July 2, 2024
Library and Community Services
DATE: July 2, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
LaShonda White, Deputy City Manager - Community
Services
Ranjana Maharaj, Deputy Director of Community
Services - Recreation
Angelica Howay, Administrative Services Coordinator
Subject:
Contract With Folgergraphics Inc. to Print and Mail
Recreation Activity Guides
FINANCIAL IMPACT: The funding to cover the FY 2024-25 $45,000 contract is included within Recreation’s budget (01251051-400232).
The budget for subsequent years will be included in
Recreation’s FY 2025-26 and FY 2026-27 budgets.
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
Community Services-Recreation is requesting City
Council approval to print six editions (two annually) of the Recreation Activity Guides over a three-year period
between Fiscal Year (FY) 2024-25 and FY 2026-27.
RECOMMENDED ACTION: APPROVE a contract with FolgerGraphics, Inc., to print two editions of the Recreation Activity Guides annually in Fiscal Years 2024-2025, 2025-2026, and 2026-2027, for
a total not to exceed contract amount of $135,000, and
for a contract term beginning July 2, 2024, through June 30, 2027 - Community Services Department (LaShonda
White 510-620-6828/Ranjana Maharaj 510-620-
6972/Angelica Howay 510-620-6796).
AGENDA
REPORT
July 2, 2024
DISCUSSION:
Community Services-Recreation (Recreation) mailed out the Recreation Activity Guides (Activity Guides) to the Richmond community until 2016. However, due to budget constraints, Recreation was no longer able to mail out Activity Guides. Due to popular demand and as one of the City Council goals for increasing outreach efforts for recreation programs, Recreation is resuming mailing out these Activity Guides.
The Activity Guides will serve multiple key purposes, which include but are not limited to:
Enhancing community engagement and promoting the diverse recreational opportunities available within Richmond
Informing residents and providing detailed information about upcoming recreational programs, events, and activities available to residents of all ages Encouraging greater community participation in our recreational programs, which are designed to promote health, wellness, and social cohesion. Providing accessibility by ensuring that all residents, including those without internet access, have the opportunity to learn about and take part in our activities.
City staff conducted a competitive bid process to solicit a vendor to print and mail the Activity Guides. Seventy-five vendors were notified. Only one bidder, FolgerGraphics, Inc., submitted a proposal. The Activity Guides will reach a wide audience and maximize awareness. They will be designed to be user-friendly, visually appealing, and comprehensive, listing all the activities and events scheduled for the season.
City staff is seeking City Council approval for a contract with FolgerGraphics, Inc., to print and mail two editions of Activity Guide annually, Fall/Winter and Spring/Summer, over the next three fiscal years to households across Richmond.
DOCUMENTS ATTACHED:
Attachment 1 – Original Contract
Attachment 2 – Quote Summary