Community Services Activity Guide - Design, Printing, and Mailing Services

COMMUNITY SERVICES ACTIVITY GUIDE
Design, Printing and Mailing Services
RFP NO. CS-RAC27-001
MAYOR
Rico E. Medina
CITY COUNCIL
Marty Medina, Vice Mayor
Sandy Alvarez, Council Member
Tom Hamilton, Council Member
Michael Salazar, Council Member
CITY MANAGER
Alex D. McIntyre
COMMUNITY SERVICES DEPARTMENT DIRECTOR
Travis M. Karlen
567 El Camino Real, San Bruno, CA 94066
Release Date Thursday, September 24, 2026
Non-Mandatory Pre-Proposal Conference Wednesday, September 30, 2026, 10:00 AM PST
Deadline to Submit Questions Friday, October 2, 2026, 4:00 PM PST
Proposals Due Tuesday, October 13, 2026, 2:00 PM PST
Tentative Award of Contract Monday, October 19, 2026

Docusign Envelope ID: 664B3A5C-6924-82BB-83B7-A56CE6B8C92E
COMMUNITY SERVICES DEPARTMENT
COMMUNITY SERVICES ACTIVITY GUIDE
Design, Printing and Mailing Services
RFP No. CS-RAC27-001
Signature Page
Prepared By:
_______________________________________
Audrey Afe-Tuufuli
Community Services Business Manager
City of San Bruno, CA
Date: _S_e_pt_e_m_b_e_r 2_4_, _2_0_25_____
Reviewed By:
_______________________________________
Collette Murphy Stefanko
Community Services Deputy Director
City of San Bruno, CA
Date: ___9_/2_4_/2_0_2_6_________
Approved By:
_______________________________________
Travis M. Karlen
Community Services Department Director
City of San Bruno, CA
Date: ___9_/_24_/_20_2_6_________
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COMMUNITY SERVICES DEPARTMENT
COMMUNITY SERVICES ACTIVITY GUIDE
Design, Printing and Mailing Services
RFP No. CS-RAC27-001
Table of Contents
I. PROPOSAL INFORMATION ................................................................................................. 4
II. INSTRUCTIONS TO PROPOSERS ...................................................................................... 7
III. SCOPE OF SERVICES ....................................................................................................... 10
IV. CONTRACT DOCUMENTS................................................................................................. 14
V. EVALUATION AND AWARD ............................................................................................... 17
VI. PROPOSAL SUBMITTAL CHECKLIST .............................................................................. 18
VII. PROPOSAL FORMS AND CONTRACT DOCUMENTS ..................................................... 19
Cost Proposal Form ........................................................................................................ 20
Statement of Qualifications ............................................................................................. 24
Reference Form .............................................................................................................. 25
Addenda Acknowledgement Form .................................................................................. 26
Non-Collusion Affidavit .................................................................................................... 27
Exceptions Form ............................................................................................................. 29
General Services Agreement .......................................................................................... 30
RFP No. CS-RAC27-001 3 | Pa ge

COMMUNITY SERVICES DEPARTMENT
COMMUNITY SERVICES ACTIVITY GUIDE
Design, Printing and Mailing Services
RFP No. CS-RAC27-001
I. PROPOSAL INFORMATION
Notice Requesting Proposals
The City of San Bruno (the "City") will receive proposals on the forms furnished by the City and in
accordance with this Request for Proposals on or before Tuesday, October 13, 2026, at 2:00 PM
PST, submitted electronically to CSDContracts@sanbruno.ca.gov, for the services described
below.
Project Description:
The Community Services Activity Guide is the Community Services Department's principal public-
facing publication and its primary vehicle for communicating program offerings, registration
information, facility resources, and civic messaging to San Bruno residents. The Guide
consolidates programming across the Department's four operating divisions - Library, Parks,
Recreation and Aquatics, and Senior Services - into a single unified publication.
The Guide is published three (3) times per year in Winter/Spring, Summer, and Fall editions.
Editions range from approximately 32 to 64 pages plus cover, in 4-page increments, and are
distributed by saturation mail to all delivery points within City limits, with bulk quantities delivered
to designated City facilities. Because page counts vary by edition and are not fixed at the time of
this solicitation, pricing is submitted on a price grid rather than as a single per-edition figure. See
the Cost Proposal Form.
Design, layout, and editorial content are produced by City staff. The City will furnish the Contractor
with a complete, approved, print-ready file for each edition. The work under this solicitation
includes, but is not limited to, preflight and proofing, printing and production, mailing and
distribution, and project management and reporting. The Scope of Services contains the full
description of the work.
Each edition carries a fixed production window of not less than twenty-eight (28) calendar
days from the Contractor's receipt of final files to public availability of the printed Guide.
These dates are driven by program registration openings and are not adjustable.
Form of Agreement:
The City contracts for these services on its standard form agreement. The successful Proposer
will be required to execute the City of San Bruno General Services Agreement in the form attached
at the end of this RFP, and shall adhere to all of its terms and conditions. Proposers are advised
to review that document before submitting a proposal and to state any exception on the
Exceptions Form.
Postage:
Postage is billed as a pass-through at the amount actually charged by the United States Postal
Service, without markup. Proposers shall exclude postage from their offered prices and shall state
their proposed postal product and class on the Cost Proposal Form.
Statement of Qualifications:
Each Proposer shall submit, in accordance with the Instructions to Proposers and the Statement
of Qualifications, a Statement of Qualifications.
Contract Term:
The resulting General Services Agreement shall commence on or about November 2, 2026 for
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COMMUNITY SERVICES DEPARTMENT
COMMUNITY SERVICES ACTIVITY GUIDE
Design, Printing and Mailing Services
RFP No. CS-RAC27-001
an initial term of three (3) years, with the option of two (2) additional one (1)-year extensions
exercisable at the sole discretion of the City upon written notice. The first edition to be produced
under the Agreement is Winter/Spring 2027.
Time is of the essence. The public availability dates in the Scope of Services are fixed by
program registration openings and are not subject to extension for Contractor delay.
Non-Mandatory Pre-Proposal Conference:
The City will conduct a non-mandatory Pre-Proposal Zoom Conference on:
Date: Wednesday, September 30, 2026, 10:00 AM PST
Venue: Zoom Meeting ID 876 3556 6933
Link: https://sanbruno-ca-gov.zoom.us/j/87635566933
Please RSVP by emailing CSDContracts@sanbruno.ca.gov. The conference is estimated to last
approximately one hour. Attendance is encouraged but is not a condition of submitting a proposal,
and non-attendance will not be considered in the evaluation.
Purpose. The Pre-Proposal Conference is held for questions and answers. Its purpose is to allow
prospective Proposers to ask questions about the scope of services, the production schedule, the
specifications, the submittal requirements, and the terms of the General Services Agreement, and
to allow the City to clarify any part of this Request for Proposals before proposals are prepared.
City staff will briefly walk through the solicitation and will then take questions for the remainder of
the session.
Prospective Proposers are encouraged to submit questions in advance to
CSDContracts@sanbruno.ca.gov so that staff can prepare complete responses. Questions may
also be raised during the conference. Attendees are not required to identify the firms they
represent, and no attendance list will be circulated.
Oral statements are not binding. No interpretation given at the Pre-Proposal Conference or in
any other conversation with City staff shall be binding on the City or shall modify this Request for
Proposals. Questions of substance raised at the conference, and the City's responses, will be
reduced to writing and issued to all prospective Proposers by written addendum. Proposers may
rely only on this Request for Proposals and on written addenda issued by the City.
Proposers who do not attend the conference are not disadvantaged: all questions and answers,
whether raised at the conference or submitted in writing by the deadline stated below, will be
published by addendum to all prospective Proposers.
Procurement of RFP Documents:
This RFP and all attachments may be obtained electronically from the City's bid posting page at
City of San Bruno - Request for Proposal or by request to CSDContracts@sanbruno.ca.gov.
Proposal Preparation Cost:
Proposers are solely responsible for the cost of preparing their proposals.
Reservation of Rights:
The City specifically reserves the right, in its sole discretion, to reject any or all proposals, to re-
solicit, to request clarification or best and final offers, to conduct reference and financial
responsibility investigations, and to waive inconsequential defects or minor irregularities in the
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COMMUNITY SERVICES DEPARTMENT
COMMUNITY SERVICES ACTIVITY GUIDE
Design, Printing and Mailing Services
RFP No. CS-RAC27-001
proposals not involving time, price, or quality of the services.
Questions:
Questions regarding the scope of services, the solicitation process, and contractual issues may
be directed to Audrey Afe-Tuufuli, Community Services Business Manager, at
CSDContracts@sanbruno.ca.gov. Proposers shall not contact any other City officer, official, or
employee regarding this solicitation during the solicitation period; such contact may be grounds
for disqualification.
RFP Schedule:
RFP Release Thursday, September 24, 2026
Non-Mandatory Virtual Pre-Proposal Wednesday, September 30, 2026, 10:00 AM
Conference PST
Deadline to Submit Q&A Friday, October 2, 2026, 4:00 PM PST
Addenda Issued Tuesday, October 6, 2026
Proposals Due Tuesday, October 13, 2026, 2:00 PM PST
Evaluation and Interviews, if Conducted October 14-16, 2026
Tentative Award of Contract Monday, October 19, 2026
Agreement Executed and Insurance
Friday, October 30, 2026
Verified
Notice to Proceed Monday, November 2, 2026
First Deliverable - Winter/Spring 2027
Thursday, November 5, 2026
Files Received
END OF SECTION
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COMMUNITY SERVICES DEPARTMENT
COMMUNITY SERVICES ACTIVITY GUIDE
Design, Printing and Mailing Services
RFP No. CS-RAC27-001
II. INSTRUCTIONS TO PROPOSERS
Receipt of Proposals:
The City of San Bruno will receive proposals for the Community Services Activity Guide - Design,
Printing and Mailing Services (RFP No. CS-RAC27-001). Proposals shall be submitted
electronically in a single PDF file, not exceeding 25 MB, to CSDContracts@sanbruno.ca.gov, no
later than Tuesday, October 13, 2026, at 2:00 PM PST, with the subject line:
"RFP No. CS-RAC27-001 - Community Services Activity Guide"
The Cost Proposal Form shall be submitted as a separate, second PDF file attached to the
same email, named "CS-RAC27-001 Cost Proposal - [Firm Name]." Pricing shall not appear
anywhere in the main proposal file. The City evaluates the qualifications and approach portion of
each proposal before opening any cost proposal. A proposal that discloses pricing in the main file
may still be evaluated, but the Proposer bears the risk of doing so.
Printed samples shall be delivered to the Community Services Department, 567 El Camino Real,
San Bruno, CA 94066, not later than the proposal deadline.
The City will reject all proposals received after the specified time. The City is not responsible
for delays in electronic transmission or for proposals directed to any address other than that
specified above. A Proposer's failure to submit all required documents strictly as required entitles
the City to reject the proposal as non-responsive. Proposers shall provide written responses to
any questions or requests for information made by the City as part of the evaluation process after
submission of the proposal.
Required Submittal Contents:
Each proposal shall contain the following, in the following order:
1. Cover Letter, signed by an individual authorized to bind the firm
2. Statement of Qualifications
3. Approach and Methodology, including a representative production schedule
4. Project Contact - the individual who will serve as the day-to-day contact for the
Department, including name, title, direct telephone, email, and years with the firm; a
description of how coverage is maintained when that individual is unavailable; and
confirmation that the Proposer will notify the Department in writing of any change in this
assignment during the term.
5. Samples - not fewer than three (3) comparable publications produced by the Proposer
6. Cost Proposal Form (submitted as a separate file)
7. Reference Form
8. Addenda Acknowledgement
9. Non-Collusion Affidavit
10. Exceptions Form, if the Proposer takes any exception
Minimum Qualifications:
1. Possess a minimum of three (3) years of experience producing comparable publications.
2. Have completed not fewer than three (3) comparable engagements within the past five (5)
years, preferably with California public agencies.
3. Hold, or be able to obtain prior to execution of the Agreement, a City of San Bruno
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COMMUNITY SERVICES DEPARTMENT
COMMUNITY SERVICES ACTIVITY GUIDE
Design, Printing and Mailing Services
RFP No. CS-RAC27-001
business license.
4. Be able to procure and maintain the insurance required by the Insurance and
Indemnification Requirements as stated in the General Services Agreement.
Proposal Format:
Proposals shall not exceed ten (10) pages, exclusive of required forms, samples, and appendices.
Pages shall be numbered and text shall be not smaller than 12-point.
Pricing Format:
All pricing shall be submitted on the City's Cost Proposal Form. The Cost Proposal Form is
a required form of this Request for Proposals. Proposers shall use the form as issued, shall not
delete, add to, combine, reorder, or otherwise alter the line items, and shall not substitute a
quotation sheet, rate card, estimate, or pricing format of their own. Pricing submitted in any format
other than the City's Cost Proposal Form will not be evaluated, and a proposal that omits the
completed form may be rejected as non-responsive. Supplemental pricing detail may be attached
as an appendix, but the Cost Proposal Form governs.
Common basis of pricing. The Guide's final page count is not known when this RFP is issued.
Proposers shall not estimate or assume a page count. Instead, the Cost Proposal Form contains
a price grid covering the full range of page counts and quantities the City may order, and
Proposers shall complete every cell. The City will read the applicable price from the grid once
each edition is finalized. Quantities shown on the form are estimates only and the City guarantees
no minimum.
Completeness. Proposer shall complete every line. A line left blank, or marked "included," "N/A,"
or "no charge," shall be deemed to be included in the prices offered elsewhere on the form at no
additional cost to the City, and the Contractor shall furnish that item without further charge.
All-inclusive pricing. Postage is excluded from the prices offered and is billed as a pass-through
at actual cost, without markup. All other prices shall be all-inclusive of labor, materials, equipment,
prepress, proofs, plates, press setup, bindery, packaging, freight, bulk delivery to City facilities,
mail preparation, project management, overhead, profit, and all taxes and fees. No fuel surcharge,
paper surcharge, minimum-order charge, postal handling charge, or similar adjustment will be
honored unless it is disclosed and priced on the form.
Conditions and qualifiers. Prices shall be unconditional. A price stated as subject to paper
market conditions, subject to final specification, or otherwise qualified may be treated as non-
responsive. Proposers who wish to propose an alternative approach may do so in the Approach
and Methodology narrative, but shall nonetheless price the work as specified on the form.
Firm pricing and errors. Prices shall remain firm for the initial term of the Agreement. In the
event of a discrepancy between a unit price and an extended or total amount, the unit price shall
govern. In the event of a discrepancy between figures and words, words shall govern.
Addenda:
Responses to questions and any changes to this RFP will be issued by written addendum and
posted at City of San Bruno - Request for Proposal web page. Proposers are solely responsible
for confirming receipt of all addenda and shall acknowledge each on the Addenda
Acknowledgement form.
Exceptions:
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COMMUNITY SERVICES DEPARTMENT
COMMUNITY SERVICES ACTIVITY GUIDE
Design, Printing and Mailing Services
RFP No. CS-RAC27-001
Any exception to this RFP or to the City's General Services Agreement, including its insurance
and indemnification provisions, shall be stated on the Exceptions Form and submitted with the
proposal. Exceptions not raised in the proposal are waived. The City is under no obligation to
accept any exception, and material exceptions may render a proposal non-responsive. A
Proposer taking no exception shall so state on the form.
An exception is any request to modify, delete, or condition a requirement of this RFP or a term of
the General Services Agreement. A general statement that terms are "subject to review," "subject
to negotiation," or "subject to legal approval," and any exception stated in a cover letter, standard
terms of sale, or other attachment rather than on the Exceptions Form, is not an exception
properly raised and is waived.
Public Records:
Proposals are subject to the California Public Records Act (Gov. Code 7920.000 et seq.).
Material a Proposer contends is exempt from disclosure must be clearly and specifically marked;
blanket designations of an entire proposal as confidential will not be honored. The City assumes
no liability for disclosure of material not properly marked.
Validity of Proposals:
Proposals shall remain valid and irrevocable for not less than ninety (90) days following the
proposal due date.
END OF SECTION
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COMMUNITY SERVICES DEPARTMENT
COMMUNITY SERVICES ACTIVITY GUIDE
Design, Printing and Mailing Services
RFP No. CS-RAC27-001
III. SCOPE OF SERVICES
The selected Contractor shall provide all labor, materials, equipment, software, and supervision
necessary to perform the following services. Services are grouped by task to permit line-item
pricing and to allow the City to award all or a portion of the scope.
Task 1 - Preflight, Proofing, and Quality Control
The City will furnish a complete, approved, print-ready PDF for each edition. The Contractor shall:
1. Acknowledge receipt of final files in writing within one (1) business day, and confirm that
files are complete and press-ready or identify any deficiency within two (2) business days
of receipt.
2. Perform preflight verification, including resolution, color space, bleed, trim, imposition, and
font embedding checks, and notify the Department immediately of any condition that would
affect print quality or the production schedule.
3. Provide a digital proof to the Department within three (3) business days of receipt of final
files.
4. Provide a hard-copy or certified color proof prior to press run upon Department request.
5. Maintain a documented version control and approval log. No edition shall proceed to press
absent written authorization from the Department's designated project manager.
6. Return to the City any files modified by the Contractor in the course of preflight or
imposition. All work product shall be the sole property of the City.
Task 2 - Printing and Production
The Contractor shall print each edition to the following specifications, or as otherwise directed:
Specification Requirement
Trim size 11" wide x 8.5" high (landscape orientation)
Page count Variable by edition; 32-64 pages plus cover, in 4-page increments
Cover stock (Base) 80 lb. cover, gloss finish, 4/4 process
Cover stock
100 lb. cover, gloss finish, 4/4 process
(Alternate)
70 lb. text, matte finish, 4/4 process, minimum 30% post-consumer
Interior stock
recycled content
Binding Saddle-stitch
Ink Soy- or vegetable-based
Approximately 18,500 per edition: 17,000 mailed, 1,000 bulk delivery
Quantity to City facilities, balance as overs and reserve. Subject to
adjustment.
Cover stock. The City has specified a base cover stock and an alternate cover stock.
Proposers shall price both on the Cost Proposal Form. The base stock is the default; the City
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