SR 06-27-2017 3G
Ci ty Council
Report
City Council Meeting : June 27, 2017
Agenda Item: 3.G
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To: Mayor and City Council
From: Gigi Decavalles -Hughes, Director , Finance Department, Procurement
Subject: Award Bid for Purchase of Citywide Recycled Content Copy Paper
Recommended Action
Staff recommends that the City Council :
1. Award Bid #4267 to Xped ex, a California -based company, for the purchase and
delivery of recycled content office copy paper; and
2. A uthorize the Purchasing Services Manager to issue purchase orders with
Xpedex for the purchase and delivery of office copy paper in an amount not to
e xceed $393 ,000, including a 10% contingency, over a five -year period, with
future funding contingent on Council budget approval.
Executive Summary
The City purchases recycled content copy paper for all 26 City facilities and locations.
The City’s current contract with Liberty Paper will expire on June 30, 2017. In May
2017, the City conducted a formal bid process for recycled content copy paper and
received four bids. After reviewing the bids, staff recommends Xpedex as the best
bidder for an amount not to exceed $393 ,000 , including a 10% contingency, over a five -
year period.
Background
The City purchases recycled content copy paper for use at all City locations in
adherence with the City’s Administrative Instruction on Office Paper dated October 20,
20 08 . This policy requires 20 lb. paper with 100% post -consumer waste (PCW)
recycled content. The C ity currently buys approximately 1700 cases of letter size paper
and 15 cases of legal size paper annually. Although the City aims to reduce the use of
offi ce paper in the future, current procedures require the use of hard copy documents
resulting in the continued purchase of office copy paper.
Discussion
Vendor Selection
On May 9, 2017, the City published Notices Inviting Bids to furnish and deliver recycle d
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content copy paper in accordance with City specifications. The bid was posted on the
City’s online bidding site, and notices were advertised in the Santa Monica Daily Press
in accordance with City Charter and Municipal Code provisions. Six hundred ten (610)
vendors were notified, and a total of 28 vendors downloaded the bid. Four bids were
received and publicly opened on May 25, 2017 as shown in the table below.
Xpedex DD Office
Products
Broadline
Distributing
Office Depot
Item Unit Cost Cost Cost Co st
Letter Size
Paper
8 ½ x 11 (10
Reams x 500
Sheets)
case $41.50 $54.50 $47.30 $24.99
*Pricing valid
05/01/17 – 09/30/17
Legal Size Paper
8 ½ x 14 (10
Reams x 500
Sheets)
case $56.00 $64.50 $60.00 $24.99
*Pricing valid
05/01/17 -09/30/17
Post -Consumer
W aste Recycled
Content
100% 100% 30% No response
Staff in Finance and the Office of Sustainability and the Environment (OSE ) evaluated
bids based on the criteria in SMMC 2.24.072, including price, previous experience,
ability to deliver, quality of produ ct, and compliance with City specifications.
Of the four bids received , two were considered non -compliant (Broadline Distributing
and Office Depot). Broadline Distributing offered product with only 30% post -consumer
recycled content, and Office Depot p rovided pricing for only a five -month period and did
not submit responses to the required supplemental questions. Both Xpedex and DD
Office Products proposals met City specifications. However, Xpedex offered the most
competitive pricing.
Based on the cr iteria above, Xpedex is recommended as the best bidder.
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Financial Impacts and Budget Actions
Purchase orders will be entered by individual departments for a cumulative total not to
exceed $393 ,000 , including a 10% contingency, over a five -year period. Fu nds are
included in the FY 2017 -19 P roposed Biennial B udget in the individual departments.
Future year funding is contingent on Council budget approval.
Prepared By: Kellee MacDonald, Senior Buyer
Approved
Forwarded to Council
Attachments:
A. Xpedex Oaks Initiative Form