CITY OF POMONA
COUNCIL REPORT
November 17, 2025
To: Honorable Mayor and Members of the City Council
From: Anita D. Scott, City Manager
Submitted By: Meg McWade, Public Works Director
SUBJECT: AWARD OF PROFESSIONAL CONSULTANT SERVICES AGREEMENT TO ICC-IMS TO DEVELOP AN UPDATE TO THE CITY PAVEMENT MANAGEMENT PLAN PROGRAM RECOMMENDATION:
It is recommended that the City Council take the following actions:
Award a one-year agreement to ICC-IMS to develop a Pavement Management Plan Update to the City’s Pavement Management Program (PMP) for a not-to-exceed amount of $143,198; and Authorize the City Manager to execute the agreement with ICC-IMS, and any extensions or amendments thereto, subject to review by the City Attorney.
EXECUTIVE SUMMARY:
Staff recommends awarding a one-year agreement to ICC-IMS to develop a three-year Pavement Management Plan Update to the City’s Pavement Management Plan (PMP). The PMP update is critical to assess current pavement conditions and to guide future maintenance and rehabilitation strategies. Given fiscal constraints and a significant funding gap between current investment levels and those needed to maintain or improve pavement conditions, this update will help the City prioritize street infrastructure projects.
SB1439/GOVERNMENT CODE §84308 APPLICABILITY:
☒ When this box is checked, it indicates the agenda item is subject to the Levine Act SB1439 requirements. Councilmembers are reminded to check their campaign contributions and determine whether they have received a campaign contribution of $500 or more that would require disclosure and/or recusal from discussing or acting on this agenda item. Campaign contributions of $500 or more made 1) by any person or entity who is identified in the agenda report as the applicant or proposer or 2) on behalf of the applicant or participant, including a parent, subsidiary or otherwise related business entity, or 3) by any person who has a financial interest in the agenda item requires a councilmember to comply with SB1439.
FISCAL IMPACT:
Funding is available for the PMP in the Adopted FY 2025-26 Operating Budget under account 128-2532-52274-00000 in the amount of $180,000.
PUBLIC NOTICING REQUIREMENTS:
In accordance with Section 2-993.1(4)a of the City’s Purchasing Ordinance, a public notice inviting bids was posted on the City’s electronic bidding platform, PlanetBids, on July 28, 2025 and bids were due on August 25, 2025.
PREVIOUS RELATED ACTION:
On July 1, 2019, City Council awarded a one-year contract to Bucknam Infrastructure Group, Inc. for Pavement Management Survey services to update the City’s PMP. On April 6, 2020, the City Council received and filed the PMP presentation.
On July 18, 2022, the City Council awarded a one-year contract to Bucknam Infrastructure Group, Inc. for Pavement Management Survey services to update the City’s PMP.
On May 15, 2023, the City Council received and filed the PMP presentation.
DISCUSSION:
Approval of this agreement (Attachment No. 1) will authorize ICC-IMS to develop a three-year Pavement Management Plan Update to the City’s PMP. The PMP is a critical asset management tool that assesses current pavement conditions, forecasts future needs, and supports cost-effective maintenance strategies.
ICC-IMS will provide the City with a comprehensive report and documentation to be submitted to the Los Angeles County Metropolitan Transportation Authority (METRO) for required compliance. In addition, ICC-IMS will generate reports and provide pavement management software support and updates.
Procurement Process
On July 28, 2025, Request for Proposals (RFP) No. 2025-22 Pavement Management Program was issued on the City’s electronic bidding platform, PlanetBids. The solicitation notified 953 potential vendors, 48 of whom downloaded the RFP, resulting in three (3) proposals received by the August 25, 2025 deadline. All proposals met minimum qualifications and were evaluated by qualified subject matter experts. ICC-IMS was determined to be the most qualified, responsive, and responsible bidder.
Combined Scores
Pavement Management Program
RFP No: 2025-22
Rank
Firm
RFP & Cost Evaluation Score
1 ICC-IMS
191
2 Tiger Eye Engineering, LLC
187
3 Bucknam Infrastructure Group, Inc.
159
The scope of work includes assessment of arterial, collector, and local streets, as well as alleys; network segmentation and PCI updates; maintenance and rehabilitation strategy recommendations; forecasted maintenance planning; and pavement software support. The completed update will be submitted to Metro and other agencies to maintain eligibility for Proposition C and Surface Transportation Program (STP) funding. Notably, Proposition C requires PMP updates every three years, while STP requires updates every two years. The consultant is expected to complete the report by June 2026.
Strategic Outlook for Pavement Management
Maintaining a safe and reliable street infrastructure is one of the City’s core responsibilities. Streets in disrepair impact all users, including residents, businesses, school buses, emergency vehicles, and active transportation users. The City’s ability to fund necessary maintenance and rehabilitation is increasingly constrained due to broader fiscal pressures on the General Fund. Rising costs, structural budget deficits, and other competing priorities have limited available discretionary funds, affecting the ability to keep pace with pavement deterioration.
To help guide street infrastructure investment decisions, the 2022 PMP identified three scenarios:
Historical Underinvestment – Information from 2022 PMP
Even prior to the current structural budget constraints, the City’s annual investment in street maintenance was insufficient to maintain pavement conditions. At the time of the last PMP Update in 2022, the City’s average PCI stood at a weighted average of 68.1, placing it in the fair category.
This historical funding gap has resulted in a backlog of deferred maintenance and increased long-term costs. As a result, the network has continued to degrade, with more roadway segments requiring full reconstruction.
Maintaining PCI – Information from 2022 PMP
Maintaining the current PCI level of 68.1 requires a sustained investment in routine and preventive maintenance to slow further pavement deterioration. According to the 2022 PMP update, the City would need to allocate approximately $15.2 million annually to maintain the existing network condition.
Current funding levels remain below this threshold, placing the City at risk of continued pavement degradation. Without this level of investment, roadway segments currently in fair condition will likely decline into poor or failed conditions, increasing the need for costly rehabilitation and reconstruction in the future.
Improving PCI – Information from 2022 PMP
Raising the average condition to 72.1 would require a further increase in annual investment. The 2022 PMP update estimates that approximately $18.2 million per year, over the next five years, would be necessary to rehabilitate and upgrade roadways. This level of investment would reduce the backlog of deferred maintenance, extend pavement lifespan, and enhance public safety and mobility.
Current Funding Limitations
Based on the 2022 PMP update, the City’s then-current weighted average Pavement Condition Index (PCI) was 68.1, indicating an overall fair pavement condition across the street network. Per the 2022 PMP to maintain the PCI at that level, the City needed to invest approximately $15.2 million annually. To improve the network and raise the PCI to an average of 72.1, an estimated $18.2 million per year would be required. In contrast, current annual funding for pavement maintenance is approximately $8 million, which is significantly below both the maintenance and improvement thresholds. This funding gap continues to grow as pavement conditions deteriorate and the cost of deferred maintenance escalates.
Due to ongoing General Fund constraints, the City’s pavement maintenance efforts increasingly rely on restricted revenue sources such as Gas Tax, Measure R, and Measure M. However, these restricted funds alone are insufficient to maintain the current PCI. Without increased overall funding, the pavement network will continue to deteriorate, resulting in more streets requiring costly full reconstruction and negatively impacting public safety and mobility.
Prepared by:
Lindsay McElwain, Senior Management Analyst
ATTACHMENTS:
Attachment No. 1 – Professional Services Contract with ICC-IMS Attachment No. 2 – Slide Deck
Award of Professional Consulting Services Agreement for PMP