AGENDA ITEM REPORT
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A MOTION TO REJECT RFP NO. 11-12-25-11 AND THE RESPONSE RECEIVED FOR PRINTING, BINDING, MAILING, AND DELIVERY SERVICES FOR THE CITY’S YEAR-IN-REVIEW (YIR) PUBLICATION AND THE POPULAR ANNUAL FINANCIAL REPORT (PAFR).
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BACKGROUND:
Historically, staff has procured printing, binding, mailing, and delivery services for the City’s Year-In-Review (YIR) and Popular Annual Financial Report (PAFR) publications using informal quotes based on production needs. In an effort to ensure due diligence, secure best value for the City, and lock in pricing for the contract term, staff determined that issuing a formal Request for Proposals (RFP) was the most appropriate procurement method.
Accordingly, on October 19, 2025, the City issued RFP No. 11-12-25-11 seeking qualified vendors to provide these services. The RFP was intended to promote competition, provide pricing certainty, and ensure transparency and consistency in the procurement process.
DISCUSSION:
Invitations to submit proposals were electronically distributed to one hundred twenty-one (121) prospective vendors. The City received one (1) responsive proposal, submitted by PRIDE Enterprises, Inc., which was reviewed by Procurement staff for compliance with the RFP requirements.
A selection committee consisting of Yvonne Lopez, Community Relations Director; Martin Pillot, Web & Graphics Specialist; and Rachael Lepine, Finance and Administrative Services Administrative Assistant, was established to evaluate the proposal in accordance with the criteria outlined in the RFP.
Following its review, staff determined that acceptance of the proposal is not in the best interest of the City. The proposed cost for the YIR and PAFR services significantly exceeds historical spending levels and is nearly twice the amount currently budgeted. As a result, staff recommends rejecting the proposal and obtaining quotes from multiple vendors at the time of production to ensure the best combination of quality and pricing.
RECOMMENDATION:
Staff recommends approval of this motion.
FISCAL IMPACT: N/A