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[MT1] for the base bid (Attachment 2).
The contract covers annual printing, labeling, and mailing services (excluding postage) for[MT2]:
* 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) p...
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