CHIEF PROCUREMENT OFFICER AUTHORITY PROCUREMENT AWARDS
ACTION REQUESTED:
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Approve the award of Change Order #1 to Contract 19-303, Office Supplies, to add Staples as an approved vendor.
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DEPARTMENT: Finance Department
SUBMITTED BY: Rachel Mayer, Director
BACKGROUND:
The City has historically maintained an office supply contract with one vendor. This contract is used by all City departments to purchase general office supplies for City operations. Orders are placed by individual departments via the internet or phone and delivery is made to the requesting location. It should be noted the office supply contract excludes technology-related items and copy paper, which are purchased through the IT Department, and office furniture, which is purchased through the Department of Public Works.
November 2019, the City Council approved the award of Contract 19-303 to Office Depot for the purchase of office supplies. The Office Depot contract is through Omnia Partner Cooperative Contract #19-12R and the term is two years from December 1, 2019 through November 30, 2021.
Since awarding the contract to Office Depot, the Finance Department decided to evaluate whether an additional office supply vendor should be added as an approved supplier in order to improve customer service and reduce costs. Finance contacted the department office supply liaisons and found that they were having issues such as a lack of responsiveness to staff inquiries and billing issues. When the City was assigned a new account manager, Finance had hoped these issues would be resolved, but they have not. In addition, staff has found that the office supply selection can be limited and cost more than other suppliers. When asked if they would support adding second office supply vendor, the department office supply liaisons were in agreement.
DISCUSSION:
Finance staff recommends approving a change order to add Staples as a second approved office supply vendor on Contract 19-303. Staple...
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