AGENDA REPORT
Meeting Date: August 5, 2025
Item Number:
To: Honorable Mayor & City Council
From: Daren Grilley, Assistant Director of Public Works/City Engineer Robert Sahagun, Street Services Bureau Manager
Subject: APPROVAL OF A CHANGE PURCHASE ORDER TO SWARCO
MCCAIN, INC. IN THE AMOUNT OF $80,535.44 FOR A TOTAL
NOT-TO-EXCEED AMOUNT OF $155,535.44 FOR FISCAL YEAR
2025-26 FOR THE PURCHASE OF TRAFFIC SIGNAL SYSTEM
COMPONENTS
Attachments: None
RECOMMENDATION
Staff recommends that City Council waive the bidding requirement as it is in the best interest of the City and approve a Change Purchase Order in the amount of $80,535.44 to Swarco McCain, Inc. for the purchase of traffic signal system components, including retroreflective traffic signal backplates for enhanced visibility.
INTRODUCTION
The City of Beverly Hills Public Works Department is requesting City Council approval to increase the Fiscal Year 2025-26 purchase order with Swarco McCain, Inc., a key supplier of traffic signal infrastructure components. The increased funding will support the continued purchase and installation of retroreflective traffic signal backplates and other traffic signal hardware used in the maintenance and enhancement of the City’s traffic signal network.
DISCUSSION
Retroreflective traffic signal backplates significantly enhance signal visibility and overall traffic safety by providing a bright, contrasting border around signal heads. These features remain visible during low-light conditions, inclement weather, and power outages. Their use is aligned with national best practices and safety recommendations BEVERL
HILLS
Meeting Date: August 05, 2025
established by the Federal Highway Administration (FHWA) to improve signal conspicuity and reduce the risk of collisions.
The City of Beverly Hills has been integrating retroreflective backplates as part of its broader traffic signal improvement and maintenance program. The original FY 25-26 purchase order with Swarco McCain, Inc., in the amount of $75,000, supports the procurement of both hardware and software components necessary for the ongoing maintenance, repair, and operation of the City’s traffic signal network.
Staff is now requesting an increase of $80,535.44 to the existing purchase order to fund the purchase and installation of retroreflective backplates at all 98 signalized intersections Citywide. This effort underscores the City’s commitment to staying at the forefront of industry standards and advancing initiatives that enhance vehicular and pedestrian safety.
Swarco McCain, Inc. is a well-established and reputable manufacturer of traffic control products and has consistently provided the City with high-quality materials and dependable customer service necessary for the maintenance and ongoing enhancement of the City’s traffic signal infrastructure network. The majority of the City’s existing traffic signal equipment—including signal controllers, cabinets, detection systems, and backplates—is manufactured by Swarco McCain, Inc. To ensure full compatibility, interoperability, and efficient integration with the City’s existing infrastructure, it is essential that new components be sourced from the same manufacturer. Pursuant to Beverly Hills Municipal Code Section 3-3-112(D), which allows exceptions to competitive bidding when the equipment is a component of an existing system previously acquired by the City, and is necessary to repair, maintain, or improve the City's use of that system, staff recommends that the bidding requirements be waived. Doing so will preserve system uniformity, avoid technical conflicts, and reduce installation and maintenance costs.
FISCAL IMPACT
Funds are available for this project in the Traffic Signal System Upgrades Capital Improvement Project account (CIP No. 00210).
Shana Epstein,
Director of Public Works
Approved By