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CC - CONSENT ITEM: (1) Ratification of General Fund Expenditures to Southern Computer Warehouse (SCW) for Culver City IT Department Hardware in an Amount Not-to-Exceed $5,544.08; (2) Authorization to Renew the City's Existing Software Agreement with Adobe Inc. Utilizing SCW or an Approved Reseller for Cloud-Based Creative and Document Productivity Software in an Amount Not-to-Exceed $55,544.08 through June 30, 2026; and (3) Authorization to the City Manager to Approve Amendment(s) to the Agreement in an Additional Amount Not-to-Exceed 10% of the Total Amount of the Agreement for Unanticipated Costs.
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Meeting Date: June 9, 2025
Contact Person/Dept: Johnnie Griffing / IT Department
Phone Number: (310) 253-5976
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (06/05/2025)
Department Approval: J.R. Wright, Chief Information Officer (05/19/2025)
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RECOMMENDATION
Staff recommends the City Council (1) ratify General Fund expenditures to SCW for Culver City IT Department hardware in an amount not-to-exceed $5,544.08; (2) approve the renewal of the City’s cloud-based software with Adobe Inc. in an amount not-to-exceed $55,544.08 through June 30, 2026; and (3) authorize the City Manager to approve amendment(s) to the agreement in an additional amount not-to-exceed 10% of the total amount of the agreement for unanticipated costs.
BACKGROUND
For over a decade, the City has relied on SCW to provide software and hardware that support business operations across multiple departments., Since 2018, SCW has also served as the City’s vendor for Adobe products by facilitating Culver City’s participation in the Adobe Value Incentive Plan (VIP), which offers cost savings and enhanced flexibility in deploying and managing Adobe products.
DISCUSSION
The subscription includes products such as Creative Cloud, Photoshop, and Acrobat that are widely used by City staff to support:
• Public communication materials
• Branding and graphic design
• Creation and manipulation of PDF documents
• Digital publishing for websites and community outreach
• Visual elements for council reports, maps, and presentations
The subscription enables staff to collaborate more efficiently across departments, ensures access to industry-leading design tools, and supports compliance with accessibility and formatting standards for public-facing content.
In the current fiscal year, the subscription and hardware purchases exceeded the City Manager’s annual purchasing authority of $50,000 per single vendor annually. Staff recommends City Council ratify purchases in the amount of $5,544.08 with SCW. Staff also recommends City Council approve a renewal of the Adobe subscription for an amount not-to-exceed $55,544.08 for Fiscal Year 2025-2026.
FISCAL ANALYSIS
Sufficient funding for the ratified amount of $5,544.08, the Adobe renewal agreement of $55,544.08, and a 10% contingency is included in the Adopted Budget for Fiscal Year 2024-2025 in Account #10124100.600200 (Information Technology - Repairs and Maintenance Equipment) which can be found on page 212 of the budget book.
ATTACHMENTS
None.
MOTION
That the City Council:
1. Ratify a General Fund expenditure in an amount not-to-exceed $5,544.08;
2. Authorize renewal of the agreement with Adobe Inc. through SCW or an approved reseller in an amount not-to-exceed $55,544.08;
3. Authorize the City Manager to approve amendments to the agreement in an additional amount not-to-exceed 10% of the total amount of the agreement for unanticipated costs;
4. Authorize the City Attorney to review/prepare the necessary documents; and
5. Authorize the City Manager to execute such documents on behalf of the City.