Purchasing biweekly bulletin - 08/07/08

News

State Contract Updates

We Need Your Feedback

General Information

Meeting/Conference planning available from WSU

Save time, stress and money while working with another state agency to plan your next meeting or conference. Washington State University’s Professional Education unit offers you the opportunity to work with an experienced conference management team which will plan and coordinate program logistics, allowing you to oversee the process while still attending to your regular duties and responsibilities. We can take care of every detail - from negotiating hotel and catering contracts to registration, securing speakers and beyond.

Posted 08/07/08 --  Return to top

WSCA floor covering contract awarded; stakeholder feedback needed

Nevada has announced the award of the WSCA floor covering contract. Washington participated in the evaluation and three manufacturers have been awarded – Milliken, Mohawk and Mannington.

This is a product-only solution. Installation will be handled on a separate local installation contract. Contract customers would still have a single point-of-contact with the installer.

Before committing to this approach, versus an all-inclusive local contract like the previous one, we are seeking stakeholder input to ensure that the WSCA contract meets customer needs in Washington. Therefore, we won’t sign a Participating Addendum until we complete this step.

We have solicited input from a representative cross-section of floor covering contract customers, including state agencies, institutions, higher education, and political subdivisions.

Also, Contract 06801 has expired and there is no contract coverage for floor covering at this time. Your purchase options are to complete projects internally, following your procurement policies and guidelines, or submit a purchase requisition to OSP.

Please feel free to share comments and suggestions about the previous contract (Contract 06801) by submitting feedback online. If you have any questions or are interested in participating in bid evaluations, please email Scott Geist at sgeist@ga.wa.gov.

Posted 07/24/08 --  Return to top

Asphalt emulsion and polymers in short supply

Asphalt suppliers to state and local government, whether on state contract or not, are experiencing shortages of asphalt emulsion and asphalt polymers.

This situation has a direct impact on chip seal and patching projects by political subdivisions, but does not currently apply to hot mix asphalt paving projects of WSDOT. At this time our suppliers are unable to provide solid information on when these products will become available.

For further information, contact the contract vendors listed on State Contract 03705, your local asphalt products distributor, or Corey Larson (360) 902-7444 or clarson@ga.wa.gov.

Posted 07/24/08 --  Return to top

Poli subs: Gain access to state contracts by re-joining Co-op

Political-subdivisions, schools, fire districts, and 501©3 nonprofits: Be sure to maximize your resources by ensuring your agency has renewed its membership in the 2008-2009 Purchasing Cooperative.

Co-op memberships expired Dec. 31, 2007. So far. 468 members have re-joined.. This means 300 of you out there are missing out on the savings opportunities membership in the Co-op brings. Remember, you need to renew to continue using state contracts.

Membership gives you access to more than 300 state contracts, 100 Oregon contracts, and access to multi-state contracts of the Western States Contracting Alliance (WSCA).

This is a Washington state program, not GSA; which is Federal. Please click on the links below to see a list of current Coop members and available contracts.

For questions on how to re-join, contact Frank Spain at fspain@ga.wa.gov, or (360)902-7415.

Posted 07/24/08 --  Return to top

U.S. Bank sets Spokane training in Access Online

U.S. Bank has scheduled an onsite Access Online training for August 26, 2008, in Spokane. Visit the U.S. Bank website to register for the training.

Posted 07/10/08 --  Return to top

New Central Stores Delivery Schedules

Beginning July 1, 2008, GA will deliver Central Stores supplies only once a week to all statewide locations, including Thurston County, and we will only make deliveries Monday through Thursday.

The updated delivery schedule is available online - Delivery schedule

We are reducing our delivery schedule to save money on fuel costs. Another benefit from fewer deliveries is less air pollution.

This schedule is subject to change due to delivery volumes and holidays. If there is a change to the schedule, we will get your order to you as close to your scheduled day as possible.

If you have any questions about your delivery schedule, please send an e-mail to csmail@ga.wa.gov.

Posted 06/12/08 --  Return to top

Copier contract clarified

The Office of State Procurement has issued a long-needed clarification of the bulk placement provision of State Contract) #03706, Multifunctional Document Devices, Stand-alone and Networked.

This clarification allows contractors to provide additional services, payment structures or alternative service requirements for agencies needing copier equipment. The amendment also encourages print assessments leading to bulk placements of five machines or more.

The effect of the bulk placement clarification is to allow more flexibility, greater savings, and a tailored approach to copier placements. Contact Keith Armstrong, contract administrator, for more information. karmstr@ga.wa.gov, (360) 902-7420.

Posted 08/07/08 --  Return to top

New contract for inspection and cleaning of water storage tanks

The Office of State Procurement has just award a new state contract for Inspection and Cleaning of Potable Water Storage Tanks. No need to shut down or drain your water tanks, the contractors on this new state contract use Commercial Divers or Remote Control Vehicles as the need dictates. The services covers elevated tanks, standpipes, on-grade reservoirs, below ground tanks, clear wells, and pipelines, constructed of steel, concrete or wood, all ages, and in all sizes. Video taping of surfaces with analysis by a NACE Certified Coating Inspector is all part of the service. Keep your water tanks and reservoir clean and safe, use State Contract no. 00308, Water Tank Inspection and Cleaning Services.

Posted 08/07/08 --  Return to top

Contract for Electrical Supplies Statewide awarded

A contract for Electrical Supplies Statewide (contract 02908) has been awarded as of July 31st, 2008.

Posted 08/07/08 --  Return to top

Building Material Statewide contract terminated

Contract #02007 Building Material Statewide has been terminated as of July 22, 2008. Gray Lumber will honor product ordered prior to this date. Any orders after July 22, 2008 will need to follow the procurement rules for purchases between $3,300 and $10,000.00.

Posted 08/07/08 --  Return to top

More model year 2009 vehicles on contract

Manufacturers and their dealers have agreed to extend, at current pricing, an early ordering period for model year 2009 vehicles under the existing 2008 contracts. Specifically, the Dodge Charger police vehicle, including an optional V6 engine, may be ordered on contract 05107 through October 31, 2008. The Ford Expedition on contract 05207 and the Ford F450-F550 Cab & Chassis trucks on contract 04906 may be ordered through September 30, 2008. In the interim, replacement contracts are being bid and will be in place by this October. All contract vehicles currently available may be ordered on line.

Posted 08/07/08 --  Return to top

State awards contract for fuel tanks and equipment

The Office of State Procurement has just awarded Contract 00808 – Fuel Tanks and Equipment. The contract has complete packages for storage tanks and dispensing systems for gas, diesel and biofuels. It also covers tanks for many applications, including fueling stations, backup generators, or single hand-pump systems. The contract offers three types of tanks: underground fiberglass tanks, aboveground all-steel tanks and aboveground fire-rated tanks.

The contract does not include installation of tanks, but the contractor will coordinate delivery to your site. The awarded contractor, Northwest Pump and Equipment, has the expertise to help you plan your project. Visit them at www.nwpump.com.

Posted 07/24/08 --  Return to top

Model year 2009 Ford F250-F350 trucks now on contract

Ford Motor Corporation and the state’s contract dealers Columbia Ford and Sound Ford have just agreed to extend the early ordering period for the 2009 Ford F250 and F350 trucks on contracts 05307 and 05407.

The new model year 2009 vehicles may be ordered now through September 30, 2008, at the same pricing as the 2008 models. (Model year 2009 F450 and F550 Cab & Chassis will also be made available at a later date) Customers are advised to order early as theses vehicle categories must be rebid and a new contract in place, with new pricing, in October for the balance of the model year.

Additionally, the variety of existing models of full-size trucks may not all be available in the future. All vehicles currently available on contract may be viewed and ordered online.

Posted 07/24/08 --  Return to top

State grants price increase for vinyl and nitrile gloves

Based on the findings of an Office of State Procurement analysis of nitrile and vinyl gloves, the state will offer the following price adjustments for State Contract 07704:

  • Vinyl gloves – 31 percent increase
  • Nitrile gloves – 15 percent increase

Unless market conditions prove differently and can be confirmed, these increases will be considered firm for 365 days.

Posted 07/24/08 --  Return to top

Remember: Communicate your old JP Morgan Chase account numbers

As you transition to USBank, and notify JP Morgan Chase that you are closing your accounts, it is imperative to communicate all account numbers you’re closing. Only the program administrator (PA) has this authority. If JP Morgan Chase is asked to close an account by someone other than the PA on file with JP Morgan Chase, it will contact General Administration to verify account closure.

Questions can be directed to Neva Peckham at npeckha@ga.wa.gov or (360) 902-7425.

Posted 07/24/08 --  Return to top

Handling fee added to some purchases for office supplies

Office Depot tries to discourage frequent small orders

Beginning July 1, 2008, Office Depot will add a handling fee of $9.95 to all orders that are for less than $50 worth of goods. This is before sales tax is added.

The company will not add a handling fee for orders of more than $50 of goods.

The company is adding the fee to discourage customers from placing frequent small orders. Nearly half of all orders placed in the final quarter of 2007, were for less than $50 of merchandise.

Orders under $50 make it difficult for Office Depot to maintain the discounts the company offers customers on more than 1,000 "essential" items. These are the items customers buy most often. Customers receive smaller discounts on other, non-essential, goods also available through Office Depot's online catalog.

The Department of General Administration awarded contract (#09205) to Office Depot in March 2006 for office supplies, toner and paper; thus the company has option to implement the pre existing terms of the contract that identify a handling/ minimum order fee.

New Web tool allows you to avoid handling fee

To help customers avoid the handling fee, Office Depot is adding a new tool to the contract homepage that lets you "hold" your orders - reserve the inventory - for up to five working days.

As you order products, a message on the Web page (found directly under the shopping cart field) will show your total for the current order and indicate when you have reached the "free shipping" amount -- above $50 worth of items. This way you can wait to place your order until it exceeds the $50 threshold and avoid the handling fee. (See sample screen shot below)

You can still order less than $50 worth of items, but you will incur an added $9.95 on all orders beginning July 1.

State looks to cut costs on small orders

General Administration supports the decision by Office Depot to impose the handling fee because the state incurs higher costs when customers make frequent small orders for office supplies.

We estimate that it cost the state up to $125 to place each order, take delivery, stock the items and manage the payment processing. Frequent deliveries also increase the state's impact on the environment, by increasing fuel use, which leads to more air pollution. There is also more packaging that must be disposed of or recycled.

We encourage you to re-evaluate the way you manage your office supplies, so you can order office supplies, toner and paper less frequently.

Example of "Free Delivery" message on Office Depot's Web site:

If you have any questions about how to optimize your account, please contact your Office Depot Account Manager.

Posted 05/29/08 --  Return to top

Printer cartridge returns and recycling

The state contract for office supplies (#09205) offers customers an easy way to return new unwanted printer cartridges. Office Depot, the contract vendor, also offers free used cartridge recycling.

Please follow the simple steps below to return an unwanted new cartridge or to recycle an old one:

Returns

  • All inkjets and laser cartridges purchased off of the office supplies contract are delivered with a prepaid shipping label for returning these items.
  • Returns can either be stored or returned to Office Depot with your next delivery. You can also call the parcel company, identified on the return shipping label, to arrange the pick up of your return item.
  • Customers in facilities not using the return policy guaranteed under the contract are responsible for returning inkjet or laser cartridges
  • Central Stores and Consolidated Mail Services will no longer provide this service.

Recycling Boxes From Office Depot

Office Depot will recycle both inkjet cartridges (item #816656) and laser cartridges (item #824712) for free.

Customers should place the recycling collection box provided by Office Depot in a convenient central location. When it is full, seal the collection box and return it using the pre-paid shipping label provided. You can then order a new collection box.

Agencies can contact their Office Depot Team for more details or call GA at 360-902-7400.

Posted 05/15/08 --  Return to top

Vendor and Contract Report Card

The following contracts are due to expire soon: the Office of State Procurement is in need of feedback from customers who have used any of these contracts.  If you have used these contracts, please click on the feedback link and follow the instructions there to add your feedback.  Contracts can be viewed online.

Contract title Contract # Feedback due Contract expires Feedback link
Automotive, Light Vehicle Parts and Supplies 06302 8/28/08 10/16/08

Breast Pump, WSCA 10305 9/1/08 1/17/09

Dental Contract 09003 8/8/08 9/30/08

Flu Vaccine, MMCAP 00208 9/1/08 1/31/09

Gloves 07704 9/1/08 12/31/08
Lab Specimen Testing 07905 8/18/08 10/31/08
Paint, Waterborne Traffic Marking 00106   11/30/08

Pharmaceutical Returns 06206 8/18/08 10/31/08

Tire Chains and Accessories 13303 8/28/08 12/15/08

Updated 08/07/08  --  Return to top

Document destruction contract needs feedback

The On-Site Document Destruction contract (05906AA), with Data Base Records Destruction, LLC, is under review for extension. If you use this contract, please take a few minutes to offer feedback via our online system.

If you have questions, please call or email Kirsten Taylor at (360) 902-7433 or ktaylor@ga.wa.gov.

Posted 07/24/08 --  Return to top