Staples User Guide 11.22.17.doc

CONTRACT NO. 505ENT-M14-OFFSUPPLY-01

Statewide General Office Supplies and New Toner

Revised: August 17, 2017

STATE OF WISCONSIN

DEPARTMENT OF ADMINISTRATION

STATE BUREAU OF PROCUREMENT

Contract 505ENT-M14-OFFSUPPLY-01

Statewide General Office Supplies and New Toner

(Formerly known as 15-61598-400)

USER GUIDE

May 12, 2014 Revised: August 17, 2017 Statewide Contract Number:fillin Bulletin No." 505ENT-M14-OFFSUPPLY-01fillin Bulletin No."

Commodities and Product Categories: General Office Supplies and New Toner

RFP Number: 28118-CN Contract Period:fillin Bulletin No." April 1, 2016 - March 31, 2018 DOA Contract Managerfillin "DATE, USE ALL CAPS": Cathy Neidner (608) 266-3620 E-mail: catherine.neidner@wisconsin.gov 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.

Awarded Vendor:

Staples Contract and Commercial, Inc.

500 Staples Drive

Framingham, MA 01702-4478

Contract Term: April 1, 2014 – March 31, 2016

With three additional 1 year renewals

Customer Service: Phone: 1-877-826-7755 8AM – 5PM CST Monday-Friday

Fax: 1-877-609-7770

E-mail: scchalifax@staples.com

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

MDS: 6% 30, Net 45

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) https://solutions.sciquest.com/apps/Router/Login?OrgName=WisconsinMarketPlace

2. STAR/PeopleSoft eCatalog (punchout catalog)

3. StaplesAdvantage website at https://staplesadvantage.com.

Contact Information: A list of Designated Representatives can be found on VendorNet.

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.

Agencies that have mandated use of WISBuy for order placement are:

Department of Corrections

1. WISBuy PCard Marketplace (preferred method for State Agencies) If you do not have a WISBuy Pcard Marketplace login please contact your Business Unit Administrator to gain access the WISBuy Pcard Marketplace site and request a login. Please allow adequate time for new login approval process. You must also confirm with Staples that your shipping location has been established in the StaplesAdvantage punchout.

Log onto WISBuy Pcard Marketplace and use StaplesAdvantage punchout catalog to place your order.

https://solutions.sciquest.com/apps/Router/Login?OrgName=WisconsinMarketPlace

2. WISBuy eCatalog (STAR/PeopleSoft)

WISBuy eCatalog may be accessed via the PeopleSoft requisitioning process. Requisitioners will begin procurement activity within PeopleSoft; Browse and create requisition within WISBuy eCatalog/StaplesAdvantage punchout. Upon completion of requisition, user will be returned to PeopleSoft requisition to obtain the necessary approvals etc. Once requisition has been budget checked and approvals received, WISBuy eCatalog and the supplier will be notified of the purchase order.

Note: When creating a requisition, DO NOT copy previously issued orders. The WISBuy eCatalog 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 p-card the preferred 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 Charlene Pleiss at charlene.pleiss@staples.

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. Retail Store

A Retail store option is available for emergency purchases or occasional purchases only. The preferred method of ordering is via website (either WISBuy, StaplesAdvantage on Shop@UW). Staples will honor the State’s contract pricing at a retail store but only if an individual has pre-registered. The registration period takes several weeks. It will be at the discretion of each agency or campus to determine if retail store purchasing will be allowed.

For more information, please contact DOA Contract Manager.

5. Shop@UW (only available for UW Systems customers)

UW Systems customers should access the contract through Shop@UW. If you do not already have an account please contact Shop@UW Customer Service at (608) 497-4400 or shopUW@bussvc.wisc.edu.

(http://www.bussvc.wisc.edu/shopuw/shopuw.html)

Training

MDS and Shop@UW end users should contact MDS customer service or Charlene Pleiss for assistance with training needs. Charlene.pleiss@staples.com

1. WISBuy User Training

· If you plan to utilize WISBuy PCard Marketplace:

· Contact your Business Unit Administrator to schedule training.

· The KIT (Knowledge, Management, Improvement and Training) Section of the State Bureau of Procurement provides PCard Marketplace Training. The StaplesAdvantage site on WISBuy is a punchout enablement, therefore you will need to learn and understand WISBuy ordering processes and how it relates to the StaplesAdvantage punchout site.

· 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.

Contract your Business Unit Administrator to schedule training. Additionally, Contact Knowledge Management, Improvement and Training (KIT) section of the State Bureau of Procurement is available as a resource. The StaplesAdvantage site is a punchout enablement, therefore, you will need to learn and understand 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 Charlene Pleiss at charlene.pleiss@staples.com to discuss your specific needs.

Pricing

There are 2 methods of pricing on the contract:

1. Core Items – These items represent frequently used items and 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).

If there is 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.

A list of core items (General Office Products, Toner and Paper) can be found on VendorNet.

2. Fixed Discount Off List - All other items offered by Staples a fixed discount off list. The discount percentages vary based upon product categories. The table below depicts the discounts given by category.

44102000

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. As of July 1, 2015 the 1% Large Order Discount changed from a discount offered at time of order to an annual rebate given at the end of the year. Large Order Discount 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

With the exception of Shop@UW 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:

Shop@UW 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 from EIS using contract #505ENT-M13-REMANTONER-01 and empty/spent cartridges returned to EIS.

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 Shop@UW). 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 Cathy Neidner at catherine.neidner@wisconsin.gov or 608-266-3620.

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 you identify an item which you believe should not be blocked, please contact the DOA Contract Manager. Additionally, in special circumstances, it is possible to unblock an item, long term or as a one-time purchase. 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 to unblock will be granted. Please allow for 48 hours for unblocked items to appear unblocked in the StaplesAdvantage websites (WISBuy and StaplesAdvantage.com).

1. Work Center Items – Writing Instruments

Pens As a service to the State of Wisconsin, Staples stocks and sells ballpoint pens from the State-Certified Work Center, Industries for the Blind (IFB). The pens offered in the Staples catalog which are comparable to IFB pens have been blocked from agency purchase and automatically will be substituted with the IFB products.

Pencils

As a service to the State of Wisconsin, Staples stocks and sells pencils from the State-Certified Work Center, Industries for the Blind (IFB). There is only one product being offered by IFB at this time; Part Number L-5234 #2 Medium Pencil. All other pencils are unblocked in the Staples catalog and available for purchase by State end users.

Note: IFB L-5234 is comparable to a Dixon pencil. There are 3 SKUs blocked in the Staples Catalog: DIX13882, 138180 and 487129.

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.

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.

Staples also partners with the State-certified work center, Wiscraft, to provide privacy screens for computer monitors.

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 mandatory contract 505ENT-M15-OFFFURNITUR-00 or 505ENT-M15-BSIOFFURN-01 and not from Staples. 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, Cathy Neidner, at catherine.neidner@wisconsin.gov or (608) 266-3620.

The table below shows additional blocked categories and contracts which could potentially be used.

Contract number . . .

505ENT-U06-CANLINERS-01

(Vendors 01 through 58)

Agency Specific Blocking and Unblocking If desired, an Agency may request to have specific items, based on SKU, blocked from their Authorized Users. This blocking provides a mechanism for restricting Authorized Users from purchasing these items. Please note that if Agency Specific Blocking it implemented all business units/departments within the agency will be blocked.

If interested in applying Agency Specific Blocking, please contact the DOA Contract Manager for the initial set-up. Once established, it will be the responsibility of the Agency to coordinate and maintain the blocking activities with Staples.

It is possible to unblock specific items for an agency if concession has been given by the DOA Contract Manager to allow purchase of items which would be normally blocked. An Example of this would be less than case quantities of MRO relation items like hand sanitizer, washroom soap or washroom towels. It is the discretion of the DOA Contract Manager if the unblocking would be allowed.

If you have questions, please notify the State Bureau of Procurement Contract Manager, Cathy Neidner, at catherine.neidner@wisconsin.gov or 608-266-3620.

Shopping Lists/ Favorites

A Shopping List, used by WISBuy PCard Marketplace and 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 WISBuy PCard Marketplace and StaplesAdvantage site.

1. Personal Shopping List – is created on the StaplesAdvantage site 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 Charlene Pleiss for assistance in setting up a Global Shopping List. Charlene.pleiss@staples.com A Favorite, used by Shop@UW 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.

Note: WISBuy also has the ability to create Favorites, however, in the case of the Staples enablement on WISBuy (punchout vs. hosted) shopping lists should be created and maintained within the StaplesAdvantage site in lieu of a WISBuy favorite.