Office Supplies for Human Resources

The City of Pasadena is seeking an office supplies vendor for its Human Resources Department through an informal selection process (Project 2023-Informal-524). The contract will run from July 1, 2023, to June 30, 2024, with a requirement for office supplies delivery once to three times per week to 100 N. Garfield Avenue, Room S135. The procurement involves supplying 30 specific line items including dividers, labels, writing pads, pens, and toner cartridges, with vendors required to provide 24/7 online ordering capabilities, individual login IDs, and the ability to generate summary reports. Key vendor requirements include electronic invoicing through the city's vendor portal, submission of invoices within 7 days of delivery, and standard delivery within 2 business days. Critical submission deadlines include a question submission deadline of June 14, 2023, at 12:00 pm, and a proposal submission deadline of June 19, 2023, at 12:00 pm. Pricing evaluation will be based on the lowest Grand Total Price, with a sales tax rate of 10.25%, and an estimated annual order quantity of approximately 120 orders.

The solicitation emphasizes equal employment opportunity and appears to have provisions for local hiring preferences. Vendors must complete several administrative forms, including a Unique Entity Identifier (UEI) form, a Relevant Experience Form demonstrating prior project capabilities, and workforce utilization forms (AA-1, AA-2, AA-3) that collect demographic and employment information. While no specific set-aside designations are explicitly stated, the comprehensive documentation suggests a commitment to diverse vendor participation. The contract does not specify a precise budget range, but the detailed line-item list and requirement for online ordering infrastructure indicates a potential annual value in the mid-to-high five-figure range. Vendors must also be prepared to integrate with the city's existing technology infrastructure, as evidenced by the detailed Department of Information Technology (DoIT) Technical Questionnaire, which requires comprehensive assessments of security, data management, and system compatibility.