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Approve Professional Consultant Services Supplemental Agreement No. 1 Smart Traffic Routing with Efficient & Effective Traffic System (STREETS) Iowa DOT Project No. EDP-2100 (699)-7Y-31City of Dubuque City Council Meeting Consent Items # 011. Copyrighted February 19, 2024 ITEM TITLE: Approve Professional Consultant Services Supplemental Agreement No.1 Smart Traffic Routing with Efficient & Effective Traffic System (STREETS) Iowa DOT Project No. EDP-2100 (699)-7Y31 SUMMARY: City Manager recommending City Council authorize the City Manager to execute the Consultant Professional Services - Supplemental Agreement No. 1 with Parsons Transportation Group, Inc. (Parsons), which approves revisions to the original contract agreement scope of services, and replacing subconsultant, Transmart/EJM, with Alrek Business Solutions Inc. as part of Parsons team to design and implement the Smart Traffic Routing with Efficient and Effective Traffic System (STREETS) project and subject to the concurrence of the Iowa Department of Transportation. RESOLUTION Approving Consultant Professional Services - Supplemental Agreement No. 1 between the City of Dubuque and Parsons Transportation Group, I nc. for the Smart Traffic Routing with Efficient and Effective Traffic System (STREETS) Project SUGGESTED Suggested Disposition: Receive and File; Adopt Resolution(s) DISPOSITION: ATTACHMENTS: Description Type MVM Memo City Manager Memo Staff Memo Staff Memo Resolution Resolutions Supp Agree No 1 Supporting Documentation THE CITY OF Dubuque DUB TEE1. All -America City Masterpiece on the Mississippi � pp zoo�•*o 13 zoi720zoi9 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Approve Professional Consultant Services Supplemental Agreement No.1 Smart Traffic Routing with Efficient & Effective Traffic System (STREETS) Iowa DOT Project No. EDP-2100 (699)-7Y-31 DATE: February 15, 2024 Civil Engineer II Dave Ness is recommending City Council authorize the City Manager to execute the Consultant Professional Services - Supplemental Agreement No. 1 with Parsons Transportation Group, Inc. (Parsons), which approves revisions to the original contract agreement scope of services, and replacing subconsultant, Transmart/EJM, with Alrek Business Solutions Inc. as part of Parsons team to design and implement the Smart Traffic Routing with Efficient and Effective Traffic System (STREETS) project and subject to the concurrence of the Iowa Department of Transportation. I concur with the recommendation and respectfully request Mayor and City Council approval. v Mic ael C. Van Milligen MCVM:sv Attachment CC' Crenna Brumwell, City Attorney Cori Burbach, Assistant City Manager Gus Psihoyos, City Engineer Robert Schiesl, Acting City Engineer/Assistant City Engineer Dave Ness, Civil Engineer II Jenny Larson, Chief Financial Officer THE CITY OF DUB E Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager Robert Schiesl, Acting City Engineer FROM: Dave Ness, Civil Engineer II Dubuque All -America City 2007.2012.2013 2017*2019 SUBJECT: Approve Professional Consultant Services Supplemental Agreement No.1 Smart Traffic Routing with Efficient & Effective Traffic System (STREETS) Iowa DOT Project No. EDP-2100 (699)-7Y-31 DATE: February 14, 2024 INTRODUCTION The enclosed resolution authorizes the City Manager to execute the Consultant Professional Services - Supplemental Agreement No. 1 with Parsons Transportation Group, Inc. (Parsons), which approves revisions to the original contract agreement scope of services, and replacing subconsultant, Transmart/EJM, with Alrek Business Solutions Inc. as part of Parsons team to design and implement the Smart Traffic Routing with Efficient and Effective Traffic System (STREETS) project. BACKGROUND On June 6, 2022, the City Council approved per Resolution 214-22, the selection of Parsons to design and implement the Smart Traffic Routing with Efficient and Effective Traffic System (STREETS). To address and take on the unique challenges and specialized technical team for developing the STREETS project, Parsons assembled an in-depth, multidisciplinary project team with the capability, talent, qualifications, and experience to successfully complete the goals and objectives of STREETS project. The original Parsons project team included the following sub-consultant(s): Parsons - Lead Consultant • Origin Design. • TranSmart — Video Analytics • Aimsun — Planning Simulation and Prediction • Paulson Electric Company Due to federal grant funds associated with the STREETS project, a 5.0% Disadvantaged Business Enterprise (DBE) goal is required per Title 49, Code of Federal Regulations (CFR), part 26. Parsons has committed to achieving the 5.0% DBE goal for the Project. The project team original DBE firm and the estimated percent of involvement are as follows: 0 TranSmart / EJM Corporation (5.0% of project cost) During 2023, TranSmart was acquired by Atlas Technical Consultants out of Austin Texas. The result of this acquisition is that TranSmart no longer qualifies as a DBE firm. As a result, Parsons is proposing to remove TranSmart from the consultant team and add Alrek Business Solutions Inc. to the team as the replacement DBE firm. DISCUSSION The overall contract scope of work remains unchanged. Supplement Agreement No. 1 simply moves scope items between subconsultants. Supplement Agreement No. 1 will make the following contract modifications: TranSmart (Subconsultant Removed - Original DBE Firm) Scope of Service removed: • System Setup and Documentation - TranSmart staff will support the base deployment of the STREETS system for manual inputs of signal data if needed/as required. • Integration Testing - TranSmart staff will provide integration testing of the 3 custom builds prior to the user acceptance testing by the client. This will include the Aimsun Model integration and Decision Support System (DSS) logic testing, System customizations, and mobile application customization. TranSmart staff will operate within the Parsons testing environment using test procedures provided by Parsons. TranSmart will document issues with the Parsons issue tracking system for remediation by Parsons software staff. Alrek (Subconsultant Added - DBE Firm) Scope of Service added: • Support system setup, development and documentation — staff will support the base deployment of the STREETS system under the direction of Parsons technical team. This will include system setup, troubleshooting, issue remediation and development as needed, in coordination with Parsons. This task will also include system documentation supporting the development of the User and Administrator's Manual. • Integration Testing — Staff will support integration testing of system builds prior to the user -acceptance testing and as well as user -acceptance testing. This will include the Aimsun Model integration and Decision Support System (DSS) logic testing, system customizations, and mobile application ATMS integration. Staff will operate within the Parsons testing environment using test and deployment procedures provided by Parsons. Alrek will document issues with the Parsons issue tracking system for remediation. • System support - During go -live and after system go -live, Alrek's staff will continue to support the ATMS Operations providing system monitoring, troubleshooting, issue tracking and remediation in coordination with the City and Parsons technical staff. Supplement Agreement No. 1 will make contract modifications to add scope of work item to subconsultant as follows : Origin Design Scope of Service Added: • Provide onsite staff to support construction oversight, device and system integration and testing. This will include TMC and field visits to device locations as requested by Parsons technical staff. Origin Design staff will coordinate with Parsons technical staff to help review installations, provide testing and troubleshoot integration or contractor issues. This work will be provided on an as needed and as requested basis as budget is available. RECOMMENDATION I recommend that the City Council authorize the City Manager to execute the Consultant Professional Services - Supplemental Agreement No. 1 with Parsons Transportation Group, Inc., which approves revisions to the original contract agreement scope of services, and replacing subconsultant, Transmart/EJM, with Alrek Business Solutions Inc. as part of Parsons team to design and implement the Smart Traffic Routing with Efficient and Effective Traffic System (STREETS) project, subject to the concurrence of the Iowa Department of Transportation. BUDGETIMPACT The overall contract scope of work and subconsultant professional services fees remain unchanged as shown in the following table. The subconsultants retained at the Consultant's expense are identified in the following table: Subconsultant Original Contract Contract Change Amendment 1 Contract Max Allowable Aimsun $ 708,194 $ 0 $ 708,194 Origin Design $ 60,027 $ 14,427 $ 74,454 TranSmart (Removed) $ 170,000 $ 129,000 $ 41,000 *** Alrek (New DBE firm) $ 0 $ 114,573 $ 114,573 Total Subconsultants $ 938,221 $ 0 $ 938,221 *** TranSmart completed scope of work items while under contract. ACTION TO BE TAKEN I recommend that the City Council authorize the City Manager to execute the Consultant Professional Services - Supplemental Agreement No. 1 with Parsons Transportation Group, Inc., for the Smart Traffic Routing with Efficient and Effective Traffic System (STREETS), through adoption of the enclosed resolution, and subject to the concurrence of the Iowa Department of Transportation. cc: Jenny Larson, Director of Finance and Budget Chandra Ravada, ECIA Robert Schiesl, Assistant City Engineer Aleks Stevanovic, Retime LLC Debra Arp, Iowa DOT FAPROJECTS\STREETS\Council and Staff Documents Prepared by David Ness City of Dubuque Engineering 50 W. 13" St. Dubuque, IA 52001 (563) 589-4270 Return to Adrienne N. Breitfelder City Clerk City of Dubuque, 50 W. 1V St. Dubuque, IA 52001 (563) 589-4100 RESOLUTION NO. 36 - 24 RESOLUTION APPROVING CONSULTANT PROFESSIONAL SERVICES - SUPPLEMENTAL AGREEMENT NO. 1 BETWEEN THE CITY OF DUBUQUE AND PARSONS TRANSPORTATION GROUP, INC. FOR THE SMART TRAFFIC ROUTING WITH EFFICIENT AND EFFECTIVE TRAFFIC SYSTEM (STREETS) PROJECT WHEREAS, the City Council approved the selection of Parsons Transportation Group, Inc. (Parsons) to design and implement the STREETS project; and WHEREAS, Parsons assembled an in-depth, multidisciplinary project team with the capability, talent, qualifications, and experience to successfully complete the goals and objectives of STREETS; and WHEREAS, Parsons has committed to achieving the 5.0% Disadvantaged Business Enterprise (DBE) goal for the Project; and WHEREAS, Supplemental Agreement No. 1 approves revisions to the original contract agreement scope of services, and replacing subconsultant, Transmart/EJM, with Alrek Business Solutions Inc. as part of Parsons team to design and implement the Smart Traffic Routing with Efficient and Effective Traffic System (STREETS) project; and WHEREAS, since TranSmart no longer qualifies as a DBE firm, Parsons is proposing to remove TranSmart from the consultant team and add Alrek Business Solutions Inc. to the team as the replacement DBE firm. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA, THAT: SECTION 1. That Professional Consultant Services - Supplemental Agreement No. 1 with Parsons Transportation Group, Inc. for the Smart Traffic Routing with Efficient & Effective Traffic System (STREETS) project is hereby approved, subject to the concurrence of the Iowa Department of Transportation. SECTION 2. The City Manager is authorized and directed to execute the Professional Consultant Services - Supplemental Agreement No.1 with Parsons Transportation Group, Inc. Passed, approved and adopted this 19th day of February, 2024. Attest: % Adrienne N. Breitfelder, City Clerk 1__�.Wp�avompuadllp�pp Mayor Sensitive Owner Project No. 3002763 Iowa DOT Project No. EDP-2100(699)-7Y-31 Standard Consultant Contract Supplemental Agreement #1 For Local Public Agency Consultant Contracts with Federal -aid Participation This AGREEMENT, made as of the date of the last party's signature below, is by and BETWEEN The City of Dubuque, the Owner, located at: 50 W 13th St Dubuque, IA 52001 Phone: 563.589.4270 FAX: 563.589.4252 And Parsons Transportation Group, Inc, the Consultant, located at: 650 Algonquin Road, Suite 400 Schaumburg, IL 60175 Phone: 847.925.0120 FAX: 847.925.0140 For the following Project: Smart Traffic Routing with Efficient and Effective Traffic Signals (STREETS) TABLE OF CONTENTS Article Number And Description 1 Initial Information 1.1 Project Parameters 1.2 Financial Parameters 1.3 Project Team Budgets 1.4 Time Parameters 2 Subconsultant Scope Adjustments 3 Attachment Cl— Cost Analysis Worksheets Full Project (Parsons) Alrek Origin Design Page 1 of 8 Sensitive ARTICLE 1 INITIAL INFORMATION This amendment moves remaining scope and budget from TranSmart to Alrek and Origin Design. Total Contract costs remain unchanged. This Agreement is based on the following information and assumptions. 1.1 Project Parameters The objective or use is, to develop a smart, next -generation, traffic management and control system, Smart Traffic Routing with Efficient and Effective Traffic Signals (STREETS). This system will use traffic control strategies to enable dynamic traffic routing on ten corridors (including 44 signalized intersection) to maximize the use of existing roadway capacities in the Dubuque metro area. The project includes creating a Dynamic Traffic Control System (DTCS), installation of equipment at intersections and connecting to DTCS intersections, connecting DTCS to microsimulation model, updating public with information from DTCS and testing the system. The objective is to reduce delay on 10 corridors within the metro area and help to improve traffic flow through the metro area during peak hour. 1.2 Financial Parameters 1.2.1 Amount of the Owner's budget for the Consultant's compensation is: $ 2,754,302 1.2.2 Amount of the Consultant's budget for the subconsultants' compensation is: $ 938,221 1.3 Project Team 1.3.1 The Owner's Designated Representative, identified as the Contract Administrator is: Dave Ness, Civil Engineer, City of Dubuque The Contract Administrator is the authorized representative, acting as liaison officer for the Owner for purpose of coordinating and administering the work under the Agreement. The work under this Agreement shall at all times be subject to the general supervision and direction of the Contract Administrator and shall be subject to the Contract Administrator's approval. 1.3.2 The Consultant's Designated Representative is: Joseph Brahm, Parsons 1.3.3 The subconsultants retained at the Consultant's expense are identified in the following table: Subconsultant Original Contract Contract Change Amendment 1 Contract Max Allowable Aimsun LS $708,194 $0 $708,194 Origin Design CPFF $60,027 $14,427 $74,454 TranSmart CPFF $170,000 -$129,000 $41,000 Alrek DBE Direct Rate $0 $114,573 $114,573 Total Subconsultants $938,221 $0 $938,221 1.4 Time Parameters 1.4.1 The Consultant shall begin work under this Agreement upon receipt of a written notice to proceed from the Owner. 1.4.2 The Consultant shall endeavor to complete the work in accordance with the following schedule. The Consultant will work closely with the Owner to meet the following milestone goals for completion of the work under this Agreement as follows: 1. ATMS deployed in the City environment in April 2024, including the real time modeling. Delays related to NEPA clearance for the DMS will not delay the delivery of the central system functionality. Page 2 of 8 Sensitive 2. Consultant will work closely with the City to bring the field contractor on board as soon as possible. Delivery of the field elements by the contractor will be highly dependent on the availability of field elements. Parsons will integrate all ITS field devices within 30 days of installation by the contractor. All other terms of the agreement remain pursuant to the original Prime Agreement dated 06/08/22. Parsons Transportation Group, G� By Joseph Br hm Vice Pre i ent I ATTEST: By CITY OF DUBUQUE By k�. A a.,t,, - Micha I C. Van Milligen, City Manager Date: 02/08/24 Date: 02/08/24 Date: 02/20/2024 IOWA DEPARTMENT OF TRANSPORTATION Accepted for FHWA Authorization* By Name Title Date: * The Iowa DOT is not a party to this agreement. However, by signing this agreement, the Iowa DOT is indicating the work proposed under this Agreement is acceptable for FHWA authorization of federal funds. Page 3 of 8 Sensitive ATTACHMENT A Subconsultant Scope of Services Adjustments TranSmart Scope of Service Removed: Task 3: System Setup and Documentation — TranSmart staff will support the base deployment of the STREETS system for manual inputs of signal data if needed/as required. Task 4: Integration Testing — TranSmart staff will provide integration testing of the 3 custom builds prior to the user acceptance testing by the client. This will include the Aimsun Model integration and Decision Support System (DSS) logic testing, System customizations, and mobile application customization. TranSmart staff will operate within the Parsons testing environment using test procedures provided by Parsons. TranSmart will document issues with the Parsons issue tracking system for remediation by Parsons software staff. Remaining budget allows for scope transition and project closeout on TranSmart side. Alrek Scope of Service Added: Support system setup, development and documentation — staff will support the base deployment of the STREETS system under the direction of Parsons technical team. This will include system setup, troubleshooting, issue remediation and development as needed, in coordination with Parsons. This task will also include system documentation supporting the development of the User and Administrator's Manual. Integration Testing — Staff will support integration testing of system builds prior to the user -acceptance testing and as well as user -acceptance testing. This will include the Aimsun Model integration and Decision Support System (DSS) logic testing, system customizations, and mobile application ATMS integration. Staff will operate within the Parsons testing environment using test and deployment procedures provided by Parsons. Alrek will document issues with the Parsons issue tracking system for remediation. System support - During go -live and after system go -live, Alrek's staff will continue to support the ATMS Operations providing system monitoring, troubleshooting, issue tracking and remediation in coordination with the City and Parsons technical staff. Origin Design Scope of Service Added Provide onsite staff to support construction oversight, device and system integration and testing. This will include TMC and field visits to device locations as requested by Parsons technical staff. Origin Design staff will coordinate with Parsons technical staff to help review installations, provide testing and troubleshoot integration or contractor issues. This work will be provided on an as needed and as requested basis as budget is available. Note that overall contract Scope of Work remains unchanged. This amendment simply moves scope between subconsultants. Page 4 of 8 Sensitive Parsons ATTACHMENT C-1 Amendment 1 Total Budget Cost Analysis Worksheet Contract Project Number: EDP-2100(699)-7Y-31. Amendment 1 (Changes are highlighted) I. Direct Labor Cost (Prime Only) Category Hours Rate/Hour Amount Project Manager (SEM) 450 $103.76 $46,692 Chief Engineer (SEM) 16 $103.76 $1,660 Lead Engineer (SEM) 324 $103.76 $33,618 Senior SW Engineer (Sup. E) 1596 $75.69 $120,801 Principle Engineer 2970 $67.13 $199,376 Systems Engineer (SE) 828 $55.57 $46,012 Engineer 1 1425 $37.60 $53,580 Admin Assistant 240 $33.35 $8,004 Payroll total: 7849 II. Combined Overhead (COH) & Facilities Capital Cost of Money (FCCM) Costs (Prime Only) IIA. Indirect Cost Factor: 114.38% IIB. FCCM Factor: [Insert FCCM facts 0.008% Combined Overhead and FCCM total: III. Direct Project Expenses (Prime Only) Hotel 22 110 Airlines 10 400 Rental Car 16 50 Breakfast 42 6.5 Lunch 42 6.5 Dinner 42 19 Misc. Equipment costs Mileage 8400 0.56 Servers, Equipment Including COTS License Fees iNET'" License Fees (Invoiced at start of development) iNET'" Maintenance License Fees (Invoiced at Start of System Maintenance) Intelligent Intersections SAAS Total Direct Project Expenses IV. Estimated Actual Costs (EAC) (Prime Only) (I + II + III) (Rounded) $509,744 $583,045 $2,420 $4, 000 $800 $273 $273 $798 $2,000 $4, 704 $111,000 $250,000 $30,000 $153,106 $559,374 $1, 652, 203 V. Fixed Fee (Prime Only) (% X (I + IIA)) 15% $163,918 Less FCCM (IIB) $41 Fix Fee total: $163,878 (Rounded) VI. Contingency (Prime Only) % X (I + II + III) 0 (Rounded) VII. Subconsultant Expenses (Designate if Cost Plus Fixed Fee (CP), Lump Sum (LS), etc. and include appropriate number of Attachment "I's" as necessary) Original Budget Amendment 1 Origin Design CPFF $60,027 $74,454 TranSmart ( Not a DBE anymore) CPFF $170,000 $41,000 Alrek (DBE) CPFF $0 $114,573 Aimsun LS $708,194 $708,194 Total Subcontractor Costs: $938,221 $938,221 (Rounded) Vill. [Indicate type of reimbursement] Agreement Total (IV + V + VI + VII) $2,754,302 (Maximum Amount Payable) (Rounded) 'Including the FCCM in the overhead rate is optional. If included in the overhead, it must be subtracted from the Fixed Fee amount. If FCCM is not included in the overhead, these lines may be omitted from the calculations. Page 5 of 8 Sensitive Alrek ATTACHMENT C-1 Amendment 1 Cost Analysis Worksheet Contract Project Number: EDP-2100(699)-7Y-31. Amendment 1 Labor Cost (Alrek) Direct Rate Category Hours /Hour Amount Systems / Software Engineer 836 $134.55 $112,484 Payroll total: 836 $112,484 Subconsultant Expenses Original Budget Amendment 1 Hotel 5 $110.00 $550 Airlines 1 $500.00 $500 Rental Car 6 $50.00 $300 Breakfast 6 $6.50 $39 Lunch 6 $6.50 $39 Dinner 6 $19.00 $114 Misc. Equipment Costs $547 $0 $2, 089 (Rounded) Agreement Total $114,573 (Maximum Amount Payable) (Rounded) Page 6 of 8 Sensitive Origin Design ATTACHMENT C-1 Amendment 1 additions Cost Analysis Worksheet Contract Project Number: EDP-2100(699)-7Y-31. Amendment 1 I. Direct Labor Cost (Prime Only) Category Hours Rate/Hour Amount PE IV 86.0 $61.68 $5,304 PE I 90.0 $34.82 $3,134 ED II 328.0 $31.88 $10,457 Payroll total: 504.0 II. Combined Overhead (COH) & Facilities Capital Cost of Money (FCCM) Costs (Prime Only) IIA. Indirect Cost Factor: 240.18% IIB. FCCM Factor: [Insert FCCM facts 0.000% Combined Overhead and FCCM total: III. Direct Project Expenses (Prime Only) Total Direct Project Expenses Miliage 956 0.56 IV. Estimated Actual Costs (EAC) (Prime Only) (I + II + III) (Rounded) V. Fixed Fee (Prime Only) (% X (I + IIA)) 15% Less FCCM (IIB) Fix Fee total: (Rounded) VI. Contingency (Prime Only) % X (I + II + III) $18,895 $45, 382 $0 $45, 382 $535 $64,812 $9, 642 $0 $9, 642 0 (Rounded) VII. Subconsultant Expenses (Designate if Cost Plus Fixed Fee (CP), Lump Sum (LS), etc. and include appropriate number of Attachment "I's" as necessary) $0 (Rounded) Vill. [Indicate type of reimbursement] Agreement Total (IV + V + VI + VII) $74,454 (Maximum Amount Payable) (Rounded) Page 7 of 8 Sensitive TranSmart ATTACHMENT C-1 Amendment 1 additions Cost Analysis Worksheet Contract Project Number: EDP-2100(699)-7Y-31. Amendment 1 I. Direct Labor Cost (TranSmart) Category Hours Rate/Hour Amount Senior Profesional 82 88.64 $7,268 Engineer IV 78.0 $47.90 $3,736 Engineer III 48.0 $43.15 $2,071 Engineer II 42.0 $37.39 $1,570 Engineer 1 28.0 $34.10 $955 Billing Specialist 24.0 $28.17 $676 Payroll total: 220.0 II. Combined Overhead (COH) & Facilities Capital Cost of Money (FCCM) Costs (Prime Only) IIA. Indirect Cost Factor: 114.76% IIB. FCCM Factor: [Insert FCCM facts 0.000% Combined Overhead and FCCM total: III. Direct Project Expenses (TranSmart) Hotel 4 110 Airlines 0 350 Rental Car 0 0 Breakfast 4 6.5 Lunch 4 6.5 Dinner 4 19 Milieag 414 0.56 Total Direct Project Expenses IV. Estimated Actual Costs (EAC) (Prime Only) (I + II + III) (Rounded) V. Fixed Fee (Prime Only) VI. Contingency (Prime Only) $16,277 $18,680 $0 $440 $0 $0 $26 $26 $76 $232 $800 $35, 757 (% X (I + IIA)) 15% $5,244 Less FCCM (IIB) $0 Fix Fee total: $5,244 (Rounded) %X(I+II+III) (Rounded) VII. Subconsultant Expenses (Designate if Cost Plus Fixed Fee (CP), Lump Sum (LS), etc. and include appropriate number of Attachment "I's" as necessary) 0 $0 (Rounded) VIII. [Indicate type of reimbursement] Agreement Total (IV + V + VI + VII) $41,000 (Maximum Amount Payable) (Rounded) 'Including the FCCM in the overhead rate is optional. If included in the overhead, it must be subtracted from the Fixed Fee amount. If FCCM is not included in the overhead, these lines may be omitted from the calculations. Page 8 of 8