3072_3.DOCX
DOCX document 33 KB Posted
- Contract number
- 505ENT-M14-OFFSUPPLY-01
- Issued by
- Wisconsin
About this file
This document is a frequently asked questions (FAQ) guide for Contract #15-61598-400, a statewide office supplies and toner contract managed by the Wisconsin Department of Administration (DOA) and awarded to Staples Advantage division. The contract serves state agencies and campuses throughout Wisconsin, representing a mandatory procurement vehicle for office supplies.
The contract covers office supplies and toner cartridges using a dual pricing structure: a Core List model for frequently purchased items that receive higher discounts, and a discount-from-list model for other products. The contract includes a 1% large volume discount for orders exceeding $75 to incentivize consolidated purchasing. State agencies can access contract pricing at Staples retail stores for emergency situations only, with prior approval and pre-registration through the DOA Contract Manager. The pricing structure replaced a previous cost-plus model and reflects current market conditions after more than two years without price adjustments on the predecessor contract. While some items are restricted or blocked to enforce use of appropriate mandatory contracts, authorized users can purchase any unrestricted item regardless of whether it carries the "State of Wisconsin Approved Item" designation, though Core List items receive preferential pricing.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| state of wi-county_assignments 1.19.18.xls | XLS spreadsheet | |
| Staples User Guide 11.22.17.doc | DOC document | |
| 3072_5.XLSX | XLSX spreadsheet | |
| Sit-Stand Desks 10.4.18.pptx | PPTX presentation | |
| Sit-Stand Desktops 2.24.17.pptx | PPTX presentation | |
| 3072_0.XLS | XLS spreadsheet | |
| CORE LIST APRIL 1, 2018.xlsx | XLSX spreadsheet |
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Text version
Contract #15-61598-400 Statewide Office Supplies and New Toner
COMMONLY ASKED QUESTIONS
May 22, 2013
| Question |
| Answer |
| Why is an item I have ordered in the past now blocked? |
| When implementing the new contract it was decided that DOA would take a stronger approach to directing people to utilize the appropriate mandatory contracts. In some cases, the DOA Contract Manager will unblock specific items if a reasonable case exists to do so. |
| Why have the costs for items increased? |
| There are several reasons why the price on the new contract has increased. |
1. The prices on the old contract had not changed for more than 2 years, as a result the increase is reflecting current market pricing.
2. The format for pricing has changed from a cost plus model to a Core List and a Discount from List model. The Core List was developed by looking at statewide overall usage of items and did not reflect high usage items on an agency by agency basis. The Core List items receive a higher discount than less frequently used items. If requested, DOA can submit a request to include your frequently used items onto the Core List.
| Why do I need to utilize this state contract if the prices are higher? |
| Although we get competitive pricing from Staples, there is no guarantee that we will always get the absolute lowest price, there will always be some items which are lower from other sources (i.e. Staples.com). The key here, is that at the end of the day, we are looking at the overall costs --- the items we purchase regularly have higher discounts than those items that we purchase infrequently. All vendors were provided an opportunity to submit their best pricing during the RFP process. The winning vendor was chosen because of the value offered, taking into account both service and pricing. Staples committed to competitive discounts across a wide range of products. While another vendor may offer an aggressive price for a particular product at a given time, we have no commitment that this vendor will continue to offer similar pricing across the enterprise. |
Second, locking in sustainable discounts, over the contract length, for all agencies was one of our primary goals. In addition, the purpose of having a contract in place is to ensure that agencies are provided with great value over time without having to always shop around. We understand that agencies have limited resources and time and do not always have the luxury of shopping around and negotiating every time you need to make purchases. By using the statewide contracts, you can be sure that you will receive great value for the products you purchase, and, over time, save time and resources that can easily make up for any incremental dollars that resulted from a one-time purchase.
Lastly, you may find better prices by shopping around, cherry-picking, or finding one-time promotions that may be out there for certain products. However, this way of buying will only create more challenges and will require much more work and time, which may not be cost effective in the end. Please consider all these factors. I will bring this to their attention, but they are two different business divisions in Staples and each can price their products individually.
| I can’t find the item I used to order? |
| Search the website for alternate items. The part numbers have changed on some items and although you might not find the item under the part number you previously used, it is highly likely that an alternate product (from another manufacturer) can be found. |
| Why does Staples.com have a different price? |
| Staples.com website is a different business division than the Staples Advantage division which we have the contract with. There can be variances between product offerings AND pricing. Additionally, although an Authorized User may view a lower price elsewhere, the price does not reflect the rebates or large volume discounts that we are eligible for and or shipping costs. |
| Can I shop at a Staples Store? |
| The State is now able to receive our contract pricing at Staples retail stores. This method of procurement is for emergency situations only and DOA does not endorse the use of retail stores for non-emergency procurements. Individuals must have approval from their agency/campus and pre-register with the DOA Contract Manager prior to visiting a store. Contract pricing will not be available at the retail store if the pre-registration has not occurred. |
| Can I only purchase items which have a blue check mark and says “State of Wisconsin Approved Item”? |
| No, you are free to order any item, with or without a blue check mark. Items shown with a blue check mark are Core List items (items which receive higher discounts). Items which have been restricted/blocked are indicated by the use of symbol, grey shading and will indicate that the item is restricted. If you encounter an item which is blocked, but you believe it is blocked in error, contact the DOA Contract Manager. In the future, the “State of Wisconsin Approved Item” language will be replaced with “State of Wisconsin Core Item”. |
| I received a 1% discount off my invoice at the time of order placement – What is this? |
| The new contract includes a 1% Large Volume Discount which is given at time of order placement if an Authorized User’s order is greater than $75. This is an optional incentive to Authorized Users to consolidate or hold orders until they have reached $75. This is the dollar threshold in which Staples realizes efficiencies in the order fulfillment process and therefore is willing to share a portion of the cost savings with the State. |
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