Agenda Item: 3
CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL:
DATE: March 24, 2026
SUBJECT: CONTRACT FOR STATE OF THE CITY NEWSLETTER MAILING
AND PRINTING
DEPARTMENT: City Manager's Office
PRESENTER: Carrie Lujan
RECOMMENDED ACTION
City Council:
1. Award a three-year contract to Mellady Direct Marketing for the printing and mailing of the City of Santa Clarita State of the City newsletter, in an amount not to exceed $103,159.
2. Authorize the City Manager or designee to execute up to two additional one-year renewal options beginning in year four, not to exceed the annual contract amount, plus an adjustment consistent with the appropriate Consumer Price Index and contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year.
3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval.
BACKGROUND
For more than two decades, every spring and fall the City of Santa Clarita (City) prints and mails the State of the City newsletter to its residents to inform them about the latest City news.
The State of the City newsletter (Newsletter) features messages from the City Manager, Sheriff’s Captain, and Assistant Fire Chief, and provides updates on Capital Improvement Projects, Library programs, public safety campaigns, and other noteworthy projects and programs taking place in the City.
The Newsletter provides vital information to keep the community informed and engaged with what is happening in Santa Clarita. It is mailed to every residential address in the City, which is approximately 78,000.
The City conducted a Request for Proposal (RFP) to solicit proposals from qualified consulting firms for the printing and mailing of the Newsletter. The RFP was published and circulated via the City’s e-procurement system, BidNet, on October 24, 2025. The City transmitted the solicitation to 1,366 vendors on BidNet, of which 59 vendors downloaded the RFP. Four companies provided proposals for consideration.
These proposals were reviewed and evaluated based on each company’s ability to meet the specific needs of the City. An evaluation panel, comprised of staff from multiple City departments, scored the responses using the following categories of weighted criteria:
• Qualifications and Experience (25 points)
• Ability to Provide the Services: Specific information on the company’s ability to deliver the required services; background on the company, including the number of years in business and the completion of similar projects of equal complexity (including sample work submitted) (35 points)
• References (10 points)
• Cost of materials and services provided, as well as discounts offered (40 points)
The evaluation team scored the responses based on a 110-point system, with the results outlined below:
Rank Company Location Cost Score
1 Mellady Direct Marketing Santa Clarita, CA $103,159 101 2 The Dot Corporation Irvine, CA $150,236 89
3 Metro Mailing Service Sacramento, CA $120,165 84
4 Advantage Mailing LLC Anaheim, CA $109,250 77
In reviewing proposals, the evaluation team awarded the highest score to Mellady Direct Marketing (Mellady). The evaluation team determined that Mellady’s proposal offered the best overall value to meet the qualifications in printing and mailing, high-quality service, cost, and adherence to the contract.
Staff has completed a due-diligence review of Mellady’s professional references and determined its work history meets the City’s standards and performance expectations. Based on the above, staff recommends awarding the contract to Mellady.
ALTERNATIVE ACTION
Other actions as identified by the City Council.
FISCAL IMPACT
The resources required to implement the recommended action are contained within the City of Santa Clarita's adopted Fiscal Year 2025-26 budget, expenditure account 1001500-510104
(Communications/Printing). Funding for future fiscal years is contingent upon the appropriations of funds by the City Council in the annual budget for such fiscal year.
ATTACHMENTS
Mellady Direct Marketing Proposal (available in the City Clerk’s Reading File)