TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Eddie Covarrubias, Interim Community Services Director DATE: December 10, 2025
SUBJECT: APPROVAL OF AMENDMENT #1 TO COMMUNITY
SERVICES GUIDE PRODUCTION AGREEMENT WITH THE
SAUCE CREATIVE SERVICES CORP TO INCLUDE POSTAGE
COSTS
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 completion of a competitive bidding process, The Sauce Creative Services Corp (The Sauce) was awarded a three-year contract to design and print the Guide at the September 10, 2025, City Council meeting.
DISCUSSION
In the RFP, staff requested that vendors do not submit pricing for postage, as that is a non-variable cost regardless of which vendor was selected.
For the last three years, The Sauce has been paying for postage and then including the postage cost in the invoice each quarter. Thus, the postage cost needs to be laid out in the contract. Today, staff are seeking approval of Amendment #1 to the Professional Services Agreement with The Sauce Gretchen Shepherd Romey, Mayor
Tony Chou, Vice Mayor
Hunter Chang, Council Member
John Chou, Council Member
Calvin Lo, Council Member
Creative Services Corp to include postage costs for each of the four issues for all three years of the contract.
The postage cost consists of the true cost of postage as well as a 5% service fee. The service fee covers their cost of managing and maintaining a permit with the United States Postal Service. For reference, the postage cost for the Fall 2025 Guide was $1,043.31, and staff expect similar costs moving forward.
It should be noted that the postage cost does vary each quarter depending on postage rates and the number of residential addresses in San Marino.
FISCAL IMPACT & PROCUREMENT REVIEW
The FY 2025-26 budget includes funds to cover the postage costs in General Ledger 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 City Council approve Amendment #1 to Community Services Guide Production Agreement with The Sauce Creative Services Corp to include postage costs. If the City Council concurs with staff’s recommendation, an appropriate motion would be:
“I move to approve Amendment #1 to Community Services Guide Production Agreement with The Sauce Creative Services Corp to include postage costs, with the City Manager being authorized to execute the amendment on behalf of the City.”
ATTACHMENTS
1. Professional Services Agreement
2. Amendment #1 to Professional Services Agreement