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Item # 13
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 15, 2022
TOPIC: Reprographic Paper and Envelopes
AGENDA TITLE:
Award Blanket Order Contracts to Office Depot, LLC and Veritiv Operating Company in
an Annual Aggregate Amount Not to Exceed $80,000 for up to a Four-Year Term for the
Purchase of Reprographic Paper and Envelopes (Specification No. 21-088) (General and
Non-General Fund)
RECOMMENDED ACTION
Award blanket order contracts to Office Depot, LLC and Veritiv Operating Company to
provide reprographic paper and envelopes in an annual aggregate amount of $80,000 for
a one-year period beginning April 1, 2022 and expiring March 31, 2023, with provision for
three one-year renewals by mutual agreement, subject to non-substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
The Finance and Management Services Agency’s Central Services Division requires
copier, laser, and specialty papers to provide copy paper and in-house duplicating
services for departments throughout the City. In addition, the Police Department’s Central
Distribution Center stocks copy paper for the Police Department and Holding Facility.
The Notice Inviting Bids was advertised on September 23, 2021, on the City’s online bid
management and publication system. A summary of the bid invitation and bids received
is as follows:
302 Vendors were notified
5 Santa Ana vendors were notified
18 Vendors downloaded the bid packet
1 Bids received
0 Bids received from Santa Ana vendors
One bid was received and opened on October 19, 2021 from Office Depot, LLC and was
deemed responsive.
Contracts for Reprographic Paper and Envelopes
March 15, 2022
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Since only one bid was received, Purchasing staff conducted research into why vendors
did not submit a bid. Feedback from vendors indicated the paper industry is currently
experiencing shortages due to supply chain disruptions and frequent pricing increases on
all paper grades. Therefore, vendors could not commit to pricing as requested for a
contract term.
With the industry volatility, staff recommends entering into a contract with an additional
vendor to ensure availability and to allow for competitive quotes on orders throughout the
contract. Veritiv Operating Company is a current vendor supplying paper to the City and
has performed satisfactorily.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funds for this contract are available and will be budgeted in future years in the Finance
& Management Services and Police Department accounts as follows:
Fiscal
Year
Accounting Unit-
Account #
Accounting Unit, Account
Description Amount
FY 21-22 07110100-63001 Finance & Management Central
Services
$16,700
FY 21-22 01114450-63001 Police Property & Facilities $10,000
FY 22-23 07110100-63001 Finance & Management Central
Services
$50,000
FY 22-23 01114450-63001 Police Property & Facilities $30,000
FY 23-24 07110100-63001 Finance & Management Central
Services
$50,000
FY 23-24 01114450-63001 Police Property & Facilities $30,000
FY 24-25 07110100-63001 Finance & Management Central
Services
$50,000
FY 24-25 01114450-63001 Police Property & Facilities $30,000
FY 25-26 07110100-63001 Finance & Management Central
Services
$33,300
FY 25-26 01114450-63001 Police Property & Facilities $20,000
Total $320,000
Submitted By: Kathryn Downs, Executive Director - Finance & Management Services
David Valentin, Police Chief
Approved By: Kristine Ridge, City Manager