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Home My WebLink AboutAddendum - 3AMENDMENT NO. 3 TO AGREEMENT FOR CAG-20-340 THIS AMENDMENT, dated for reference purposes only as _________________, _____, is by and between the City of Renton (the “City”), a Washington municipal corporation, and Western Systems, Inc.(“Consultant”), a Washington Corporation. The City and the Consultant are referred to collectively in this Amendment as the “Parties.” Once fully executed by the Parties, this Amendment is effective as of the last date signed by both parties. Whereas, the City engaged the services of the Consultant under Agreement CAG-20-340, dated October 7, 2020, to provide necessary services for the additional SCOOT licenses and services (referred to herein as the “Agreement”); Whereas, the Parties wish to amend the Agreement to change the scope of work, and change the compensation] in order to implement SCOOT adaptive signal control for additional intersections. NOW THEREFORE, It is mutually agreed upon that CAG-20-340 is amended as follows: 1. Scope of Work: Section 1, Scope of Work, is amended to add work as specified in Exhibit A-3, which is attached and incorporated herein. 2.Time of Performance:Section 3, Time of Performance, is amended pursuant to the schedule(s) set forth in Exhibit A-3. All Work shall be performed by no later than December 31, 2027. 3. Compensation: Section 4, Compensation, is amended so that the maximum amount of compensation payable to Consultant is increased by $123,516.01 from $ 130,550.93 to $254,066.94, including any applicable state and local sales taxes. The additional compensation shall be paid based upon Work actuallyperformed according to the rate(s) or amounts specified in Exhibit B-3 of the Agreement. 4.All terms of the Agreement not explicitly modified herein shall remain in full force and effect and such terms shall apply to Work performed according to this Amendment as if fully set forth herein. IN WITNESS WHEREOF, the Parties have voluntarily entered into this Amendment as of the date last signed by the Parties below. CITY OF RENTON CONSULTANT CAG-20-340, Adden #3-25 March 19 2025 PAGE 2 OF 2 By:_____________________________ By:____________________________ Armondo Pavone Mayor Kai Antrim Sales Manager _____________________________ Date _____________________________ Date Attest _____________________________ Jason A. Seth City Clerk Approved as to Legal Form By: __________________________ Shane Moloney City Attorney Contract Template Updated 06/17/2021 ĐůďϭͲϯϬͲϮϱ;ϭϯϮϭͿ ________________ Antrim 2/19/2025 Approved by Cheryl Beyer via email 1/30/2025 3/19/2025 EXHIBIT A Project description The City of Renton requires an expansion of the existing SCOOT system. The Project shall be identified as the SCOOT Expansion – Grady Way. Draft Assumed Schedule The draft schedule assumes contract agreement as identified in the fee section and a signed NTP from the City of Renton not later than 31-December-2024. Project work will begin January-2025 with the target objective of completing the project in 2025ͲϮϬϮϲ if practicable. Project Understanding, Approach, and Close Out The current paradigm of Covid 19may necessitate remote VPN connection. Programming, engineering, and observations that cannot be completed remotely will be done at the Renton Traffic Management Center. The Project Tasks will include: 1.Project Management Support 2.Detection and Detector Zone Layout 3.Concept of Operation Coordination 4.SCOOT Communication System (SCS) Configuration 5.Node Architecture and UTC/SCOOT Database 6.Preliminary System Operation & System Diagnostics 7.Calibration and Validation of SCOOT Model 8.Fine Tuning 9.Schedules, CASTS, and Region Settings 10.System Inspection Support 11.30-Day System Monitoring 12.Project Close Out Project Management Reporting Reporting will be a streamlined consistent with the goals of progress reporting and flagging issues needing attention. Telephone coordinationmeetings will be made regularly,with monthly reporting through to the project Close Out report at completion. If an issue arises that is considered to be problematic, the Consultant will contact the Western Systems Project Manager consistent with the degree of the problem. Introduction The proposal that follows has been prepared at the request of The City of Renton. The following key terms, or abbreviations included in this proposal: o Scope of Work – SOW o Systems Engineering – SE o Construction Management – CM o Concept of Operations – Con Ops o Graphical User Interface – GUI or “maps” o YUNEX (formerly SIEMENS) Urban TrafficControl–UTC o Notice to Proceed – NTP o Transit Signal Priority – TSP o Virtual Private Network – VPN o Commands Actioned and Stored Together – CAST o Request for Proposal of this project - RFP Project Tasks The SCOOT Expansion is divided among the following tasks, with the fee breakout as shown in the Project Fee section. Task 1 Project Management Support The Consultant will provide support for the Western Systems, Inc. Project Manager throughout the duration of the project. This will include providing any project schedule updates via regular telephone/email/web-conferencing coordination throughout theproject,monthly progress reports and other documents identified in this SOW and attend project meetings with the City of Renton by teleconference. The Consultant will contact the Western Systems, Inc. Project manager, by phone or email in the event of issues arising during the project that may require more immediate attention than the weekly reports. Deliverables(PDFformat): x Updates via teleconference or email throughout the project. x Minutes of the key meetings attended with City of Renton staff. x Project Schedule and updates. Task 2 Concept of Operations Coordination The Consultant will set up a brief teleconference to include the City of Renton and the Western Systems Project Manager to discuss the Concept of Operations. The Con Ops will help to guide the objectives for coordination and determining traffic management decisions for programming SCOOT. Deliverables(PDFformat): x Agenda for meeting(s). x Minutes of the key points of the meeting. Task 3 Detection Zone Layout This task will include providing support to detection designer(s), field Technician and/or the detection Contractor to assist in intersection detection zone placement and configuration for the project. The Consultant will support the design task for detection & detection zones either in advance and/or at the time of the project. Task 4 SCS Configuration The existing SCS for the City of Renton is configured for 32 ports and the City of Renton has SCOOT license providing up to 30 intersections, with 22 of these currently active. The Consultant will program the SCOOT Communication Server for the intersections within the project, however cumulative projects may require SCS reconfiguration, and this task may require support from Western Systems, Inc./YUNEX. If an adder SCOOT License is needed, the Consultant will inform Western Systems, Inc. as soon as possible. Task 5 Node Architecture and UTC/SCOOT Database VPN access for the consultant may be required for this task. Existing TACTICS timing, phasing and other parameters will be acquired for the SCOOT operational programming in the UTCand SCOOT databases. TACTICS phase bank 4 and the TACTICS SCOOT module will be configured for the intersections in the project. The node architecture will be configured with consideration for future expansion. Deliverables: x Data will be loaded into the UTC/SCOOT and TACTICS databases on site and remotely using VPN access as much as possible. x Spreadsheet of UTC and SCOOT traffic model parameters for preliminary programming will be provided in pdf format to COR. x Node Architecture Schematic will be provided in pdf format to COR. Task 6 Preliminary System Operation & System Diagnostics Each of the intersections will be brought online with SCOOT operation for diagnostics. The purpose of this task is to conduct basic detection, communicationand systems diagnostics, and where issues exist, coordinate for support with City of Renton crew as necessary. Task Assumptions: x The City of Renton crew available for on-call, site support. Task 7 Calibration and Validation of SCOOT Model Following the diagnostics task and associated revisions, the field calibration activities will begin. In this task, adjustments aremade at individual intersectionsbased upon field observations so that the model more reasonably reflects the real-world conditions. These observations are made during the AM, midday and PM peak periods. After observing that the SCOOT model outcomes are reasonable and consistent with the observed traffic conditions, the model will be considered Validated at the intersection level. Deliverables(PDFformat): x The Consultant will revise the UTC and SCOOT databases as needed and provide any updates. Task Assumptions: x The City of Renton crew is available via on-call, site support. • All existing signal phasing should be kept and not to reduce from this project to implement SCOOT. Task 8 Fine Tuning After the SCOOT traffic model has been Validated on an intersection basis, the fine-tuning task will be undertaken. In this task, groups of SCOOT intersections are broughtonline together for observationsof platoon progression, congestion and other issues, with programming adjustments made to the system parameters as needed. Particular attention is given to adjustments in the program that provide for improved progression via optimal bandwidth, offsets, congestion settings and other parameters. The goals for this are based upon the Con Ops and traffic engineering judgement. Deliverables: x The Consultant will revise the UTC and SCOOT databases and provide updates as needed. Task 9 Schedules, CASTS, and Region Settings The Consultant will create Schedules (Timetables) to implement various timing, stage (phasing) and traffic engineering strategies, CASTS for the SCOOT program to implement these strategies, and Region coding for the groups of signals as defined in the Con Ops and traffic observations. Deliverables: x Schedule (Timetable) in SCOOT database for Saturday, Sunday, and weekdays. x CASTS in the SCOOT database to provide trafficoperations. x UTC and SCOOT updates in database for the regions within the system. Task 10 System Inspection Support This task will be scheduled by the Consultant and will be completed by the City of Renton. The Consultant will support the City of Renton in any activities that are needed to accept the system as having satisfied the operational commitments of the Contract. The Consultant will make any SCOOT programming changes specifically identified (i.e., “…change offsets for five seconds earlier.”) by the City of Renton Inspection punch list within 30 calendar days, after which period, the Consultant Tasks 1-10 for the Rainier Corridor SCOOT expansion project shall be closed. The City of Renton will waive their opportunity for inspection punch list corrections if they do not identify SCOOT programming that is not satisfactory and/or requiring corrections within seven calendar days of the inspection date. Note that any changes made as part of this task will not be reprogrammed after the specific change has been made. Task 11 30-Day System Monitoring Each of the intersections within the project will be placed into automatic, scheduled operation and the for a 30-day burn-in period. The SCOOT system log will be used to determine any programming changes (i.e., bug fixes) that may be needed, and Diagnostics, if necessary, will be completed with associated changes made as are necessary from the findings. This task may entail the support of others if an issue is related to communication, detection, or other non-SCOOT issue. Deliverables: x Final revised UTC/SCOOT spreadsheet as needed. Assumptions: x Support from others may be necessary depending upon correction that is needed. Task 12 Project Close Out The Consultant will compile a report memo to document the project. This report memo will include observations of the system performance, recommendations for future detection changes and potential programming variables that could be explored for improving operations. Deliverables(PDFformat): x Project report memo. x Final schematic of the Node Architecture. x Final Spreadsheet of UTC settings in Excel and PDF format. x Final Spreadsheet of SCOOT model ﬁeld parameters in Excel and PDF format. Deliverables (SCOOT): • SCOOT Intersection Maps. • Updated SCOOT Area Maps. • Citywide Map. Project Schedule The project schedule goals will be provided after the Agreement has been signedand NTP from the City of Renton Optional Tasks The “Quote 2” adder (SW Grady Way & Powell Ave SW) includes all the task items described for the project in the SOW General Assumptions: x NTP will be considered in affect after notiﬁcation from the City of Renton. x Support documentation for SCOOT/SEPAC software upgrades as well as remote support and/or training for such upgrade revisions shall be provided to the Consultant if requested and without cost to cost to the Consultant. x Consultant remote/VPN access will be provided (if practicable) at the time of Notice to Proceed (NTP) or shortly thereafter. x Training is NOT part of the project unless modiﬁed by SOW Amendment. x Contractor, or agency crew are available throughout the project for on-site support if requested. x All work may be conducted during normal weekdays, from 6 AM to 6 PM and on weekends as agreed upon by City of Renton staff. x Controller, cabinet upgrades and/or replacements, detection and communications infrastructure necessary for deployment, are in place by others in a timely manner consistent with the schedule. x Uniformed Police Officer traffic control and/or ﬂaggers are not required for the work or will be provided by others. x Transit/Bus Priority is not included in the project. x None of the intersections require more than the eight stages available in SCOOT. x Software bug issues will be resolved by YUNEX. x Software license and software installations provided by Western Systems, Inc. or YUNEX. x Graphical User Interface for the project provided by Western Systems, Inc. Rev # 1 Flora Lee Phone: (425) 430-7303 Contact: Phone: Fax: Email: Qty 1 1 1 1 1 Subtotal Shipping Tax 10.30% Grand Total 9750010050 9750010040 9750010065 0000000000 $33,600.00 $16,730.00 $16,730.00 $18,671.88 CONSULTING SERVICES / SCOOT PROJECT MANAGEMENT Grady Way Intersections 1. Project Management Support 2. Detection Layout 3. Concept of Operation Coordination 4. SCS Configuration 5. Node Architecture and UTC/SCOOT Database CONSULTING SERVICES / SCOOT FIELD TUNING & VALIDATION 1. Preliminary System Operation & System Diagnostics 2. Calibration and Validation of SCOOT Model 3. Fine Tuning 4. Schedules, CASTS, and Region Settings CONSULTING SERVICES / SYSTEM VERIFICATION 1. System Inspection Support 2. 30-Day System Monitoring 3. Project Close Out Grady Way Adder (City of Renton Intersection- Non Amazon) All Tasks Above if Completed Simultaneously $33,600.00 $16,730.00 $16,730.00 $18,671.88 See General Conditions below for exceptions and changes to freight and lead time policies $111,981.88 Prepared For:To place an order: *This order is subject to the terms & conditions Date 09/25/24 1122 Industry Street, Bldg. B, Everett, WA 98203 Phone: (425) 438-1133 | Fax: (425) 438-1585 Quote # Q-17451 Address: City/State: Net 30 $26,250.00 3555 Northeast 2nd Street Renton, WA 98056 Description $0.00 $11,534.13 $123,516.01 Freight Terms:FOB DESTINATION Material Lead Time: Kai Antrim kantrim@westernsystems-inc.com Ext. Price $26,250.00SOFTWARE SCOOT ADAPTIVE; UTC LICENSES (QTY 10) Terms: Quotation Contact: Company: Email: Project Agency: City of Renton, WAGrady Way SCOOT +1 4255309017 (425) 438-1585 City of Renton, WA flee@rentonwa.gov Part # 4740050425 Unit Price 1 of 2 Exhibit B-3 TERMS AND CONDITIONS Delivery: Material lead time date is based after the release of the order. During the Covid-19 outbreak, Western Systems lead time dates will be estimates based on our best information available. Clarification on Shipping During Covid-19; FOB Destination and FOB Destination, Prepay & Add terms as quoted imply that the customer will be available to receive material deliveries. Any repeated delivery attempts, trucking reroutes, en route cancellations or product factory returns which incur additional shipping costs shall be billed to the customer will be passed onto the purchaser. Deferment or Cancellation Policy: Order deferment or cancellation once materials have been released will be subject to cancellation and/or restocking fees. Purchase Order: All purchases require a formal purchase order. Emails or verbal communication does not constitute an acceptable purchase order. Taxes/Fees: Unless current resale certificate is on file with Western Systems, purchaser shall be responsible for all, tariffs, duties or sales or use taxes in addition to the quoted prices herein. Any tax listed is an estimate only. Payment Terms: Payment terms are based on approval of credit. If credit is approved, terms are Net 30 days. Western Systems imposes a surcharge of 2% on the transaction amounts when paying with a Visa or MasterCard. We are unable to accept other credit cards for payment options. All prices are quotes in USD funds. Non-Payment Penalties: If payment has not been received within terms, the purchaser will be considered in default. Western Systems will be entitled, without prejudice to our other rights, without serving notice of default, to charge the purchaser for all costs incurred such as administration, storage, legal advice etc. The unpaid portion of any amount due to Western Systems will bear interest at the rate of 1.5% per month simple interest. Western Systems reserves the right to hold goods until customer balances their account. Western Systems will not be subject to any project retainage of any kind. Material purchases are due and payable upon receipt. Unpaid balances will be subject to Non-Payment Penalties. Collections: Upon Buyer default of these terms, Western Systems may, in addition to any other rights or remedies at contract or law, declare the entire balance of Buyer’s account immediately due and payable. If unpaid balance is referred for collections, Buyer agrees to pay Western Systems, to the extent permitted by law, reasonable attorney fees in addition to all damages otherwise available, plus any court costs or expenses incurred by Western Systems, plus any finance charges accrued on any unpaid balance owed by Purchaser. All information contained within this quote is valid for 30 days from the date of the quotation. Thereafter, all prices and applicable charges are subject to change. The acceptance of this quotation implies the acceptance of the following terms and conditions which cannot be varied or waived except by express written authorization by a Western Systems representative. These terms govern the sale of goods and services supplied by Western Systems. Differing terms from Buyer in any purchase order or written communication shall not be binding on Western Systems." GENERAL CONDITIONS OF SALE Force Majeure: Western Systems, Inc. shall in no event be responsible for delays in performance due to actions beyond its reasonable control including without limitation acts of God, strikes, labor shortage or disturbance, fire, accident, war, civil disturbance, or carrier delays. Western Systems, Inc. accepts no liability for errors or omissions or the accuracy or the completeness of this quotation. It has been prepared to the best of our knowledge per plans, specifications, documentation, and communications provided but we do not guarantee these to be accurate or of the latest revision. Determination of accuracy of this quotation and final quantities are the sole responsibility of recipient. Western Systems, Inc. shall in no event be liable for any special, consequential, incidental, or liquidated damages (including without limitation damages for loss of use of facilities or equipment, loss of revenue, loss of profits or loss of goodwill), regardless of whether seller (a) has been informed of the possibility of such damages or (b) is negligent. Documentation: Any operational documentation supplied as a part of this quotation remains the property of Western Systems and may not be copied, reproduced, transmitted, or communicated to 3rd parties without the express written consent of Western Systems. On-Site Services: On-site services such as signal or video system turn-on support shall be scheduled three weeks in advance. If services need to be cancelled or postponed, any non-reimbursable travel expenses will be billed to purchaser. This quotation does not provide nor imply any on-site support services unless mentioned specifically herein. If on-site support services are required, and not included as part of this proposed scope of work, please contact Western Systems for a revised quotation. Warranty: Standard one-year warranty on material goods manufactured or supplied by Western Systems from the date of manufacturers factory shipment, unless superseded by an additional manufacturer’s warranty, provided such goods are maintained and operated in accordance with manufacturers standard method of operation. For additional information on Western Systems warranty, please send an email to info@westernsystems-inc.com. Return and Restocking Policy: Western Systems will be the sole source in determining whether any item is eligible for return. To be eligible the item(s) must be standard product models, new and unused, in the original packaging, and invoiced within the last 90 days. Restocking fees are applied to all returns and can vary between 20-50% based on annual sales activity. In no case will Western Systems be obligated to take returns for materials, including items that are obsolete, custom orders, or past the 90-day invoice period. Delivery Inspection: All materials deliveries must be inspected upon receipt from freight carrier. Any freight damages must be reported to the carrier at the time of receipt of goods. Any materials shortages or inaccuracies in shipment must be reported to Western Systems within ten days receipt of goods. Thereafter, any discrepancies will be considered incidental and the responsibility of the receiver. 2 of 2