To: Contra Costa County Housing Authority Board of Commissioners
From: Joseph Villarreal, Executive Director
Date: September 12, 2023
Report Title: CONTRACT WITH STAPLES BUSINESS ADVANTAGE FOR OFFICE PRODUCTS AND SUPPLIES IN AN AMOUNT NOT TO EXCEED $300,000.
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Executive Director of the Housing Authority of the County of Contra Costa (HACCC), or his designee, to execute a contract with Staples Business Advantage in an amount not to exceed $300,000 to provide the Housing Authority with office products and supplies, through April 6, 2025.
BACKGROUND:
In preparing to bid this contract out, staff determined that HACCC could obtain more advantageous pricing by linking to a contract for office and classroom supplies and equipment between Sourcewell and Staples Business Advantage.
The United States Department of Housing and Urban Development (HUD) requires housing authorities to competitively procure goods and services, a process normally undertaken by each individual agency. However, HUD permits housing authorities to award contracts to firms selected by a state or local governmental agency in a competitive solicitation process. The state or local government's selection process must meet HUD's procurement guidelines and must have been for the same goods and services sought by the housing authority. HUD encourages housing authorities to procure goods and services in this manner in order to "foster greater economy and efficiency..."
Sourcewell is a Municipal Contracting government agency established through legal statute in 1978. Sourcewell serves over 35,000 members throughout the nation with competitively awarded purchasing solutions from industry-leading vendors. Sourcewell's solicitations meet HUD's procurement guidelines.
Staples Business Advantage was awarded a competitively solicited contract to provide office and school supplies to Sourcewell's members from August 1, 2020, through April 16, 2024, with the option of one renewal for an additional year until April 6, 2025.
Staples Business Advantage was formed in 1997 and has served as HACCC’s primary office products and supply vendor since 2001. HACCC presently receives a 10% discount off the published catalog price. By contracting through Sourcewell, HACCC will receive a 28% discount off the published catalog price.
Staff is recommending that HACCC award a contract to Staples Business Advantage to provide HACCC with office products and supplies. The total cost of the proposed contract will not exceed $300,000 without additional Board approval.
FISCAL IMPACT:
The cost for these supplies will not exceed $300,000 and is funded by grants the HACCC receives from the HUD. The anticipated yearly amount of the contract falls within the amount presently budgeted for this purpose.
CONSEQUENCE OF NEGATIVE ACTION:
Should the Board of Commissioners elect not to award the contract to Staples Business Advantage via Sourcewell, HACCC will be required to go out to bid for office products and supplies. This process will be lengthy and expensive, and it is unlikely that HACCC will be able to obtain the level of discount provided via Sourcewell’s contract.
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I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. |
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ATTESTED: |
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Joseph Villarreal, Executive Director |
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By: |