22B - SPEC - OFFICE SUPPLIES - Laserfiche WebLink

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 4, 2012 TITLE: CONTRACT RENEWAL WITH OFFICE DEPOT FOR OFFICE SUPPLIES (SPEC. NO. 10-052) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1st Reading ? Ordinance on 2"d Reading ? Implementing Resolution ? Set Public Hearing For_ CONTINUED TO FILE NUMBER Renew the contract with Office Depot for the purchase of office supplies and toner cartridges in an annual amount not to exceed $215,000. DISCUSSION City departments require an assortment of office products for their daily operations including toner cartridges, specialized paper, binders, and file folders. Office Depot offers on-line ordering with next day delivery service at no additional charge, with tracking and payment information for the requesting departments. The contract offers a range of 40-70 percent discounts through the Los Angeles City Cooperated Contract Program. By using the contract, the City benefits from the quantity pricing. In the upcoming fiscal year, staff will be re-structuring the management of print service costs into a "cost per click" charge on all copiers and printers. The anticipated contract will include copier and printer leases, maintenance, and toner cartridges. It is anticipated that the City's ordering of printer toner cartridges through an office supply contract will decrease substantially when the new Management Print Service contract is executed. On January 4, 2011, the City Council awarded the office supplies contract to Office Depot for a one year period, with provisions for four one-year renewals. Office Depot has exceeded performance expectations, and has agreed to renew the contract without an increase in pricing. Staff recommends the first renewal option. FISCAL IMPACT Funds are available in various departmental Office Supplies (account 63001). Francisco Gutierrez Executive Director Finance and Management Services Agency 22B-1