CITY COUNCIL REGULAR MEETING AGENDA PACKET

Page 1 of 2 Item #10 CITY COUNCIL AGENDA REPORT November 19, 2024 Library and Recreation TITLE: APPROVE FIRST AMENDMENT TO THE SERVICES AGREEMENT WITH FOLGER GRAPHICS FOR ACTIVITIES GUIDE, CITY NEWSLETTER, AND CITY ANNUAL REPORT PRINTING SERVICES IN AN AMOUNT NOT TO EXCEED $76,238 FROM DECEMBER 1, 2024 TO NOVEMBER 30, 2025 SUMMARY The City produces a Library and Recreation Activities Guide, which is distributed three times a year. The City also produces a City newsletter up to three times a year, and a City Annual Report once a year. This amendment extends the agreement with Folger Graphics for printing services to produce these documents for an additional year at an annual not to exceed amount of $76,238 for the extension year, a reduction from $98,426 in the previous year. RECOMMENDATION Approve first amendment to the services agreement with Folger Graphics for Activities Guide, City Newsletter, and City Annual Report printing services in an amount not to exceed $76,238 from December 1, 2024 to November 30, 2025. BACKGROUND The Library and Recreation Department provides a variety of recreational classes, preschool activities, and environmental education and civic arts programs. It also manages and coordinates all youth and adult sports, recreation activities for developmentally disabled adults, and community-wide special events. The department advertises these classes and programs in its triannual Activities Guide, and residents utilize the document to register for the wide variety of activities available. The City also provides the Progress Newsletters and an Annual Report to inform residents of important topics, events, and key milestones. The City and Folger Graphics executed the original agreement on November 20, 2021 with a three-year term and a not to exceed amount of $91,000 in year one, $94,640 in year two, and $98,426 in year three for a total amount of $284,066 (four percent increase per year). DISCUSSION In an effort to reduce general fund expenses, the Library and Recreation Department recommends reducing the Activities Guide paper quality to newsprint. This would save the City approximately $21,400 per year compared to the original agreement terms. The front and back inside and outside covers would retain their current glossy color format to ensure the Activities Guide is noticeable when it is mailed to Pleasanton residents. The City Newsletter and City Annual Report will remain the same, and both have price increases. In addition to transitioning to newsprint, the City no longer needs quotations from Folger Page 148 of 658