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HomeMy WebLinkAboutItem 14 - Office Supplies Finance and Management Services www.santa-ana.org/finance Item # 14 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report May 05, 2026 TOPIC: Office Supplies AGENDA TITLE Purchase Order Contract to Staples Contract & Commercial, Inc. for Office Supplies (Specification No. 26-054) (General Fund) RECOMMENDED ACTION Award Purchase Order Contract to Staples Contract & Commercial, Inc. for a 19-month term beginning on May 5, 2026 and expiring December 31, 2027, in a total amount not to exceed $175,000. GOVERNMENT CODE &84308 APPLIES: No DISCUSSION The City utilizes an assortment of office products for its daily operations such as binders, file folders, writing instruments, calendars, and labels, as well as small office equipment. Staples is a leading provider of core office supplies and products including a wide variety of green/sustainable products. Staples 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. Santa Ana Municipal Code, Section 2-807(d), authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. County of Los Angeles entered into Contract No. MA-IS-2140295 with Staples Contract & Commercial as a result of open, competitive bidding on behalf of its members, which includes government agencies. This cooperative procurement allows all public agencies access to discounted pricing. The City proposes to enter into a cooperative contract with Staples Contract & Commercial, Inc. for office supplies. Contract MA-IS-2140295 ensures the products and services offered will provide staff with high quality, discounted materials. The total amount not to exceed $175,000 was calculated by taking the actual monthly spend of our current Office Supply vendor, ODP Business Solutions, and extrapolating that amount across the 19-month term. Office Supplies May 05, 2026 Page 2 ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Total contract costs for office supplies are limited to an amount not to exceed $175,000 over the term of the agreement. Approximately $15,000 is estimated to be expended in FY 2025-26, with the remaining balance to be included in the FY 2026-27 Proposed Budget for City Council consideration. Actual expenditures will vary based on departmental needs but will not exceed the approved contract amount. Funding is available within departmental Miscellaneous Operating Expense accounts (Account No. 63001). EXHIBIT(S) 1. County of Los Angeles Contract No. MA-IS-2140295 Submitted By: Alexander Trinidad, Executive Director Finance and Management Services Agency Approved By: Alvaro Nunez, City Manager EXHIBIT 1 TERM CONTRACT AWARD o�'ss OF wH s,V CONTRACT NO: VERSION DATE O© " MA-IS-2140295-1 INTERNAL SERVICES DEPARTMENT - PROCUREMENT FOLDER: 2086136 � I-- N�P BUYER: Andres Arellanes PHONE: 323-267-2715 EMAIL: aarellanes(,iisd.lacounty.gov STAPLES CONTRACT&COMMERICAL,INC VENDOR NO: 062276 STAPLES ADVANTAGE CONTACT: BOB TAYLOR DEPT LA/P.O.BOX 83689 PHONE: 714-868-4286 CHICAGO IL 60696-3689 FISCAL YEAR: EFFECTIVE DATE: 12/31/20 EXPIRATION: 12/31/23 Office Supplies-Staples LINE NO. COMMODITY/SERVICE DESCRIPTION QUANTITY UOM PRICE TYPE VALUE I COMMODITY CODE:615-33-00-047510 0.000 CATALOG 0.0000% Office Supplies-Catalog J°h"6e,�4kih Dec 29, 2020 COUNTY OF LOS ANGELES VENDOR SIGNATURE/DATE SPECIAL TERMS & CONDITIONS TERM CONTRACT AWARD CONTRACT NO: MA-1S-2140295-1 Page 2 THE AGREEMENT PERIOD IS FROM 12/31/202020 TO 12/31/2023,INCLUSIVE,WITH OPTION TO EXTEND FOR TWO(2)ADDITIONAL 12 MONTH PERIODS BY MUTUAL CONSENT. MODIFICATIONS TO CATALOG ARE LIMITED TO ONCE A YEAR ALL OTHER PRICES, TERMS AND CONDITIONS 1N ACCORDANCE WITH RFB-IS-21200372 STANDARD TERMS & CONDITIONS TERM CONTRACT AWARD CONTRACT NO: MA-1S-2140295-1 Page 3 The County of Los Angeles accepts your offer to furnish our requirements(and such requirements as may be ordered by cities and/or districts indicated herein)of the listed commodity,or service,as needed,subject to conditions of the stated quotation and as provided herein.All Purchase Agreements,Purchase Orders and Contracts will be deemed to be made and entered into the State of California under the constitution and laws of this state and are to be so construed. PRICE GUARANTEE:Unless otherwise provided herein,prices are maximum for the period of this agreement.In the event of a price decline,or,should you at any time during the life of this agreement sell the same material or service under similar quantity and deliver conditions to the State of California,or legal district thereof,or to any county or Municipality within the State of California at prices below those stated herein,you will immediately extend such lower prices to the County of Los Angeles. ATTENTION:VENDOR/DEPARTMENT- SPECIAL NOTE:County departments are not authorized to use this agreement as a purchasing source for products not specifically covered herein.Changes of items,equipment,or modifications to prices, specifications,or conditions,etc.,of this agreement can be made only by the Purchasing Agent by issuance of official amendment and in accordance with properly authorized changes agreed upon prior to consummation. Los Angeles County will not pay for items not listed below that have not been processed in accordance with the above paragraph. Vendor will incur payment problems. County's Quality Assurance Plan.The County or its agent will evaluate Contractor's performance under this agreement on not less than annual basis. Such evaluation will include assessing Contractor's compliance with all contract terms and performance standards. Contractor deficiencies which County's determines are severe or continuing and that may place performance of the agreement in jeopardy if not corrected will be reported to the Board of Supervisors.The report will include improvement/corrective action measures taken by the County and Contractor. If improvement does not occur consistent with the corrective action measures,County may terminate this agreement or impose other penaltiesas specified in this agreement. CONTRACTOR RESPONSIBILITY AND DEBARMENT 1.A responsible Contractor is a Contractor who has demonstrated the attribute of trustworthiness,as well as quality,fitness,capacity and experience to satisfactorily perform the contract.It is the County's policy to conduct business onlywith responsible contractors. 2.The Contractor is hereby notified that,in accordance with Chapter 2.202 of the County Code,if the County acquires information concerning the performance of the contractor on this or other contracts which indicates that the Contractor is not responsible,the County may,in addition to other remedies provided in the contract,debar the Contractor from bidding on County contracts for a specified period of time not to exceed 5 years,and terminate any or all existing contracts the Contractor may have with the County. 3.The County may debar a contractor if the Board of Supervisors finds,in its discretion,that the Contractor has done any of the following: (1)violated any term of a contract with the County,(2)committed any act or omission which negatively reflects on the Contractor's quality,fitness or capacity to perform a contract with the County or any other public entity,or engaged in a pattern or practice which negatively reflects on same,(3)committed an act or offense which indicates a lack of business integrity or business honesty,or(4)made or submitted a false claim against the County or any other public entity. 4.If there is evidence that the Contractor may be subject to debarment,the Department will notify the Contractor in writing of the evidence which is,the basis for the proposed debarment and will advise the Contractor of the scheduled date for a debarment hearing before the Contractor Hearing Board. 5.The Contractor Hearing Board will conduct a hearing where evidence on the proposed debarment is presented.The Contractor and/ or the Contractor's representative shall be given an opportunity to submit evidence at that hearing.After the hearing,the Contractor Hearing Board shall prepare a proposed decision,which shall contain a recommendation regarding whether the contractor should be debarred,and,if so,the appropriate length of time of the debarment.if the Contractor fails to avail itself of the opportunity to submit evidence to the Contractor Hearing Board,the Contractor may be deemed to have waived all rights of appeal. 6.A record of the hearing,the proposed decision and any other recommendation of the Contractor Hearing Board shall be presented to the Board of Supervisors.The Board of Supervisors shall have the right to modify,deny or adopt the proposed decision and recommendation of the Hearing Board. 7.These terms shall also apply to(subcontractors/subconsultants)of County Contractors. STANDARD TERMS & CONDITIONS TERM CONTRACT AWARD CONTRACT NO: MA-1S-2140295-1 Page 4 PROHIBITION AGAINST USE OF CHILD LABOR VENDOR shall: 1.Not knowingly sell or supply to COUNTY any products,goods,supplies or other personal property produced or manufactured in violation of child labor standards set by the International Labor Organizations through its 1973 Convention concerning Minimum Age for Employment. 2. Upon request by COUNTY, identify the country/countries of origin of any products.goods,supplies or other personal property bidder sells or supplies to COUNTY,and 3.Upon request by COUNTY,provide to COUNTY the manufacturer's certification of compliance with all international child labor conventions. Should COUNTY discover that any products,goods,supplies or other personal property sold or supplied by VENDOR to COUNTY are produced in violation of any international child labor conventions,VENDOR shall immediately provide an alternative,compliant source of supply. Failure by VENDOR to comply with the provisions of this clause will be grounds for immediate cancellation of this Purchase Order or termination of this Agreement and award to an alternative vendor. A. Jury Service Program. This Contract is subject to the provisions of the County's ordinance entitled Contractor Employee Jury Service("Jury Service Program")as codified in Sections 2.203.010 through 2.203.090 of the Los Angeles County Code. Should COUNTY discover that any products,goods,supplies or other personal property sold or supplied by VENDOR to COUNTY are produced in violation of any international child labor conventions,VENDOR shall immediately provide an alternative,compliant source of supply. B.Written Employee Jury Service policy. 1. Unless Contractor has demonstrated to the County's satisfaction either that Contractor is not a"Contractor"as defined under the Jury Service Program(Section 2.203.020 of the County Code)or that Contractor qualifies for an exception to the Jury Service Program(Section 2.203.070 of the County Code),Contractor shall have and adhere to a written policy that provides that its Employees shall receive from the Contractor,on an annual basis,no less than five days of regular pay for actual jury service.This policy may provide that Employees deposit any fees received for such jury service with the Contractor or that the Contractor deduct from the Employee's regular pay the fees received for jury service. 2. For purposes of this Section,"Contractor"means a person,partnership,corporation or other entity which has a contract with the County or a subcontract with a County contractor and has received or will receive an aggregate sum of$50,000 or more in any 12- month period under one or more County contracts or subcontracts. "Employee"means any California resident who is a full time employee of Contractor. "Full time"means 40 hours or more worked per week,or a lesser number of hours if the lesser number is a recognized industry standard and is approved as such by the County. If Contractor uses any subcontractor to perform services for the County under the Contract,the subcontractor shall also be subject to the provisions of this Section. The provisions of this Section shall be inserted into any such subcontract agreement and a Copy of the Jury Service Program shall be attached to the agreement. STANDARD TERMS & CONDITIONS TERM CONTRACT AWARD CONTRACT NO: MA-1S-2140295-1 Page 5 3. If Contractor is not required to comply with the Jury Service Program when the Contract commences,Contractor shall have a continuing obligation to review the applicability of its"exception status"from the Jury Service Program,and Contractor shall immediately notify County if Contractor at any time either comes within the Jury Service Program's definition of"Contractor"or if Contractor no longer qualifies for an exception to the Program.In either event,Contractor shall immediately implement a written policy consistent with the Jury Service Program.The County may also require,at any time during the Contract and at its sale discretion,that Contractor demonstrate to the county's satisfaction that Contractor either continues to remain outside of the Jury service Program's definition of"Contractor"and/or that Contractor continues to qualify for an exception to the Program. 4. Contractor's violation of this Section of the contract may constitute a material breach of the Contract.In the event of such material.breach,County may,in its sole discretion,terminate the Contract and/or bar Contractor from the award of future County contracts for a period of time consistent with the seriousness of the breach. PRICE SPECIFIC CONTRACTS AND PURCHASE ORDERS Vendors are entitled to receive payment for goods received by,or services provided to the county specific to the Contract or Purchase Order price amount.Under no circumstances will those Suppliers,Contractors or Vendors who supply goods or otherwise contract services with the County of Los Angeles be entitled to or paid for expenditures beyond the Contract or Purchase Order amounts. Vendors are prohibited from accepting prepayment for goods or services without the express written approval of the County Purchasing Agent. ASSIGNMENT BY CONTRACTOR A. Contractor shall not assign its rights or delegate its duties under the Agreement,or both whether in whole or in part,without the prior written consent of County,in its discretion,and any attempted assignment or delegation without such consent shall be null and void. For purposes of this paragraph,County consent shall require a written amendment to the Agreement,which is formally approved and executed by the parties.Any payments by county to any approved delegate or assignee on any claim under the Agreement shall be deductible,at County's sole discretion,against the claims which Contractor,may have against county. B. Shareholders,partners,members,or other equity holders of Contractor may transfer,sell exchange,assign,or divest themselves of any interest they may have therein. However,in the event any such sale,transfer,exchange.assignment,or divestment is effected in such a way as to give majority control of Contractor to any person(s),corporation,partnership,or legal entity other than the majority controlling interest therein at the time of execution of the Agreement,such disposition is an assignment requiring the prior written consent of County in accordance with applicable provisions of this Agreement. C. Any assumption,assignment,delegation,or takeover of any of the Contractor's duties,responsibilities,obligations,or performance of same by any entity other than the Contractor,whether through assignment, subcontract,delegation,merger,buyout,or any other mechanism,with or without consideration for any reason whatsoever without county's express prior written approval,shall be a material breach of the Agreement which may result in the termination of the Agreement.In the event of such termination,County shall be entitled to pursue the same remedies against Contractor as it could pursue in the event of default by Contractor. DEFAULT METHOD OF PAYMENT:DIRECT DEPOSIT OR ELECTRONIC FUNDS TRANSFER(EFT) I. The County,at its sole discretion,has determined that the most efficient and secure default form of payment for goods and/or services provided under an agreement or contract with the County shall be Electronic Funds Transfer(EFT)or direct deposit,unless an alternative method of payment is deemed appropriate by the Auditor-Controller(A-C). 2. The Contractor shall submit a direct deposit authorization request via the website https://directdeposit.lacounty.gov with banking and vendor information,and any other information that the A-C determines is reasonably necessary to process the payment and comply with all accounting,record keeping,and tax reporting requirements. 3. Any provision of law,grant,or funding agreement requiring a specific form or method of payment other than EFT or direct deposit shall supersede this requirement with respect to those payments. FEDERAL UNIFORM GUIDELINE CLAUSE By entering into this Contract/Purchase Order,the Contractor/Vendor agrees to comply with all applicable provisions of Title 2, Subtitle A,Chapter II,PART 200 UNIFORM ADMINISTRATIVE REQUIREMENTS,COST PRINCIPLES,AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS contained in Title 2 C.F.R. §200 et seq. STANDARD TERMS & CONDITIONS TERM CONTRACT AWARD CONTRACT NO: MA-1S-2140295-1 Page 6 COMPLIANCE WITH COUNTY POLICY OF EQUITY The contractor acknowledges that the County takes its commitment to preserving the dignity and professionalism of the workplace very seriously,as set forth in the County Policy of Equity(CPOE),(https:Hceop.lacounty.gov/). The contractor further acknowledges that the County strives to provide a workplace free from discrimination,harassment,retaliation and inappropriate conduct based on a protected characteristic,and which may violate the CPOE.The contractor,its employees and subcontractors acknowledge and certify receipt and understanding of the CPOE.Failure of the contractor,its employees or its subcontractors to uphold the County's expectations of a workplace free from harassment and discrimination,including inappropriate conduct based on a protected characteristic,may subject the contractor to termination of contractual agreements as well as civil liability. AMENDMENT TO AGREEMENT This fifth amendment("Amendment") is made as of January 1, 2025 to the Term Contract Award identified as Contract No. MA-IS-2140295-1 with an effective date of December 31, 2020 (as amended to date, the "Agreement") by and between the County of Los Angeles ("County") and Staples Contract&Commercial LLC (f/k/a Staples Contract&Commercial, Inc.) ("Vendor"). The County and Vendor are collectively referred to herein as the "Parties". All capitalized terms used herein shall have the meaning assigned to them in the Agreement, unless otherwise defined herein. WHEREAS, the County and Vendor desire to amend the Agreement to improve the public benefit, value and pricing to the County and offer the amended Agreement for the benefit and use of other government and non- profit agencies (Participating Government Agencies), as fully set forth in Exhibit A; NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties hereby agree as follows: 1. Effective Date. The Effective Date of this Amendment shall be January 1, 2025. 2. Term.The Term of the Agreement is hereby extended to December 31, 2027. For clarity, the Southern California Local Agency Contract Exchange (LACE) is extended to be coterminous with this Agreement. 3. Pricing. a. Core Items. Prices for certain high-use items in Vendor's Catalog ("Core Items") are set forth in Attachment 1. Pricing for Core Items will be held for 1 year (January 1,2025 to December 31,2025)and may be adjusted semi-annually on January 1 st and July 15t of each subsequent year during the Term. 4. Relationship to Other Agreements. Unless explicitly agreed to otherwise by Vendor and the Participating Government Agency, any purchases of Catalog items from Vendor by a Participating Government Agency who has opted into this Agreement will be governed by the same general terms and conditions of this Agreement. Unless otherwise modified by this Amendment, all terms and conditions contained in the Agreement shall continue in full force and effect. IN WITNESS WHEREOF, the Parties have executed this Amendment as of the Effective Date. COUNTY OF LOS ANGELES STAPLES CONTRACT& COMMERCIAL LLC By: By: Johil GewlY a (signature) (signature) Gerald Plummer John Geurin (print name) (print name) Date: Jan 29,2025 Date: Jan 22,2025 1