HomeMy WebLinkAboutResolution - 2011-R0168 - Contract - Baker Office Products - Office Suppies, Annual Pricing - 04_28_2011Resolution No. 2011--RO168
April 28, 2011
item No. 5.2
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to
execute for and on behalf of the City of Lubbock, Contract No. 9906 for annual pricing
for office supplies, by and between the City of Lubbock and Baker Office Products, and
related documents. Said Contract is attached hereto and incorporated in this resolution as
if fully set forth herein and shall be included in the minutes of the City Council.
Passed by the City Council on April 28, 2011
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TOM MARTIN, MAYOR
ATTEST:
Garza, City
APPROVED AS TO CONTENT:
Andy Bdreham, Chief Financial Officer
APPROVED AS TO FORM:
Weaver, Assistant City Attorney
vw:ccdocs/RES.Contract-Baiter Office Products
March 2, 2011
Resolution No. 2011-RO168
CONTRACT 9906
SERVICE AGREEMENT
for
Office Supplies — Annual Pricing
ITB 11-9906-DT
THIS CONTRACT, made and entered into this 281h day of April, 2011, by the City of Lubbock,
Texas, by and between the City of Lubbock ("City"), and Baker Office Products ("Contractor") of
Lubbock, Texas.
WITNESSETH:
WHEREAS, the City of Lubbock duly advertised for bids for Office Supplies — Annual Pricing
for the City of Lubbock and bids were received and duly opened as required by law; and
WHEREAS, after careful consideration of the bid submitted by Contractor, the City of
Lubbock has accepted such bid, and authorized the execution, in the name of the City of Lubbock, of a
contract with said Contractor covering the purchase and delivery of the said Office Supplies.
NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well as the
financial consideration hereinafter referred to, the parties hereby covenant and agree as follows:
1. In accordance with City's specifications and Contractor's bid, copies of which specifications
and bid are attached hereto and made part hereof, Contractor will deliver to the City the Office
Supplies specifically referred to as Item(s) No. 1 and more particularly described in the bid
submitted by the Contractor or in the specifications attached hereto.
2. The contract term shall be a term of three (3) years beginning upon City Council date of formal
approval. The City and the contractor may, upon written mutual consent, extend the contract
for one (1) additional year contingent upon satisfactory performance evaluations by the City of
Lubbock.
3. This contract shall remain in effect until the expiration date, performance of services ordered,
or termination by either parry with a thirty (30) day written notice. Such written notice must
state the reason for cancellation. The City of Lubbock reserves the right to award the canceled
contract to the next lowest and best bidder as it deems to be in the best interest of the city.
4. The City promises and agrees to employ, and does employ, the Contractor to cause to be done
the work provided for in this Contract and to complete and finish the same according to the
attached specifications, offer, and terms and conditions contained herein. The City agrees to
pay the Contractor according to the payment schedule attached; said payment schedule does not
include any applicable sales or use tax.
5. The Contractor shall perform the work according to the procedure outlined in the specifications
and Invitation to Bid attached hereto and incorporated herein.
6. Contractor shall at all times be an independent contractor and not an agent or representative of
City with regard to performance of the Services. Contractor shall not represent that it is, or
Q:Purchasel id Docs/DT/l1-9906-DT Office Supplies -AP
Page 100
hold itself out as, an agent or representative of City. In no event shall Contractor be authorized
to enter into any agreement or undertaking for or on behalf of City.
7. The Contractor shall obtain and maintain in full force and effect during the term of the contract,
workers compensation or occupational medical and disability coverage's with insurance
carriers admitted to do business in the State of Texas. The insurance companies must carry a
Best's Rating of A- VII or better. The policies will be written on an occurrence basis, subject
to the following minimum limits of liability:
INSURANCE COVERAGE REQUIRED
The City reserves the right to review the insurance requirements of this section during the
effective period of the contract and to require adjustment of insurance coverage and their limits
when deemed necessary and prudent by the City based upon changes in statutory law, court
decisions, or the claims history of the industry as well as the Contractor.
Subject to the Contractor's right to maintain reasonable deductibles in such amounts as are
approved by the City, the Contractor shall obtain and maintain in full force and effect for the
duration of this contract, and any extension hereof, at Contractor's sole expense, insurance
coverage written by companies approved by the State of Texas and acceptable to the City, in
the following type(s) and amount(s):
Worker's Compensation: The Contractor shall elect to obtain worker's compensation
coverage pursuant to Section 406.002 of the Texas Labor Code. Further, Contractor shall
maintain said coverage throughout the term of the Contract and shall comply with all
provisions of Title 5 of the Texas Labor Code to ensure that the Contractor maintains said
coverage. Any termination of worker's compensation insurance coverage by contractor or any
cancellation or non -renewal of worker's compensation insurance coverage for the Contractor
shall be a material breach of this Contract." The contractor must maintain Employers Liability
and/or Occupational Medical and Disability Insurance in lieu of Workers' Compensation. In
either event, the policy must be endorsed to include a waiver of subrogation in favor of the
CITY OF LUBBOCK. The Contractor shall also provide to the CITY OF LUBBOCK proof of
Employers' Liability in an amount no less than $500,000 and include Waiver of subrogation in
favor of the City on all coverage's. All copies of the Certificates of Insurance shall reference
the ITB number for which the insurance is being supplied.
The Contractor will provide a Certificate of Insurance to the City as evidence of coverage. The
certificate will provide 30 days notice of cancellation, and under the cancellation section, the
wording "endeavor to" and "but failure to mail such notice shall impose no obligation or
liability of any kind upon the company, its agents or representatives" will be crossed out. A
copy of the additional insured endorsement attached to the policy will be included with the
certificate.
If at any time during the life of the contract or any extension, the contractor fails to maintain
the required insurance in full force and effect, all work under the contract shall be discontinued
immediately. Any failure to maintain the required insurance may be sufficient cause for the
City to terminate the contract.
$. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or
interests accruing from this Contract without the written consent of the other.
Q:Purchese;Bid Docs/DT/1 1-9906-DT Office Supplies -AP
Pape 2 of 3
9. This Contract consists of the following documents set forth herein; Invitation to Bid #11-9906-
DT, General Conditions, Specifications, and the Bid Form.
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day
and year first above written. Executed in triplicate.
CITY OF LUBBOCK
Tom Martin, Mayor
ATTEST:
a .P" - - , -
Rebe a Garza, City Secret
APPROVED AS TO CONTENT:
Andy B rcham, Chief Financial Officer
APPROV � A FORM:
sistant City Attorney
CONTRACT
BYa ./ . =:'j /
Authorized Representative
Brian McPeak
Baker Office Products
Address
1301 13`h Street, Lubbock, TX 79401
Q:Purchase/Rid DoMDT%I 1-9906-DT Office Supplies -AP
Page 3 a F 3
ution No. Luii—Kuloo
Bid No. 1 1-9906-DT Office Supplies - AP
BID FORM Bidder Name:
City of Lubbock
In compliance with the Invitation to Bid 11-9906-DT, the undersigned Bidder having examined the Invitation to Bid and
Specifications, and being familiar with the conditions to be met, hereby submits the following Bid for furnishing the
material, equipment, labor and everything necessary for providing the items listed below and agrees to deliver said items at
the locations and for the prices set forth on this form. The Invitation to Bid 11-9906-DT is by reference incorporated in this
contract. The Bid Form must be completed in blue or black ink or by typewriter.
Mark -Up Percentage
to be added to the
USSCO Net Pricer
ITEM
DESCRIPTION
NET PRICE END
COLUMN
1,
THE SELLING PRICE DURING THE TERM OF THE CONTRACT SHALL BE F.O.B.
CITY OF LUBBOCK AND SHALL BE DETERMINED OR CALCULATED BY TAKING
THE NET PRICE END COLUMN FROM THE UNITED STATIONER'S (USSCO)
QUARTERLY NET PRICER CATALOG AT THE TIME OF ORDER AND ADDING THE
BIDDER'S "MARK UP" PERCENTAGE TO THAT FIGURE. The selling price shall never
0.5 %
exceed USSCO's general line retail catalog List/Retail price. The successful bidder shall provide
to the City a current USSCO quarterly Net Pricer Catalog. Purchases made from this contract
shall include all commoditieshmaging supplies and copy paper available in the most recent
United Stationer's general line retail catalog. Bidders ate to include the current USSCO quarterly
net pricer catalog with their bid package.
*PRICE: F.O.B. Destination, Freight Pre -Paid and Allowed *"Days After Receipt of Order (ARO)
PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of — 0 %, net3_0calendar days.
Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will
be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or
after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City
within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the
date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever
event occurs later. Discounts for payment in less than ten days will not be considered.
MOST FAVOURED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price charged
anyone else, including its most favoured customer, for like quality and quantity of the products/services; does not include
an element of profit on the sale in excess of that normally obtained by the Bidder on the sale of products/services of like
quality and quantity; and does not include any provision for discounts to selling agents. If at any time during the contract
period, the supplier should sell or offer for sale to any other customer, an equal or less quantity of similar contract products
of like or better quality, at a lower net price(s) than provided herein, supplier agrees to notify the City and sell same
product(s) at the lower price(s) on all deliveries made during the period in which such lower price(s) is effective.
1NTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the
State of Texas, by mutual agreement with the successful bidder, and properly authorized interlocal purchasing agreements
as provided for by the Interlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services,
at the prices quoted, for the period of this contract. Each bidder shall indicate on the Bid Form in the space provided below
if he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other
governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions,
specifications, and pricing would apply?
Other governmental entities that might have interests in this contract are Frenship Independent School District,
Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School
District, South Plains Association of Governments, City of Texarkana, Texas Tech University, West Texas
Municipal Power Agency, Lynn County, and City of Wolfforth.
YES x NO
Page 7 of 7
Bid No. 11-990B-aT Office Supplies - AP
BID FORM
If you (the bidder) checked YES, the following will apply:
• Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of Lubbock will
be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this
solicitation. All purchases by governmental entities other than the City of Lubbock will be billed directly to that
governmental entity and paid by that governmental entity. City of Lubbock will not be responsible for another
governmental entity's debts. Each governmental entity will order their own materials/service as needed.
THIS BID IS SUBMITTED BY Baker Office Products a corporation organized under
the laws of the State of Texas , or a partnership consisting of
or an individual trading as
Baker Office Products
of the City of Lubbock
Address: 1301 13th Street
City: Lubbock State: TX Zip 79401
M/WBE
Firm:
Woman
Black American
Native American
X
Hispanic American
Asian Pacific
Other (Specify)
American
Autho+ed Representative - must sign by hand
Officer Name and Title: Brian McPeak VP Operations
Please Print
Business Telephone Number 806-763-2500
E-Mail Address: mcpeak@bakerofficeproducts.com
2/17/11
FAX: 806-747-1600
FOR CITY USE ONLY
Bid Form Item Number(s) Awarded to Above Named Firm/Individual:
Date of Award by City Council (for bids over $25, 000): Date P.O./Contract Issued:
LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND
TIME, AND YOUR COMPANY NAME AND ADDRESS.
Page 8of8
Bid No. 1 1-9906-DT Office Supplies - AP
MINIMUM SPECIFICATIONS
FOR
ITB 11-9906-DT — OFFICE SUPPLIES — ANNUAL PRICING
1. PURPOSE: The purpose of this Invitation to Bid (1713) is to establish an annual office supply contract with a primary
and secondary contractor that will supply City department's limited desk top and office consumable needs with a next
business day on site delivery to requesting offices located within the city limits of Lubbock, Texas. The purchases
made from this contract will include all commodities listed in the most recent UNITED STATIONERS general line
retail catalog.
2. CONTRACT TERM: The contract shall be for a term of three (3) years, said date of term beginning upon
City Council date of formal approval. The City and the contractor may, upon written mutual consent, extend the
contract for one additional year contingent upon satisfactory performance evaluations by the City of Lubbock.
3. ON-LINE ORDERING — Providing access to on-line ordering is a base requirement of this contract. City
employees using City of Lubbock purchasing cards will make on-line purchases. There are approximately
750 purchasing cardholders that have the potential of ordering from this contract. However, only a very small
number of cardholders will be doing the majority of the ordering. The website must allow the purchaser to enter a
user name and password with their individual purchasing card number. The purchaser should then be able to
access the site and place orders without being required to re-enter the purchasing card number each time. In
addition to the web based / purchasing card orders the successful bidder must also be able to accept orders for
payment on either a weekly or monthly billing statement basis. No charges can be posted to the purchasing card
until the item is delivered.
3.1 Please describe the security and registration process of electronic ordering system:
Please reference attachment
3.2 Please describe capability of loading department account information for direct order of electronic
ordering system to include purchasing card number:
Please reference attachment
3.3 Does your system allow for restrictions on product available to purchase?
X Yes No
4. DELIVERY: The successful bidder shall assign an Account Representative to service the City's account. The
City must have the capability to place orders either to the contractor's Internet On -Line Ordering System or as a
Walk -In customer at the bidder's Lubbock retail location. While the principal function of the contract is to be
online ordering and on site delivery, the local retail store is an integral part of the contract. There will be a minimal
number of occasions when a routine item is needed on an emergency basis. We realize that not all items will be
stocked locally and will need to be ordered and then delivered the next day. However, the local retail store must
have enough stock on hand of the most common items to take care of these emergencies. The City- reserves the
right to purchase these emergency items from another supplier if the contract supplier does not have the item in
Pago 21 of 21
Security and Registration Process for Baker Office Products' On-line
Ordering System. Minimum Specifications, page 21 (3.1).
Protecting your privacy and information online is extremely important to Baker Office Products.
We are constantly evaluating our security technologies to ensure we are taking reasonable steps
to protect your personal information. As a result, the Baker Office Products e-commerce system
provides reliable SSL submission of ID and password to anyone with an SSL-enabled browser.
Baker Office Products' on-line e-commerce system runs on a secured server utilizing VeriSign
Class 3 Secure Server CA. Your ID and password are secure via SSL (Secure Sockets Layer)
encryption, which means that your personal information is secure every time you sign in.
Baker Office Products' registration process is done via the telephone. Baker's MIS Department
receives the information from the card holder (name, department number(s), procurement card
number, delivery address, etc.) and then loads the information for each card -holder into our
secured e-commerce and backend system, attaching this information to the appropriate
departments/accounts instead o the card -holder entering the information on the front-end or
website store front.
We know that allowing a card -holder to register on-line would be secure with
our e-commerce system. However, we feel this process (Baker loading the info
for each card -holder) offers an extra blanket of security to the City of Lubbock
than does an automated front-end registration process, thereby reducing the
possibility of outside security breaches (ie. phishing).
Further security measures are taken when we set up an end -user to allow access to Baker Office
Products' e-commerce system. The City's end -user profile is set up so that the end -user cannot
change the deliveraddress for each cost center/department they have authorization to order for.
Orders will be delivered to only the end -user's cost center/department - not to any other address
not previously specified by the Purchasing Department. If another location is opened up, please
contact Baker so the new delivery location can be added.
Please describe Baker Office Products' capability of loading department account
information for direct order of electronic ordering system to include purchasing card
number. Minimum Specifications page 21 (3.2).
Baker Office Products' MIS Department loads the department/account information for each end -
user. The card holder does not have to re-enter their procurement card information each time
he/she logs in. The procurement card -holder can order immediately upon logging onto the Baker
website.
Each time the card -holder needs to place an on-line order, the information follows the order to
the time of check out. In the "check out" screen, the card -holder's type of procurement card, the
first 6 numbers on the procurement card (example, 1234 56XX XXXX XXXX), and the card's
expiration date appear on the screen.
Another reason Baker enters the card -holder's information in the backend system is because
there are a number of card -holders who need to order for more than one department. This allows
the end -user to cross -order, accurately charging the correct end -user's procurement card and the
correct department/account.
This process also allows the card -holder to walk in to Baker Office Products and place an order
with their procurement card; their procurement card information is already stored for easy order.
We do request proof of ID so that we may compare the name on the ID to the name on the City
procurement card.
Bid No. 1 1-9906-DT Office Supplies - AP
stock locally. Prices charged locally must match the on-line contract prices in all cases. The local establishment
may also be called on to take part in the return process. All orders placed on-line or faxed in by 3:00 PM should be
delivered the following day_ Ninety-five (95) percent of items delivered to City departments will be delivered to the
requester's on site within one (1) business day after receipt of order (ARO). The City has approximately 42
locations "Exhibit A", In the event the primary or secondary contractor cannot supply an item within 24 hours,
the contractor shall give immediate notice to the Buyer, or his designee, and the City may either accept the
delivery promise or obtain the item from another source. The Buyer or authorized representative shall sign the
invoice for receipt of merchandise.
4.1 Copy Paper Delivery: The successful contractor(s) must deliver paper to desktop of purchaser at no
additional charge.
4.2 Imaging supplies: The successful contractor(s) must have a recycling program in place for expended
cartridges to include, but not limited to recycling bins, pre-printed return labels, pick-up of expended
cartridges at no additional charge.
4.3 Please describe your imaging supplies recycling program to include the handling of the expended cartridges.
Please reference attachment "Link 360 Recycling_ Program"
4.4 The contractor shall separate orders into separate packages for different City departments as indicated on
the order and deliver to each department address as requested on the order.
4.5 Failure to meet these delivery requirements may result in cancellation of the contract. Exception: Official
City of Lubbock holidays "Exhibit B".
5. SUBSTITUTIONS: The contractor may substitute items that are equal or superior in quality to the requested item,
upon obtaining authorization to do so, from the requester. Unauthorized substitutions will not be permitted. Failure to
meet this specification may result in cancellation of the contract by the City.
6. MINIMUM ORDER: The minimum order shall be twenty-five dollars ($25.00) and shall be delivered without
shipping charges.
7. BACKORDERS: Only in rare instances should the contractor have to backorder office supplies. Any remaining
order balance must be delivered within five (5) calendar days thereafter, except for items discontinued by the
manufacturer or distributor supplying the contractor. When the contractor does have to backorder an item, proper
notification should be made to the person placing the order and noted on the invoice with the estimated delivery
time. If the delivery time is unacceptable to the person placing the order, an alternative item may be requested or
the City may purchase the item from another source.
S. RETURN POLICY: All items returned must be in their original packages. All items must be returned within
twenty days from receipt. All returned items must be in a salable condition. Exception: Any damage that occurs
during the shipping of the items must be marked on the receiving document or reported in writing within two (2)
working days to the contractor. it will be the contractor's responsibility to notify the Freight Company. Contractor
will pay for the return freight and credit any payment made when return is due to contractor error or delivery of
defective items. The receiving office will be responsible for the return freight and the freight of the replacement
items when the return is due to an ordering error, such as an incorrect item ordered, item no longer needed, or an over order
of the item.
9. RETURN PROCEDURE: The ordering office will call the contractor and explain the situation. For defective
items or items shipped in error, the contractor will issue a call -tag to pick up the items. The items must be ready for pick-up
in their original packaging. A copy of the purchase order on which the items were originally ordered must be sent
Page 22 of 22
Imaging Supplies recycling program to include handling of the expended
cartridges. Minimum Specifications, page 22 (4.3)
Baker Office Products partners with an imaging supply recycling agency called Link 360. Baker
Office Products will pick up the empty cartridges and send them to a processor that (a) re -builds
or (b) recycles the material from the cartridges. For each process -able cartridge sent to Link
360, a donation is made to breast cancer research. So going green for the environment also
means going pink to help find a cure for breast cancer. (See Attached)
F .igr. r
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Link
,36
1301 13th Street
Lubbock, Texas
806-763-2500/800-825-8222
Order Online!
Baker Office Prodtxft www.bakerofficeproducts.com
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with the package. This is important so that proper credit can be issued. The correct items will be shipped or full
credit will be given upon receipt and inspection of the goods. Credit memos will be issued twice a month. in case of
return of items due to error on the part of the ordering office, the ordering office will return ship along with a copy of
the purchase order and also pay for the freight for the replacements.
10. ORDERING METHODS: Orders placed by the City may take any of the following forms:
A. Purchase Orders;
B. City Procurement Card;
C. Blanket Purchase Order;
11. PRICING: THE SELLING PRICE SHALL BE F.O.B. CITY OF LUBBOCK AND SHALL BE DETERMINED
OR CALCULATED BY TAKING THE NET PRICE END COLUMN FROM THE MOST RECENT UNITED
STATIONERS (USSCO) QUARTERLY NET PRICER CATALOG AT THE TIME OF ORDER AND ADDING
THE BIDDER'S "MARK UP" PERCENTAGE TO THAT FIGURE, The selling price shall never exceed USSCO's
general line retail catalog List/Retail price. The successful bidder shall provide to the City a current USSCO quarterly
Net Pricer Catalog. Purchases made from this contract shall include all commodities available in the most recent
UNITED STATIONERS general line retail catalog. All prices shall include on site delivery to purchaser.
12. INVOICING: Contractor should supply two (2) copies of the packing slip with the office supplies at the time of
delivery. Packing slip must indicate the unit price and department account number given to the contractor at the
time of order. This method will help us in billing out the supplies to different departments. The contractor must
bill the City of Lubbock once a month on a date mutually agreed upon. Payment will be made monthly on a date
that is convenient to both the contractor and the City of Lubbock, Unless otherwise noted by the bidder, terms
shall be Net 30,
13. EXCEPTIONS TO THE CONTRACT: Not all items cataloged by the successful bidders will be purchased under
the ensuing contract. Some office supply equipment or furniture purchases will be made from other sources as allowed
by law or regulation, for example, purchases from state contract vendors, Texas Industries for the Blind and
Handicapped ('TIBH) or Texas Correctional Industries (TCI). Office machines costing over one hundred dollars
($100) will be excluded from this contract. Also, catalog items considered decorative, personal, unnecessary or
more costly than necessary to meet a legitimate City department need, will not be purchased. The City of
Lubbock also reserves the right to order office supplies from other sources as may be appropriate in conducting normal
business. However, this provision shall not be used to circumvent the intent of the contract.
14. PURCHASING PATTERNS: Most but not all items ordered pursuant to this ITB, would be consumable office
supplies and relatively inexpensive desk or office accessories.
15. ESTIMATED OUANTITIES: It is estimated that the City of Lubbock will expend in excess of $500,000 under any
contract resulting from this ITB. Purchases made from this contract shall include all commodities available in the
most recent UNITED STATIONERS general line retail catalog.
16. PAPER CATALOGS: The successful bidder must distribute to each City Department sufficient USSCO
catalogs, approximately 75 catalogs, at no charge. Additional catalogs must be provided by the contractor as
ordered by the departments, at no charge for initial, revised, or replacement catalogs. The contractor will also provide
one hard copy of updated UNITED STATIONERS NET PRICER CATALOG (USSCO) to the City of Lubbock
Director of Purchasing and Contract Management each quarter for the duration of the contract.
17. ELECTRONIC CATALOGS: The contractor will provide a customized electronic Internet Website catalog that
will:
Page 23 of 23
Bid No.11-9906-DT Office Supplies -AP
A. make items available in the current general line retail catalogs published by United Stationers. The City and
the contractor will mutually agree upon the final item categories.
B. be readily available on the Internet.
C. provide a user-friendly, easy ordering program, with a quick reference capability that will locate desired
items by description, catalog #, manufacturer, or other quick reference methods.
17.1 The Website shall be updated quarterly with current contract prices on all items available under this contract,
18. CUSTOMER SERVICE REQUIREMENTS: The contractor must provide:
A. a designated person(s) who administers this contract locally
R a four hour response time to any customer inquiries
C. an eight hour response time for any deficiencies that may result from the operation of the Internet Website
electronic catalog
D. a local phone number for customer inquiries regarding order status and a help line for customers trying to make
requests from the electronic catalog
E. ability to handle large office supply accounts as well as personal service given to such accounts
19. PRODUCT DEMONSTRATION and ON -SITE VISIT: A product (electronic catalog) demonstration and local
on site visit may be required prior to final award of this contract.
20. REFERENCES: All submittals for this ITB must include three (3) references of customers who are currently using
this or a similar purchasing method of like commodities.
21. RECORD KEEPING AND REPORTS - The successful bidder must keep accurate records of all ordered items
and will provide this information sorted both by ordering department and by aggregate total to the Purchasing
Department promptly upon request. The contractor must provide a monthly summary report by the So' working day
of the following month, to the City of Lubbock Director of Purchasing and Contract Management by U.S. mail and
electronic format to malvarez(a?mvlubbock.us. This report should include but not be limited to the following: overall
contractor performance, delivery statistics (next day, 2-3 day, back orders, and other), sales volume, and an itemized
list of items sold to each City department. An aggregate report must be provided quarterly and at the end of each
year. These will be provided in both in printed form and electronically in Excel a spreadsheet. PLEASE SUBMIT
SAMPLES OF YOUR STANDARD REPORTS WF H YOUR BID.
22. TRAINING - The successful bidder must provide initial training to all ordering departments and entities related
to the use of the web page, for successful order placement and order follow up. There will be additional training
scheduled by the end users on an as needed basis throughout the entire term of the contract.
22.I Please describe training process for online system:
Please reference attachment
Page 24 of 24
TRAINING
Please describe training process for on-line ordering system, page 24 (22.1).
Baker Office Products will provide ongoing training in how to use Baker's On-line E-commerce
system throughout the contract term.
Baker will also provide each end -user an instruction packet and user -name & password card for
easy retrieval. The instruction packet has all the details on how to;
• Enter an item(s).
• How to place an order on "Hold," which allows the end -user to build an order over
time and submit the order later. (No more lists, or reminders.)
• Build a single or multiple Personal Favorites List. (No more scrounging around for a
catalog.)
• Update the shopping cart.
• Enter Reminder Notes on their orders
• Add an item(s).
• View Order History
• Delete an item(s).
• Check Out.
• Search for products.
• Change Password.
• Submit an Order.
• Print an Order.
• Online Catalogs link with the user's log -in; order right from the online catalog!
This instruction packet will be used as a reference tool when needed.
Baker will also conduct group City of Lubbock end -users meetings as needed through out the
term of the contract. Baker will also provide on -site departmental training meetings as needed
throughout the term of the contract.
(Meetings to last approx. 34 minutes to an hour.)
Baker Office Products' E-commerce ordering system is very easy to use. Each end -user will
have direct access to Baker Office Products' online specialists, thus enabling them to get timely
answers to questions and help with any resolution.
Note: Baker Office Products would like to offer the "Cost Control Features" that our E-
commerce system can provide.
This means that each department head could review/approve all orders from all of the end -users
in their respective departments before their orders are submitted to Baker Office Products for
processing.
When an end -user submits an order, the department head receives an e-mail notifying them that
there is an order "awaiting approval". The department head is then able to review/approve the
order before Baker Office Products receives the order for processing.
o:11>ti
Bid No. 11-9906-❑T Ot ice Supplies - AP
"EXHIBT A"
City of Lubbock, TX
Department Locations
City Hall
Fire Administration
Parks & Recreation
1625 13'h Street
1515 East Ursuline Ave
1010 9`h Street
Departments
Fire Stations
Public Information
Station 1, 1202 18`h Street
Hodges Community Center
Human Resources
Station 3, 6420 25`h Street
4011 University
Risk Management
Station 4, 6504 Cornell
Building Inspections
Station 5, 1101 Zenith
Maxey Community Center
Code Enforcement
Station 6, 3320 35'h Street
30`h and Oxford
Planning
Station 7, 202 Slide Road
Community Development
Station 8, 2120 5& Street
Copper Rawlings Center
Engineering
Station 9, 4814 50`h Street
40'h and Ave B / 213 40'h
City Managers
Station 10, 4810 MLK
City Secretary
Station 11, E. Aiport Drive
Mae Simmons Community Center
City Attorney
Station 12, 5202 791h Street
23rd and Oak / 2004 Oak
Fiscal Policy
Station 13, 540 N, Fulton
Fiscal Operation
Station 14, 2402 96'h Street
Trejo Supercenter
Public Works
Station 15, 8002 Venita
3200 Amherst
Print Shop
Station 17, 3241 63`d Street
Internal Auditor
19'h Street Senior Center
Facilities
Municipal Square
2001 19'h
Call Center
916 Texas
Departments
Garden & Arts Center
Buddy Holly Center
Police Administration
4215 University
1801 Crickets Ave
Police Records
Police Communications
Health Department
Silent Wings Museum
Information Technology
1902 Texas Ave
6202 N 1-27
Telecommunications
Departments
Administration
Solid Waste Department Offices
Police Academy
Immunization Clinic
208 Municipal Drive
508 Davis Drive, Reese Center
Vector Control
1631 841h Street
Laboratory Services
Lubbock Landfill
Municipal Square
Cemetery
8425 N. Ave P
915 Ave J
2011 East 3191 Street
Departments
West Tx Regional Disposal
Municipal Court
Street Maintenance
Facility
Traffic Engineering
502 North I-27
17304 North FM 2528, Abernathy
Lubbock Preston Smith
Garage
Animal Control
International Airport
206 Municipal Drive
102 Municipal Drive
5401 N. Martin Luther King Blvd.
Fleet Services
Animal Shelter
Land Application Site
324 Municipal Drive
401 North Ash Ave
4602 East 19`' Street
Civic Center
Central Warehouse
Waste Water
1501 Mac Davis Lane
306 Municipal Drive
3603 Guava Ave
Page 25 of 25
Bid No. i1-9906-UT Once Supplies - AP
Radio Shop
530 36`h Street, Suite 200
Traffic Maintenance
202 Municipal Drive
Water Utilities
406 Municipal Drive
Mahon Library — 1306 9`h St
Groves Library — 5520 191h St
Patterson Library— 1836
Parkway
Godeke Library — 6707 Slide Rd
"EXHIBIT A"
City of Lubbock, TX
Department Locations
Page 26 of 26
Resolution No. 2011—RO168
Bid No.11-9906-DT Office Supplies - AP
"EXHIBIT B"
OFFICIAL CITY HOLIDAYS
New Year's Day
Martin Luther King Day
Good Friday
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Friday After Thanksgiving
Christmas Day
Day After Christmas
Page 27 of 27