CC MEETING: January 20, 2026
DATE: January 7, 2026
TO: Erin Rinehart, City Manager
FROM: Melissa Everett, Finance Director
Chrystal Davis, Assistant City Manager
Title
Consider Authorizing The City Manager To Enter Into Agreements With Various Vendors Pursuant to RFP 25-047 For Printing and Promotional Items In An Amount Not To Exceed $250,000.00 Annually, For A Total Four-Year Contract Amount Not To Exceed $1,000,000.00.
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BACKGROUND:
This award establishes a centralized, citywide source for printing and promotional services. Currently, these purchases are made independently by multiple departments and with multiple vendors, creating challenges in ensuring compliance with City purchasing policies and State statutes. Establishing a pool of citywide contracts will streamline and standardize the process, strengthen financial management, and improve compliance with applicable policies and statutory requirements.
A Request for Proposal (RFP) was issued for these services, and twenty-six (26) responses were received. An evaluation committee made up of representatives from Marketing, Parks, City Manager’s Office and Library reviewed the submissions based on criteria related to price, quality of goods, discounts, and City needs.
The City is awarding contracts to (13) thirteen vendors, which include previously utilized vendors 4imprint, Inc., AC Printing LLC, Digital Press, HALO Branded Solutions, Inc., and Marfield Inc.; and new vendors Big Hit Productions, Inc., Bienali Promotions LLC, Branded1st.com, Lasting Impressions, Inc., Personalized Promotions, Richey Company, Vianco Enterprises, and Zheng Commerce LLC. These awarded vendors were determined to be responsive, offered overall best value, and demonstrated a proven background providing quality and reliable goods and services.
Awarding to multiple vendors provides access to qualified vendors that meet the City’s needs while offering average discounts of approximately 10% on goods and services. Contracting with multiple vendors also gives departments flexibility to select the best fit for each purchase and ensures alternatives are available when certain goods or services cannot be provided by a specific vendor.
FINANCIAL IMPLICATIONS:
Funds for these services are budgeted in various departmental accounts.
IMPACT ON COMMUNITY SUSTAINABILITY:
This project supports and aligns with the City Council’s goals and objectives of adapting business practices to respond to changing conditions and to allocate resources for optimal results.
STAFF RECOMMENDATION/ACTION DESIRED:
Consider authorizing the City Manager to enter into agreements with various vendors pursuant to RFP 25-047 for printing and promotional items in an amount not to exceed $250,000.00 annually, for a total four-year contract amount not to exceed $1,000,000.00.