Staples User Guide 1 11 24.docx

CONTRACT NO. 505ENT-M19-OFFSUPPLY-01

Statewide General Office Supplies and New Toner Revised: January 11, 2024

STATE OF WISCONSIN

DEPARTMENT OF ADMINISTRATION

STATE BUREAU OF PROCUREMENT

Contract 505ENT-M19-OFFSUPPLY-01 Statewide General Office Supplies and New Toner

USER GUIDE

Revised: January 11, 2024

Statewide Contract Number: 505ENT-M19-OFFSUPPLY-01 Commodities and Product Categories: General Office Supplies and New Toner

RFB: 28294-CN

Contract Period: July 1, 2019 – June 30, 2024 DOA Contract Manager: Rob Penfield E-mail: robert.penfield@wisconsin.gov Phone Number : (608) 266-0817

This is a statewide, mandatory contract for all state agencies and University of Wisconsin campuses. State of Wisconsin cooperative purchasing groups (e.g. municipalities, school districts, tribal governments, etc.) have the option to use this contract.

Remit to address: StaplesAdvantage Dept DET P. O. Box 83689 Chicago, IL 60696-3689

Remit to address for overnight mailing: Bank of America Lockbox Services Chicago 83689 Collection Center Drive Chicago, IL 60693

Payment Terms: State Agency/Cooperatives: P-card or Net 30 days. If requested, 2% Net 30 days available.

Minimum Order: No minimum order size is required

Delivery: Next day desktop delivery with the following exceptions:

1. Unless otherwise specified by the authorized user

2. Custom Orders

3. Backordered Items

4. Orders received after 3:00 PM CST

Pricing: All contract pricing can be accessed via:

1. WISBuy Pcard Marketplace (punchout catalog)

2. STAR/PeopleSoft eCatalog (punchout catalog)

3. StaplesAdvantage website

4. ShopUW+ (only available for UW Systems customers)

Account Set-Up and Ordering Methods

State customers and cooperative purchasing groups should register and place orders via one of the following methods.

Note: Some state agencies no longer allow ordering via the StaplesAdvantage website and have mandated that all ordering be done via WISBuy. Please refer to the table below to determine if your agency requires ordering via WISBuy.

Agency

Department of Safety and Professional Services

Department of Agriculture, Trade and Consumer Protection

Department of Financial Institutions

Department of Workforce Development

Department of Children and Families

State of Wisconsin Investment Board

Public Service Commission

Department of Revenue

Department of Military Affairs

Department of Transportation

Department of Justice

Department of Natural Resources

Department of Corrections

University of Wisconsin System

1. WISBuy Pcard Marketplace (preferred method for State Agencies)

WISBuy is the State’s eProcurement system that users can create accounts and shop from various supplier contracted catalogs. If you do not have an account for the WISBuy Pcard MarketPlace please contact your Agency WISBuy Administrator for assistances creating an account. Your Agency Administrator will assist you in setting up your profile in WISBuy, so you can place orders in the StaplesAdvantage Punchout.

2. WISBuy eCatalog (STAR/PeopleSoft)

The WISBuy eCatalog is only accessible through the State ERP system STAR. Users with the requisitioner role in STAR can create a requisition in STAR and punchout to the WISBuy eCatalog. User can shop from the StaplesAdvantage punchout and return to STAR to complete their requisition.

Note: When creating a requisition in either WISBuy, DO NOT copy previously issued orders. The StaplesAdvantage punchout is constantly changing, and you will not receive the current pricing on items if you attempt to copy previous orders.

3. Any of the traditional ordering methods, such as On-Line at StaplesAdvantage website, phone or Fax

Note: If you are using a Pcard the preferred ordering method is via WISBuy Pcard Marketplace.

When using one of the traditional methods above, you will need to set up an account, in advance, with Staples using the Account Registration Form which can be found on VendorNet.

Please e-mail the completed Account Registration Form to Becky Strunk at Becky.strunk@staples.com

Reminder: Please do not attempt to order products from Staples.com. This is NOT the State of Wisconsin ordering site and you will not receive the State contract prices, discounts or rebates.

The correct site is: https://staplesadvantage.com

4. ShopUW+ (only available for UW Systems customers)

a. UW Systems customers should access the contract through ShopUW+. If you do not already have an account, please contact ShopUW+ Customer Service at (608) 263-3100 or uwsaproblemsolvers@uwsa.edu.

Training

MDS and ShopUW+ end users should contact MDS customer service or Becky Strunk for assistance with training needs.

1. WISBuy User Training -- Online classes available for advanced users on shopping.

· If you plan to utilize WISBuy Pcard Marketplace:

· Contact your Business Unit Administrator to schedule training.

· If you plan to utilize WISBuy eCatalog (STAR/PeopleSoft):

· Training is scheduled through the STAR/PeopleSoft ELM.

· PRO304: eProcurement course covers requisitions and ordering via WISBuy eCatalog.

Contact your Agency WISBuy Administrator to schedule training. You may contact the Knowledge Management, Improvement and Training (KIT) section of the State Bureau of Procurement as an additional resource. The StaplesAdvantage site is a punchout enablement, therefore, you will need to learn and understand the WISBuy ordering processes and how it relates to the StaplesAdvantage Punchout site.

2. StaplesAdvantage Website Training

Training in the form of on-line, webinar and in-person training is available.

Contact Becky Strunk to discuss your specific needs.

Pricing

There are 2 methods of pricing on the contract:

1. Core Items – These are frequently used items that have been given deeper pricing discounts by Staples. This list changes throughout the year based upon usage. These items are shown on the StaplesAdvantage website with a Blue Check Mark Icon and the words “Wisconsin Preferred Item”. When ordering products, Authorized Users should look to these items first, as we receive a greater discount, however, Authorized Users are encouraged to look at all products being offered and select the best overall value (price or quality).

A list of Core Items can be found on VendorNet.

If there are items which you plan to order frequently, a request can be made to include it on the Core List. Contact the DOA Contract Manager for assistance.

2. Non-Core Items – The State receives a 25% off list price on non-core items.

Large Order Discount

A Large Order Discount is available to any Authorized User that consolidates orders and releases the order when it reaches a $75 threshold. This discount is designed to reduce administrative costs and improve efficiencies. The Large Order Discount is given as an annual rebate at the end of the year and is only available on orders placed via WISBuy or on the StaplesAdvantage website.

Order Discrepancies

The ordering authorized user must inspect all shipments for accuracy. Staples should be notified as soon as possible regarding any discrepancy with the packing slip (e.g., shortages, errors, etc). All returns within thirty (30) days will be at no additional cost.

Returns

Except for ShopUW+ and MDS customers, authorized users shall coordinate returns directly with Staples. Staples shall replace or pick up and apply credit for all products damaged, duplicated, incorrectly ordered or shipped.

Methods of return for all non-MDS authorized users include the following:

ShopUW+ and MDS authorized users must coordinate their product returns directly with MDS.

Toner Cartridge Returns

This contract allows for the purchase of new toner only. Remanufactured toner must be purchased using contract #505ENT-M19-REMANTONER-00. Empty/spent cartridges must be returned to Buy on Purpose or The Office Pal.

If the purchase of the cartridge was made from Staples, the empty/spend cartridges should be returned to Staples. Authorized Users should designate a receiving area for toner returns (i.e. front desk, loading area, etc) and identify the area with the delivery driver(s) that service the building. This area may be the same as the area used to return other contract items.

Empty cartridges should be returned in their original packaging to protect them during transit.

Delivery drivers will pick up empty cartridges with regular pick-ups of other returned products. Authorized Users with additional needs must contact Staples customer service to have a pick-up formally scheduled.

Contact your designated Staples account representative for more information.

Requesting Printed Catalogs

The Staples catalog is free of charge and may be ordered via StaplesAdvantage website (website, WISBuy or ShopUW+). Search for “catalog” to locate the SKU to order.

DOA Waiver Request

Occasionally, it may be necessary to procure items from a source other than Staples. For example, a specialized product that Staples doesn’t carry yet falls under the scope of general office supplies. Another example would be if Staples cannot meet the required delivery date. A waiver from DOA must be obtained PRIOR to placing the order with an alternate source.

The waiver request must include:

· Agency/Work Unit Name

· Date of request

· Contact Name, telephone number and e-mail address

· Justification including business purpose need

· SKU and Product information

· Copies of e-mails or other communications with Staples indicating that Staples is unable to meet the requirement.

The Agency shall not proceed until the waiver is approved by the Contract Manager. Please allow for a 2-3 day turnaround time.

If you have questions, please notify Rob Penfield at 608-266-0817.

Product Blocking/Restrictions

Items which can be purchased via another mandatory State contract have been “locked out” or blocked from viewing on the StaplesAdvantage website. Although an item is viewable from the website, (WISBuy and StaplesAdvantage) it will be shaded in gray and marked as “restricted”. Occasionally, there may be items blocked in error. If a product is being discontinued or being removed from the StaplesAdvantage product offering, it might appear as a blocked item as well.

If an item is blocked yet isn’t something which isn’t part of another mandatory contract, it may be a blocking error or the product may not longer be available from Staples. If you identify an item which you believe should not be blocked, please contact the DOA Contract Manager.

It is possible to unblock an item for long term or one-time purchases, in special circumstances. Authorized users may contact the DOA Contract Manager and request for the item to be unblocked. It is up to the discretion of the DOA Contract Manager to determine if the request will be granted. Please allow 48 hours for unblocked items to appear unblocked in the StaplesAdvantage websites (WISBuy and StaplesAdvantage.com).

1. Work Center Item – Batteries

Opportunities, Inc. provides alkaline batteries (AA, AAA, C, D and 9V) to State agencies and municipalities. Non-Alkaline batteries and batteries which are not the sizes mentioned above can continued to be ordered from Staples.

2. IT Items

Technology-related products such as computer hardware and software should not be purchased from Staples. Most IT products are covered by a series of mandatory contracts for laptop, desktop, personal and tablet computers. In the future, however, there will be a short list of IT related peripherals which will be allowed on the contract.

If you have questions about these restrictions, please contact the Office Supplies contract manager. If you have questions regarding the IT contracts, please search VendorNet for more information on the Contract Manager to contact.

3. Office Papers

Copier/Printer/Multipurpose paper may be ordered from Staples; however, the Authorized User is limited to State selected products and a convenience quantity of 1-10 cases. This restriction applies to State Agencies and UW campuses only; Cooperative purchasing groups may purchase any paper products offered by Staples and in any quantity.

4. Office Furniture

Office furniture should be purchased from Badger State Industries (BSI) or from the mandatory Statewide furniture contract. Many furniture items (excluding chair mats) listed in the Staples catalogs are blocked/restricted for this reason.

Note: Staples is listed as an Authorized Dealer for several of the awarded vendors on the office furniture contracts. It is appropriate, when sourcing these manufacturers, to purchase office furniture products from Staples.

If the office furniture contract does not meet your needs, contact the State Bureau of Procurement Contract Manager, Rob Penfield at 608-266-0817, The table below shows additional blocked categories and contracts which could potentially be used.

Contract number . . .

End Date

June 30, 2023

Shopping Lists/ Favorites

A Shopping List, can be used in the Staples punchout and the StaplesAdvantage website, is a method that the Authorized User can use to “save” information about frequently ordered items to streamline order placement.

There are 2 types of Shopping Lists within the Staples punchout and StaplesAdvantage site.

1. Personal Shopping List – is created on StaplesAdvantage and contains items which an individual orders frequently. An individual may have multiple shopping lists, i.e., one for each department or section they order for.

2. Global Shopping List – must be created by contacting Staples for set up. This Shopping list is one which would be available to all Authorized Users in your Agency. It can be used to direct Authorized Users to order specific items to help better manage budget dollars. Contact Becky Strunk for assistance in setting up a Global Shopping List.

A Favorite, used by ShopUW+ authorized users only, is a saved list of commonly purchased items from Staples (and or other Vendors) where you can save categories of items. Quantities for products can be saved as well. A favorite can be business unit wide or a personal favorite and can be setup by an authorized user without assistance from Staples.

Frequently Asked Questions

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 having discounts based upon product categories to a flat, fixed discount of 25% off List Price.

3. 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.

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.

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