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 2025, in an amount not to exceed $354,795.00, to provide for the annual purchase of office supplies; the cost of this purchase order will be paid from the accounts listed
commendation
BOARD ACTION REQUESTED:
Approval to issue purchase orders to Staples for office supplies as requested by various departments.
BACKGROUND:
Genesee County is a member of MiDeal, which is the State of Michigan’s 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 in providing office supplies. MiDeal has awarded Staples a contract to provide said services until May 31, 2027. Departments will order supplies from an on-line catalogue and supplies will be delivered directly to the requesting department
DISCUSSION:
The Purchasing Department is requesting authorization to continue to utilize MiDeal contract #24000000363 to procure office supplies from Staples in an amount not to exceed $337,900.00 plus 5%* for the period ending September 30, 2025. 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 $16,895.00 to departments that did not provide the 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 cost for the County on 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 issuing purchase orders to Staples for office supplies, per the terms and conditions of MiDeal contract # 24000000363, in an amount not to exceed $337,900.00 plus 5% of said amount, to be paid from the account numbers that appear on the attached spreadsheet that accompany this resolution, for the period ending September 30, 2025, is approved (a copy of the memorandum request and supporting documentation being on file with the official records of the October 2, 2024 meeting of the Finance Committee of this Board), and the Chairperson of this Board is authorized to execute the appropriate documents on behalf of Genesee County.