Citywide Printing, Design, Mailing, Postage, and Related Services

The City of Milpitas is soliciting bids through Invitation for Bid 25-1150 to establish multiple as-requested contracts for citywide printing, design, mailing, postage, and related services over a period of up to five years. The scope includes producing a wide range of materials such as annual reports, brochures, banners, business cards, NCR forms, postcards, and door hangers, with an emphasis on sustainability requiring at least 30% post-consumer recycled content in printed materials when cost-effective, along with disclosure of recycled content percentages on all invoices. Vendors may bid on one or more service areas, and awards will be made based on the lowest priced responsive and responsible offers under a Lowest Price Technically Acceptable (LPTA) methodology, with no trade-offs between cost and non-cost factors. All work must be performed in Milpitas, California, with deliveries made FOB destination, and packaging must use environmentally sustainable materials while including a packing list. Contractors must meet stringent compliance, insurance, and reporting obligations, including maintaining a California Secretary of State number, DIR registration, Milpitas business license, and CSLB license if applicable. Bidders must submit certified documents including a Local Purchasing Preference Certificate, Recycled Products Certificate, Non-Discriminatory Employment Certificate, Non-Collusion Declaration, Wage Theft Prevention Certification, and proof of insurance coverage for five years after project completion, with cyber liability insurance capped at $1,000,000 per claim and pollution liability coverage excluding no common environmental hazards. The City must be named as additional insured on all liability policies with primary and non-contributory status, and surety bonds equal to the contract value are required. Prevailing wage and apprenticeship obligations under California labor laws apply, with certified payroll records and subcontractor compliance mandatory. Proposals must be submitted electronically via OpenGov by the deadline of May 28, 2026, using only approved formats (PDF, DOCX, XLSX), with no alternative submission methods accepted, and all bids must utilize the City’s prescribed forms without deviation to remain responsive. The quantities listed are estimates only and awarding a contract does not guarantee work volume.