SR 06-12-2018 3G
City Council
Report
City Council Meeting: June 12, 2018
Agenda Item: 3.G
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To: Mayor and City Council
From: Gigi Decavalles-Hughes, Director, Finance Department, Procurement
Subject: Award Bid #4352 for Citywide Copy Paper
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4352 to Staples, a Massachusetts-based company, for the purchase
and delivery of 8½ x 11 office copy paper; and
2. Authorize the Purchasing Services Manager to issue annual purchase orders
with Staples, for the purchase and delivery of 8½ x 11 office copy paper for a
total amount not to exceed $336,000 over a five-year period including a 10%
contingency, with future year funding contingent on Council budget approval.
Executive Summary
To save costs, the City centrally arranges for purchases of recycled content office copy
paper for all 26 City facilities and locations. Current purchase orders issued will expire
on June 30, 2018. In March 2018, the City conducted a formal bid process for recycled
content copy paper and received three bids. After reviewing the bids and the
percentage of recycled content, staff recommends Staples as the best bidder for an
amount not to exceed $336,000 including a 10% contingency over a five -year period.
Discussion
In adherence with the City’s Administrative Instruction on Office Paper dated October
20, 2008, the City purchases 100% post-consumer recycled content 20 lb. paper for use
at all City locations. When fully implemented, the Total Workplace model will utilize
technology to store digital records, reducing the need for hard copy/paper documents.
Until then, current procedures require the use of hard copy documents, resulting in the
continued purchase of office copy paper.
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Vendor/Consultant Selection
On March 23, 2018, the City published Notices Inviting Bids to furnish and deliver
recycled 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. Twenty-four
vendors downloaded the bid and the three bids shown in the table below were received
and publicly opened on April 9, 2018.
Vendor Cost per Case % Post-Consumer
Recycled Content
DD Office Products Inc. $59.50 100
Office Business
Solutions $35.65 30
Staples $45.75 100
Procurement and the Office of Sustainability and the Environment (OSE) reviewed the
three bids. Of the three, one offered a product with 30% post -consumer recycled
content, rendering it non-compliant. The remaining two bids were evaluated according
to the criteria outlined in SMMC 2.24.072, including price, previous experience, ability to
deliver, and quality of product and compliance with City specifications. Based on the
criteria above, staff recommends Staples as the best bidder.
Financial Impacts and Budget Actions
Purchase orders will be entered by individual departments for a cumulative total not to
exceed $336,000 over a five-year period. Funds of $67,115 are included in the FY
2018-19 proposed budget in various departments. Future year funding is contingent on
Council budget approval.
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Prepared By: Kellee MacDonald, Senior Buyer
Approved
Forwarded to Council
Attachments:
A. Staples Oaks Form
NAME(S) OF TRUSTEES, DIRECTORS, PARTNERS, AND OFFICERS:
• John Lederer, Executive Chairman and Interim Chief Executive Officer, Staples North American Delivery
• J. Alexander (Sandy) Douglas, Chief Executive Officer, Staples North American Delivery (effective April 2, 2018)
• Neil Ringel, President, Staples North American Delivery
• Jeff Hall, Vice Chairman and Chief Administrative Officer, Staples North American Delivery