HomeMy WebLinkAbout1999-04-27 - AGENDA REPORTS - OFFICE SUPPLY CONTRACT (2)AGENDA REPORT
City Manager Approval:
Item to be presented by:
DATE: April 27, 1999
SUBJECT: AWARD CONTRACT FOR OFFICE SUPPLIES
DEPARTMENT: Administrative Services
RECOMMENDED ACTION
Barbara Boswell
1. Authorize use of "Best Value" process in the selection of successful bidder for the office
supply contract.
2. City Council award contract for office supplies to Office and Mail Express in an amount
not to exceed $50,000 from account number 2220-7307.
For several months staff has been working to develop a better approach that would
encourage more local participation in bidding for office supplies. Staff received input from
local vendors, performed extensive research on purchasing trends and developed a cross
functional team to review bidding procedures. A process referred to as "Best Value" was
developed from practices being adopted by many municipal governments. "Best Value"
allows inclusion of non -monetary evaluation elements in the selection process. These
elements vary depending on the material or service being bought. Common examples are
reliability scored on experience and reference checks and equipment failure rate as
guaranteed by the company. The criteria are determined as part of the solicitation
development and included in the bid package to ensure vendors are aware of the
information we need and will use to evaluate their responses. The office supply bid package
used the following criteria in order of their importance:
1) Cost
2) Ability to perform based on vendor information and references
3) Ability to provide environmentally friendly products
4) Return policies and process
An invitation to bid package for office supplies was developed based on this process.
Designed to offer the ability to compare a straight low bid result with the result determined
by "Best Value", staff believes the process to be of value to the City. The invitation to bid
requested vendors to quote on a sample of our most common items representing
approximately 40% of annual business of $50,000. This information generated the bid
values depicted below. An Invitation to Bid was issued January 14, 1999. The Invitation to
Bid was distributed to local vendors in addition to those who requested an opportunity to
bid. Six vendors submitted bids opened by the City Clerk on February 23, 1999.
9i'ti 0� G6 &1 J 7 a�8. 9 13 :ff'9V
1 °�F B k e
Vendor
Location
Best Value
Bid
Office & Mail Express
Santa Clarita
77.9
$29,321.09
Corporate Express
Chatsworth
75.3
$18,850.85
Alex Commercial Stationers
Santa Clarita
42.7
$38,411.23
Office Depot
San Fernando
38.3
$26,762.40
Mail Boxes Etc.
Santa Clarita
36.5
$43,116.86
Berk's Supplies
Santa Clarita
28.3
$44,915.45
Staff has evaluated the responses and determined selection of Office and Mail Express
using the "Best Value" process is in the best interests of the City and recommends they
receive the contract award.
ALTERNATIVE ACTION
1. Award the bid to the lowest bidder, Corporate Express.
2. Other action as determined by the City Council.
FISCAL IMPACT
Funds for this expenditure in the amount of $ 10,000 are budgeted in account number
2220-7307 for the remainder of this fiscal year.
BB:jwb:24nov982.doc