Consent 1.B.
Regular City Council Meeting
- Meeting Date:
- 10/12/2020
- TITLE
- Citywide Office Supplies and Paper Contract
- PRESENTED BY:
- Liz Kampa
- Department:
- Finance
RECOMMENDATION
Staff recommends that the City Council approve a five-year contract, with five 1-year options to renew, with 360 Office Solutions of Billings.
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
Pursuant to the City's Purchasing Procedures, staff prepared a Request for Proposals (RFP) for a five-year contract, with five 1-year options to renew, to provide office supplies and paper to all City departments. The RFP was advertised on the City's website and in the Yellowstone County News on September 4 and 11, 2020. Three companies were also directly sent copies of the RFP via email.
The selection committee consisted of Liz Kampa-Weatherwax and five other members of City staff, representing Administration, Fire, Public Works, Parks and Recreation, and Finance departments. List price discounts were requested for contract items (the top 200 items historically purchased by the City) and off-contract items (all other items purchased by the City). One proposal, from Billings' 360 Office Solutions, was received and reviewed by the committee.
The committee evaluated the proposal and considered Proposal Compliance, Comprehensive Services Provided, Related Experience, Firm Stability, Value-Added Services, Assigned Individuals and Quality Assurance, before considering charges for services. The committee unanimously approved the proposal from 360 Office Solutions, the City's previous local provider. the proposal includes an average or approximate discount of 45-47% off list price for contract and off-contract items. The discount is consistent with what has been provided to the City in the past decade through the previous contract.
The selection committee consisted of Liz Kampa-Weatherwax and five other members of City staff, representing Administration, Fire, Public Works, Parks and Recreation, and Finance departments. List price discounts were requested for contract items (the top 200 items historically purchased by the City) and off-contract items (all other items purchased by the City). One proposal, from Billings' 360 Office Solutions, was received and reviewed by the committee.
The committee evaluated the proposal and considered Proposal Compliance, Comprehensive Services Provided, Related Experience, Firm Stability, Value-Added Services, Assigned Individuals and Quality Assurance, before considering charges for services. The committee unanimously approved the proposal from 360 Office Solutions, the City's previous local provider. the proposal includes an average or approximate discount of 45-47% off list price for contract and off-contract items. The discount is consistent with what has been provided to the City in the past decade through the previous contract.
ALTERNATIVES
City Council may:
- Award a centralized paper and office supplies contract; or,
- Allow staff to purchase from various vendors, which may not result in the greatest savings for the City.
FISCAL EFFECTS
The City spends approximately $300,000/year on paper and office supplies and have mainly purchased through a centralized contract for the past twelve years. This centralized contract has allowed the City to realize cost savings, saved staff time, and given staff the ability to create reports and more accurately track spending. The City has budgeted for this expense.