HomeMy WebLinkAbout4.8 - 1545 Blaisdell's Report
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STAFF REPORT
CITY COUNCIL
DATE: August 15, 2017
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Authorization to Order Office Supplies through Blaisdell's Business
Products
Prepared by: Renuka Dhadwal, Administrative Aide
EXECUTIVE SUMMARY:
The City Council will consider the use of Blaisdell's Business Products as the City's
primary vendor of office supplies for the City's daily business operations.
STAFF RECOMMENDATION:
Authorize the City Manager to approve office supplies purchases in excess of $45,000
annually through Blaisdell's Business Products.
FINANCIAL IMPACT:
The City typically spends approximately $60,000 per year on office supplies. Funding to
purchase office supplies is included in all departmental budgets approved by the City
Council as part of the annual budget process.
DESCRIPTION:
In July 2008, through an NJPA contract, the City began procuring office supplies items
exclusively from Staples Inc. for its daily business operations. Over the last nine years,
through an online ordering system, Staples has provided a reasonable level of customer
service.
Staff periodically explores the market for new products and improved solutions for the
City’s daily operations, by meeting with a variety of vendors and participating in product
demonstrations. One such vendor, Blaisdell’s Business Products, was received very
positively by Staff across departments, and as such Staff is seeking the City Council’s
approval to use Blaisdell’s as its primary office supply vendor.
Blaisdell’s Business Products was established in 1950 and is headquartered in
Oakland, California. Blaisdell’s guiding principle towards customer services has helped
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the woman-owned company grow in an extremely competitive public sector market, with
clients including the County of Alameda, Caltrans, the City of Fremont, and the City of
San Leandro.
Section 2.36.100.A.9 of the City’s Purchasing Policy provides an exemption to a
competitive bidding process when another public agency has administered a
competitive bidding process and has a current valid agreement for the same or
substantially similar consultant or professional services, general services, supplies or
equipment. On December 2, 2014, the County of Alameda went through a Request for
Proposals (RFP) process and awarded Blaisdell’s Business Products the contract to
provide office supplies.
Staff is recommending that the City Council's authorize the City Manager or designee to
approve such purchases in excess of $45,000 annually through Blaisdell's Business
Products.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
N/A
ATTACHMENTS:
1. Alameda County Contract with Blaisdell's Business Products
�c�r•,xvrr:�,
w - ety C.ARCLINF JUDI. Atonl; F]rccwi
n 1401 1 Ak1.SIDf_ 1]RIVF. 0AKIAND. C. ALIT 0Wti IA 44h12 510 208 9700 FAX 5 1 208 X1711 W%VW 7 C J; 6n•.0 r 9'L'+ii
December 42, 2014
To: Caroline Judy, Acting Director, General Services Agency
From: John Butchart, Procurement & Contracts Specialist
Via: Pedro Valencia, Deputy Director, General Services Agency
Subject: REQUEST FOR APPROVAL TO AWARD CONTRACT FOR OFFICE
SUPPLIES, REQUEST FOR QUOTATION NO. 900963; AMOUNT:
$3,500,004
RECOMMENDATION:
Authorize the Purchasing Agent to negotiate and sign Master Contract No. 900963,
Procurement Contract No. 11075 with Blaisdell's Business Products (Principal: Margee
Witt; Location: Oakland), to provide office supplies to Alameda County, for the period
of 04/01/15 — 03131118, in the amount of $3,500,004; with the option to renew, by mutual
consent, for two additional one -year terms.
DISCUSSION/SUMMARY:
This Request for Quotation (RFQ) contained office products purchased by all Alameda
County departments. Bidders were required to be Small Local and Emerging Businesses
(SLEB) certified, and to bid on all products listed in the Alameda County online bid
process. Additionally, the County asked for pricing of products not specifically listed in
Alameda County Online Bid Process. Generally excluded from this RFQ were durable
goods such as furniture, typewriters, copiers, radios, sound systems, personal computers,
copy paper, and toner cartridges.
A list of 8,000 products purchased from the incumbent in FY 2013 was sorted to generate a
market basket of 1,474 products representing the highest volume for both cost and
popularity. Bidders were required to submit pricing for each item on that list. Forty items
were removed because they were customized products for the County and the bid list was
revised in an addendum. Of the 1,434 remaining items, 49 were removed from all bids
because they were contested by one or more bidders due to packaging questions, or because
Page 2
December 02, 2014
Office Supplies, Request For Quotation
RFQ No. 900963
they are discontinued. All bids were then rated on the value of the combined and extended
market basket of 1,385 products.
SELECTION CRITERIAIPROCESS:
The Alameda County General Services Agency (GSA) has determined that the County does not
currently have the resources to provide office supplies. GSA Procurement & Support Set-tfices
developed and issited a Request for Quotation (RFQ, . The RFQ was released on August 5, 2014
and sent to approximately 2,934 subscribers of'GSA Goods and Services — Current Contract
Opportunities inailing seri,ices via E -Gov, including certified Small Local and Emerging
Bitsinesses (SL B). Two networ king1bidders conferences were held and were attended by 6
vendors. The RFQ was posted on the GSA Current Contracting Opportunities website for
ripproxr.'mately 87 clays and resulted in 4 bids.
On October 31, 2014, four responses to the RFC] were received. All responses were evaluated.
Blaisdell 's was the lowest -cost, giralif ed vendor and is SLEB certified: 02- 90133, Small;
Expiration: 313112016
T12e following is a summmy q f the Bids:
Vendor
Location
Local
SLEB
Bid (Annual Cost)
Blaisdell 's
Oakland, CA
Y
Y
$818,150
Give Something Back
Oakland, CA
Y
Y
$877,580
Toner:lmaging
Livermore, CA
Y
Y
$1,063,614
Vince's Officio Supply Inc.
ce City
dba The On .
Hayward, CA
Y
Y
$1,017,145
FUNDING:
Appropriations for this contract are included in the Alameda County FY 2014 -15
Approved Budget and will be requested in future budget years_ No additional
appropriations are required and there will be no increase to net County cost.
Recommended By: ❑oauSlgned by:
Procurement & Contracts Specialist 7� 3/6/2015
Up to 510,000 Signature Date
Page 3
December 02, 2014
Office Supplies, Request For Quotation
RFQ No. 904963
Approved By'
- - - »-. -� Dxu5igned by,
:
Business Outreach Officer ��
Signature
Procurement & Contracts
Supervisor
Up to 510,001 - S25,000
Purchasing Manager
UP to $25.001 - S I00,ND
Deputy Director,
Procurement & Support Services
Q.vcr 5100.000
Acting Director, GSA
Over 51 (H ).000
3/5/2015
Date
Docuftned by:
PtIrA. Niwm Y`
3/9/2015
S ° igned by:
Datc
3/9/2015
Signature
Date
Dncu&� gnled by
Pt's^" V
b a6vt�r' 3/9/2015
°r 1 &4jned by: Dare
(A k - �� 3/9/2015
Signature Dale
110 -23
Master Contract No. 900963
Procurement Contract No. 11075
QUESTIONNAIRE FOR DETERMINING THE WITHHOLDING STATUS
INSTRUCTIONS: This questionnaire is to be completed by the County department for services
contracts and must be included as part of the contract package. Be sure to answer all of the
questions in Sections I and II and to complete the certifications on page 2. Sections III and IV
contain supplemental questions to be answered for contractors in certain service categories.
CONTRACTOR NAME: Blaisdell's & Sonm Inc. DEPT #: 1 200200
TITLE/SERVICE: Office Supplies
DEFT. CONTACT: John Butchart PHONE: (510) 208 -9602
I. INFORMATION ABOUT THE CONTRACTOR. YES NO
1. Is the contractor a corporation or partnership? (X) ( )
2. Does the contractor have the right per the contract to hire others to (X) { ]
do the work agreed to in the contract?
3. If the answer to BOTH questions is YES, provide the employer ID number here:
94- 1526176
No other questions need to be answered. Withholding is not required.
4. If the answer to question i is NO and 2 is YES, provide the individual social
security number here:
No other questions need to he answered. Withholding is not required.
5. If the answer to question 2 is NO, continue to Section II.
II. RELATIONSHIP OF THE PARTIES YES NO
1. Does the County have the right to control the way in which the ( } { }
work will be done, i.e., will the County be able to specify the
sequence of steps or the processes to be followed if it chooses to do
so?
2. Is the contractor restricted from performing similar services for { } { }
other businesses while he is working for the Count?
3. Will the contractor be working for more than 50% of the time for ( } ( }
the County (50% = 20 hrs /wk; 80 hrslnlo )?
4. Is the relationship between the County and the contractor intended { } ( }
to be ongoing?
III. FOR CONSULTANTS, PROJECT MANAGERS, PROJECT YES NO
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110-23 Master Contract No. 900963
Procurement Contract No. 11075
COORDI NA'FORS
1. Is the contractor being hired Inr a period of time rather than for a t } ( }
specific project?
2. Will payment be based on a wage or salary (as opposed to a [ } ( )
commission or lump sum )?
A "YFY' answer to any of the questions in Section 11, or, if applicable, Sections III or IV
constitutes justification for paying the contractor through the payroll system as an
"employee for withholding purposes."
CERTIFICATIONS:
I hereby certify that the answers to the above questions accurately reflect the anticipated
working relationship for this contract.
p
Blaisdcll's & SongeN . Inc Signature A c cy a artrnent Head/Designee
Si atu e
Printed Name
Date
Printed Name
i f i s
Date
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Master Contract No. 960963
Procurement Contract No. 11075
COUNTY OF A]LAMEDA
S'T'ANDARD SERVICES AGREEMENT
This Agreement, dated as of , is by and between the County of
Alameda, hereinafter referred to as the "County ", and Blaisdell's & Songey, Inc.,
hereinafter referred to as the "Contractor ".
WITNESSETH
Whereas, County desires to obtain the purchase and delivery of Office Supplies services
which are more fully described in Exhibit A hereto (" Office Supplies Services "); and
Whereas, Contractor is professionally qualified to provide such services and is willing to
provide same to County; and
Now, therefore it is agreed that County does hereby retain Contractor to provide Office
Supplies Services, and Contractor accepts such engagement, on the General Terms and
Conditions hereinafter specified in this Agreement, the Additional Provisions attached
hereto, and the following described exhibits, all of which are incorporated. into this
Agreement by this reference:
Exhibit A
Definition of Services
Exhibit Al
Specific Requirements and Deliverables
Exhibit A2
Pricing of Core and Non -core Items
Exhibit B
Payment Terms
Exhibit C
Insurance Requirements
Exhibit D
Debarment and Suspension Certification
Exhibit 0
Iran Contracting Act
Exhibit P
Environmental Criteria
The term of this Agreement shall be from April 1, 2015 through March 31, 2018
The compensation payable to Contractor hereunder shall not exceed three million five
hundred thousand dollars {$3,500,000} for the term of this Agreement.
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Master Contract No. 900963
Procurement Contract No, 11075
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the
day and year fast above written.
COUNTY OF ALAMEsDA
By:
Signature
Name:
(Printed)
Title: Purchasin,p- Agent
Date:
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BLAISDLLUS & SONrGF,Y. INC.
1.
,, Signature.
Name:
(Printed)
Title:
Date:
By signing above, signatory warrants
and represents that he/she executed this
Agreement in his/her authorized
capacity and that by his/her signature
on this Agreement, he/she or the entity
upon behalf of which he /she acted,
executed this Agreement.
Master Contract No. 900953
Procurement Contract No. 11075
GENERAL TERMS AND CONDITIONS
] . INDEPENDENT CONTRACTOR: No relationship of employer and employee is
created by this Agreement; it being understood and agreed that Contractor is an
independent contractor. Contractor is not. the agent or employee of the County in
any capacity whatsoever, and County shall not be liable for any acts or omissions
by Contractor nor for any obligations or liabilities incurred by Contractor.
Contractor shall have no claim under this Agreement or otherwise, for seniority,
vacation time, vacation pay, sick leave, personal time off, overtime, health
insurance medical care, hospital care, retirement benefits, social security,
disability, Workers' Compensation, or unemployment insurance benefits, civil
service protection, or employee benefits of any kind.
Contractor shall be solely liable for and obligated to pay directly all applicable
payroll taxes (including federal and state income taxes) or contributions for
unemployment insurance or old age pensions or annuities which are imposed by
any governmental entity in connection with the labor used or which are measured
by wages, salaries or other remuneration paid to its officers, agents or employees
and agrees to indemnify and hold County harmless from any and all liability
which County may incur because of Contractor's failure to pay such amounts.
In carrying out the work contemplated herein, Contractor shall comply with all
applicable federal and state workers' compensation and liability laws and
regulations with respect to the officers, agents and/or employees conducting and
participating in the work; and agrees that such officers, agents, and/or employees
will be considered as independent contractors and shall not be treated or
considered in any way as officers, agents and/or employees of County.
Contractor does, by this Agreement, agree to perform his/her said work and
functions at all times in strict accordance with currently approved methods and
practices in his/her field and that the sole interest of County is to insure that said
service shall be performed and rendered in a competent, efficient, timely and
satisfactory manner and in accordance with the standards required by the County
agency concerned.
Notwithstanding the foregoing, if the County determines that pursuant to state and
federal law Contractor is an employee for purposes of income tax withholding,
County may upon two week's notice to Contractor, withhold from payments to
Contractor hereunder federal and state income taxes and pay said sums to the
federal and state governments
2. INDEMNIFICATION: To the fullest extent permitted by law, Contractor shall
hold harmless, defend and indemnify the County of Alameda, its Board of
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Master Contract No. 900963
Procurement Contract No. 114175
Supervisors, employees and agents from and against any and all claims, losses,
damages, liabilities and expenses, including but not limited to attorneys' fees,
arising out of or resulting from the performance of services under this Agreement,
provided that any such claim, loss, damage, liability or expense is attributable to
bodily injury, sickness, disease, death or to injury to or destruction of property,
including the loss therefrom, or to any violation of federal, state or municipal law
or regulation, which arises out of or is any way connected with the performance of
this agreement (collectively "Liabilities ") except where such Liabilities are caused
solely by the negligence or willful misconduct of any indemnitee. The County
may participate in the defense of any such claim without relieving Contractor of
any obligation hereunder. The obligations of this indemnity shall be for the full
amount of all damage to County, including defense costs, and shall not be limited
by any insurance limits.
In the event that Contractor or any employee, agent, or subcontractor of Contractor
providing services under this Agreement is determined by a court of competent
jurisdiction or the Alameda County Employees' Retirement Association (ACERA)
or California Public Employees' Retirement System (PERS) to be eligible for
enrollment in ACERA and PERS as an employee of County, Contractor shall
indemnify, defend, and hold harmless County for the payment of any employee
and/or employer contributions for ACERA and PERS benefits on behalf of
Contractor or its employees, agents, or subcontractors, as well as for the payment
of any penalties and interest on such contributions, which would otherwise be the
responsibility of County.
3. INSURANCE AND BOND: Contractor shall at all times during the term of the
Agreement with the County maintain in force, at minimum, those insurance
policies and bonds as designated in the attached Exhibit C, and will comply with
all those requirements as stated therein. The County and all parties as set forth on
Exhibit C shall be considered an additional insured or loss payee if applicable. All
of Contractor's available insurance coverage and proceeds in excess of the
specified minimum limits shall be available to satisfy any and all claims of the
County, including defense costs and damages. Any insurance limitations are
independent of and shall not limit the indemnification terms of this Agreement.
Contractor's insurance policies, including excess and umbrella insurance policies,
shall include an endorsement and be primary and non - contributory and will not
seek contribution from any other insurance (or self-insurance) available to County.
Contractor's excess and umbrella insurance shall also apply on a primary and non-
contributory basis for the benefit of the County before County's own insurance
policy or self - insurance shall be called upon to protect it as a named insured.
4. PREVAILING WAGES: Pursuant to Labor Code Sections 1774 et seq., Contractor
shall pay to persons performing labor in and about Work provided for in Contract
not less than the general prevailing rate of per diem wages for work of a similar
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Master Contract No. 900963
Procurement Contract No. 11075
character in the locality in which the Work is performed, and not less than the
general prevailing rate of per diem wages for legal holiday and overtime work in
said locality, which per diem wages shall not be less than the stipulated rates
contained in a schedule thereof which has been ascertained and determined by the
Director of the State Department of Industrial Relations to be the general prevailing
rate of per diem wages for each craft or type of workman or mechanic needed to
execute this contract.
S. WORKERS' COMPENSATION: Contractor shall provide Workers'
Compensation insurance, as applicable, at Contractor's own cost and expense and
further, neither the Contractor nor its carrier shall be entitled to recover from
County any costs, settlements, or expenses of Workers' Compensation claims
arising out of this Agreement.
6. CONFORMITY WITH LAW AND SAFETY:
a. In performing services under this Agreement, Contractor shall observe and
comply with all applicable laws, ordinances, codes and regulations of
governmental agencies, including federal, state, municipal, and local
governing bodies, having jurisdiction over the scope of services, including
all applicable provisions of the California Occupational Safety and Health
Act. Contractor shall indemnify and hold County harmless from any and all
liability, fines, penalties and consequences from any of Contractor's
failures to comply with such laws, ordinances, codes and regulations.
b. Accidents: If a death, serious personal injury or substantial property
damage occurs in connection with Contractor's performance of this
Agreement, Contractor shall immediately notify the Alameda County Risk
Manager's Office by telephone. Contractor shall promptly submit to
County a written report, in such form as may be required by County of all
accidents which occur in connection with this Agreement. This report must
include the following information: (1) name and address of the injured or
deceased persons); (Z) name and address of Contractor's sub - Contractor, if
any; (3) name and address of Contractor's liability insurance carrier; and (4)
a detailed description of the accident and whether any of County's
equipment, tools, material, or staff were involved.
C. Contractor further agrees to take all reasonable steps to preserve all
physical evidence and information which may be relevant to the
circumstances surrounding a potential claim, while maintaining public
safety, and to grant to the County the opportunity to review and inspect
such evidence, including the scene of the accident.
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Master Contract No. 900%3
Procurement Contract No. I1075
7. DEBARMENT AND SUSPENSION CERTIFICATION: (Applicable to all
agreements funded in part or whole with federal funds and contracts over
$25,000).
a. By signing this agreement and Exhibit D, Debarment and Suspension
Certification, Contractor /Grantee agrees to comply with applicable federal
suspension and debarment regulations, including but not limited to 7 Code
of Federal Regulations (CFR) 3016.35, 28 CFA 66.35, 29 CFR 97.35, 34
CFR 80.35, 45 CFR 92.35 and Executive Order 12549.
b. By signing this agreement, Contractor certifies to the best of its knowledge
and belief, that it and its principals:
(1) Are not presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntary excluded by any federal
department or agency;
(2) Shall not knowingly enter into any covered transaction with a person
who is proposed for debarment under federal regulations, debarred,
suspended, declared ineligible, or voluntarily excluded from
participation in such transaction.
8. PAYMENT: For services performed in accordance with this Agreement, payment
shall be made to Contractor as provided in Exhibit B hereto_
9, TRAVEL EXPENSES: Contractor shall not be allowed or paid travel expenses
unless set forth in this Agreement.
10. TAKES: Payment of all applicable federal, state, and local taxes shall be the sole
responsibility of the Contractor.
11. OWNERSHIP OF DOCUMENTS: Contractor hereby assigns to the County and
its assignees all copyright and other use rights in any and all proposals, plans,
specification, designs, drawings, sketches, renderings, models, reports and related
documents (including computerized or electronic copies) respecting in any way
the subject matter of this Agreement, whether prepared by the County, the
Contractor, the Contractor's sub - Contractors or third parties at the request of the
Contractor (collectively, "Documents and Materials "). This explicitly includes the
electronic copies of all above stated documentation.
Contractor also hereby assigns to the County and its assignees all copyright and
other use rights in any Documents and Materials including electronic copies stored
in Contractor's Information System, respecting in any way the subject matter of
this Agreement.
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Master Contract No. 900963
Procurement Contract No. 11075
Contractor shall be permitted to retain copies, including reproducible copies and
computerized copies, of said Documents and Materials. Contractor agrees to take
such further steps as may be reasonably requested by County to implement the
aforesaid assignment. If for any reason said assignment is not effective,
Contractor hereby grants the County and any assignee of the County an express
royalty — free license to retain and use said Documents and Materials. The
County's rights under this paragraph shall apply regardless of the degree of
completion of the Documents and Materials and whether or not Contractor's
services as set forth in Exhibit "A" of this Agreement have been fully performed
or paid for.
In Contractor's contracts with other Contractors, Contractor shall expressly
obligate its Sub - Contractors to grant the County the aforesaid assignment and
license rights as to that Contractor's Documents and Materials. Contractor agrees
to defend, indemnify and hold the County harmless from any damage caused by a
failure of the Contractor to obtain such rights from its Contractors and/or Sub -
Contractors.
Contractor shall pay all royalties and license fees which may be due for any
patented or copyrighted materials, methods or systems selected by the Contractor
and incorporated into the work as set forth in Exhibit "A ", and shall defend,
indemnify and hold the County harmless from any claims for infringement of
patent or copyright arising out of such selection. The County's rights under this
Paragraph 11 shall not extend to any computer software used to create such
Documents and Materials.
12. CONFLICT OF INTEREST; CONFIDENTIALITY: The Contractor covenants
that it presently has no interest, and shall not have any interest, direct or indirect,
which would conflict in any manner with the performance of services required
under this Agreement. Without limitation, Contractor represents to and agrees
with the County that Contractor has no present, and will have no future, conflict of
interest between providing the County services hereunder and any other person or
entity (including but not limited to any federal or state wildlife, environmental or
regulatory agency) which has any interest adverse or potentially adverse to the
County, as determined in the reasonable judgment of the Board of Supervisors of
the County.
The Contractor agrees that any information, whether proprietary or not, made
known to or discovered by it during the performance of or in connection with this
Agreement for the County will be kept confidential and not be disclosed to any
other person. The Contractor agrees to immediately notify the County by notices
provided in accordance with Paragraph 13 of this Agreement, if it is requested to
disclose any information made known to or discovered by it during the
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Master Contract No. 900963
Procurement Contract No. 11075
performance of or in connection with this Agreement. These conflict of interest
and future service provisions and limitations shall remain fully effective five (5)
years after termination of services to the County hereunder.
13. NOTICES: All notices, requests, demands, or other communications under this
Agreement snail be in writing. Notices shall be given for all purposes as follows:
Personal delivery: When personally delivered to the recipient, notices are
effective on delivery.
First Class Mail: When mailed first class to the last address of the recipient
known to the party giving notice, notice is effective three (3) mail delivery days
after deposit in a United States Postal Service office or mailbox. Certified Mail:
When mailed certified mail, return receipt requested, notice is effective on receipt,
if delivery is confirmed by a return receipt.
Overnight Delivery: When delivered by overnight delivery (Federal
Express/Airborne/United Parcel Service/DHL WorldWide Express) with charges
prepaid or charged to the sender's account, notice is effective on delivery, if
delivery is confirmed by the delivery service. Telex or facsimile transmission:
When sent by telex or facsimile to the last telex or facsimile number of the
recipient known to the party giving notice, notice is effective on receipt, provided
that (a) a duplicate copy of the notice is promptly given by first -class or certified
mail or by overnight delivery, or (b) the receiving party delivers a written
confirmation of receipt. Any notice given by telex or facsimile shall be deemed
received on the next business day if it is received after 5:00 p.m. (recipient's time)
or on a non - business day.
Addresses for purpose of giving notice are as follows:
To County: COUNTY OF ALAMEDA
GSA - Procurement & Support Services
1401 Lakeside Drive #907
Oakland, CA 94612
Attn: John Butchart
To Contractor: Blaisdell's & Songey, Inc.
474 Roland Way
Oakland CA 94621 -4806
Attn: Margee Witt
Any correctly addressed notice that is refused, unclaimed, or undeliverable
because of an act or omission of the party to be notified shall be deemed effective
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Master Contract No. 900963
Procurement Contract No. 11075
as of the first date that said notice was refused, unclaimed, or deemed
undeliverable by the postal authorities, messenger, or overnight delivery service.
Any party may change its address or telex or facsimile number by giving the other
party notice of the change in any manner permitted by this Agreement.
14. USE OF COUNTY PROPERTY: Contractor shall not use County property
(including equipment, instruments and supplies) or personnel for any purpose
other than in the performance of his/her obligations under this Agreement.
15. EQUAL EMPLOYMENT OPPORTUNITY PRACTICES PROVISIONS:
Contractor assures that he/she/it will comply with Title VII of the Civil Rights Act
of 1964 and that no person shall, on the grounds of race, creed, color, disability, sex,
sexual orientation, national origin, age, religion, Vietnam era Veteran's status,
political affiliation, or any other non -merit factor, be excluded from participation in,
be denied the benefits of, or be otherwise subjected to discrimination under this
Agreement.
a. Contractor shall, in all solicitations or advertisements for applicants for
employment placed as a. result of this Agreement, state that it is an "Equal
Opportunity Employer" or that all qualified applicants will receive
consideration for employment without regard to their race, creed, color,
disability, sex, sexual orientation, national origin, age, religion, Vietnam
era Veteran's status, political affiliation, or any other non -merit factor.
b. Contractor shall, if requested to so do by the County, certify that it has not,
in the performance of this Agreement, discriminated against applicants or
employees because of their race, creed, color, disability, sex, sexual
orientation, national origin, age, religion, Vietnam era Veteran's status,
political affiliation, or any other non -merit factor.
C. If requested to do so by the County, Contractor shall provide the County
with access to copies of all of its records pertaining or relating to its
employment practices, except to the extent such records or portions of such
records are confidential or privileged under state or federal law_
d. Contractor shall recruit vigorously and encourage minority - and women -
owned businesses to bid its subcontracts.
e. Nothing contained in this Agreement shall be construed in any manner so as
to require or permit any act, which is prohibited by law.
f. The Contractor shall include the provisions set forth in paragraphs A
through E (above) in each of its subcontracts.
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Master Contract No. 900963
Procurement Contract No. 11075
16. DRUG -FREE WORKPLACE: Contractor and Contractor's employees shall
comply with the County's policy of maintaining a drug -free workplace. Neither
Contractor nor Contractor's employees shall unlawfully manufacture, distribute,
dispense, possess or use controlled substances, as defined in 21 U.S, Code § 812,
including, but not limited to, marijuana, heroin, cocaine, and amphetamines, at any
County facility or work site. If Contractor or any employee of Contractor is
convicted or pleads polo contendere to a criminal drug statute violation occurring
at a County facility or work site, the Contractor within five days thereafter shall
notify the tread of the County department /agency for which the contract services
are performed. Violation of this provision shall constitute a material breach of this
Agreement
17. AUDITS; ACCESS TO RECORDS: The Contractor shall make available to the
County, its authorized agents, officers, or employees, for examination any and all
ledgers, books of accounts, invoices, vouchers, cancelled checks, and other
records or documents evidencing or relating to the expenditures and disbursements
charged to the County, and shall furnish to the County, its authorized agents,
officers or employees such other evidence or information as the County may
require with regard to any such expenditure or disbursement charged by the
Contractor.
The Contractor shall maintain full and adequate records in accordance with
County requirements to show the actual costs incurred by the Contractor in the
performance of this Agreement. If such books and records are not kept and
maintained by Contractor within the County of Alameda, California, Contractor
shall, upon request of the County, make such books and records available to the
County for inspection at a location within County or Contractor shall pay to the
County the reasonable, and necessary costs incurred by the County in inspecting
Contractor's books and records, including, but not limited to, travel, lodging and
subsistence costs. Contractor shall provide such assistance as may be reasonably
required in the course of such inspection. The County further reserves the right to
examine and reexamine said books, records and data during the three (3) year
period following termination of this Agreement or completion of all work
hereunder, as evidenced in writing by the County, and the Contractor shall in no
event dispose of, destroy, alter, or mutilate said books, records, accounts, and data
in any manner whatsoever for three (3) years after the County makes the final or
last payment or within three (3) years after any pending issues between the County
and Contractor with respect to this Agreement are closed, whichever is later.
18. DOCUMENTS AND MATERIALS: Contractor shall maintain and snake
available to County for its inspection and use during the term of this Agreement,
all Documents and Materials, as defined in Paragraph 11 of this Agreement.
Contractor's obligations under the preceding sentence shall continue for three (3)
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years following termination or expiration of this Agreement or the completion of
all work hereunder (as evidenced in writing by County), and Contractor shall in no
event dispose of, destroy, alter or mutilate said Documents and Materials, for three
(3) years following the County's last payment to Contractor under this Agreement.
19. TIME OF ESSENCE: Time is of the essence in respect to all provisions of this
Agreement that specify a time for performance; provided, however, that the
foregoing shall not be construed to limit or deprive a party of the benefits of any
grace or use period allowed in this Agreement.
20. TERMINATION: The County has and reserves the right to suspend, terminate or
abandon the execution of any work by the Contractor without cause at any time
upon giving to the Contractor prior written notice. In the event that the County
should abandon, terminate or suspend the Contractor's work, the Contractor shall
be entitled to payment for services provided hereunder prior to the effective date
of said suspension, termination or abandonment. Said payment shall be computed
in accordance with Exhibit B hereto, provided that the maximum amount payable
to Contractor for its sales of Office Supplies and related Services shall not exceed
$3,504,000 payment for services provided hereunder prior to the effective date of
said suspension, termination or abandonment.
21. SMALL LOCAL AND EMERGING BUSINESS PARTICIPATION:
Contractor has been certified by the County as a small or emerging local business.
As a result, there is no requirement to subcontract with another business in order
to satisfy the County's Small and Emerging Locally owned Business provision. If
during the term of this contract, Contractor's certification status changes, Contractor
shall notify the County within three business days.
Should Contractor's status as a certified small or emerging local business
change at any time during the term of this Agreement, Contractor shall
negotiate with County to be in compliance with the County's Small and Emerging
Local Business provision, including but not limited to:
a. Contractor must subcontract a minimum 20% of the remaining contract
value with a certified small or emerging local business(es).
b. SLEB subcontractor(s) is independently owned and operated (i.e., is not
owned or operated in any way by Prime), nor do any employees of either
entity work for the other.
C. As is applicable, Contractor shall ensure that their certification status is
maintained in compliance with the SLEB Program for the term of this
contract.
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d. For any subcontractors retained to comply with this provision, Contractor
shall not substitute any such small and/or emerging local business(s)
subcontractor without prior written approval from the County. Said
requests to substitute shall be submitted in writing to the County
department contract representative identified under Item #13 above.
Contractor will not be able to substitute the subcontractor without prior
written approval from the Alameda County Auditor Controller Agency,
Office of Contract Compliance (OCC). Further approval from the Board of
Supervisors may also be required. .
e. If subcontractors are added to the contract, all SLEB participation, except
for prime contractor, must be tracked and monitored utilizing the Elation
compliance System (see Exhibit E). SLEB prime contractor with SLEB
subcontractors must enter payments made to subcontractors in the Elation
System and ensure that SLEB subcontractors confirm payments received.
Contractor shall meet the requirements above within 15 business days of the
County notifying Contractor that it is no longer in compliance with the program.
County will be under no obligation to pay contractor for the percent committed to
a SLEB subcontractor if the work is not performed by the listed small and/or
emerging local business.
For further information regarding the Small Local Emerging Business
participation requirements and utilization of the Alameda County Contract
Compliance System contact the County Auditor- Controller's Office of Contract
Compliance (OCC) via e -mail at ACSLEBcompliaiice(cy- acgov.org.
22. CHOICE OF LAW: This Agreement shall be governed by the laws of the State of
California.
23. WAIVER: No waiver of a breach, failure of any condition, or any right or remedy
contained in or granted by the provisions of this Agreement shall be effective
unless it is in writing and signed by the party waiving the breach, failure, right or
remedy. No waiver of any breach, failure, right or remedy shall be deemed a
waiver of any other breach, failure, right or remedy, whether or not similar, nor
shall any waiver constitute a continuing waiver unless the writing so specifies.
24. ENTIRE AGREEMENT: This Agreement, including all attachments, exhibits,
and any other documents specifically incorporated into this Agreement, shall
constitute the entire agreement between County and Contractor relating to the
subject matter of this Agreement. As used herein, Agreement refers to and
includes any documents incorporated herein by reference and any exhibits or
attachments. This Agreement supersedes and merges all previous understandings,
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and all other agreements, written or oral, between the parties and sets forth the
entire understanding of the parties regarding the subject matter thereof. The
Agreement may not be modified except by a written document signed by both.
parties.
25. HEADINGS herein are for convenience of reference only and shall in no way
affect interpretation of the Agreement.
26. ADVERTISING OR PUBLICITY: Contractor shall not use the name of County,
its officers, directors, employees or agents, in advertising or publicity releases or
otherwise without securing the prior written consent of County in each instance.
27. MODIFICATION OF AGREEMENT: This Agreement may be supplemented,
amended or modified only by the mutual agreement of the parties. No
supplement, amendment or modification of this Agreement shall be binding unless
it is in writing and signed by authorized representatives of both parties.
28. ASSURANCE OF PERFORMANCE: If at any time County believes Contractor
may not be adequately performing its obligations under this Agreement or that
Contractor may fail to complete the Services as required by this Agreement,
County may request from Contractor prompt written assurances of performance
and a written plan acceptable to County, to correct the observed deficiencies in
Contractor's performance. Contractor shall provide such written assurances and
written plait within ten (1 0) calendar days of its receipt of County's request and
shall thereafter diligently commence and fully perform such written plan.
Contractor acknowledges and agrees that any failure to provide such written
assurances and written plan within the required time is a material breach under this
Agreement.
29. SUBCONTRACTING/ASSIGNMENT: Contractor shall not subcontract, assign
or delegate any portion of this Agreement or any duties or obligations hereunder
without the County's prior written approval.
a. Neither party shall, on the basis of this Agreement, contract on behalf of or
in the name of the other party. Any agreement that violates this Section
shall confer no rights on any party and shall be null and void.
b. Contractor shall use the subcontractors identified in Exhibit A and shall not
substitute subcontractors without County's prior written approval.
C. Contractor shall require all subcontractors to comply with all
indemnification and insurance requirements of this agreement, including,
without limitation, Exhibit C. Contractor shall verify subcontractor's
compliance.
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d, Contractor shalt remain fully responsible for compliance by its
subcontractors with all the terms of this Agreement, regardless of the terms
of any agreement between Contractor and its subcontractors.
30. SURVIVAL: The obligations of this Agreement, which by their nature would
continue beyond the termination on expiration of the Agreement, including
without limitation, the obligations regarding Indemnification (Paragraph 2),
Ownership of Documents (Paragraph 11), and Conflict of Interest (Paragraph 12),
shall survive termination or expiration.
31. SEVERAHILITY; If a court of competent jurisdiction holds any provision of this
Agreement to be illegal, unenforceable, or invalid in whole or in part for any
reason, the validity and enforceability of the remaining provisions, or portions of
them, will not be affected, unless an essential purpose of this Agreement would be
defeated by the loss of the illegal, unenforceable, or invalid provision.
32. PATENT AND COPYRIGHT INDEMNITY: Contractor represents that it knows
of no allegations, claims, or threatened claims that the materials, services,
hardware or software ( "Contractor Products ") provided to County under this
Agreement infringe any patent, copyright or other proprietary right. Contractor
shall defend, indemnify and hold harmless County of, from and against all losses,
claims, damages, liabilities, costs expenses and amounts (collectively, "Losses ")
arising out of or in connection with an assertion that any Contractor Products or
the use thereof, infringe any patent, copyright or other proprietary right of any
third party. County will: (1) notify Contractor promptly of such claim, suit or
assertion; (2) permit Contractor to defend, compromise, or settle the claim; and,
(3) provide, on a reasonable basis, information to enable Contractor to do so.
Contractor shall not agree without County's prior written consent, to any
settlement, which would require County to pay money or perform some
affirmative act in order to continue using the Contractor Products.
a. If Contractor is obligated to defend County pursuant to this Section 33 and
fails to do so after reasonable notice from County, County may defend
itself and/or settle such proceeding, and Contractor shall pay to County any
and all losses, damages and expenses (including attorney's fees and costs)
incurred in relationship with County's defense and/or settlement of such
proceeding.
b. In the case of any such claim of infringement, Contractor shall either, at its
option, (1) procure for County the right to continue using the Contractor
Products; or (2) replace or modify the Contractor Products so that that they
become non- infringing, but equivalent in functionality and performance.
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C. Notwithstanding this Section 33, County retains the right and ability to
defend itself, at its own expense, against any claims that Contractor
Products infringe any patent, copyright, or other intellectual property right.
33. OTHER AGENCIES: Other tax supported agencies within the State of California
who have not contracted for their own requirements may desire to participate in
this contract. The Contractor is requested to service these agencies and will be
given the opportunity to accept or reject the additional requirements. If the
Contractor elects to supply other agencies, orders will be placed directly by the
agency and payments made directly by the agency.
EXTENSION: This agreement may be extended for an additional two (2) years
by mutual agreement of the County and the Contractor.
34. SIGNATORY: By signing this agreement, signatory warrants and represents that
he/she executed this Agreement in his/her authorized capacity and that by his/her
signature on this Agreement, he /she or the entity upon behalf of which he/she
acted, executed this Agreement
[END OF GENERAL TERMS AND CONDITIONS]
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EXHIBIT A
DEFINITION OF SERVICES
1. Contractor shall provide purchase and delivery of office supplies and related services
with the Specific Requirements and Deliverables /Reports set on this Exhibit A,
consisting of the following:
Exhibit A -1 Specific Requirements and Deliverables
Exhibit A -2 Pricing of Core Items and Non -Core Items
a. This Exhibit A has been drafted to include the requirements contained in the
Request for Quotation No. 940963, including any addenda, specifically including
Sections E and F of the RFQ, the proposal response of Contractor (Response),
and additional services that the County obtained through negotiations, if any, In
the event of any conflict (direct or indirect) among any of the exhibits, the RFQ
and the Response, the more stringent requirements providing the County with the
broader scope of services shall have precedence, such that this Exhibit A
including all attachments, the scope of work described in the RFQ and the scope
of work described in Contractor's proposal shall be performed to the greatest
extent feasible.
b. The RFQ and Response may be relied upon to interpret this Contract and shall be
applied in such a manner so that the obligations of the Contractor are to provide
the County with the broadest scope of services for the best value.
2. Contractor project team will consist of the following Key Personnel and subcontractors, as
applicable. during the contract term:
Dedicated Account Executive, Margee Witt, mwitt @blaisdells.com, will be responsible
for the County account and contract.
Adrienne Quitugua, aquitugua @blaisdells.com, is Account Manager and tier one
customer service representative for the County account.
Contractor agrees that it shall not transfer or reassign the individuals identified above as
Key Personnel or substitute subcontractors without the express written agreement of
County, which agreement shall not be unreasonably withheld. Should such individual
or individuals in the employ of Contractor no longer be employed by Contractor during
the term of this Agreement, Contractor shall make a good faith effort to present to
County an individual with greater or equal qualifications as a replacement subject to
County's approval, which approval shall not be unreasonably withheld.
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3. The approval of County to a requested change shall not release Contractor from its
obligations under this Agreement.
EXHIBIT A -1
SPECIFIC REQUIREMENTS AND DELIVERABLES
Product Pricing
Bidder shall provide fixed pricing for the office supplies specified in the
Alameda County Online Bid Process bid form. Prices will be fixed for three (3)
years.
Off-contract products are those products without fixed contract pricing. Bidder
shall provide a guaranteed minimum fixed discount off of the vendors catalog
price for off contract items. This discount must be valid for the duration of any
agreement, and will apply to any and all Office Supplies Ordered from the
vendor's catalog(s) whether they be in print form or items available for ordering
online. The primary objective is for each vendor to provide its entire catalog(s) of
products so that County agencies may order a broad range of products as
appropriate for their needs.
C. Contractor shall provide delivery within 24 business hours, or one (1) business
day, after receipt of an order.
(1) Packing slips shall accompany all orders. Packing slips shall reference a
purchase order, the naive of the person who placed the order, the delivery
address, a description of each item ordered, quantity ordered, quantity
shipped, and quantity back ordered.
(2) Backorders shall be delivered within 72 business hours, or three (3)
business days.
2. Environmentally Preferable Products 1 Service Plan: The County intends to
partner with the Contractor to identify and promote the purchase of
environmentally preferable products, also referred to as green products, and to
identify opportunities to reduce the impact of office supply services, including
but not limited to packaging, delivery, business operations and marketing.
The County will collaborate with the Contractor to define green product criteria,
and identify products that meet those criteria. Exhibit E --- Environmental Criteria
provides a draft list of criteria that the Contractor may use to begin to define
green products. The County reserves the right to make changes to these criteria,
and welcomes Contractor input on these criteria.
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a. The Contractor is required to clearly identify green products in the online
and print.catalogue and promote these products, with a preference
for on- contract products, to County users.
b. At least annually, the Contractor shall review and identify new green
products and shall seek review and approval by the County to add
to green product offerings available to County users. Products
marketed as green shall either meet the Environmental Criteria
(Exhibit E, most recent draft), or shall have received written
approval from the County.
C. The Contractor shall identify and propose environmentally preferable
options for County specialty items, where feasible, for
consideration by the County. Examples of specialty items that
should be reviewed are County QIC envelopes, custom folders, and
custom calendars.
d. Within the first sixty (60) days of the contract, and annually thereafter, the
Contractor shall provide the County an environmental services plan
that describes current and planned initiatives that seek to reduce the
environmental impact of the contractor's services and operations.
Examples of such initiatives include, but are not limited to:
(1) Optimization of fleet efficiency through delivery route
optimization, fuel efficiency, advanced technology, or other
strategies;
(2) Reuse and/or minimization of delivery packaging;
(3) Business and facility initiatives such as energy or water
efficient fixtures and operation, recycling or reuse of
materials generated in normal business operations,
transitioning to electronic business processes that reduce
paper use;
(4) Supply chain initiatives that seek to encourage brand owners
and manufacturers of the products Contractor supplies to
provide more environmentally preferable products;
(5) Certifications or awards Contractor has received
highlighting achievements in this area, such as Green
Business Certification.
3. Contractor's Office Supplies Catalog
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Bidder(s) must provide at least one (1) copy of each of its own full
line catalog(s) that include the full array of products offered with bid
response. This catalog(s) should contain pictures of the items, catalog
numbers, suggested list (retail) prices and brand names. Bidder(s)
must also provide access to Bidder's online website, if available, for
County review.
a. Online Catalog for County Office Products
(1) A catalog shall be provided by the contractor for all contract
products at no cost to the County. This catalog small be
customized to the County's contract to show products
awarded under this contract and clearly indicate green
products. Pricing listed small be the County's contract
pricing, and shall be the amount invoiced to departments
ordering the contract products.
(z) The online catalog shall be updated as needed to reflect
product and pricing changes.
(3) The County customized online catalog must be accessible
and viewable by all County employees, but shall limit
ordering to authorized individuals.
(4) The County customized online catalog must have a hard
block feature, whereby individual products that are excluded
from this contract may not be ordered. See Excluded Items
(Hard Block), page 11, for a list of items excluded from this
contract.
(5) The County customized online catalog must have a soft
block feature, whereby green products are suggested as an
equivalent alternative when a targeted product is selected by
a user.
(6) The catalog must clearly identify green products. Green
products are ones that meet environmental criteria such as
post - consumer recycled content, energy efficiency, reduced
toxicity, or reduced waste. See Exhibit E — Environmental
Criteria for a list of environmental criteria as defined by the
County.
(7) The contractor shall continually seek new green products
that are equivalent in quality and cost to traditional products
to add to the County's contract catalog. General Services
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Agency (GSA)- Procurement & Support Services and
Sustainability shall be notified on a quarterly basis of new
environmentally preferable products that the contractor has
added, or is planning to add, to the catalog.
(8) The contractor(s) shall obtain final, signed approval by the
County for the online catalog. At the time of award a
suitable and adequate timeline for the design and
construction of the online catalog shall be established by the
contractor and the County.
(9) The catalog shall include a search function that allows users
to use key environmental criteria terms to search for
products with those features (e.g., recycled notebook returns
search results of notebooks with recycled content).
(10) The catalog search function shall prioritize general product
search results by listing contracted items and green product
alternatives before off - contract items. For example, a
search for Notebook returns contracted notebooks and both
on- and - off - contract environmentally preferable alternatives
ahead of off - contract notebooks.
(11) To assure maximum accessibility and functionality to the
online catalog, the County discourages the use of pop -up
windows.
(12) Hard Copy Catalog for County Office Products
The contractor shall provide a copy of their full -line hard
copy catalog to departments upon request.
When requested to provide a hard copy catalog, the
contractor shall also provide a copy of their green products
catalog, if available.
All hard copy catalogs shall be printed double sided on a
minimum of 10% post - consumer recycled content paper.
Printed catalog revisions with updated pricing and new
product offerings shall be ;Wade annually and distributed
automatically to all users that have previously requested
one.
Care must be exercised to ensure that catalogs clearly identify
the contract products, the package quantity, the ordering
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units, whether the product is green as defined in this bid, and
the post- consumer recycled content percentage, if
applicable.
The contractor(s) shall obtain final, signed approval by the
County for the hard copy catalog. At the time of award a
suitable and adequate timeline for the design and
construction of the hard copy catalog shall be established by
the contractor and the County.
4. Ordering Process
a. Contractor shall maintain a toll -free telephone (manned by a live- operator during
normal business hours), internet and fax for order processing and
customer service support.
b. Individual department orders will be sent to the contractor, preferably, via
electronic ordering system (internet) through the vendor's website.
In cases where electronic ordering is down or not possible
contractor shall receive and process orders via telephone or fax.
Q. Contractor(s) shall supply the "brand" referenced in their response to the
Alameda County Online Bid Process. No substitutions of Contract
Products shall be allowed without written permission from the
GSA - Procurement & Support Services Department. In the event
that a required product is no longer available, a substitute product
may be recommended. The contractor will provide a written
notification from the manufacturer that the product is no longer
available and suggest a suitable substitute. The County reserves
the right to be the sole judge of what is equal and acceptable as a
substitute and may require the contractor to provide additional
information and/or samples of the substitute /replacement product at
no cost to the County.
d. Customized products are to be billed per order like any other product. Contractor
shall be responsible for assigning permanent product codes to these
products. These product codes will be referenced on packing slips,
invoices, and usage reports. Custom products should be delivered
within ten (10) working days from receipt of order.
e. Per mutual agreement of contractor and County, products may be
added to or deleted from the contracted item list.
S. Excluded Items (Hard Block)
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a. Contractor shall have the capability to restrict agencies or departments from
ordering products that are excluded from this bid such as but not
limited to:
(1) Paper for computer, fax and photocopy machines
(2) Computers
(3) Photocopy machines, scanners, and other imaging devices
(4) Janitorial supplies and equipment
(5) Over- the - counter drugs
(6) Cleaning Chemicals
(7) Microwaves
(S) AudioNisual Equipment
(9) Sound Systems and radios
(10) Purchase and rental of furniture
(11) First aid kits and refill item for first aid kits
(l2) Food
(l 3) Other products as determined by the County
b. Contractor shall provide information to ordering departments about the
County's policy on blocked items when they attempt to order
blocked items.
C.
6.
a.
b.
C.
d.
The County reserves the right to amend the list of excluded products at
any time.
Alternative Items (Soft Block)
Contractor(s) shall have the capability to suggest alternative products when a
County user selects a product that has an equivalent green product
available.
When ordering online, the alternative items shall be proposed automatically at
the time users click on the item.
When ordering by phone, sales staff shall be knowledgeable about the County's
policy and about alternative green products to suggest to the user.
The contractor shall collaborate with the County to identify equivalent
environmentally preferable products, both on and off contract, as
described in Exhibit E — Environmental Criteria.
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7. Training
a. Contractor shall provide training and education to County users on green office
products and other related topics, such as order consolidation to
reduce emissions from delivery, packaging reduction strategies, or
other programs offered by the Contractor.
b. Training and education strategies may include, but are not limited to, the
following:
(1) Producing education materials including flyers, posters, or
email announcements
(2) Providing environmentally preferable product samples to
end users to test
(3) Participating in events, such as the tabling at the County's
Employee Health Fair or other outreach events (limited to
no more than four (4) times per year)
C. Contractor shall develop and implement training in coordination with the County
and shall be responsible for all costs associated with the program.
d. Contractor shall obtain final signed approval from the County prior to publishing
or distributing materials to County users.
e. In the case of a multiple award of this contract, the County expects all awarded
Contractors to collaborate with the County to produce training and
education products that are consistent across all contractors.
8. Stocking Requirements
Contractor must maintain an adequate stack of office supply materials
necessary to support the normal day to day operations of the County and to
minimize Track orders. Contractor must be able to stock and distribute
proprietary items to the County.
a. Specific Delivery Requirements:
Contractor shall provide delivery within 24 hours, or one (1)
business day, after receipt of an order.
Contractor must provide next day delivery of stock items and
delivery within ten (1 Q) days for non -stock items.
No minimum charge for merchandise or minimum order quantities
will be allowed. However, contractor is encouraged to
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educate departments on strategies for reducing deliveries
and the associated greenhouse gas emissions such as:
(a) Consolidating orders until a minimum dollar value
order threshold is met (e.g. $50)
(b) Limiting the frequency of orders to once a month,
every two weeks, or other interval that is reasonable
to the needs of the department
(c) Assisting with coordination of delivery dates among
individual delivery points within one facility
(d) Other strategies as agreed upon by the contractor and
the County
All items ordered shall be shipped as ordered, Items not
immediately available (hack ordered) shall be so indicated in the
packing slip by the contractor.
Backorders shall be delivered within 72 business hours, or three (3)
business days
Deliveries are to be made by contractor's own equipment to the
ordering agency or department and to the desk of the person
placing the order(s). Due care shall be exercised in packing,
handling and shipping to ensure that the ordered supplies arrive to
the final destination in excellent condition.
Customized rubber stamps, signs, name plates and signature stamp
products must be delivered to the end user no later than ten (10)
day after receipt of order. Any customized products delivered after
ten (10) days of receipt of order will be considered a back order.
Contractor must possess a fleet of trucks or other delivery service
vehicles that can make immediate delivery to all designated
delivery points, countywide, within 24 hours after an order is
received by contractor. All deliveries are to be Freight On Board
(F.O.B.) Destination to the location designated by the ordering
department. No additional charges will be accepted.
Contractor may not idle delivery vehicles while making inside
deliveries to ordering agencies or departments_
9_ Returns, Credits & Backorders:
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a. Returns: Contractor will be notified by telephone (or e -mail) within
15 working days after receipt of any incorrectly ordered, delivered or
defective item(s). The contractor shall provide the department with
return instructions. Contractor shall pick up the item(s) and return to
contractor's facility for processing. No service charges or restocking
fees for items returned as a result of damage, incorrect material
deliveries, ordering error in description or quantities, or material
overages shall be invoiced to the County.
b. Credits: Contractor shall issue a credit memo to the ordering
department. The credit memo should reference the product that
was returned or reason for credit, the Purchase Order (PO) number,
the person who placed the order and other descriptive information.
Each ordering department should receive a monthly summary
statement of itemized debits and credits.
C. Backorders: Required delivery from receipt of original order to fill
back orders is within ten (10) working days with the provision that
the County may waive this requirement for bona fide business
reasons. In the event that back ordered items cannot be filled within
this time frame, the contractor shall immediately purchase these
items from local sources and deliver them to the ordering department
at contract pricing. No additional charges will be allowed.
DELIVERABLES 1 REPORTS
1. Contractor shall provide electronic quarterly usage reports and detailed
product order reports to the County of Alameda GSA - Procurement &
Support Services and Sustainabiiity Departments. The reports shall be
provided to the County at no charge at designated intervals, as well as by
request, and shall include all purchases made as a result of this contract.
These reports shall be submitted in Microsoft Excel format.
The County will work with the contractor(s) to finalize the format of these
reports upon contract award. The County reserves the right to make changes
to the report and to request additional information if deemed necessary.
These reports will be issued within three (3) weeks of the close of the
Previous quarter or of the request date. Electronic and copies of these
reports shall be sent to additional County business units upon request. Ad
hoc reports shall be provided by the contractor as required at no additional
cost. Below is a description of the minimum information that will be
included in the reports and the formatting requirements.
a. Quarterly Usage Report
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Master Contract No. 904963
Procurement Contract No. 11075
(1) The purpose of this report will be to provide a summary of all
purchases made under this contract. Information shall be
provided in one (1) worksheet (not multiple tabs) with no
spaces between data in columns or rows. Each horizontal line
shall contain the data for all contract purchases of a single
product and shall be formatted to include, and sort by, all key
categories listed below.
(2) Key categories shall be defined as:
(a) Item part number
(b) Item description (e.g., brand, size, color, etc.)
(c) Unit of measure (e.g., each, box)
(d) Quantity of units purchased
(e) Number of times orders were placed
(f) Total sales
(g) Average sales price
(h) Percentage of post - consumer content
(i) Percentage of total recycled content (e.g., post - and
pre- consumer recycled content)
(j) Identification of refillable, rechargeable products
(k) Identification of third party certifications
Detailed Product Order Reports
(1) The purpose of this report will be to identify detailed ordering
information for a single product or subset of products.
Information shall be provided in one worksheet (not multiple
tabs) with no spaces between data in columns or rows.
(2) Each horizontal line shall contain the data for a single
transaction and shall be formatted to include, and sort by, all
key categories listed below.
(a) Account Number
(h) Customer Name
(c) Item part number
(d) Item. description (e.g., brand, size, color, etc.)
(e) Unit of measure (e.g., each, box)
(f} Units purchased (i.e., order quantity)
(g) Unit price (i.e., charge to customer)
(h) Total order cost
(i ) Percentage of post - consumer content
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C.
Master Contract No. 900953
Procurement Contract No. 11075
0) Percentage of total recycled content (e.g., post- and
pre - consumer recycled content)
(k) Identification of refillable, rechargeable products
({) identification of third party certifications
W Nu nber of individual pieces per unit
H Shipped quantity (if not same as order quantity)
Contract Summary Report
The contractor shall provide an electronic Contract Summary Report
to the County Contract Administrator on a quarterly basis. The
Contract Summary Report must contain at a minimum, but not
limited to, the data elements specified below:
M Total Purchases (Dollar Value):
(2) County Department Agencies only
(3 ) Per Month
(4) Dear -to -Date
(5) Number of Orders
(6) Average Order Size in Dollar Value
(7) Order Line Fill Rate
(8) Average Number of Lines per Order
(9) Total Number of Lines
(10) Total Number of Lines Filled
(11) On -Time Delivery Rate
(12) Total Number of Deliveries
(13) Total Number of On -Time Deliveries
(14) Average Days to Ship Orders
(15) Number of Backorders
(16) Average Days to Ship Backorders
(17) Number of Returns
(18) Number of Damaged/Defective Products
(19) Year -to -Date Total Returns (Dollar Value)
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