22A - SPEC - OFFICE SUPPLIES - Laserfiche WebLink

Home Browse Search

REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: APRIL 4, 2017 TITLE: CONTRACT AWARD TO OFFICE DEPOT FOR OFFICE SUPPLIES (SPEC. NO. 17 -029) (STRATEGIC PLAN NO. 7, 5E) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: F.11 11 :2 00514 ❑ As Recommended ❑ As Amended • Ordinance on1s'Reading • Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO �I��gllldil3�I Award a contract to Office Depot for the purchase of office supplies for a two -year period expiring March 31, 2019, with provisions for three one -year renewal options exercisable by the City Manager, in an annual amount not to exceed $175,000, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The City utilizes an assortment of office products for its daily operations such as, binders, file folders, writing instruments, calendars, labels as well as small office equipment. A preliminary survey of other local agencies confirmed that only two office supplies providers are used: Office Depot and Staples. Office Depot, the City's current vendor, is the leading provider of core office supplies and products including a wide variety of green products. Office Depot has an online ordering system, which provides next day delivery service, tracking and payment information for the requesting agency and spend analysis reports for buyers. During the last contract period Purchasing Division staff implemented changes to its office supplies ordering process and centralized all on -line orders resulting in a significant reduction in office supplies expenses: $207,640 in 2011 down to $116,290 in 2016. Staff has identified additional efficiencies and is in the process of implementing one that will result in soft cost savings. The new process would transition the buyer's role from receiving and entering office supplies orders, to reviewing and approving them in the Office Depot's online ordering system. Approval of the recommended action will allow for the implementation of this process improvement. Santa Ana Ordinance No. NS -2312 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. Office Depot was awarded contract RFP# 14- 17 for office supplies under The Cooperative Purchasing Network (TCPN) as a result of open, competitive bidding and meets the City's requirements. The contract expires February 28, 2018 and may be renewed annually in one year increments. 22A -1