Title
title
A Resolution Approving a Professional Services Agreement with Iteris, Inc. for a Traffic Signal Communication Network Audit in an Amount not to exceed $69,500, Authorizing its Execution, and Waiving the Village’s Request for Proposal Process for the Agreement
..end
Introduction
overview
The Engineering Division requested a proposal from Iteris to provide an audit of the existing traffic signal communication network and develop recommendations for improvements to the communication system in order to maximize the performance of the signal system and allow for future improvements. The Engineering Division did not issue a Request for Proposals (RFP) for this work as the work is specialized in nature and requires a consultant that is both familiar with communications networks and traffic signal hardware and software systems. Iteris is uniquely qualified for this work and has worked on multiple Village signal systems as a subconsultant and has the best knowledge of the existing system.
end
body
Recommended Action
Adopt the Resolution.
Prior Board Action
There is no prior Board action associated with this item.
Background
The Village's traffic signals are all interconnected with fiber optic cables, most of which date back to the early 2000's, using older technology called multi-mode cable. This older cable and associated equipment are extremely slow and limit staff’s ability to monitor and manage the traffic signal system. This older technology also does not support current traffic signal technologies for video detection and data capturing from newer detection systems, which limits the ability to utilize newer technologies.
This project includes providing an audit of the existing traffic signal communication network to inventory the existing equipment and develop recommendations for improvements so that the communication system can support the traffic signals and allow for the implementation of various improvements over time, such as upgrading to video detection and capturing traffic data from the traffic signals, including pedestrian and bike data, which is used to improve safety and optimize the performance of the signal.
Some of the existing fiber optic cables are hybrid cables that consist of the older multi-mode cables and the newer style single-mode cables. This work includes testing of the existing fiber cables to see if there are opportunities to take advantage of these unused single-mode fiber cables for low-cost projects to upgrade the performance of the system using existing equipment. The consultant will also create network-level diagrams for the existing and proposed traffic signal communication network, including splicing diagrams, IP address schemes, and termination schematics. This information will assist in the daily maintenance of the signal system and save time and money on the design of future signal projects, where this information would normally be gathered and developed on a project-by-project basis. Recommendations from this signal audit and study will be incorporated into future capital improvement plans in order to manage and improve the traffic signal system.
The cost for the work is $59,500, plus a $10,000 contingency for troubleshooting of the existing fiber optic cable to determine where there are any failures with the cables. The total not to exceed cost for the work is $69,500.
The Village did not issue a request for qualifications (RFQ) for this project. The work included in this study is highly specialized, requiring a consultant who is experienced not only in communication networks and equipment but also experienced in traffic signal hardware and software. Iteris is one of the few consultants in the region that has this combination of network and traffic signal experience. The Village has also worked with Iteris as a sub-consultant on several signal projects over the years (Lake Street, Madison Street, and Oak Park Avenue for example), and Iteris has the best understanding of the Village’s traffic signal system. This combination of specialty experience and knowledge of the Village’s signal system makes them the most qualified to perform these services.
Timing Considerations
Approval of this Agreement at this time will allow for the consultant to evaluate the signal communications system and develop recommendations that will be used to develop a future 5-year plan for maintaining and improving the existing traffic signal system.
Financial Impact
There is $536,138 available for this work in the FY2026 Budget in the Capital Improvement Fund, Public Work-Engineering, External Support account no. 3095.43780.101.530667.
Operations Impact
There is no operating impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution, which will allow staff to have an inventory of the existing signal communication system and recommendations for future improvements.
Advantages:
• This agreement will allow for the procurement of needed services.
Disadvantages:
• Using sole source procurement for these professional services does not allow for evaluating multiple engineering firms and reviewing their qualifications to determine which firm may be best qualified to perform the services, followed by negotiating a competitive proposal from the most qualified firm.
Alternatives
Alternative 1:
The Board can delay action to gain additional information.
Advantages:
• Board Members would be presented with the additional information they requested.
Disadvantages:
• The timing of the eventual Board action could impact the desired implementation schedule.
Alternative 2:
The Board can vote down the Resolution.
Advantages:
• There are no advantages to this action.
Disadvantages:
• Staff will not be able to procure services to evaluate the existing system and develop a 5-Year Capital Improvement Plan for the traffic signal communication system.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Bill McKenna, Assistant Public Works Director/Village Engineer
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Agreement
3. Proposal