CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 12 Section Name: {{section.name}} Account Number: 10-1311 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Manager's Office
MEETING DATE: June 2, 2025
SUBJECT:
Bulk Mailing and Printing — Agreements approval
RECOMMENDATION:
Approve bulk mailing and printing services agreements with: 1) Bay Central Printing; 2) Commerce Printing and Marketing Solutions; and 3) Road Runner Print and Mail, each for an amount not to exceed $80,000 annually for a three-year term, for a total not to exceed amount of $240,000 for each agreement; and authorize the City Manager to execute the agreements in substantially the form presented.
BACKGROUND:
Various departments throughout the City use mail house services for printing, postage, and distribution of messaging to the public. Messaging can include construction notification postcards, newsletters, project updates, community meeting invitations, surveys, street-level signs, and any other large-scale announcements that surpass in-house staff’s capacity to produce. Printed communications are a key method to disseminate messaging to the public and have been identified through prior community surveys as an effective way for residents to receive information from the City. The City issued a Request for Proposals in March 2025 and received nine responses. Bay Central Printing, Commerce Printing and Marketing Solutions, and Road Runner Print and Mail provided complete responses, and offered competitive pricing and quick turnaround times. These firms were the unanimous top choices from the four staff members that reviewed proposals, have experience working with government agencies in the Bay Area, and sent the City exemplary physical materials for printing and mailing projects similar to the ones the City requires. As the turnaround times and pricing may vary, staff proposes entering into separate agreements with each vendor to provide greater access to services and price comparisons.
BUDGET IMPACT:
The costs associated with these contracts are included in the proposed Fiscal Year 2025/26 and 2026/27 budget. All services in year three of the agreements will be included in future departmental budget appropriations.
ENVIRONMENTAL DETERMINATION:
These agreements for bulk mailing and printing services are not subject to CEQA review, because it can be seen with certainty that there is no possibility that approval of these agreements may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)
NOTICE PROVIDED
All meeting noticing requirements were met.
CITY OF SAN MATEO
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ATTACHMENTS
Att 1 – Agreement with Bay Central Printing, Inc.
Att 2 – Agreement with Commerce Printing and Marketing Solutions (Updated 6/2/2025 to match Agreement) Att 3 – Agreement with RoadRunnerPrintMail Inc.
STAFF CONTACT
Zachary Reda, Senior Management Analyst
[email protected]
(650) 522-7014