CITY OF POMONA
COUNCIL REPORT
May 18, 2026
To: Honorable Mayor and Members of the City Council
From: Anita D. Scott, City Manager
Submitted By: Meg McWade, Public Works Director
SUBJECT: APPROVE AN INCREASE TO THE NOT-TO-EXCEED AMOUNT WITH SWARCO MCCAIN, INC. FOR THE PURCHASE OF TRAFFIC SIGNAL MATERIALS, SUPPLIES, AND EQUIPMENT FOR FISCAL YEAR 2025-26 RECOMMENDATION:
It is recommended that the City Council approve an increase to the not-to-exceed amount with SWARCO McCain, Inc., from $125,000 annually to $150,000 annually for FY 2025/26, for the purchase of traffic signal materials, supplies, and equipment.
EXECUTIVE SUMMARY:
Approval of the recommended action will increase the annual not-to-exceed amount with SWARCO McCain, Inc. from $125,000 to $150,000 for FY 2025/26 to support the purchase of as-needed traffic signal equipment. A portion of the existing contract capacity was utilized earlier in the fiscal year for a CIP purchase, reducing the remaining balance authorized for ongoing operational purchases.
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:
The existing agreement with SWARCO McCain, Inc. provides for a not-to-exceed amount of $125,000.00 per year over an initial three-year term, with two optional one-year extensions. The Adopted Fiscal Year 2025/26 Operations Budget included sufficient funds to allow for traffic signal equipment purchases within the year; however, a CIP purchase of approximately $40,000.00 reduced the authorized purchase amount available for operations. Due to the CIP purchase, a necessary operational purchase of traffic signal parts for $36,801 would exceed the current spend authorization. Approval of the recommended action would result in a total not-to-exceed amount of $150,000.00 for FY 2025/26 based on remaining anticipated operational expenditures. Sufficient funds are available in the Amended FY 2025/26 Operations Budget as outlined in the table below:
Worktags
FY 25/26 Amended Operations Budget
FY 25/26
Available Balance
Fund: FD128 Measure R
Cost Center: CC2563 Traffic Signal & Street Light Maintenance Spend Category: Traffic Signal Controls and Cabinets
$42,900.00
$36,805.00
PREVIOUS RELATED ACTION:
On September 20, 2021, City Council granted the City Manager authority to execute an agreement with SWARCO McCain, Inc. for an initial three-year term, with an option to extend the agreement for up to two additional one-year terms to provide as needed traffic signal materials and supplies.
DISCUSSION:
The City has approximately 190 traffic signals. All traffic signals have cabinets and controllers that are manufactured by SWARCO McCain, Inc., and it is the recommended manufacturer in the City’s design guidelines. SWARCO McCain, Inc. has been the primary provider of traffic signal controllers for the City’s Signal and Street Light Maintenance Program. The City purchases individual various parts from controllers to complete cabinet (with all electrical components).
The existing agreement with SWARCO McCain, Inc. includes an annual not-to-exceed amount of $125,000 for these operational purchases. During FY 2025/26, a portion of the authorized capacity was utilized to support both operational and capital-related needs under the same agreement. As a result, the remaining available balance is insufficient to fully support anticipated operational requirements for the remainder of the fiscal year.
To ensure continuity of the City’s traffic signal infrastructure repair needs, Staff is requesting an increase to the annual not-to-exceed amount from $125,000 to $150,000 for Fiscal Year 2025/26.
Prepared by:
Lindsay McElwain,
Senior Management Analyst
Approve an Increase to the Not-to-Exceed Amount with SWARCO McCain, Inc. to Purchase Traffic Signal Materials, Supplies, and Equipment