HomeMy WebLinkAbout22A - SPEC - OFFICE SUPPLIESREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
APRIL 4, 2017
TITLE:
CONTRACT AWARD TO OFFICE
DEPOT FOR OFFICE SUPPLIES
(SPEC. NO. 17 -029)
(STRATEGIC PLAN NO. 7, 5E)
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
F.11 11 :2 00514
❑ As Recommended
❑
As Amended
•
Ordinance on1s'Reading
•
Ordinance on 2nd Reading
❑
Implementing Resolution
❑
Set Public Hearing For
CONTINUED TO
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Award a contract to Office Depot for the purchase of office supplies for a two -year period expiring
March 31, 2019, with provisions for three one -year renewal options exercisable by the City
Manager, in an annual amount not to exceed $175,000, subject to non - substantive changes
approved by the City Manager and City Attorney.
DISCUSSION
The City utilizes an assortment of office products for its daily operations such as, binders, file
folders, writing instruments, calendars, labels as well as small office equipment. A preliminary
survey of other local agencies confirmed that only two office supplies providers are used: Office
Depot and Staples. Office Depot, the City's current vendor, is the leading provider of core office
supplies and products including a wide variety of green products. Office Depot 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. During the last contract period
Purchasing Division staff implemented changes to its office supplies ordering process and
centralized all on -line orders resulting in a significant reduction in office supplies expenses:
$207,640 in 2011 down to $116,290 in 2016. Staff has identified additional efficiencies and is in
the process of implementing one that will result in soft cost savings. The new process would
transition the buyer's role from receiving and entering office supplies orders, to reviewing and
approving them in the Office Depot's online ordering system. Approval of the recommended
action will allow for the implementation of this process improvement.
Santa Ana Ordinance No. NS -2312 authorizes the City to purchase against contracts from any
public agency utilizing a competitive bid process. Office Depot was awarded contract RFP# 14-
17 for office supplies under The Cooperative Purchasing Network (TCPN) as a result of open,
competitive bidding and meets the City's requirements. The contract expires February 28, 2018
and may be renewed annually in one year increments.
22A -1
Contract Award for Office Supplies
April 4, 2017
Page 2
STRATEGIC PLAN ALIGNMENT
Approval of this item supports efforts to meet Goal #7 - Team Santa Ana, Objective 5, (create a
culture of innovation and efficiency within the organization) Strategy E (Identify best practices and
opportunities for process improvement and automation across City departments in order to
provide effective and efficient delivery of City services to the community).
FISCAL IMPACT
Funds are available in FY 2016 -17 and will be budgeted and made available in future fiscal year
budgets in the Miscellaneous Operating Expense account (63001) in the respective departments
as follows:
Department
Account
No
Anticipated Expenditure
FY
2016 -17
FY
2017 -18
FY
2018 -19
FY
2019 -20
FY
2020 -21
FY
2021 -22
3 months
9 months
City Manager
01103010
$300
$1,000
$1,000
$1,000
$1,000
$700
City Attorney
01108032
$500
$2,500
$2,500
$2,500
$2,500
$2,000
Personnel Services
01109050
$300
$1,300
$1,300
$1,300
$1,300
$1,000
Liability & Property
Insurance Fund
8009051
$300
$1,500
$1,500
$1,500
$1,500
$1,200
Workers Comp Fund
08209054
$300
$1,700
$1,700
$1,700
$1,700
$1,400
Finance -Mgmt.
01110100
$500
$2,500
$2,500
$2,500
$2,500
$2,000
Finance - Accounting
01110110
$500
$3,000
$3,000
$3,000
$3,000
$2,500
Finance - Purchasing
01110120
$500
$3,000
$3,000
$3,000
$3,000
$2,500
Finance -Fleet
07510100
$500
$3,000
$3,000
$3,000
$3,000
$2,500
Finance - Treasury
01110130
$1,250
$5,500
$5,500
$5,500
$5,500
$4,250
Parking Meter
02710131
$500
$2,500
$2,500
$2,500
$2,500
$2,000
Library Services
01111190
$3,000
$15,000
$15,000
$15,000
$15,000
$12,000
Parks & Recreation
01113230
$7,500
$30,000
$30,000
$30,000
$30,000
$22,500
Police CDC
01114450
$12,500
$45,000
$45,000
$45,000
$45,000
$32,500
Planning & Bldg.
01116510
$3,000
$15,000
$15,000
$15,000
$15,000
$12,000
PW Administration
10117601
$2,000
$7,500
$7,500
$7,500
$7,500
$5,500
PW Water Admin.
06017645
$7,500
$25,000
$25,000
$25,000
$25,000
$17,500
Economic Dev.
01118810
$500
$2,000
$2,000
$2,000
$2,000
$1,500
One Stop Program
12318751
$1,500
$4,500
$4,500
$4,500
$4,500
$3,000
Housing Authority
14018760
$1,000
$3,500
$3,500
$3,500
$3,500
$2,500
Totals
$43,950
$175,000
$175,000
$175,000
$175,000
$131,050
22A -2
Contract Award for Office Supplies
April 4, 2017
Page 3
Robert C. Cart
Deputy City Manager
Community Development Agency
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Edward Raya
Executive Director
Personnel Services Agency
APPROVED AS TO FUNDS AND ACCOUNTS:
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Francisco Gutierrez m
Executive Director
Finance and Management Services Agency
C(/
Carlos Rojas
Chief of Police
Santa Ana Police Department
Hassan Haghani fp/bSonia Carvalho
Executive Director City Attorney
Planning and Building Agency City Attorney Office
Maria Huizar
Clerk of the Council
Clerk of the City Council
Jeannie Jurado
Ni, I J , Mousavipour
Executive Director
Public Works Agency
Acting Executive Director
Parks, Recreation & Community Services Agency
SH /sp
22A -3
22A -4