CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 21-367, Office Supplies, to Office Depot and Staples for an amount not to exceed $180,000 and for a two-year term
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DEPARTMENT: Finance Department
SUBMITTED BY: Rachel Mayer, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In 2018, the City conducted an analysis to determine benefits of a cooperative contract or a bid to purchase office supplies. The analysis showed that a cooperative contract is better because the City does not purchase enough office supplies on its own to obtain the same level of discounts and other benefits that are received via the national cooperatives. The City Council approved the award of a one-year contract with the Office Depot cooperative.
In 2019, the City Council approved a two-year contract with the Office Depot cooperative and in January 2021, the City added Staples as an approved cooperative vendor. Having two office supply vendors provides departments with a larger inventory to choose from and the ability to compare costs, as well as consider delivery options.
Over the last decade, the City has reduced office supply expenses through demand management and reuse efforts. With each vendor, orders are placed by individual departments via the internet or phone and delivery is made to the requesting location. With 24-48-hour free delivery service, City departments can maintain a low inventory of supplies for general use. In addition, staff members are encouraged to purchase off-brand name products to reduce costs. When a department no longer uses a select office product, other departments are notified to see if someone else can use the item. These options keep costs down and help with the City's sustainability efforts.
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 ...
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