Finance and Management Services
www.santa-ana.org/finance
Item # 11
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
October 7, 2025
TOPIC: Paper and Janitorial Products
AGENDA TITLE
Purchase Order Contracts to American Sanitary Supply Inc., Imperial Bag & Paper Co.
LLC dba Imperial Dade, Signal Hill Auto Enterprises Inc. dba Supply Solutions, and Veritiv Operating Company for Paper and Janitorial Products (Specification No. 25-115) (General Fund & Non-General Fund)
RECOMMENDED ACTION
Award Aggregate Purchase Order Contracts to vendors listed below for paper and janitorial products on an as-need basis in an annual aggregate amount not to exceed $315,645, for an initial one-year term expiring on October 6, 2026, with provisions for four, one-year renewal options, for a shared aggregate amount not-to-exceed total amount of $1,578,225.
Vendor Location
American Sanitary Supply Inc. Brea, CA
Imperial Bag & Paper Co. LLC dba Imperial Dade Loma Linda, CA Signal Hill Auto Enterprises Inc. dba Supply Solutions
Veritiv Operating Company
Fullerton, CA
Downey, CA
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Purchasing Division establishes annual citywide purchase order contracts with vendors that provide goods and services required by multiple City departments on a recurring basis. American Sanitary Supply Inc., Imperial Dade, Supply Solutions, and Veritiv Operating Company provide a variety of paper and janitorial products with short lead times and at a competitive price for facilities throughout the City. Various departments rely on these contracts to order supplies as needed, ensuring uninterrupted daily operations of their facilities.
Invitation for Bids (IFB) No. 25-115 was issued on August 19, 2025, on the City’s online bid management and publication system. A summary of vendor participation and results is as follows:
Paper and Janitorial Products
October 7, 2025
5 3
5 8
257 Vendors notified
13 Santa Ana vendors notified
40 Vendors downloaded the bid packet
15 Responsive Bids received
0 Responsive Bids received from Santa Ana vendors
Bids were solicited, opened on September 5, 2025, and evaluated (Exhibit 1). Fifteen bids were submitted by the IFB deadline and were determined to be responsive to the specifications and met City’s requirements.
Recommended award is based on lead times, pricing, and availability of products. Some vendors submitted a base bid but left most line items unpriced (‘no bid’), so their totals look lower than complete bids.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funding is available in the current FY 2025-26 budget. The purchase order contracts cover one year and include up to four one-year renewal options. Year 1 costs span two fiscal years and will be incurred in FY 2025-26 and FY 2026-27. Funding for any renewal years will be included in proposed budgets for City Council consideration. The table below shows the first-year allocation; subsequent years are anticipated to follow a similar breakdown.
Fiscal
Year
Accounting
Unit-Account # Fund Description Accounting Unit, Account Description Amount
FY 25-26
(Oct. 7,
2025 –
June 30,
2026)
01118810-63001 CDA General Funds
Economic Development
Service Enhancement,
Miscellaneous Operating
Expenses
$150
02718132-63001 CDA Enterprise
Funds
Parking Facilities,
Miscellaneous Operating
Expenses
$7,500
18518700-63001 CDA Special
Revenue Funds
Rent Stabilization,
Miscellaneous Operating
Expenses
$375
01111110-63001 LIB General Funds Administration, Miscellaneous Operating Expenses $1,125
01116500-63001 PBA General Funds Administration, Miscellaneous Operating Expenses $2,610
01116510-63001 PBA General Funds Planning, Miscellaneous Operating Expenses $878
01116520-63001 PBA General Funds
Permit & Inspection Services,
Miscellaneous Operating
Expenses
$1,748
Paper and Janitorial Products
October 7, 2025
5 3
5 8
01116530-63001 PBA General Funds
Permit & Plan Check,
Miscellaneous Operating
Expenses
$878
01116540-63001 PBA General Funds
Code Enforcement,
Miscellaneous Operating
Expenses
$4,350
01116560-63001 PBA General Funds
Neighborhood Initiatives
Program, Miscellaneous
Operating Expenses
$4,350
01114475-63001 PD General Funds
Jail Operations,
Miscellaneous Operating
Expenses
$75,000
01114430-63001 PD General Funds
Animal Services,
Miscellaneous Operating
Expenses
$1,500
01114450-63001 PD General Funds
Central Distribution Center,
Miscellaneous Operating
Expenses
$52,500
01113230-63001 PRCS General
Funds
Recreation & Community
Services, Miscellaneous
Operating Expenses
$7,500
06817641-63001 PWA Enterprise
Funds
Roadway Cleaning,
Miscellaneous Operating
Expenses
$3,750
01117651-63200 PWA General Funds
Park Maintenance Service
Enhancement, Operating
Materials & Supplies
Buildings/Grounds
$11,250
07317101-63001 PWA Internal
Service Funds
Custodial, Miscellaneous
Operating Expenses $1,875
07517100-63001 PWA Internal
Service Funds
Equipment Maintenance,
Garage Operation,
Miscellaneous Operating
Expenses
$4,125
05617640-63001 PWA Enterprise
Funds
Sanitary Sewer Services,
Miscellaneous Operating
Expenses
$6,075
06017640-63001 PWA Enterprise
Funds
Water Utility Water Production
& Supply, Miscellaneous
Operating Expenses
$7,425
06017641-63001 PWA Enterprise
Funds
Water System Maintenance,
Miscellaneous Operating
Expenses
$13,163
06017644-63001 PWA Enterprise
Funds
Water Quality, Miscellaneous
Operating Expenses $2,700
06017645-63001 PWA Enterprise
Funds
Water
Administration/Engineering,
Miscellaneous Operating
Expenses
$1,688
06017646-63001 PWA Enterprise
Funds
Water Meter Services,
Miscellaneous Operating
Expenses
$2,700
Paper and Janitorial Products
October 7, 2025
5 3
5 8
Various-63001 General Funds Miscellaneous Operating
Expenses $21,521
FY 26-27
(July 1,
2026 -
Oct. 6,
2026)
01118810-63001 CDA General Funds
Economic Development
Service Enhancement,
Miscellaneous Operating
Expenses
$50
02718132-63001 CDA Enterprise
Funds
Parking Facilities,
Miscellaneous Operating
Expenses
$2,500
18518700-63001 CDA Special
Revenue Funds
Rent Stabilization,
Miscellaneous Operating
Expenses
$125
01111110-63001 LIB General Funds Administration, Miscellaneous Operating Expenses $375
01116500-63001 PBA General Funds Administration, Miscellaneous Operating Expenses $870
01116510-63001 PBA General Funds Planning, Miscellaneous Operating Expenses $293
01116520-63001 PBA General Funds
Permit & Inspection Services,
Miscellaneous Operating
Expenses
$583
01116530-63001 PBA General Funds
Permit & Plan Check,
Miscellaneous Operating
Expenses
$293
01116540-63001 PBA General Funds
Code Enforcement,
Miscellaneous Operating
Expenses
$1,450
01116560-63001 PBA General Funds
Neighborhood Initiatives
Program, Miscellaneous
Operating Expenses
$1,450
01114475-63001 PD General Funds
Jail Operations,
Miscellaneous Operating
Expenses
$25,000
01114430-63001 PD General Funds
Animal Services,
Miscellaneous Operating
Expenses
$500
01114450-63001 PD General Funds
Central Distribution Center,
Miscellaneous Operating
Expenses
$17,500
01113230-63001 PRCS General
Funds
Recreation & Community
Services, Miscellaneous
Operating Expenses
$2,500
06817641-63001 PWA Enterprise
Funds
Roadway Cleaning,
Miscellaneous Operating
Expenses
$1,250
01117651-63200 PWA General Funds
Park Maintenance Service
Enhancement, Operating
Materials & Supplies
Buildings/Grounds
$3,750
07317101-63001 PWA Internal
Service Funds
Custodial, Miscellaneous
Operating Expenses $625
Paper and Janitorial Products
October 7, 2025
5 3
5 8
07517100-63001 PWA Internal
Service Funds
Equipment Maintenance,
Garage Operation,
Miscellaneous Operating
Expenses
$1,375
05617640-63001 PWA Enterprise
Funds
Sanitary Sewer Services,
Miscellaneous Operating
Expenses
$2,025
06017640-63001 PWA Enterprise
Funds
Water Utility Water Production
& Supply, Miscellaneous
Operating Expenses
$2,475
06017641-63001 PWA Enterprise
Funds
Water System Maintenance,
Miscellaneous Operating
Expenses
$4,388
06017644-63001 PWA Enterprise
Funds
Water Quality, Miscellaneous
Operating Expenses $900
06017645-63001 PWA Enterprise
Funds
Water
Administration/Engineering,
Miscellaneous Operating
Expenses
$563
06017646-63001 PWA Enterprise
Funds
Water Meter Services,
Miscellaneous Operating
Expenses
$900
Various-63001 General Funds Miscellaneous Operating
Expenses $7,174
ANNUAL TOTAL $315,645
EXHIBIT(S)
1. Abstract of Bids (25-115)
Submitted By: Alexander Trinidad, Executive Director of Finance and Management Services Agency
Approved By: Alvaro Nuñez, City Manager