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Home My WebLink AboutC33140 - Citywide Gnrl Office Supplies CITY OF PALM DESERT ��- FINANCE DEPARTMENT STAFF REPORT REQUEST: Approval of Contract No. C 33�4o with Staples, Inc. for citywide general office supplies SUBMITTED BY: Paul Gibson, Director of Finance DATE: November 14, 2013 CONTENTS: Contract No. C 33140 Recommendation By Minute Motion, that the City Council approve Contract No. C��i 4� with Staples, Inc. for a one-year contract effective November 15, 2013, with two possible one-year extensions. Backqround A Notice Inviting Bids was posted on the City's bulletin board and on the website at www.cityofpalmdesert.orq for the duration of the bidding process. Prospective bidders were also solicited via e-mail. The deadline to submit a bid was originally Friday, October 11, and upon a prospective bidder's request, was extended to 5:00 p.m. on Monday, October 14, 2013. All solicited bidders were notified to allow equal time to prepare their bids. Requests for Proposal (RFP) were transmitted to the following companies who had previously expressed interest in submitting a bid: • Academic Supplier Chula Vista, CA • OfficeMax Palm Desert, CA • Staples Palm Desert, CA Additional office supply companies were researched online (www.starofficesupplies.com, www.shoplet.com, www.onlineofficesupplies.com) in an attempt to reach additional local and out of area vendors. Despite staff's efforts, the companies either did not respond to inquiry or could not meet the needs of the City through response time or product availability. Due to ongoing litigation with Office Depot, an RFP was not solicited. Staples, Inc. provided the sole bid. Staff followed up with other solicited bidders to determine the reason for non-submittal. Academic Supplier indicated that while they were G:\FinanceWiamh Ortega\Staff Reports\SR-Office Supplies-Award Of F3id To Staples 102113.Docx Approval of Contract No. C��4o with Staples, Inc. for Citywide Office Supplies Staff Report November 14, 2013 Page 2 of 2 awarded the ink/toner bid for the City, they did not typically bid on smaller projects. The City can still order office supplies from this company at a discounted rate as a current customer. The OfficeMax representative indicated that she had forwarded the RFP to her company's bidding department, and was surprised and disappointed that a bid had not been submitted. Staff recommends awarding the bid for General Office Supplies to Staples, Inc. for a period of one year with the option to extend the contract for two additional one-year terms. Fiscal Impact The bid submitted by Staples, Inc. includes a discount available to the City through a co- operative purchasing agreement (Contract No. 031210) with National Joint Powers Alliance (NJPA), a national public service agency committed to serving its members nationally and locally through a variety of valued programs. Pricing is competitive for the City's typical annual sales volume of approximately $13,000. Funds are budgeted in the General Services account No. 110-4159-415-2110. Sub ' d by: Paul S. Gibson, Director of Finance App val: J M. Wohlmuth, City Manager CITY COUNCILACTiON APYROVFD +✓ t�rn�rn RECI;IVED 07'HF:R MF.I:TING DATE � �-��-��'►3 AYF,S: d�v_ 1S_ on��Di�a�.t,`Tc�n�er� �P�� -{Ct,('�1 i �C NOES: �on� ABSFNT: ��nP_ —. .._ -- ARSTAtN:-11��lP- VERIFIED I3Y:- (�-�f�t� ( �G � Original an File with City Clerk's Office CONTRACT NO. AGREEMENT THIS AGREEMENT is made and entered into the City of Palm Desert on this 15th dav of November, 2013, by and between THE CITY OF PALM DESERT, a municipal corporation, hereinafter referred to as "CITY", and STAPLES, INC., referred to as "CONTRACTOR". WITNESSETH: WHEREAS, on November 14, 2013 it was recommended that CONTRACTOR be awarded the contract for one year with two possible one year extensions. WHEREAS, pursuant to said invitation, CONTRACTOR submitted a proposal, which was accepted by CITY for said services. NOW, THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be frnm November 15, 2013 throuqh November 14, 2014 with two possible one year extensions or to such later date as may be agreed in writing between parties. 2. CITY'S OBLIGATIONS. For furnishing services, as specified in this Agreement, CITY will pay and CONTRACTOR shall receive compensation as set forth in the Contract Documents and adopted by the CITY. 3. CONTRACTOR'S OBLIGATION. For, and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by CITY, CONTRACTOR agrees with CITY to furnish the services and to do everything required by this Agreement and the Specific Terms and Conditions. 4. HOLD HARMLESS AND INDEMNIFICATION. Each party (the "Indemnifying Party") agrees to defend, indemnify, and hold harmless The other party ("Indemnified Party"), its officials, officers, employees, representatives, and agents, from and against all claims lawsuits, liabilities or damages of whatsoever nature arising out of the connection with, or relating in any manner to, any negligent act or omission of Indemnifying Party, his agents, employees, and subcontractors and employees thereof in connection with the performance or non-performance of this Agreement. The Indemnifying Party shall thoroughly investigate any and all claims and indemnify the Indemnified Party and do whatever is necessary to protect the Indemnified Party, its official, officers, employees, agents, and representatives, as to any such claims, lawsuits, liabilities or damages. 5. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing, signed by the CONTRACTOR and approved by the City Council of the CITY. 6. TERMINATION. Either party may terminate the contract with 30 days written notice for any reason. 1 . . . . . . . . .. . . I CONTRACT NO. 7. INCORPORATED BY REFERENCE. The Notice Inviting Bids; General Terms and Conditions; Specific Terms and Conditions; Bid Submission Form(s), additional or supplemental specifications, drawing, maps or diagrams; and CITY issued forms relating to this project, are hereby incorporated in and made a part of this Agreement. 8. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by this reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 9. ANTI-DISCRIMINATION. In the performance of the terms of this Agreement, CONTRACTOR agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of any person because of the age, race, color, sex, national origin or ancestry, or religion of such persons. Violation of this provision may result in the imposition of penalties referred to in Labor Code Section 1735. 10. AUDIT. CITY shall have the option of inspecting and/or auditing all records and other written material pertaining to the City's account and used by CONTRACTOR in preparing its statements to CITY. Audits shall be at mutually acceptable times and places, not to exceed once yearly. 11. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail, return receipt requested, reputable overnight courier service; addressed as follows: Office of the City Clerk CITY OF PALM DESERT 73-510 Fred Waring Drive Palm Desert, CA 92260 If to Contractor: Candace Saucedo, 62B Sales Consultant STAPLES, INC. 5440 E. Francis Street Ontario, CA 92337 Phone: (909) 390-0600 FAX: (909) 390-1765 E-mail: Candace.Saucedo(c�staples.com 12. LITIGATION COSTS. In the event an action is filed by either party to enforce any rights or obligations under this Agreement, the prevailing party shall be entitled to recover reasonable attorney's fees and court costs, in addition to any other relief granted by the court. 13. AUTHORITY TO EXECUTE AGREEMENT. Both CITY and CONTRACTOR do warrant that each individual executing this Agreement on behalf of each party is a person duly authorized. 14. CONFIDENTIALITY. In the perFormance of or otherwise in connection with this Agreement, one party ("Discloser'� may disclose to the other party ("RecipienY� certain Confidential Information of the Discloser. The Recipient will treat such Confidential Information as confidential and proprietary of the Discloser and during and after the Term will: (a) use the 2 i CONTRACT NO. Confidential Information of the Discloser solely for the purposes set forth in this Agreement; (b) take suitable precautions and measures to maintain the confidentiality of the Confidential Information of the Discloser; and (c) not disclose or otherwise furnish the Confidential Information of the Discloser to any third party other than employees or independent contractors of the Recipient who have a need to know the Confidential Information to perform its obligations under this Agreement, provided such employees or independent contractors are obligated to maintain the confidentiality of the Confidential Information. The obligations under this Section will not apply to any: (a) approved use or approved disclosure of any information pursuant to the exercise of the Discloser's rights under this Agreement; (b) information that is now or hereafter becomes generally known or available to the public other than through a violation of this Agreement; (c) information that is obtained by the Recipient from a third party (other than in connection with this Agreement) who was not under any obligation of secrecy or confidentiality with respect to such information; (d) information that is independently developed by the Recipient without reference to any Confidential Information; (e) any disclosure required by applicable law, provided that the Recipient will use reasonable efforts to give advance notice to and cooperate with the Discloser in connection with any such disclosure, and provided further that the Recipient shall limit such disclosure to only that information that is required to be disclosed; and (fl any disclosure made with the explicit consent of the Discloser. The Recipient shall promptly return to the Discloser all copies of any Confidential Information of the Discloser in its possession or control upon request, or in any event, upon any termination or expiration of the Term. 15. ASSIGNMENT. Neither party shall assign this Agreement without the prior written agreement of the other party. 16. LIMITATION OF LtABILITY. In no event shall either party be liable for consequential, special, indirect or incidental damages, including but not limited to any damages resulting from loss of use or profits arising out of or in connection with this agreement, whether in an action based on contract, tort (including negligence) or any other legal theory, even if the party has been advised of the possibility of such damages. 17. FORCE MAJEURE. Neither party to this Agreement shall be considered in default in the performance of its obligations to the extent that the performance of any such obligation is prevented or delayed by any cause which is beyond the reasonable control of such party. 18. NEGOTIATION. Mediation and Non-Binding Alternative Dispute Resolutions are Favored, Each party commits that in the event a dispute should arise under this Agreement or relating in any manner hereto, the parties shall first endeavor to resolve their dispute by good faith negotiations between or among the parties. If the parties are unable to resolve their dispute, then the matter shall be reviewed by a senior level executive of each party. In the event these senior officers are unable to resolve the matter, the parties agree to attempt to mediate their dispute within thirty (30) days after the dispute initially arose, using a third party mediator. All mediation proceedings shall be confidential, and no information exchanged in such mediation shall be discoverable or admissible in any litigation involving the parties. 19. PAYMENT/CREDIT TERMS. Invoices are due thirty (30) days from the date of invoice, and invoices not paid within thirty (30) days shall bear interest at the rate of 1.5% per month or the maximum amount allowed under law, from the due date of the invoice. CITY's credit limit shall be established by CONTRACTOR's Credit Department. CONTRACTOR reserves the right to lower CITY's credit limit or refuse to ship any orders if at any time; (1) CITY is delinquent in making payments to CONTRACTOR or is otherwise in breach of this Agreement 3 . .. ... . . .. ... . CONTRACT NO. or (2) in CONTRACTOR's reasonable opinion, CITY's credit standing becomes impaired or reasonably unsatisfactory to CONTRACTOR. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first hereinabove written. CITY OF PALM DESERT STAPLES, INC. A Municipal Corporation CONTRACTOR JAN C. HARNIK, MAYOR Authorized Representative Print Name and Title ATTEST: RACHELLE D. KLASSEN, CITY CLERK CITY OF PALM DESERT, CALIFORNIA APPROVED AS TO FORM: DAVID J. ERWIN, CITY ATTORNEY 4 � � � /"'�'�"'\ � � � � SOLICITATION FOR SUBMISSION OF PROPOSALS FOR CITY-WIDE GENERAL OFFICE SUPPLIES ` City of Palm Desert = 73-510 Fred Waring Drive Palm Desert, CA 92260 � (760) 346-0611, Ext. 382 � October 1, 2013 � � I m TABLE OF CONTENTS Notice Inviting Sealed Proposals ................................................................................... 3 Instructions to Proposers ............................................................................................... 4 _ General Information.................................................................................................. 4 Objective .................................................................................................................. 4 BackgroundInformation ........................................................................................... 4 SubmittalDeadline ................................................................................................... 4 ContactInformation .................................................................................................. 5 Criteria and Process for Selection ............................................................................ 5 AdditionalI nformation............................................................................................... 6 ProposerInformation ..................................................................................................... 7 . Proposal Questionnaire ................................................................................................. 8 BidSpecifications ........................................................................................................ 10 � � � � � � �' Page 2 � .. .. . . . .. . . . I NOTICE INVITING SEALED PROPOSALS PUBLIC NOTICE IS HEREBY GIVEN that the City of Palm Desert invites sealed -�x proposals regarding CITY-WIDE GENERAL OFFICE SUPPLY PURCHASES and will receive such proposals until the hour of 2:00 p.m. on Fridav the 11th of October, 2013. Proposals will be opened in the Office of the Finance Director, at which time an analysis � of the proposals will be performed and a successful Proposer determined. Request for Proposal packets are available at City of Palm Desert, Finance Department, � 73-510 Fred Waring Drive, Palm Desert, California 92260 and online at www.citvofpalmdesert.orq. It is the responsibility of the Proposer to see that any bids sent through the mail have sufficient time to be in the hands of the City Clerk prior to bid closing date and time. The receiving time at City Hall will be the governing factor on acceptability of bids. Electronic, facsimile or telephone bids will not be accepted. Bids must be prepared on the approved proposal forms and submitted in a sea/ed envelope plainlv and clearlv marked on the outside "SEALED BID FOR GENERAL OFFICE SUPPLY PURCHASES — DO NOT OPEN WITH REGULAR MAIL." Bids should be addressed to Niamh Ortega, Administrative Secretary - Finance, City of Palm Desert, 73-510 Fred Waring Drive, Palm Desert, California 92260. The complete proposal packet includes: 1) Proposer Information; 2) Proposal Questionnaire; and 3) Bid Specifications. All three forms must be fully completed and submitted for the proposal to be considered responsive. The City reserves the right to reject any or all bids, to waive any irregularity, to accept any bid or portion thereof, and to take all bids under advisement far a period of sixty (60) days. .� Requests for additional information should be directed to Niamh Ortega, Administrative .� Secretary, by e-mail at nortega@cityofpalmdesert.org. � Dated this 1St day of October 2013. .� � � � RACHELLE KLASSEN, CITY CLERK � CITY OF PALM DESEaT � � � Page 3 � INSTRUCTIONS TO PROPOSERS 1. GENERAL INFORMATION The City of Palm Desert (the City) is currently soliciting bids for the purchase of general office supplies at its main office building, City Hall, located at 73-510 Fred Waring Drive, � Palm Desert, California 92260, as well as off-site locations at the Corporation Yard, Palm Desert Visitor Center, Palm Desert Public Library, and Desert Willow Golf Resort. " 2. OBJECTNE The City seeks to identify a supplier or suppliers that will provide the most practical and cost-effective business model to serve the distribution needs for o�fice products and . related services. The office products are more specifically described in the Bid Specifications section of this RFP. - The successful Proposer or Proposers will be referred to and designated as "Preferred Suppliers". The goal of the City is to team with one or more Preferred Suppliers and develop a relationship that will produce a win-win for all parties. The City hopes to work y with the Preferred Suppliers to establish practical business processes and procedures. 3. BACKGROUND INFORMATION The estimated value for this RFP is between $15,000 and $20,000 annually. The estimates of value, purchases, and usage of office products in this RFP are estimates only. Office products and services purchased under any agreement resulting from this . RFP may be more or less than the estimates provided. The City of Palm Desert does not represent, warrant or guarantee that the City of Palm Desert will procure any particular dollar value or any particular quantity of office products and services under any agreement resulting from this RFP. The City of Palm Desert is seeking to reduce the total cost of office products and services while creating synergies between the City of Palm Desert, its entities, and the preferred suppliers. 4. SUBMITTAL DEADLINE � The City will accept proposals submitted in response to this RFP until 2:00 p.m. on Friday, October 11, 2013 (the "Submittal Deadline"). Proposers should complete the " Proposal Specifications and Proposer Information forms and submit in a sealed _* envelope plainly marked on the outside "SEALED BID FUR GENERAL OFFICE �, SUPPLY PURCHASES — DO NOT OPEN WITH REGULAR MAIL." � � � °" Page 4 � 5. CONTACT INFORMATION Proposers will direct all questions or concerns regarding this RFP to the following contact: • Niamh Ortega Administrative Secretary— Finance � CITY OF PALM DESERT - 73-510 Fred Waring Drive � Palm Desert, CA 92260 Phone: 760.346.0611, Ext. 382 � FAX: 760.341.4564 � E-mail: nortega@cityofpalmdesert.org The City recommends all interested parties restrict contact and questions regarding this � RFP to written communications forwarded to the contact. All questions and concerns must be received no later than Wednesday, October 9, 2013 at 5:00 p.m. The contact � will have a reasonable amount of time to respond to questions or concerns, with any and all final responses to be returned no later than 11:00 a.m. on Thursday, October 10, 2013, 2013. It is the City's intent to respond to all appropriate questions and concerns; however, the City reserves the right to decline to respond to any question or concern. It is highly recommended that interested parties provide an e-mail address to the City contact at the onset of the bid process so that they may be copied on any and all questions and responses received from other parties prior to the submittal deadline. E- mail addresses of prospective bidders will not be shared with other bidders by the contact to maintain the integrity of the bidding process. 6. CRITERIA AND PROCESS FOR SELECTION The successful proposer(s) selected by the City in accordance with the requirements and specifications set forth in this RFP will be the proposer(s) that submits a proposal in response to this RFP on or before the submittal deadline that is the most advantageous F to the City. Proposer(s) is encouraged to propose terms and conditions offering the maximum benefit to the City. �� The criteria to be considered by the City in evaluating proposals and selecting a „ preferred supplier will include those factors listed below: � • The cost of goods and services proposed; � • The reputation of Proposer and Proposer's goods or services; � • The quality of Proposer's good or services; • Internet ordering capabilities and comprehensiveness; � • The extent to which the goods or services meet the City's needs; �, • Proposer's past relationships with the City and its entities; • Proposer's past relationships with other government entities; � *" Page 5 � � �; • Pending and/or settled litigation relative to goods and services sold to `� government entities; � • Total long-term cost to the City of acquiring the Proposer's goods or services; m • Availability of training for City staff; • Proposer's qualifications including prior experience and references; "�° • Content of Proposer's proposal; � • Location of contract retail store. " 7. ADDITIONAL INFORMATION The specifications in this RFP are based on our orders typically placed with Office " Depot, our current vendor, and include the order number used to purchase those items < rather than the manufacturer's number. Some of the listed items are a generic brand and it is understandable that proposers will be unable to provide prices on those specific items. However, an alternative such as the proposer's generic brand item will be e accepted, and should be indicated as such in the "Generic" column. Additionally, the Proposer may provide a price on a brand item listed and a generic item if the company provides one of comparable quality. Pricing is also based on participation in The Cooperative Purchasing Network (TCPN), and vendors are encouraged to indicate their participation in this and/or similar programs. It is beneficial to the Proposer to provide pricing on all items so that an accurate price comparison can be made. In addition to providing the item's list price and discounted price, a percentage discount for each item should also be included that would be made '� available to the City regardless of the list price. If the discount price offered is through a government bid such as US Communities, TCPN or National IPA, please indicate as such. Failure to provide the requested information may be considered non-responsive " and result in disqualification of the proposal. Additionally, as part of the proposal review, ., a selective comparison will be conducted between prices offered on the Proposer's retail site and the proposed contract prices. - The City is highly reliant on internet usage for placing and tracking orders, history, reports and account maintenance; therefore, it is required that the successful Proposer provide reliable service through this medium as well as by telephone and in person, and that service such as next-day delivery and/or in-store pick-up be available for most items other than special orders. � The contract to be awarded is for a period of one (1) year with the potential for two one- � year extensions. Contract extension is based on continued value, competitive pricing, satisfactory perFormance as determined by the City, and the desire of both parties to � continue such contract. � "` Page 6 � .� PROPOSER INFORMATION The undersigned has carefully examined the documents pertinent to this proposal and hereby offers and submits the above price in consideration of the Proposal Requirements, attached hereto and a part of this offer and proposal. a� � Company: Staples, Inc. ContacURepresentative Name (please print): Candace Saucedo Title: B2B Sales Consultant Address: 5440 E. Francis St. City: Ontario State, Zip: CA 92337 Telephone: (909) 390-0600 FAX: (909) 390-1765 E-mail address: Candace.Saucedo(a�Staples.com * City of Palm Desert business license No.: Representative Supervisor approving bid: Samantha Fritsch � �Signature of Representative Supervisor: �a,�� T"Ti��,� L L�� _ � Date: 10/10/13 ;d � , � *Proposers who do not maintain a retail store in Palm Desert and who intend to deliver goods via a third party onlv are not required to obtain a Palm Desert business license. Proposers � utilizing their company freight or delivery system or who operate a retai!stare in Palm Desert � must, upon award of bid, obtain and maintain a business license for fhe duration of the contract .� term. � Page 7 PROPOSAL QUESTIONNAIRE 1. Please list the fee, if any, your company charges for the following: Standard Delivery: There are no additional charges associated with standard delivery. Common delivery exceptions that require a surcharge include: # • Furniture unpacking or assembly • Expedited deliveries • Deliveries outside Staples' standard distribution area (i.e. offshore including Hawaii and Alaska) Surcharges are calculated on a per order basis. Next day delivery: In the U.S,.there are no fees for next day delivery , the cut-off time for next-day deliveries is 5:00 pm local time. Our normal delivery hours are 8AM — 5PM local time, Monday through Friday. Staples' total national office products assortment includes 100,000 items. Historically, we've been able to fulfill next-business-day delivery for at least 96% of our customers nationwide. � We're committed to fulfilling at least 99% of the items on your office supply list on the next business day. Restocking: At Staples, we strive to limit product returns by offering only the highest quality products and delivering"the perFect order": delivering your order complete, correct, undamaged and on time. In the rare case that you are unsatisfied with your purchase, we offer an easy online returns process at no cost to you- we don't charge you for shipping or impose restocking fees or if customers call-in the return*. *Restocking fees may apply on large furniture returns Freight charges: Ground shipping is included in pricing on products quoted. Additional charges may be incurred for the shipping and handling of products classified as oversized materials. STS has four � company-owned national distribution facilities that provide prompt delivery for normal UPS or FedEx Ground deliveries. Any special handling or required overnight air shipping/expedited shipping is additional ,, and is prepaid and added to the invoice. The charge for overnight air shipping/expedited shipping will vary based on the following parameters: H, • Weight • Location • Dimensions :4 Emergency Same day deliveries: To account for added transportation costs and courier fees incurred � on our end, we do require a separate charge for rush-delivery requests. This charge is waived, however, � in the rare case of an error by Staples—for example, if the wrong item is sent and an end user needs that :� product replaced immediately. These costs can be negotiated as part of your program. � If rush deliveries become a regular occurrence then we will discuss alternate solutions to streamline your current procurement process. To eliminate these costs all together, you can also choose the option of not �` Page 8 having rush deliveries available to end users. In that case, our customer service team will work with your end users to see if their emergency item requests can be fulfilled by accessing our Staples stores. � 2. What is the daily deadline or cut-off time for (a) internet order and (b) phone -- order placement and when should they be received by the City? (Next day, two-day, 3-5 day delivery?) In the U.S., the cut-off time for next-day deliveries is 5:00 pm local time. Our narmal delivery hours are 8AM—5PM local time, Monday through Friday. Staples' total national office products assortment includes 100,000 items. Historically, we've been able to fulfill next-business-day delivery for at least 96% of our customers nationwide. We're committed to fulfilling at least 99% of the items on City of Palm Desert core office supply list on the next business day. 3. What is your "Rush Order" procedure and what fees are associated with them? Depending on the size and scope of a digital print project, our closed-door facilities can produce an order in 24 hours or more. Since these facilities run six days a week, turn time is based on the individual project,facility and workload. Our national production network and Staples-owned distribution services give us the flexibility to turn around orders quickly. For those times when you need something right away, users can access Staples' network of 1,500 U.S. retail stores for a wide range of copy, print and binding services at preferred customer pricing. 4. What is your Return Item Policy? , Returns are rarce. But when they happen, we process them quickly so City of Palm Desert can get � credited as soon as possible. At any time, City of Palm Desert can contact your Staples Technology ' Solutions0 (STS) Customer Service Representative for a Return Authorization (RA) number before returning any product. All returns/replacements must be in their original packaging and in resalable � condition. We are unable to accept returns of non-stock, obsolete or special order items that were ordered incorrectly by City of Palm Desert. If product is being returned due to an error by STS, our ° Customer Service Department will provide a return authorization (RA) number and call tag to pick up the � product. Returns of certain IT hardware are governed by the policies for return supported by the distribution source and manufacturers used. These may limit returns of nondefective items to a certain °° Page 9 � time period. They may limit returns of items once opened. They may include specific restocking fees. STS " will actively work on behalf of City of Palm Desert to minimize and mitigate the impact of these limits and , fees. We will ship replacement product on the same day that STS is made aware of the situation, as long as it is prior to 3:00 pm (EST). We will accept returns of a technology product in resalable condition, within the applicable return period, with its complete and original manufacturer's packaging intact and undamaged, including Universal � Product Code (UPC), manuals and parts and a copy of the packing slip. Occasional exceptions can be , made as a courtesy to you. � • We guarantee 100% satisfaction on all Sustainable Earth by StaplesT"" or Diversity Products Solutions by StaplesT"" products. You may return any of these products anytime if they don't meet your satisfaction. ` • We conduct a thorough analysis of all damaged or defective products to ensure that any quality issues are corrected by our manufacturers. � � . � Software (unopened)* 30 Days Technology 8� Business Machines 14 Days "Opened or defective software may be exchanged for the same titfe and version within 30 calendar days of receiving the software. Credits Credits for returned items are issued within two to three days of receipt in the STS fulfillment center. UPS call tags are issued for the return the same day the RA is issued and normally are back in our facility within three to five business days. Warranties All manufacturers'warranties will be passed along to City of Palm Desert. Staples will reasonably assist in coordinating the repair or replacement of the product by the manufacturer. Staples Technology Solutions also offers extended warranty options as well as a wide range of annual or break/fix OEM as well as third- party service options that can be added to the purchase for many computer products. lmportant Notes about All Returns • All returns are subject to approval and require a Return Authorization for credit. � 5. What are your terms of payment for accounts such as the City of Palm Desert? "' Staples' standard payment terms are Net 30 days � 6. Which regional, state or national governmental discount programs do you participate in that would lower the City's costs? Please attach a summary of pertinent information on the program(s) detailing the discounts offered from your company's list � price. � Page 10 * National Joint Powers Alliance0 is a national public service agency committed to serving our Members nationally and � locally through a variery of valued programs. As a public agency,we are committed to providing cooperative solutions that assist Government and Education entities as they strive for efficient public service.We are only able to • do this as we work together,creating a unified alliance that is valued by both NJPA Members and the business community. � NJPA Contract #031210 Office & Classroom Related Supplies & Accessories " Contract Owner-National Joint Powers Alliance(NJPA)Website: www.njpacoop.org In order to � access the pricing and terms of this contract an agency must be a registered member of NJPA. Membership is free and the simple enrollment application can be completed online at the NJPA ' website. a Contract Term -August 1, 2010—July 31, 2014 (plus a 1 year optional extension) Single Award- Staples Contract&Commercial, Inc, operating as Staples Advantage (other ° unsuccessful bidder was Independent Stationers Inc.) Products Included - Office, Classroom, Toner, Paper, Facilities, and Transactional � Furniture. Additionally Print, Promo, Digital Copy, and specials available as Sourced Goods. ` Pricing: • Hot List —Net Priced: 1,400+items(As of Jan 2013)Majority Toner&Paper related products � • Ink/toner,cut sheet paper,toilet tissue,paper towels,etc. —Staples may request a price change adjustment far Hot List Pricing items by submitting to NJPA,no �a more than once a calendar quarter, a request for price adjustment(s). Although change does not have to take effect on the start of the calendar quarter. —Price changes require NJPA approval. • Core List —Net Priced: Approximately 18,000 items(as of Jan 2013)Primarily In-stock Office&Classroom � Supplies. —Prices fixed for a year(Jan 1 —Dec 31). —Staples can submit a request for price changes annually, 30 days prior to Dec 31. � —Requires NJPA approvaL a —If approved,Jan. 1 st is the effective date of any changes. � • Sourced Goods —Wholesalers/Printing/Promo/DCS/Specials/etc. � —Prices for Sourced Goods including Custom Print and Digital Copy&Print sha11 be those prices that � appear on www.staplesadvantage.com when ordered or as otherwise established between Staples and each member at the time the order is placed � Ceiling Prices-Pricing is to be established as a ceiling price. At no time may the proposed products/services be offered pursuant to this Contract at prices above this ceiling price without � approval by NJPA. Volume Price Discounts-Proposers are free to offer volume discounts from the .;� quantity-of-one pricing documented in a Contract resulting from this RFP. Volume considerations shall be determined between the Vendor and individual NJPA Members on a case-by-case basis. �' Page 11 � � w � Volume Price Discounts - Proposers are free to offer volume discounts from the quantity- `�' of-one pricing documented in a Contract resulting from this RFP. Volume considerations .� shall be determined between the Vendor and individual NJPA Members on a case-by-case � basis. :, Rebates - Staples will pay each member a volume rebate of such member's Net Sales annually, to be paid within thirty (30) Calendar Days of each annual anniversary of the '� member's first order date, calculated as follows or as otherwise agreed to in writing by ,,� Staples and the member ("Volume Rebate"): � Net Sales Volume Rebate $ 0.00 - $ 75,000 0% $ 75,000.01 - $150,000 1% '�' $150,000.01 - $300,000 2% � $300,000.01 - $500,000 3% $500,000.01 - $750,000 4% � $750,000.01 or more 5% � Payment of all Volume Rebates paid hereunder is(i)contingent upon the member paying all invoices � within the payment terms specified in the contract; and(ii)based on the individual member's aggregate annual Net Sales and is payable back to dollar one. � "Net Sales"-T'he gross sales price of the Core Items,Hot List Items, and Sourced Goods(collectively, � the"Products")less shipping costs(including freight charges and insurance),taxes, duties, any rebates actually paid, discounts and allowances actually taken,rejections and returns to the extent credit is given "° or paid, excluding Product purchases made at Staples'retail store locations. � Delivery- Staples offers Free next-business-day shipping under the NJPA contract Minimum Order Size- $35.00 Minimum order size ' Payment Terms—Net 30 Days unless otherwise ageed upon by Staples and a specific buyer Managed Print Services(MPS) Managed Print Services(MPS)products and pricing are available under the NJPA contract to support the various MPS needs of the NJPA members. Please refer to separate MPS arnendment document and pricing sheet for specific product and pricing information. MPS purchases are included in the customer annual rebate calculations. , Retail Stores - Contract pricing is available at Staples retail stores on NJPA contract it ` Auditing—During the Term,Vendor will,upon not less than fourteen(14)business days' prior written .� request,make available to NJPA no more than once per calendar year,at Vendor's corporate offices, during normal business hours,the reports and/or documents from Vendor pertaining to all invoices sent » by Vendor and payments made by NJPA members for all products/services purchased under this Contract.NJPA may employ an independent auditor or NJPA may choose to conduct such audit on its '" own behalf.Vendor shall have the right to approve the independent auditor,which approval shall not be „ unreasonably withheld.Upon approval and after the auditor has executed an appropriate confidentiality agreement,Vendor will perrnit the auditor to review the relevant Vendor documents.NJPA shall be °� responsible for paying the auditor's fees.The parties will make every reasonable effort to fairly and equitably resolve discrepancies to the satisfactioli of both parties. � Contract Documents -The cumulative documentation consists of the RFP, the entire Proposer's response, and a fully executed "Acceptance and Award. There is no single " Page 12 � ;� � contract document. The applicable contract documents can be found at the following link: � NJPA Contract # 031210 7. If a lower price is found on your company's retail site than what is offered on the � contract or business site, are you willing to match that price? � As much as City of Palm Desert wants all of your purchases to be well planned, there are times when your employees just can't wait until tomorrow for a critical product to be completed. Our retail network � offers City of Palm Desert a solution for making sure these last minute purchase needs are fully captured �° in your program reporting and benefit from your negotiated contract pricing with us. This allows you to . increase compliance to your program, better track your spend and ensure you are maximizing your full savings potential. With nearly 1,900 stores in North America and 2,200 worldwide, our retail network is the largest in the industry. This gives City of Palm Desert's end users more access to convenient locations close to where � they work. Our stores have evolved to offer more than just office products. Your users will find support for a wide range of technology needs as well as full copy and print centers. . Staples Store Offering • Customers benefits from an easy-to-shop store with quality products that are in-stock and easy to find, with fast checkout and courteous, helpful and knowledgeable sales associates. • Our typical Staples store is approximately 18,000 square feet and is designed to make buying office products easy. It features more than 8,000 items — from ink and paper to computers and business machines — as well as copy and print services through our Copy & Print Centers and technology support through our Easy Tech service. • We also operate a 14,600 square foot store format designed for rural markets and a 10,000 square foot store suited to dense urban markets such as New York City. • Stores also offer a UPS shipping center as well as in-store recycling for ink and toner, cell phones and a wide selection of computer and office technology, including free recycling for Dell technology. ` • In addition to our standard store, we also operate a 4,000 square foot stand-alone copy and � print shop format to serve copy and print needs in urban markets, such as Manhattan, Boston and L.A., and offers a full service copy and print shop and more than 1,800 supplies. $ Growth P/ans � • Our real estate strategy is to expand our store base in a steady and disciplined fashion to � produce strong sales and yield high returns on our investments. :� • We will also drive increased productivity through our on-going store remodel program, with a focus on upgrading our technology products and services and our copy and print offering. � • Our goals are to continue to be a destination for ink and toner; to become an authority for "� business technology through redesigned stores, an expanded technology assortment, and our °� Page 13 � � n fast growing EasyTech service- offering expert services such as installations and repairs; and to "" establish leadership in copy and print services TM • In fiscal year 2012 Staples opening 17 stores, in 2011 Staples opened 31 stores, in 2010, Staples � opened 41 new stores � Stap/es Global Retail Network u Below is a list of our store locations by state and country as of the end of fiscal year 2012. �iumber of Number ot Number ot Country/StatdPro��incelRa�ion(I'crrftoey Stores CauatrylStatclProviacelReRionfi'crriton Stores CouairylSbtdProciocMRegba/I'crriton� Slores „� linited Stgtcs Nerada 7 Canada Aiabama 12 New Hampahire 23 A}berta 39 R Arizona 42 New Jency R6 Brilish Columbia �i�i Arkansas 9 Ncw Mexico 11 Manit� 10 � Califomia ?I A New Yark 134 New$runswick 10 .,, Calorado t 9 I�€urth Carolina 44 Nawfnundland 4 Connecticut 39 Nurth Uakota 2 '.Jova Scotia 14 "` [?elaware 7 Qltio 62 Northwest Tcrritori�es I Distri�t of C'alumbia 2 Oklahoma 18 Onwrio 131 Florida 9 5 Oregcm 2l Prince F.�tward Island 2 „ Gcorgia zR Pennsyl��unia 92 Qucbec 7? ldaho 8 Rhade tsland I Q S�katchewan 1 l � Illinois 5) South Carolina 21 Yukan 1 india�n� 3o South Dakota t 7'�tal Canada 339 �� lowa )5 Te�messe� 23 Kansag 4 Tena.ti 5 t� Kentucky 17 Utah I�i F[nland 7 Louisian� l V«�rnom 7 C'.ermany� 5 9 Nlainc t2 Virginia -i�t The f�ietderlsnds 41 Maryt�d 43 Washington 3 t Norway 20 Maswchusetts 75 West Virginia 6 Portu�;ul 33 Michigan A2 Wisccx�sin t 1 Sweden 11 Minncsota 7 Wyc�ming 4 Uaited kingdom 1 I? Missiasi�pi 2 'IbEal[Jnited Str�tes I,S4? C`IIIqA 30 Missi>uri 1 1 Argentina 2 Montana 8 Australia 14 Nebraska 5 Z•2�5 � 8. Is there a minimum order amount that should be placed? Yes x No What is it? $50 � What are the consequences of not meeting the minimum order? :� " Page 14 � � Order size and order frequency contribute significant costs to customers' office supply programs. Industry " statistics show that with every order transaction you process, you can incur costs of $20 to upwards of � $100 dollars, depending on your organization's labor costs and method of placing orders. These costs � increase when you consider environmental factors, such as the additional packaging materials included in multiple deliveries and the increase in carbon emissions expelled by delivery trucks. ., To minimize these costs, Staples has developed a best practice of implementing mutually agreed upon � order size standards with our customers. These standards reduce the frequency of small, inefficient � orders (e.g., orders for one box of pens). This decreases delivery trips and order processing costs and � leads to mutual cost savings for both City of Palm Desert and Staples. It also helps the environment by significantly reducing carbon emissions from delivery trucks and paper waste from boxes and other � packaging materials. �' Example: By reducing their number of small orders by 10% a quarter, one of our customers was able to � save $78,000 in order transaction costs, 27,291 Ibs of CO2 emissions and the equivalent of 31 trees � worth of paper in one year. Based on programs implemented with similar organizations of your size and in your industry, we � recommend that a $50 minimum order requirement be implemented for your program. However, Staples "' will work with you to establish a minimum order size that meets your requirements. - Our dedicated account management team will work with City of Palm Desert and suggest program strategies that lead to larger order sizes. We will support these initiatives with a full communications campaign that includes customized, colorful brochures and flyers explaining the environmental and cost savings benefits of consolidation to your end users. We can also implement order size controls on your e- commerce ordering platform that would require users to reach the minimum order threshold before submitting the order. Both of these methods have been extremely effective in helping our other customers minimize their costs without inconveniencing end users. 9. What is the minimum annual volume that is required to retain the quoted prices? $15,000, The prices that we provided are if Staples is awarded the account and is the primary vendor. � � - END OF QUESTIONNAIRE - � �� Page 15 ,� � Y�7~ . M � �� . . . . C rl'i ti'i �-1 r�i.ti.-I�-�I rl r�i ti v+.y.-1 . ��.-1.-I rl .ti.r�ti�-1.ti.-1�-1 rl r1 .r��..� .�^.y.�0. .y�. P > > . . p � O . . . ... IL V � . . � . . � �Y.Y N�N.N .Y N¢¢X Y Y Y X X X X X X X x X X N N G Q Y X X X Y Y N N N N N N N M ��a a��..O.u�a.O.W W m a n a m m m m.m m�m m m m.��W�ual�u��u�u�W a u��u�uQl�m m m a n��0 0 O O�� N �o � � .. . . . . . . . O . �� N� n � �.�. m Y Y o O. �� W. � Ny � � �N N �.., O YI-� ��Z ��..��Y��a{J.�. ..�U' Y . K.� f o F.�F u. O� � `v F -a�n .Y�.r j �'s r"� �a a a..�ic N 7�J F C�I�N = D v a. 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