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CC - CONSENT ITEM: Approval of Blanket Purchase Orders with SWARCO McCain, Inc. (Not-to-Exceed $160,000/Year), NexTech Systems, Inc. (Not-to-Exceed $85,000/Year), Econolite Control Products, Inc. (Not-to-Exceed $250,000/Year), Iteris, Inc. (Not-to-Exceed $275,000/Year), Sharpline Solutions (Not-to-Exceed $100,000/Year), Zicla (Not-to-Exceed $150,000/Year), and IPS Group, Inc. (Not-to-Exceed $80,000/Year) for Maintenance, Repair, and Operations Supplies for Fiscal Years 2025-2026 through 2030-2031.
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Meeting Date: September 29, 2025
Contact Person/Dept.: Thomas Check/Public Works Department
Phone Number: (310) 253-5627
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Attachments: Yes [ ] No [X]
Public Notification: E-Mail: Meetings and Agendas - City Council (09/24/2025)
Department Approval: Yanni Demitri, Public Works Director/City Engineer, (08/25/2025)
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RECOMMENDATION
Staff recommends the City Council approve blanket purchase orders with the following vendors for maintenance, repair, and operations (MRO) supplies for Fiscal Years 2025-2026 through 2030-2031:
• SWARCO McCain, Inc. - not-to-exceed $160,000 per year
• NexTech Systems, Inc. - not-to-exceed $85,000 per year
• Econolite Control Products, Inc. - not-to-exceed $250,000 per year
• Iteris, Inc. - not-to-exceed $275,000 per year
• Sharpline Solutions - not-to-exceed $100,000 per year
• Zicla - not-to-exceed $150,000 per year
• IPS Group, Inc. - not-to-exceed $80,000 per year
BACKGROUND/DISCUSSION
The Public Works Department is responsible for maintaining and operating the City’s streets, sidewalks, traffic signals, parking meters, and other infrastructure to ensure safe and efficient movement for all modes of travel and users. These responsibilities include both routine maintenance and emergency response, such as replacing a traffic signal controller damaged in a crash or repairing potholes after heavy rain. Well-maintained infrastructure also helps reduce the City’s potential liability by minimizing risks.
Culver City Municipal Code (CCMC) § 3.07.050.B. and the associated Council-adopted Resolution #2018-R-025 provides the City Manager with the authority to approve purchases up to $50,000 cumulatively per vendor (including sales tax, shipping fees, and tariffs) per fiscal year. Purchases beyond that amount must be approved by City Council. This limit delays the City’s ability to respond quickly to urgent needs-for example, ordering replacement traffic signal equipment following a collision, or procuring specialized materials for a grant-funded project already under construction. Establishing blanket purchase orders with key vendors allows staff to efficiently procure supplies as needs arise while still staying within Council-approved budgets and following all applicable procurement rules. This approach streamlines operations, improves response time, and ensures that infrastructure projects and maintenance needs are not delayed.
Accordingly, staff recommends establishing blanket purchase orders with the following vendors. Typical items procured from each are provided below for reference.
• SWARCO McCain, Inc.: Traffic signal equipment (cabinets, indications, poles, backplates, mounting equipment, and controllers)
• NexTech Systems, Inc.: ADA-compliant pedestrian pushbutton systems, rectangular rapid-flashing beacons, street name signs
• Econolite Control Products, Inc.: Bicycle, transit, and vehicle detection systems for intersections
• Iteris, Inc.: Bicycle, transit, and vehicle detection systems for intersections
• Sharpline Solutions: Specialized pavement markings (e.g., green bike lanes, red bus lanes, curb extensions); flexible bollards and lane separators (e.g., for bike and transit projects)
• Zicla: Lane separators, modular bus platforms, and flexible bollards (e.g., for bike and transit projects)
• IPS Group, Inc.: Parking meters and related equipment
The recommended vendors are established suppliers for these categories. Further, most purchases from these vendors are exempt from competitive bidding under CCMC § 3.07.055. Specifically, CCMC § 3.07.055.A. exempts proprietary items of the original equipment manufacturers and/or their authorized exclusive distributors and CCMC § 3.07.055.B. exempts purchases of equipment when the equipment is a component for equipment or a system of equipment previously acquired by the City, and is necessary to repair, maintain or improve the City’s utilization of the equipment. For items that are not exempt, staff will continue to follow all applicable procurement procedures to ensure compliance with City policies.
These purchase orders are not only anticipated to yield operational efficiencies but are also anticipated to provide cost savings by allowing the City to purchase directly from manufacturers and vendors, avoiding typical City contractor markups of 10-20%. Vendors also frequently extend discounted pricing when selling direct to government agencies.
FISCAL ANALYSIS
Funding for the proposed blanket purchase orders will come from a combination of existing operating budgets and Capital Improvement Program (CIP) accounts, including accounts supported by external grants, in the Adopted Budget for Fiscal Year 2025-2026. Spending authority represents an annual maximum, but actual expenditures will vary depending on maintenance needs, available grant funding, and the number of capital projects in a given year.
All purchases will remain within City Council-approved budgets (including approved amendments) for Fiscal Year 2025-2026 and subsequent fiscal years. Approval of these blanket purchase orders does not increase the City’s overall budget; all purchases will remain within appropriations approved by the City Council.
ATTACHMENTS
None.
MOTIONS
That the City Council:
Approve blanket purchase orders with Swarco McCain, Inc. not-to-exceed $160,000 per year, NexTech Systems, Inc. not-to-exceed $85,000 per year, Econolite Control Products, Inc. not-to-exceed $250,000 per year, Iteris, Inc. not-to-exceed $275,000 per year, SharpLine Solutions, Inc. not-to-exceed $100,000 per year, Zicla not-to-exceed $150,000, and IPS Group Inc. not-to-exceed $80,000 per year for maintenance, repair, and operations supplies for fiscal years 2025-2026 through 2030-2031.