Specifications include, but are not limited to: 6.1 Each Department shall work directly with the vendor or its assignee in ordering and delivery of office supplies. 6.2 The City of Broken Arrow utilizes a stockless office supply program. It is intended that all office supplies be ordered through the Internet with a few exceptions. Each end user must have its own login and password access. 6.3 All orders must include the department name, contact name, city account, order # and delivery location with special delivery options. Each order must be delivered to the specific building listed on the order form. Each department order must be packaged separately and include a packing slip indicating the department name, contact name, account number, itemized contents and associated pricing. City of Broken Arrow delivery locations include but not limited to the following locations listed on Exhibit 1. 6.4 Unless otherwise stated, merchandise must be delivered F.O.B. destination with no transportation charges. The City of Broken Arrow will pay for freight charges only on special orders or orders that require rush shipping per our request. • NOTE: Deliveries must be made at least twice weekly, on Tuesdays and Thursdays prior to 2:00 pm. Delivery days on holidays will be moved to the next business day. 6.5 A detailed monthly billing is to be itemized by each Department, listing a detail of each order. Attached to invoice shall be copies of signed receiving/delivery tickets showing proof of delivery and acceptance for all items on the monthly bill. Monthly billing will be directed to the Purchasing Manager no later than the 10th of the following month. The City of Broken Arrow will provide payment to vendor on a monthly basis. 6.1.6 The City of Broken Arrow will not guarantee quantities that will be purchased under an awarded contract. In addition, The City will not guarantee a minimum annual expenditure with the awarded vendor. 6.1.7 The City of Broken Arrow is exempt from Oklahoma Sales Taxes by law, and such taxes shall not be included in bid prices. The City will provide documentation of tax exemption upon request. 6.1.8 The City of Broken Arrow currently budgets approximately $92,000 for office supplies per year, which is distributed among various departments. 6.1.9 The funds allocated for office supplies are budgeted by each department. This is not a guarantee or commitment to spend the indicated amount but is intended to provide vendors information on which to base an estimate of potential contract volume. The City of Broken Arrow reserves the right to increase or decrease volumes of office supplies as needs determine.
