TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Cathi Johnson, Community Services Director
DATE: September 10, 2025
SUBJECT: AWARD OF COMMUNITY SERVICES GUIDE PRODUCTION
AGREEMENT TO THE SAUCE CREATIVE SERVICES CORP
WITH 3-YEAR CONTRACT AMOUNT OF $143,908
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Engaged and Connected Residents
Fiscally Responsible and Transparent City Government
BACKGROUND
The Community Services Department produces a quarterly 24-page publication called the Community Services Guide. The publication plays an important role in promoting and informing the community about upcoming programs and events from both the Library and Recreation Divisions.
After conducting a Request for Proposal (RFP) in July 2022, The Sauce Creative Services Corp (The Sauce) was awarded a one-year (1) contract with two (2) one-year (1) extensions to design and print the Guide. The contract extensions have been exhausted, and the contract expires on September 13, 2025.
To allow for another competitive bidding process, the Department conducted a formal RFP for the production of the Guide. The RFP was posted on the City’s website on June 2 and closed on June 23 at 5:00 p.m. In addition, the RFP was emailed directly to ten (10) vendors.
Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
DISCUSSION
Three (3) bids were received in response to the RFP from Brand New Day Marketing, Pacific Graphics, Inc., and The Sauce Creative Services Corp. The below table summarizes the submissions received.
Vendor Year 1 Year 2 Year 3 Total
Cost
Years in
Business
Number
of Cities
Served
The Sauce
Creative
Services
Corp
$47,400 $47,400 $49,108 $143,908 26 21
Brand
New Day
Marketing
$55,000 $55,748 $56,521 $167,269 5 0
Pacific
Graphics,
Inc.
$33,816 $37,198 $40,917 $111,931 36 4 (print
services
only)
*Note: These submissions do not include postage costs (approximately $925 a quarter), so when considering if the project stays within budget, add in approximately $3,700 to compare it to the entire project budget.
After carefully reviewing all vendor’s qualifications, experience, and understanding of the scope of the work, The Sauce was deemed most qualified. The Sauce has years of experience designing and printing quality publications for numerous regional municipalities whereas the other two (2) vendors have no experience with designing AND printing for municipalities.
However, they both meet minimum qualifications as they have experience designing for some clients and printing for others. Additionally, staff has a strong working relationship with The Sauce. For these reasons, the Department recommends awarding the three-year (3) contract to The Sauce Creative Services Corp.
FISCAL IMPACT & PROCUREMENT REVIEW
The FY 2025-26 budget includes funds to cover the costs of producing four (4) publications of the Community Services Guide (Year 1 contract amount).
There is $18,480 for graphic design services in Account #101-59-4150-0000 (Other Contract Services), $29,964 for printing services in Account #101-59- 4420-0000 (Printing), and $7,915 for postage and mailing fees in Account #101-59-4412-0000 (Postage).
The Finance Director has reviewed this report and determined the procurement is in accordance with S.M.C.C. 02.06.05.B.2.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council award the Community Services Guide production services agreement to The Sauce Creative Services Corp. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to award a three-year Professional Services Agreement in the amount of $143,908 to The Sauce Creative Services Corp for the production of four (4) Community Services Guides each year for three (3) years, with the City Manager being authorized to execute the agreement on behalf of the City.”
ATTACHMENTS
1. Professional Services Agreement
2. Bid Proposal from The Sauce Creative Services Corp