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Home My WebLink About2026-03-24 - AGENDA REPORTS - STATE OF THE CITY MAIL/PRINT CONTRO Agenda Item: 3 CITY OF SANTA CLARITA .` AGENDA REPORT 1W CONSENT CALENDAR CITY MANAGER APPROVAL: DATE: March 24, 2026 SUBJECT: CONTRACT FOR STATE OF THE CITY NEWSLETTER MAILING AND PRINTING DEPARTMENT: City Manager's Office PRESENTER: Carrie Lujan RECOMMENDED ACTION City Council: 1. Award a three-year contract to Mellady Direct Marketing for the printing and mailing of the City of Santa Clarita State of the City newsletter, in an amount not to exceed $103,159. 2. Authorize the City Manager or designee to execute up to two additional one-year renewal options beginning in year four, not to exceed the annual contract amount, plus an adjustment consistent with the appropriate Consumer Price Index and contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year. 3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval. BACKGROUND For more than two decades, every spring and fall the City of Santa Clarita (City) prints and mails the State of the City newsletter to its residents to inform them about the latest City news. The State of the City newsletter (Newsletter) features messages from the City Manager, Sheriff's Captain, and Assistant Fire Chief, and provides updates on Capital Improvement Projects, Library programs, public safety campaigns, and other noteworthy projects and programs taking place in the City. The Newsletter provides vital information to keep the community informed and engaged with what is happening in Santa Clarita. It is mailed to every residential address in the City, which is approximately 78,000. Page 1 Packet Pg. 22 O The City conducted a Request for Proposal (RFP) to solicit proposals from qualified consulting firms for the printing and mailing of the Newsletter. The RFP was published and circulated via the City's e-procurement system, BidNet, on October 24, 2025. The City transmitted the solicitation to 1,366 vendors on BidNet, of which 59 vendors downloaded the RFP. Four companies provided proposals for consideration. These proposals were reviewed and evaluated based on each company's ability to meet the specific needs of the City. An evaluation panel, comprised of staff from multiple City departments, scored the responses using the following categories of weighted criteria: • Qualifications and Experience (25 points) • Ability to Provide the Services: Specific information on the company's ability to deliver the required services; background on the company, including the number of years in business and the completion of similar projects of equal complexity (including sample work submitted) (35 points) • References (10 points) • Cost of materials and services provided, as well as discounts offered (40 points) The evaluation team scored the responses based on a 110-point system, with the results outlined below: Rank Company 1 Mellady Direct Marketing 2 The Dot Corporation 3 Metro Mailing Service 4 Advantage Mailing LLC Location Cost Score Santa Clarita, CA $103,159 101 Irvine, CA $150,236 89 Sacramento, CA $120,165 84 Anaheim, CA $109,250 77 In reviewing proposals, the evaluation team awarded the highest score to Mellady Direct Marketing (Mellady). The evaluation team determined that Mellady's proposal offered the best overall value to meet the qualifications in printing and mailing, high -quality service, cost, and adherence to the contract. Staff has completed a due -diligence review of Mellady's professional references and determined its work history meets the City's standards and performance expectations. Based on the above, staff recommends awarding the contract to Mellady. ALTERNATIVE ACTION Other actions as identified by the City Council. FISCAL IMPACT The resources required to implement the recommended action are contained within the City of Santa Clarita's adopted Fiscal Year 2025-26 budget, expenditure account 1001500-510104 Page 2 Packet Pg. 23 O (Communications/Printing). Funding for future fiscal years is contingent upon the appropriations of funds by the City Council in the annual budget for such fiscal year. ATTACHMENTS Mellady Direct Marketing Proposal (available in the City Clerk's Reading File) Page 3 Packet Pg. 24 Your Print Q.MeiI Experts City of Santa Clarita Re: RESPONSE FILE: QWP DIRECT MAIL, INC. DBA Mellady Direct Marketing History of Company Letter or Memo State of the City Newsletter — Printing and Mailing Proposal # COM-25-26-11 November 20, 2025 1.1.1 Introduction and History Mellady Direct Marketing is a full -service printing and mailing firm headquartered in Santa Clarita, California. Founded in 1986, the company has grown into a comprehensive production operation with digital and offset printing, data processing, and complete mailing services performed under one roof. For nearly four decades, Mellady Direct has supported public agencies, municipalities, educational institutions, healthcare organizations, nonprofits, and private -sector clients with high -volume, deadline -sensitive print and mail projects. Our facility is equipped to manage complex production schedules, maintain strict quality control, and execute campaigns from initial concept through final delivery. Our longstanding presence in Santa Clarita, combined with a proven record of on -time and on -budget performance, positions Mellady Direct as a dependable partner for large-scale, recurring print and mail programs such as Seasons Magazine, the State of the City newsletter, and other outreach initiatives. Number of Customers: Mellady Direct currently services over 430 active clients across the public and private sectors. Size of Firm: 19 full-time employees, 2 part-time employees, and 15 temporary employees Number of Years in the Print & Mail Business: 39 Years (Continued on next page) MW Ore& Your Print Q. !-'sil Expe City of Santa Clarita Re: RESPONSE FILE: QWP DIRECT MAIL, INC. DBA Mellady Direct Marketing History of Company Letter or Memo State of the City Newsletter — Printing and Mailing Proposal # COM-25-26-11 November 20, 2025 Management Overview Upon award of contract, Mellady Direct will establish a detailed project timeline outlining all production milestones, proofing checkpoints, mailing preparation, and delivery expectations. Our project management approach includes: • Proactive communication: All client emails are answered within 24 hours or sooner. • Scheduled status reporting: Regular updates are provided throughout printing, bindery, and mailing preparation. • Operational reliability: Physical deliveries to the City of Santa Clarita are made between 9 a.m. and 2pm, on all business working days, ensuring consistent receipt and workflow. • Quality assurance: With all production performed in-house, Mellady Direct maintains full control over accuracy, color consistency, finishing, and packaging. Our leadership team has decades of industry experience and oversees all aspects of production, scheduling, and postal compliance. This experience, coupled with robust internal systems, ensures deadlines are met, quality standards are upheld, and any potential issues are identified and resolved early in the process. (Continued on next page) Your Print Q.MeiI Experts City of Santa Clarita State of the City Newsletter — Printing and Mailing November 20, 2025 Bidder Qualification, Experience and Problem Solving Mellady Direct operates in full compliance with all California labor codes and maintains a comprehensive onsite print and mail production facility. Press checks are always available upon request. For decades, we have supported the City of Santa Clarita with high -volume, deadline -driven projects including: • Seasons Magazine (printing, mailing preparation, and delivery) • State of the City newsletter • Cowboy Poetry event materials • Postcards, brochures, and specialty projects for a variety of City departments We are deeply invested in each project's success, and our team is known for: Reliable, On -Time Delivery & Quality You Can Trust In our nearly 40-year history, Mellady Direct has never had a job rejected, nor have we lost a client due to performance issues. We have never missed a deadline, even during peak seasons or unexpected challenges. Expert Problem -Solving With more than 100 years of combined experience on our management team, we anticipate issues before they arise and offer smart, cost-conscious solutions. This includes advising on: • Paper selection and coating alternatives • Efficient mailing methods and postal savings • Production improvements that shorten turnaround times • Best practices for durability, design, and print clarity Our clients often tell us that peace of mind is one of the biggest benefits of working with Mellady Direct, they know their project is in capable, caring hands. (Continued on next page) MW Ore& Your Print Q. !-'sil Expe City of Santa Clarita State of the City Newsletter — Printing and Mailing November 20, 2025 Bidder Qualification, Experience and Problem Solving Local + Regional Experience Beyond Santa Clarita, Mellady Direct also supports: • City of Glendale • Los Angeles County Department of Consumer and Business Affairs • Henry Mayo Newhall Hospital • Antelope Valley Hospital • Scorpion And numerous nonprofit and community organizations Operational Capacity & Equipment Overview To ensure consistent quality, speed, and in-house control, Mellady Direct runs one daily production shift, with an expanded second shift during high -demand seasons. Graphic Design & Prepress Create eye-catching, print -ready designs that engage your audience and ensure flawless production. • Adobe Creative Suite • Advanced Al Image Generation • Fusion Pro Variable Data Print Software • Fiery Graphic Arts Package, Premium Edition Data Processing Maximize deliverability and reduce postage costs with precise, USPS-compliant data services. • BCC Presort Software (Full -Service Bulk Mailer) • Standardize addresses and apply move updates NCOA (National Change of Address) • USPS First Class, Standard Mail, Nonprofit Mail, and Parcel Permits • Mail Anywhere Designation and Ghost Permit Ability (Continued on next page) Your Print Q. MeiI Experts City of Santa Clarita State of the City Newsletter — Printing and Mailing November 20, 2025 Bidder Qualification, Experience and Problem Solving Operational Capacity & Equipment Overview Digital, Offset, Web & Envelope Printing High-speed, in-house printing with beautiful color quality for projects of all sizes — from short runs to premium offset and web jobs. Full -color envelope printing with variable addressing and stamping in one pass. • (3) High-speed RICOH 9210 digital color printers (up to 13"x27.5") • Presstek 52DI 4-color offset press (up to 14"x20") • Kirk Rudy Firejet full -color inkjet envelope printer (12.75" full -bleed print) • Printware IJetColor/Memjet inkjet envelope printer (12" full -bleed print) Inkiet, Tabbing, Stamping & Gluing Fast, high -quality addressing and personalization directly onto mail pieces for maximum efficiency. USPS-compliant tabbing and stamping to ensure your mailings arrive on time and intact. • (2) Hawk MK6 UV inkjet printers • Kirk Rudy Winkjet printer • Kirk Rudy Netjet printer • (3) KR 535 Tabmasters (tabbing & stamping) • (6) Stream Feeder friction feeders (high-speed production) Mail Inserting & Specialty Mailing Automated inserting for speed and accuracy on complex jobs — plus polywrapping, card affixing, and gluing inserts all in-house. • Mailstar 500 inserter (4 station) • El 10,000 inserter (6 station) • A-645 jumbo inserter (6 station, 9x12 size) • Microglue HM10 dual -head glue system (glueing cards or inserts) • Straight Shooter SA-5 card tip -on feeder (applying cards) • Minipack-Torre Continua 60 polywrap system (clear wrapping for catalogs and magazines) (Continued on next page) MW Your Print Q. !-'sil Expe City of Santa Clarita State of the City Newsletter — Printing and Mailing November 20, 2025 Bidder Qualification, Experience and Problem Solving Operational Capacity & Equipment Overview Booklet -Making Full -service booklet production for professional, polished results — from short runs to large quantities. • Saddle -Stitch (Stapled Booklets): Horizon 20-bin booklet maker (80-page capacity) • Saddle -Stitch (Stapled Booklets): Horizon Stitch Liner 5500 saddle stitcher with three -knife trimmer • Perfect Biding (Paperback Books): C.P. Bourg BB3002 perfect binder with CMT 330 three - knife trimmer • Coil, Wire-0, and Spiral Binding Folding, Scoring, Perforating & Cutting Clean, precise finishing for professional presentation. • (2) Polar N78 Plus cutters • Challenge Titan 230 cutter • Duplo DC 646 slitter/cutter/creaser • Challenge Docutrim trimmer • Standard Horizon AF-566F automatic buckle folder • Stahl T 50 pile feed folder (Perforating & Scoring) • MBO B20 pile feed folder (Perforating & Scoring) • Morgana Digifold 5000P (Creasing & Folding) • Baum 714 folder (Continued on next page) a Your Print &Mail Experts City of Santa Clarita State of the City Newsletter — Printing and Mailing November 20, 2025 Bidder Qualification, Experience and Problem Solving Operational Capacity & Equipment Overview Finishing & Packaging Specialized finishing and packaging capabilities to make your project stand out. • Digicoater UV Coater (High -Gloss, Matte, Satin, and Soft -Touch Coatings) • Tec21 UV Coater with feeder (High -Gloss, Matte, Satin, and Soft -Touch Coatings) • Challenge Paper Drill • Vevor Corner Rounder • Heidelberg cylinder press die cutter (up to 18"x23") • Heat shrink tunnel (shrink-wrapping) • L-bar sealers • Banding machine • Heat laminator • Automatic pallet wrapper This extensive equipment lineup enables us to manage nearly every production and mailing process under one roof, ensuring efficiency, accuracy, and cost savings for our clients. (Continued on next page) Your Print Q.MeiI Experts City of Santa Clarita State of the City Newsletter — Printing and Mailing November 20, 2025 Bidder Organization and Staffing As president and CEO, respectively, Jill Mellady and Jim Mellady oversee Mellady Direct Marketing's operations and work directly with clients, managing projects and delegating to the company's account executives. Jill Mellady will be the primary contact for all jobs on this project. Account Executive Nickie DeTolve works one-on-one with printing and mailing clients, oversees Mellady Direct's printing operations, and partners directly with the mailing staff to ensure quality control and the timely completion of all jobs. Press Manager, Angel Aguyayo, oversees and manages all pre -press file preparation, coordinating with digital and print operations for file proofing. As Director of Business Development, Stephanie Wallace works hands-on with new and existing clients to ensure streamlined, efficient communications and processes. Brendan Mellady runs operations and logistics to ensure workflow is scheduled for on -time delivery and shipping. Cell phone number for after-hours contact is 661-313-2691. We are available 24/7 and will respond immediately. Sustainability For years, Mellady Direct Marketing has been committed to sustainable business practices that seek to make a limited environmental impact. We incorporate a number of environmentally -conscious practices into the work we do, including, but not limited to: • Energy -efficient printing presses and machinery • Energy -efficient computers and lighting • Post -consumer, recycled -content paper and packaging • Strategic pre -press printing layout to minimize paper waste • Recycling of all paper waste, packaging, cardboard, toner, and ink containers (Continued on next page) a Your Print &Mail Experts City of Santa Clarita State of the City Newsletter — Printing and Mailing November 20, 2025 Our Work with Local Non -Profit Organizations As a long-standing Santa Clarita family business, giving back to our community is at the heart of who we are. Mellady Direct proudly sponsors and supports: • Boys & Girls Club of SCV • Bridge to Home • Circle of Hope • College of the Canyons Foundation • Family Promise • JCI • Santa Clarita Valley Economic Development Corporation • Santa Clarita Valley Sheriff's Foundation • SCV Education Foundation • SCV Senior Center • SCV Walk to End Alzheimer's • Valley Industry Association (Continued on next page) MW Your Print Q. !.'sil Expe City of Santa Clarita State of the City Newsletter — Printing and Mailing November 20, 2025 Testimonials "We can always count on Mellady Direct Marketing for our critical printing and mailing projects. Their proven reliability, competitive pricing and strategic insights make them a valued partner." Eric Harnish VP, Public Information, Santa Clarita Community College District "Over the past 30 years, Mellady Direct has worked with a number of high -profile clients nationally and locally and continues to provide the highest quality work, state of the art equipment and most important, a quick turnaround. Guaranteed results, Mellady Direct! " Maureen Daniels Corporate Marketing, The Signal "Definitely one of the best mail and print companies I have ever worked with (and I've been in marketing for 30 years). Their client support goes far beyond simply filling an order; they provide valuable advice, are well -versed in the latest technology, and catch errors we've missed. They take the time to understand your business and become an integral part of your team. So glad I found them!" Helen Solomon Marketing Consultant, Marketing Mavins (Continued on next page) Your Print &Mail Experts City of Santa Clarita State of the City Newsletter — Printing and Mailing November 20, 2025 Final Note Mellady Direct is more than a print and mail vendor; we're a collaborative partner invested in the success of the City of Santa Clarita. With nearly four decades of experience, deep roots in the community, and a dedicated in-house team, we are ready to continue supporting the City with dependable service, exceptional quality, and the professionalism you deserve. L a 1� Lk"� Jill Mellady President Mellady Direct Marketing P111— I ','SIERRA COASTAL F R T I F I F 1) W:ie MEN':, OWNED 1VM!!@dYourPrint Q.perts City of Santa Clarita State of the City Newsletter — Printing and Mailing November 20, 2025 U.S. Small Business Administration Small Business Certification Allows for a public (state) agency to award the proposal if within 5% of the closest bid. Certification ID : 2001547 Legal Business Name: QwP DIRECT MAIL SERVICES. INC Doing Business As (DBA) Name Mellady Direct Marketing Doing Business As (DBA) Name2 OnlinePrintandMail _com Office Phone Number: 6611298-9190 Business Fax Number: 6611298-9142 Business Web Address: https:tt wvwr.melladydirect.com (https://www.melladydirect.com) Address: 28258 Avenue Stanford Santa Clarita Valencia CA 91355 Email: stephanie@melladydirect.com (mailto: stephanie iia� me Iladydirect. com ) Tolal No. of Employees: Business Types: Manufacturer , Non -Manufacturer , Service Nafificabon Prelerence_ Email Your Print Q. Me11 Experts City of Santa Clarita State of the City Newsletter — Printing and Mailing November 20, 2025 1.1.2 References: Please refer to References Form provided. See print and digital samples delivered to Jaclyn Abston on 11-20-25. We have produced other complex public -facing reports and booklets, including the CPA Impact Report, the College of the Canyons enrollment booklet, and the SCV Water Annual Water Report —each requiring careful handling of detailed content, data, and graphics. These projects demonstrate our experience with large -run, information -rich publications for public agencies and community institutions. Local References: College of the Canyons 26455 Rockwell Canyon Road, Santa Clarita CA 91355 Eric Harnish (661) 362-3429 Newhall School District 25375 Orchard Village Rd., Valencia, CA 91355 Rosana Valadez (661) 291-4163 SCV Water 26501 Summit Circle, Santa Clarita, CA 91350 Laura Gallegos (661) 513-1289 Henry Mayo Newhall Hospital Foundation 23845 McBean Parkway, Valencia, CA 91355 Marlee Lauffer (661) 200-1201 Clean Power Alliance 801 S. Grand Ave, Suite 400, Los Angeles, CA 90017 Cara Rene (213) 376-4850 Ext. 134 (Continued on next page) Your Print Q.MeiI Experts City of Santa Clarita State of the City Newsletter — Printing and Mailing November 20, 2025 1.1.3 Schedule (Summary) Because future printing dates are TBD, the City and QWP Direct Mail Services, Inc. DBA Mellady Direct Marketing will confirm the mail date for each newsletter in advance. For each issue, our standard schedule is: 45-30 days before mail date: Brief planning/check-in with City staff to confirm mail date, quantities, and any changes to format or content. 21 days before mail date (within three weeks): City provides final artwork and geography data to the Mellady, in accordance with the RFP requirement that art be provided within three weeks of the mail date. PLEASE NOTE: The current provided city boundary list you provide is for geography only. The data is used to map city boundaries to acquire the postal carrier routes and map the boundaries of the city which are not full carrier routes in some cases. Please note, the list you provide is only a guideline not a postal mailing list. 19-14 days before mail date: Supplier prepares and delivers a digital proof draft for City review. 14-10 days before mail date: City reviews and returns approved proof; any minor revisions are incorporated and re - proofed as needed. 9-3 days before mail date: Supplier prints, finishes, and performs quality checks. 2-0 days before mail date: Supplier addresses, presorts, and enters the newsletters into the mail stream to meet the agreed mail date. This repeatable timeline will be applied to each newsletter, with specific dates confirmed in advance for every issue. a Your Print &Mail Experts City of Santa Clarita State of the City Newsletter — Printing and Mailing November 20, 2025 Appendix A: Selected Awards and Recognition 2025: Featured Article (Santa Clarita Valley Business Journal) 2024: Appointed to the Board of Directors (Santa Clarita Valley Sheriff's Foundation) 2023: Elected to Board of Directors (Santa Clarita Valley Economic Development Corporation) 2022:Cheri Fleming Shining Stay Legacy Award 2021: Santa Clarita Female Rising Star by Elite Magazine 2018: SCV Chamber of Commerce Chairman's Award 2017: Best PR & Marketing Company (Elite Magazine) 2016: Silver Spur Award (College of the Canyons Foundation) 2015: Business of the Year (Valley Industry Association) 2015: Most Valued Professional (Van Nuys Postal Customer Council) 2015: Bronze Award, Integrated Campaigns (American Advertising Federation, L.A. chapter) 2015: Award of Excellence (American Advertising Federation, L.A. chapter) 2014: Small Business of the Year (SCV Leadership Awards) 2012: Los Angeles Area's Top 10 PR & Marketing firms (San Fernando Valley Business Journal) 2010: Award of Excellence (American Advertising Federation, L.A. chapter) 2010: Award of Distinction (American Advertising Federation, L.A. chapter) 2009: Judges Award (American Advertising Federation, L.A. chapter) 2008: Award of Excellence: (American Advertising Federation, L.A. chapter) 2004: Rising Star Award (Valley Industry Association) Mellady Direct Marketing is a certified small business with the U.S. Small Business Administration and certified Women Owned Business through the California Public Supplier Clearing House LBO TAA P F R T I F I F 1) SIERRA COASTAL W " M E N OWNED COST FILE RFP No. COM-25-26-11 Proposal #COM-25-26-11 State of the City Newsletter- Printing and Mailing Submitted by: QWP Direct Mail Services, Inc. DBA Mellady Direct Marketing 29035 The Old Road Valencia, CA 91355 Phone: 661-298-9190 Email: jilt@melladydirect.com Statement of Offer and Signature QWP Direct Mail Services, Inc. DBA Mellady Direct Marketing ("Consultant') hereby submits this Cost Proposal in response to RFP No. COM-25-26-11. Consultant acknowledges and agrees that: 1. This proposal constitutes a firm offer to perform the services described in the RFP and shall remain irrevocable for a period of one hundred twenty (120) calendar days from the date of submission. 2. Consultant will perform all work described in the RFP, including but not limited to all tasks, deliverables, and meeting attendance as laid out in the Scope of Work, for a not -to -exceed price as stated below and itemized in the attached Price Schedule. 3. The not -to -exceed price includes all labor, materials, equipment, overhead, profit, travel, subcontractors, and any other costs necessary to fully complete the services described in the RFP. Not -to -Exceed Price Total Not -to -Exceed Price for all services, deliverables, and meeting attendance as described in the Scope of Work: $94,158.72 (See attached Price Schedule for detailed breakdown.) Price Schedule The RFP references a "Price Schedule provided in this RFP." We did not find a separate Price Schedule form in the RFP documents available to us. Accordingly, we created a Price Schedule based on the format and structure used in our previous proposal's price schedule for similar services, ensuring that all tasks and deliverables described in the current Scope of Work are clearly itemized. This completed Price Schedule is attached hereto and incorporated by reference into this Cost Proposal. If the City provides or issues an official Price Schedule template, Consultant will promptly complete and submit that form using the same pricing and structure provided in this proposal. Authorized Signature By signing below, the undersigned represents that they are duly authorized to bind QWP Direct Mail Services, Inc. DBA Mellady Direct Marketing to this proposal and all terms stated herein. QWP Direct Mail Services, Inc. DBA Mellady Direct Marketing Signature: Ct O-LUA A Name: j e Title: Date: PRICE SCHEDULE PROPOSAL #COM-25-26-11 State of the City Newsletter— Printing & Mailing 1. State of the City Newsletter (to be mailed) $ .1958 /each x 79,600 =$15 585.68 subtotal 2. State of the City Newsletter (delivered to City Hall) $.1958 /each x 500 = $97.90 /subtotal 3. Tax at 9.75% on 500 Newsletters 9 5 lot (only those delivered to City Hall are taxed) 4. Freight (for newsletters delivered to City Hall if required) 0 to Total (add lines 1, 2, 3 and 4) $15,693,12 The above price reflects one campaign of 80,100 newsletters (79,600 to be mailed and 500 to be delivered to City Hall). This RFP encompasses six campaigns, totaling $94,158.72. NOTE: The RFP references a "Price Schedule provided in this RFP." We did not find a separate Price Schedule form in the RFP documents available to us. Accordingly, we created a Price Schedule based on the format and structure used in our previous proposal's price schedule for similar services. If the City provides or issues an official Price Schedule template, we will promptly complete and submit that form using the same pricing provided in this proposal. Authorized Signature By signing below, the undersigned represents that they are duly authorized to bind QWP Direct Mail Services, Inc. DBA Mellady Direct Marketing to this proposal and all terms stated herein. QWP Direct Mail Services, Inc. DBA Mellady Direct Marketing Signature: 1 Name: JW A Re, I is �aT Title: 11 LZ14 ALr'r�� Date: mukol _VY Zirect'VA Your Print &Mail Experts Mellady Direct Marketing - 29035 The Old Rd -Valencia, CA 91355 Phone: (661) 298-9190 CUSTOMER INFO Attn: Joe Redmond City of Santa Clarita 23920 Valencia Blvd, Suite 295 Santa Clarita, CA 91355-2196 Phone: (661) 255-4285 Terms: DUEONRECEI Estimate Estimate#: 40820 Est Date: 03/05/2026 Cust Code: City JOB INFO Estimate #: 40820 Account Rep: Jill Mellady Email: jill@melladydirect.com Job Name: State of the City Newsletter - Printing and Mailing RFP - Supplemental Request: Postage Optimization Estimated Quantity: 79,902 Data Processing "California sales tax may be applied if you take delivery of printed pieces. Pieces that are mailed are nontaxable per Regulation 1541.5 of the California Revenue and Taxation Code "Printed Sales Messages". ""The estimated postage amount is payable in advance and must be received no later than 10:00am on the scheduled mail date. A 4% surcharge will be added to any postage paid using a credit card. Comments City of Santa Clarita Postage Optimization Sub Total: $1,500.00 Services Sub Total: $1,500.00 Tax: $0.00 Total Services: $1,500.00 To help the City of Santa Clarita keep postage costs as low as possible while still reaching every resident within city limits, we use a structured mailing strategy that combines saturation eligibility analysis with targeted addressed delivery. This approach is based on our experience managing citywide mailings and our familiarity with how local postal routes align with Santa Clarita's boundaries and growth patterns. When the City provides a resident address file, we enhance it by appending USPS carrier route data. This allows us to identify which records fall within routes that qualify for saturation pricing. Routes fully contained within city limits are mailed using EDDM saturation methods to obtain the lowest available postage rates. Carrier routes that extend beyond city boundaries are evaluated individually. For routes that include both City of Santa Clarita and unincorporated Los Angeles County addresses, we isolate only the addresses within city limits and prepare those pieces as addressed mail. This ensures complete delivery to intended residents without incurring postage costs for households outside the City's jurisdiction. PROCESS COMPONENTS: • Carrier Route Analysis — USPS carrier route data is appended and reviewed for each mailing file. • Hybrid Distribution Planning — Saturation methods are used where routes qualify; addressed mail is used where partial routes cross city boundaries. • Boundary Alignment Review — Updated references are maintained that align postal routes with Santa Clarita city limits. • Ongoing Geographic Updates — Data is reviewed for each mailing to account for USPS route changes, new construction, City annexations, and development updates to ensure complete coverage of City residents. RESULT: Complete in -boundary residential coverage using the most cost-efficient USPS mailing method available. This methodology reflects our ongoing work with Santa Clarita mailings and our familiarity with how local delivery routes correspond with city jurisdictional boundaries. If a mailhouse does not use these strategies and instead mails to the address list as provided, the total standard mail postage cost for 79,775 records, including SCF discounts, would be $55,443.83. ($.695 per piece) Using our method, the total postage cost for 79,775 records is $18,268.85 for saturated + $515.91 for addressed mail = $18,784.76 ($.235 per piece) A postage savings of $36,659.07! Jill Mellady, President 661-295-3900 office 661-313-2691 direct Thursday, March 05, 2026 Page 1 of 1 NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS PROPOSAL # COM-25-26-11 State of the City Newsletter — Printing and Mailing City of Santa Clarita, California 1. SUMMARY OF CONTRACTUAL REQUIRMENTS a. A contract is required for any service performed on behalf of the City of Santa Clarita (City). b. By submitting a proposal, you have reviewed the sample contract documents contained within this request for proposals and agree to be bound by the requirements set forth. c. The City reserves the sole right to accept or reject any requests for modifications to these terms. 2. SUMMARY OF INDEMNITY AND INSURANCE REQUIREMENTS a. These are the Indemnity and Insurance Requirements for Contractors providing services or supplies to City of Santa Clarita (City). By agreeing to perform the work or submitting a proposal, you verify that you comply with and agree to be bound by these requirements. If any additional Contract documents are executed, the actual Indemnity language and Insurance Requirements may include additional provisions as deemed appropriate by City's Purchasing Agent. b. You should check with your Insurance advisors to verify compliance and determine if additional coverage or limits may be needed to adequately insure your obligations under this agreement. These are the minimum required and do not in any way represent or imply that such coverage is sufficient to adequately cover the Contractor's liability under this agreement. The full coverage and limits afforded under Contractor's policies of Insurance shall be available to Buyer and these Insurance Requirements shall not in any way act to reduce coverage that is broader or includes higher limits than those required. The Insurance obligations under this agreement shall be: 1—all the Insurance coverage and limits carried by or available to the Contractor; or 2—the minimum Insurance requirements shown in this agreement, whichever is greater. Any insurance proceeds in excess of the specified minimum limits and coverage required, which are applicable to a given loss, shall be available to City. c. Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. City reserves the right to require full -certified copies of all Insurance coverage and endorsements. 3. INDEMNIFICATION a. To the fullest extent permitted by law, CONSULTANT shall defend (with legal counsel reasonably acceptable to CITY), indemnify and hold harmless CITY and its officers, agents, departments, officials, representatives and employees (collectively "Indemnitees") from and against any and all claims, loss, cost, damage, injury (including, without limitation, economic harm, injury to or death of an employee of CONSULTANT or its subconsultants), expense and liability of every kind, nature and description that arise from or relate to (including, without limitation, incidental and consequential damages, court costs, attorneys' fees, litigation expenses and fees of expert consultants or expert witnesses incurred in connection therewith and costs of investigation) that arise from or relate to, directly or indirectly, in whole or in part, from: (1) CONSULTANT's performance of Services under this Agreement, or any part thereof; (2) any negligent act or omission of CONSULTANT, any subconsultant, anyone directly or indirectly employed by them, or anyone that they control; (3) any actual or alleged infringement of the patent rights, copyright, trade secret, trade name, trademark, service mark or any other intellectual or proprietary right of any person or persons in consequence of the use by CITY, or any other Indemnitee, of articles or Services to be supplied in the performance of this Agreement; or (4) any breach of this Agreement (collectively "Liabilities"). Such obligations to defend, hold harmless and indemnify any Indemnitee shall not apply to the extent such Liabilities are caused by the sole negligence or willful misconduct of such Indemnitee, but shall apply to all other Liabilities. The foregoing shall be subject to the limitations of California Civil Code section 2782.8 as to any design professional services performed by CONSULTANT and in particular the limitation on CONSULTANT's duty to defend whereby such duty only arises for claims relating to the negligence, recklessness or willful misconduct of CONSULTANT as well as the limitation on the cost to defend whereby CONSULTANT will only bear such cost in proportion to CONSULTANT's proportionate percentage of fault (except as otherwise provided in section 2782.8). b. The foregoing indemnification provisions will not reduce or affect other rights or obligations which would otherwise exist in favor of the CITY and other Indemnitees. c. CONSULTANT shall place in its subconsulting agreements and cause its subconsultants to agree to indemnities and insurance obligations in favor of CITY and other Indemnitees in the exact form and substance of those contained in this Agreement. 4. INSURANCE a. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below: Type of Insurance Limits Commercial general liability: $1,000,000 Professional liability $1,000,000 Business automobile liability $1,000,000 Workers compensation Statutory requirement b. Commercial general liability insurance will meet or exceed the requirements of ISO-CGL Form No. CG 00 011185 or 88. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 0106 92, including symbol 1 (Any Auto). Liability policies will be endorsed to name CITY, its officials, and employees as "additional insureds" under said insurance coverage and to state that such insurance will be deemed "primary" such that any other insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10 1185 or 88, or equivalent. Such insurance will be on an "occurrence," not a "claims made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to CITY. c. Professional liability coverage will be on an "occurrence basis" if such coverage is available, or on a "claims made" basis if not available. When coverage is provided on a "claims made basis," CONSULTANT will continue to renew the insurance for a period of at least three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect. d. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, including endorsements, and such other evidence of insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must be placed with California -admitted insurers with (other than workers compensation) a current A.M. Best Company Rating of at least "A:VII." e. Waiver of Subrogation: The insurer(s) agree to waive all rights of subrogation against CITY, its elected or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of the workers compensation policy which arise from work performed by CONSULTANT for CITY. f. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to TERMINATION section. In the alternative, should CONSULTANT fail to meet any of the insurance requirements under this Agreement, City may terminate this Agreement immediately with no penalty. g. Should CONSULTANT'S insurance required by this Agreement be cancelled at any point prior to expiration of the policy, CONSULTANT must notify City within 24 hours of receipt of notice of cancellation. Furthermore, CONSULTANT must obtain replacement coverage that meets all contractual requirements within 10 days of the prior insurer's issuance of notice of cancellation. CONSULTANT must ensure that there is no lapse in coverage. h. The CITY shall be entitled to any coverage in excess of the minimums required herein. I have read and understand the above requirements and agree to be bound by them for any work performed for the City. Authorized Signature: Date: Printed Name: A me DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS PROPOSAL # COM-25-26-11 State of the City Newsletter — Printing and Mailing City of Santa C/arita, California Listed below are the names and locations of the places of business of each subcontractor, supplier, and vendor who will perform work or labor or render service in excess of % of 1 percent, or $10,000 (whichever is greater) of the prime contractor's total bid. If no Subcontractors will be used fill out the form with NA. Please add additional sheets If needed. Subcontractor DIR Registration No. Dollar Value of Work Location and Place of Business Bid Schedule Item No's: Description of Work License No. Exp. Date: / / Phone ( ) Subcontractor DIR Registration No. Dollar Value of Work Location and Place of Business Bid Schedule Item No's: Description of Work License No. Exp. Date: 1 Phone j i Subcontractor DIR Registration No. Dollar Value of Work i Location and Place of Business Bid Schedule Item No's: Description of Work License No. Exp. Date: / / Phone ( ) NOTE: A contractor or subcontractor shall not be qualified to propose on, be listed in a proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5 of the Labor Code. It is not a violation of this section for an unregistered contractor to submit a proposal that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 of the Labor Code at the time the contract is awarded. REFERENCES PROPOSAL # COM-25-26-11 State of the City Newsletter — Printing and Mailing City of Santa Clarita, California The following are the names, addresses, and telephone numbers of three public agencies for which proposer has performed work of a similar scope and size within the past 3 years. If the instructions on this form conflict with the references requested in the scope of work, the scope of work shall govern. Complete this form out accordingly. Fill out this form completely and upload it with your proposal. 1. ( ufcm 2 n u \MWQ-� Name and Address of Owner / Agency VM0, W IM9. Name and Telephone Number of Person Familiar with Project A 1, on,�� -IRkm-t Wfti (. UV (Sust), Amount Type of Work Date Completed 2. �lle�e S IM CfM, 0(,s Name and Address of Owner / Agency ,c— Pft(4M>h w,%2- K�(A21 Name and Telephone Number of Person Familiar with Project i, 1�,�,2 2- Pa; nT } mil. a�) Contract Amount Type of Work Type Date Completed 3. Name and Address of Owner / Agency �P'vss— buy- 6�e�-12 69 Name and Telephone Number of Person Familiar with Project :rp tWIZ63 � , (W—r MP6L alSfaa�. Contract Amount Type of Work Date Completed SCOPE OF WORK PROPOSAL # COM-25-26-11 State of the City Newsletter — Printing and Mailing City of Santa Clarita, California EVENT DATE Solicitation advertisement October 24, 2025 Last day for questions November 7, 2025 Return of proposals November 21, 2025 Evaluations of proposals Beginning November 21, 2025 Contract award December 9, 2025 *Dates are subject to change at the City's discretion* 1. BACKGROUND 1.1. The City of Santa Clarita creates two State of the City Newsletters annually. The first edition is released during the Spring and the second edition during the Fall. Proposals are being solicited for the printing and mailing of these newsletters. 2. OBJECTIVES 2.1. The purpose of the State of the City Newsletter is to keep residents within City -limits informed on projects, updates and happenings in the City. 3. SUPPLIER RESPONSIBILITIES 3.1. Artwork as well as art, print, paper and bleed specifications shall be provided to the supplier by the City's graphic designer. 3.2. Supplier shall provide a draft proof copy for review and approval to the City's graphic designer. 3.3. Once the supplier has received the final approved draft proof, supplier shall print the required number of newsletters for delivery to the postmaster and City Hall. 3.4. Prior to the supplier receiving artwork, the City's graphic designer shall obtain a quote from the supplier that indicates estimated cost for the newsletter print. In addition to the print quote, the supplier shall also provide the estimate for the postage that the supplier shall obtain from the Postmaster. The postage cost, due payable directly to the postmaster, will be provided to the Postmaster by the City prior to the mailing date. Postage is estimated at: $17,188. The actual postage will be determined when mailing is processed. 3.5. The printing of the magazine must be high quality, have accurate color, good registration, clean pages (no ghosting, dirt marks or spots), sharp images and type. 4. DELIVERABLES 4.1. Supplier shall print newsletters to supply to every household within the City of Santa Clarita city -limits. 4.2. Supplier shall communicate with the Postmaster on quantity of newsletters required based on current household count. 4.3. Supplier shall deliver newsletters to the Postmaster on specified mail date. 4.4. Supplier shall deliver 250 copies of the Spring newsletters and 500 copies of the Fall newsletters to City Hall. 5. DUE DATES/SCHEDULES/TIMELINES 5.1. Future Printing Dates — dates for subsequent newsletters are TBD. 5.1.1.Art shall be provided to the supplier within three (3) weeks of mail date. Supplier shall provide a proof draft for approval. 5.1.2.Approved proof draft shall be returned to supplier for print within three (3) weeks of mail date. 5.1.3.Mail dates are varied based on the newsletter timeline. The timeline for each newsletter will be discussed and confirmed prior to artwork submission to the supplier. 5.2. Liquidated Damages — If products are delivered after the due date (or two weeks after artwork has been released) the vendor will offer a price discount of $575.00 per day until delivery. 6. CITY RESPONSIBILITIES 6.1. All artwork shall be provided to the supplier via PDF file. 6.2. Postage shall be paid by the City directly to the postmaster. 7. ATTACHMENTS 7.1. Specifications document is attached as "Exhibit A." ACKNOWLEDGEMENT & ACCEPTANCE OF SCOPE OF WORK PROPOSAL # COM-25-26-11 State of the City Newsletter — Printing and Mailing City of Santa Clarita, California By providing the three (3) required signatures below, the Contractor acknowledges full understanding, complete agreement to, and accepts in its entirety, all Scope of Work for the State of the City Newsletter — Printing and Mailing. The Contractor will be expected to perform maintenance practices and uphold the standards herein to the established Scope of Work throughout the length of the contract. *Supervisor's Sign *Estimator's Signa *Owner's Signature: a ,Q 1 0, M a I 0 0,U Date: II -AO S *All three signatures required Addendum No. 1 November 4, 2025 Addendum No. 1 PROPOSAL # COM-25-26-11 State of the City Newsletter - Printing and Mailing City of Santa Clarita, California This addendum must be acknowledged via BidNet and should be included with the proposal response. The purpose of this addendum is to address the following for this Request for Proposals (RFP): I. UPDATED CONTACT INFORMATION Please note that any references to document or invoice delivery to Billie Abreu should instead list Joe Redmond. END OF ADDENDUM This addendum must be acknowledged via BidNet and should be included with the response. Contractor's Representative Company Name Date a 1.191 9611W WAII61O WINK-10II