The URL can be used to link to this page

Home My WebLink AboutStaff Report 2511-5423CITY OF PALO ALTO CITY COUNCIL Monday, December 15, 2025 Council Chambers & Hybrid 4:30 PM Agenda Item 23.Approval of Amendment No. 2 to Contract S20176706 with FolgerGraphics, Inc. to Reduce the Scope of Services for Professional Printing and Distribution Services of the Enjoy! Activity Guide through March 2026; CEQA Status – not a project. City Council Staff Report From: City Manager Report Type: CONSENT CALENDAR Lead Department: Community Services Meeting Date: December 15, 2025 Report #:2511-5423 TITLE Approval of Amendment No. 2 to Contract S20176706 with FolgerGraphics, Inc. to Reduce the Scope of Services for Professional Printing and Distribution Services of the Enjoy! Activity Guide through March 2026; CEQA Status – not a project. RECOMMENDATION Staff recommends the City Council approve and authorize the City Manager or their designee to execute Amendment No. 2 to Contract S20176706 with FolgerGraphics, Inc. (Attachment A) to reduce the scope of services to align with budgetary reductions for the department. BACKGROUND The Enjoy! Activity Guide that is produced by the Community Services Department (CSD) provides the community with information about class and program offerings, special events, facility rental information, locations and features of parks and open space preserves throughout the City, as well as information on programming for other City departments (for example, Library) and community partners. FolgerGraphics has printed roughly 160,000 Enjoy! Activity Guides per year (40,000 prints of four activity guides) and prepares the activity guide for mail distribution and delivers the copies to the Post Office. In the Fiscal Year 2026 revised budget action1, the Council directed staff to pinpoint areas where we could reduce our budget without significantly affecting services provided. The scope reduction for the contract will eliminate mailing and cut down the number of catalogs printed to roughly 1,000 copies per season (instead of 40,000). The Enjoy! Activity Guide will continue to be posted on our website in a digital, flip-through version, for the community to view in advance of registration. An expansion of on-call services for possible printing needs to support the Cubberley Master Planning efforts for the department is being added. 1 City Council, September 8, 2025; Agenda Item #18; SR #2506-4818, https://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=83564 ANALYSIS FISCAL/RESOURCE IMPACT Guide in future years. Funding for future years will be subject to Council’s adoption of future budgets, and if necessary, requests for additional funding in alignment with escalating contract costs will be brought forward as a part of the City’s annual budget development process. STAKEHOLDER ENGAGEMENT ENVIRONMENTAL REVIEW ATTACHMENTS APPROVED BY: Vers.: Aug. 5, 2019 Page 1 of 6 AMENDMENT NO. 2 TO CONTRACT NO. S20176706 BETWEEN THE CITY OF PALO ALTO AND FOLGERSGRAPHICS INC. This Amendment No. 2 (this “Amendment”) to Contract No. S20176706 (the “Contract” as defined below) is entered into as of December 8, 2025, by and between the CITY OF PALO ALTO, a California chartered municipal corporation (“CITY”), and FOLGERSGRAPHICS INC., a California Corporation, located at 21093 Forbes Avenue, Hayward, CA 94545 (“CONTRACTOR”). CITY and CONTRACTOR are referred to collectively as the “Parties” in this Amendment. R E C I T A L S A. The Contract (as defined below) was entered into by and between the Parties hereto for the provision of providing printing and distribution of four (4) issues annually of the Enjoy Catalog for the Community Services Department, as detailed therein. B. The Parties now wish to amend the Contract in order to revise the scope, as detailed herein. NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provisions of this Amendment, the Parties agree: SECTION 1. Definitions. The following definitions shall apply to this Amendment: a. Contract. The term “Contract” shall mean Contract No. S20176706 between CONSULTANT and CITY, dated March 16, 2020, as amended by: Amendment No.1, dated March 27, 2023 b. Other Terms. Capitalized terms used and not defined in this Amendment shall have the meanings assigned to such terms in the Contract. SECTION 3. The following exhibit(s) to the Contract is/are hereby amended or added, as indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are hereby incorporated in full into this Amendment and into the Contract by this reference: a. Exhibit “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 2”, AMENDED, REPLACES PREVIOUS. b. Exhibit “C” entitled “SCHEDULE OF FEES, AMENDMENT NO. 2”, ADDED / AMENDED, REPLACES PREVIOUS. Docusign Envelope ID: 4B29CB82-D118-4306-8561-4DB9CF33E94D Vers.: Aug. 5, 2019 Page 2 of 6 SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of the Contract, including any exhibits thereto, shall remain in full force and effect. SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this Amendment and are fully incorporated herein by this reference. (SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.) Docusign Envelope ID: 4B29CB82-D118-4306-8561-4DB9CF33E94D Vers.: Aug. 5, 2019 Page 3 of 6 SIGNATURES OF THE PARTIES IN WITNESS WHEREOF, the Parties have by their duly authorized representatives executed this Amendment effective as of the date first above written. CITY OF PALO ALTO City Manager APPROVED AS TO FORM: City Attorney or designee FOLGERSGRAPHICS INC. Officer 1 By: Name: Title: Officer 2 By: Name: Attachments: Exhibit “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 2”, AMENDED, REPLACES PREVIOUS. Exhibit “C” entitled “SCHEDULE OF FEES, AMENDMENT NO. 2”, ADDED / AMENDED, REPLACES PREVIOUS. Docusign Envelope ID: 4B29CB82-D118-4306-8561-4DB9CF33E94D Kirk Folger VP of Sales Tom Jansen General Manager Vers.: Aug. 5, 2019 Page 4 of 6 EXHIBIT A SCOPE OF SERVICES, AMENDMENT NO. 2 (AMENDED, REPLACES PREVIOUS) SCOPE OF SERVICES CONTRACTOR shall provide printing and distribution of four (4) issues annually of the Enjoy Catalog for the Community Services Department. 1. Scope of Services 1.1. Printing quality must be sharp and clear, centered and level on page, consistent ink coverage, etc. 1.2. Printer is to receive camera-ready art and deliver approximately 1,000 (1,500 for the summer catalog) printed catalogs to the Palo Alto Community Services Department at Lucie Stern Community Center (1305 Middlefield Rd, Palo Alto, CA 94301) on the agreed upon date for each season 1.3. Sample production schedule for the remainder of 2025-2026: Summer Camp 2026 Spring 2026 All copy due in Recreation Management November 12 December 18 2. ENJOY CATALOG: 2.1. QUANTITY: 2.1.1. FALL, WINTER, SPRING ISSUES: APPROXIMATELY 1,000 COPIES OF EACH ISSUE. 2.1.2. SUMMER CAMPS: APPROXIMATELY 1,500 COPIES OF EACH ISSUE. 2.2. PAGE COUNT: APPROXIMATELY 64 PAGES 2.3. COVER: 4CP + GAQ THROUGHOUT, 80# GLOSS BOOK 2.4. FINISH/ASSEMBLY: FOLD, STITCH AND TRIM, STRING TIE, SKID PACK. SORT 2.5. FINISH DIMENSIONS: 8.25” X 10.75” 2.6. INKS: CMKY COVER AND INSIDE; BLEEDS 2.7. DELIVERY: 1,000 CATALOGS (1,500 FOR THE SUMMER CATALOGS) DELIVERED TO COMMUNITY SERVICES ADMIN (PALO ALTO) 3. ADDITIONAL PRINTING PROJECTS Docusign Envelope ID: 4B29CB82-D118-4306-8561-4DB9CF33E94D Vers.: Aug. 5, 2019 Page 5 of 6 3.1. Contractor will have the capability to provide printing services including, but not limited to, the following: 3.1.1. Full-color digital printing and/or photocopying (various sizes, weights, media, image types, duplexing, and finishes). 3.1.2. Ability to prepare and package additional printing projects to be Every Door Direct Mail (EDDM) ready for delivery to United States Post Office (USPS) in East Palo Alto (2085 E. Bayshore Road, East Palo Alto, CA 94303) for delivery to specified Palo Alto zip codes: 94301, 94303, 94304, and 94306. The balance of any additional printed material, if any, is to be delivered to Palo Alto Community Services Department at Lucie Stern Community Center (1305 Middlefield Road, Palo Alto, CA 94301) on the same date. Docusign Envelope ID: 4B29CB82-D118-4306-8561-4DB9CF33E94D Vers.: Aug. 5, 2019 Page 6 of 6 EXHIBIT C SCHEDULE OF FEES, AMENDMENT NO. 2 (ADDED, REPLACES PREVIOUS) Catalog Season: November 12, 2025 – March 15, 2026 | 64+Cover 35# Electrobite (80) Printing Services Quantity Printed Unit of Measure Unit Pricing - *Actual pricing will be provided at time of order and based on actual quantity. Unit pricing will remain constant. Total item price will be provided at time of order and based on actual quantity and applicable sales tax. The City does not guarantee a minimum or maximum order quantity. Docusign Envelope ID: 4B29CB82-D118-4306-8561-4DB9CF33E94D Certificate Of Completion Envelope Id: 4B29CB82-D118-4306-8561-4DB9CF33E94D Status: Completed Subject: Complete with Docusign: Final AMEND No.2 Folgers (S20176706).pdf Source Envelope: Document Pages: 6 Signatures: 2 Envelope Originator: Certificate Pages: 2 Initials: 0 Alice Harrison AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 250 Hamilton Ave Palo Alto , CA 94301 alice.harrison@paloalto.gov IP Address: 136.226.64.118 Record Tracking Status: Original 11/20/2025 4:12:04 PM Holder: Alice Harrison alice.harrison@paloalto.gov Location: DocuSign Security Appliance Status: Connected Pool: StateLocal Storage Appliance Status: Connected Pool: City of Palo Alto Location: Docusign Signer Events Signature Timestamp Kirk Folger kirkfolger@folgergraphics.com VP of Sales FolgerGraphics, Inc. Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 50.201.23.86 Sent: 11/20/2025 4:17:41 PM Viewed: 11/20/2025 6:05:37 PM Signed: 11/20/2025 6:06:06 PM Electronic Record and Signature Disclosure: Not Offered via Docusign Tom Jansen tom@folgergraphics.com General Manager Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 50.201.23.86 Sent: 11/20/2025 6:06:07 PM Viewed: 11/21/2025 6:47:53 AM Signed: 11/21/2025 6:48:44 AM Electronic Record and Signature Disclosure: Not Offered via Docusign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Cayla Koga cayla.koga@paloalto.gov Administrative Assistant City of Palo Alto Security Level: Email, Account Authentication (None) Sent: 11/21/2025 6:48:45 AM Electronic Record and Signature Disclosure: Not Offered via Docusign Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 11/20/2025 4:17:41 PM Certified Delivered Security Checked 11/21/2025 6:47:53 AM Signing Complete Security Checked 11/21/2025 6:48:44 AM Completed Security Checked 11/21/2025 6:48:45 AM Payment Events Status Timestamps