HomeMy WebLinkAbout02/15/1994, C-2 - INVITATION FOR BIDS FOR OFFICE SUPPLIES MEETING DATE:
1111milIIggjcity of San LUIS osispo a - -
COUNCIL AGENDA REPORT I NUMBER: /f
FROM: William C. Statler, Director of Finance
Prepared by: Carolyn Dominguez, Acwun ing Manager /p
SUBJECT: INVITATION FOR BIDS FOR OFFICE SUPPLIES (/
CAO RECOMMENDATION
Approve invitation for bids (IFB) for office supplies, and authorize the CAO to award contract to lowest
responsible bidder.
DISCUSSION
Purchasing office supplies is currently handled independently by each department. Consequently, the city is
buying varying amounts of similar products from several different vendors, some local, some by catalog. Each
department is confident that the supplier they are dealing with is providing the lowest possible price for the
materials.
In an effort to truly secure the best priced products for the City, and take advantage of contract pricing, staff
is recommending an IFB be issued for an office supplies contract.The contract would be non-exclusive allowing
departments to use other vendors during the term of the contract; however, use of the successful bidder would
be encouraged to attain maximum savings to the City during these lean fiscal times.
Bidders will be asked to quote a percent discount off their catalog prices and extend that to a list of commonly
used supplies compiled by the various City departments. The IFB specifications detail various service level
requirements the successful bidder would meet including: sales representation,ordering options,delivery terms,
use of recycled products, and merchandise return.
FISCAL IMPACT
We will obtain quality office supplies at the best competitive pricing, helping to contain costs in departmental
budgets.
ALTERNATIVES
• Cooperative purchasing.Rather than go out to bid,the City can"piggyback"on the County contract for office
products with Eastman. The County has purchased from Eastman for the past 9 years. Both Cal Poly and
the City of Atascadero have taken advantage of the "piggyback" option offered by Eastman. Although this
option would save City resources by not processing an IFB, it does not give local vendors an opportunity to
bid for City services. Eastman is included on the bidder's list.
• Do not authorize an IFB. We could continue the current practice of each department locating their own
vendors for office supplies. This alternative is not recommended because it does not ensure the best
competitive pricing for the services provided.
ATTACHMENT
Bidder's list
ON FILE IN THE COUNCIL OFFICE
Invitation for bids for office supplies
e2
BIDDERS LIST
OFFICE PRODUCTS CONTRACT - SPECIFICATION NO. 94-01
Business name The Office Mart Business name Chaparral Business Machines
Contact name Bryan G. Steward Contact name Phillip Cagliero
Address 200 S. 13th St. Suite 203 Address P O Box 3828
City Grover Beach, CA 93433 City Paso Robles, CA 93447
Phone # (805) 473-3484 Phone # (805) 541-5200
Fax # (805) 473-1354 Fax # (805) 239-3343
Business name Eastman Business name Mission Office Products
Contact name Dionne Murch Contact name Steve Owens
Address 5405 East Home #109 Address 760 Higuera Street
City Fresno, CA 93727 City San Luis Obispo, CA
Phone # (805) 541-0311 Phone # (805) 5445350
Fax # (209) 686-4031 Fax # (805) 5440460
Business name Standard Discount Office Business name Hills Stationery Store
Address 1218 2nd Address 1127 Chorro
City Los Osos, CA City San Luis Obispo, CA
Phone # (805) 528-2019 Phone # (805) 543-1950
Fax # Fax # (805) 544-8959