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Agenda Report
TO:
FROM:
SUBJECT:
September 29, 2026
Honorable Mayor and City Council
Public Health Department '
AUTHORIZE THE CITY MANAGER TO EXECUTE AN AGREEMENT !WITH SUPPLYMATES, LLC TO PROVIDE OFFICE SUPPLIES FOR A | TOTAL AMOUNT NOT-TO-EXCEED $369,639 OVER FIVE YEARS
WITH TWO OPTIONAL ONE-YEAR EXTENSIONS
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action herein is not a "project" subject to the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 21065 and within the meaning of State CEQA Guidelines Section 15378; and
2. Award contract to lowest and best bid dated May 13, 2026, submitted by Supplymates, LLC in response to the specifications for office supplies for the Public Health Department and authorize the City Manager to enter into a contract for an amount of $264,028 for five years with two optional one-year extensions, at the discretion of the City Manager, for a total amount not-to-exceed $369,639.
BACKGROUND:
With over 50 public health programs, the Pasadena Public Health Department (PPHD) offers a range of sen/ices that depend on access to and timely delivery of general office supplies. On April 16, 2026, PPHD published an Invitation for Bids (IFB) for Office Supplies in the City of Pasadena electronic procurement system.
PPHD provided a list of materials and supplies most used by the Public Health Department and the specifications required bidders to provide unit pricing for new, complete, and ready-for-use materials and supplies. The quantities contained in the IFB are an approximation for the purpose of comparing bids. The solicitation was advertised electronically, 4,259 prospective bidders were notified and 49 vendors downloaded the IFB. PPHD received eight bids of which two were responsive; six were deemed non- responsive for not meeting the requirements outlined in the IFB. ss.-s.ss
MEETING OF. 9/29/2026 AGENDA ITEM NO. 3
Authorization to Enter into
September 29, 2026
Contract with Supplymates, LLC
Bid results are as follows:
Bidder Location Amount
Supplymates, LLC
ADA Company, LLC
Pasadena, CA
In/ine, CA
$$
52,805.5275,386.91
The bid pricing provided cost in a comparable range to the independent cost estimate of$50,000 annualized based on the five-year term. The Supplymates, LLC bid wasdetermined to be fair and reasonable in comparison to the cost estimate and the responsive bids. Staff recommends awarding Supplymates, LLC a contract for materials and supplies, as they are the lowest, responsive, and responsible bidder.
COUNCIL POLICY CONSIDERATION:
The proposed action is consistent with the City Council's Strategic Plan Goals to maintainfiscal responsibility and stability.
ENVIRONMENTAL ANALYSIS:
CEQA excludes, from environmental review, actions that are not "projects" as defined by Public Resources Code Section 21065 and within the meaning of CEQA Guidelines Section 15378. Sections 21065 and 15378 define a project as an action which may cause either a direct physical change in the environment, or a reasonably foreseeable indirectphysical change in the environment. Section 15378(b) excludes from the definition of "project" continuing administrative or maintenance activities, such as securing supplies and services. The actions proposed herein, authorizing the City Manager to enter intocontract for purchasing of general office supplies, is an administrative activity, andtherefore is not a "project" as defined by CEQA. Since the action is not a project subject toCEQA, no environmental document is required.
Authorization to Enter into a Contract with Supplymates, LLC September 29, 2026Page 3 of 3
FISCAL IMPACT:The total cost of this action is not-to-exceed $369,639 over five years if the base term and both additional one-year optional extensions are exercised. City Council approvedappropriations in the FY27 PPHD operating budget to support the projected $52,806 costof this action in the current fiscal year. If approved, the annual cost of the remaining contract years will be reflected in the proposed PPHD budget development discussions ineach respective fiscal year.
Respectfully submitted,
MANUELt^RMONA, MPH, MPA
DirectorPublic Health Department
Prepared by:
Frey Culbertson
'Acting Management Analyst V
Public Health Department
Approved by:
^
lATThE
A.
MATTHEW E. <-IAWKESWORTH
Interim City Manager