REPORT TO COUNCIL
SUBJECT
Title
Award a Contract to Deploy an Advanced Traffic Management System (F16-70), Make a Finding of CEQA Categorical Exemption, Accept a $250,000 Contribution from Google, and Approve Budget Modification No. 21 to Appropriate $320,435 in Traffic Impact Fees and the $250,000 Donation from Google to Fund the Project
Report
REPORT IN BRIEF
Council approval for the following actions is recommended in order to deploy a citywide Automated Traffic Management System (ATMS):
• Award a contract in the amount of $518 ,577 to Control Tech West, Inc. of Temecula to purchase and install Advanced Traffic Management Central (MaxView) Software;
• Approve a 10% contract contingency in the amount of $51,858
• Accept a $250,000 donation from Google to contribute to the project; and
• Approve Budget Modification No. 21 to appropriate $320,435 in Traffic Impact Fees (TIF) and the $250,000 Google donation to fund the project.
Staff recently deployed a test pilot project of MaxView, a state of the art ATMS, on four closely spaced intersections at the SR 237/Mathilda Interchange. This location was selected because managing this corridor has been a challenge due to the proximity of the four signals to one another. The ATMS monitors traffic in real time and assigns signal green timings depending upon the demand, while maintaining traffic progression on the main corridors. Based on the results of the pilot, the positive feedback received by businesses and residents, and Google’s generous donation, staff recommends the citywide deployment of the MaxView ATMS.
EXISTING POLICY
Pursuant to Council Policy 7.1.5 Grants, Donations, Contributions and Sponsorships, Council approval is required to accept donations exceeding $100,000. Pursuant to Chapter 2.08 of the Municipal Code, Council approval is required for contracts greater than $100,000.
ENVIRONMENTAL REVIEW
The acceptance of a contribution is an administrative activity and not a project under the California Environmental Quality Act (CEQA) Guidelines Section 15378(b). The CEQA determination for citywide deployment of the ATMS is a categorical exemption pursuant to Class 1, 15301(c) for existing facilities.
BACKGROUND AND DISCUSSION
Staff conducted traffic studies before and after deployment of the pilot project and the results showed a 58% reduction in the delay of critical movements at the Interchange. The City has also received positive feedback both on-line and through one-on-one communications from residents and businesses that use the Interchange on a daily basis.
Google also expressed interest in the City’s work and completed an independent analysis of the pilot project. Google’s independent results matched the City’s results and showed an over 50% decrease in the delay of critical movements. Google recognized the benefits of the pilot project and was appreciative of the City’s proactive work and efforts to reduce delay. They met with staff to help facilitate a permanent deployment of the system to continue the benefits, and offered to participate financially to permanently install the ATMS along Mathilda Avenue and the rest of the City.
The cost to deploy this system throughout the City is $518,577, plus a 10% contingency in the amount of $51,858, for a potential total of $570,435. Google has voluntarily committed to a one-time contribution of $250,000 towards the project. The letter of support for the donation from Google can be found in Attachment 1.
In addition to providing state of the art traffic monitoring and signal timing, the ATMS also has the following capabilities which staff would propose to implement as appropriate and when compatible. Some of these features may also require additional equipment which could be added in the future if the need is identified.
• Monitor the operation of emergency vehicles and reduce response time
• Facilitate the operation of transit vehicles by assigning priority green to transit vehicles that are behind schedule
• Automatically perform diagnostic tests on all the connected traffic signals and generate periodic reports; trouble shooting if required can be performed from a remote location thus eliminating the need to be present on the site to perform this function
• Allow the City to incorporate travel time information, and integrate multiple Intelligent Transportation System (ITS) devices for real-time monitoring such as:
- SafeWalk 3D Pedestrians Detection System
- Infra-Red Advanced Vehicular and Bike Detection System
- Real Time Traffic Data Collection and Queue Detection Systems
- Network of CCTV Cameras
It is important to note that the implementation of these additional features or equipment are not included in the cost for this project and would be considered in the future as part of the regular budget process for funding. As an example the initial system will provide connectivity through wireless and copper connections. Ultimately the City would like to also install fiber at many key corridors which will further enhance connectivity, speed, and provide better video support.
FISCAL IMPACT
The ATMS deployment project cost of $570,435 will be funded from two sources: $320,435 from Traffic Impact Fees (TIF), and $250,000 from a donation from Google. Budget Modification #21 appropriates the TIF funding from the Capital Projects Fund / Traffic Impact Fee Sub-fund Capital Reserve, as well as the donation to the new project.
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BUDGET MODIFICATION NO. 21 FISCAL YEAR 2015/16 |
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Current |
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Increase (Decrease) |
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Revised |
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Capital Projects Fund |
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Revenues: |
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Contribution from Google |
$0 |
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$250,000 |
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$250,000 |
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Reserves: |
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Traffic Impact Fees Sub-fund Capital Reserve |
$25,074,799 |
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($320,435) |
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$24,754,364 |
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Expenditures: |
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New Project - ATMS Deployment |
$0 |
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$570,435 |
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$570,435 |
Control Tech West will warrant the system and cover maintenance costs for the first five years. Maintenance costs beginning in year six will be $16,000 annually (unless the City adds new traffic intersections, in which case licensing and support costs will increase incrementally), with the contract being awarded under the City Manager’s award authority.
Funding Source
This project is funded by Capital Projects Fund / Traffic Impact Fee (TIF) Sub-Fund and a donation from Google.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City's official-notice bulletin board outside City Hall, at the Sunnyvale Senior Center, Community Center and Department of Public Safety; and by making the agenda and report available at the Sunnyvale Public Library, the Office of the City Clerk and on the City's website.
RECOMMENDATION
Recommendation
1) Make a finding of CEQA categorical exemption pursuant to Class 1, 15301(c) for existing facilities; 2) accept a $250,000 donation from Google to offset project costs; 3) approve Budget Modification No. 21 to appropriate the $570,435 to fund the project; 4) award a contract in the amount of $518,577 to Control Tech West Inc. to deploy an Advanced Traffic Management System, in substantially the same form as Attachment 2; and approve a 10% contract contingency in the amount of $51,858.
Staff
Prepared by: Shahid Abbas, Traffic and Transportation Manager
Reviewed by: Manuel Pineda, Director of Public Works
Reviewed by: Kent Steffens, Assistant City Manager
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Google Letter of Support and Contribution
2. Draft Installation Contract