Re-Bid Office Supplies Addendum No. 1

Agency:	Santa Fe County
State:	New Mexico
Type of Government:	State & Local
NAICS Category:	424120 - Stationery and Office Supplies Merchant Wholesalers 453210 - Office Supplies and Stationery Stores
Posted Date:	Oct 16, 2024
Due Date:	Oct 24, 2024
Solicitation No:	IFB No. 2025-0122-CMO/TJ
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Justin S. Greene

Commissioner, District 1

Anna Hansen

Commissioner, District 2

Camilla Bustamante

Commissioner, District 3

Anna T. Hamilton

Commissioner, District 4

Hank Hughes

Commissioner, District 5

Gregory S. Shaffer

County Manager

October 16, 2024

SANTA FE COUNTY

RFP No. 2024-0122-CMO/TJ

RE-BID OFFICE SUPPLIES

ADDENDUM NO. 1

Dear Proponents,

This addendum is issued to reflect the following immediately. It shall be the responsibility of

interested Offerors to adhere to any changes or revisions to the RFP as identified in this Addendum

No. 1. This documentation shall become permanent and made part of the departmental files.

THE DEADLINE TO SUBMIT BIDS HAS BEEN EXTENDED TO:

Thursday, October 24, 2024 at 2:00 p.m.

Question No. 1:

Answer No. 1:

Question No. 2:

Answer No. 2a:

Answer No. 2b:

Question No. 3:

Appendix A shows on page 4 that it’s due October 8th. On the Appendix A

document it shows October 11th. Can you confirm which is correct.

The date shown on Appendix A is the correct date, October 11, 2024.

Can you share what you spent on office supplies or with your office supplies

provider in:

a. 2023

b. Current YTD 2024

FY 2023 approximately $257,000.00

FY 2024 approximately $261,000.00

In our effort to adopt sustainable resource management, ODP does not print a

hardcopy catalog. Instead we offer our pricing on ODP Business site, which

requires users to have a secure user name and password to our site. This site is

also set up so that you access your specific pricing. Will we be disqualified

because we do not offer a hard copy of a printed catalog?

102 Grant Avenue · P.O. Box 276 · Santa Fe, New Mexico 87504-0276 · 505-986-6200 · FAX:

505-995-2740 www.santafecountynm.gov

Answer No. 3:

No, you will not be disqualified if you do not provide a catalog. We understand

more companies are adapting to the sustainable resource management

approach. However, we are requesting fixed discount rates from your catalog

price listing for office supplies.

Question No. 4:

Answer No. 4:

How many requestors do you have requesting supplies today?

Approximately 310 requestors throughout Santa Fe County departments.

Question No. 5:

Answer No. 5:

What was the total number of orders for the County in 2023, and YTD 2024?

See answer to question No. 2. Each department requests an open purchase

order at the beginning of the fiscal year and the department may use that

purchase order throughout the year.

Question No. 6:

Answer No. 6:

What was the average order size for orders placed between January 1, 2024-

September 30, 2024?

Order sizes were dependent upon departmental needs, which varied

countywide. Individual Department purchases range from <$100 to >$2,000.

Question No. 7:

Answer No. 7:

Should we need additional time to submit for the $500.00, is it possible to

request an extension?

The submission date has been extended to October 24, 2024.

Question No. 8:

Answer No. 8:

What type of reporting have you received in the past?

None.

Question No. 9:

Answer No. 9:

Would you like to have the ability to show savings with alternatives at the time

of purchase? Are you open to receiving reports that show departments/user that

elected not to choose savings with an alternative?

Yes, we are open to receive the useful and beneficial information regarding

purchases.

Question No. 10:

Answer No. 10:

Do you have a current approval process in place to review all orders before

they are submitted to vendor?

The requestor submits their purchase requisition and quote to Purchasing

where the Procurement Specialist audits the requisition and ensures the

products requested are allowable to order per the agreement and the quote

includes the discounted rate from the vendor. Once approved a purchase order

is executed and submitted to the vendor to fulfill.

Question No. 11:

Answer No. 11:

Do you have specific order release days or are orders placed every day?

No. Orders are initiated and placed by the departments based upon their needs.

Question No. 12:

Answer No.12:

Do you have the ability to choose an item to go on back order if not available

or choose an alternative at the time of order?

Contingent upon department. Back orders may be acceptable as an alternate

item, but goods must be received prior to the end of the fiscal pay period of

June 30, 2025.

102 Grant Avenue · P.O. Box 276 · Santa Fe, New Mexico 87504-0276 · 505-986-6200 · FAX:

505-995-2740 www.santafecountynm.gov

Question No. 13:

Answer No. 13:

What departments are your largest office supply users? And can we interview

them for improvement opportunities?

The largest office supply users in the County are Public Safety and the

Community Development Departments. Interviews with the Departments are

not allowed during the open procurement process.

Question No. 14:

Answer No. 14:

If I price 8,000 items in my 2024 catalog some of the items will no longer be

available and there will be new items for 2025. Prices change January 1, 2025

and I’ll be receiving a 40,000 item catalog for 2025.

Prices will remain firm and fixed for the initial one-year term of the contract.

The bidder will include as part of its bid how rate increases will be determined

at each renewal period and any fixed discount rates from their catalog price

listing. (retail less the discounted rate to give exact pricing for each item)

Please add this Addendum No. 1 to the original proposal documents and refer to proposal documents,

hereto as such. This and all subsequent addenda will become part of any resulting contract documents

and have effects as if original issued. All other unaffected sections will have their original

interpretation and remain in full force and effect. Responders are reminded that any questions or need

for clarification must be addressed to Tammy Jim, Procurement Specialist Senior at

tjim@santafecountynm.gov.

102 Grant Avenue · P.O. Box 276 · Santa Fe, New Mexico 87504-0276 · 505-986-6200 · FAX:

505-995-2740 www.santafecountynm.gov

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Re-Bid Office Supplies Addendum No. 1

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