REPORT TO COUNCIL
SUBJECT
Title
Award a Two-Year Contract to Casey Printing in the Amount of $276,000 to Provide Recreation Activity Guide Printing, Labeling and Mailing Services
Report
STAFF RECOMMENDATION
Recommendation
Take the following actions:
- Approve a two-year contract with Casey Printing to provide Activity Guide printing, labeling, and mailing services in an amount not to exceed $276,000, which includes optional services;
- Authorize the City Manager to execute the contract when all the necessary conditions have been met; and
- Authorize the City Manager to modify and renew the contract for two (2) additional one-year periods, subject to budget availability and provided pricing and quality of service remain acceptable to the City.
Report
BASIS FOR RECOMMENDATION
The City issued an Invitation for Quotes for printing services for the Activity Guide on August 21, 2025 (Project I26-054). The invitation was sent to seven vendors, and two responsive and responsible proposals were received by the closing date of September 17, 2025. After evaluation, the lowest responsive and responsible proposal was submitted by Casey Printing in the amount of $128,000 per year for the base bid (Attachment 2).
The contract covers annual printing, labeling, and mailing services (excluding postage) for:
• A 68-page Activity Guide mailed during the winter/spring, summer and fall (69,000 copies each season)
• One 60-page Camp and Aquatics Brochure, printed on Gloss Cover #70 and Book Offset #50 paper stock (40,000 copies)
Awarding this contract ensures the timely and consistent production of the City’s key marketing and outreach publications for Library & Recreation Services. The Activity Guide outlines activities available to Sunnyvale residents and is mailed to Sunnyvale residences three times each year.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
Budgeted funds are available in the General Fund under Program 12000 - Recreation Services.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the City Hall reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $500 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
_X_ Contract or franchise
EXEMPT FROM THE LEVINE ACT
_ Competitively bid contract*
___ Labor or personal employment contract
___ Contract under $50,000 or non-fiscal
___ Contract between public agencies
___ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Matthew Paulin, Director of Finance
Reviewed by: Michelle Perera, Director, Library & Recreation Services
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Draft Services Agreement
2. Bid Tabulation