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File #: 1905-2017    Version: 1
Type: Ordinance Status: Passed
File created: 7/6/2017 In control: Finance Committee
On agenda: 7/24/2017 Final action: 7/26/2017
Title: To authorize the Finance and Management Director to enter into two Universal Term Contracts for the option to purchase Office Supplies, Accessories and Papers with Bulldog Office Products, Inc. and Staples Business Advantage; and to authorize the expenditure of $2.00 to establish the contract from the General Fund; to waive the provisions of the City Code related to competitive bidding; and to declare an emergency. ($2.00).
Attachments: 1. ORD 1905-2017 - AC Account Info, 2. Ord# 1905-2017 - Bid Waiver Form
Explanation

BACKGROUND: This legislation is for the option to establish a Universal Term Contract (UTC) for Office Supplies, Accessories and Papers. Office supplies, accessories and papers are used in all City agencies. The term of the proposed option contract would be approximately two (2) years, expiring July 31, 2019, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on May 25, 2017.

The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Section 329.06 relating to competitive bidding (Request for Quotation No. RFQ005494). Four (4) bids were received and one (1) alternate proposal was submitted by Staples Business Advantage.

Multiple contracts are being awarded for Office Supplies, Accessories and Papers. The specification stated that the City might award to multiple contracts to the lowest, responsive and best bidders. Successful bidders were selected based on the supplier’s lowest priced items, discounts, and the manufactures available through the supplier’s catalog, pricelist, or web catalog.

The City implemented an e-catalog in January 2016. The City will upload into the e-catalog catalog type and price list type UTC contracts. By uploading these two catalogs or price lists to the e-catalog, City agencies will be able to search, review and order the needed items at discounted and best value prices. This change will enable the City agencies to more efficiently purchase office Supplies, accessories and papers with cost savings.

A waiver of regulations is being submitted to award to multiple suppliers and to award two (2) contracts as the Code does not envision multiple awards for the same category. The Department of Finance and Management believes it is in the best interest of the City to award multiple contracts to allow potential cost savings to divisions.

The Purchasing Office is recommending award to the overall lowest, responsive, res...

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