Agenda Item Wording:
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Approve a contract for City-wide apparel - Authorize the City Manager to award a City-wide apparel contract to Empire Printing, with the option to renew annually for four 1-year terms, in the amount not to exceed $25,000 annually and $125,000 over 5 years.
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Agenda Date: 06/15/2026
Prepared by: Jason Serpa, Public Works Manager, 713-4533, jason.serpa@visalia.city; Nick Bartsch, Public Works Director, 713-4052, nick.bartsch@visalia.city
Department Recommendation: Staff recommends Council authorize the City Manager to award a City-wide apparel contract to Empire Printing, LLC, with the option to renew annually for four 1-year terms, in the amount not to exceed $25,000 annually and $125,000 over 5 years.
Summary:
Since establishing a new City brand and logo, City staff have procured various types of apparel to represent the City at special functions, activities, or for use on casual days at City offices. It was quickly determined that a centralized and streamlined way to obtain City apparel would benefit City staff by providing a consistent look throughout City offices that would portray a united appearance and equal quality.
While two of the bidders were from Visalia, the 5% local preference was applied but did not change the outcome of the lowest bidder.
Background Discussion:
Staff feel that a standardized approach to apparel procurement helps ensure that all employees have access to consistent, high-quality items that accurately reflect the City's visual identity and professional image. Centralizing the process also promotes uniformity in branding across departments, creating a cohesive and recognizable presence when City representatives interact with residents, businesses, partner agencies, and other stakeholders. This unified appearance reinforces the City's brand, fosters a sense of organizational pride among employees, and demonstrates professionalism in both formal and informal settings.
In addition, a coordinated apparel program can improve administrative efficiency by reducing duplicate purchasing efforts, ensuring compliance with branding standards, and leveraging economies of scale to obtain better pricing and quality. By providing staff with a reliable and convenient method for obtaining approved City apparel, the City can maintain a consistent appearance throughout its offices and at public-facing events while supporting employee engagement and organizational unity.
Fiscal Impact including annual maintenance and operating costs:
On February 27, 2026, RFB No. 25-26-19 was advertised for bids for an annual contract for city-branded custom apparel for various departments within the City of Visalia. This bid was closed on March 25, 2026, a total of 4 (four) bids were received, with the apparent low bidder as Empire Printing, LLC of Springfield, MO. Staff then conducted reference checks and ensured that the bid was correct. The bid amounts were as follows:
To estimate the amount needed annually, staff gathered initial order counts from each department. From there, estimated annual amounts were used along with the quoted item costs for the additional need per year to account for new hires, special events, or future miscellaneous needs. The total amounts estimated and their attributable annual costs as seen in the figure below calculated an estimated total contract need of $23,388.35, which staff used to extend the estimated not to exceed contract amount of $25,000. This not-to-exceed contract amount will initially have a 1-year term and able to be renewed annually for four consecutive years for a total not to exceed amount of $125,000 over 5 years.
Because many departments will be able to use the City-wide contract for apparel, each department will be responsible and adhere to department operating budget when procuring the included apparel.
Prior Council Action: N/A
Alternatives: To not award a City-wide apparel contract to Empire Printing, LLC and continue to procure City logo apparel through each department individually.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move that Council authorize the City Manager to award a City-wide apparel contract to Empire Printing, LLC, with the option to renew annually for four 1-year terms, in the amount not to exceed $25,000.00 annually and $125,000 over 5 years.
Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: 06/15/2026
Attachments: RFB 25-26-19, Annual Contract for City-Branded Custom Apparel Services, Contract - Empire Printing LLC, Levine Act Statement
Strategic Goal: Indicates which City Strategic Goal(s) this item supports. Check all that apply.
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