Printing and Mailing Services - Request for Proposals

Request for Proposals
City of San Mateo
Parks and Recreation Department
Printing and Mailing Services
I. INTRODUCTION
The City of San Mateo's Parks and Recreation Department is soliciting proposals for the provision
of printing and mailing services. The qualified vendor will provide an array of printing services
that range from brochures, posters, postcards, newsletters, and other bulk print notices, and, in
some cases, graphic design of the collaterals. The qualified vendor will also provide mailing
services to San Mateo community members and businesses. The City is contracting these services
for one year, with the ability to extend the contract length for two consecutive 12-month periods.
II. BACKGROUND
The City of San Mateo Parks and Recreation Department looking for printing services
for the next three years that will provide as-needed bulk printing and mailing services;
with the capacity and specialized equipment to publish up to five editions of the
department Activity Guide annually, for a total contract amount not to exceed $150,000
per year.
III. SCOPE OF SERVICES
The scope of services should address a variety of high-quality print work, to be provided on
an as-needed basis. Plus, up to five regularly scheduled activity guides printed and mailed
on a predetermined schedule.
Examples of bulk print communications include:
* Activity Guides
* Postcards for updates and notices
* Brochures

* Posters
* Postage for mail out
The scope of services should also address the ability to expediently mail out these items to
50,000+ households and businesses in the City of San Mateo, and, in some cases, provide
graphic design services for the collaterals.
IV. PROPOSALS
Proposers should submit their proposal electronically, via email, in PDF format. Proposals
should be as concise as possible and include the following information outlined below.
A. Cover Letter
The proposal shall be submitted with a cover letter. The letter must include the
name, title, address, telephone number, and signature of the individual(s)
authorized to negotiate and bind the firm contractually. The cover letter shall
provide a summary of the firm's capabilities and the qualifications of proposed
staff.
B. Proposed Scope of Services
The scope of services should provide a detailed description of the vendor's
proposed approach to providing citywide printing services. This scope will
become Exhibit A of the City's standard contractual services agreement.
C. Experience and Qualifications
Provide a one-to-two-page summary of the firm's experience and qualifications
to conduct the scope of work. Provide a list of at least three agencies to whom
the firm has provided printing services in the last two years, and identify the
personnel expected to serve as the main contact.
D. Estimated Costs
Provide a table with the proposed costs associated with examples of potential
tasks (See Attachment B - Bulk Printing and Mailing Price Sheet).
E. SB 1383 Compliant Language
Provide language to ensure all printing and mailing products will be compliant
under SB 1383. Printing and mailing products must be composed of at least 30
percent post-consumer recycled content, if the fitness and quality of the product
are equal to that of non-recycled items and available at no greater cost. Vendors
must also plan to certify in writing the minimum percentage of post-consumer
material in all printing and mailing products and provide records to the City's
recordkeeping designee of all paper products purchased on a schedule to be

determined by the recordkeeping designee.
V. SUBMISSION OF THE PROPOSAL
Proposals are due on or before the date/time listed in the RFP timeline. Late submissions
will not be considered. Proposers shall send one electronic proposal with the subject "Bulk
Printing and Mailing Services - Proposal [CONTRACTOR NAME]" to Ashley Snodgrass,
Administrative Technician, at asnodgrass@cityofsanmateo.org.
VI. DOCUMENTS AND QUESTIONS
The Request for Proposal is available electronically as a free download at
http://www.cityofsanmateo.org/bids.aspx. Addenda will be available as a download at the
same web location. Proposers are responsible for determining if any addenda have been
issued.
Questions regarding this RFP should be submitted via email to the RFP Coordinator: Ashley
Snodgrass at asnodgrass@cityofsanmateo.org with the subject "Bulk Printing and Mailing
Services - Question [CONTRACTOR NAME]. Questions must be received by date/time
displayed in RFP Timeline, above. Questions received after the date and time stated will not
be accepted.
Questions will be answered by the City via an upload onto the City website by the date
indicated in the RFP Timeline. The source of any questions will remain anonymous.
VII. SELECTION PROCESS
After the review of proposals, the City may invite some or all proposers to be interviewed or
may decide to select proposers without conducting interviews and enter contract
negotiations directly. Proper interviews, if necessary, are expected to be conducted
according to the RFP Timeline. Details of the interview process will be provided along with
the interview invitation.
The City reserves the right to cancel the RFP or to reject any and all responses and/or
submittals, or parts thereof, and to waive any technicalities or minor informalities if it
determines, in its sole discretion, that such cancellation or rejection is in the best interest
of the City.
In selecting a vendor, City staff will consider, in addition to cost, the experience of the
professional, the quality of work that the professional has done, and the ability of the
professional to complete the work in a timely manner.

VIII. SELECTION TIMELINE
The City has designated the following activities and dates as key to the project schedule. City
reserves the right to change the schedule at its own discretion.
Anticipated Schedule for Selection
Issuance of Request for Proposals April 7, 2026
Deadline for Questions April 13, 2026
City's Responses for Questions Released April 16, 2026
Deadline to Submit Proposals April 20, 2026 at 5:00 PM
Anticipated Contract Award May 2026
Contract Start Date July 1, 2026
IX. AGREEMENT
The selected vendor will be required to execute an Agreement for Contractual Services
(Agreement) for the project on the City's form which is included in this Request for Proposal
as Attachment A. All proposers are directed particularly to review all Indemnification, Hold
Harmless and Insurance requirements set forth in this Agreement. Any requested changes
to the City's Agreement must be submitted with the proposal and will be evaluated as part
of the proposal.
X. ATTACHMENTS:
Attachment A: Sample Agreement
Attachment B: Bulk Printing and Mailing Price Sheet

AGREEMENT WITH
FOR ____________________ SERVICES
FOR
______________________________ [insert Project name]
This Agreement, made and entered into this day of____________________, by and between
the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California
("CITY"), and __________________________________________________________________, a
_________________________________________________ [insert legal status of contractor here, e.g.,
individual, corporation, limited partnership, etc.] ("CONTRACTOR"), whose address is
________________________________________________________________.
RECITALS:
A. CITY desires certain _________________ services hereinafter described.
B. CITY desires to engage CONTRACTOR to provide these __________________________
services by reason of its qualifications and experience for performing such services and CONTRACTOR
has offered to provide the required services on the terms and in the manner set forth herein.
NOW, THEREFORE, IT IS AGREED as follows:
SECTION 1 - SCOPE OF SERVICES
.
The scope of services to be performed by CONTRACTOR under this Agreement is as described in
Exhibit A to this Agreement, which is attached and incorporated by reference.
SECTION 2 - DUTIES OF CONTRACTOR
CONTRACTOR shall be responsible for the professional quality, technical accuracy and
coordination of all work furnished by CONTRACTOR under this Agreement. CONTRACTOR shall,
without additional compensation, correct or revise any errors or deficiencies in its work.
CONTRACTOR represents that it is qualified to furnish the services described under this
Agreement.
CONTRACTOR shall be responsible for employing or engaging all persons necessary to perform
the services of CONTRACTOR.
CONTRACTOR agrees to comply with the City's minimum wage ordinance as codified in
Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer
Price Index escalator.
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SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.
CITY shall examine documents submitted by CONTRACTOR and shall render decisions pertaining
thereto promptly, to avoid unreasonable delay in the progress of CONTRACTOR'S work.
SECTION 4 - TERM
The services to be performed under this Agreement shall commence on _________________
and be completed on _______________.
SECTION 5 - PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment
request upon completion and CITY approval of the work performed. In consideration for the full
performance of the services set forth in Exhibit A, CITY agrees to pay CONTRACTOR a fee in an amount
of $____________, pursuant to rates stated in Exhibit B, attached and incorporated by reference.
SECTION 6 - TERMINATION
Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall
have the right to terminate this Agreement or suspend work on the Project for any reason, upon ten
(10) days' written notice to CONTRACTOR. CONTRACTOR agrees to cease all work under this
Agreement upon receipt of said written notice.
SECTION 7 - OWNERSHIP OF DOCUMENTS
All documents prepared by CONTRACTOR in the performance of this Agreement are and shall
be the property of CITY, whether the project for which they are made is executed or not.
SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONTRACTOR in connection with the performance of
this Agreement are confidential until released by CITY to the public. CONTRACTOR shall not make any
such documents or information available to any individual or organization not employed by
CONTRACTOR or CITY without the written consent of CITY before any such release.
SECTION 9 - INTEREST OF CONTRACTOR
CONTRACTOR covenants that it presently has no interest, and shall not acquire any interest,
direct or indirect, financial or otherwise, which would conflict in any manner or degree with the
performance of the services under this Agreement.
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SECTION 10 - CONTRACTOR'S STATUS
It is expressly agreed that in the performance of the services required under this Agreement,
CONTRACTOR shall at all times be considered an independent contractor as defined in Labor Code
Section 3353, under control of the CITY as to the result of the work but not the means by which the
result is accomplished. Nothing herein shall be construed to make CONTRACTOR an agent or
employee of CITY while providing services under this Agreement.
SECTION 11 - INDEMNITY
CONTRACTOR agrees to hold harmless and indemnify CITY, its elected and appointed officials,
employees, and agents from and against any and all claims, loss, liability, damage, and expense arising
out of CONTRACTOR's performance of this Agreement, except for those claims arising out of CITY's sole
negligence or willful misconduct. CONTRACTOR agrees to defend City, its elected and appointed
officials, employees, and agents against any such claims. The CONTRACTOR'S duty to indemnify shall
survive expiration or early termination of this Agreement.
SECTION 12 - INSURANCE
Contractor shall procure and maintain for the duration of the contract the insurance specified
in Exhibit C to this Agreement.
SECTION 13 - NONASSIGNABILITY
Both parties hereto recognize that this Agreement is for the personal services of CONTRACTOR
and cannot be transferred, assigned, or subcontracted by CONTRACTOR without the prior written
consent of CITY.
SECTION 14 - RELIANCE UPON SKILL OF CONTRACTOR
It is mutually understood and agreed by and between the parties hereto that CONTRACTOR is
skilled in the performance of the work agreed to be done under this Agreement and that CITY relies
upon the skill of CONTRACTOR to do and perform the work in the most skillful manner, and
CONTRACTOR agrees to thus perform the work. The acceptance of CONTRACTOR's work by CITY does
not operate as a release of CONTRACTOR from said obligation.
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SECTION 15 - WAIVERS
The waiver by either party of any breach or violation of any term, covenant, or condition of this
Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such
term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of
any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or
other money which may become due hereunder shall not be deemed to be a waiver of any preceding
breach or violation by the other party of any term, covenant, or condition of this Agreement or of any
applicable law or ordinance.
SECTION 16 - COSTS AND ATTORNEY FEES
Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing
of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this
Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court,
appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It
is the intent of this provision that neither party shall have to pay the other more than $5000 for
attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.
SECTION 17 - NON-DISCRIMINATION
CONTRACTOR warrants that it is an Equal Opportunity Employer and shall comply with
applicable regulations governing equal employment opportunity. Neither CONTRACTOR nor any of its
subcontractors shall discriminate in the employment of any person because of race, color, national
origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a
bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.
SECTION 18 - MEDIATION
Should any dispute arise out of this Agreement, any party may request that it be submitted to
mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be
agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one
name from mediators listed by either the American Arbitration Association, the State Mediation and
Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.
The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the
prevailing party. No party shall be permitted to file a legal action without first meeting in mediation
and making a good faith attempt to reach a mediated settlement. The mediation process, once
commenced by a meeting with the mediator, shall last until agreement is reached by the parties but
not more than 60 days, unless the maximum time is extended by the parties.
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SECTION 19 - LITIGATION
CONTRACTOR shall testify at CITY's request if litigation is brought against CITY in connection
with CONTRACTOR's services under this Agreement. Unless the action is brought by CONTRACTOR, or
is based upon CONTRACTOR's wrongdoing, CITY shall compensate CONTRACTOR for preparation for
testimony, testimony, and travel at CONTRACTOR's standard hourly rates at the time of actual
testimony.
SECTION 20 - NOTICES
All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as
follows:
To CITY: <insert City Contact Name>
City of San Mateo
<address>
<City, State, Zip>
To CONTRACTOR: <insert Contractor Business Name>
Attn: _____________________
<address>
<City, State, Zip>
SECTION 21 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and
CONTRACTOR and supersedes all prior negotiations, representations, and agreements, either written
or oral.
This document may be amended only by written instrument, signed by both CITY and
CONTRACTOR.
SECTION 22 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of
litigation, venue will be in the County of San Mateo.
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, CITY OF SAN MATEO and ________________________ [insert
contractor name] have executed this Agreement the day and year first above written.
CITY OF SAN MATEO CONTRACTOR
<Insert Name> Date <Insert Name> Date
<Insert Title> Its Authorized Agent
<Insert Title>
If a Corporation, can be either 1)
President or 2) Vice President plus
an additional corporate officer
(i.e., Secretary, Treasurer) who
shall sign below.
APPROVED AS TO FORM ADDITIONAL CORPORATE
OFFICER
(if necessary per the above)
<Insert Name> Date <Insert Name> Date
Assistant City Attorney <Insert Title>
Attachments:
Exhibit A: Scope of Services
Exhibit B: Payment Rates
Exhibit C: Insurance Requirements
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