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USER INSTRUCTIONS (rev 10/01/08)
Effective October 1, 2008, the changes to the Office Supplies Contract 1S-06-75-55 are as follows:
- The online ordering system has been modified to display only those items on contract.
- New custom hard copy catalog called the “California Office Supplies Catalog” will include both core and non core items and will be available by early December 2008.
- The commercially available catalog is no longer part of the contract and will not be distributed.
- The “California Office Supplies Catalog” will consist of:
- Core items will contain with black and white pictures, SKU number, manufacturer number, description, unit of measure, State contract price.
- Non core items will contain SKU number, manufacturer part number, description, unit of measure, your price and State contract price, recycled post-consumer content (no pictures).
- The contract is now limited to only items on the “California Office Supplies Catalog”.
Please note that packaging, sku number and/or description may have been modified from the previous catalog. Please order accordingly. Also, based on the third quarter spend the State will not be receiving the 2% volume discount after September 30th, 2008. If the fourth quarter achieves sufficient spend, volume discount will be provided starting January 1, 2009.
If you would like to receive an Excel spreadsheet with the revised pricing, please contact the Office Depot, Inc.’s customer service team at (800) 607-0685 or help@epylon.com.
1. SCOPE
The State's contract with Office Depot, Inc., (contractor) provides office supplies at contracted pricing and discounts to the State of California and local governmental agencies in accordance with the requirements of Contract # 1S-06-75-55. The contractor will supply office products as identified in the custom hard copy catalog called the "California Office Supplies Catalog" and will be the primary point of providing warehousing, data collection, reporting, and distribution of office supplies to the State.
The term of the contract is for two (2) years, and the State has the unilateral right to exercise options to extend the contract for three (3) additional one (1) year periods. Core items pricing shall be fixed for the two (2) years; and the non-core discounts shall be guaranteed for the two (2) years of the contract including extensions. Discounts, terms and conditions will remain the same for the entire contract period.
Contract term: August 31, 2006 through February 28, 2009.
The contractor shall permit local governmental agencies to participate under this contract. For the purpose of this contract, local government agencies are defined as "any city, county, city and county, district or other governmental body or corporation, including the California State Universities (CSU) and University of California (UC) systems, K-12 schools and community colleges", empowered to expend public funds for the acquisition of products, (Public Contract Code Chapter 2, Paragraph 10298 (a) (b). Authorization to permit a local governmental agency to participate in this contract shall come through Department of General Services, Procurement Division as identified in Section 3.B.
Local governmental agencies shall have the same rights and privileges as the State under the terms of this contract. Any agencies desiring to participate shall be required to submit to the same responsibilities as do State agencies and have no authority to amend, modify or change any condition of this contract.
A. Small Business participation:
Office Depot, Inc. will meet the State's California Small Business (SB) and Disabled Veteran Business Enterprises (DVBE) goal by creating a consortium of California Certified SB and DVBE's to service the State's Office Supply contracting needs.
Office Depot, Inc. is contracted to fulfill ninety-eight percent (98%) of State orders, using SB and/or DVBE consortium members. Office Depot, Inc. will provide the management and oversight of the contract and is solely responsible for meeting all the requirements of the contract.
The certified SB and/or DVBE sub-contractors identified in this contract have been previously assessed by the Department of General Services (DGS) and determined to perform a commercially useful function. As a result, it is not necessary for State agencies operating under delegated authority to re-verify or document information to this fact in the procurement file when executing transactions pursuant to this contract.
Nine (9) SB and/or DVBE members of the consortium provide and perform the contract requirements including:
- Sales
- Customer Services
- Onsite visits
- Account set up
- Follow up support
- Administrative support
- Initial issues resolution
- Training of agency buyers
- Training of receivers
- Product training and forums
- Billing and invoicing the State
- Arrangements for special delivery requirements
- Other various functions agreed upon to meet the agency's needs
- Work with Office Depot, Inc.'s management team to fulfill State requirements
There is a dedicated California State Office Depot, Inc. customer service team you may call at (800) 607-0685, as well as, a fax line you may use at (800) 359-0311. The orders will be routed automatically to the supporting SB and DVBE members of the consortium for fulfillment by Office Depot, Inc. within two (2) business days. See attachment A for a list of the approved SB/DVBEs.
2. CONTRACT STRUCTURE
Office Depot, Inc. will supply State agencies with a custom hard copy catalog called the "California Office Supplies Catalog". Both the Core and Non-Core items are mandatory except for those items identified in Section 3.E.
The office supplies contract includes:
A. The online ordering system which display only those items on contract.
B. Custom hard copy catalog called the “California Office Supplies Catalog” will include both core and non core items.
The “California Office Supplies Catalog” will consist of:
- Core items will contain black and white pictures, SKU number, manufacturer number, description, unit of measure, State contract price. These items that are most commonly purchased by the State and represent the highest value. Office Depot, Inc. has identified these items on-line as "best value". This on-line designation will allow agencies to identify which items have the best value
- Non core items will contain SKU number, manufacturer part number, description, unit of measure, your price and State contract price, recycled post-consumer content (no pictures). The non-core represent items that have additional discount off the published "your price" list price”.
3. The contract is limited to only items on the “California Office Supplies Catalog”.
4. Retail store purchases. State agencies will receive contracted prices when using your CAL-Card in all Office Depot, Inc. stores.
5 Additional discounts for on-line ordering.
6. Volume discounts bonus when State agencies achieve quarterly spend over baseline amounts.
To request a copy of the "California Office Supplies Catalog" contact Office Depot, Inc.'s Customer Service at (800) 607-0685.
3. CONTRACT USAGE/RULES
A. This contract is mandatory for use by all State of California departments except when utilizing a California-certified Small Business or Disabled Veteran Business Enterprises per Government Code 14838.5 or in cases of emergency. Other branches of government, constitutional officers, other State agencies such as state universities and local governments can also take advantage of this competitively bid contract.
B. Local governmental agency use of this contract is optional. While the State makes this contract available to local governmental agencies, each local governmental agency should determine whether this contract is consistent with its procurement policies and regulations. State Departments and Local Agencies are required to have a DGS billing code prior to using this contract. DGS billing codes may be obtained by contacting the DGS Billing Code contact and providing the following: State Department or Local Government Agency Name, contact name, telephone number, mailing address, facsimile number and e-mail address. Email the required information to the following contacts:
C. Prior to placing orders against this contract, State departments must have been granted purchasing authority by Department of General Services, Procurement Division (DGS/PD) for the use of the State's statewide contracts. The department's current purchasing authority number must be entered in the appropriate location on each purchase document. Departments that have not been granted purchasing authority by DGS/PD for the use of the State's statewide contracts may access the Purchasing Authority Application at /deleg/pamanual.htm or may contact DGS/PD's Purchasing Authority Management Section by e-mail at pams@dgs.ca.gov.
D. Ordering State departments must adhere to all applicable State laws, regulations, policies, best practices, and purchasing authority requirements, e.g. California Codes, Code of Regulations, State Administrative Manual, Management Memos, and Purchasing Authority Manual. The State is required by statute to procure certain goods from mandatory sources and prohibited from using public monies for purchase of other goods such as Prison Industry Authority (PIA) items.
E. The contractor will disallow orders for items that conflict with State policy. The contractor will block, preclude or designate such items as non-mandatory, at the State's sole option.
Items designated as blocked and/or labeled as PIA items from this contract include:
- PIA - Furniture (chairs, desks, files, lamps, etc.);
- PIA - Files, drawer systems, binders (green canvas and plastic);
- Blocked - Janitorial, safety, and first-aid supplies (plastic bags, mops, buckets, brooms, cleaners, vacuums, electrical supplies, fans, paper products, tools, flashlights, heaters, etc.;
- Blocked - Break room appliances (refrigerators, microwaves, ovens, coffeemakers, disposable paper products, and food items);
- Blocked - Office technology (printers, monitors, copiers, radios, etc.);
- Blocked - Computer peripherals;
- Blocked - Televisions, digital cameras, cash registers;
- Blocked - Two-way radios;
- Blocked - Virgin copy paper.
Note: PIA items, such as binders, files and furniture, are required by statute to be purchased from the Prison Industry Authority. State departments must obtain a PIA waiver for any items mandated to be purchased from PIA. State departments with questions regarding PIA's waiver policy and procedure may contact PIA at (916) 323-6194 or visit PIA's website at http://www.pia.ca.gov/. The contractor provides an on-line ordering system enabling agencies to attach scanned or electronic versions of PIA waivers, so that the waiver and the agency's electronic order can be archived together and available for audit.
Contractor will also include indicators on the on-line ordering system with environmentally friendly products such as, recycled content, energy star certified, and green seal certified.
Non-Mandatory items include:
- Copy paper with post consumer recycled content;
- Envelopes;
- Fax & multifunction machines;
- Dictation, recorders, non-digital cameras;
- Two-way radios.
Note: Although two-way radios are flagged as non-mandatory in the contract, the purchase of any two-way radio equipment for the State departments requires the prior approval from the Department of General Services, Telecommunications Division (DGS/TD). This includes equipment using the non-licensed Family Radio Service frequencies. In addition, State departments are not eligible to be licensed on any Federally allocated commercial "business band" frequencies and so State departments use of the "Industrial two-way radios" offered by Office Depot Inc. would be a violation of Federal Communications Commission (FCC) rule part 90.35 and subject to FCC fines and penalties.
Any State department that wishes to use two-way radios for their business operations are encouraged to contact the Project Management Unit of the DGS/TD at (916) 657-6125 or (916) 657-9932.
4. DGS ADMINISTRATIVE FEES
The DGS will bill each State department and local agency an administrative fee for use of this statewide contract. The administrative fee should NOT be included in the order total, nor remitted before an invoice is received from DGS. (You may click on "DGS Price Book" at: http://www.ofs.dgs.ca.gov/Price+Book/P/Purchasing.htm for current fees.)
5. CONTRACT MANAGEMENT
The State and the contractor have assigned the contract managers below as single points of contact for problem resolution and related contract issues.
DGS/Procurement Division
State Contract Manager: Hiroko Kurosawa
Telephone: (916) 375-4382
CAL-Net: 8-480-4382
Facsimile: (916) 375-4613
E-Mail: hiroko.kurosawa@dgs.ca.gov
Office Depot, Inc.
Office Depot, Inc.Contract Manager: Tony Joordens
4720 Northgate Boulevard
Telephone: (916) 569-5188
Facsimile: (916) 927-3409
E-Mail: TJoordens@officedepot.com
6. PROBLEM RESOLUTION
The first step in problem resolution is to call Office Depot, Inc. California consortium customer services team at (800) 607-0685. Ordering agencies with unresolved issues within 24 hours of first contact with consortium member should contact Tony Joordens, Contract Manager, via phone or by email. If issues are open after five (5) working days the State's contract manager must be notified immediately for resolution.
7. USER ACCOUNTS
Ordering agencies must establish an account with Office Depot, Inc. prior to placing orders. Account registration may be performed via any of the following methods:
- On-line at www.CalifOfficeSupplies.com. This is the most efficient and secure method of registering. Simply complete the on-line user account form and submit through their on-line electronic ordering system.
- Hard copy registration. For those agencies that do not have internet access, simply request a copy of the registration form from Office Depot, Inc.'s customer service team at (800) 607-0685 and fax the completed form to (800) 359-0311.
All users must have an agency billing code. Only State departments under DGS/PD oversight need purchasing authority number to register. Office Depot, Inc. will verify all requestors and generate a user name and password to all eligible contract users. Once an account is established with Office Depot, Inc., agencies may start placing order via their electronic ordering system, by fax or by mail.
8. ORDERING METHODS
When using any of the four ordering methods, all State departments must conform to State procedures. State departments must submit a Standard Form Purchase Order (Std. 65) directly to the contractor, unless ordering electronically through the contractor's website. The purchase order generated from Office Depot, Inc.'s on-line ordering system has been determined to be an acceptable purchase document in accordance with Leveraged Procurement Agreement (LPA) per Management Memo 04-06. Purchase authority number and agency billing code numbers are required for placement of all orders, including those paid by CAL-Card.
There are four ordering methods available on this contract:
A. Hard copies of purchase orders must be issued to Office Depot, Inc. in care of one of the nine Small Business and/or Disabled Veteran Business Enterprise that will be assigned to each ordering agency. Remittance must be made payable to the Small Business and/or Disabled Veteran Business Enterprise. See example below:
Purchase Order Mail to:
Office Depot, Inc.
c/o SB/DVBE Name
3675 Mt. Diablo Blvd., Suite 110
Lafayette, CA 94549
Payments Made to:
SB/DVBE Name
PO Box 39000
San Francisco, CA 94139
B. Purchase orders and payments must be issued as indicated above or the State Controller's Office may not approve payment.
C. Facsimile/mail orders will be accepted between the hours of 7:00 AM and 7:00 PM (PT), Monday through Saturday. Orders must be received by 3:00 PM (PST) in order for product to be delivered within two (2) working days. The fax number for submitting purchase orders is (800) 359-0311.
D. Contractor's Website: Orders may be placed through the electronic orders on the contractor's website twenty-four (24) hours a day, seven (7) days a week. The contractor's State of California contract website is located at www.CalifOfficeSupplies.com. All prices on the website (including the core and non-core items) will display the "net price" that the State will be charged for each item. Orders must be placed by 4:00 PM (PST) in order for product to be delivered within two (2) working days.
E. Telephone Orders: Telephone orders will be accepted between the hours of 7:30 AM and 2:00 PM (PT), Monday through Friday. Orders must be received by 3:00 PM (PST) in order for product to be delivered within two (2) working days.
F. Retail Store Purchases: Office Depot, Inc. offers State agencies the ability to purchase in any one of Office Depot, Inc.'s stores nationwide. CAL-Card must be registered for the contract prices to be applied. Once registered, simply swipe your CAL-Card at the register and the store price will be recalculated to the California contract price which will be reflected on your cash register receipt.
9. ORDER LIMITS
There is no minimum or maximum dollar value limitation on orders placed under this contract.
10. EMERGENCY ORDERS
Ordering agencies can contact contractor toll-free, after hours, at (800) 607-0685 for placing emergency orders. Contractor will accept such orders twenty-four (24) hours a day, seven (7) days a week.
11. ORDER ACKNOWLEGMENT
Contractor will provide the ordering agencies with an order receipt acknowledgment via e-mail, facsimile or generated by the contactor's ordering system within twenty-four (24) hours after receipt of an order.
The acknowledgement will include:
- Ordering agencies name;
- Description of goods and/or related products purchased;
- Purchase Order number;
- Total cost.
12. DELIVERY SCHEDULES
Delivery of ordered product will be within two (2) working days after receipt of an order, unless otherwise agreed to by the ordering facility. Since receiving hours for each facility will vary by facility, it is the Contractor's responsibility to check with each facility before delivery for their specific delivery hours.
Contractor must notify the ordering agency within twelve (12) hours if delivery cannot be made within two (2) working days after receipt of an order.
13. CAL-CARD/CREDIT CARD
State agencies may use the State's VISA credit card program (CAL-Card) to pay for orders. Using the CAL-Card for a Leveraged Purchasing Agreement (LPA) order does not relieve the department from executing a Std. 65. Purchases executed on a Std. 65 have a designated block to choose if payment will be made with the CAL-Card. Agencies must provide contractors with their agency billing code and a purchasing authority number when using CAL-Card. Contractor will submit invoices for CAL-Card purchases as identified in Section 21. Invoices for CAL-Card purchases will indicate a zero balance due or credit, if applicable, and state "paid by CAL-Card".
14. PURCHASE ORDER EXECUTION
A. State departments must use a Purchasing Authority Purchase Order (Std. 65) or Office Depot, Inc.'s on-line order form. The purchase order that is generated from Office Depot's on-line ordering system has been determined as an acceptable purchase document as allowed by the Leveraged Procurement Agreement (LPA) per Management Memo 04-06. An electronic version of the Std. 65 is available at the Office of State Publishing web site: http://www.dgs.ca.gov/osp (select Standard Forms).
B. Local governmental agencies may use their own purchase order document. The purchase order documents must include the contract number, specific delivery address, on-site contact and phone number, and DGS assigned billing codes.
15. PURCHASE ORDER REPORTING REQUIREMENTS
State departments and local government agencies shall forward a copy of each executed purchase order, regardless of the ordering method used to:
DGS/Procurement Division
Attn: Data Entry Unit – Second Floor
707 Third Street, Second Floor, South
West Sacramento, CA 95605
Inter-Agency Mail Station (IMS): Z-1
16. FREE ON BOARD (F.O.B.) DESTINATION
All prices are F.O.B. destination; freight prepaid by the contractor, to the ordering organization's receiving point. Responsibility and liability for loss or damage for all orders will remain with the contractor until final inspection and acceptance, when all responsibility will pass to the ordering organization, except the responsibility for latent defects, fraud, and the warranty obligations.
If the contractor fails to make timely delivery of any item, the State has the right to purchase goods in the open market and the contractor will reimburse the difference to the State.
17. SHIPPED ORDERS
A packing slip will be included with each shipment, which will include at least the following information in no particular order:
- Line item description;
- Quantity ordered;
- Quantity included in shipment;
- Any back order items, out of stock, and availability date of unfilled and partial shipment;
- Unit price;
- Number of parcels;
- Purchase order number;
- Agency name and department;
- Destination;
- All information contained on the packing label.
A packing label will also be included with each order shipped and include the following items, visible on the outside of the box:
- Authorized purchaser;
- Address;
- Department and floor;
- Authorized purchaser contract name;
- Authorized purchaser telephone number.
18. OUT-OF-STOCK NOTIFICATION AND REMEDY
Upon receipt of order, the contractor will notify the ordering organization if an item is out of stock. The ordering organization will have the option of requesting a back-order, substituting an available product at contract price or less, or canceling the item from the order. Under no circumstance is this contractor permitted to make unauthorized substitutions, without the authorization of the ordering agency.
19. RESTOCKING/CREDIT POLICY
Contractor will accept all products and supplies for return at no cost to the State within thirty (30) days of delivery, and credit the customer in full. Products returned for credit should be in the packaging as delivered and include all documentation such as packing slip. All returns will be picked up within seven (7) days of notification. Notification is defined as notice given verbally, in writing, by fax or e-mail or direct computer entry into contractor's order entry system.
Contractor will not impose a restocking fee on the ordering organization for the following reasons:
- Item(s) returned that were damaged upon receipt
- Incorrect product shipped
- Contractor's customer service order entry error
- Inventory that is returned within thirty (30) days of delivery
- Inventory that is returned, but exchanged for other inventory
Re-stocking fees for all other reasons can be no greater than ten percent (10%) of the value of the items needing re-stocking.
20. RECURRING DELIVERIES
An order may be placed requesting scheduled or recurring deliveries for any items. This can be done using either Office Depot, Inc.'s electronic ordering system or by making special arrangements with Office Depot, Inc. if you do not have internet capabilities.
21. CREDIT AND/OR REPLACEMENT
Contractor will provide credit for overstocked items and items ordered in errors or shipped in error. Contractor will provide credit or replacement for defective or freight-damaged items. Contractor is responsible for the credit or replacement of all products, including those covered by manufacturer warranties. The contractor cannot require the ordering organization to deal directly with the manufacturer. In all cases, the ordering organization will have the option of taking an exchange or receiving a credit.
22. INVOICING
Ordering Agencies may require separate invoicing, as specified by each ordering organization. Invoices will contain the following information:
- State's contract number;
- Agency purchase order number;
- Agency billing code;
- Purchasing agency - delivery address of the order;
- Product(s) description;
- Manufacturer's product(s) number(s);
- Price(s) per unit(s) and extended price;
- Quantities of merchandise issued;
- Date ordered;
- Date delivered;
- Listing of returns or back ordered items;
- On-line discounts/volume discounts, if applicable, will be clearly indicated on each invoice as a written statement;
- Totals for each order. Each invoice will have a total for all orders, a total for all credits, and amount due from each agency;
- All other discounts will be applied at the subtotal level as applicable. This would include volume discount and online ordering.
- Any other mutually agreed upon requirements the State may later deem necessary.
23. PAYMENT
Payment terms for this contract are net forty-five (45) days.
Payment will be made in accordance with the provisions of the California Prompt Payment Act, Government Code Section 927 et. seq. Unless expressly exempted by statute, the Act requires State departments to pay properly submitted, undisputed invoices not more than forty-five (45) days after the date of acceptance of goods, performance of services, or receipt of an undisputed invoice, whichever is later.
24. PAYEE DATA RECORD
Each State accounting office must have a copy of the Payee Data Record (Std. 204) in order to process payments. Agencies should forward a copy of the Std. 204 to their accounting office(s). Without the Std. 204, payment may be unnecessarily delayed. See Attachment B.
25. CALIFORNIA SELLER'S PERMIT
Office Depot, Inc., and the SB/DVBE's California seller's permit number are listed in Attachment A. Agencies can verify that permits are currently valid at the following website: www.boe.ca.gov.
26. PRODUCT RECALL PROCEDURES
In the event of a product recall, contractor will:
- At the earliest stages of a potential recall, immediately notify the Contract Manager.
- Notify the purchasing agency when the recall goes into effect.
- Recalled products will be picked up, tested, destroyed or returned to the manufacturer at no expense to the State.
27. WARRANTY
Contractor will honor all manufacturers' warranties and guarantees on all products offered through the contract. If the manufacturer offers an on-site warranty, those warranty services will be passed on to the users of this contract.
Contractor will continue to provide warranty service after contract termination until expiration of warranties for products that have been sold under the contract.
If the manufacturers' warranty extends beyond the term of the contract, the contractor will provide warranty services through the life of the warranty.
28. AGENCY REPORTS
Contractor will provide ordering agencies with various monthly, quarterly, or annual reports as specified below for each report. Reports will be available in an excel format.
A. SB/DVBE Subcontracting Sales Report
Contractor will provide detailed reports of the California-Certified Small Business Enterprises and the California-Certified Disabled-Veteran Business Enterprises usage. Reports will be supplied to the ordering agencies monthly or quarterly upon their request. Reports will include the following elements.
- Manufacturer or SKU part number
- Item description
- Manufacturer
- Quantity shipped
- Contract price per unit
- Extended contract price including all discount(s) applied
- Year-to-date quantity shipped
- Year-to-date product value
- Year-to-date number of orders placed
B. Recycle Report
Usage reports showing all recycled products purchased, including percentage of post consumer recycled content where appropriate. The report will be listed by item, agency and agency billing code. The reports will be submitted semi-annually, by the last day of January and by the last day of July upon request by the ordering agencies and/or Contract Manager. See Website below for categories: http://www.ciwmb.ca.gov/BuyRecycled/StateAgency/Buying.htm.
C. Environmentally Preferable Products (EPP) and Specifications Reports
Contractor must report on compliance with the environmental specifications as well as information on the proper EPP products purchased under the Contract Agreement. Such reports showing all EPP products purchased will be submitted semi-annually, by the last day of January and by the last day of July. The EPP products usage report will be broken down by item, and then broken down again by authorized purchaser billing code. The State's Contract Manager or authorized purchaser (with the concurrence of the State's Contract Manager) may request these reports on quarterly basis.
29. ON-LINE ORDERING PROCESS TRAINING
Training will be ongoing and available through the term of the contract. Ordering agencies can contact their supporting SB/DVBE consortium member for their training needs. Types of training available are:
- In person classroom training;
- On demand website tutorial and "How to" Manual;
- Live web-based training programs;
- On-line self training sessions;
- Toll free technical support line;
- In person, onsite follow-up where appropriate.
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