Printing and Mailing Services - Request for Proposals

Location:	California
Posted:	Apr 7, 2026
Due:	Apr 20, 2026
Agency:	City of San Mateo
Type of Government:	State & Local
Category:	T - Photographic, Mapping, Printing, and Publications Services
Publication URL:	To access bid details, please log in.

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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.

Contract for Services

Rev 12/22

Page 1 of 10

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Title:	Printing and Mailing Services - Request for Proposals
Category:	ALL OPEN RFPs
Status:	Open

Printing and Mailing Services - Request for Proposals

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