B6.11 - Approve Piggyback #20133-PGB-CJ of the Agreement Between Sourcewell and Staples Contract & Commercial LLC (Staples) - Contract #012320-SCC Office Supply Catalog Solutions (Finance Division)

Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to its members. Participation is open to all levels of governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada. Sourcewell’s solicitation process results in cooperative contracting solutions from which Sourcewell’s members procure equipment, products, and services. Cooperative contracting provides members and vendors increased administrative efficiencies and the power of combined purchasing volume that result in overall cost savings. 

On December 5, 2019, Sourcewell issued a Request for Proposals for office supply catalog solutions. After evaluation and recommendation, the Sourcewell Board of Directors approved the agreement with Staples. Highlights of the piggyback agreement include:

• An annual 5 percent rebate on all purchases
• Additional discounted pricing on Hillsborough County Public Schools specific core items
• No minimum order requirements as a result of negotiations (the Sourcewell agreement contains a $35 minimum order)
• Annual classroom supply donations at a value of $120,000
• Employee purchases through Staples receive the same contract pricing as the District
• Product giveaways at bookkeeper council meetings and site visits

The first term of the Sourcewell agreement is from August 1, 2020, through April 6, 2024, with an additional 1-year renewal option. This agreement may be terminated at any time. This contract will be reviewed and evaluated and may be renewed by the Superintendent, per the terms of the specifications.

In accordance with the Florida Department of Education, Purchasing Policy 6A-1.012(6), in lieu of requesting competitive solicitations from three or more sources, district school boards may make purchases at or below the specific prices from contracts awarded by other city or county governmental agencies, or other district school boards, community colleges, federal agencies, the public or governmental agencies of any state, or from state university system cooperative bid agreements.

The District requires classroom and office supplies for school and district sites. 

The previous agreement with Staples was approved by the board and was successful. 

Upon approval, the District requires the vendor to provide the requested goods and services according to the terms and conditions listed in the agreement. The awarded vendor is:

Staples 

* Establish a strong foundation of financial stewardship

Approve the piggyback between Sourcewell and Staples. 

Corey A. Murphy, General Manager, Procurement Services, corey.murphy@hcps.net, (813) 272-4374

Expenditures for the 2019/2020 fiscal year were $5,466,608 with a rebate of $273,330. As a result of deeper discounts in the new Sourcewell agreement, there is an estimated additional savings of $87,933, resulting in an estimated spend of $5,378,675 for the 2020/2021 fiscal year with an expected rebate of $269,934.

Contract administration and evaluation is performed by the Project Manager (the "End User") and the Procurement Officer, who function as a team, by utilizing an online vendor performance report or via in-person reviews. The evaluation consists of an assessment of the vendor-provided goods and services, deliverables, and compliance with contractual requirements. The resulting data will support renewal decisions and/or alterations to a new agreement.