HomeMy WebLinkAboutContract 56222-R3CSC No. 56222-R3
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
July 9, 2024
Staples Contract & Commercial LLC
Attn: Erica Higgins
13800 E 39th Ave
Aurora CO 80011
Re: Contract Renewal Notice
Contract No. CSC No. 56222 (the "Contract")
Renewal Term No. 3: August 1, 2024 to July 31, 2025
The above referenced Contract with the City of Fort Worth expires on July 31, 2024 (the
"Expiration Date"). Pursuant to the Contract, contract renewals are at the sole option of the City.
This letter is to inform you that the City is exercising its right to renew the Contract for an
additional one (1) year period, which will begin immediately after the Expiration Date. All other
terms and conditions of the Contract remain unchanged. Please return this signed
acknowledgement letter, along with a copy of your quote for charges for the new renewal
term and a current insurance certificate, to the address set forth below, acknowledging
receipt of the Contract Renewal Notice. Failure to provide a signed acknowledgment does
not affect the renewal.
Please log onto PeopleSoft Purchasing at httD://fortworthtexas.aov/Durchasina to ensure
that your company information is correct and up-to-date.
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
bU2��Olpi�
Kristina Marsh
Purchasing Assistant
817-392-2462
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal Pagel of 2
CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
of this contract, including ensuring all
By: t It performance and reporting requirements.
Name: David ooke
Title: City -Manager
By:
Name: Michelle Green
APPROVAL RECOMMENDED: Title: Admin Services Coordinator
APPROVED AS TO FORM AND LEGALITY:
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Reainano(Jul 10,20240926 CDT)
Name:
Reginald Zeno
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Title:
Chief Financial Officer
By:
Name: Jessika Williams
ATTEST:
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Title: Assistant City Attorney
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CONTRACT AUTHORIZATION:
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M&C: 20-0699
By: U
Date Approved: 9/22/2020
Name:
Jannette Goodall
Title:
City Secretary
Form 1295 Certification No.: N/A
Staples Contract & Commercial LLC
By: Erica Higgins (Jul _ . _02a 06:1S EDT)
Name: Erica Higgins
Title: Vice President, Sales
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal
Page 2 of 2
M&C Review
Pacre I of 2
CITY COUNCIL AGENDA
Official site of the city of Fort worth, Texas
FORT�WOR?�H
Create New From This M&C
DATE: 9/22/2020 REFERENCE NO.: **M&C 20- LOG NAME: 13POFFICE SUPPLIES
0689 STAPLES CG
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Ratify Expenditures and Authorize Agreement with Staples Contract and
Commercial LLC to Purchase Office Supplies Using Sourcewell Cooperative Contract
Number 012320-SCC in an Annual Amount Up to $1,500,000.00 per Year and Authorize
Additional Four One -Year Renewal Options
RECOMMENDATION:
It is recommended that the City Council authorize an Agreement and four annual renewal options with
Staples Contract & Commercial LLC under Sourcewell Cooperative Contract Number 012320-SCC to
purchase office supplies at an annual cost not to exceed $1,500,000.00 and ratify previous expenditures up
to $130,000.00 incurred by the City of Fort Worth from August 1, 2020.
DISCUSSION:
This summer, Purchasing staff began to research purchase agreements with office supply companies since
the office supply contract was set to expire on July 31, 2020. After reviewing various office supply
cooperative agreements, staff recommends entering into an agreement with Staples Contract &
Commercial LLC (Staples) for office supplies. Staples' agreement includes a large number of net -priced
items on its Core Lists which facilitate price stability on essential office supplies and requires a minimum
order of $35.00. Staples delivers the supplies to each specified city location. In addition, city departments
will be able to purchase items online and at the retail stores. All City departments will use this Agreement
to purchase office supplies on an as -needed basis.
Staff recommends awarding a contract to Staples until July 31, 2021 with four additional one-year options to
renew. The contract amount for the supplies per year would be up to $1,500,000.00 annually. From August
2019 through July 2020, the city spent approximately $1,000,000.00 with Staples for office supplies.
Additionally, since City departments have continued to purchase office supplies from Staples since July 31,
2020 when the previous contract expired, Purchasing Staff recommends that City Council ratify previous
expenditures with Staples of up to $130,000.00 by authorizing the above referenced agreement.
COOPERATIVE PURCHASE: State law provides that a local government purchasing an item under a
cooperative Purchasing Agreement satisfies state laws requiring that the local government seek competitive
bids for purchase of the item. Sourcewell contracts have been competitively bid to increase and simplify
the purchasing power of government entities.
M/WBE - A MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or
public entity.
ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the
City Manager for an amount up to $100,000.00 and does not require specific City Council approval as long
as sufficient funds have been appropriated.
AGREEMENT TERM - Upon City Council's approval, this Agreement shall become effective and expire on
July 31, 2021 in accordance with the terms of the Sourcewell contract.
RENEWAL OPTIONS: The agreement may be renewed for additional terms according to the cooperative
agreement at the City's options to renew. This action does not require specific City Council approval
provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the
renewal term.
http://apps_cfwnet.or,/council_packet/mc review.asp?ID=28258&councildate=912212020 7/8/2024
M&C Review
Paae 2 of 2
FISCAL INFORMATIONICERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget, as appropriated, of
the participating departments and that prior to an expenditure being made, the department has the
responsibility to validate the availability of funds.
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Fund I Department I Account I Project I Program Activity I Budget I Reference # I Amount
ID 1D Year (Chartfield 2)
FROM
Fund I Department i
Account Project I Program Activity Budget Reference # Amount
ip ID I Year I (Chartfield 2)
Submitted for Citv Manager's Office bv: Jay Chapa (5804)
Oriainatina Department Head:. Reginald Zeno (8517)
Additional Information Contact: Cynthia Garcia (8525)
ATTACHMENTS
Citv of Fort Worth 1295 Form.pdf (CFW Intemal)
http://apps.cfwnet.org/council_packet/mc review.asp?ID=28258&councildate=9/22/2020 71$I2024