SUBJECT
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Consideration to renew award supply contract FY23-043 for the purchase of general office supplies for all City of Laredo departments to the following vendors:
1. Executive Office Supply, Laredo, Texas
2. Patria Office Supply, Laredo, Texas
It is the intent of the City to secure a contract for general office supplies based on
the lowest responsible responsive bidders for general office supplies. Contracts will be
awarded to both vendors. Approximately $600,000.00 is spent on office supplies on an
annual basis. The term of this contract was for a period of two (2) years beginning
as of the date of its execution. The contract may be extended for one (1) additional two
(2) year periods each upon mutual agreement of the parties. This is the last extension period. All items will be purchased on an as needed basis and funding will be secured from the user departmental budgets.
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PREVIOUS COUNCIL ACTION
Contract FY23-043 was approved by City Council on June 5, 2023.
BACKGROUND
The City of Laredo went out on formal bids through Cit-E-Bid for awarding a supply
contract for general office supplies. The City received two (2) bid submittals from
Executive Office Supply, Laredo, Texas and Patria Office Supply, Laredo, Texas. All
items will be purchased on an as needed basis. Contract will be awarded to up to two
(2) lowest responsible responsive bidders. Contracts will be awarded to both vendors
who submitted a bid. This contract establishes base pricing for office supplies most
commonly utilized by the City Of Laredo departments. Approximately $600,000.00 is
spent on office supplies on an annual basis. All awarded vendors will be contacted on
purchases over $1,500.00 in order to secure the best bid contract pricing for the City.
The term of this contract shall be for a period of two (2) years beginning as of the date
of its execution. The contract may be extended for one (1) additional two (2)
year periods each upon mutual agreement of the parties.
COMMITTEE RECOMMENDATION
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STAFF RECOMMENDATION
recommendation
It is recommended that this contract be renewed.
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Fiscal Impact
Fiscal Year: 2025 -2026
Budgeted Y/N?: Yes
Source of Funds: Office Supplies
Account #:
Change Order: Exceeds 25% Y/N:
FINANCIAL IMPACT:
The purpose of this contract is to establish prices for the commodities or services
needed should the City need to purchase these commodities or services. The City's
obligation for performance of an annual supply contract beyond the current fiscal year
is contingent upon the availability of appropriated funds from which payments for the
contract purchases can be made. If no funds are appropriated and budgeted during
the next fiscal year, this contracts becomes null and void.
Funding is available in the respective departments budget.