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<br />City of Sunny Isles Beach
<br />18070 Collins Avenue
<br />Sunny Isles Beach, Florida 33160
<br />
<br />(305) 947-0606 City 11:111
<br />(305) 949-3113 F:I'
<br />
<br />MEMORANDUM
<br />
<br />TO:
<br />
<br />The Honorable Mayor and City Commission
<br />
<br />FROM:
<br />
<br />Minai Shah, Assistant City Manager-Finance
<br />
<br />DATE:
<br />
<br />1/20/2011
<br />
<br />RE:
<br />
<br />A ward of office supplies contract to Office Depot and Staples
<br />
<br />RECOMMENDA TION:
<br />
<br />Staff is recommenJing the City Commission approve the attached resolution to enter into a three year agreement with ()ffice Depot and a three
<br />year agreement with Staples for the purchase of office supplies anJ other reyuireJ supplies and eyuipment.
<br />
<br />REASONS:
<br />
<br />The City currently uses Office Depot and Quill to procure office supplies. The agreement with Office Depot expired on December 30, 2010.
<br />The City evaluated three vendors Office Depot, Staples, and Quill to determine best pricing.
<br />
<br />The table below represents the City's frequently purchased items encompassing 35% of total purchases at its current pricing and proposed
<br />pricing from Office Depot, Staples, and Quill.
<br />
<br /> ClIRRENT PROPOSED
<br /> Office Depot/ Quill Office Depot Staples Quill
<br />Description Qty llnit Price Ex t Price lInit Price Ex' Price lInit Price Ex t Price lInit Price Ex! Price
<br />Dixie@ Perfectouch@ Hot Cups, 12 Oz (500ct) 63 105.83 6,667.29 80.60 5,077. 80 32.00 2,015.75 89.96 5,66748
<br />"'alar Toner-HP 40 86.75 3,470.00 80.15 3,206.00 78.55 3,141.88 91.99 3,679.60
<br />Black Toner-HP-Q5949A or similar 47 67.60 3,177.20 65.37 3,072.39 64.06 3,010.94 80.00 3,760.00
<br />Plate, 10-1/4 Paper (500ct) 12 70.75 849.00 102.76 1,233.12 69.76 837.12 119.96 1,439.52
<br />Utensils (I ,000ct) 33 3040 1,003.20 24.56 81048 20.00 659.87 66.99 2,21067
<br />Creamer Coffeemate 220z 93 5.30 492.90 4.89 454.77 3.67 341.31 549 510.57
<br />Sugar, Canister, 20 oz 3/pk 95 3.82 362.90 4.17 396.15 3.33 316.35 549 521.55
<br />Duster, Air 100z 57 3.74 213.18 5.86 334.02 2.53 144.21 7.99 45543
<br />XEROX Copy Paper 8.5xl1 10lCT 262 34.20 8,96040 2848 7,461.76 30.63 8,025 06 5999 15,71738
<br />Index, Maker, Laser Printer 51' AB25 16 54.75 876.00 40.66 650.56 58.85 941.60 85.99 1,375.84
<br />Pop-Up Notes, 3" x 3", Yellow 38 18.14 689.32 5.78 219.64 7.92 300.82 6.99 265.62
<br />"'otfeemate, Reg canister II oz 93 1.76 163.68 1.99 185.07 2.17 201.81 2.99 278.07
<br />17ebra@Z-GripTM Retractable Ballpoint Pens 53 3.11 164.83 2.21 116.95 3.24 171.53 5.67 300.51
<br />Lilier. Sheet, Easy Flow 2 80 1.73 13840 0.56 44.80 0.68 5440 1.99 159.20
<br />
<br />TOTAL
<br />
<br />$ 27,228.30
<br />
<br />$ 23,263.51
<br />
<br />$ 20,162.65
<br />
<br />$ 36,341.44
<br />
<br />Based on the evaluation, staff deems that Staples will otTer the City the best pricing with breakroom supplies. toner and paper and Office
<br />Depot offers the best pricing with binders, folders, pens, and other like supplies. Based on this evaluation and City needs, staff deems the City
<br />will recognize a minimum annual savings of approximately 30%, which would equate to approximately $24.000 over the current spending.
<br />
<br />The City will piggyback the State of Florida award to Office Depot and to Staples based on the State of Florida March 31, 2010 Invitation to
<br />Negotiate (ITN) Number 618-001-10-1 for office and educational consumables which was awarded on July 15,2010 and pricing was finalized
<br />in December 2010.
<br />
<br />FUNDING SOURCE:
<br />
<br />Office Supplies Account Number 01-5 J 3-551 0 and Pelican Community Park accounts 10-573-5571. 10-573-5572. and 10-573-5575 for
<br />program supplies.
<br />
<br />ATTACHMENTS:
<br />. Resolution
<br />
<br />http://sibagenda.sibfl.net/agenda/Preview.aspx?ItemID=369&MeetingID=O&MeetingDate... 11 J 3/2011
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