To: Martin L. Cousineau, Finance Committee Chairperson
From: Derrick Jones, Purchasing Administrator
title
RE: Approval of a purchase order to Staples for the fiscal year ending 2026, in an amount not to exceed $334,855.78 to provide for the annual purchase of office supplies; the cost of this purchase order will be paid from the accounts listed on attached spreadsheet
recommendation
BOARD ACTION REQUESTED:
Approval to issue purchase orders to Staples for office supplies for various departments.
BACKGROUND:
Genesee County is a member or MiDeal, which is the State of Michigan extended purchasing program that allows counties to buy goods and services from state contracts. The Department of Technology, Management and Budget solicits and awards hundreds of competitively bids/proposals for various goods and services. These cooperative contracts are available to be used by its members. The Purchasing Department is requesting to use one of these cooperative contracts for procuring office supplies. Staples is an American office retail company whose primary business is providing office supplies. MiDeal has awarded Staples a contract to provide said services until May 31, 2027. Departments will order supplies from an online catalogue and supplies will be delivered directly to the requesting department.
DISCUSSION:
The Purchasing Department is requesting authorization to continue to utilize MiDeal contract 240000000363 to procure office supplies from Staples in an amount not to exceed $318,910.27 Plus 5%* for the period ending September 30, 2026. Purchasing will issue purchase orders using the account numbers listed on the attached spreadsheet for their respective amounts. *5% will allow the Purchasing Department to issue purchase orders up to an additional $15,945.51. To departments that did not provide information requested when asked and/or in receipt of grants during the fiscal year that will allow purchasing of office supplies.
IMPACT ON HUMAN RESOURCES:
N/A
IMPACT ON BUDGET:
The amounts requested from each department have been approved by the Board, via the budgeting approval process. See attached spreadsheet.
IMPACT ON FACILITIES:
N/A
IMPACT ON TECHNOLOGY:
N/A
CONFORMITY TO COUNTY PRIORITIES:
Ensure all policies are consistently followed by all County Departments through accountability. Purchasing went through a vetting process to ensure the best for the County office supplies.
resolution
TO THE HONORABLE CHAIRPERSON AND MEMBERS OF THE GENESEE COUNTY BOARD OF COMMISSIONERS, GENESEE COUNTY, MICHIGAN
LADIES AND GENTLEMEN:
BE IT RESOLVED, by this Board of County Commissioners of Genesee County, Michigan, that the request by the Purchasing Administrator to authorize an expenditure, in the form of purchase orders, to Staples for office supplies for FY 2025-2026, in an amount not to exceed $318,910.27 plus a 5% contingency amount, to be paid from the account numbers that appear on the attached spreadsheet, is approved (a copy of the memorandum request and supporting documentation being on file with the official records of the October 8, 2025 meeting of the Finance Committee of this Board).