HomeMy WebLinkAboutItem 14 - Paper Products and Janitorial Supplies for the Santa Ana Jail Police Department
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Item # 14
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
September 21, 2021
TOPIC: Paper Products and Janitorial Supplies for the Santa Ana Jail
AGENDA TITLE:
Award a Contract to American Sanitary Supply, Inc. for Paper Products in an Amount Not
to Exceed $420,000 Over a Four-Year Period (Specification No. 21-043) (General Fund)
RECOMMENDED ACTION
Award a blanket order contract to American Sanitary Supply, Inc. for paper products and
janitorial supplies for the Santa Ana Jail in an annual amount not to exceed $105,000, for
a one-year period expiring September 30, 2022, with provisions for three, one-year
renewal periods exercisable by the City Manager, for a total four-year contract amount of
$420,000, subject to non-substantive changes approved by the City Manager and City
Attorney.
DISCUSSION
The Santa Ana Jail uses several paper products, including paper towels, toilet paper, and
feminine hygiene products, during normal daily operations of the Jail. The Santa Ana Jail
currently procures its paper goods and janitorial supplies from City Stores. During the
COVID-19 pandemic in 2020, a lack of supplies and rising costs posed a significant
obstacle to day-to-day operations. In response to these obstacles, a formal bid for
supplies was initiated. This blanket order contract will allow the Jail to process online
orders with American Sanitary Supply, and the vendor will directly ship goods/supplies to
the Jail. This more efficient workflow will save both time and money. Due to the increased
delivery schedule, deliveries will be more in line with a 24-hour operation.
The Notice Inviting Bids was advertised on March 26, 2021, on the City’s online bid
management and publication system. A summary of the bid invitation and bids received
is as follows:
149 Vendors were notified
10 Santa Ana vendors were notified
35 Vendors downloaded the bid packet
12 Bids received
2 Bids received from Santa Ana vendors
Paper Products and Janitorial Supplies for the Santa Ana Jail
September 21, 2021
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Twelve bids were received and opened on April 22, 2021, and evaluated (Exhibit 1). After
evaluation, ten of the twelve bids received were determined to be responsive. The bids
deemed non-responsive did not provide the required bid documents. Seven percent
Local Vendor Preference was applied to the bids received from the two small Santa Ana
vendors and four percent Local Vendor Preference was applied to the small Orange
County vendor.
The bid submitted from American Sanitary Supply, Inc. in Anaheim, CA., a small Orange
County vendor, is the lowest offer, responsive to the specifications, and meets the City’s
requirements.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are available for the first year of this agreement in the Jail Operations
miscellaneous supplies account, and will be budgeted in future fiscal years as follows:
Fiscal Year Accounting Unit- Account
#
Accounting Unit, Account
Description Amount
FY 2021-22 01114475 63001 Jail Operations – Misc. Supplies $105,000
FY 2021-22 01114475 63001 Jail Operations – Misc. Supplies $105,000
FY 2021-22 01114475 63001 Jail Operations – Misc. Supplies $105,000
FY 2021-22 01114475 63001 Jail Operations – Misc. Supplies $105,000
Total $420,000
EXHIBIT(S)
1. Bid Abstract
Submitted By: David Valentin, Police Chief
Approved By: Kristine Ridge, City Manager
Exhibit 1
ABSTRACT OF BIDS
PAPER PRODUCTS FOR SANTA ANA JAIL (21-043)
BIDDER LOCATION TOTAL
American Sanitary Supply Inc Anaheim, CA **$88,551.75
Complete Office of California Cerritos, CA $125,219.07
Crown Facility Solutions Santa Ana, CA *$93,775.66
Freedom Paper Co. LLC Columbia, MD $200,047.89
GALE Supply Company Yorba Linda, CA $105,579.75
McKesson Medical-Surgical
Government Solutions LLC Henrico, VA $260,049.49
OEM Materials & Supplies Inc Santa Ana, CA *$132,904.20
Shamrock Supply Company Anaheim, CA $140,508.39
Signal Hill Auto Enterprises Cerritos, CA $99,404.17
Vertex Packaging Supplies Santa Fe Springs, CA $122,655.08
* 7% Santa Ana Preference applied
** 4% Orange County Preference applied
NON-RESPONSIVE BIDS
Emperador Resources LLC
Veteran Building Maint & Supply