Item 6-E

Council Meeting: August 17, 1999 Santa Monica, California

 

 

TO: Mayor and City Council

FROM: City Staff

SUBJECT: Recommendation to Authorize the City Manager to Negotiate and Execute a Purchase Order with Office Depot for the Purchase of Miscellaneous Stationery Supplies

 

Introduction

This report recommends authorizing the City Manager to negotiate and execute a purchase order with Office Depot for the purchase of miscellaneous stationery supplies at specified percentage discounts plus applicable sales tax effective July 1, 1999 through April 1, 2001. Estimated Citywide annual expenditure is $250,000.

Background

Staff recommends that miscellaneous stationery supplies be purchased under the cooperative purchasing provisions of the County of Los Angeles Master Agreement #56296 awarded to Office Depot through April 1, 2001. Staff has evaluated the County of Los Angeles Master Agreement #56296 and the associated procurement process. The process meets the City=s criteria for joint purchasing.

The items covered by this award of purchase order include a variety of stationery supplies ordered on a repetitive basis by all City departments. Office Depot is the current supplier of stationery products to the City and service has been above satisfactory. In the area of recycled products, Office Depot publishes a separate catalog for those items, produces usage reports as requested and has developed a standard order form used by all City departments which references recycled products part numbers in all areas where recycled products are available so that recycled products can be ordered to the maximum extent possible.

This purchase is consistent with the provisions of Ordinance Number 1743 (CCS) Section 5, paragraph 2.24.080 (2) of the City of Santa Monica Municipal Code which allows exception to competitive bidding when competitive bid procedures have already been utilized.

Budget/Financial Impact

Fiscal Year 1999-00 appropriation authority for this purchase is in the supplies expense accounts of various departments. As supplies are ordered, they will be expensed against their accounts. The County of Los Angeles Master Agreement #56296 is effective through April 1, 2001. For the period July 1, 2000 through April 1, 2001, appropriation authority will be as set forth in the fiscal year 2000-01 budget.

Recommendation

It is recommended that the City Manager be authorized to negotiate and execute a purchase order with Office Depot at specified percentage discounts, plus applicable sales tax, effective July 1, 1999 through April 1, 2001.

Prepared By:

Diane Howell, Buyer

Pam Wortham, Purchasing Agent