Memorandum

City of Lawrence

Public Works

TO:	David L. Corliss, City Manager
FROM:	Shoeb Uddin, City Engineer
CC:	Chuck Soules, James Risner, David Woosley, James Wisdom, John Williams
Date:	August 18, 2009
RE:	6^th Street ITS project, City Project No. PW0823 Consultant Selection – Engineering Design Services

Introduction

Intelligent Transportation system (ITS) is a relatively new technology that has been effective in improving safety and efficiency of the transportation system. The fundamental philosophy of ITS is that the infrastructure and the vehicles that operate on it perform as a system.

The main objective of the 6^th Street ITS project is to develop a closed loop traffic signal system along certain main thoroughfares in the City including 6^th Street (from Massachusetts to Iowa) and Iowa street (from 6^th to 23^rd) (See Project Location Map). The purpose of the closed-loop traffic signal system is to monitor and optimize traffic flow. The project will also include installation of central control hardware/software, video screens, building modifications and related Intelligent Transportation devices. The fiber optic communication system will also assist and improve the emergency response by Police and Fire. ITS memo dated March 03, 2009 (attached herewith) outlines this project in greater details.

Project History / Status

- On July 22, 2008 the City Commission approved Resolution 6778 ordering the improvements for the 6^th Street ITS project and authorizing the issuance of General Obligation Bonds for the maximum principal amount of $250,000.00.

- ITS Set-Aside Project Agreement between KDOT and the City of Lawrence was executed on March 12, 2009.

- In June, 2009, city staff received Statement of Qualifications from five consulting engineering firms to provide Engineering Design Services for this project. Details of the selection process are outlined below.

Consultant Selection Process

A six-member selection committee reviewed the Qualification Statements and selected three firms (HWS Consulting, Inc., Iteris, Inc., and Olsson and Associates) for in-person interviews. The committee members were, in no particular order, James Wisdom, IS Director; James Risner, Traffic Engineering Technician; Shoeb Uddin, City Engineer; David Woosley, Traffic Engineer; John Williams, Network Administrator; and Chuck Soules, Public Works Director.

The interview of all three firms was held at City Hall on July 17, 2009.  Firms were evaluated on the following criteria:

1.	Commitment of staff, equipment and facilities
2.	Ability to perform the desired services within the time prescribed
3.	Past performance of firm
4.	Staff’s training schools attendance
5.	Previous experience with similar work
6.	Work commitment which could limit performance
7.	Accessibility of firm’s office
8.	Firm’s familiarity with project area
9.	Firm’s knowledge of project procedures
10.	Firm’s consideration of project problems/issues
11.	Thoroughness of presentation
12.	Communication issues
13.	Ability to work with public
14.	Professionalism, comfort level with firm

Based on a thorough evaluation and combined score using the above mentioned criteria, Selection Committee is recommending that the city negotiate an Engineering Services Agreement with Olsson and Associates.

Project Cost/ Funding

The total estimated cost for this project, including construction and engineering design services, is $500,000.00 and will be financed through a 50/50 contribution by KDOT and the city. Therefore, city’s matching share for this project is $250,000.00. 

It is important to note that QBS (Qualification Based Selection) procedures have to be followed in selecting an Engineering Consultant in order to receive the matching funds (50%) from KDOT for the cost of Engineering Design.  

City Staff has discussed with KDOT staff the option of allowing a third party to provide fiber optic installation services as in-kind contribution in exchange for the use of a portion of the fiber optic strands. If this provision can be worked out with KDOT, it could allow the city to expand the current limits /scopes of the fiber optic installation. KDOT has not yet made a final determination on this potential partnership arrangement and cost sharing. Some of the potential partners in this project could include KU, HINU, Douglas County and other private media and telecommunication companies in Lawrence.

Action Request

Authorize staff to negotiate an agreement with Olsson and Associates for engineering services for the 6^th Street ITS project. The agreement will be presented at a later date to the City Commission for approval.

Attachments

- Project Location Map

- ITS memo, dated March 03, 2009