Fremont City Council Meeting: 09/12/23 07:00 PM
3300 Capitol Avenue Div/Dept: Community Services
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4982) DOC ID: 4982
Updated: 9/5/2023 11:43 AM by Susan Gauthier Page 1
SERVICE AGREEMENT FOR PRINTING AND MAILING SERVICE WITH FOLGER GRAPHICS - Approve and Authorize the City Manager or Designee to Execute a Service Agreement for Recreation Division Printing Services with Folger Graphics Contact Persons:
Name: Michael Sa Suzanne Wolf
Title: Recreation Superintendent II Community Services Director Div/Dept: Community Services Community Services
Phone: 510-494-4372 510-494-4329
E-Mail: [email protected] [email protected]
Executive Summary: The purpose of this report is to recommend that the City Council authorize the City Manager to execute a service agreement for the Recreation Division printing services with Folger Graphics, for five years in an amount not-to-exceed $691,000, with up to a 5% yearly Consumer Price Index (CPI) adjustment that the City may consider annually. The not-to-exceed amount for fiscal year 2023/2024 is $125,000.
BACKGROUND: The Community Services Department Recreation Division produces several print marketing brochures, newsletters and pamphlets to inform City of Fremont residents and customers about program and camp offerings throughout the year. These print materials include, but are not limited to, four program brochures and two bulletin newsletters. The program brochures range between 28-60 pages in length and 65,000- 85,000 in total copies printed per cycle. The bulletin newsletters range between 4 -12 pages in length and 10,000-20,000 in total copies printed per cycle.
DISCUSSION/ANALYSIS: A Request for Proposals (RFP #23-024) to renew printing services for the Community Services Department was publicly released on May 4, 2023.
Services requested in the RFP included, but were not limited to, the following:
• Printing Recreation Guides
• Printing Bulletins
• Mailing Recreation Guides
• Mailing Bulletins
The City received five competitive proposals for these services including: Color Printing, Courier Graphics, Dakota Press, Folger Graphics and Wesco. These proposals were evaluated by three raters applying the following factors: qualifications, service fees, and responsiveness. Folger Graphics scored the highest and City staff recommends entering into a contract with the company.
FISCAL IMPACT: All City costs associated with this agreement are covered by the department’s operating budget for the Recreation Cost Center, adopted through the annual budget process.
ENVIRONMENTAL REVIEW: The agreement for printing services is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without Council Staff Report (ID # 4982) Meeting of September 12, 2023 Updated: 9/5/2023 11:43 AM by Susan Gauthier Page 2
limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or 15378(b)(5) and as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment pursuant to CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATION: Award the agreement and authorize the City Manager or designee to execute a five-year contract, through June 30, 2028, with Folger Graphics in an amount not-to-exceed $125,000 annually, with up to a 5% annual Consumer Price Index adjustment that the City may consider, for a total not-to-exceed amount of $691,000.