PORT OF SEATTLE 
MEMORANDUM 
COMMISSION AGENDA                      Item No.         4h 
ACTION ITEM 
Date of Meeting      October 27, 2015 
DATE:     October 13, 2015 
TO:        Ted Fick, Chief Executive Officer 
FROM:    Dave Caplan, Senior Director, Strategic Initiatives 
Nora Huey, Director, Central Procurement Office 
SUBJECT:  Office Supplies 
Estimated Amount of This Request:      $1,300,000 
Source of Funds:                  Operating Budgets 
ACTION REQUESTED 
Request Commission authorization for the Chief Executive Officer to execute a contract for up to 
five-years (1 year initial term with four one-year options) for office supplies.  The estimated
value is $1,300,000 for five years. 
SYNOPSIS 
The Port will contract for office supplies with one vendor, selected via a competitive
procurement. This will result in cost savings of about 5% annually, and increase staff efficiency
by reducing and simplifying the procurement process, and reducing redundant purchasing
activity. This new process changes our current practice of every department ordering and
stocking individual needs. The Port is developing a core list of high-volume, standardized items
and may establish central supply rooms so that each department is not required to store their own
supplies.  We anticipate that a standardized list of core supplies will provide better volume
discounts, more visibility to usage and pricing, promote utilization of environmentally sound
products, and eliminate individual time spent searching the supply catalog to order items
individually. 
BACKGROUND 
In August 2009, the Port of Seattle adopted an Environmental Purchasing Policy. In recent years
the Port has utilized a cooperative agreement with the City of Seattle contract for office supplies.
During this time purchasing supplies has been accomplished by individual departments and
groups resulting in redundant purchasing activity and mini-supply areas within each department
or group's office area.  By developing a standardized list, buying in bulk, and limiting the need 
for next day delivery, we can more effectively achieve cost reduction, reduce staff time and meet
our environmental goals.

COMMISSION AGENDA 
Ted Fick, Chief Executive Officer 
Page 2 of 3 
REQUEST JUSTIFICATION AND DETAILS 
Project Objectives 
This procurement has three main objectives: 
Cost savings  Reduce Current Office Supply Annual Spending of $300,000 by 5%. 
Staff efficiency  Simplify the procurement process, standardize products Port-wide. 
Port environmental goals  Support the Port of Seattle Environmental Purchasing Policy. 
Schedule 
Commission authorization and office supply procurement in Q4 2015, implementation in Q2 
2016. 

FINANCIAL IMPLICATIONS 
Budget Status and Source of Funds 
This is not a request for funding. The costs for office supplies are within the annual approved
expense budget. 
Financial Summary 
By implementing a contract  for office  supplies  from a single vendor, we will increase
efficiencies, reduce cost, and establish more accurate "spend" data to assist in managing Port
expense budgets. 
STRATEGIES AND OBJECTIVES 
This contract supports the following Port objectives and values: 
Century Agenda objective of meeting conservation and renewable resources. 
Value of responsible stewardship of community resources and the environment. 
Lean - by reducing waste implementing the Port-wide procurement of office supplies. 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1) Continue with current practice of purchasing office supplies from multiple
locations with non-standard products; this does not support our future procurement goals. 
Pros: 
No disruption to organization's current business practice. 
Staff has more choices of office supplies to meet individual preferences and store their
supplies in office area nearby.

COMMISSION AGENDA 
Ted Fick, Chief Executive Officer 
Page 3 of 3 
Cons: 
Pay higher costs by not reducing and consolidating supplies. 
Reduced efficiency by employees ordering supplies. 
Cannot maintain standard list or ensure environment goals. 
This is not the recommended alternative. 
Alternative 2)  Establish one vendor for office supplies and establish standardized office
products list.
Pros: 
Cost savings due to consolidating supplies and ordering in bulk. 
Better implementation of Environmental Purchasing Policy by establishing a standard
supply list. 
Consolidate delivery of supplies, reducing the carbon footprint and packaging. 
Improved spend analytics for visibility of cost, product consumption, management of
standardized list and green supplies. 
Cons: 
Disruption to organization's current business practice during transition. 
This is the recommended alternative. 
ATTACHMENTS TO THIS REQUEST 
None 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
None