City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2025-00739 4/1/2025 Consent Item 5.
Cooperative Purchase Agreement: Citywide Office Supplies [Published for 10-Day Review 3/21/2025]
File ID: 2025-00739
Location: Citywide
Recommendation: Pass a Motion: 1) approving the use of Sourcewell cooperative purchasing agreement No. 070924-SCC with Staples Advantage (tracked under PRC003426) for the purchase of office supplies in an amount not-to-exceed $5 million through February 2, 2029; and 2) authorize three one-year renewals at the City’s option which could extend the contract through February 2, 2032.
Contact: Sara Wachter, Administrative Analyst, (916) 808-5748, [email protected]; Dayana Reyes Zanaska, Procurement Services Manager, (916) 808-5524, [email protected]; Peter Coletto, Director of Finance, (916) 808-5416, [email protected]; Department of Finance
Presenter: None
Attachments:
1-Description/Analysis
2-Agreement
Description/Analysis
Issue Detail: The City of Sacramento has ongoing requirements for the procurement of office supplies and equipment. To maximize cost-savings and staff resources, many government agencies share contracting efforts through cooperative purchasing. This procurement approach increases pricing competitiveness and lowers operating costs through volume purchasing. City departments use cooperative purchase agreements to save time and to maximize cost savings to obtain goods and services.
The City uses cooperative purchase agreements derived from competitive solicitations to save time and to maximize cost savings when obtaining supplies. Sourcewell issued a new Request for Proposals (RFP) #070924, which was awarded to Staples Advantage for a four-year period.
File ID: 2025-00739 4/1/2025 Consent Item 5.
Policy Considerations: The recommendations in this report are in accordance with City Code Section 3.56.240, which authorizes the City to use cooperative purchasing agreements to purchase supplies or nonprofessional services through legal contracts of other governmental jurisdictions or public agencies, eliminating the need to perform additional competitive bidding by the City.
The Sacramento City Code Section 4.04.020 and Council Rules of Procedure (Chapter 7, Section E.2.d) mandate that unless waived by a 2/3 vote of the City Council, all labor agreements and all agreements greater than $1,000,000.00 shall be made available to the public at least ten (10) days prior to council action. This contract was published for 10-day review on March 21, 2025, in compliance with the City Code.
Economic Impacts: None.
Environmental Considerations: This report concerns administrative activities and governmental fiscal activities that do not constitute a “project” as defined by the California Environmental Quality Act (CEQA) Guidelines Sections 15378(b)(2) and 15378(b)(4) and are not subject to the provisions of CEQA (CEQA Guidelines Section 15060(c)(3)).
Sustainability: Under the City of Sacramento’s Climate Action Plan, all applicable “green” alternatives will be considered prior to the purchase of supplies and accessories.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: In an ongoing effort to maximize cost savings and staff resources, many government agencies share contracting efforts through cooperative purchasing. This procurement method increases pricing competitiveness and lowers operating costs through volume buying. When comparing the administrative costs of procurement, staff considers product research, source selection, specifications, advertising, staff reports, awarding, protests, and administration of the contract. It is often more cost-effective to eliminate the cost and time spent on these administrative processes and purchase items and services through cooperative purchasing programs The cooperative purchasing agreement pricing terms and conditions were determined through a competitive solicitation that was conducted by Sourcewell. Approving this agreement will allow the City to continue benefiting from significant volume discounts beyond what could be achieved solely by the City of Sacramento.
Financial Considerations: Departments will use their own operating budgets to purchase office supplies and related materials as needed and as their budgets allow. Each division will submit their own purchase orders to authorize the purchases as required.
Local Business Enterprise (LBE): The minimum LBE participation requirement is waived for the
File ID: 2025-00739 4/1/2025 Consent Item 5.
City’s use of cooperative purchase agreements that have been competitively bid, evaluated, and awarded by other governmental agencies that may or may not have similar programs.