STRATEGIC PRIORITY: Core
AGENDA DATE: September 24, 2025
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize a five-year master agreement for the purchase of office supplies for citywide use with ODP Business Solutions, LLC through Omnia Partners cooperative agreement in the estimated amount of $4,000,000.00, Staples Contract & Commercial LLC through the Sourcewell cooperative agreement in the estimated amount of $2,400,000.00, Advantage Office Products, LLC through The Local Government Purchasing Cooperative (BuyBoard) agreement and The Interlocal Purchasing System cooperative agreement in the estimated amount of $550,000.00, and Limitless Products, LLC dba Limitless Office Products; 1 Stop Print TX through The Interlocal Purchasing System cooperative agreement and The Local Government Purchasing Cooperative (BuyBoard) agreement in the estimated amount of $550,000.00 cooperative agreement - Total estimated amount of $7,500,000.00 - Financing: Express Business Center Fund
Body
BACKGROUND
This action does not encumber funds; the purpose of a master agreement is to establish firm pricing for goods, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement
This master agreement will allow for the purchase of office supplies for citywide use. The master agreement will allow the City to purchase approximately 2,650 City core office supply products at a significant discount off manufacturer’s list price.
To reduce the cost of office supplies and to promote a green initiative, this contract will be structured in a manner where “store brand” and “green” items will be offered where available. The City currently purchases office supply items utilizing web-based ordering, this process provides efficient ordering and delivery of products.
The agreement includes terms such as:
• Web-based ordering
• Next day desktop delivery
• Consolidated billing
• Restrictions on City identified products
• Quarterly reports on City buying trends
• Opportunity to purchase comparable environmentally friendly items
Cooperative purchasing organization, which leverages the collective purchasing power of government agencies nationwide and establishes cost-effective volume pricing. This agreement provides the City the lowest available pricing discounts from the vendors regardless of the size of the order.
The Omnia Partners, Sourcewell, The Local Government Purchasing Cooperative (BuyBoard) agreement, and The Interlocal Purchasing System cooperative agreements are authorized by Chapter 791 of the Texas Government Code and Subchapter F, Chapter 271, Texas Local Government Code. Section 271.102 of the Texas Local Government Code which authorizes a local government to participate in a Cooperative Purchasing Program with another local government or a local cooperative organization.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On January 8, 2020, the City Council authorized a five-year master agreement for office supplies with Office Depot, Inc., Staples Business Advantage, Greenwood Office Outfitters, and Limitless Office Products by Resolution No. 20-0127.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
Express Business Center Fund |
$0.00 |
$1,500,000.00 |
$6,000,000.00 |
LOCAL PARTICIPATION
|
Prime |
Status |
Workforce % |
|
ODP Business Solutions, LLC |
Non-local |
0.00% |
|
Staples Contract & Commercial LLC |
Non-local |
0.00% |
|
Advantage Office Products, LLC |
Non-local |
0.00% |
|
Limitless Products LLC |
Local |
0.00% |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Cooperative Purchasing Agreement |
• Cooperative purchasing agreements enable the City to associate with State agencies, other local governments, or local cooperative organizations comprised of other state and local governments, to leverage market buying power and enable the City to purchase goods or services at lower prices |
|
|
• The cooperative purchasing agreement is an alternative method of meeting the requirements for competitive bidding or competitive sealed proposals, not an exception from that requirement |
OWNERS/EXECUTIVES
ODP Business Solutions, LLC
6600 North Military Trail
Boca Raton, FL 33487
Gerry P. Smith, Chief Executive Officer
Staples Contract & Commercial LLC
500 Staples Drive
Framingham, MA 01702
Mike Motz, Chief Executive Officer
Advantage Office Products, LLC
7542 Kathy Lane
Benbrook, TX 76126
Dennis D George, President
Limitless Products LLC dba Limitless Office Products; 1 Stop Print TX
1778 North Plano Road, Suite 114
Richardson, TX 75081
Mita Guha, President