Agenda Item Wording:
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Authorization to Award Traffic Data Collection Services Contract - Authorize the City Manager to award the contract to AimTD LLC to perform traffic data collection services in an amount not to exceed $55,000 annually, with the option to renew for up to four (4) one-year periods.
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Prepared by:
Leslie Blair, Senior Civil Engineer, Leslie.Blair@visalia.city, 713-4633
Dolores Verduzco, Financial Analyst, Dolores.Verduzco@visalia.city, 713-4540
Chris Crawford, City Engineer, Chris.Crawford@visalia.city, 713-4331
Jason Huckleberry, Engineering and Building Department Director, Jason.Huckleberry@visalia.city, 713-4495
Department Recommendation: Staff recommends that the City Council authorize the City Manager to award the contract for RFP 23-24-24, Traffic Data Collection Services, to AimTD LLC of Anaheim in an amount not to exceed $55,000 annually, with the option to renew for up to four (4) one-year periods.
Summary:
City staff issued RFP 23-24-24 to secure a vendor to outsource a majority of its traffic data collection for its arterial, collector, and local streets system. The contract is for one fiscal year, and shall at the City’s option and upon mutually agreeable terms, be renewable annually thereafter for four (4) consecutive one-year periods.
Background Discussion:
The City of Visalia maintains approximately 531 miles of streets within its jurisdictional limits. The following is a breakdown by centerline street miles for each street type: 95-centerline miles of arterial, 71-centerline miles of collector, and 365-centerline miles of local streets.
For the past ten years, the City has renewed an annual contract to outsource a majority of its traffic data collection on its arterial, collector and local streets system as the need exceeded City staff’s ability to obtain it in-house in a timely manner. The prior 5-year contract ended January 27, 2024. The traffic data collected has been vital to the City in ensuring appropriate traffic control as this data is essential in the performance of the Traffic Monitoring System and routine engineering studies, and helpful in providing information for economic development and traffic signal coordination. Also, this information is required by the State of California in order to provide data for the Highway Performance Monitoring System (HPMS) as administered through TCAG. HPMS takes into account the information supplied and uses it to determine the equitable distribution of State and Federal funds.
As the City continues to grow, an increasing number of vehicles, bikes, and pedestrians travel through our intersections. In order to keep up with demand and current regulations the City needs to outsource a majority of its traffic data collection services to assist staff with the increasing traffic monitoring, routine analysis of various intersections for warrants to change traffic control, an ever increasing volume of citizen’s requests for traffic calming measures, installation of crosswalks, adjustment of traffic speed zones, etc The City of Visalia needs to collect traffic volume directional counts for 300 segments of roads, to collect vehicle classification counts for 97 segments of roads, and to monitor and collect intersection turning movement counts for 130 intersections. Frequently, the City of Visalia may have need for additional traffic data collection services such as both directional volume counts and speed data. The vendor will be used on an on-call basis for these special request counts and services at the contract price.
The road segments and intersections to be counted will be rotated on a yearly basis with half of the traffic volume directional counts for the 300 roadway segments being collected every other year, with half of the vehicle classification counts for the 97 roadway segments being collected every other year, with 50 of the 130 intersection turning movement counts being collected yearly, and the remaining 80 intersection turning movement counts split over two years. This contract is for one fiscal year, and shall, at the City's option and upon mutually agreeable terms, be renewable annually thereafter for four (4) consecutive one-year periods.
Bidding Process:
The City received proposals from two (2) firms in response to the RFP. A three-person selection committee was established to review, rate and rank the proposals. Following is a list of the rankings:
|
No. |
Vendor |
Location |
|
1 |
AimTD, LLC |
Anaheim, CA |
|
2 |
Quality Traffic Data |
North Hollywood, CA |
Staff reviewed the proposals, checked references, and evaluated the vendors based on merit of proposal, knowledge and expertise of personnel/firm, understanding of project, timeline schedule, and record of past performance. AimTD was selected because overall they displayed a good understanding of the project, the firm is staffed with knowledgeable personnel, and they presented a schedule that was consistent with the city’s timeframe for delivering a quality product. Their provided fee proposal was consistent with the project budget.
If the project is awarded by the City Council, the firm will begin work after execution of the agreement.
Fiscal Impact:
The total project budget is funded by Gas Tax Fund (111) in the amount of $60,000. Below is a budget summary identifying estimated expenditures for the project.
There are sufficient funds budgeted for this project therefore additional appropriations are not needed at this time. Any unexpended funds will be unencumbered and placed back to the originating fund.
Prior Council Action: None
Other: None
Alternatives: None
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to award the contract for RFP 23-24-24 to AimTD LLC of Anaheim in an amount not to exceed $55,000 annually, with the option to renew for up to four (4) one-year periods.
Environmental Assessment Status: Not required.
CEQA Review: None required.
Deadline for Action: 8/18/2025
Attachments: 1) Fee Proposal AimTD LLC; 2) Ownership Disclosure Form; 3) Draft Contract