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July 2, 2019 City Council Regular Meeting
26. Motion to Authorize the City Manager to Renew an Annual Contract with Staples Advantage for Office Supplies in an Amount Not to Exceed $750,000 (Event No. 3649)
Strategic Priority
Good Government

Recommend approval to authorize the City Manager to Renew an Annual Contract with Staples Advantage for Office Supplies in an amount not to exceed $750,000 . This contract is used by City staff to procure office supplies, copy paper, office equipment, and small furniture items.

The method used for this procurement was the request for proposal, which evaluates criteria in addition to cost. Proposals were received and evaluated on the basis of qualifications and experience, including distribution capability, a user friendly website, discount pricing and rebates, references, local presence, and fees. Proposals were received from three vendors. All three vendors made presentations to a selection committee comprised of bureau representatives. Additionally, a review of a sample supply list of the most frequently ordered items was made. Each vendor's proposed discount pricing and rebates were evaluated by the Finance Department.

The Staples Advantage supply list indicates discount pricing for each item on the list.  Discounts are offered for office supplies at 67%, paper at 78-84.54%, small furniture at 55%, technology at 40%, OEM ink and toner at 38%, remanufactured ink and toner at 55%, Staples brand products at 70%, and miscellaneous items at 40%. Additionally, they offer a $6.00 credit applied to every order placed over $200.

Proposals were originally received on January 5, 2016. The contract was originally approved in Council on March 31, 2016. This is the final renewal options available on this contract.



Brittany Gashi, Acting Purchasing Director
Financial Impact
Expenditure not to exceed $750,000 from Various Funds
Review Comments
Agenda Plus