City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2025-00436 2/18/2025 Consent Item 10.
Cooperative Contract for Janitorial Supplies and Equipment from Staples, Inc. (Citywide) File ID: 2025-00436
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or the City Manager’s designee to execute Citywide agreement No. PRC003350 with Staples, Inc., for the purchase of janitorial supplies and equipment in an amount not to exceed $250,000.
Contact: Gary O’Neill, Contract and Compliance Specialist, (916) 808-7432, [email protected]; Dayana Reyes Zanaska, Procurement Manager, (916) 808-5524, [email protected]; Department of Finance Presenter: None
Attachments:
1-Description/Analysis
2-Contract PRC003350 Staples, Inc.
Description/Analysis
Issue Detail: The Procurement Division of the Finance Department solicited a Request for Qualifications in 2024 to review and select cooperative contracts for the purchase of janitorial supplies and equipment by various City departments. Contract No. PRC003294 was awarded to Staples, Inc., through Motion No. 2024-0381 on December 10, 2024. This City agreement is based on a Sourcewell cooperative contract that expires later this year. Staples offered to the City a new cooperative contract that was effective on February 3, 2025, to replace the expiring contract. The new contract is a result of Sourcewell’s Request for Proposals No. 070924. The agreement term for the new Citywide agreement coincides with the expiration date of the Sourcewell cooperative agreement on February 2, 2029. The City may choose to exercise an option to extend its contract for an additional three years if Sourcewell also extends their cooperative contract.
Policy Considerations: The recommendations in this report are in accordance with the provisions of City Code Chapter 3.56 Procurement.
File ID: 2025-00436 2/18/2025 Consent Item 10.
Economic Impacts: None.
Environmental Considerations
California Environmental Quality Act (CEQA): No environmental review is necessary because the recommendations in this report involve the purchase of supplies and are not considered to be a project in accordance with Section 15378(b)(2) of the CEQA guidelines.
Sustainability: The recommendations in this report are in accordance with the provisions of the Sustainable Purchasing Policy.
Commission/Committee Action: None.
Rationale for Recommendation: Approving this new successor contract will ensure a continuous source of janitorial supplies and equipment. The use of cooperative contracts allows the City to take advantage of national volume discounts.
Financial Considerations: Sufficient funding is available in the Fiscal Year (FY) 2024/25 approved operating budget and/or capital improvement program budgets of the departments acquiring this service. Payments after FY2024/25 are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): Staples, Inc., is not an LBE.
CONTRACT #:PRC003350CONTRACT NAME: Janitorial Supplies and Equipment (Citywide) AGREEMENT TERM: Through February 2, 2029. AUTHORIZED RENEWALS: City may choose to renew if the cooperative contract is renewed LEAD AGENCY & SOURCING EVENT: Sourcewell RFP #070924 DEPARTMENT: Finance DIVISION: Procurement CITY OF SACRAMENTO ADDITIONAL TERMS AND CONDITIONS COOPERATIVE PURCHASE AGREEMENT The City of Sacramento ("City") and STAPLES, INC.("Contractor"), hereby agree to these Additional Terms and Conditions (“Additional Terms”), effective February 18, 2025. WHEREAS, Contractor entered into Contract No. 070924-SCC for janitorial supplies and equipment with S O U R C E W E L L , dated February 3, 2025 (“Cooperative Contract”), in which Contractor agreed to sell JANITORIAL SUPPLIES AND EQUIPMENT to governmental agencies that are members of SOURCEWELL’S Cooperative Purchasing Program (“Participating Public Agencies”); and WHEREAS, the City wishes to purchase janitorial supplies and equipment, pursuant to the terms of the Cooperative Contract and these Additional Terms. NOW THEREFORE, Contractor and the City agree as follows: 1. The City shall have all the same rights and obligations as SOURCEWELL under the Cooperative Contract. The terms of the Cooperative Contract shall apply to purchase orders and shall control over any contrary terms included in quotations or purchase orders. 2. Contractor agrees that in-stock supplies or equipment shall be delivered to the City no later than One (1) day after receipt of the order. Contractor will notify the City Buyer in writing if supplies or equipment that they are ordering are not in stock and will give a written estimate of the price, including shipping charges, and the anticipated delivery date to the City. 3. Contractor warrants and represents that the person or persons executing this Agreement on behalf of Contractor has or have been duly authorized by Contractor to sign this contract supplement and bind Contractor to the terms hereof. 4. Except as specifically modified herein, all terms and conditions of the Cooperative Contract shall remain in full force and effect, and Contractor shall perform all of the services, duties, obligations, and conditions required under the Agreement, as supplemented and modified by these Additional Terms.
Docusign Envelope ID: 0642B5C7-BD94-481A-A223-D1D6BD7CF251 Rev. 3/2022 1
070924-SCCSolicitation Number: 070924 CONTRACT This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and Staples Contract & Commercial LLC, 500 Staples Drive, Framingham, MA 01702 (Supplier). Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada. Sourcewell issued a public solicitation for Office Supply and Workplace Catalog Solutions from which Supplier was awarded a contract. Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell's cooperative purchasing contracts (Participating Entities). 1. TERM OF CONTRACT A. EFFECTIVE DATE. This Contract is effective on February 3, 2025. EXPIRATION DATE AND EXTENSION. This Contract expires February 2, 2029, unless it is cancelled sooner pursuant to Article 22. This Contract allows up to three additional one-year extensions upon the request of Sourcewell and written agreement by Supplier. Sourcewell retains the right to consider additional extensions beyond seven years as required under exceptional circumstances. B. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All other rights will cease upon expiration or termination of this Contract.