Finance and Management Services
www.santa-ana.org/finance
Item # 14
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 05, 2026
TOPIC: Office Supplies
AGENDA TITLE
Purchase Order Contract to Staples Contract & Commercial, Inc. for Office Supplies (Specification No. 26-054) (General Fund)
RECOMMENDED ACTION
Award Purchase Order Contract to Staples Contract & Commercial, Inc. for a 19-month term beginning on May 5, 2026 and expiring December 31, 2027, in a total amount not to exceed $175,000.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The City utilizes an assortment of office products for its daily operations such as binders, file folders, writing instruments, calendars, and labels, as well as small office equipment.
Staples is a leading provider of core office supplies and products including a wide variety of green/sustainable products. Staples has an online ordering system, which provides next-day delivery service, tracking and payment information for the requesting agency, and spend analysis reports for buyers.
Santa Ana Municipal Code, Section 2-807(d), authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. County of Los Angeles entered into Contract No. MA-IS-2140295 with Staples Contract & Commercial as a result of open, competitive bidding on behalf of its members, which includes government agencies. This cooperative procurement allows all public agencies access to discounted pricing.
The City proposes to enter into a cooperative contract with Staples Contract & Commercial, Inc. for office supplies. Contract MA-IS-2140295 ensures the products and services offered will provide staff with high quality, discounted materials.
The total amount not to exceed $175,000 was calculated by taking the actual monthly spend of our current Office Supply vendor, ODP Business Solutions, and extrapolating that amount across the 19-month term.
Office Supplies
May 05, 2026
5 7
3 8
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Total contract costs for office supplies are limited to an amount not to exceed $175,000 over the term of the agreement. Approximately $15,000 is estimated to be expended in FY 2025-26, with the remaining balance to be included in the FY 2026-27 Proposed Budget for City Council consideration.
Actual expenditures will vary based on departmental needs but will not exceed the approved contract amount. Funding is available within departmental Miscellaneous Operating Expense accounts (Account No. 63001).
EXHIBIT(S)
1. County of Los Angeles Contract No. MA-IS-2140295
Submitted By: Alexander Trinidad, Executive Director Finance and Management Services Agency
Approved By: Alvaro Nuñez, City Manager