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Indiana Department of Administration

IDOA > Procurement > Active Contracts and QPAs > Quantity Purchase Agreements > Office Supplies, Toner & Paper Office Supplies, Toner & Paper


QPA#10516 has been awarded to Staples Business Advantage as a result of a competitive bid process (RFP 8-26). Through this contract, Staples provides office supplies, toner and paper to Indiana State Agencies.

QPA summary:

  • Contract Manager: Megan Lawson
  • Phone: (317) 234-0067
  • E-mail: mlawson@idoa.in.gov
  • Contractor: Staples Business Advantage (SBA) Program. SBA is the Contract division of Staples, Inc
  • Order start date: Monday, 3/31/08.

Advantages:

  • Contract pricing with significant discounts off the manufacturer’s list price.
  • Industry-leading internet ordering with PeopleSoft.
  • Free next day delivery on all in-stock orders approved by 5:00 PM.
  • Dedicated Account Managers and experienced Government Customer Care Team
  • Emergency orders at retail stores (contact the contract manager above for details).
  • Increased overall savings to your agency

Minimum Order Quantity:

The Department of Administration and office supply partner Staples Business Advantage have found that consolidation of supply orders to a $50 minimum results in significant savings on office supplies.  As an incentive for implementing a minimum order quantity (MOQ), agencies state-wide will receive an additional 2% discount off of the price for market basket items.   Read the flyer for more information.

Resources:

* This market basket list may not represent recent modifications or deletion of SKU's. Please contact the Contract Manager to receive the latest version of the market basket.

Contract Requirements:

  • Next-day delivery if orders are placed before 5:00 PM
  • Target: 100% fill rate.
  • All orders are FOB Destination with no shipping charges for all products
  • All payments shall be made in arrears in conformance with State fiscal policies and procedures.
  • Backorders will not be billed until shipped. Contractor will make every effort to accommodate your needs.
  • Contractor allows purchases through their retail stores.
  • Account Managers and vendor representatives are available to discuss your needs and how their products will help you meet them.

Pricing:

  • Prices will not be adjusted on the products in the market basket without permission of IDOA/Procurement.
  • Requests for price increases will be submitted to IDOA/Procurement Division for review. 
  • Contractor will submit price increase requests to IDOA/Procurement that are a direct result of a force majeure event as soon as possible.
  • Request for price increases will be accompanied by sufficient documentation for the State’s review and consideration. 

QPA ordering process: Orders will be placed using a punch-out catalog via PeopleSoft.

Ordering – Best Practices:

  • Research the products!
  • Alert Contract Manager if an error occurs while placing an order via punch-out.
  • Important: Closely monitor what is in your shopping cart!
  • Alert Contract Manager if an error occurs while placing an order via catalog method.
  • Important: Always double-check the order for correctness before converting from a requisition to a PO!
  • Notify Customer Service if there is a discrepancy in product count (vs. shipping documents), and / or damaged product. Take digital pictures (at your discretion).
  • Advise Contract Manager on all quality or customer service issues via Issue Logs, Commodity User Group meetings or direct correspondence.

Returns:

  • To return an ordered item: contract Staples customer service 877-826-7755.
  • Customer Service requirements to initiate discussion:
    • The State account number: 1043182
    • The associated Purchase Order # in the following format: (00000.00000000000).

QPA Contract Management:

Vendor Management and Supplier Performance team created to promote savings from large contract through monitoring vendor performance and increased cooperation with state agencies.

  • Control Pricing: Price increases will be submitted to IDOA/Procurement Division will be reviewed and analyzed before such price increases take effect.
  • Maximize usage: The vendors will provide reports (monthly, quarterly and year-to-date) which will be used to proactively audit agency compliance / non-compliance.
  • Monitor contract scope: Additional work or change the scope of the work will not occur until authorized in writing by IDOA.
  • Vendor performance: Monitoring the contractor’s performance through quantitative analysis: Vendor Scorecards, Issue Logs and Commodity User Group Meetings.