web
10
$2,000
Task 10: User acceptance testing
40
$8,000
Task 11: Training and documentation
30
$6,000
Task 12: Support
10
$2,000
Task 13: System validation
80
$16,000
Total Consulting Hours/Fees
400
$80,000
PROJECT SCHEDULE
The proposed schedule to complete the STREET project is as follows:
• Project Start
July 1, 2022
• Traffic Model Development Start
August 1, 2022
• Base System Start
August 19, 2022
• INET Custom Builds Start
December 16, 2022
• Base System Complete
February 3, 2023
• INET Custom Builds Complete
November 16, 2023
• Final System Testing Complete
January 25, 2024
• Project Completion
January 26, 2024
ACTION TO BE TAKEN
I respectfully request Mayor and City Council authorize the City Manager to execute the
Professional Consultant Services Contract with Retime LLC of Pittsburgh, PA for
engineering services to design, deploy, integrate, and support the Smart Traffic routing
with Efficient & Effective Traffic Systems (STREETS).
DAN\dan
Attachments
cc: Jenny Larson, Director of Finance and Budget
Robert Schiesl, Assistant City Engineer
Tony Breitbach, Purchasing Coordinator
Chandra Ravada, Director of Trans, Planning and Transit Services — ECIA
Aleksandar Stevanovic, Retime LLC
eng/projects/streets/rfp submittal 2021/contract consultant approval/XXX
Owner Project No. 3002763
Iowa DOT Project No. EDP-2100(699)-7Y-31
Standard Consultant Contract
BETWEEN The City of Dubuque, the Owner, located at:
50 W 13t" St
Dubuque, IA 52001
Phone: 563.589.4270
FAX: 563.589.4252
And Retime LLC, the Consultant, located at:
225 Valley Park Dr
Pittsburgh, PA 15216
Phone: 801.671.2868
Support to the City of Dubuque for Realization and Evaluation of the Smart Traffic
Routing with Efficient & Effective Traffic System (STREETS)
Primary Consultant: Aleksandar Stevanovic, PhD, PE
Introduction:
This agreement provides for engineering services to design,
deploy, integrate and support a STREETS solution for the City of Dubuque.
This work will be accomplished according to the following tasks.
Task 1: Project Management
Task 2: Operations and Requirements Assessment — system engineering
approach
Task 3: Communications assessment
Task 4: ITS Field infrastructure design and installation
Task 5: Base system deployment
Task 6: Model setup and system Integration
Task 7: Interface definition and external interfaces
Task 8: Custom software development
Task 9: ATIS Mobile Web
Task 10: User acceptance testing
Task 11: Training and documentation
Task 12: Support
Task 1: Project Management
Activities:
• Prepare for, participate in, and follow-up on the project meetings with the
City Team and the contractor
• Review and evaluate project scope and schedules
• Review and evaluate the Detailed Project Management Plan
• Review and evaluate monthly project status reports
Expected effort: 90 hours
Task 2: Operations and Requirements Assessment
Activities:
• Participate (in -person, to the extent possible) in planned half -
day workshops.
• Review modified contractor's documents on the existing
operations, systems and ITS infrastructure.
• Contribute to the process of refining the locations of the DMS and
evaluate the final DMS location plan.
• Review of the system demos and evaluations to attest that
intended solutions meet STREETS requirements.
• Review and evaluation of the initial deployment phasing schedule
Expected effort: 20 hours
Task 3: Communications Assessment
Activities:
• Review and evaluate all deliverables and contractor's activities under this
task.
• Review and evaluate a potential Communications Issue Resolution Plan.
Expected effort: 10 hours
Task 4: ITS Field Infrastructure Design and Installation
Activities:
• Review Design/Build type plans and specifications for the City approval.
• Upon approval by the City the Parsons team request bids for the DMS.
• Review setup of the DMSs and results of their integration tests.
Expected effort: 10 hours
Task 5: Base Systems Deployment
Activities:
• Participate in the coordination with the City and contractor for the initial
setup.
• Review of the initial deployment plan and schedule.
• Review and evaluation of the initial cutover plan.
• Review of the integration with initial center and field networking.
• Review of the Build 1 Test Plans and Results.
Expected effort: 20 hours
Task 6: Model Setup and System Integration
Activities:
• Review and oversight of Aimsun modeling tasks.
• Review of the granularity and quality of the TransCAD/Aimsun network.
• Review of the traffic demand and quality of traffic assignments.
• Review and evaluation of microscopic components of the model
(geometry, daily variations, transit, traffic signals, etc.)
• Review of the field traffic data for the purpose of calibration and
validation.
• Review of the calibration process and results.
• Review of the validation process and results.
Expected effort: 40 hours
Task 7: Interface Definition and external interfaces
Activities:
• Review of the draft and final API Documents for each system interface.
• Review and evaluate deployment of system interface with each approved
system.
• Review of the results from interface testing.
Expected effort: 10 hours
Task 8: Custom Software Development
Activities:
• Participate in the efforts to propose necessary elements of the custom
software development.
• Review of the functional requirements for the custom software builds.
• Review of various build notes, test plans and procedures, etc.
• Review of the User Manual and Administrator Manual updates,
and Training materials.
Expected effort: 30 hours
Task 9: ATIS Mobile Web
Activities:
Review of the standard base ATMS, CARS, and C2C interfaces
• Review and evaluation of the Response web design based mobile
website.
• Review of any documentation and training materialsprovided under Task
11.
Expected effort: 10 hours
Task 10: User Acceptance Testing
Activities:
• Review of the contractor Test Plans and Procedures.
• Review of the contractor field and simulated testing.
• Review of the contractor test results and other testing documentation.
• Perform acceptance testing for each build
Expected effort: 40 hours
Task 11: Training and Documentation
Activities:
• Review of the initial Training Plan, the Training Course
Syllabi, and relevant support materials.
• Attendance (to the extent possible) of the initial
training at the City's facility.
Expected effort: 30 hours
Task 12: Support
Activities:
• Review of the contractor's support procedures and guidelines.
• Review of the contractor's Support Plan.
Expected effort: 10 hours
Task 13: System validation (responding to operational scenarios)
Activities:
1.Operational testing
The operational scenarios capture both routinely and non -routinely
performed activities. Thus, it is important that the operational scenarios
are realistic and reasonable. The operational scenarios include the
following:
• Scenario 1: Traffic Monitoring & Operations - Recurrent Congestion
• Scenario 2: Traffic Monitoring & Operations - Unplanned Event
• Scenario 3: Traffic Monitoring & Operations - Planned Event
• Scenario 4: Traffic Monitoring & Operations -Maintenance
2. Acceptance Testing
This section identifies specific verification reviews and acceptance testing
(which could happen `at will') for the STREETS deployment. The
acceptance test is expected to include multiple reviews and will include
one or more of the following elements:
• Demonstration of integration of the STREETS' different software modules
• Demonstration of automated data (volume, SPaT) input to the Micro -
Simulation Model
• Demonstration of data retrieval (volume, SPaT) automatically from the
Micro -Simulation Model
• Demonstration of Traffic Demand Modeling data (O-D) output
• Demonstration of the Micro -Simulation Model's data and output accuracy
• Demonstration of Performance Measurement System's data outputs,
including peak and turning movement counts by time of the day
• Demonstration of transmitting SPaT data to the Decision Support System
(DSS)
• Demonstrations of the Decision Support System (DSS)
• Demonstration of the Advanced Traveler Information System (ATIS),
including dynamic messaging from RSUs
• Field demonstrations of detection system's data accuracy
• Demonstration of City's existing Video Data Analytics system's data
accuracy
• Demonstration of the STREETS system's full functionalities on hand-held
devices (smart phone, tablet etc.) for the STREETS system operator
• Demonstration of the STREETS system's full functionalities on hand-held
devices (smart phone, tablet etc.) for traveler
• Demonstration of the existing City owned travel time system (Acyclica)
data accuracy
• Demonstration of archiving data (volume, SPaT) sent to the
Microsimulation Model on both local and cloud -based storage
• Demonstration of archiving data (volume, SPaT) output from the
Microsimulation Model on both local and cloud -based storage
• Demonstration of STREETS graphic summary screen showing all of the
inputs and outputs at work
• Demonstration of ability to sharing general traffic information with public
and developers
• Monitoring queue management at user -specified locations
• TOC test of communications
• Remote monitoring and control of the ASCT and other components of the
STREETS
• Review of training materials
Expected effort: 80 hours
Fees Table
Estimated # of
Estimated
hours
costs
Technical expertise
Task 1: Project Management
90
$18,000
Task 2: Operations and Requirements Assessment — system engineering
20
$4,000
approach
Task 3: Communications assessment
10
$2,000
Task 4: ITS Field infrastructure design and installation
10
$2,000
Task 5: Base system deployment
20
$4,000
Task 6: Model setup and system Integration
40
$8,000
Task 7: Interface definition and external interfaces
10
$2,000
Task 8: Custom software development
30
$6,000
Task 9: ATIS Mobile Web
10
$2,000
Task 10: User acceptance testing
40
$8,000
Task 11: Training and documentation
30
$6,000
Task 12: Support
10
$2,000
Task 13: System validation
80
$16,000
Total Consulting Hours/Fees
400
$80,000
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by their proper officials thereunto duly authorized as of the dates below.
Retime LLC
By
Aleksandar Stevanovic
Principal
ATTEST:
By
CITY OF DUBUQUE
Date:
Date:
By 1/�4 Date: _10/04/2022
Mich l C. Van Milligen, tity Manager
City of Dubuque Insurance Requirements for Professional Services
INSURANCE SCHEDULE J
The Consultant shall furnish a signed certificate of insurance to the City of Dubuque, Iowa for
the coverage required in Exhibit I prior to commencing work and at the end of the project if the
term of work is longer than 60 days. Contractors presenting annual certificates shall present a
certificate at the end of each project with the final billing. Each certificate shall be prepared on
the most current ACORD form approved by the Iowa Department of Insurance or an equivalent
approved by the Director of Finance and Budget. Each certificate shall include a statement under
Description of Operations as to why the certificate was issued. Eg: Project # or Project
Location at or construction of
2. All policies of insurance required hereunder shall be with an insurer authorized to do business in
Iowa and all insurers shall have a rating of A or better in the current A. M. Best's Rating Guide.
3. Each certificate shall be furnished to the Finance Department of the City of Dubuque.
4. Failure to provide coverage required by this Insurance Schedule shall not be deemed a waiver of
these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance
shall be considered a material breach of this agreement.
5. Contractors shall require all subconsultants and sub-subconsultants to obtain and maintain during
the performance of work insurance for the coverages described in this Insurance Schedule and
shall obtain certificates of insurances from all such subconsultants and sub-subconsultants.
Contractors agree that they shall be liable for the failure of a subconsultant and sub-
subconsultant to obtain and maintain such coverages. The City may request a copy of such
certificates from the Contractor.
6. All required endorsements shall be attached to certificate of insurance.
7. Whenever a specific ISO form is listed, required the current edition of the form must be used, or
an equivalent form may be substituted if approved by the Director of Finance and Budget and
subject to the contractor identifying and listing in writing all deviations and exclusions from the
ISO form.
a. Contractors shall be required to carry the minimum cove ragellimits, or greater if required by law
or other legal agreement, in Exhibit I. If the contractor's limits of liability are higher than the
required minimum limits then the provider's limits shall be this agreement's required limits.
9. Contractor shall be responsible for deductibles and self -insured retention for payment of all policy
premiums and other cost associated with the insurance policies required below.
10. All certificates of insurance must include agents name, phone number, and email address.
11. The City of Dubuque reserves the right to require complete, certified copies of all required
insurance policies, including endorsements, required by this Schedule at anytime.
12. The City of Dubuque reserves the right to modify these requirements, including limits, based on
changes in the risk or other special circumstances during the term of the agreement, subject to
mutual agreement of the parties.
Page 1 of 4 Schedule J Professional Services April 2021
City of Dubuque Insurance Requirements for Professional Services
INSURANCE SCHEDULE J (continued)
Exhibit I
A) COMMERCIAL GENERAL LIABILITY
General Aggregate Limit $2,000,000
Products -Completed Operations Aggregate Limit $1,000,000
Personal and Advertising Injury Limit $1,000,000
Each Occurrence $1,000,000
Fire Damage Limit (any one occurrence) $50,000
Medical Payments $5,000
1) Coverage shall be written on an occurrence, not claims made, form. The general
liability coverage shall be written in accord with ISO form CG 00 01 or business
owners form BP 00 02. All deviations from the standard ISO commercial general
liability form CG 00 01, or business owners form BP 00 02, shall be clearly
identified.
2) Include endorsement indicating that coverage is primary and non-contributory.
3) Include Preservation of Governmental Immunities Endorsement. (Sample
attached).
4) Include additional insured endorsement for:
The City of Dubuque, including all its elected and appointed officials, all its
employees and volunteers, all its boards, commissions and/or authorities and
their board members, employees and volunteers. Use ISO form CG 20 26.
5) Policy shall include Waiver of Right to Recover from Others endorsement.
B) AUTOMOBILE LIABILITY
Combined Single Limit $1,000,000
Coverage shall include all owned, non -owned, and hired vehicles. If the Contractor's
business does not own any vehicles, coverage is required on non -owned and hired
vehicles.
1) Policy shall include Waiver of Right to Recover from Others endorsement.
C) WORKERS' COMPENSATION & EMPLOYERS LIABILITY
Statutory Benefits covering all employees injured on the job by accident or disease as
prescribed by Iowa Code Chapter 85.
Coverage A Statutory --State of Iowa
Coverage B Employers Liability
Each Accident $100,000
Each Employee -Disease $100,000
Policy Limit -Disease $500,000
Policy shall include Waiver of Right to Recover from Others endorsement.
Coverage B limits shall be greater if required by the umbrella/excess insurer.
OR
Page 2 of 4 Schedule J Professional Services April 2021
City of Dubuque Insurance Requirements for Professional Services
INSURANCE SCHEDULE J (continued)
If, by Iowa Code Section 85.1A, the Contractor is not required to purchase Workers'
Compensation Insurance, the Contractor shall have a copy of the State's Nonelection of
Workers' Compensation or Employers' Liability Coverage form on file with the Iowa
Workers' Compensation Insurance Commissioner, as required by Iowa Code Section
87.22. Completed form must be attached.
D) UMBRELLA/EXCESS LIABILITY $1,000,000
The General Liability, Automobile Liability and Workers Compensation Insurance
requirements may be satisfied with a combination of primary and Umbrella or Excess
Liability Insurance. If the Umbrella or Excess Insurance policy does not follow the form of
the primary policies, it shall include the same endorsements as required of the primary
policies including Waiver of Subrogation and Primary and Non-contributory in favor of the
City.
E) PROFESSIONAL LIABILITY $1,000,000
If the required policy provides claims -made coverage:
1) The Retroactive Date must be shown and must be before the date of the
agreement.
2) Insurance must be maintained and evidence of insurance must be provided for at
least five (5) years after completion of the work or services.
3) If coverage is canceled or non -renewed and not replaced with another claims -
made policy form with a Retroactive Date prior to the date of the agreement, the
contractor must provide "extended reporting" coverage for a minimum of five (5)
years after completion of the work or services.
F) CYBERLIABILITYIBREACH $1,000,000
Yes _ No
Coverage for First and Third Party liability including but not limited to lost data and
restoration, loss of income and cyber breach of information.
Page 3 of 4 Schedule J Professional Services April 2021
City of Dubuque Insurance Requirements for Professional Services
Please be aware that naming the City of Dubuque as an additional insured as is required by this
Insurance Schedule may result in the waiver of the City's governmental immunities provided in Iowa Code
sec. 670.4. If you would like to preserve those immunities, please use this endorsement or an equivalent
form.
PRESERVATION OF GOVERNMENTAL IMMUNITIES ENDORSEMENT
1. Nonwaiver of Governmental Immunity. The insurer expressly agrees and states that the purchase
of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any
of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa
Section 670.4 as it is now exists and as it may be amended from time to time.
2. Claims Coverage. The insurer further agrees that this policy of insurance shall cover only those
claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it
now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa
Section 670.4 shall be covered by the terms and conditions of this insurance policy.
3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting
any defense of governmental immunity, and may do so at any time and shall do so upon the timely written
request of the insurer.
4. Non -Denial of Coverage. The insurer shall not deny coverage under this policy and the insurer
shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for
reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of
the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa.
No Other Change in Policy. The above preservation of governmental immunities shall not otherwise
change or alter the coverage available under the policy.
SPECIMEN
(DEPARTMENT MANAGER: FILL IN ALL BLANKS AND CHECK BOXES)
Page 4 of 4 Schedule J Professional Services April 2021