Contract Summary

Alternate ContractSource #618-001-07-ACS, Office and Classroom Supplies

Effective January 29, 2007 through January 1, 2010

Table of Contents:

1. Scope
2. Customer Service
3. Fax Orders
4. Phone Orders
5. Internet Orders
6. Special Orders
7. Minimum Order Size
8. Furniture
9. Return Policy and Process
10. Billing and Remittance
11. Discount Structure
12. Rebates and Price Sheets

1. Scope

The State of Florida has adopted the U.S. Communities National Cooperative Contract No. 42595 as its new alternate contract source for office and classroom supplies. This alternate contract source offers deeper discounts, additional savings and rebates above what the previous contract offered.

2. Customer Service

The Office Depot Customer Service Team can be reached at Phone Number: (888) 777-4044. Customer Service Hours: 8 a.m. - 5 p.m. E.S.T., Monday - Friday

To place an order:

• By Fax: (800) 973-3376
• By Phone: (888) 777-4044

Order cut-off times for next day delivery are as follows:

• By Fax: 4:00 p.m. E.S.T. (Fax received time)
• By Phone: 5:00 p.m. E.S.T.
• By Internet: 5:00 p.m. E.S.T.

3. Fax Orders

Use the Office Depot (800) number to fax in your order.Fax number is (800) 973-3376. Fill out your requisition form and make sure the information below is included on your requisition. This information is to insure all orders are placed and shipped correctly.

• Product Information
• Account Number
• Quantity
• Ship To Location
• Office Depot 6-digit Item Number
• Purchase Order
• Catalog unit of measure
• Attention To
• Description
• Phone Number

4. Phone Orders

Use the Office Depot (888) number to call in your order.The phone order number is (888) 777-4044.For quick service when calling in your orders, please have the following information ready for your Customer Service Representative:

• Account Number
• Ship To Information
• Contact Name and Telephone Number
• Purchase Order (if required)
• Items to Order (Please use Office Depot 6-digit item numbers)
• Form of payment (i.e. procurement card or P.O. number)
• Quantity of Item (Reminder:Use the Office Depot catalog unit of measure.This unit of measure is to properly insure 100% quality on the placement of all customer orders.)

5. Internet Orders

Use your Office Depot assigned user name and password to access the Office Depot Business Solutions Division (BSD) website for online ordering. The online ordering instructions are as follows:

Instructions for logging into the on-line catalog:

• Go to the Office Depot Business Solutions Division website address of https://bsd.officedepot.com
• The Please Log In window appears. Enter your assigned username and password.
• Select Start Shopping.
• Start Shopping
• When you select Start Shopping, the Office Depot Business Solutions Division homepage appears.
• If this is your first time on the site or your password has expired, the Change User Login screen will appear asking for a new password & confirmation. When finished, select Start Shopping.Reminder: Check your method of payment when placing your order.

If you are not a State MyFloridaMarketPlace user and/or are a using agency and do not currently have an account with Office Depot you will need to click on the below link to begin the setup process for your account. Note: A new username and password takes approximately 24 hours to set up.

Office Depot Registration Form (html 8.93 kB)

6. Special Orders

If you cannot find a product in the Office Depot catalog, you have the ability to place a special order for the item. To inquire about Special Orders, please contact Customer Service or your Office Depot Account Manager. They will do the research to find the product you need.

7. Minimum Order Size

This contract offers customers free delivery on supply orders with no minimum order size required, however everyone is encouraged to consolidate orders to over $75 per order if possible. The larger order amount allows the vendor to save on delivery cost’s (ex. high fuel costs, driver costs, etc.) and allows the agency to save on the processing costs associated with multiple small orders. :

Note: See Section 8 regarding special costs associated with furniture deliveries.

8. Furniture Orders

Furniture is not a core item under this contract but is available for purchase if needed.Furniture deliveries are subject to the following delivery charges:

• $24.99 for local deliveries (within 50 miles of an Office Depot store or distribution center).
• $39.99 for rural deliveries.

Note: If ordering substantial amounts of furniture, customers are encouraged to purchase products off the state contracts created specifically for the purchase of furniture.

9. Return Policy and Process

The Office Depot policy states that your complete satisfaction is their primary concern. If you are dissatisfied for any reason, you will receive full credit. Simply return the general supply item, in its original packaging, within 30 days. Technology and stocked furniture items may be returned in its original packaging, within 14 days. Note:Returns on stocked furniture are subject to a freight and / or restocking charge, and must be in new condition.

Note:Special order non-stocked merchandise will be ordered upon request, but, unfortunately may NOT be returned. The process is as follows:

Step #1: Call the Customer Service Department and provide your representative with all the pertinent information including your invoice number and SKU number of the product being returned / credited.

Step #2: Give a brief description of the reason for the return / credit such as:

• Product is damaged or defective
• Delivery related
• Original order incorrect
• Customer request

Note: Please do not write on the boxes or product being returned.

10. Billing and Remittance

To change your billing address, please contact the Customer Service Department at (888) 777-4044.

Please direct payment questions to the Office Depot Corporate Headquarters Accounts Receivable Department at (561) 438-1222.

Office Depot’s Federal Identification number is 59-2663954.

Credit Terms: Office Depot’s standard terms are net 30. Payments of purchases should be sent to:

Office Depot
P.O. Box 633211
Cincinnati, OH 45263-3301

11. Contract Discount Structure

The US Communities contract discount structure is as follows:

• Contract offers a 500 item core product list updated two times per year.List is heavy in toner related products.
• Contract offers a 4000 item Everyday Office Essentials (EOE) catalog updated two times per year. This catalog represents approximately 70% of spend from the previous US Communities contract.Discount for the EOE catalog is 70% off MSRP with 15% floor.

Note: Core and EOE lists are found on the website under Price Lists as an Excel document.Each list is found within the workbook on its own individual worksheet.See bottom of page for tabs.

Discount structure on contract for supplies is 70% off MSRP with 15% floor.Note: Floor means that vendor will never go below their actual cost for a product. Price for a product that would sale below the vendor’s actual cost will be their cost plus 15% to allow for vendor’s operational expenses such as transportation, overhead, labor, etc.

Balance of line products (approximately 10,000+ items) are priced at 45% discount with 15% floor. Exception: Special ordered items and items shipped directly from a manufacturer.

Office Equipment: Prices fluctuate daily due to technology. Some products are found in all classifications (core, EOE and balance of product line) and discount off MSRP is based on what group item is found in.

Furniture: Some products are found in all classifications (core, EOE and balance of product line) and discount off MSRP is based on what group item is found in.

Toner & Printer Cartridges: 500 item core list contains a large number of these products with deep discounts. Additional products can also be found on EOE and balance of product line categories.

12. Rebates and Price Sheets

As with any contract, there are some products on the core price list of the US Communities contract that are higher than Florida’s previous state contract core list (617-001-04-1). However, the decision to move to this contract was that overall this new contract will save the State of Florida significant dollars.

The US Communities contract offers the state “contract incentive discounts” totaling 6% for using the contract.A 5% Volume Discount tied to sales dollars and a 1% E-Commerce discount tied to P-Card transactions.The state has made the decision not to take these rebates in the form of cash/check but instead in the form of deeper discounts and lower prices on products purchased on the contract. State has allocated the rebate dollars to be used in the following manner for each twelve month reporting period:

(a) If any item on the US Communities core list is higher in price than the cost found on the old state contract core list (617-001-04-1) than Office Depot will reduce the cost of that item to mirror our old core list price. The new price list on the DMS website and BSD website was updated by Office Depot to meet this requirement.

Note: If you find any discrepancies, email the contract administrator the following information: (a) product number (b) product description (c) old state contract core list unit price and (d) what new core list price is listed as.Reminder: This is core list items only, not the entire catalog or items sold in local Office Depot stores. Office Depot store managers have the authority to offer special sales on products within their specific stores at any time that you will see nowhere else.

(b) Giving the customer deeper discounts on identified minimum order sizes outlined in Section 7.

(c) Obtaining deeper discounts and lower prices on frequently purchased, high volume products. Note: This product group will be reviewed each six months at DMS’s semi-annual contract review meeting with the contractor.