Fremont City Council Meeting: 01/18/22 07:00 PM
3300 Capitol Avenue Div/Dept: City Manager's Office
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
STAFF REPORT (ID # 4528) DOC ID: 4528
Updated: 1/13/2022 5:44 PM by Susan Gauthier Page 1
SERVICE AGREEMENT FOR PRINTING AND DELIVERY OF THE CITY OF FREMONT NEWSLETTER - Authorize the City Manager to Execute an Agreement with FolgerGraphics Inc., in an amount not to exceed $155,070 Contact Persons:
Name: Cheryl Golden Geneva Bosques
Title: Communications Manager Director of Communications and Legislative Affairs
Div/Dept: City Manager's Office City Manager's Office
Phone: 510-284-4025 510-284-4094
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to approve and authorize the City Manager to execute a service agreement for printing and delivery of the City of Fremont newsletter with FolgerGraphics, Inc. for an approximately five-year term at $17,230 for the first year and $34,460 per fiscal year for the remaining four years for a total of $155,070.
BACKGROUND: The City Manager’s Office produces a printed City Newsletter, titled “City News” that is delivered to all Fremont households to keep residents informed about what programs, services, and events are offered throughout the year. This newsletter includes, but is not limited to, three to four newsletters per fiscal year. The newsletters range between 4 to 16 pages in length and approximately 81,000 total copies are printed per cycle and mailed or distributed at City facilities.
DISCUSSION/ANALYSIS: A Request for Proposals (RFP#22-005) for printing and delivery of the City of Fremont Newsletter was publicly advertised on October 1, 2021.
On Wednesday, October 20, 2021, the City received two proposals in response to RFP #22-005. An evaluation occurred consisting of City staff that rated the proposals using the criteria included in the RFP. The criteria weighed (1) Qualifications, (2) Schedule of Billing Rates, (3) Proposer Responsiveness, and (4) Samples Provided. For Qualifications, Proposer Responsiveness, and Samples Provided, both responders were closely matched; however, billing rates for FolgerGraphics, Inc. were considerably less in the Schedule of Billing Rates category. Based on the overall results, it was determined that FolgerGraphics, Inc. is the most qualified responder.
The proposed term of the agreement is for the remainder of the current fiscal year and the following four fiscal years, approximately five years total. Upon execution, the total not to exceed amount will be $155,070. The not-to-exceed amount for the first partial year would be $17,230, and $34,460 for each subsequent fiscal year.
FISCAL IMPACT: Funding for the printing and delivery of the City of Fremont Newsletter was included in the Fiscal Year 2021/22 Adopted Operating Budget.
ENVIRONMENTAL REVIEW: The proposed action is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or 15378(b)(5) Staff Report (ID # 4528) Meeting of January 18, 2022
Updated: 1/13/2022 5:44 PM by Susan Gauthier Page 2
and it has no possibility of a significant effect on the environment, as specified in CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager or designee to execute a service agreement with FolgerGraphics, Inc. to provide printing and delivery of the City of Fremont Newsletter for an approximately five-year term with a total not to exceed compensation of $155,070.