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HomeMy WebLinkAbout9/1/1999 - STAFF REPORTS (19) DATE: September 1, 1999 TO: City Council FROM: Procurement Manager APPROVE PARTICIPATION IN RIVERSIDE COUNTY AWARD OF BID FOR OFFICE i SUPPLIES RECOMMENDATION: That City Council approve participation in County of Riverside award #702/000/08/01/0899 for purchase of office supplies from Boise Cascade,Garden Grove, California,for a period of one year beginning October 1, 1999 in an amount not to exceed $125,000,with two additional one year renewal options;each annual amount not to exceed$125,000,and each renewal option to be brought to City Council for approval. BACKGROUND: The method by which large organizations secure office supplies has changed radically over the past ten years. Traditionally office supplies were purchased from multiple vendors and stored in a central warehouse for distribution/pickup by end users. The cost of getting the product to the end user was frequently higher than the cost of the item itself because of stocking,record keeping and distribution costs. ' When office supply vendors began to offer "desk top"next day delivery services, the City was one of the first to take advantage of the opportunity,thereby shifting the stocking and distribution costs to the vendor. As other commodity items became available on the same basis,called"J1T"(Just In Tune)delivery,the City was able to close its centralized warehouse. Interestingly,prices for office supplies remained constant or decreased despite the increased services now provided at the vendor's costs. There are four major office supply fines which provide"desk top"delivery services in Southern California. Only two of these,Office Depot and Boise Cascade,offer next day delivery in Palm Springs. The pricing discounts offered by the two firms are similar, ranging from 40%to 70%off manufacturer's list price. The City has purchased from Office Depot for the past five years. The recommendation to change to Boise Cascade is driven by the fact that Boise Cascade now offers some distinct automated ordering services and security related features over Office Depot. These features,ordering via intemet with multi-stage electronic approval levels, will assist the City in cost control and ease of processing orders. Other organizations currently serviced by Boise Cascade on the same basis in the Coachella Valley include Desert Regional Medical Center and John F.Kennedy Memorial Hospital, in addition to all County of Riverside facilities. The Procurement Manager,pursuant to the requirements of Municipal Code, Section 3.12.270.6,finds that the competitive process conducted by Riverside County award PAGE 2 APPROVE PARTICIPATION IN RIVERSIDE COUNTY AWARD OF BID FOR OFFICE SUPPLIES #701/000/08/O1/0899,for the proposed purchaselis adequate to protect the public interest and that the proposed value of the supplies is likely to be less through the proposed cooperative purchase than could be achieved through the City's independent purchase process. A copy of Riverside County's award document is on file at the City Clerk's Office. i Funds are available in individual department/division office supply budgets for FY 99-00. z4L,aE. HAROLD E. GOOD /7 Procurement Manager r Ap ROVED ' ❑ AfiC1.1NF1? APPROVED: f r ity Manager Attachment: 1.Minute Order MINUTE ORDER NO. APPROVE PARTICIPATION IN COUNTY OF RIVERSIDE AWARD #702/000/08/01/0899 FOR PURCHASE OF OFFICE SUPPLIES FROM BOISE CASCADE,GARDEN GROVE,CALIFORNIA,FOR A PERIOD OF ONE YEAR BEGINNING OCTOBER 1, 1999 IN AN AMOUNT NOT TO EXCEED $125,000, WITH TWO ADDITIONAL ONE YEAR RENEWAL OPTIONS, EACH ANNUAL AMOUNT NOT TO EXCEED$125,000;AND EACH RENEWAL OPTION TO BE BROUGHT TO CITY COUNCIL FOR APPROVAL I HEREBY CERTIFY that this Minute Order,approving participation in County of Riverside award#702/000/08/O1/0899 for purchase of office supplies from Boise Cascade, Garden Grove, California, for a period of one year beginning October 1, 1999 in an amount not to exceed $125,000,with two additional one year renewal options,each annual amount not to exceed $I25,000 and each renewal option to be brought to City Council for approval was adopted by the City Council of the City of Palm Springs,California,at a meeting thereof held on the 28'day of July, 1999. PATRICIA A. SANDERS City Clerk