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: AUTHORIZE STAFF TO REJECT THE BID FOR AS NEEDED STREET LIGHTING AND TRAFFIC SIGNAL CRANE SERVICES RECOMMENDATION:
It is recommended that the City Council take the following actions:
Authorize the rejection of a bid from PTM Engineering for as-needed street lighting and traffic signal crane services for Invitation for Bid (IFB) No. 2025-20; and Authorize Staff to revise the IFB documents and rebid the project with an updated price sheet.
EXECUTIVE SUMMARY:
Approval of the recommended actions will result in rejecting one bid received from PTM Engineering for as needed street lighting and traffic signal crane services and authorizing re-bidding the services.
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 in the amount of $135,000 was budgeted for as needed street lighting and traffic signal crane services in the Adopted FY 2025-26 Operating Budget. A current purchase order in the amount of $69,580 was issued to Macadee Electrical for as needed crane services through December 16, 2025, as shown below:
Account Number
Encumbered Funds
Adopted FY 25-26 Budget
128-2563-52274-00000
$34,580
$65,000
138-2563-52274-00000
$25,000
$50,000
208-2563-52274-00000
$0
$10,000
Total
$69,580
$135,000
As such, there is sufficient funding to cover the cost of any emergency street lighting or traffic signal repair work that may arise during the time needed to rebid.
Funds for subsequent fiscal years of the agreement will be requested in the annual budget process.
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 May 5, 2025 and bids were due on June 5, 2025.
PREVIOUS RELATED ACTION:
On October 5, 2020, the City Council awarded an agreement to Macadee Electrical Construction to provide crane services in an amount not-to-exceed $110,000 annually.
DISCUSSION:
The Public Works Department, through its Traffic Operations division, operates, maintains, and replaces over 8,000 streetlight and traffic signal poles through the City.
On May 5, 2025, an Invitation for Bids (IFB) No. 2025-20 for As Needed Street Lighting and Traffic Signal Crane Services was sent to 437 pre-qualified firms in the crane, electrical, and industrial lighting services sectors through the City’s electronic bidding platform PlanetBids. One bid was received when the bidding period was closed on June 5, 2025. PTM Engineering was determined to meet the standards set forth in the IFB.
However, the total proposed costs for the initial three-year term, with optional extensions, were more than double the current contract rates. This significant increase exceeds available budget capacity and would require a reduction in service levels to remain within existing funding. Staff subsequently contacted PTM Engineering to negotiate and request revised pricing based on a one-year term, but the vendor did not provide a response.
Given the substantial cost increase and lack of response to negotiation efforts, Staff recommends rejecting the bid and rebidding the project. The new solicitation will be structured with an initial one-year term and optional annual renewals for up to four additional years, with price adjustments tied to the Consumer Price Index (CPI). This structure is expected to increase competitiveness and provide greater cost control and budget predictability over the contract term.
Prepared by:
Lindsay McElwain, Senior Management Analyst
Reject Bid for As Needed Crane Services