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Home My WebLink About205-15 RESOLUTION`� OF FAYETTF/`. Y v b F 4RXAN:S PS 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 205-15 File Number: 2015-0514 OFFICE DEPOT, INC.: A RESOLUTION TO APPROVE A CONTRACT WITH OFFICE DEPOT, INC. FOR THE PURCHASE OF OFFICE SUPPLIES PURSUANT TO A WESTERN STATES CONTRACTING ALLIANCE - NATIONAL ASSOCIATION OF STATE PROCUREMENT OFFICIALS COOPERATIVE PURCHASING AGREEMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with Office Depot, Inc., a copy of which is attached to this Resolution, for the purchase of office supplies pursuant to a Western States Contracting Alliance -National Association of State Procurement Officials cooperative purchasing agreement. PASSED and APPROVED on 11/17/2015 Attest: Sondra E. Smith, City Clerk Treasurer o,`%,11u►tru1jI� �� ;• GAT Y p�, s� `�.� . ,sa FAYETTEVILLE, AN •.J �. �'t°11111111110 � Page 1 Printed on 11118115 City of Fayetteville Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2015-0514 Agenda Date: 11/17/2015 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 2 OFFICE DEPOT, INC.: A RESOLUTION TO APPROVE A CONTRACT WITH OFFICE DEPOT, INC. FOR THE PURCHASE OF OFFICE SUPPLIES PURSUANT TO A WESTERN STATES CONTRACTING ALLIANCE -NATIONAL ASSOCIATION OF STATE PROCUREMENT OFFICIALS COOPERATIVE PURCHASING AGREEMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with Office Depot, Inc., a copy of which is attached to this Resolution, for the purchase of office supplies pursuant to a Western States Contracting Alliance -National Association of State Procurement Officials cooperative purchasing agreement. City of Fayetteville, Arkansas Page 1 Printed on 1111812015 Peggy Vice Submitted By City of Fayetteville Staff Review Form 2015-0514 Legistar File ID Nov. 17th, 2015 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 10/30/2015 Purchasing / Finance & Internal Services Department Submitted Date Division / Department Action Recommendation: Staff recommends approval to enter into an agreement with Office Depot, Inc. on the WSCA-NASPO Cooperative Purchasing Program. Budget Impact: Various Account Number Various Project Number Budgeted Item? NA Current Budget Funds Obligated Current Balance Does item have a cost? No Item Cost Budget Adjustment Attached? No Budget Adjustment Various Fund Various Project Title Remaining Budget $ -� V20140710 Previous Ordinance or Resolution # r Original Contract Number: Approval Date:�bg Comments: This contract will be utilized by all divisions in the City on an as needed basis. CITY OF • Tay eVl le ARKANSAS MEETING OF NOVEMBER 17, 2015 TO: Mayor and City Council CITY COUNCIL AGENDA MEMO THRU: Paul Becker, Finance & Internal Services Director FROM: Peggy Vice, Purchasing Manager DATE: October 29, 2015 SUBJECT: Office Depot — Office Supply Contract RECOMMENDATION: Staff recommends approval to enter into an agreement with Office Depot, Inc. on the WSCA- NASPO Cooperative Purchasing Program. BACKGROUND: In 2015, the City budgeted $259,571 in all funds for office supplies, paper products, copy paper, etc. Office supplies are purchased from several different sources including Walmart, Sam's Club, Staples and others. At least two thirds of purchases for the last few years have been from the Arkansas State Contract with Office Depot; however, in May 2014, the State changed their contract to continue utilizing Office Depot but with Goddess Products, Inc. handling the customer service, payment and website portion of the contract. DISCUSSION: In the eighteen months the City has been under the Goddess Products, Inc. contract we've had adverse experiences with their website. Searching and placing orders is not user friendly. Order history is difficult to access and difficult to impossible to access and print invoice copies. When City employees initiate an order they receive three inadequate invoices before obtaining a final invoice with sales tax which is necessary for appropriate spending documentation. The City has experienced an unfortunate step back in technology by utilizing Goddess Products, Inc. and does not have functionality previously available from Office Depot. The Purchasing Department has received numerous requests from City users to go back to dealing directly with Office Depot Inc. There is no disadvantage changing and the contract has been competitively bid; therefore, the City will return to favorable competitive pricing, next day free delivery and the ability to place orders on Office Depot's user friendly website. BUDGET/STAFF IMPACT: Office supplies are budgeted in each department and division as required. Attachments: Participating Agreement with Office Depot, Inc. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 EXECUTION COPY PARTICIPATING ADDENDUM WSCA-NASPO COOPERATIVE PURCHASING PROGRAM OFFICE SUPPLIES & SERVICES, Toner, Paper, Recycled- Content/Green Products and other miscellaneous products. Administered by the State of Oregon (hereinafter "Lead State") MASTER AGREEMENT Office Depot, Inc. Master Agreement No: PA 5737 (hereinafter "Contractor") And City of Fayetteville, Arkansas (hereinafter "Participating State/Entity") 1. Scove: This addendum covers the Office Supplies and Services Master Agreement led by the State of Oregon for use by state agencies and other entities located in the Participating State/Entity authorized by that state's statutes to utilize state/entity contracts with the prior approval of the state's chief procurement official. The Participating Addendum Effective Date shall be November 2, 201S. 2. Pagidpation: Use of specific WSCA-NASPO cooperative contracts by agencies, political subdivisions and other entities (including cooperatives) authorized by an individual state's statutes to use state/entity contracts are subject to the prior approval of the respective State Chief Procurement Official. Issues of interpretation and eligibility for participation are solely within the authority of the State Chief Procurement Official. 3. Participating State/Bntity Modifications or Additions to MasterAgreement: (These modifications or additions apply only to the actions and relationships within the Participating Entity) Web Item Assortment As part of this Addendum, the Contractor may add the products not part of the Office Depot catalog or the SP Richards Catalog, but set forth on www.officedepot.com on the "Pricing Date" (the "Assortment"). Pricing for such items will be as follows: On a date within the period commencing ten (10) days prior to the start of each calendar quarter and ending ten (10) days after the start of the each calendar quarter (the "Pricing Date'), the Contractor shall take a "snapshot" of the regular sales pricing on www-officed=ot.com (promotions excluded) for each item in the Assortment. Pricing for the items in the Assortment shall be fixed for the calendar quarter at two percent (2%) off of the regular sales price (promotions excluded) set forth on www.officedgpot.com on the Pricing Date. Notwithstanding anything contained herein to the contrary, price reductions do not apply to gift cards and warranties, clearance items and promotional items, including, but not limited to, Instant Savings, Coupon Savings, Mail -In Savings, and Bundled Savings. EXECUTION COPY b. Custom Pager Pricing 1. Contractor shall have the right to lower pricing for those items within Product Category 32, Including Copy Paper, and that are listed on Exhibit A attached hereto. 2. Prices for items specified on Exhibit A shall go into effect on the Participating Addendum Effective Date and shall be a fixed price that is lower than the "List Minus" pricing that is available to the Participating Entity under the terms of the Participating Addendum (the "Adjusted Pricing"). The Adjusted Pricing will be modified based upon market conditions and will remain in effect until such time as: a. Contractor provides a minimum of thirty (30) days written notice (email included) of any price changes- either up or down. b. Such price changes are not in excess of the "List Minus" prices that is available to the State under the Participating Addendum. 4. LeaseAgreements: "Reserved" 5. Primary Contacts: The primary contact individuals for this Participating Addendum are as follows (or their named successors): Name Jim Chatfield Address 6600 N. Military Trail, Boca Raton, FL 33496 Telephone 503-781-2970 Fax 603-781-2970 E-mail im.chatfield officede ot.com Name City of Fayetteville, Arkansas Address 113 W Mountain Fayetteville, AR 72701 Telephone 479-575-8220 Fax 479-575-8257 E-mail vice a etteyMe-ar. ov 6. Subcontractors: All Office Depot, Inc. dealers and resellers authorized in the State of Arkansas, as shown on the dedicated Office Depot, Inc. cooperative contract) website, are approved to provide sales and service support to participants in the WSCA NASPO Master Price Agreement. The Office Depot, Inc. dealer's participation will be in accordance with the terms and conditions set forth in the aforementioned Master Agreement. 7. Qrders: Any Order placed by a Participating Entity or Purchasing Entity for a Product and/or Service available from this Master Agreement shall be deemed to be a sale under EXECUTION COPY (and governed by the prices and other terms and conditions) of the Master Agreement unless the parties to the Order agree in writing that another contract or agreement applies to such Order. IN WITNESS WHEREOF, the parties have executed this Addendum as of the date of execution by both parties below. Participating State/Entity: Contractor: C!q of Eayoeville, Arkansas Office Depot, Inc. BX5r By.Ain . Name: Chris McEntee Title: Title: Vice President Date: Date: "ice Revitvre0 Jsw For questions on executing a participating addendum, please contact: �i ❑� WSCA-NASPO Cooperative Development Coordinator Tim Ha Telephone 503-428-5705 E-mail thay@wsca-naspo.org Check the Box if Participating State/Entity is as existing customer purchasing from the OffiiceMax platform [Please email billy executed PDP copy of this document to PB@wsca-naspo.oeg to support documentation of participation and posting in appropriate data bases] EXECUTION COPY EXHIBIT A SKU 196679 Description PAPER,X-9 FSC,8.5X11,20LB,10CA UOM CA QPU 10 Addendum Adjusted Pricing $ . 39.99 275474 PAPER,COPY,XER0X,8.5X11,10/CT CT 10 $ 39.99 309418 PAPER,HAMM,GW100,COPY,CASE — Cr 5000 $ 56.99 348037 PAPER,COPY,OD,CASE,10-REAM CA 10 $ 34.29 348045 PAPER,COPY,OD,CASE,LEGAL,10RM CA 10 $ 51.99 456529 PAPER,RECYCLED,50%,10/CA Cr 10 $ 47.99 495200 PAPER,C0PY,8.SX11,3HP,104BR CA 10 $ 42.99 _ 526415 PAPER,FSC,EARTHCHOICE,CASE -- CA 10 45.99 — 680017 PAPER,LTR,20#,RECY,MULTI -r CA I 10 _$ — $ 45.99 711021 PAPER,COPY,RECYCLED,3HP,8.5X11 _ CA — 10 $ 43.99 777432 ! PAPER,HP,20#,RECY,LTR,10/CA CA 10— $ 49.38 942363 125115 ' PAPER,BOISE ASPN,30%RCY,LGL,WH PAPER,SPLOX,LTR,2500SHT/CASE ! CA CA 10 2500 $ 58.88 $ 19.99 222202 { PAPER,30%REC,OD,CASE,S-REAM CA 5 $ 21.59 250983 PAPER,COPY,OD,8.5X11,5/CA,WHT j CA 5 $ 20.99 536648 PAPER,COPY,OD,11X17,5CA,104BRT CA 5 $ 42.99 398140 { PAPER,RECYCLED,92 BRT,WE CA 10 $ 47.57 534217 PAPER,XERO,3HP,WE,8.5X11 CA 10 $ 44.99 273646 PAPER,COPY,WHITETOP,10/CA — CA 10 $ 34.29 940593 PAPER,MULTIPURP,OD,CASE — CA 10 $ 37.54 I Office Depot, Inc. - Res 205-15 City of Fayetteville Staff Review Form 2017-0369 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Andrea Rennie 6/29/2017 Purchasing / Finance & Internal Services Department Submitted By Submitted Date Division / Department Action Recommendation: Purchasing recommends the Mayor's signature on the Participating Addendum for the NASPO ValuePoint Digital Print & Quick Copy Services off the Master Agreement No. PD2454 with Office Depot, Inc. Account Number Project Number Budgeted Item? NA Does item have a cost? No Budget Adjustment Attached? NA Budget Impact: Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Fund Project Title V2014ono Previous Ordinance or Resolution H 205-15 _ Original Contract Number: Comments: Approval Date: -I- 1-11 Execution Copy PARTICIPATING ADDENDUM NASPO ValuePoint Digital Print & Quick Copy Services Administered by the State of Utah (hereinafter "Lead State") MASTER AGREEMENT Office Depot, Inc. Master Agreement No: PD2454 (hereinafter "Contractor") IeiTl City of Fayetteville, Arkansas (hereinafter "Participating State/Entity") Page 2 of 3 Participating State/Entity Name Elity of Fayetteville, Arkansas Address 113 W. Mountain, Fayetteville, AR 72701 Telephone 479-575-8220 Fax 479-57S-8257 E-mail aforen@faye"eville-ar.gov 5. Subcontractors: This section is not applicable, as Contractor is not using dealers or resellers. 6. Orders: Any Order placed by a Participating State/Entity for a Product and/or Service available from this Master Agreement shall be deemed to be a sale under (and governed by the prices and other terms and, conditions) of the Master Agreement unless the parties to the Order agree in writing that another contract or agreement applies to such Order or other terms and conditions apply, as set forth in section 3. herein. IN WITNESS WHEREOF, the parties have executed this Participating Addendum as of the Effective Date. Participatin State/Entity: Contractor: Office Depot, Inc. lly: By: 191. LAAk C N n d Jord� Name: Chris McEtee Title: Title: Vice President Date: Revlmod M vwo LFA Execution Copy PARTICIPATING ADDENDUM NASPO ValuePoint Digital Print & Quick Copy Services Administered by the State of Utah (hereinafter "Lead State") MASTER AGREEMENT Office Depot, Inc. Master Agreement No: PD2454 (hereinafter "Contractor") And City of Fayetteville, Arkansas (hereinafter "Participating State/Entity") Page 3 of 3 [Additional signatures as required by Participating State/Entity] For questions on executing a Participating Addendum, please contact: NASPO ValuePoint Cooperative Development Coordinator Shannon Berry Telephone 77:-720-3404 E-mail sbcriy(tinasnov;ilucnnint.ort [Please email fully executed PDF copy of this document to PARnaspovaluepoint.ora to support documentation of participation and posting in appropriate data bases] Office Depot Master Agreement No. PD2454 Addendum City of Fayetteville Staff Review Form 2022-1069 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Les McGaugh 11/15/2022 PURCHASING (160) Submitted By Submitted Date Division / Department Action Recommendation: Purchasing recommends the Mayor's signature on the Participating Addendum for the NASPO VaIuePoint Digital Print & Quick Copy Services off the Master Agreement No. PD2454 with Office Depot, Inca nd for the authority for Communications Department to approve proofs and quotes under this agreement. Account Number Project Number Budgeted Rem? No Does item have a cost? No Budget Adjustment Attached? No Budget Impact: Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Fund Project Title VW210527 Purchase Order Number: Previous Ordinance or Resolution g 205-15 Change Order Number: Approval Date: 11/17/2022 Original Contract Number: Comments: CITY OF %PFFAYETTEVILLE STAFF MEMO ARKANSAS TO: Mayor Lioneld Jordan THRU: Paul A. Becker, Chief Financial Officer FROM: Les McGaugh, Purchasing Director DATE: Tuesday November 15, 2022 SUBJECT: Mayor Signature on the Participating Addendum with Office Depot RECOMMENDATION: Purchasing recommends the Mayor's signature on the Participating Addendum for the NASPO ValuePoint Digital Print & Quick Copy Services off the Master Agreement No. PD2454 with Office Depot, Inc and for the authority for Communications Department to approve proofs and quotes under this agreement. BACKGROUND: On July 7, 2017, the mayor signed a participating addendum for digital printing and quick copy services that supplements the original NASPO agreement approved in Resolution 20-15. The agreement has been renewed and participating agreement to be resigned. DISCUSSION: Additional services are available through this contract including digital prim and quick copy services by signing the attached participating addendum to the master agreement. Additional to this agreement BUDGETISTAFF IMPACT: Office supplies are budgeted by department/division. There is no up -front or set-up cost associated with the City participating in this addendum. Attachments: - Staff Review Form - Participating Addendum for Digital Print & Quick Copy Services to Master Agreement No. PD2454 with Office Depot, Inc. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 DOCUSIgn En foce ID: 50050305-9 SC4ag&WP7-C6at905E4CIC PARTICIPATING ADDENDUM NASPO ValuePoint Digital Print At Quick Copy Services Administered by the State of Utah (hereinafter "Lead State") MASTER AGREEMENT ODP Business Solutions, Id,C Master Agreement No: PD2464 (hereinafter "Contractor") And City of Fayetteville (hereinafter "Participating State/Entity") Page I of 3 1. SOM: This addendum covers the Digital Print & Quick Copy Services led by the State of Utah for use by state agencies and other entities located in the Participating State/Entity and authorized by that Participating State/Entity's statutes to utilize Participating State/Entity contracts with the prior approval of the relevant Chief Procurement Official. The Effective Date of this Participating Addendum shall be September 1, 2022. This Participating Addendum will terminate upon the termination or expiration of the PD2454 Master Agreement. Eitherparty can terminate without cause this Participating Addendum upon thirty (30) days' written notice. 2. Participation' Use of specific NASPO ValuePoint cooperative contracts by agencies, political subdivisions and other entities (including cooperatives) authorized by an individual state's statutes to use State of Arkansas contracts are subject to the prior approval of the respective State Chief Procurement Official. Issues of interpretation and eligibility for participation are solely within the authority of the State Chief Procurement Official. 3. Ei1=112ti a Slate/Entity M dific i ns or Additions "IfilgK Ali e t (These modifications or additions apply only to actions and relationships within the Participating State/Entity.) Participating State/Entity to check one box. [,Yj No changes to the terms and conditions of the Master Agreement are required [_] The following changes are modifying or supplementing the Master Agreement terms and conditions. 4. Primary Contacts: The primary contact individuals for this Participating Addendum are as follows (or their named successors): Name anniter Jimenez Address 8600 Nonh Miut Trail, Boca Raton, F 333496 Tele hone I-408.603-9011 Fax E-mail lenniferAmenez tficede ot.com DocuSlyn Enebpe ID. 50C5030S948C-4B96-90F7-C6C1908E4C7C PARTICIPATING ADDENDUM NASPO ValuePoinl Digital Print & Quick Copy Services Administered by the State of Utah (hereinafter "Lead State") MASTER AGREEMENT ODP Business Solutions, LLC Master Agreement No: PD2454 (hereinafter "Contractor") And City of Fayetteville (hereinafter "Participating State/Entity") Page 2 of 3 Particioatina State/Entity Name V. t J.11r R Address 3 lA 1 he AR Telephone S43•$d 9q Fax _ E-mail s:Itz-wr. S. Subcontractors: This section is not applicable, as Contractor is not using dealers or resellers. S. Orders, Any Order placed by a Participating State/Entity for a Product and/or Service available from this Master Agreement shall be deemed to be a sale under (and governed by the prices and other terms and conditions) of the Master Agreement unless the parties to the Order agree in uniting that another contract or agreement applies to such Order or other terms and conditions apply, as set forth in section 3. herein. IN WITNESS WHEREOF, the parties have executed this Participating Addendum as of the Effective Date. Participatin State/Entity; City of Fayetteville Contractor: ODP Business Solutions, LLC By: By; "Cilaalas Kiuie Na � Lioneld o su Name: Thomas aiccio Title: Mayor Title: Svn, oov Business Solutions sales Date: 11/17/2022 Date: [Additional signatures as required by Participating State/Entity] For questions on executing a Participating Addendum, please contact: DomSign Envelope ID: 50050305.94 CG B96-90F7-C6Ol9OM4C7C PARTICIPATING ADDENDUM NASPO ValuePoint Digital Print & Quick Copy Services Administered by the State of Utah (hereinafter "Lead State") MASTER AGREEMENT ODP Business Solutions, LLC Master Agreement No: PD2464 (hereinafter "Contractor') And City of Fayetteville (hereinafter "Participating State/Entity") Page 3 of 3 NASPO ValuePoint 22 Cooperative Development Coordinator Shannon Bcny_ Telephone 775-720-3404 E-mail sberrv(alnasuovalueooint.oM [Please email fully executed PDF copy of this document to P49naspo luep t ora to support documentation of participation and posting in appropriate data bases]