Office_Supplies_Webinar_FINAL

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					WSCA Office Supplies
               Multiple Award:
      OfficeMax Contract Number 9803
        Staples Contract Number 9802
 Metro Office Solutions Contract Number 9798




         WSCA Office Supplies Webinar January 2010
    Office Supplies Sourcing Team
•   Pam Johnson, Oregon – Lead State
•   Tom Mayer, Alaska
•   Tom Spiker, Colorado
•   Bonnie Sletten, Idaho
•   Gail Burchett, Nevada
•   Elizabeth Clark, Oregon
•   Larry Thacker, Utah
•   Douglas Richins, WSCA

             WSCA Office Supplies Webinar January 2010
       Procurement Process
• Compliant with Oregon Law pursuant to its
  authority under OAR 125-246-0170(3).
• Competitive sealed Proposal, pursuant to
  ORS 279B.060 , OAR 125-247-0261 and
  OAR 125-246-0450.
• Release Date – May 4, 2009
• Pre-Proposal Conference – May 14, 2009
• Proposal Closing date – October 8, 2009

           WSCA Office Supplies Webinar January 2010
   Procurement Process cont.
Suppliers could respond for all states, or a
  single state
• Proposals to Provide All States – 6
• Single State Proposals Received
     Nevada – 1
     Alaska – 1
     Colorado – 2
     Utah - 1
            WSCA Office Supplies Webinar January 2010
        Evaluation Process
• Mandatory Requirements
• Desirable Features – 500 possible points
• Pricing           - 500 possible points
                      1,000 total




           WSCA Office Supplies Webinar January 2010
    Total Points for Awardees
• OfficeMax                            870.038
• Staples                              851.442
• Metro Office                         846.999

Single State Awards
• Office Depot (Utah)                  792.960
• Sun     (Colorado)                   769.746
• EON     (Colorado)                   756.768

             WSCA Office Supplies Webinar January 2010
WSCA Office Supplies Webinar January 2010
    WSCA Contracts for
Office Supplies and Service




     WSCA Office Supplies Webinar January 2010
    Mandatory Requirements of the
              Contracts
•   Online Catalog and Ordering Capability
•   No Forced Substitutions
•   Service Representatives
•   Training
•   Key Persons
•   Freight Policy
•   Shipping
•   Delivery and Distribution of Goods Shipped
•   Reporting Requirements
•   Emergency Management and Recovery

               WSCA Office Supplies Webinar January 2010
        Scored Desirable Features
             of the Contract
•   Excellent Customer Service
•   Return Policy
•   Contract Management
•   Implementation and Communication
•   Sustainability
•   ESB/MBE/WBE
•   Packaging
•   Environmental Practices
•   CRP / QRF
•   Retail Store Purchases


                WSCA Office Supplies Webinar January 2010
       Category Discounts by Supplier
          Vendor Specific Catalog
Category                                                                               Office
   #                             Category Description                        Staples    Max     Metro
   1       Adhesives, Glues, Gluesticks, Adhesive Removers                   49.00%    63.50%   66.22%

           Appointment Books, Phone Message Books, Statement Books,
   2       Fax Message Books, While You Were Out Books, Forms,               58.00%    48.50%   64.18%
           Dictionaries, Thesaurus, Diaries, Tickets, Reference Sets, Etc
   3       Archive Boxes, Cardboard Boxes, Storage Containers                56.00%    61.50%   64.90%

   4       Award Frames, Displays, Plaques, Certificates                     55.00%    43.50%   66.02%

   5       Badges, Badge Holders, Lanyards                                   48.00%    57.50%   75.74%

   6       Batteries, Chargers, UPS Power Supply                             56.00%    54.50%   57.00%

           Binder Clips, Paper Clips, Panel Clips, Pushpins, Thumbtacks,
   7       Safety Pins, Rubberbands, Scissors, Shears, Cutters, Trimmers,    63.00%    59.50%   74.38%
           Hole Punches
   8       Binders, Combs, Rings, Splines                                    60.00%    45.50%   71.77%

   9       Book Cases, Book Ends, Book Shelves                               47.00%    51.50%   49.01%

  10       Bulletin Boards, Cork Boards, Easels, Easel Pads, Poster Boards   37.00%    51.50%   72.01%


                            WSCA Office Supplies Webinar January 2010
               Category Discounts (2)
                                   (Vendor Specific Catalog)

Category                                                                                                       Office
    #                                     Category Description                                       Staples    Max     Metro
   10      Bulletin Boards, Cork Boards, Easels, Easel Pads, Poster Boards                           37.00%    51.50%   72.01%

   11      Calendars, Deskpads, Ref ills, Planners                                                   48.00%    61.50%   59.07%

           Calculators, Calculator Ink, Calculator Spools, Adding Machine Tape, Cash Register Tape
   12                                                                                                50.00%    56.50%   76.09%

   13      Carts, Handtrucks                                                                         28.00%    58.50%   53.32%

           CD's, DVD's, Cassette Tapes, Tape Cartridges, CD and DVD Cases, CD and DVD
           Storage, VHS Tapes, Computer Disks and Diskettes, CD Mailers, Digital Voice Recorders,
   14      Ribbons, Typewriters, Computer Bags and Cases, Cameras, Camera Film, Photo Paper,         41.00%    38.50%   62.51%
           Camera Bags, Camera Cases

   15      Chairmats                                                                                 54.00%    58.50%   51.62%

   16      Clocks, Hooks, Lamps                                                                      46.00%    53.50%   54.86%

   17      Correction Fluid, Correction Tape, Correction Pens                                        59.00%    63.50%   56.97%

   18      Cups, Spoons, Forks, Plates, Bowls                                                        45.00%    59.50%   60.67%

           Dusters, Computer Dust-of f , All Wipes, Lysol, Clorox, Hand Soaps, Windex, Air
   19                                                                                                44.00%    55.50%   70.32%
           Freshener, Dust Pans

   20      Erasers, Dry Erase Erasers, Chalk, Crayons                                                55.00%    62.50%   56.94%




                                  WSCA Office Supplies Webinar January 2010
                   Category Discounts (3)
                                     (Vendor Specific Catalog)

                                                                                                                  Office
Category #                                       Category Description                                   Staples    Max     Metro
   21        Fans, Heaters                                                                              38.00%    48.50%   58.81%

   22        First Aid, Hand Lotions, Hand Sanitizers, Pain Relief , Gloves, Saf ety Supplies           42.00%    53.50%   52.61%

   23        Headsets, Headset Accessories, Headphones                                                  31.00%    52.50%   65.56%

   24        Ink Pads, Ref ills, Stamps                                                                 53.00%    62.50%   61.13%

   25        Knives, Cutters, Blades, Scrapers                                                          55.00%    64.50%   55.46%

   26        Labels, Label Makers, Label Holders                                                        52.00%    57.50%   63.45%

             Mailing Tubes, Mailing Tubs, Packaging, Envelopes, Fingertips, Letter Openers, Moistener
   27                                                                                                   67.00%    66.50%   63.81%


   28        Markers, Highlighters                                                                      59.00%    63.50%   73.46%

   29        Mouse, Keyboards, Wristrests, Keyboard Pads, Mousepads, Keyboard Trays                     39.00%    63.50%   62.08%

             Notebooks, Notepads, Pads of Paper, Post it Notes, Art Paper, Construction Paper, Crepe
   30        Paper                                                                                      65.00%    73.50%   69.67%




                                      WSCA Office Supplies Webinar January 2010
                Category Discounts (4)
                           (Vendor Specific Catalog)
                                                                                                                 Office
Category #                                     Category Description                                    Staples    Max     Metro
             Of f ice Organizers, Inboxes, Copyholders, Pen and Pencil Holders, Wastebaskets,
   31        Drawers, Desktop Shelves, Garbage Can Liners, Shredders, Shredder bags, Surge             56.00%    62.50%   57.26%
             Protectors, Extension Cords

   32        Paper                                                                                     82.00%    68.50%   75.14%

   33        Pencils, Pencil Erasers, Lead Ref ills, Pencil Sharpeners, Pens, Pen Ref ills             58.00%    75.50%   61.55%

   34        Protractors, Rulers, Yardsticks, Compasses, Engineer Triangles                            56.00%    62.50%   61.00%

             Report Covers, Files, File Folders, Pocket Files, Portf olios, Jackets, Inserts, Folder
             Frames, Dividers, Wallet Files, File Guides, Index Cards, Business Cards, Card Holders,
   35        File Indexes, Tabs, Ledgers, Tab Reinf orcement, Tags, Sheet Protectors, Letters,         60.00%    65.50%   64.49%
             Numbers, Fasteners, Fastener Bases, Clipboards, Flag Tape

   36        Signs, Sign Holder, Flyer Holders, Racks, Literature Displays, Name Plates                45.00%    42.00%   52.79%

   37        Staplers, Staples, Staple Removers                                                        63.00%    41.50%   73.80%

   38        Storage Cabinets, Filing Cabinets, File Storage Systems, Rails                            49.00%    51.50%   48.90%

   39        Tape, Tape Dispensers, Embossing Tape, Velcro Products                                    59.00%    61.50%   66.97%

   40        Tissue, Paper Towels, Napkins                                                             50.00%    56.00%   58.62%




                                   WSCA Office Supplies Webinar January 2010
                               Category Discounts (5)
                                           (Vendor Specific Catalog)




Category #   Category Description                   Staples          Office Max             Metro
             Toners, Cartridges, Fusers,
             Kits, Drums, HP Brand         Laser Toners - 40%           43%       Laser Toners – 31.4%
    41
             only                          Other items – 31%                      Other items – 25.89%


             Toners, Cartridges, Fusers,
             Kits, Drums, All other                  30%                37%                35.4%
    42
             Brands                        Remanufactured - 56%                   Remanufactured - 64.26%


             Transparency Film,
             Transparency Paper,
    43       Laminators, Laminating                 45.00%             45.50%              35.13%
             Supplies, Laminating
             Pouches
             USB Drives, Flash Memory,
    44       Zip Disks                              36.00%             23.50%              64.56%


             Un-Categorized Spend
    45                                              36.00%             38.50%              66.69%


                                      WSCA Office Supplies Webinar January 2010
Spreadsheet of Category
 Discount comparisons




      WSCA Office Supplies Webinar January 2010
       OfficeMax




WSCA Office Supplies Webinar January 2010
 OfficeMax Contract Number 9803
- Customer Service & Contract
  Management Teams:
  – Existing Dedicated Infrastructure &
    Management Teams supporting State and
    Local Governmental entities to ensure
    compliance and seamless Implementation
  – 100% US-Based Customer Service Teams
  – Reporting tools, online and custom reports
    available by request done to end-user
    levels at no charge

            WSCA Office Supplies Webinar January 2010
                   OFFICEMAX (2)
- Highlights: The OfficeMax Vendor Specific Catalog discounts apply to all
    products within their Full Line Catalog.
• Approx. 13,000 items designed to meet all the requirements large
    organizations or businesses might have for Office Supplies, Toner, Paper,
    etc. This is not a mini or abbreviated catalog!
• Includes:
     – Office Supplies
     – Paper
     – Ink & Toner
     – Technology Supplies
     – In-Stock Furniture
     – Over 2500 Recycled items + 1300 additional environmentally preferable
        items (clearly identified)
     – Over 600 MWESB manufactured items (clearly identified)
     – Guides and information
     – More
- Discount Structure: All discounts are from Mfg List as updated quarterly and
    are absolute = no floors or exceptions.

                     WSCA Office Supplies Webinar January 2010
             OFFICEMAX (3)
- Key Elements of this contract are:
• Online Catalog, Ordering and Reporting Capability
• -Service Representatives:
• - Representatives located throughout the States
- Training:
• Training at no charge available on:
• Online ordering and reporting
• Contractual and organizational objectives and goals
• Sustainability
• Productivity


              WSCA Office Supplies Webinar January 2010
             OFFICEMAX (4)
- Key person:
• Adam Just, Senior Key Account Manager
• 503-857-3191
• adamjust@officemax.com

- Freight Policy:
• No freight charges on catalog item orders (Alaska,
   Hawaii may have up charge)
- Shipping:
• Next day delivery is available in most service areas
   for orders placed by 4:00PM (second business day
   delivery in some rural or remote areas). Scheduled
   sustainable deliveries are also available.

               WSCA Office Supplies Webinar January 2010
                    OFFICEMAX (5)
- Delivery and Distribution of Goods Shipped:
• Delivery by OfficeMax private fleet drivers or contracted carrier.

- Reporting Requirements:
• Reports available:
• Usage with detail to cost center end-user level
• Recycled items with % of recycled content
• MWESB items
• Custom report to meet customer needs
• Custom invoicing reporting
- Emergency Management and Recovery:
• Per the RFP and may be tailored for each state via the Participating Addendum

- Excellent Customer Service:
• Over 700 US-Based customer service personnel available via online system,
    800 # and email.
• Customer service phone calls answered on average within 15 seconds
• Live Online Customer assistance



                       WSCA Office Supplies Webinar January 2010
                OFFICEMAX (6)
- Return Policy:
• Return Policy key points
• Catalog items can be returned for credit within 30 days of
   purchase
• Unless defective, items should be returned in resalable
   condition and in unmarked original packaging for full credit or
   replacement
• Returns can be initiated online at officemaxsolutions.com
   using your normal logon, or by calling 1-800-472-6473
• An Authorization to Return (ATR) will be issued and should
   accompany the item being returned (please do not write on the
   item packaging).
• Upon the ATR being issued, a pick-up will be initiated to occur
   typically within 3 business days
• Credit will be issued upon return and inspection by OfficeMax


                  WSCA Office Supplies Webinar January 2010
         OFFICEMAX (7)
- Contract Management:
• Customized account and contract
  management conducted by tenured
  OfficeMax representatives.
• Emphasis placed on Organizational
  Savings, Productivity and
  Sustainability Goals.
• Structured Business Reviews and
  Previews for saving opportunities.

           WSCA Office Supplies Webinar January 2010
               OFFICEMAX (8)
- Implementation and Communication:
- OfficeMax’s implementation team will provide a
  simple and prompt activation and roll-out.
   – To get started: Contact Adam Just at the email address or
     phone number provided above.
   – Structured and flexible Implementation plans addressing
     goals and needs of the organization and designed to reach
     all end-users.
   – Regular communication and business review meetings to
     look ahead and preview the Organization’s goals and
     initiatives with emphasis on savings opportunities.




                 WSCA Office Supplies Webinar January 2010
         OFFICEMAX (9)
- Sustainability:
• Approximately 4000 items that are
  recycled, re-usable and reduction
  oriented.
• “Tote” delivery program in selected
  areas to reduce the packaging and CO2
  levels associated with standard
  deliveries. Reports generated to track
  progress.

           WSCA Office Supplies Webinar January 2010
         OFFICEMAX (10)
• Sustainable items clearly identified
  online and via a distinctive recycled
  item online catalog search
• Shopping lists customized to
  emphasize sustainable items
• Buyer’s Guide for “Environmentally
  Preferable Office Products” available
  with emphasis on TCO (Total Cost of
  Ownership)

           WSCA Office Supplies Webinar January 2010
        OFFICEMAX (11)
- ESB/MBE/WBE
• Over 600 MWESB manufactured items
  stocked.




          WSCA Office Supplies Webinar January 2010
          OFFICEMAX (12)
- Packaging:
• OfficeMax recycles packaging wherever
   possible in their own operations.
• As standard practice, they use only readily
   recyclable filler in our packaging
• Do not use as standard practice poly-styrene
   or molded plastic as filler
• Orders will be delivered in a box,
   manufacturer’s carton, or reusable “tote”.

            WSCA Office Supplies Webinar January 2010
          OFFICEMAX (13)
• All packages will include a label showing the
  account # and consignee#, (ship-to code).
  Delivery information includes; “attention to”,
  cost center, release and routing information,
  system generated invoice # and PO#, and
  delivery address.
• A packing list will be included providing
  detailed product information on the delivery
  contents as well as: “attention to”, cost
  center, release and routing information ,
  system generated invoice # and PO#, and
  delivery address and contact information.

             WSCA Office Supplies Webinar January 2010
             OFFICEMAX (14)
  – Alternatively, where regular delivery by OfficeMax delivery
    personnel is received, empty cartridges can be put in empty
    boxes or reusable “totes” and placed in the normal delivery
    area and OfficeMax drivers will collect and return for
    recycling.
• OfficeMax also supports several manufacturer based
  programs for cartridge recover and recycling
  including those of Hewlett Packard
  – For participation in Manufacturer direct empty toner
    recycling programs, follow the instructions in the product
    packaging or contact your OfficeMax representative for
    more details.




                WSCA Office Supplies Webinar January 2010
            OFFICEMAX (15)
- CRP/Qualified Rehabilitative Facility (QRF):
- Stocks in excess of 700 products supplied by
  AbilityOne suppliers (Formerly known as NIB/NISH).
• Facilitates closed loop paper program with our
  manufacturer partner, Boise Paper, and Oregon’s
  contracted QRP recycling partner.




              WSCA Office Supplies Webinar January 2010
            OFFICEMAX (16)
- Retail Store Purchases:
• “Retail Connect Cards” are available for use at over
   1000 OfficeMax retail stores nationwide for
   contractual pricing on like items.
• The cards can invoice the customer’s account to the
   cost center/end-user level or be used in conjunction
   with a P-Card.
• “Retail Connect” purchases are verifiable,
   reportable, and tied to your account.
 Detailed usage and savings reports are available on
   the cards use.


               WSCA Office Supplies Webinar January 2010
         OFFICEMAX (17)
- Environmental Practices:
• End of life commodities:
• Actively recovers, and collects to
  return for recycling empty toner
  cartridges.
  – Contact OfficeMax, just as in a return,
    noting the request for empty cartridge
    pick-up, and an Authorization to Return
    (ATR) and pick-up will be initiated.


            WSCA Office Supplies Webinar January 2010
      STAPLES




WSCA Office Supplies Webinar January 2010
 STAPLES Contract Number 9802
- Staples WSCA Representatives:
• please contact: Don Hasch, Vertical
  Market Senior Manager (714) 868-4274
  don.hasch@staples.com




          WSCA Office Supplies Webinar January 2010
                   STAPLES (2)
- Training:
• Staples Advantage offers multiple training methods to assure
   participants have a full understanding of the WSCA program
• Training Webinars or on-site for large groups or one-on-one
   training
• On-Site “Kick-Off” or Orientation Events
• Quick-training guides and complete “User Reference Guides”
   which are available on our ordering website along with online
   tutorials that walk-through the most common ordering
   procedures
• Additional training options may be available, upon request
• Ongoing training is provided for authorized purchasers once
   your program is in place
• Shopping lists can be created to ensure a quick and easy
   online buying experience


                  WSCA Office Supplies Webinar January 2010
            STAPLES (3)
- Key person:
• Don Hasch – Senior Vertical Market
  Specialist – 714-868-4274
  don.hasch@staples.com




           WSCA Office Supplies Webinar January 2010
              STAPLES (4)
- Freight Policy:
• All shipments shall be F.O.B. Destination;
   freight prepaid and allowed.
- Shipping:
• Staples Advantage offers deliveries directly
   to the ordering department/division address
   under the WSCA contract
• Next-Business Day delivery
• Deliveries are completed by Staples drivers
   in most areas (occasionally UPS may be
   used)

             WSCA Office Supplies Webinar January 2010
                   STAPLES (5)
- Reporting Requirements:
• Authorized Purchasers may request monthly electronic (Excel)
   usage and quality reports. These reports will include at a
   minimum, but not be limited to, the following metrics in any
   particular order:
• Fill rate
• Delivery success rate
• contract number (WSCA),
• Usage broken down by state agency, political subdivision,
   location and agency requestor
• Number of orders placed
• Total dollar value of orders placed during the reporting period
• Average value of each order
• Customized ad hoc reports also available on request



                  WSCA Office Supplies Webinar January 2010
                STAPLES (6)
- Emergency Management and Recovery:
• In the event of a natural disaster, Staples deploys
  various recovery plans, based upon an analysis of
  the business impact for different scenarios. Their
  local account management, distribution/fulfillment
  centers, and delivery teams will communicate
  (phone, email and in person) with the customer as to
  the extent of the disaster areas affected; and
  implement an action plan based upon customer
  needs.




               WSCA Office Supplies Webinar January 2010
              STAPLES (7)
- Excellent Customer Service:
• Customer Service Phone # 1-888-238-6329
• Customer Service Fax # 1-888-664-3311
• Trained and experienced team of customer
  service professionals are available Mon – Fri
  5:00 am PST to 5:00 pm PST




             WSCA Office Supplies Webinar January 2010
                   STAPLES (8)
- Return Policy:
• Staples guarantees a no-hassle return, regardless of the reason
   for return. Staples Advantage accepts any product for return
   for any reason within 30 days of receipt from our customer.
   Non-defective merchandise returns must be in saleable
   condition in original packaging/cartons and with original
   documentation for credit. Furniture returns must be in original
   cartons.
• Some furniture and custom ordered products will not be
   accepted for return or credit, please contact your account
   representative for details
• End user can request a return online or by calling customer
   service, a Return Authorization number is generated (via email
   for online requests and verbally for telephone requests). Note
   the RA number with the return product and place at normal
   delivery location for pick up.


                  WSCA Office Supplies Webinar January 2010
               STAPLES (9)
- Contract Management:
• Staples Advantage has assigned all WSCA Contract
  Management to one coordinator, Don Hasch who is
  experienced in managing government contracts and
  programs and is responsible for all aspects of
  WSCA. Don Hasch will work with Staples internal
  audit team to ensure accuracy and adherence to all
  components of the WSCA contract.




              WSCA Office Supplies Webinar January 2010
             STAPLES (10)
• To kick-off implementation, Staples’ Field
  Marketing Team will put together a Marketing
  Communication plan in order to keep end-
  users informed about the new vendor status,
  training opportunities, launch date and any
  other activities involved.
• In addition, Staples Field Marketing Team
  can assist in driving your initiatives, such as
  sustainability and cost reduction through
  customized marketing campaigns.

             WSCA Office Supplies Webinar January 2010
            STAPLES (11)
- Sustainability:
- Staples is committed to helping your
  organization reach the sustainability goals
  and reducing your supply costs.
• Reporting – Recycled Content,
  Environmental Impact, LEED Certification
• Online catalog reducing the need for paper
  catalogs – visit
•    www.staplesadvantagecatalogs.com



             WSCA Office Supplies Webinar January 2010
           STAPLES (12)
- ESB/MBE/WBE
• Innovative Diversity Supplier programs
• Full selection of MWBE Diversity
  products clearly identified with MWBE
  icons in our printed and online catalogs




           WSCA Office Supplies Webinar January 2010
          STAPLES (13)
- Packaging:
• Staples’ SmartHold program has
  resulted in reductions in packaging
  waste by up to 20%.
• Detailed and customized information
  can be applied to packaging labels



          WSCA Office Supplies Webinar January 2010
            STAPLES (14)
- Environmental Practices:
• Staples Advantage will provide tools to help
   manage the customer’s environmental
   practices.
• Program to recycle ink and toner cartridges
• Order Consolidation Calculator: Staples
   developed a process to help end users
   identify costs associated with small orders



             WSCA Office Supplies Webinar January 2010
              STAPLES (15)
• Achieved a 20% “Green Power” utilization
  throughout Staples facilities
• Sourcing more than 50% of all paper products from
  Forest Stewardship Council (FSC)
  http://www.fsc.org/about-fsc.html sources
• Paper reduction strategies and education available
  through Staples account manager




              WSCA Office Supplies Webinar January 2010
             STAPLES (16)
- CRP/Qualified Rehabilitative Facilities (QRF):
• Staples Advantage is committed to
  integrating diverse suppliers into sourcing,
  purchasing and merchandising processes
  and mentoring these suppliers so that they
  may develop a strong foundation for future
  growth.




             WSCA Office Supplies Webinar January 2010
           STAPLES (17)
- Retail Store Purchases:
• Here’s what users can expect when
  registering a P-card or a Credit Card:
• Gives you the lower available price -
  either 10% off Staples.com pricing or
  the retail price, whichever is lower at
  time of purchase (not at the same
  contract discount structure)

            WSCA Office Supplies Webinar January 2010
              STAPLES (18)
• The registration process is simple as well as PCI
  compliant. All customer data is encrypted so credit
  card information is secure
• Bills directly to the credit card statement of the
  registered Procurement Card or Credit Card and is
  also captured for reporting purposes
• Registration is quick and easy – once submitted,
  users will receive confirmation within minutes
• Available for American Express, Master Card, Visa
  and Discover credit cards




               WSCA Office Supplies Webinar January 2010
             STAPLES (19)
- Implementation and Communication:
• Staples Advantage prides itself with the
   ability to successfully implement local, state,
   and federal government clients.
• The implementation will span approximately
   30-45 days or less depending on the size of
   your department. A detailed, customer-
   specific plan and timeline will be customized
   based on requirements identified.


             WSCA Office Supplies Webinar January 2010
METRO OFFICE SOLUTIONS




     WSCA Office Supplies Webinar January 2010
    METRO OFFICE SOLUTIONS
      Contract Number 9798
- Key Elements of this contract are:
• Service Representatives:
• Contract Manager - NASPO
• Stephen De Jonghe
• (775) 848-5463
• Stephen.dejonghe@mymetroofficesoluitons.com
• Customer Service
• (877) 638-7641 X 1
• Customerservcie@mymetroofficesoluitons.com
• Local Account Representation will be assigned at a
   future time.

               WSCA Office Supplies Webinar January 2010
                             METRO (2)
- Training:
•    General instruction relating to:
• On Line Ordering Capabilities
• Working with Metro Office Solutions
• Understanding the Tier 1 minority Status
• Billing
• Returns
• Delivery
• Contacts
• Account set up
• Additional capabilities:
         •   Approval Routing
         •   Blocked items
         •   Budget limits by agency
         •   Desktop delivery/special delivery needs
•   Billing customization



                         WSCA Office Supplies Webinar January 2010
               METRO (3)
- Communication vehicle
• Face to Face training
• Group Roll out meetings
• Webinar
• Conference Call
• On Line Help Desk



           WSCA Office Supplies Webinar January 2010
               METRO (4)
- Key persons:
• Stephen DeJonghe – Contract Manager
• (775) 848-5463
• stephen.dejonghe@mymetroofficesolution
  s.com
• Tom Enns – Vice President of Sales
• (916) 501-9720
• tom.enns@mymetroofficesolutions.com

           WSCA Office Supplies Webinar January 2010
                METRO (5)
- Freight Policy:
• No minimum order
• No freight charges on all catalog and web
  orders
• (Special orders – i.e. furniture, large drop
  shipments will be pre-quoted with a freight
  charge prior to acceptance of the order)


            WSCA Office Supplies Webinar January 2010
                 METRO (6)
- Shipping:
• Metro Office Solutions is next day to all
  major markets within the States.
  1- 2 day for all outlaying delivery points.
  Each agency will be analyzed for the
  appropriate shipping method.



             WSCA Office Supplies Webinar January 2010
                METRO (7)
- Delivery and Distribution of Goods
  Shipped:
• Metro Office Solutions distribution center
  will provide 1-2 day delivery for each state.
• Metro Office Solutions will be utilizing a
  combination of delivery choices. Your
  orders will be shipped in the appropriate 1
  – 2 day delivery via contracted courier, or
  an overnight delivery service.

            WSCA Office Supplies Webinar January 2010
                METRO (8)
- Reporting Requirements:
• Metro Office Solutions can offer a variety
  of reports to each user to access the site
  and subscribe to the following options:




            WSCA Office Supplies Webinar January 2010
                         METRO (9)
•   User Reports
•   Usage Report by Cost Center
•   Usage Report by Ship to Location
•   Usage Report by Charge Code
•   Order Status Report
•   Charge Code Summary Report
•   Administration Report – Ship To
•   Administration Report- Cost Center
•   Administration Report – User
•   User Ship to Selection
•   User Cost Center Selection
•   User Company List Selection
•   User Charge Code Selection
•   Order Approval Setup Report
•   Customized Reports as needed



                     WSCA Office Supplies Webinar January 2010
               METRO (10)
- Emergency Management and Recovery:
• Metro Office Solutions first determines the
  scope of the disaster by contacting the
  contract administrator within that State.
• Orders that are pending for delivery would
  be held or delivered if the delivery point is
  accessible.


             WSCA Office Supplies Webinar January 2010
                   METRO (11)
- Excellent Customer Services:
• Metro Office Solutions has a dedicated team of
   professionals who are fully trained to field all questions
   including, use of the web tool, deliveries, tracking of
   orders, accounting concerns, sourcing of items, and
   returns.
• Hours of operation are 5:30am (PST) to 5:30pm (PST).
• Customer Service Phone            877 638-7641
• Customer Service Fax 877 859-1875
• Email
        customerservice@mymetroofficesolutions.com


                 WSCA Office Supplies Webinar January 2010
                METRO (12)
- Return Policy:
• Metro Office Solutions accepts returns up to 30
   days after purchase, requiring that the item be
   returned in its original packaging.
• Metro Office Solutions will give an ‘Instant
   Credit’ without pickup for all returns under
   $15.00. All other returns will be picked up within
   3 business days and credited to the end users’
   account within 7 business days or Metro Office
   Solutions will issue a full credit whether receipt
   of the merchandise has occurred or not.

              WSCA Office Supplies Webinar January 2010
              METRO (13)
• Metro Office Solutions policy is to issue
  credits in 7 business days
• Returns can be entered on-line or phoned
  in to our customer service team upon
  which an RA (return authorization).
  Credits posted to your account can be
  accessed on line to view under Edocs tab
  of their on-line ordering web tool.

            WSCA Office Supplies Webinar January 2010
              METRO (14)
- Shortages
• All shortages reported in 5 days are re-
  shipped at no charge to the end user with
  no additional credit or invoice thus
  reducing the credit re-bill process
  paperwork flow.




            WSCA Office Supplies Webinar January 2010
              METRO (15)
- Contract Management:
• Each quarter in preparation for the
  quarterly review process, the report with
  usage is downloaded for review.
• Metro Office Solutions will meet with the
  WSCA Contract Manager



            WSCA Office Supplies Webinar January 2010
                METRO (16)
- Implementation and Communication:
• Metro Office Solutions will implement a five-phased
   training program for each participating State.
• Phase I      Publish and Present
• Phase II E-Procurement
• Phase III 800# Technical & Office Supply Program
   Support
• Phase IV On-going dedicated and experienced Account
   Representation
• Phase V Quarterly business reviews by assigned
   location


              WSCA Office Supplies Webinar January 2010
                    METRO (17)
- Sustainability:
- Delivery - 20% of their deliveries have been assigned to UPS,
  which puts Metro‟s trucks on the road less.
• Pick to voice (reduces picking ticket paperwork while
  increasing accuracy for reduced errors and cost)
• Carton consolidation – warehouse management system
  programmed to reduce # of boxes used to fill orders, which
  saves boxes, space, freight, fuel, etc
• Reuse / recycle – boxes reused for wrap and label orders
• Boxes/pallets recycled locally
• Produced and distributed a “green” catalog in July 2009
• Introduced the Nature Saver „Private label‟ brand- 104 sku‟s




                  WSCA Office Supplies Webinar January 2010
              METRO (18)
-ESB/MBE/WBE
• Metro Office Solutions is offering a Tier 1
  solution. Metro Office Solutions is an
  ESB/MBE/WBE company.
• Part of the offering includes monthly
  reports detailing Tier 2 suppliers under the
  Manufacturers Diversity Report.



            WSCA Office Supplies Webinar January 2010
              METRO (19)
- Packaging:
• Each distribution center is required to use
  all manufacturers existing packaging for
  delivery to the end user. Most products
  are offered to the user in pre- packaged
  quantities only, thus reducing the need to
  re pack the product because a user wants
  1 each.

            WSCA Office Supplies Webinar January 2010
              METRO (20)
• Each sku listed clearly describes on line
  the packaging contents by the box and
  carton to assist the user in selecting the
  ‘package’ friendly version.
• Metro Office Solutions will work with each
  agency in picking up all boxes for reuse on
  their next delivery for re-use.


            WSCA Office Supplies Webinar January 2010
               METRO (21)
- Environmental Practices:
• Metro Office Solutions splash page will have
   complete instructions listed for each account
   as to their individual needs on items that can
   be recycled, reused or remanufactured.
• At the warehouse level environmental
   practices are enforced not just for cost
   savings measures, but as a socially
   conscious effort to aid in reducing are
   overall collective carbon footprint.


             WSCA Office Supplies Webinar January 2010
               METRO (22)
- CRP/Qualified Rehabilitative Facilities (QRF):
• Metro Office Solutions works with the Hope
   Foundation, which employs individuals with
   handicaps to assemble new employee kits
   and all marketing kits for resale and for
   marketing give-away‟s. Metro Office
   Solutions is integrally involved with the City
   of Hope, a Cancer Research organization.



             WSCA Office Supplies Webinar January 2010
              METRO (23)
- Retail Store Purchases:
• Metro Office Solutions is a On-line
  ordering company and has no retail store
  outlets




            WSCA Office Supplies Webinar January 2010
         Who Can Use
• All Participating WSCA States
• All Participating NASPO States
• Any Political Sub-Division with permission
  from Participating State and the Chief
  Procurement Official.




           WSCA Office Supplies Webinar January 2010
 WSCA Contact Manager Info.
• Pam Johnson
  State Procurement Analyst
  State of Oregon
  (503) 378-4731
  pam.johnson@state.or.us




           WSCA Office Supplies Webinar January 2010
                 Next Steps
• Each Participating State needs to execute
  a Participating Addendum with selected
  contractors
• Participating Addendum Process




            WSCA Office Supplies Webinar January 2010
     Where’s the Information

• WSCA Website:             aboutwsca.org

 - Office Supplies Power Point Presentation
 - Sample Participating Addendum
 - WSCA Agreements Per Supplier
 - Completed Individual State Participating
   Addendums
 - Category Discounts

            WSCA Office Supplies Webinar January 2010
       Through the Participating
       Addendums, States May

• Select Contractors                • Identify options for
• Include their own                   Political Subdivisions
  State Administrative
  Fee
• Include (unique)
  required Terms and
  Conditions



              WSCA Office Supplies Webinar January 2010
           Eligibility Process

• Will be processed at two different levels
  - 1st Phase – States that signed an Intent
      to Participate
  - 2nd Phase - Other States and individual
      entities not included in the 1st Phase
• In all cases the State Chief Procurement
  Official will have the final say who can and
  cannot participate
            WSCA Office Supplies Webinar January 2010
       Eligibility Process Cont.
• The WSCA/NASPO Cooperative Development
  Team (WNCDT) will contact the State Chief
  Procurement Officials directly to start process
  (so expect emails from wncoopdt@gmail.com).

• All 50 states and DC have executed the NASPO
  Cooperative Memorandum of Agreement, so all
  are eligible to use any WSCA or NASPO
  Cooperative contract, at their choice.


              WSCA Office Supplies Webinar January 2010
        Who Can Participate
• Participation at several different levels
  1. State signs Participating Addendum for
  entire state and its cooperative purchasing
  venture
  - Every legally eligible entity in the state
     can use
  2. State signs a Participating Addendum
  ONLY for non state entities

            WSCA Office Supplies Webinar January 2010
        Who Can Participate
• 3. State does not sign a Participating
  Addendum
  - Every political subdivision PA within
     that state must be approved by the
     state chief procurement official
     -Sometimes individually
     -Sometimes by entity


            WSCA Office Supplies Webinar January 2010
 Process from Intent to Participate
How do we get states signed up?
1. Intent to Participate is the trigger, WNDCT will
   send all states that executed an Intent to
   Participate a copy of the draft participating
   addendum
2. Contract providers will be encouraged to
   contact all the state chief procurement officials
   of all states that executed an Intent to
   Participate and discuss options and
   alternatives.


              WSCA Office Supplies Webinar January 2010
Process from Intent to Participate
               (2)
3. State chief Procurement official (or designated
representative-please let WNCDT know contact
information for designated representative) will be
WNCDT contact during the rest of the process.

4. State completes the draft participating addendum for
each contract provider supplied by WNCDT and
forwards it AS A DRAFT back to WNCDT. WNCDT will
forward draft to contract provider. Negotiations will take
place directly between state and contract provider. When
agreement is reached, the state completes and signs
participating addendum to WNCDT (at
wncoopdt@gmail.com). WNCDT forwards signed
participating addendum to Contractor. If a state must
sign last, send the prepared copy to WNCDT.
              WSCA Office Supplies Webinar January 2010
Process from Intent to Participated
               (3)
5. Contract provider’s point of contact
signs participating addendum and
forwards to WNCDT at
wncoopdt@gmail.com

6. WNCDT will simply annotate date of
processing, create a PDF file of the
participating addendum

          WSCA Office Supplies Webinar January 2010
Process from Intent to Participate
               (4)
7. WNCDT will forward copies of the PDF
file to state, Contractors point of contact
and Contract Lead Administrator

(WSCA/NASPO Cooperative Development
Team (Kate and Paul) will complete steps
6 and 7 in one working day)


          WSCA Office Supplies Webinar January 2010
                Then What?
• Participating addendum will be posted on
  WSCA Website.

• Participation will be indicated on the
  WSCA Website

• Contract Providers will create and
  maintain State specific Website.

             WSCA Office Supplies Webinar January 2010
                   Thank You
• Please let the WNCDT know if we can Help:

  -Kathryn Offerdahl, WSCA/NASPO Cooperative
  Development Analyst

  -Paul Stembler, WSCA/NASPO Cooperative
  Development Coordinator

  We use wncoopdt@gmail.com to keep traffic
  about this contract concentrated in one location.

              WSCA Office Supplies Webinar January 2010
        PHEW!!!


      Questions




WSCA Office Supplies Webinar January 2010
WSCA Office Supplies Webinar January 2010
 WSCA Contact Manager Info.
• Pam Johnson
  State Procurement Analyst
  State of Oregon
  (503) 378-4731
  pam.johnson@state.or.us




           WSCA Office Supplies Webinar January 2010

				
DOCUMENT INFO