City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Community Services
Meeting Date: December 15, 2025
Report #:2511-5423
TITLE
Approval of Amendment No. 2 to Contract S20176706 with FolgerGraphics, Inc. to Reduce the Scope of Services for Professional Printing and Distribution Services of the Enjoy! Activity Guide through March 2026; CEQA Status – not a project.
RECOMMENDATION
Staff recommends the City Council approve and authorize the City Manager or their designee to execute Amendment No. 2 to Contract S20176706 with FolgerGraphics, Inc. (Attachment A) to reduce the scope of services to align with budgetary reductions for the department.
BACKGROUND
The Enjoy! Activity Guide that is produced by the Community Services Department (CSD) provides the community with information about class and program offerings, special events, facility rental information, locations and features of parks and open space preserves throughout the City, as well as information on programming for other City departments (for example, Library) and community partners. FolgerGraphics has printed roughly 160,000 Enjoy! Activity Guides per year (40,000 prints of four activity guides) and prepares the activity guide for mail distribution and delivers the copies to the Post Office. In the Fiscal Year 2026 revised budget action1, the Council directed staff to pinpoint areas where we could reduce our budget without significantly affecting services provided. The scope reduction for the contract will eliminate mailing and cut down the number of catalogs printed to roughly 1,000 copies per season (instead of 40,000). The Enjoy! Activity Guide will continue to be posted on our website in a digital, flip-through version, for the community to view in advance of registration. An expansion of on-call services for possible printing needs to support the Cubberley Master Planning efforts for the department is being added.
1 City Council, September 8, 2025; Agenda Item #18; SR #2506-4818, https://portal.laserfiche.com/Portal/DocView.aspx?id=221264&repo=r-704298fc&searchid=8e698f50-61d1-4479- b179-70ad18aaefb9
ANALYSIS
A Request for Proposals was released from October 21, 2019 through November 12, 2019. Four bids were received and the contract was awarded to FolgerGraphics. The first contract term was March 16, 2020 to March 15, 2023 with a total not-to-exceed amount of $211,845.
Amendment 1 covered the term of March 16, 2023 through March 15, 2026, for a not-to- exceed amount of $235,200. This is in alignment with the fees set forth by FolgerGraphics Inc., in which the catalogs will increase at a printing rate of $0.02 per catalog per year.
Amendment 2 will scale down the scope of services requested to reflect the budgetary cuts that were adopted as part of the FY26 budget cycle but will add options for on-call services to support other department projects. Catalog costs will remain at $0.51 per print, the amendment will lower the total number of printed copies from 40,000 per season to approximately 1,000 per season. On-call services will be added, these may include postcards, (sizes varied, full color, glossy) at $0.12 per card, and an option for a 12-page mailed mini catalog at $0.30 per catalog. With the addition of the on-call services to support the Cubberley Master Planning efforts, the current not-to-exceed amount will not be adjusted but instead be allocated toward the optional on-call services. When this contract ends in March 2026, a request for proposals will be issued to determine a printer for future catalogs.
Staff recommends amending the existing contract instead of issuing a new RFP to ensure that marketing for the Community Services Departments programming, special events, and resource list for the community, continues to reach residents of the City without interruption. From discussions with other Community Services Departments and Recreation staff within Santa Clara County, staff learned that other vendors would not be able to meet the City’s Zero Waste Program requirements. Staff also assessed the time and resources required to transition to a different printing and distribution provider and doing so would create a delay in producing the Community Services Departments Enjoy! Activity Guides and disrupt the seasonal programming registration dates.
In consideration of maintaining direct and continual communication with our community, staff is recommending an amendment to the contract with FolgerGraphics Inc. Community Services Department staff is satisfied with the performance from FolgerGraphics Inc. FolgerGraphics Inc., currently complies with the City’s Environmentally Preferred Purchasing policies and the requirements of the City’s Zero Waste Program.
FISCAL/RESOURCE IMPACT
No further budget action is needed due to the reduction in scope. The Summer Camp and Spring 2026 catalogs will be the final two activity guides printed under this contract. With the amendment, staff expect to collectively spend $2,000, a significant reduction compared to the Fall 2025 and Winter 2026 catalogs, which totaled $54,400, including postage. CSD staff will monitor registration numbers to assess if there is a need to reinstate mailing the Enjoy! Activity Guide in future years. Funding for future years will be subject to Council’s adoption of future budgets, and if necessary, requests for additional funding in alignment with escalating contract costs will be brought forward as a part of the City’s annual budget development process.
Funding for on-call services to support the Cubberley Master Planning efforts has been budgeted through the Cubberley Community Center Redevelopment CIP Project (Project CB- 26000).
STAKEHOLDER ENGAGEMENT
As stated above, CSD staff are reducing the scope of services to align with the FY26 budget reductions. CSD staff have notified the community of the change in Enjoy! Activity Guide distribution in the last mailed out copy of the Winter 2026 Enjoy! Activity Guide.
ENVIRONMENTAL REVIEW
Approval of this contract amendment is not considered a Project as defined by the California Environmental Quality Act (CEQA).
ATTACHMENTS
Attachment A: Folger Graphics, LLC. Contract S20176706, Amendment 2 APPROVED BY:
Kristen O'Kane, Community Services Director