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HomeMy WebLinkAboutResolution - 2015-R0102 - Contract: Baker Office Products - 03/26/2015Resolution No. 2015-RO102 March 26, 2015 Item No. 5.13 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. 12195 Office Supplies, by and between the City of Lubbock and Baker Office Products, of Lubbock, Texas, 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 March 26 2015. ATTEST: Garza, City AS TO CONTENT: Pam Moon, Finance Director AS TO G C. R6fWRTSON, MAYOR City Attorney S.Contract-Nbr 12195 -Baker Office Products 0.15 Resolution No. 2015-RO102 City of Lubbock, TX Contract for Office Supplies Contract 12195 THIS CONTRACT made and entered into this 26th day of March, 2015, by and between the City of Lubbock ("City"), and Baker Office Products, ("Contractor"). WHEREAS, the City of Lubbock duly advertised for bids for office supplies and bids were received and duly opened as required by law; and WHEREAS, after careful consideration of the bid submitted by Contractor, the City authorized the execution, in the name of the City of Lubbock 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 are attached hereto and made part hereof, Contractor will deliver to the City, office supplies and more specifically referred to as Item One on the bid submitted by the Contractor or in the specifications attached hereto. 2. 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. 3. The Contractor shall perform the work according to the procedures outlined in the Bid Form and Specifications attached hereto. The contract shall be for a term of three years, with the option of one, one year extension, said date of term beginning upon formal approval. The City does not guarantee any specific amount of compensation, volume, minimum or maximum amount of services under this contract. 4. This contract shall remain in effect until the expiration date, performance of services ordered, or termination of by either party with a 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. 5. 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 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. 6. The contractor shall obtain and maintain in full force and effect during the term of the contract, commercial general liability coverage 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: (4W TYPE AMOUNT General Liability $1,000,000 Commercial General Liability General Aggregate Products-comp/Op AGG Personal & Adv. Injury Contractual Liability Automotive Liability Any Auto $1,000,000 Workers Compensation Statutory Amounts Employers' Liability The City of Lubbock shall be named as additional insured on a primary and non-contributory basis on auto/general liability, with a waiver of subrogation in favor of the City of Lubbock on all coverages. Copies of all endorsements are required. 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. The contractor shall also maintain workers compensation insurance in the statutory amount. 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. 7. 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. The City reserves the right to exercise any right or remedy available to it by law, contract, equity, or otherwise, including without limitation, the right to seek any and all forms of relief in a court of competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and another provision in, or related to, this document, this provision shall control. 9. At any time during the term of the contract, or thereafter, the City, or a duly authorized audit representative of the City or the State of Texas, at its expense and at reasonable times, reserves the right to audit Contractor's records and books relevant to all services provided to the City under this Contract. In the event such an audit by the City reveals any errors or overpayments by the City, Contractor shall refund the City the full amount of such overpayments within 30 days of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing the City from any payments due Contractor. 10. All funds for payment by the city under this contract are subject to the availability of an annual appropriation for this purpose by the City. In the event of nonappropriation of funds by the City Council of the city of Lubbock for the goods or services provided under the contract, the City will terminate the contract, without termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made for the then -current year for the goods or services covered by this contract is spent, whichever event occurs first. If at any time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the Seller on 30 days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this contract beyond the date of termination. 11. The Contractor shall not assign or sublet the contract, or any portion of the contract, without written consent from the Director of Purchasing and Contract Management. Should consent be given, the Contractor shall insure the Subcontractor or shall provide proof on insurance from the Subcontractor that complies with all contract insurance requirements. 12. This Contract consists of the following documents set forth herein; Invitation to Bid No. 15- 12195 -SS, 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 L BPO I Gle . Rob rtson, Mayor ATTEST: Re ecca Garza, Cityecre APPR VED AS O CONTENT: in varez Director of Purchasing & Contract Management •iii CONT Y Auth ed Repre mative Brian McPeak Print Name Baker Office Products, Inc. 1301 13th St Address Lubbock, TX 79401 City, State, Zip Code Office Supplies City of Lubbock, TX ITB 15 -12195 -SS In compliance with the Invitation to Bid 15 -12195 -SS, 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. A bid will be subject to being considered irregular and may be rejected if it shows omissions, alterations of form, conditional alternate bids, additions or alternates in lieu of the items specified, if the unit prices are obviously unbalanced (either in excess of or below reasonably expected values), or irregularities of any kind. The Invitation to Bid 15 -12195 -SS is by reference incorporated in this contract. The Bid Form must be completed in blue or black ink or by typewriter. ITEM DESCRIPTION Mark-Up Percentage to be added to the USSCO Net Pricer 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 exceed USSCO's general line retail catalog List/Retail price. The Q© successful bidder shall provide to the City a current USSCO quarterly Net Pricer Catalog. Purchases made from this contract shall include all commoditiestimaging supplies and copy paper available in the most recent United Stationer's general line retail catalog. Bidders are 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) Unless otherwise specified herein, the City may award the bid either item-by—item or on an all -or -none basis for any item or group of items shown on the bid. The City of Lubbock is seeking a contract for office supplies with one or more contractors. In order to assure adequate coverage, the City may make multiple awards, selecting multiple vendors to provide the products desired, if multiple awards are in the best interest of the City. A decision to make a multiple award of this Bid, however, is an option reserved by the City, based on the needs of the City. PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of 0 %, net30 calendar days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Foram, 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. INTERLOCAL 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 S: PurchasefBid DomTrB 15-1219SSS, Office Supplies 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 • 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 ISSUBMiTTEDBY Baker Office Producglxorporation orgaaized under the laws of the State of Texas or a partnership consisting of of the City of or individual trading as Firm; Baker Office Products Address: 1301 13th Street City: Lubbock State: TX Zip 79401 Bidder acknowledges receipt of the following addenda: Addenda No. Date Addenda No. Date M/WBE Firm:1 X Woman Black American Native American Hispanic American Asian Pacific Americ Other (Specify) Authorized Aqlresentative - musisign 6v hand Officer Name and Title: Brian McPeak VP Operations Please Print Business Telephone Number 806-763-2500 E-mail Address: bmcpeak@bakerofficeproducts.com 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 $50,000): Date P.O./Contract Issued: RETURN COMPLETED & SIGNED BID FORM ALONG WITH CITY OF LUBBOCK SPECIFICATIONS. LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER THE CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS. S: PurchmeBid Docs/1'r8 15 -12195 -SS, Office Supplies S: Purchase/Bid DocsM 15-12195SS, Office Supplies 27 City of Lubbock, TX ITB 15 -12195 -SS Office Supplies 1. PURPOSE: The purpose of this Invitation to Bid (ITB) is to establish an 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 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 one year term 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 S: Purchase/Bid Docs/ITB 15 -12195 -SS. Office Supplies 28 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 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. Allorders placed on-line or faxed in by 3.00 PM should be delivered the followingday. Ninety-five (95) percent of items dehvered to City departments will be delivered to the requester's on site within one business day after receipt of order (ARO). The City has approximately 50 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 te item from another source. The Buyer or authorized representative shall sign the invoice fhor receipt of merchandise. 4.1 Copy Paper Delivery: The successful contractors) 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 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 Up 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 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. 8. 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. S: P=hueBid Dw& MB 15-12195SS, Office Supplies 29 Exception: Any damage that occurs during the shipping of the items must be marked on the receiving document or reported in writing within two 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 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 forts: 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 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 (T1BH) or Texas Correctional Industries (TCI). Office machines costing over one hundred dollars (S 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 S: PurchneBid DocsM 15-I2195SS. Once Supplies 30 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: 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 number, 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 B. 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 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 S: PurchazeBid DocsMB 15-12195SS. Once Supplies 31 aggregate total to the Purchasing Department promptly upon request. The contractor must provide a monthly summary report by the 5`h 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 malvarezna.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 WITH 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. 22.1 Please describe training process for online system: Please reference attachment S: P=hase/Bid Docs/ITB 15-12195SS. Orrice Supplies 32 EXHIBIT A S: Purchase/Bid D"es/rrB 15.12195SS, Office Supplies 33 City of Lubbock, TX Department Locations City Hall Fire Admin./Fire Station 2 Parks & Recreation 1625 13'" Street 1515 East Ursuline Ave 1611 10'" Street Departments Information Technologies Community Development Departments Fire Stations Call Center Public Information Station 1, 1202 18' Street Hodges Community Center Human Resources Station 3, 6420 25'" Street 4011 University Risk Management Station 4, 2504 Cornell Building Inspections Station 5, 1101 Zenith Maxey Community Center Code Enforcement Station 6, 3320 35'" Street 30" and Oxford Planning Station 7, 202 Slide Road Engineering Station 8, 2120 50' Street Copper Rawlings Center City Managers Station 9, 4814 50"' Street 40 and Ave B / 213 40" City Secretary Station 10, 4810 MLK City Attorney Station 11, 6212 N Walnut Mae Simmons Community Purchasing Station 12, 5202 790' Street Center Fiscal Policy Station 13, 540 N. Fulton 23'" and Oak / 2004 Oak Fiscal Operations Station 14,2402 96°1 Street Public Works Station 15, 8002 Venita Trejo Supercenter Print Shop Station 16, 4030 114' Street 3200 Amherst Internal Auditor Station 17, 324163' Street Facilities Station 18, 6611 Oakridge Ave Station 19, 5826 98h Street Municipal Square 191h Street Senior Center 916 Texas 2001 19th 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 806 18'" Street 6202 N I-27 Telecommunications Departments Administration Solid Waste Department Police Academy Immunization Clinic Offices 208 Municipal Drive 508 Davis Drive, Reese Center 16 31 84' Street Lubbock Landfill Municipal Square Cemetery/ vector Control 8425 N. Ave P 915 Ave J 2011 East 31 s' Street Departments Municipal Court Street Maintenance/Water Traffic Engineering Utilities WTR Disposal Facility 4709 66" Street 17304 North FM 2528, Abernathy S: Purchase/Bid D"es/rrB 15.12195SS, Office Supplies 33 Animal Control LPSIA Airport 3323 SE Loop 289 5401 N. MLK Blvd. Animal Shelter Land Application Site 401 North Ash Ave 4602 E. 19`h Street Central Warehouse SE Water Reclamation Plant 306 Municipal Drive 3603 Guava Ave Radio Shop and Civic Center Telecommunications 1501 Mac Davis Lane 530 36`h St, Suite 200 Patterson Library Groves Library 1836 Parkway 5520 19th Street Solid Waste Buddy Holly Center 6500 North Avenue P 1801 Avenue G S: Purchase/Bid DmsNM 15 -12195 -SS, Office Supplies 34 Garage 206 Municipal Drive Fleet Services 204 Municipal Drive NW Water Treatment Plant 3603 N. Guava Ave Mahon Library 1306 91h Street Godeke Library 5034 Frankford Ave Silent Wings Museum 6202 N Interstate 27 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 S: Pu chase/Bid Docs/ITB 15 -12195 -SS, Office Supplies 35 Baker Office Products City of Lubbock Bid No. 15 -12195 -SS Office Supplies RE: Specifications 11.0 Pricing Baker Office Products can only provide an electronic version of the USSCO Net Pricer as the printed version is no longer produced. The end column is designated by USSCO as 9W and we can provide that column of pricing with a thumb drive on a quarterly basis. Security and Registration Process for Baker Office Products' Online Ordering System. Minimum Specifications, page 28 (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 TLS submission of ID and password to anyone with an TLS -enabled browser. Baker Office Products' on-line e-commerce system runs on a secured server utilizing DigiCert Class 3 Secure Server CA. Your ID and password are secure via TLS ("Transport Layer Security) 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 chanee the delivery address 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 28 (3Z). 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. 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. Imaging Supplies recycling program to include handling of the expended cartridges. Minimum Specifications, page 29 (4.3) Baker Office Products partners with an imaging supply recycling agency. 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. Drivers for Baker Office Products can pick up your empties. Call us and we'll come pick up. TRAINING Please describe training process for on-line ordering system, page 32 (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 • Link with the user's log -in; order right from the online search 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. 30 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.