TR9302-CN 920310ITEM CAPTION:
Consideration of approving a contract with Barton-Aschman Associates, Inc. to provide
professional transportation engineering services associated with the Traffic Light
Synchronization Program II (TLS II) for the total amount not to exceed $22,075 and
authorizing the City Manager to sign.
SUBMITTED BY: ~ . STAFF REP.: [,<~lnn~=t-h M. Griffin. P.E.
OTHER REP.: M. Shohr~ Oan~..qhm~nrt. P_F::
Don Glen~2~/b~. Barton-Aschman
EVALUATION OF ITEM: DATE:
On January 14, 1992 the City Counci{ approved a TLS Grant Agreement with the State of
Texas in the amount of $64,257.80. Staff has completed the engineering firm selection
process in order to select the best qualified firm to provide necessary engineering services
as required by the State of Texas under the TIS II Program.
Staff, therefore, recommends that Barton-Aschman & Associates Inc. [BA) be retained by
the City to provide necessary engineering services as outlined and planned in the proposal.
~arton-Aschman Ass ociates, Inc. has an extensive TLS experience and has implemented
[LSprograms for several cities, such as Addison, Dallas, Ft. Worth, ~arland, I-lurst, Duncanville,
8an Angelo, etc. Mlr. Oon Glenn, P.E. and staff will be available to answer any questions.
APPROVED
BY
CITY COUNCIL
DATE
BUDGET AMT. ~ .~. ESTIMATED
AMT +/- BUDGET FINANCIAL REVIEW BY
COMMENTS:
On Jan. 14, 1992, the Council approved funding for the TLS Grant. The
City's share was $3,952.80 in-kind service and $12,100.00 in cash, which
will come from CIP Unallocated Interest.
/// '
LEGAL REVIEW BY: REVIEWED BY CM: t J~-~l C_
AGENDA REQUEST FORM REVISF. D 1191
Barton-Aschman Associates, Inc.
5485 Belt Line Road, Suite 199 Phone: (214)991-1900
Dallas, Texas 75240 Fax: (214) 490-9261
USA Metro: 263-9138
March 2, 1992
Mr. Kenneth M. Griffin, P.E.
City Engineer
City of Coppell
P.O. Box 478
Coppell, TX 75019
RE: Proposal to provide Engineering Services Associated with the Traffic Light
Synchronization Program II
Dear Mr. Griffin:
Barton-Aschman Associates, Inc. is pleased to submit this proposal to provide professional
transportation engineering services associated with the Traffic Light Synchronization Program
II (TLS II). We have prepared a scope of services and fee estimate based on the TLS II
approved grant application and our recent discussions with City staff.
If accepted, this letter will become an agreement between the City of Coppell (City) and
Barton-Aschman Associates, Inc. (BA) to provide the services outlined in the Scope of
Services presented below:
SCOPE OF SERVICES
Our Scope of Services includes the work described in the following tasks and encompasses
the work effort involved to complete the City of Coppell's TLS II traffic signal retiming and
signal system implementation project:
TASK 1: COMPILATION OF DATA BASE
Purpose: Assemble traffic data and information to form a sound basis for subsequent
analysis during the conduct of the study.
Activities:
1.1 Review existing timing sheets, 24-hour machine counts, and planned
improvements.
1.2 Verify data with field observations of each intersection during peak traffic
periods.
1.3 Field check existing traffic signal control equipment.
Mr. Kenneth M. Griffin, P.E.
March 2, 1992
Page 2
1.4 Determine existing intersection geometrics, lane usage and link distances for
computer input.
1.5 Collect two-hour, turning movement counts (TMC's) during AM, Off, and PM
peak periods.
1.6 Conduct floating car study (travel time and delay study).
Output:
1. Completed data base for subsequent analysis.
TASK 2: QUALITY OF SERVICE SUMMARY
Purpose: Verify network descriptions and characteristics developed in Task 1; reconcile
any significant discrepancies between simulations of existing conditions and
observed performance of the "Before" travel time runs; summarize existing
evaluation data for future comparison with final timing plans.
Act/v/ties:
2.1 Code data into TRANSYT-7F or PASSER II signal optimization/simulation
program.
2.2 Simulate existing conditions and analyze performance reports.
2.3 Calibrate models to reconcile any significant (greater than 20%) discrepancies
between observed and calculated performance measures.
2.4 Prepare "Before" study as per State requirements.
2.4.1 Summarize data collection efforts, calibration study and computer simulation
performance measure outputs into a "Before" conditions report.
2.4.2 Calculate and incorporate the annual operating costs into the "Before" study
report. Annual operating costs are based on delay, stops and fuel consumption.
2.4.3 Submit two (2) draft copies of the "Before" study report to the City for review.
2.4.4 Revise report, as needed, and submit seven (7) copies of final report.
Mr. Kenneth M. Griffin, P.E.
March 2, 1992
Page 3
Output:
1. Timing models calibrated to existing conditions.
2. Signal timing analysis completed for the "Before" field evaluation.
3. "Before" study report.
TASK 3: IMPLEMENTATION OF CLOSED LOOP SIGNAL SYSTEM CAPABILITIES
Purpose: Prepare all documents necessary for a complete bid package.
Activities:
3.1 Meet with City to discuss equipment procurement and installation plan.
3.2 Prepare construction plans, specifications, and estimates (PS&E) for control
upgrades and interconnect cable installation along Denton Tap Road.
3.3 Develop functional specifications for system microcomputer.
3.4 Assist City with bid procurement.
3.5 Assist with construction/implementation engineering and documentation.
Output:
1. Plans and specifications.
2. Quantity and cost estimates.
3. Project bid document.
TASK 4: TIMING PLAN DEVELOPMENT
Purpose: Prepare recommended timing plans for implementation.
Activities:
4.1 Using PASSER II, prepare up to three (3) optimized timing plans.
4.2 Prepare table of cycle lengths, offsets, and splits for review by City staff.
Mr. Kenneth M. Griffin, P.E.
March 2, 1992
Page 4
4.3 Submit preliminary timing plan results and performance measures to the City
for review.
4.4 Meet with City staff to discuss preliminary timing plans including cycle lengths,
phasing patterns, and system coordination.
4.5 Incorporate comments into timing plans and, if necessary, make additional
optimization run.
Output:
1. Timing plans including coordinated systems, cycle lengths, offsets, splits, and
other timing data.
2. Recommended timing plans for implementation and fine-tuning.
3. Summary of performance measures for preliminary timing plans.
TASK 5: ASSISTANCE IN PROJECT MANAGEMENT
Purpose: Assist City in management of the TLS II Project.
Activities:
5.1 Provide on-going assistance and advice on fulfilling State TLS II requirements.
5.2 Provide input for the TLS II quarterly progress reports.
Output:
1. Progress reports and technical memorandums on meeting State TLS II
requirements.
TASK 6: ASSISTANCE IN TIMING IMPLEMENTATION AND ADJUSTMENT
Purpose: Assist City/Contractor in implementing and fine-tuning the recommended signal
timing plans.
Activities:
6.1 Provide technical assistance to the City during the implementation phase of the
project.
6.2 Check performance measures and time-space diagrams against actual field
observations.
Mr. Kenneth M. Griffin, P.E.
March 2, 1992
Page 5
6.3 Fine-tune timing plans in field with City staff, as needed, to account for real
world situations.
6.4 Document adjustments on revised timing cards for subsequent analysis.
Output:
1. Implemented and fine-tuned signal timing plans.
2. Completed implemented timing plan report.
TASK 7: "AFTER"STUDY ANALYSIS
Purpose: Conduct "After" study data collection, simulation and analysis for comparison
with "Before" study results.
Act/v/ties:
7.1 Summarize all implemented improvements for subsequent analysis (i.e. - fine-
tuned timing plans, new pedestrian equipment, changes in intersection
approach lane assignments, new controller equipment, etc.).
7.2 Summarize "After" study travel time runs.
7.3 Prepare computer simulation of fine-tuned timing plans.
7.4 Calibrate fine-tuned simulation runs to reconcile any significant (greater than
20%) discrepancies between observed and calculated performance measures.
Output:
1. Memorandum summarizing all implemented improvements.
2. Fine-tuned timing models calibrated to existing conditions.
TASK {~: FINAL DOCUMENTATION
Purpose: Document procedures, findings, conclusions, and benefits of optimization
study.
Act/v/ties:
8.1 Summarize phasing, cycles, splits off-sets, time-space diagrams and measures
of effectiveness developed in Task 7.
Mr. Kenneth M. Griffin, P.E.
March 2, 1992
Page 6
8.2 Calculate annual vehicular operating costs of each sub-system.
8.3 Prepare "After" field evaluation report and compare to the results of the
"Before" study report.
8.4 Submit two (2) copies of preliminary "After" study report to the City for
review.
8.5 Incorporate City comments into a final "After" study report and submit seven
(7) copies to the City.
8.6 Prepare press release presenting benefits of optimization study.
8.7 Submit to the City all data collected; computer diskette(s) containing
TRANSYT-7F and/or PASSER II runs, calibration spreadsheets, AutoCAD
system drawings and reports.
8.8 Prepare an Executive Summary detailing all activities as well as the benefits and
costs of the project.
8.9 Make presentation to City Council and other interested groups, if requested.
Output:
1. "After" study report summarizing comparison of "Before" and "After"
conditions.
2. Computer model data for future timing optimization studies.
3. All supporting documents for City records.
4. Presentation materials.
MEETINGS
For the purpose of our budget and fee estimate, we have identified six (6) formal meetings
with the City. Additional meetings authorized by the City will be billed on a cost basis and
are not reflected in our fee estimate.
DELIVERABLES
BA will deliver the following products:
1. Two (2) copies of the Draft "Before" Study.
2. Seven (7) copies of the Final "Before" Study.
Mr. Kenneth M. Griffin, P.E.
March 2, 1992
Page 7
3. Three (3) blueline copies of Preliminary of PS&E.
4. One (1) reproducible copy of two(2) blueline copies of "as-built" plans.
5. Two (2) copies of the Draft "After" Study.
6. Seven (7) copies of the Final "After" Study.
7. Submit to the city all data collected; computer diskette(s) containing TRANSYT-
7F and/or PASSER II runs, calibration spread sheets, AutoCAD system drawings
and report files.
RESPONSIBILITY OF THE CITY
The City will provide the following to BA:
1. Existing paving or construction plans or the project locations.
2. Existing traffic signal and phasing data for each study intersection.
3. Review comments.
PROJECT STAFF
Donald R. Glenn, P.E. will serve as the Project Manager. K.R. Marshall, P.E. will provide
design guidance and serve as the Project Director. Appropriate design and support staff
personnel will assist.
SCHEDULE
The schedule for Tasks I through 8 will adhere to the one outlined by the Texas Department
of Transportation (TxDOT) for the TLS II applicants. The proposed schedule for the Coppell
TLS II project is shown in Attachment A.
FEE FOR SERVICES AND METHOD OF PAYMENT
The fee for completing the project will be based on our hourly rates for staff personnel,
current at the time of performance, for staff services rendered. Attachments B and C give
the time and fee estimates on an individual task basis for the proposed Scope of Services.
Reimbursable expenses are also given. The maximum fee and expenses for completion of
Task 1 through 8 will not exceed $22,075 without receiving prior written authorization from
the City.
The fee for extra services, meetings, work sessions, and presentations (and work in additions
to the tasks indicated in the Scope of Services ) will be billed separately based on our hourly
rates for staff time and expense.
Direct reimbursement for out-of-pocket expenses such as mileage, reproduction, etc., will be
billed at cost and will be added to the staff time costs incurred on the project.
Mr. Kenneth M. Griffin, P.E.
March 2, 1992
Page 8
Invoices will be submitted monthly and will indicate charges incurred during the preceding
month. Billings are due and payable within thirty (30) days of invoice date. A one and one-
half (1.5) percent carrying charge will be added each month to all past due accounts.
AUTHORIZATION
We are prepared to initiate work on this project upon receipt of a signed copy of this Letter
of Agreement. This proposal will remain valid for thirty days.
We appreciate the opportunity to submit this proposal and look forward to assisting you on
this project. If you have any questions regarding this proposal, please do not hesitate to call.
Sincerely,
BARTON-ASCHMAN ASSOCIATES, INC. ACCEPTED AND APPROVED BY:
Donald R. Glenn, P.E. (~-~/~.~~ ~
Principal A~ociate (Printed or Typed Name)
DRG\GDJ:tdb
(Title)
AUTHORIZED TO EXECUTE
AGREEMENTS FOR:
Date: /~O~.c_~ /'0 /'~'~,~,, (Organization)
Consultant Selection
Dilation of Database
2. Quality of Service Summary
of Closed Loop System
Plan Development
5. Assistance in Project Management
6. Deliver ~ct Tasks
>lementation and Fine-Tunin¢
8. Final Documentation
Quarterl
1. Mamh 1, 1992 Start Date
2. "Before"Study TxDOT Deadline July 23, 1992
3. "After" Study TxDOT Deadline Janaury 23, 1992
4. BA Estimated "Before"Study Submittal May 15, 1992
5. BA Estimated "After" Submittal November 16, 1992
ATTACHMENT, B' ._ ,,,..,
ENGINEERING FEE ESTIMATES
Coppell TLS II Project
Category Hours Rate J Total
DIRECT LABOR
Project Director 18 $31 $558
Project Manager 107 $23 $2,461
Engineer 122 ~18 ~2,196
Office Technician 20 ~ 17 $340
Drafter 26 $17 $442
Clerical 23 ~ 12 $ 276
LABOR OVERHEAD
1.855 I $11,636
FEE
10% I $1,791
DIRECT EXPENSES
Traffic Counts $950
..Mileage $175
Printing, Telephone, etc. $500
Computer Costs $750
TOTAL $22,075
NOTE: The cost for the six (6} identified formal meetings with the City is included in the total fee
estimate.
ATTACHMENT C
ESTIMATED STAFF HOURS BY TASK
STAFF HOURS
TASK DESCRIPTION Director Manager Engineer J Technician
I Compilation of Database 1 8 161 4~ 29
2 Qual;~'y of Service Summanj 2 16~ 24 4 4 50
3 Implementation of Closed-Loop 4 35 28 4 26 6 103
System
_ 4 Timing Plan Development I 8 8 1 18
5 Assistance in Poject Management 5 8 4 4 21
6 Implement and Adjust I 14 14 29
Timing Plans
7 'After' Study Analysis 2 10 20 4 2 38
8 Final Documentation 2 8 8 4 6 28
TOTAl, HOURS I 181 1071 122J 201 261 231 316
at 1:30 p.m. at Coppell Intermediate School and encouraged
Council Members to attend.
F. Mayor Pro Tem Smothermon asked to verify that the replat
approved for the school is a final and will not return before
work begins. Mayor Wolfe affirmed this as final and requested
that staff provide a follow-up on this issue (Item #25).
G. Council Member Cowman asked that City Manager look into the
issue regarding any training the City may have received in
return for waiving of impact fees for previously approved
school property.
H. Council Member Cowman inquired about the no parking issue on
MacArthur being brought forward in the near future.
I. Council Member Cowman stated that the Northbound lanes on
MacArthur at Beltline Road need to be re-striped due the wear
of traffic.
Item 30 Liaison Reports
Councilman Morton announced that at the MUD Meeting earlier in the
day, there was a request to extend the BANS on Cottonwood Estates
project and this was denied. It was brought out that Mr. Sowel is
contemplating 45 acres of single-family housing along Parkway.
Also $900,000 of BANS have expired and have been written off;
therefore, with no more BANS on the property, the development will
be at the developer's expense. Also, the Magnolia tract was
purchased by J. Sowel Construction which is coming forward and
working with Vista Properties, Inc. to provide sewer access to the
properties.
Additionally, a request for annexation by Frank Bamburg on Sand
Point Estates was received and approved by the MUD Board.
The MUD election was called for the 2nd of May with the election
being held at City Hall. Filing deadline is 2nd of April.
Applications for filing are at the Water Department. Early voting
will be at St. Ann's Catholic Church.
In regards to the increased flow at the lift station, they are
pulling 20 gallons of screen debris off the screen a week and they
are trying to store it on site.
~CONSENT AGENDA
Item 31 A. To consider an ordinance for Case #ZC-522, to
change the zoning designation from (C) Commercial,
to (SF-12) Single-Family-12, on a parcel of land
located at the southeast corner of Bethel School
Road and Harris Street, and north and adjacent to
Grapevine Creek, and authorizing the Mayor to sign.
B. To consider an ordinance for Case #S-1051, to
change the zoning designation from (LI) Light
Industrial, to (LI.SUP) Light Industrial Special
Use Permit, on a parcel of land located at 820 $.
MacArthur Boulevard, Suite 102, and authorizing the
Mayor to sign.
C. To consider an ordinance for Case #PD-117, to
change the zoning designation from (MF-2) Multi-
Family-2, to (SF-7) Single-Family 7, on a parcel of
land located along the west side of Harris Street,'
at Bethel Road, and authorizing the Mayor to sign.
D. To consider an ordinance for Case #S-1053, to
change the zoning designation from (LI) Light
Industrial, to (LI.SUP) Light Industrial Special
Use Permit, on a parcel of land located
approximately 992' south of the intersection of
CM031092
Page 10 of 12
Thweatt Road and Royal Lane, along the east side of
Royal Lane, and authorizing the Mayor to sign.
E. To consider an ordinance for Case #PD-119, to
change the zoning designation from (R) Retail and
(C) Commercial, to (PD-SF-9) Planned Development
Single-Family-9, on a parcel of land located along
the west side of Bethel School Road, and
approximately 400' north of Bethel Road, and
authorizing the Mayor to sign.
F. To consider an ordinance for Case #S-1054, to
change the zoning designation from (LI) Light
Industrial, to (LI.SUP) Light Industrial Special
Use Permit, on a parcel of land located east of
Denton Tap Road, approximately 212' north of
Beltline Road (E/W), and authorizing the Mayor to
sign.
G. To consider an ordinance for Case #S-1055, to
change the zoning designation from (R) Retail, to
(R. SUP) Retail Special Use Permit, on a parcel of
land located at 420 Bethel Road, and authorizing
the Mayor to sign.
H. To consider an ordinance for Case #S-1056, to
change the zoning designation from (C) Commercial,
to (C.SUP) Commercial Special Use Permit, on a
parcel of land located at 150 S. Denton Tap Road,
Suite 115, to allow the operation of a restaurant,
and authorizing the Mayor to sign.
I. Consideration of approving a contract with Barton-
Aschman Associates, Inc. to provide professional
transportation engineering services associated with
the Traffic Light Synchronization Program II
(TLSII) for the total amount not to exceed $22,075
and authorizing the City Manager to sign.
J. Discussion and consideration of rejection of Bid
Proposal No. Q-1291-04 for Personal Computer System
and related equipment/software.
K. Consideration and approval for purchase of radio
communications equipment for Police, Fire,
Engineering and Public Works Departments in the
amount of $53,824.60.
L. Consider approval of a contract for the rental of
county voting equipment to hold the May 2, 1992
Municipal Officer's Election and authorizing the
Mayor to sign.
Councilman Nelson requested that Item 31-I be removed from the
Consent Agenda.
Mayor Pro Tem Smothermon moved to approve the Consent Agenda with
the exception of Item 31-I with agenda Item 31-A carrying ordinance
number 91500-A-8, Item 31-B carrying ordinance number 91500-A-9,
Item 31-C carrying ordinance number 91500-A-10, Item 31-D carrying
ordinance number 91500-A-11, Item 31-E carrying ordinance number
91500-A-12, Item 31-F carrying ordinance number 91500-A-13, Item
31-G carrying ordinance number 91500-A-14, and Item 31-H carrying
ordinance number 91500-A-15. Councilman Cowman seconded the
motion° The motion carried 7-0 with Mayor Pro Tem Smothermon and
Councilmen Weaver, Thomas, Morton, Cowman, Robertson and Nelson
voting in favor of the motion.
Item 31-I was discussed by Council. Mayor Pro Tem Smothermon moved
to approve the contract with Barton-Aschman Associates, Inc. to
provide professional transportation engineering services associated
with the Traffic Light Synchronization Program II (TLSII) for the
CM031092
Page 11 of 12
total amount not to exceed 22,075 and authorizing the City Manger
to sign. Councilman Nelson seconded the motion. The motion
carried 6-1 with Mayor Pro Tem Smothermon and Councilmen Thomas,
Morton, Cowman, Robertson and Nelson voting in favor of the motion
and Councilman Weaver voting against the motion.
EXECUTIVE SESSION (Closed to Public)
Item 5-ES A. Article 6252-17, Section 2 (f), discussion
concerning the negotiating position of the City
with respect to agreements involving interests in
land and the value of real property.
1. Grapevine Trunk Sewer Line
B. Article 6252-17, Section 2 (e), Senate Concurrent
Resolution Number 83, discussion with City Attorney
concerning matter involving privileged
communications between attorney and client.
1. Report from Larry Jackson on D/FW Expansion
2. Status of lawsuits
C. Article 6252-17, Section 2 (g), discussion
concerning personnel.
1. Park Board alternate appointment
2. City Manager's evaluation
The City Council convened into Executive Session at 11:44 p.m. as
allowed under the above stated articles. Mayor Wolfe adjourned the
Executive Session at 12:37 p.m. and opened the public session.
There being no further business to come before the Council, the
meeting was adjourned.
Mark Wolfe, Mayor
ATTEST:
Dorothy Timmons, City Secretary
CM031092
Page 12 of 12