State of the City Newsletter - Printing and Mailing

The City of Santa Clarita, located in Los Angeles County, California, is soliciting proposals for a comprehensive printing and mailing contract for its biannual State of the City Newsletter. The procurement seeks a vendor to produce and distribute 80,100 newsletter copies, comprising 77,600 with postal indicia, 2,000 without indicia, and 500 to be delivered to City Hall. The newsletters will be 10" x 10" in size, 8 pages long, printed in full color on 80 lb. recycled matte text paper, with a booklet fold and staple binding. Vendors must demonstrate expertise in municipal newsletter printing and mailing, providing work samples and references as part of their proposal. The RFP was published on October 24, 2025, with proposals due on November 21, 2025. Evaluation criteria will include qualifications, experience, references, and cost, with the possibility of interviews for top-scoring bidders. The city requires detailed mailing preparation, monthly status meetings, and adherence to specific postal reporting and bundling guidelines.

While no specific set-aside designations for disadvantaged enterprises are mentioned in the documents, vendors must meet extensive insurance and performance requirements. These include commercial general liability ($1,000,000 per occurrence), professional liability, and business automobile liability coverage. The estimated contract value is $105,000, with potential for two annual renewals. Postage is estimated at $17,188 and will be paid directly by the City to the Postmaster. The mailing will target residential addresses exclusively, excluding businesses, and will be distributed in two groups: one for routes crossing city boundaries and another for complete carrier routes within the city. The City reserves the right to adjust newsletter quantities at press time and to terminate the contract for non-compliance. Vendors must also comply with various state and federal regulations, including immigration and labor laws, and demonstrate an ability to maintain consistent pricing throughout the contract term.