Fremont City Council Meeting: 06/09/26 07:00 PM
3300 Capitol Avenue Div/Dept: City Manager's Office
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5738) DOC ID: 5738
Updated: 6/5/2026 9:06 AM by Alberto Quintanilla 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., for the printing and delivery of the City of Fremont newsletter, in an amount not to exceed $263,960 for a 5-year term.
Contact Persons:
Name: Cheryl Golden Anthony Choi
Title: Communications Manager Management Analyst I
Div/Dept: City Manager's Office City Manager's Office
Phone: 510-284-4025 (510) 284-4015
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 a five-year term beginning July 1, 2026, which includes a base 3-year term and two 1-year extension options and accounts for Consumer Price Index (CPI) adjustments. The total not-to-exceed compensation amount will be $263,960.
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 is typically published and distributed, but not limited to, three to four times per fiscal year. Each newsletter ranges from 4 to 16 pages, and approximately 85,000 copies are printed per cycle and mailed or distributed at City facilities.
Discussion/Analysis: A Request for Proposals (RFP #26-019) for printing and delivery of the City of Fremont Newsletter was published on March 24, 2026. On April 24, 2026, the City received one proposal in response to RFP #26-019. The sole proposal the City received was from FolgerGraphics, Inc.
The City staff reviewed the information provided by the proposer, including its responses to the inquiries in the RFP with regard to the scope of services, costs/billing rates, and printing and delivery timelines. Upon review, the City staff determined that the proposer, FolgerGraphics, Inc., satisfied the City’s requirements listed in RFP #26-019 for services to be rendered. As a result, the City staff concluded that FolgerGraphics, Inc., is the only qualified responder.
Council Staff Report (ID # 5738) Meeting of June 9, 2026 Updated: 6/5/2026 9:06 AM by Alberto Quintanilla Page 2 The proposed term of the agreement is for July 1, 2026, to June 30, 2031, approximately 5 years total, inclusive of two 1-year extension options and Consumer Price Index adjustments. The CPI adjustment applies to service costs after year one at 4% each year until the end of the proposed term.
Upon execution, the total not-to-exceed compensation amount will be $263,960.
The specified total not-to-exceed amount would allow the City to produce up to three issues of the City of Fremont newsletter per year, with up to 16 pages per issue for a quantity range of 85,000 to 89,000 newsletters being produced. The postage is to be paid by the City.
The breakdown of cost is as follows:
• Total Cost:
o Year One Cost Range - $46,785 to $48,735
o Five Year Cost Range - $253,400 to $263,960
• Breakdown of the total cost by five fiscal years, plus CPI adjustments:
o Year One Cost Range: $46,785 to $48,735
o Year Two Cost Range: $48,656 to $50,684 (4% CPI)
o Year Three Cost Range: $50,602 to $52,711 (4% CPI)
o Year Four Cost Range: $52,626 to $54,819 (4% CPI)
o Year Five Cost Range: $54,731 to $57,011 (4% CPI)
• Cost for 3 years only: $146,043 to $152,130
• Cost for 2 one-year extension options: $107,357 to $111,830
Should the City plan to produce a fourth newsletter within a given fiscal year, the City staff will adjust the number of pages to fit the cost within the total dollar amount allocated for that fiscal year.
Fiscal Impact: The first-year funding for the printing and delivery of the City of Fremont newsletter is included in the Fiscal Year 2026/27 Proposed Operating Budget. Funding for subsequent years will be requested as part of the City’s annual budget process.
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) and it has no possibility of a significant effect on the environment, as specified in CEQA Guidelines Council Staff Report (ID # 5738) Meeting of June 9, 2026 Updated: 6/5/2026 9:06 AM by Alberto Quintanilla Page 3 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 a five-year term with a total amount not to exceed $263,960.