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HomeMy WebLinkAboutC33141 - Xtnsn - Gnrl Office Suppliess Contract No. C33141 Request: CITY OF PALM DESERT FINANCE DEPARTMENT STAFF REPORT Exercise the option of the first of two one-year extensions to Contract No. C33141 with Staples, Inc. for procurement of general office supplies for the City of Palm Desert Date: December 11, 2014 Submitted by: Paul S. Gibson, Finance Director Contents: E-mail Acknowledgement from Staples to continue contract Recommendation By Minute Motion, that the City Council exercise the option of the first of two one- year extensions to Contract No.C33141 with Staples, Inc. effective November 15, 2014, for the procurement of general office supplies for the City of Palm Desert. Background On November 14, 2013, following notification of solicitation of bids, the City Council awarded Contract No. C33140 to Staples, Inc. for the procurement of general office supplies. The contract was for a period of one year, with two possible one-year extensions. Over 90% of general office supplies such as colored copy paper, folders, writing instruments and paper accessories are purchased through the online ordering system available through Staples, and staff is satisfied that this process meets the needs of the City. Staff recommends that Council exercise the City's option to extend the contract for one year. Fiscal Impact Continuing to contract with Staples, Inc. secures the current low prices for an additional term, and already offers competitive pricing and reliability. Submitted by: Paul S. Gibson, Director of Finance Approval: ram/ ✓.gyros, o,v John . Wohlmuth, City Manager CITY COUNCILACION APPROVED DENTED RECEIVED OTHER MEETING DATE 1 Z" 11-14- AYES: x riika' lroncrll'ah ► SPi ret,T nut$ hkbe/ NOES- nbno ABSENT: NflIA9 ABSTAIN. Norte VERIFIED BY: levOil rtvi Original on File with City Clerk's Office Omega, Niamh From: Rivera, Alan <Alan.Rivera@staples.com> Sent: Monday, November 17, 2014 2:47 PM To: Ortega, Niamh Subject: RE: staples contract We are confirmed and all set. If you need any additional information from me just let me know and I am excited to be your partner © Thank you for Choosing Staples, Alan Rivera Account Consultant Staples Advantage Mobile: (951) 288-8459 Customer Service @ 877-826-7755 Alan. Rivera(aStaples.com www.StaplesAdvantaqe.com Please Note: For assistance with item selection, order placement, returns/exchanges, credits, order tracking and estimated delivery, backorders or invoice requests, please contact our award -winning Customer Service Team at 877- 826-7755 or by email: scchalifax(a�staoles.com From: nortega@cityofpalmdesert.org [mailto:nortega@cityofpalmdesert.org] Sent: Wednesday, November 12, 2014 4:29 PM To: Rivera, Alan Subject: staples contract Hi Alan, It looks like our contract is up for renewal. The original terms were for one year (November 15, 2014 — November 14, 2015) with the option to extend for two additional years. The City would like to continue the relationship with Staples, and will be taking a staff report and contract to the City Council in December for the first of two extensions. I just wanted to make sure that Staples is on the same page and wishes to continue as the City's supplier for an additional year. Please confirm that Staples wishes to enter into this agreement with the City to continue the relationship for an additional year with all terms and pricing remaining in effect. Additionally, the previous contract was directed to Candace Saucedo at 5440 E. Francis Street, Ontario CA 92337. Is this still the correct person to direct the contract to? Wiamfi Ortega �1 dministrative Secretary City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 (760) 346-0611, Ext. 382 nortega@citvofpalmdesert.org Ell? OF PDLM DESERT 1 :w,...Cn.w...0 .o