HomeMy WebLinkAbout5.12 Agreement with Casey Printing for Printing and Bulk Mail Preparation Services
STAFF REPORT
CITY COUNCIL
Page 1 of 2
Agenda Item 5.12
DATE: June 17, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Colleen Tribby, City Manager
SUBJECT:
Agreement with Casey Printing for Printing and Bulk Mail Preparation
Services
Prepared by: Jacqui Hatzikokolakis, Graphic Design & Communications
Coordinator
EXECUTIVE SUMMARY:
The City Council will consider approving a two-year agreement with Casey Printing for the
printing and distribution of the City’s newsletters and activity guides.
STAFF RECOMMENDATION:
Adopt the Resolution Approving an Agreement with Casey Printing for Printing and Bulk Mail
Preparation Services.
FINANCIAL IMPACT:
The two-year agreement provides a not-to-exceed compensation of $158,738. Funding for the
first year of services is included in the Fiscal Year 2025 -26 Proposed Budget and funding for
the remainder will be included in the Fiscal Year 2026-27 budget request.
DESCRIPTION:
The City currently contracts with a commercial printing services vendor to support the printing
and distribution of the Activity Guides, the City Report, and Annual Report newsletters.
Historically, the City has utilized Wesco Graphics, Inc. for these services. However, in recent
years, the City has experienced recurring issues with this vendor, including extended delivery
delays—at times up to several weeks—and inconsistent quality of the finished products. These
service deficiencies have impacted the timely distribution of important community materials.
With the expiration of Wesco Graphics, Inc.’s two-year contract and the need to establish a
new agreement for commercial printing services, Staff issued a Request for Proposals (RFP)
in April (Attachment 3), receiving responses from seven vendors. Proposals were evaluated
based on experience with projects of similar scope and complexity, quality of work, client
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satisfaction, and cost.
Although Wesco Graphics, Inc. submitted the lowest bid, their recent performance history and
service challenges were significant considerations in the evaluation process. As a result, Staff
recommends awarding the contract to the second lowest bidder - Casey Printing, whose
proposal demonstrated experience and reliability, consistently high-quality print production,
and competitive pricing. Staff believes this recommendation will better support the City’s
operational needs and public service standards.
Environmental stewardship is a priority for Casey Printing. In 2008, they became the first
business in South Monterey County to receive certification through the Monterey Bay Area
Green Business Program. Of all the paper used in their facility, 74% contains recycled content .
Furthermore, if hired by the City, they plan to use paper for the City’s publications that contains
10% post-consumer waste. All paper waste generated during production is either upcycled or
recycled, and the company uses a variety of vegetable- and nut oil-based inks. In addition,
sustainability practices within their facility save more than 130,000 kWh of energy per year .
The proposal from Casey Printing is not to exceed $158,738 for a two-year term ending June
30, 2027. Per Chapter 2.36 of the Dublin Municipal Code, City Council approval is required for
procurement of goods and services in excess of $45,000 (DMC 2.36.090). As such, Staff is
recommending City Council approval to utilize the services of Casey Printing.
STRATEGIC PLAN INITIATIVE:
None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
1) Resolution Approving an Agreement with Casey Printing for Printing and Bulk Mail
Preparation Services
2) Exhibit A to the Resolution – Contractor Services Agreement Between the City of Dublin
and Casey Printing
3) 2025 Printing Services RFP
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Attachment 1
Reso. No. XX-25, Item X.X, Adopted XX/XX/2025 Page 1 of 2
RESOLUTION NO. XX – 25
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING AN AGREEMENT WITH CASEY PRINTING
FOR PRINTING AND BULK MAIL PREPARATION SERVICES
WHEREAS, the City of Dublin requires commercial printing services for its Activity Guides,
City Reports, and Annual Report; and
WHEREAS, Staff conducted a Request for Proposals for such services and received seven
proposals; and
WHEREAS, Wesco Graphics, Inc. was the lowest bidder, and while the City had contracted
with Wesco Graphics, Inc. for provision of printing and distribution over the last eight years,
recently the City has experienced extended delivery delays and inconsistent print quality; and
WHEREAS, Casey Printing is the second-lowest bidder and proposed a two-year service
term for a not-to-exceed amount of $158,738 for printing services, which includes distribution.
Casey Printing is committed to sustainability, using recycled paper and environmentally friendly
inks; and
WHEREAS, Section 2.36.090 of the Dublin Municipal Code requires City Council approval
of supplies, equipment, and services with a cost greater than or equal to forty-five thousand dollars
($45,000).
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby approve the Agreement with Casey Printing, attached hereto as Exhibit A.
BE IT FURTHER RESOLVED that the City Manager is authorized to execute the
Agreement and make any necessary, non-substantive changes to Exhibit A to carry out the intent
of this Resolution.
{Signatures on the following page}
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Reso. No. XX-25, Item X.X, Adopted XX/XX/2025 Page 2 of 2
PASSED, APPROVED AND ADOPTED this 17th day of June 2025, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
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CONTRACTOR SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND
CASEY PRINTING
THIS AGREEMENT for printing and bulk mail preparation services is made by
and between the City of Dublin (“City”) and Casey Printing (“Contractor”) (together
sometimes referred to as the “Parties”) as of July 1, 2025 (the “Effective Date”).
Section 1. SERVICES. Subject to the terms and conditions set forth in this
Agreement, Contractor shall provide to City the services described in the Scope of Work
attached as Exhibit A at the time and place and in the manner specified therein. In the
event of a conflict in or inconsistency between the terms of this Agreement and Exhibit
A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the
Effective Date and shall end on June 30, 2027, unless the term of the
Agreement is otherwise terminated or extended, as provided for in Section
8. The time provided to Contractor to complete the services required by
this Agreement shall not affect the City’s right to terminate the Agreement,
as referenced in Section 8. Notwithstanding the foregoing this Agreement
may be extended on a month to month basis for up to 6 months upon the
written consent of the Contractor and the City Manager, provided that: a)
sufficient funds have been appropriated for such purchase, b) the price
charged by the Contractor for the provision of the services described in
Exhibit A does not increase. None of the foregoing shall affect the City’s
right to terminate the Agreement as provided for in Section 8.
1.2 Standard of Performance. Contractor shall perform all services required
pursuant to this Agreement in the manner and according to the standards
observed by a competent practitioner of the profession in which Contractor
is engaged.
1.3 Assignment of Personnel. Contractor shall assign only competent
personnel to perform services pursuant to this Agreement. In the event
that City, in its sole discretion, at any time during the term of this
Agreement, desires the reassignment of any such persons, Contractor
shall, immediately upon receiving notice from City of such desire of City,
reassign such person or persons.
1.4 Time. Contractor shall devote such time to the performance of services
pursuant to this Agreement as may be reasonably necessary to meet the
standard of performance provided in Subsection 1.2 above and to satisfy
Contractor’s obligations hereunder.
Section 2. COMPENSATION. City hereby agrees to pay Contractor a sum not to
exceed $158,738, notwithstanding any contrary indications that may be contained in
Attachment 2
Exhibit A to the Resolution
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Contractor’s proposal, for services to be performed and reimbursable costs incurred
under this Agreement. In the event of a conflict regarding the amount of compensation
between this Agreement and Consultant’s proposal, the Agreement shall prevail. City
shall pay Contractor for services rendered pursuant to this Agreement at the time and in
the manner set forth herein. The payments specified below shall be the only payments
from City to Contractor for services rendered pursuant to this Agreement. Contractor
shall submit all invoices to City in the manner specified herein. Except as specifically
authorized by City in writing, Contractor shall not bill City for duplicate services
performed by more than one person.
Contractor and City acknowledge and agree that compensation paid by City to
Contractor under this Agreement is based upon Contractor’s estimated costs of
providing the services required hereunder, including salaries and benefits of employees
and subcontractors of Contractor. Consequently, the Parties further agree that
compensation hereunder is intended to include the costs of contributions to any
pensions and/or annuities to which Contractor and its employees, agents, and
subcontractors may be eligible. City therefore has no responsibility for such
contributions beyond compensation required under this Agreement.
2.1 Invoices. Contractor shall submit invoices, not more often than once a
month during the term of this Agreement, based on the cost for services
performed and reimbursable costs incurred prior to the invoice date. No
individual performing work under this Agreement shall bill more than 2,000
hours in a fiscal year unless approved, in writing, by the City Manager or
his/her designee. Invoices shall contain the following information:
Serial identifications of progress bills; i.e., Progress Bill No. 1 for the
first invoice, etc.;
The beginning and ending dates of the billing period;
A Task Summary containing the original contract amount, the amount
of prior billings, the total due this period, the balance available under
the Agreement, and the percentage of completion;
The Contractor’s signature;
Contractor shall give separate notice to the City when the total number
of hours worked by Contractor and any individual employee, agent, or
subcontractor of Contractor reaches or exceeds 800 hours within a 12-
month period under this Agreement and any other agreement between
Contractor and City. Such notice shall include an estimate of the time
necessary to complete work described in Exhibit A and the estimate of
time necessary to complete work under any other agreement between
Contractor and City, if applicable.
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2.2 Monthly Payment. City shall make monthly payments, based on invoices
received, for services satisfactorily performed, and for authorized
reimbursable costs incurred. City shall have 30 days from the receipt of
an invoice that complies with all of the requirements above to pay
Contractor.
2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant
to this Agreement within 60 days after completion of the services and
submittal to City of a final invoice, if all services required have been
satisfactorily performed.
2.4 Total Payment. City shall pay for the services to be rendered by
Contractor pursuant to this Agreement. City shall not pay any additional
sum for any expense or cost whatsoever incurred by Contractor in
rendering services pursuant to this Agreement. City shall make no
payment for any extra, further, or additional service pursuant to this
Agreement.
In no event shall Contractor submit any invoice for an amount in excess of
the maximum amount of compensation provided above either for a task or
for the entire Agreement, unless the Agreement is modified prior to the
submission of such an invoice by a properly executed change order or
amendment.
2.5 Hourly Fees. Fees for work performed by Contractor on an hourly basis
shall not exceed the amounts shown on the compensation schedule
attached hereto as Exhibit A.
2.6 Reimbursable Expenses. Reimbursable expenses are specified in
Exhibit A. Expenses not listed in Exhibit A are not chargeable to City.
Reimbursable expenses are included in the total amount of compensation
provided under this Agreement that shall not be exceeded.
2.7 Payment of Taxes. Contractor is solely responsible for the payment of
employment taxes incurred under this Agreement and any similar federal
or state taxes.
2.8 Payment upon Termination. In the event that the City or Contractor
terminates this Agreement pursuant to Section 8, the City shall
compensate the Contractor for all outstanding costs and reimbursable
expenses incurred for work satisfactorily completed as of the date of
written notice of termination. Contractor shall maintain adequate logs and
timesheets to verify costs incurred to that date.
2.9 Authorization to Perform Services. The Contractor is not authorized to
perform any services or incur any costs whatsoever under the terms of
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this Agreement until receipt of authorization from the Contract
Administrator.
2.10 Liquidated Damages. Failure of Contractor to respond to problems
referred to it by City within the time limits established in Subsection 1.2 of
this Agreement shall result in liquidated damages as set forth in Exhibit A.
Section 3. FACILITIES AND EQUIPMENT. Except as set forth herein, Contractor
shall, at its sole cost and expense, provide all facilities and equipment that may be
necessary to perform the services required by this Agreement. City shall make
available to Contractor only the facilities and equipment listed in this section, and only
under the terms and conditions set forth herein. Contractor shall make a written request
to City to use facilities or equipment not otherwise listed herein.
3.1 Safety Requirements. In accordance with generally accepted
construction practices and state law, Contractor shall be solely and
completely responsible for conditions on the jobsite, including safety of all
persons and property during performance of the work. This requirement
shall apply continuously and not be limited to normal working hours.
Contractor shall take all necessary precautions and provide all necessary
safeguards to prevent personal injury and property damage. Contractor
shall provide protection for all persons including, but not limited to, its
employees and employees of its subcontractors; members of the public;
and employees, agents, and representatives of the City and regulatory
agencies that may be on or about the work.
The services of the City in conducting review and inspection of
Contractor's performance is not intended to include review of the
adequacy of Contractor's work methods, equipment, bracing or
scaffolding, or safety measures, in, on, or near any Contractor jobsite.
All work and materials shall be in strict accordance with all applicable
state, city, county, and federal rules, regulations and codes, with specific
attention to the United States Department of Labor Occupational Health
and Safety Administration (OSHA) requirements. Contractor shall be
solely responsible for compliance with all city, county, and state explosive
transport, storage, and blasting requirements and for any damages
caused by such operations.
Contractor is hereby informed that work on City property could be
hazardous. Contractor shall carefully instruct all personnel working on
City property that all conditions of the property are potentially hazardous
work areas as to potential dangers and shall provide such necessary
safety equipment and instructions as are necessary to prevent injury to
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personnel and damage to property. Special care shall be exercised
relative to work underground.
In addition to complying with all other safety regulations, Contractor shall
abide by any and all other City requirements contained in any
specifications, special conditions or manuals, which shall be made
available by City upon request.
Contractor shall provide and maintain all necessary safety equipment such
as fences, barriers, signs, lights, walkways, guards, and fire prevention
and fire-fighting equipment and shall take such other action as is required
to fulfill its obligations under this section. It is the intent of the City to
provide a safe working environment under normal conditions.
CONTRACTOR IS ADVISED THAT CITY’S OPERATIONS AND
PROPERTY ARE INHERENTLY HAZARDOUS BECAUSE OF
CONDITIONS SUCH AS CONFINED SPACES, POTENTIALLY
EXPLOSIVE ATMOSPHERES, AND POSSIBLE EXPOSURE TO
PATHOGENS.
Contractor shall maintain all portions of the jobsite in a neat, clean, and
sanitary condition at all times. If required by the City, toilets shall be
furnished by Contractor where needed for use of its employees and their
use shall be strictly enforced. Contractor shall not use the City's existing
sanitary facilities, unless previously authorized by the City.
Contractor shall keep adequate first aid facilities and supplies available
and instruction in first aid for its employees shall be given.
City reserves the right to require that Contractor bring onto the project or
engage the services of a licensed safety engineer at any time during the
term of this Agreement. If Contractor does not have a licensed safety
engineer on staff, then City may require that Contractor engage a
subcontractor or subconsultant as the project’s safety engineer.
Contractor shall bear all costs in connection with meeting the
requirements of this section.
Section 4. INSURANCE REQUIREMENTS. Before fully executing this Agreement,
Contractor, at its own cost and expense, unless otherwise specified below, shall procure
the types and amounts of insurance listed below against claims for injuries to persons or
damages to property that may arise from or in connection with the performance of the
work hereunder by the Contractor and its agents, representatives, employees, and
subcontractors. Consistent with the following provisions, Contractor shall provide proof
satisfactory to City of such insurance that meets the requirements of this section and
under forms of insurance satisfactory in all respects, and that such insurance is in effect
prior to beginning work. Contractor shall maintain the insurance policies required by
this section throughout the term of this Agreement. The cost of such insurance shall be
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included in the Contractor's bid. Contractor shall not allow any subcontractor to
commence work on any subcontract until Contractor has obtained all insurance required
herein for the subcontractor(s) and provided evidence to City that such insurance is in
effect. VERIFICATION OF THE REQUIRED INSURANCE SHALL BE SUBMITTED
AND MADE PART OF THIS AGREEMENT PRIOR TO EXECUTION. Contractor shall
maintain all required insurance listed herein for the duration of this Agreement.
4.1 Workers’ Compensation.
4.1.1 General Requirements. Contractor shall, at its sole cost and expense,
maintain Statutory Workers’ Compensation Insurance and Employer’s
Liability Insurance for any and all persons employed directly or indirectly
by Contractor. The Statutory Workers’ Compensation Insurance and
Employer’s Liability Insurance shall be provided with limits of not less than
$1,000,000 per accident. In the alternative, Contractor may rely on a self-
insurance program to meet these requirements, but only if the program of
self-insurance complies fully with the provisions of the California Labor
Code. Determination of whether a self-insurance program meets the
standards of the California Labor Code shall be solely in the discretion of
the Contract Administrator.
The Workers’ Compensation policy shall be endorsed with a waiver of
subrogation in favor of the City for all work performed by the Contractor,
its employees, agents, and subcontractors.
4.1.2 Submittal Requirements. To comply with Subsection 4.1,
Contractor shall submit the following:
a. Certificate of Workers’ Compensation Insurance in the
amounts specified in the section; and
b. Waiver of Subrogation Endorsement as required by the
section.
4.2 Commercial General and Automobile Liability Insurance.
4.2.1 General Requirements. Contractor, at its own cost and expense,
shall maintain commercial general liability insurance for the term of
this Agreement in an amount not less than $2,000,000 and
automobile liability insurance for the term of this Agreement in an
amount not less than $2,000,000 per occurrence, combined single
limit coverage for risks associated with the work contemplated by
this Agreement. If a Commercial General Liability Insurance or an
Automobile Liability form or other form with a general aggregate
limit is used, either the general aggregate limit shall apply
separately to the work to be performed under this Agreement or the
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general aggregate limit shall be at least twice the required
occurrence limit. Such coverage shall include but shall not be
limited to, protection against claims arising from bodily and
personal injury, including death resulting therefrom, and damage to
property resulting from activities contemplated under this
Agreement, including without limitation, blanket contractual liability
and the use of owned and non-owned automobiles.
4.2.2 Minimum Scope of Coverage. Commercial general coverage
shall be at least as broad as Insurance Services Office Commercial
General Liability occurrence form CG 0001 (most recent edition)
covering comprehensive General Liability on an “occurrence” basis.
Automobile coverage shall be at least as broad as Insurance
Services Office Automobile Liability form CA 0001, Code 1 (any
auto). No endorsement shall be attached limiting the coverage.
4.2.3 Additional Requirements. Each of the following shall be included
in the insurance coverage or added as a certified endorsement to
the policy:
a. The Insurance shall cover on an occurrence or an accident
basis, and not on a claims-made basis.
b. City, its officers, officials, employees, and volunteers are to
be covered as additional insureds as respects: liability
arising out of work or operations performed by or on behalf
of the Contractor; or automobiles owned, leased, hired, or
borrowed by the Contractor.
c. Contractor hereby agrees to waive subrogation which any
insurer or contractor may require from vendor by virtue of the
payment of any loss. Contractor agrees to obtain any
endorsements that may be necessary to affect this waiver of
subrogation.
d. For any claims related to this Agreement or the work
hereunder, the Contractor’s insurance coverage shall be
primary insurance as respects the City, its officers, officials,
employees, and volunteers. Any insurance or self-insurance
maintained by the City, its officers, officials, employees, or
volunteers shall be excess of the Contractor’s insurance and
shall not contribute with it.
4.2.4 Submittal Requirements. To comply with Subsection 4.2,
Contractor shall submit the following:
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a. Certificate of Liability Insurance in the amounts specified in
the section;
b. Additional Insured Endorsement as required by the section;
c. Waiver of Subrogation Endorsement as required by the
section; and
d. Primary Insurance Endorsement as required by the section.
4.3 All Policies Requirements.
4.3.1 Acceptability of Insurers. All insurance required by this section is
to be placed with insurers with a Bests' rating of no less than A:VII.
4.3.2 Verification of Coverage. Prior to beginning any work under this
Agreement, Contractor shall furnish City with complete copies of all
Certificates of Liability Insurance delivered to Contractor by the
insurer, including complete copies of all endorsements attached to
the policies. All copies of Certificates of Liability Insurance and
certified endorsements shall show the signature of a person
authorized by that insurer to bind coverage on its behalf. If the City
does not receive the required insurance documents prior to the
Contractor beginning work, it shall not waive the Contractor’s
obligation to provide them. The City reserves the right to require
complete copies of all required insurance policies at any time.
4.3.3 Deductibles and Self-Insured Retentions. Contractor shall
disclose to and obtain the written approval of City for the self-
insured retentions and deductibles before beginning any of the
services or work called for by any term of this Agreement. At the
option of the City, either: the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects the City, its
officers, employees, and volunteers; or the Contractor shall provide
a financial guarantee satisfactory to the City guaranteeing payment
of losses and related investigations, claim administration and
defense expenses.
4.3.4 Wasting Policies. No policy required by this Section 4 shall
include a “wasting” policy limit (i.e. limit that is eroded by the cost of
defense).
4.3.5 Endorsement Requirements. Each insurance policy required by
Section 4 shall be endorsed to state that coverage shall not be
canceled by either party, except after 30 days’ prior written notice
has been provided to the City.
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4.3.6 Subcontractors. Contractor shall include all subcontractors as
insureds under its policies or shall furnish separate certificates and
certified endorsements for each subcontractor. All coverages for
subcontractors shall be subject to all of the requirements stated
herein.
4.4 Remedies. In addition to any other remedies City may have if Contractor
fails to provide or maintain any insurance policies or policy endorsements
to the extent and within the time herein required, City may, at its sole
option exercise any of the following remedies, which are alternatives to
other remedies City may have and are not the exclusive remedy for
Contractor’s breach:
Obtain such insurance and deduct and retain the amount of the
premiums for such insurance from any sums due under the
Agreement;
Order Contractor to stop work under this Agreement or withhold any
payment that becomes due to Contractor hereunder, or both stop work
and withhold any payment, until Contractor demonstrates compliance
with the requirements hereof; and/or
Terminate this Agreement.
Section 5. INDEMNIFICATION AND CONTRACTOR’S RESPONSIBILITIES.
Contractor shall indemnify, defend with counsel acceptable to City, and hold harmless
City and its officers, officials, employees, agents and volunteers from and against any
and all liability, loss, damage, claims, expenses, and costs (including without limitation,
attorney’s fees and costs and fees of litigation) (collectively, “Liability”) of every nature
arising out of or in connection with Contractor’s performance of the Services or its
failure to comply with any of its obligations contained in this Agreement, except such
Liability caused by the sole negligence or willful misconduct of City.
The Contractor’s obligation to defend and indemnify shall not be excused because of
the Contractor’s inability to evaluate Liability or because the Contractor evaluates
Liability and determines that the Contractor is not liable to the claimant. The Contractor
must respond within 30 days, to the tender of any claim for defense and indemnity by
the City, unless this time has been extended by the City. If the Contractor fails to
accept or reject a tender of defense and indemnity within 30 days, in addition to any
other remedy authorized by law, so much of the money due the Contractor under and
by virtue of this Agreement as shall reasonably be considered necessary by the City,
may be retained by the City until disposition has been made of the claim or suit for
damages, or until the Contractor accepts or rejects the tender of defense, whichever
occurs first.
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Notwithstanding the forgoing, to the extent this Agreement is a “construction contract”
as defined by California Civil Code Section 2782, as may be amended from time to
time, such duties of Contractor to indemnify shall not apply when to do so would be
prohibited by California Civil Code Section 2782.
In the event that Contractor or any employee, agent, or subcontractor of Contractor
providing services under this Agreement is determined by a court of competent
jurisdiction or the California Public Employees Retirement System (PERS) to be eligible
for enrollment in PERS as an employee of City, Contractor shall indemnify, defend, and
hold harmless City for the payment of any employee and/or employer contributions for
PERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as
well as for the payment of any penalties and interest on such contributions, which would
otherwise be the responsibility of City.
Section 6. STATUS OF CONTRACTOR.
6.1 Independent Contractor. At all times during the term of this Agreement,
Contractor shall be an independent contractor and shall not be an
employee of City. This Agreement shall not be construed as an
agreement for employment. City shall have the right to control Contractor
only insofar as the results of Contractor's services rendered pursuant to
this Agreement and assignment of personnel pursuant to Subsection 1.3;
however, otherwise City shall not have the right to control the means by
which Contractor accomplishes services rendered pursuant to this
Agreement. Contractor further acknowledges that Contractor performs
Services outside the usual course of the City’s business; and is
customarily engaged in an independently established trade, occupation, or
business of the same nature as the Contractor performs for the City, and
has the option to perform such work for other entities. Notwithstanding
any other City, state, or federal policy, rule, regulation, law, or ordinance to
the contrary, Contractor and any of its employees, agents, and
subcontractors providing services under this Agreement shall not qualify
for or become entitled to, and hereby agree to waive any and all claims to,
any compensation, benefit, or any incident of employment by City,
including but not limited to eligibility to enroll in the California Public
Employees Retirement System (PERS) as an employee of City and
entitlement to any contribution to be paid by City for employer
contributions and/or employee contributions for PERS benefits.
6.2 Contractor Not an Agent. Except as City may specify in writing,
Contractor shall have no authority, express or implied, to act on behalf of
City in any capacity whatsoever as an agent. Contractor shall have no
authority, express or implied, pursuant to this Agreement to bind City to
any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
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7.1 Governing Law. The laws of the State of California shall govern this
Agreement.
7.2 Compliance with Applicable Laws. Contractor and any subcontractors
shall comply with all laws applicable to the performance of the work
hereunder.
7.3 Other Governmental Regulations. To the extent that this Agreement
may be funded by fiscal assistance from another governmental entity,
Contractor and any subcontractors shall comply with all applicable rules
and regulations to which City is bound by the terms of such fiscal
assistance program.
7.4 Licenses and Permits. Contractor represents and warrants to City that
Contractor and its employees, agents, and any subcontractors have all
licenses, permits, qualifications, and approvals of whatsoever nature that
are legally required to practice their respective professions. Contractor
represents and warrants to City that Contractor and its employees, agents,
any subcontractors shall, at their sole cost and expense, keep in effect at
all times during the term of this Agreement any licenses, permits, and
approvals that are legally required to practice their respective professions.
In addition to the foregoing, Contractor and any subcontractors shall
obtain and maintain during the term of this Agreement valid Business
Licenses from City.
7.5 Nondiscrimination and Equal Opportunity. Contractor shall not
discriminate, on the basis of a person’s race, sex, gender, religion
(including religious dress and grooming practices), national origin,
ancestry, physical or mental disability, medical condition (including cancer
and genetic characteristics), marital status, age, sexual orientation, color,
creed, pregnancy, genetic information, gender identity or expression,
political affiliation or belief, military/veteran status, or any other
classification protected by applicable local, state, or federal laws (each a
“Protected Characteristic”), against any employee, applicant for
employment, subcontractor, bidder for a subcontract, or participant in,
recipient of, or applicant for any services or programs provided by
Contractor under this Agreement.
Contractor shall include the provisions of this Subsection in any
subcontract approved by the Contract Administrator or this Agreement.
Section 8. TERMINATION AND MODIFICATION.
8.1 Termination. City may cancel this Agreement at any time and without
cause upon written notification to Contractor.
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Contractor may cancel this Agreement upon 30 days’ written notice to City
and shall include in such notice the reasons for cancellation.
In the event of termination, Contractor shall be entitled to compensation
for services performed to the effective date of termination; City, however,
may condition payment of such compensation upon Contractor delivering
to City any or all documents, photographs, computer software, video and
audio tapes, and other materials provided to Contractor or prepared by or
for Contractor or the City in connection with this Agreement.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end
date of this Agreement beyond that provided for in Subsection 1.1. Any
such extension shall require a written amendment to this Agreement, as
provided for herein. Contractor understands and agrees that, if City grants
such an extension, City shall have no obligation to provide Contractor with
compensation beyond the maximum amount provided for in this
Agreement. Similarly, unless authorized by the Contract Administrator,
City shall have no obligation to reimburse Contractor for any otherwise
reimbursable expenses incurred during the extension period.
8.3 Amendments. The Parties may amend this Agreement only by a writing
signed by all the Parties.
8.4 Assignment and Subcontracting. City and Contractor recognize and
agree that this Agreement contemplates personal performance by
Contractor and is based upon a determination of Contractor’s unique
personal competence, experience, and specialized personal knowledge.
Moreover, a substantial inducement to City for entering into this
Agreement was and is the professional reputation and competence of
Contractor. Contractor may not assign this Agreement or any interest
therein without the prior written approval of the Contract Administrator.
Contractor shall not subcontract any portion of the performance
contemplated and provided for herein, other than to the subcontractors
noted in the proposal, without prior written approval of the Contract
Administrator.
8.5 Survival. All obligations arising prior to the termination of this Agreement
and all provisions of this Agreement allocating liability between City and
Contractor shall survive the termination of this Agreement.
8.6 Options upon Breach by Contractor. If Contractor materially breaches
any of the terms of this Agreement, City’s remedies shall include, but not
be limited to, the following:
8.6.1 Immediately terminate the Agreement;
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8.6.2 Retain the plans, specifications, drawings, reports, design
documents, and any other work product prepared by Contractor
pursuant to this Agreement;
8.6.3 Retain a different contractor to complete the work described in
Exhibit A not finished by Contractor; or
8.6.4 Charge Contractor the difference between the cost to complete the
work described in Exhibit A that is unfinished at the time of breach
and the amount that City would have paid Contractor pursuant to
Section 2 if Contractor had completed the work.
Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Contractor’s Performance. All reports,
data, maps, models, charts, studies, surveys, photographs, memoranda,
plans, studies, specifications, records, files, or any other documents or
materials, in electronic or any other form, that Contractor prepares or
obtains pursuant to this Agreement and that relate to the matters covered
hereunder shall be the property of the City. Contractor hereby agrees to
deliver those documents to the City upon termination of the Agreement. It
is understood and agreed that the documents and other materials,
including but not limited to those described above, prepared pursuant to
this Agreement are prepared specifically for the City and are not
necessarily suitable for any future or other use. City and Contractor agree
that, until final approval by City, all data, plans, specifications, reports and
other documents are confidential and will not be released to third parties
without prior written consent of both Parties.
9.2 Contractor’s Books and Records. Contractor shall maintain any and all
ledgers, books of account, invoices, vouchers, canceled checks, and other
records or documents evidencing or relating to charges for services or
expenditures and disbursements charged to the City under this Agreement
for a minimum of 3 years, or for any longer period required by law, from
the date of final payment to the Contractor to this Agreement.
9.3 Inspection and Audit of Records. Any records or documents that
Subsection 9.2 of this Agreement requires Contractor to maintain shall be
made available for inspection, audit, and/or copying at any time during
regular business hours, upon oral or written request of the City. Under
California Government Code Section 8546.7, if the amount of public funds
expended under this Agreement exceeds $10,000.00, the Agreement shall
be subject to the examination and audit of the State Auditor, at the request
of City or as part of any audit of the City, for a period of 3 years after final
payment under the Agreement.
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Section 10. MISCELLANEOUS PROVISIONS.
10.1 Attorneys’ Fees. If a party to this Agreement brings any action, including
an action for declaratory relief, to enforce or interpret the provision of this
Agreement, the prevailing party shall be entitled to reasonable attorneys’
fees in addition to any other relief to which that party may be entitled. The
court may set such fees in the same action or in a separate action brought
for that purpose.
10.2 Venue. In the event that either party brings any action against the other
under this Agreement, the Parties agree that trial of such action shall be
vested exclusively in the state courts of California in the County of
Alameda or in the United States District Court for the Northern District of
California.
10.3 Severability. If a court of competent jurisdiction finds or rules that any
provision of this Agreement is invalid, void, or unenforceable, the
provisions of this Agreement not so adjudged shall remain in full force and
effect. The invalidity in whole or in part of any provision of this Agreement
shall not void or affect the validity of any other provision of this Agreement.
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific
provision of this Agreement does not constitute a waiver of any other
breach of that term or any other term of this Agreement.
10.5 Successors and Assigns. The provisions of this Agreement shall inure
to the benefit of and shall apply to and bind the successors and assigns of
the Parties.
10.6 Conflict of Interest. Contractor may serve other clients, but none whose
activities within the corporate limits of City or whose business, regardless
of location, would place Contractor in a “conflict of interest,” as that term is
defined in the Political Reform Act, codified at California Government
Code Section 81000 et seq.
Contractor shall not employ any City official in the work performed
pursuant to this Agreement. No officer or employee of City shall have any
financial interest in this Agreement that would violate California
Government Code Section 1090 et seq.
Contractor hereby warrants that it is not now, nor has it been in the
previous 12 months, an employee, agent, appointee, or official of the City.
If Contractor was an employee, agent, appointee, or official of the City in
the previous 12 months, Contractor warrants that it did not participate in
any manner in the forming of this Agreement. Contractor understands
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that, if this Agreement is made in violation of California Government Code
Section 1090 et seq., the entire Agreement is void and Contractor will not
be entitled to any compensation for services performed pursuant to this
Agreement, including reimbursement of expenses, and Contractor will be
required to reimburse the City for any sums paid to the Contractor.
Contractor understands that, in addition to the foregoing, it may be subject
to criminal prosecution for a violation of California Government Code
Section 1090 et seq., and, if applicable, will be disqualified from holding
public office in the State of California.
10.7 Solicitation. Contractor agrees not to solicit business at any meeting,
focus group, or interview related to this Agreement, either orally or through
any written materials.
10.8 Contract Administration. This Agreement shall be administered by the
City Manager ("Contract Administrator"). All correspondence shall be
directed to or through the Contract Administrator or his or her designee.
10.9 Notices. Any written notice to Contractor shall be sent to:
Casey Printing
Attn: Todd Hermosillo
398 East San Antonio Drive
King City, CA 93930
Any written notice to City shall be sent to:
City of Dublin
Attn: Jacqui Hatzikokolakis
100 Civic Plaza
Dublin, CA 94568
10.10 Integration. This Agreement, including the scope of work attached hereto
and incorporated herein as Exhibit A represents the entire and integrated
agreement between City and Contractor and supersedes all prior
negotiations, representations, or agreements, either written or oral.
Exhibit A Scope of Services & Compensation Schedule/Reimbursable
Expenses
10.11 Counterparts and Electronic Signatures. This Agreement may be
executed in multiple counterparts, each of which shall be an original and
all of which together shall constitute one agreement. Counterparts
delivered and/or signatures executed by City-approved electronic or digital
means shall have the same force and effect as the use of a manual
signature. Both Parties desire this Agreement to be electronically signed in
accordance with applicable federal and California law. Either Party may
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revoke its agreement to use electronic signatures at any time by giving
notice to the other Party.
10.12 Certification per Iran Contracting Act of 2010. In the event that this
contract is for
one million dollars ($1,000,000.00) or more, by Contractor’s signature
below Contractor certifies that Contractor, and any parent entities,
subsidiaries, successors or subunits of Contractor are not identified on a
list created pursuant to subdivision (b) of Section 2203 of the California
Public Contract Code as a person engaging in investment activities in Iran
as described in subdivision (a) of Section 2202.5, or as a person
described in subdivision (b) of Section 2202.5 of the California Public
Contract Code, as applicable.
SIGNATURES ON FOLLOWING PAGE
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The Parties have executed this Agreement as of the Effective Date. The persons
whose signatures appear below certify that they are authorized to sign on behalf of the
respective Party.
CITY OF DUBLIN CASEY PRINTING
Colleen Tribby, City Manager Greg Rust, General Manager
Attest:
Marsha Moore, City Clerk
Approved as to Form:
City Attorney
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EXHIBIT A
SCOPE OF SERVICES
COMPENSATION SCHEDULE & REIMBURSABLE EXPENSES
SCOPE OF SERVICES
Printing, mailing (preparation and delivery, not including postage), and delivery of the next
six (6) issues of Dublin’s Activity Guide, two (2) issues each of the Annual Report, and
City Report, and three (3) issues of the Dublin Arts Center booklet. Postscript CMYK
files will be provided nine (9) business days ahead of the delivery dates noted
below.
1.2025-26 Fall/Winter Activity Guide
64 pages + 4-page cover*
25,000 copies
2025 Annual Report (inserted):
12 pages*
25,000 copies
Delivered to the Post Office on Tuesday, August 12, 2025, by 5:00 p.m.
*page counts may vary but will be confirmed within 3 weeks of print date
2. 2026 Spring Activity Guide
64 pages + 4-page cover*
25,000 copies
2026 Spring Dublin Arts Center booklet (inserted):
12 pages*
25,000 copies
Delivered to the Post Office on Tuesday, January 13, 2026, by 5:00 p.m.
*page counts may vary but will be confirmed within 3 weeks of print date
3. 2026 Summer Activity Guide
88 pages + 4-page cover*
25,000 copies
2026 Summer Dublin Arts Center booklet (inserted):
12 pages*
25,000 copies
Delivered to the Post Office on Tuesday, February 17, 2026, by 5:00 p.m.
*page counts may vary but will be confirmed within 3 weeks of print date
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4. 2025-26 City Report
12 pages*
25,000 copies
Delivered to the Post Office on Tuesday, March 3, 2026, by 5:00 p.m.
*page counts may vary but will be confirmed within 3 weeks of print date
5.2026-27 Fall/Winter Activity Guide
64 pages + 4-page cover*
25,000 copies
2026 Annual Report (inserted):
12 pages*
25,000 copies
2026-27 Fall/Winter Dublin Arts Center booklet (inserted):
12 pages*
25,000 copies
Delivered to the Post Office on Tuesday, August 11, 2026, by 5:00 p.m.
(estimated date, to be confirmed April 2026)
*page counts may vary but will be confirmed within 3 weeks of print date
6. 2027 Spring Activity Guide
64 pages + 4-page cover*
25,000 copies
Delivered to the Post Office on Tuesday, January 12, 2027, by 5:00 p.m.
(estimated date, to be confirmed April 2026)
*page counts may vary but will be confirmed within 3 weeks of print date
7. 2027 Summer Activity Guide
88 pages + 4-page cover*
25,000 copies
Delivered to the Post Office on Tuesday, February 16, 2027, by 5:00 p.m.
(estimated date, to be confirmed April 2026)
*page counts may vary but will be confirmed within 3 weeks of print date
8. 2026-27 City Report
12 pages*
25,000 copies
Delivered to the Post Office on Tuesday, March 2, 2027, by 5:00 p.m. (estimated
date, to be confirmed April 2026)
*page counts may vary but will be confirmed within 3 weeks of print date
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Activity Guide Specifications
Finished size: 8.25” w x 10.5” h
Inside pages: 40# 80 brite; full bleeds; 4/4 full color
Cover: 80# satin coated text; full bleeds; 4/4 full color
Binding: Stitch and trim
Other: No unders or overs
Artwork: PDF (postscript CMYK files) provided; hardcopy proof required
Mailing & Delivery:
To be verified at Pleasanton, CA Post Office, and delivered to San Ramon, CA Post
Office, ready for bulk rate delivery (carrier route presort) to each residential address in
Dublin; remaining Guides to be boxed and delivered to 100 Civic Plaza, Dublin.
Annual Report & Dublin Arts Center Booklet Specifications
Finished size: 8” w x 10.25” h
All pages: 80# velvet book; full bleeds; 4/4 full color
Binding: Stitch and trim
Other: No unders or overs
Artwork: PDF (postscript CMYK files) provided; hardcopy proof required
Mailing & Delivery:
•Annual Report to be inserted (blown) into both Fall/Winter Activity Guides;
•Dublin Arts Center Booklet to be inserted (blown) into the 2026 Spring Activity
Guide, the 2026 Summer Activity Guide, and the 2026-27 Fall/Winter Activity
Guide;
•All extras to be boxed and delivered to 100 Civic Plaza, Dublin.
City Report Specifications
Finished size: 8” w x 10.25” h
All pages: 80# velvet book; full bleeds; 4/4 full color
Binding: Stitch and trim
Other: No unders or overs
Artwork: PDF (postscript CMYK files) provided; hardcopy proof required
Mailing & Delivery: To be verified at Pleasanton, CA Post Office, and delivered to San
Ramon, CA Post Office, ready for bulk rate delivery (carrier route presort) to each
residential address in Dublin; remaining extras to be boxed and delivered to 100 Civic
Plaza, Dublin.
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COMPENSATION SCHEDULE & REIMBURSABLE EXPENSES
$12,273 – 2025-26 Fall/Winter Activity Guide, 64 pages + 4-page cover, 25,000
copies*
$9,761 – 2025 Annual Report (inserted), 12 pages, 25,000 copies*
Contingent on delivery to the San Ramon, CA Post Office on Tuesday, August 12,
2025, by 5:00 p.m.
If received after Wednesday, August 13, 2025, a 5% discount will be applied to the
invoice.
If received after Tuesday, August 19, 2025, a 15% discount will be applied to the
invoice.
If received after Tuesday, August 26, 2025, a discussion regarding the potential
termination of this agreement will be initiated.
$12,273 – 2026 Spring Activity Guide, 64 pages + 4-page cover, 25,000 copies*
$9,761 – 2026 Spring Dublin Arts Center booklet (inserted), 12 pages, 25,000
copies*
Contingent on delivery to the San Ramon, CA Post Office on Tuesday, January 13,
2026, by 5:00 p.m.
If received after Wednesday, January 14, 2026, a 5% discount will be applied to the
invoice.
If received after Tuesday, January 20, 2026, a 15% discount will be applied to the
invoice.
If received after Tuesday, January 27, 2026, a discussion regarding the potential
termination of this agreement will be initiated.
$15,440 – 2026 Summer Activity Guide, 88 pages + 4-page cover, 25,000 copies*
$9,761 – 2026 Summer Dublin Arts Center booklet (inserted), 12 pages, 25,000
copies*
Contingent on delivery to the San Ramon, CA Post Office on Tuesday, February 17,
2026, by 5:00 p.m.
If received after Wednesday, February 18, 2026, a 5% discount will be applied to the
invoice.
If received after Tuesday, February 24, 2026, a 15% discount will be applied to the
invoice.
If received after Tuesday, March 3, 2026, a discussion regarding the potential
termination of this agreement will be initiated.
$10,451 – 2025-26 City Report, 12 pages, 25,000 copies*
Contingent on delivery to the San Ramon, CA Post Office on Tuesday, March 3, 2026,
by 5:00 p.m.
If received after Wednesday, March 4, 2026, a 5% discount will be applied to the
invoice.
If received after Tuesday, March 10, 2026, a 15% discount will be applied to the invoice.
If received after Tuesday, March 17, 2026, a discussion regarding the potential
termination of this agreement will be initiated
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$12,273 – 2026-27 Fall/Winter Activity Guide, 64 pages + 4-page cover, 25,000
copies*
$9,761 – 2026 Annual Report (inserted), 12 pages, 25,000 copies*
$9,761 – 2026-27 Fall/Winter Dublin Arts Center booklet (inserted), 12 pages, 25,000
copies*
Contingent on delivery to the San Ramon, CA Post Office on Tuesday, August 11,
2026, by 5:00 p.m. (est. date, to be confirmed April 2026)
If received after Wednesday, August 12, 2026, a 5% discount will be applied to the
invoice.
If received after Tuesday, August 18, 2026, a 15% discount will be applied to the
invoice.
If received after Tuesday, August 25, 2026, a discussion regarding the potential
termination of this agreement will be initiated.
$12,273 – 2027 Spring Activity Guide, 64 pages + 4-page cover, 25,000 copies*
Contingent on delivery to the San Ramon, CA Post Office on Tuesday, January 12,
2027, by 5:00 p.m. (est. date, to be confirmed April 2026)
If received after Wednesday, January 13, 2027, a 5% discount will be applied to the
invoice.
If received after Tuesday, January 19, 2027, a 15% discount will be applied to the
invoice.
If received after Tuesday, January 26, 2027, a discussion regarding the potential
termination of this agreement will be initiated.
$15,440 – 2027 Summer Activity Guide, 88 pages + 4-page cover, 25,000 copies*
Contingent on delivery to the San Ramon, CA Post Office on Tuesday, February 16,
2027, by 5:00 p.m.
If received after Wednesday, February 17, 2027, a 5% discount will be applied to the
invoice.
If received after Tuesday, February 23, 2027, a 15% discount will be applied to the
invoice.
If received after Tuesday, March 2, 2027, a discussion regarding the potential
termination of this agreement will be initiated.
$10,451 – 2026-27 City Report, 12 pages, 25,000 copies*
Contingent on delivery to the San Ramon, CA Post Office on Tuesday, March 2, 2027,
by 5:00 p.m. (est. date, to be confirmed April 2026)
If received after Wednesday, March 3, 2027, a 5% discount will be applied to the
invoice.
If received after Tuesday, March 9, 2027, a 15% discount will be applied to the invoice.
If received after Tuesday, March 16, 2027, a discussion regarding the potential
termination of this agreement will be initiated.
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$1,500 – Fees for inserting newsletters ($300 per issue)
$7,559– 5% contingency
TOTAL: $158,738
*page counts may vary but will be confirmed within 3 weeks of print date
535
REQUEST FOR PROPOSALS
Printing and Bulk Mail Preparation Services for the City of Dublin
Proposals must be received by: Wednesday, April 30, 2025, at 5:00 p.m.
Jacqui Hatzikokolakis
Graphic Design & Communications Coordinator
100 Civic Plaza
City of Dublin, CA 94568
Proposals will be evaluated on the following:
a)experience with engagement of similar scope and complexity,
b)quality of the product,
c)satisfaction of previous clients,
d)cost of providing the consultant services for this project.
Attachment 3
536
Request for Proposals
for Printing and Bulk Mail Preparation Services
OVERVIEW
The City of Dublin prints three Activity Guides, two Annual Reports, and two City Reports each year. With a
new cultural arts facility coming online soon, a new Arts Center booklet will accompany the first three editions
of the Activity Guide in this proposal. These publications require bulk mailing services as outlined below. This
proposal covers two years’ worth of printing services and bulk mail prep. Please provide a quote on printing,
mailing (prep, not actual postage), and delivery of the next six issues of Dublin’s Activity Guide, plus two issues
each of the Annual Report, and City Report, and three issues of the Arts Center booklet. Mailing and delivery
includes verifying at the Pleasanton Post Office on Black Avenue, Pleasanton, CA, and delivery to the San
Ramon Post Office on Alcosta Boulevard in San Ramon, CA, ready for bulk rate delivery (carrier route presort)
to each residential address in Dublin. The extra Guides/Reports/booklets are to be boxed and delivered to
Dublin Civic Center, 100 Civic Plaza, Dublin on the same day.
PROJECT SPECIFICATIONS
2x Fall/Winter Activity Guide
25,000 copies
64 pages + 4 page cover
2x Spring Activity Guide
25,000 copies
64 pages + 4 page cover
2x Summer Activity Guide
25,000 copies
88 pages + 4 page cover
2x Annual Report, inserted (blown) into the Fall/Winter editions of the Activity Guide
25,000 copies
12 pages
2x City Report
25,000 copies
12 pages
3x Arts Center booklet, inserted (blown) into the 2025-26 Fall/Winter Activity Guide, 2026 Spring Activity
Guide, and 2026 Summer Activity Guide
25,000 copies
12 pages
Activity Guide
Finished size: 8.25 w x 10.5 h
537
Inside pages: 40# estar 84 brite; full bleeds; 4/4 full color
Cover: 80# sheet-fed satin (text weight); full bleeds; 4/4 full color
Binding: Stitch and trim
Other: No unders or overs
Artwork: PDF (postscript CMYK files) provided; hardcopy proof preferred – please indicate whether or not this
is available
Mailing & Delivery: To be verified at Pleasanton Post Office, and delivered to San Ramon Post Office, ready for
bulk rate delivery (carrier route presort) to each residential address in Dublin; remaining Guides to be boxed
and delivered to 100 Civic Plaza, Dublin.
Annual Report, City Report, Arts Center booklet
Finished size: 8 w x 10.25 h
All pages: 80# sheet-fed satin (text weight); full bleeds; 4/4 full color
Binding: Stitch and trim
Other: no unders or overs
Artwork: PDF (postscript CMYK files) provided; hardcopy proof preferred
Mailing & Delivery: Annual Report and Arts Center booklet to be inserted (blown) into the Activity Guide,
extras to be boxed and delivered to 100 Civic Plaza, Dublin; City Report to be verified at Pleasanton Post Office,
and delivered to San Ramon Post Office, ready for bulk rate delivery (carrier route presort) to each residential
address in Dublin; remaining City Reports to be boxed and delivered to 100 Civic Plaza, Dublin.
CONSIDERATIONS
Please include any fees for hard copy proofs, corrections to the proof, fees for inserting the Annual Report and
Arts Center booklet, as well as any additional unforeseen fees that might be incurred.
If you are unable to quote according to these exact specifications, please make a note and provide
alternatives.
PROCESS AND GENERAL CONDITIONS
1. Proposers shall submit proposals either electronically via email, or hard copy via regular mail to:
Jacqui Hatzikokolakis
Graphic Design & Communications Coordinator
100 Civic Plaza
Dublin, CA 94568
jacqui.hatzi@dublin.ca.gov
2. The deadline for submitting the proposal is Wednesday, April 30 at 5:00 p.m. Postmarks or late
submittals will not be accepted.
3. The City will not pay for any costs incurred in preparation and submission of the proposals or in
anticipation of a contract. The format of submittals is at the discretion of the Proposer.
538
SCHEDULE FOR RFP PROCESS
Friday, April 11, 2025 Request for Proposals posted.
Friday, April 25, 2025 Deadline to submit questions to City of Dublin .
Wednesday, April 30, 2025 Proposals are due no later than 5:00 p.m. on April 30, 2025, at the offices of the
City of Dublin, City Manager’s Office, 100 Civic Plaza, Dublin, CA 94568. Late
submittals will not be accepted.
Wednesday, May 7, 2025 Proposal review and notification.
Tuesday, June 17, 2025* Contractor Services Agreement scheduled for approval by the Dublin City
Council.
*tentative date, subject to change
RFP SUBMITTAL REQUIREMENTS
Please prepare and organize your proposal based on the requirements provided below.
1.Enclose a cover letter describing the firm’s interest and commitment to perform work necessary to
provide consulting services. The person authorized by the firm to negotiate a contract with the City of
Dublin shall sign the cover letter.
2.State the qualifications and experience of the firm. Please emphasize the specific qualifications and
experience with engagements of similar scope and complexity.
3.Provide at least three references (names, email addresses, and current phone numbers) from recent
work (within the previous three years), similar to the services outlined in this request for proposal.
Please include a brief description of the work performed and the role your firm performed.
4.Present proposed project budget for services requested.
5.Provide confirmation of your firm’s ability to meet the City’s Standard C ontractor Services Agreement
(Agreement) and insurance requirements. Exceptions to the Agreement and insurance requirements
shall be specifically noted in the Proposal.
STANDARD CONTRACTOR SERVICES AGREEMENT
539
It is anticipated that the services covered by the City’s Standard Contractor Services Agreement (Agreement)
resulting from this solicitation will be performed on a time and materials fee basis for a specified scope of work.
The term of the agreement will begin July 1, 2025.
A sample of the Agreement, including insurance requirements, is provided as Attachment A.
If the interested firm desires to take exception to the Agreement and/or insurance requirements, the interested
firm shall clearly identify proposed changes to the Agreement and furnish the reason for these changes, which
shall be included in the qualification. Exceptions will be taken into consideration in evaluating Proposals.
Otherwise, the interested firm is to state in the proposal that the Agreement and insurance requirements are
acceptable.
Consideration for exceptions will not be considered if not included in the submitted proposal.
CONFLICT OF INTEREST
Proposer agrees that, for the term of this contract, no member, officer or employee of the City of Dublin, or of
a public body within Alameda County or member or delegate to the Congress of the United States, during his/her
tenure or for one year thereafter, shall have any direct interest in the contracts or any direct or material benefit
arising therefrom.
Proposers may be requested to provide a list of clients with any potential conflicts of interest in working for the
City of Dublin and a brief description of work for these clients. This list would include all potential conflicts of
interest within the year prior to the release of this RFP, as well as current and future commitments to other
projects.
Principals and those performing work for City of Dublin may be required to submit a California Fair Political
Practices Commission (FPPC) Form 700: Statement of Economic Interests documenting potential financial
conflicts of interest. For additional information, proposers should refer to the FPPC website at
http://www.fppc.ca.gov/Form700.html.
EQUAL EMPLOYMENT OPPORTUNITY
Proposer shall not, on the grounds of race, color, sex, age, religion, national origin, ancestry, physical handicap,
medical condition, or marital status either discriminate or permit discrimination against any employee or
applicant for employment in any manner prohibited by Federal, State or local laws. In the event of Proposer non-
compliance, the City of Dublin may cancel, terminate or suspend the Contract in whole or in part. Proposer may
also be declared ineligible for further contracts with the City of Dublin.
Proposer shall take affirmative action to ensure that applicants are employed, and that employees are treated
during their employment, without regard to their race, religion, color, sex, or national origin. Such action shall
include, but not be limited to the following: employment, upgrading, demotion or transfer; recruitment or
recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for
training, including apprenticeship. Proposer and its sub-consultants shall post in conspicuous places, available
to all employees and applicants for employment, a notice setting forth the following provisions [29 U.S.C. § 623,
42 U.S.C. § 2000, 42 U.S.C. § 6102, 42 U.S.C. § 12112, 42 U.S.C. § 12132, 49 U.S.C. § 5332, 29 CFR Part 1630, 41
CFR Parts 60 et seq.].
540
GOVERNING LAW
This RFP summarizes the applicable laws and governance; when in conflict applicable State/Federal guidelines
shall apply. The contract and legal relations between the parties hereto shall be governed and construed in
accordance with the laws of the State of California.
INSURANCE REQUIREMENTS
The Contractor shall provide insurance coverage as follows in conformance with the City of Dublin’s
requirements:
General Liability Insurance $1,000,000
Automobile Liability Insurance $1,000,000
Professional Liability Insurance $1,000,000
Workers’ Compensation Insurance $1,000,000
REFERENCES
Contractor must include three (3) references for which the company has provided services similar to those
described in this RFP. Reference information shall include: name, address, contact, title, email address, phone
number, and the term of the contract.
REVIEW AND SELECTION PROCESS
The City reserves the right to make the selection based on its sole discretion. A subcommittee selected by City
Staff will evaluate proposals provided in response to this RFP. The subcommittee will use a forced ranking
process. Informal interviews may be conducted by City staff, and may include more than one firm that has
submitted a Proposal.
Based on input from this review process, a recommendation will be made to the City Manager. The City Manager
will make a recommendation to the City Council for award of contract services.
The City reserves the right to award a contract to the firm(s) that the City feels best meets the requirements of
the RFP. The City reserves the right to reject any and all Proposals prior to execution of the Agreement, with no
penalty to the City.
SELECTION OF CONSULTANT
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Submitted Proposals will be evaluated and scored using the following criteria:
• Experience with engagement of similar scope and complexity.
• Quality of the product
• Satisfaction of previous clients.
• Cost of providing the consultant services for this project.
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ATTACHMENT A: CONTRACTOR SERVICES AGREEMENT
Removed from the RFP Packet for purposes of the June
17, 2025 Regular City Council Meeting
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