STAFF REPORT
ADMINISTRATIVE SERVICES DEPARTMENT
DATE: July 15, 2025
TO: Honorable Mayor and City Council
FROM: Henry Chen, Administrative Services Director
By: Monica Li, Buyer
SUBJECT: PURCHASE ORDER WITH ODP BUSINESS SOLUTIONS (“OFFICE DEPOT”)
FOR THE PURCHASE OF CITYWIDE OFFICE SUPPLIES IN THE AMOUNT OF $110,000 ANNUALLY, WITH THE OPTION TO RENEW FOR FOUR (4)
ADDITIONAL YEARS
CEQA: Not a Project
Recommendation: Approve
SUMMARY
On average, the City spends approximately $110,000 per year on office supplies. A price comparison analysis was conducted for available office supply contracts to determine which ones provide the best overall value to the City. Based on total cost, the top 50 items purchased by the City were selected to compare among several available public procurement contracts.
It is recommended that the City Council approve a Purchase Order with ODP Business Solutions (“Office Depot”), utilizing the Foundation for California Community Colleges (“FCCC”) Cooperative Contract Number 0000-4526, for the purchase of Citywide office supplies in the amount of $110,000 annually, for the period of July 1, 2025, through June 30, 2026, with the option to renew for an additional four (4) years through June 30, 2030. It is further recommended that the City Council delegate authority to approve future extensions to the City Manager, without having to return to the City Council for subsequent approvals, provided that the pricing and other financial terms remain within inflationary limits.
Purchase Order with ODP Business Solutions for
Citywide Office Supplies
July 15, 2025
DISCUSSION
On October 6, 2020, the City Council approved a contract with Office Depot for the purchase of office supplies at an annual cost of $110,000 for a two-year term, with the option for three additional one-year extensions, piggybacking on the OMNIA Region 4 contract.
Office supplies are ordered Citywide on an as-needed basis by each department.
Office Depot provides next-day and desktop delivery of office supplies to each City facility. Departments primarily place their orders online through the Office Depot internet portal, under the contracted price, and some orders are placed over the phone or via email by contacting an account manager directly.
Three cooperative purchase agreements were reviewed by staff for the preparation of a price and benefit comparison analysis. The FCCC, OMNIA Region 4, and OMNIA City of Tamarac contracts, were utilized to ensure that the lowest pricing and best overall value to the City were achieved. The following results were obtained from the comparison analysis, which was conducted using the City’s top 50 items purchased by total cost:
Vendor Cooperative Contract Sample Cost
Office Depot FCCC (Foundation for California Community Colleges)$37,186.17 Office Depot OMNIA City of Tamarac $37,852.51
Office Depot OMNIA Region 4 $39,098.38
The California Government Code allows public agencies to participate in cooperative purchasing agreements while remaining within the City’s purchasing rules and regulations. By participating in the national cooperative program with the FCCC contract with Office Depot, Arcadia will streamline the process of procuring office supplies and generate cost savings through nationally leveraged pricing.
In addition to achieving cost savings, the proposal maintains negotiated benefits including rebates, incentives, and technical capabilities. These added benefits consist of online desktop ordering, fill rate, free delivery, retail store proximity, next day delivery, and the return policy.
Purchase Order with ODP Business Solutions for
Citywide Office Supplies
July 15, 2025
Office Depot currently provides next-day delivery to each user’s desktop and consistently provides excellent customer service. The Office Depot Account Manager assigned to Arcadia will continue to provide the City with the same level of service and professionalism, with the added benefit of lower costs.
Office Depot’s pricing and capabilities utilizing FCCC’s cooperative contract pricing are at least 5% lower than OMNIA’s City of Tamarac and Region 4 contracts, for the same items. FCCC’s contract period is from July 1, 2025, through June 30, 2026, with the option of renewing the contract for four (4) additional one-year periods, through June 30, 2030.
ENVIRONMENTAL ANALYSIS
The proposed actions do not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will have no impact on the environment.
FISCAL IMPACT
Sufficient funds for the purchase of equipment and supplies for each department are budgeted in the FY 2025-26 Operating Budget. The total Citywide cost is not expected to exceed $110,000 annually.
RECOMMENDATION
It is recommended the City Council determine that this action is not a project under the California Environmental Quality Act (“CEQA”); and approve a Purchase Order with ODP Business Solutions (“Office Depot”) for the purchase of Citywide office supplies in the amount of $110,000 annually, with the option to renew for four (4) additional years, at the discretion of the City Manager, without having to return to the City Council for approval, provided that the pricing structure and financial terms remain within inflationary limits.
Purchase Order with ODP Business Solutions for
Citywide Office Supplies
July 15, 2025