25-8427_-_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

COURIER SERVICES

SOLICITATION NO.: 25-8427

BECCA ZIMMERMAN, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

Becca.Zimmerman@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Bidder may be grounds for rejection of the bid, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government.

mailto:Becca.Zimmerman@colliercountyfl.gov

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB) NUMBER: 25-8427

PROJECT TITLE: COURIER SERVICES

PRE- BID MEETING: N/A

LOCATION: N/A

DUE DATE: October 22, 2025, at 3:00 pm

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All bids shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/portal/collier-county-fl

INTRODUCTION

As requested by the Public Utilities Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified Vendors in accordance with the terms, conditions and specifications stated or attached. The Vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance.

Historically, County departments have spent approximately $60,000.00 annually; however, this may not be indicative of future buying patterns.

BACKGROUND

Collier County seeks vendor(s) to provide daily courier services as noted in each location below and the associated attachments. Each location may have a separate Courier Service Schedule, as well as standard and urgent courier service requests on an as-needed basis.

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for three (3) years with two (2) one year (1) renewal options.

Prices shall remain firm for the initial term of the awarded contract.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at their discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Vendor written notice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

AWARD CRITERIA

ITB award criteria are as follows:

The County’s Procurement Services Division reserves the right to clarify a Vendor’s submittal prior to the award of the solicitation.

It is the intent of Collier County to award the lowest, responsive and responsible Vendor(s) that represents the best value to the County.

https://procurement.opengov.com/portal/collier-county-fl

For the purposes of determining the winning bidder, the County will select the Vendor(s) as outlined below:

• Lowest Total Bid per Category

Collier County reserves the right to select one, or more than one, supplier(s), award on a line item basis, establish a pool for quoting, or other options that represents the best value to the County; however, it is the intent to:

• Award a Primary and Secondary Vendor per Category

The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

DETAILED SCOPE OF WORK

Vendors may bid on one or all categories. Please refer to the Bid Schedule and additional attachments to this solicitation for each Category’s specific service needs. It is the Vendors’ responsibility to thoroughly review each location’s requirements prior to bidding.

If the Primary vendor does not respond in the required time period for response or cannot perform the work, the County Representative may solicit the Secondary vendor. The County reserves the right to seek services outside of the contract if the Primary or Secondary are unable to perform.

The County will not accept requests for price increases during the initial term of the awarded contract.

Bidders will provide an all-inclusive unit price for each location. The unit price shall include all labor, insurance, equipment, materials, fuel, and travel related expenses to perform the service at each County location. The Bidder may also provide an urgent request fee per location. The urgent request fee must be approved in writing or verbally by the appropriate County Representative prior to performing the urgent service. Should the Vendor fail to perform the urgent service in the required timeframe (reference Urgent Request below), the County Representative may not approve the urgent fee, if added to the invoice.

Section 1. REQUESTS:

1.1 Non-Urgent Request

Non-urgent requests outside of the Courier Service Schedule shall be requested from the County via e-mail or by phone call. The Vendor shall acknowledge non-urgent requests via e-mail or phone call within four (4) hours of the initial request. The Vendor shall pick-up and deliver non-urgent requests within twenty-four (24) hours of the initial request by the County for On-Call locations. Standard rates shall apply.

1.2 Urgent Request

The Vendor shall acknowledge the urgent request via e-mail or phone call within one (1) hour of the initial request. The Vendor shall pick-up urgent requests within two (2) hours of the initial request by the County and deliver within one (1) hour of pick-up unless additional time is approved by the County. The Vendor may add the appropriate urgent request fee to the invoice. Urgent request fee shall apply to all County Representative approved urgent requests. Multiple requests may be issued by the County Representative in one day.

Vendor shall invoice monthly. The invoice must reflect the appropriate unit price, and the dates serviced.

Section 2. LOCATIONS AND REQUIREMENTS:

1. Category 1 - UTILITY BILLING & CUSTOMER SERVICE

• Courier service items may include, but shall not be limited to, various types of mail and interoffice envelopes as well as locked cash deposit bags to and from Collier County Utility Billing and Customer Service.

• Refer to the Exhibit A – Utility Billing & Customer Service Schedule.

• Required service:

Pick Up Location Drop Off Location Frequency Required Service

Collier County Utilities, 11985 Collier Blvd. Ste 7, Naples, FL

34116

Collier County Utilities, 4420 Mercantile Ave., Naples, FL 34104 Monday through Friday.

Except for County observed Holidays

Pick up cash deposits between 8:00 am and 11:00am. Deliver no later than 12:00 pm on the same day to the Mercantile location. Pick up empty bags from the Mercantile location the next business day.

North Collier Govt. Center

Lockbox, 2335 Orange Blossom Dr., Naples, FL

34109

Collier County Utilities, 4420 Mercantile Ave., Naples, FL 34104

Monday through Friday, except for County observed Holidays

Pick up cash deposits between 8:00 am and 11:00 am. Deliver no later than 12:00 pm on the same day to the Mercantile location. Pick up empty bags from the Mercantile location the next business day.

Collier County Utilities, 4420 Mercantile Ave., Naples, FL 34104

First Foundation Bank Monday through Friday, except for County observed Holidays

Pickup bank deposit bags between 11:00 am – 12:00 pm and deliver to a First Foundation Bank branch location by 2:00 pm.

2. Category 2 - WASTEWATER

• Vendor to provide pickup, transport and delivery on a daily schedule for lab samples courier service and / or mail station courier service.

• Mail courier service shall include, but not be limited to, various types of mail and interoffice envelopes.

• Lab samples shall be contained into two different size coolers, that are provided by the County, ranging from eight pounds to fifteen pounds. Delivery of empty coolers is part of this service as well.

• Reference Exhibit B – Wastewater Mail Courier Schedule and Exhibit C – Wastewater Courier Service Schedule.

• The County anticipates a new location, Northeast County Water Reclamation Facility, located at 825 39th Ave NE, Naples, FL 34120, to open in FY26, this location will not need Mail Courier Services. The future service schedule is included in Exhibit C – Wastewater Courier Service Schedule.

• Lab Samples Courier Services shall be completed between the hours of 8:00 am and 2:00 pm; with all samples delivered to the Lab Operations office by 10:30 am. See the Exhibit C – Wastewater Courier Service Schedule for specifics.

• Mail Courier Services does not have the required order to complete the services, but the route must start at 3339 Tamiami Trail, Naples, FL and end at 3339 Tamiami Trail, Naples, FL.

• Mail Courier Services may not start before 8:00 am and must be completed by 12:00 pm daily.

• No service shall be performed or charged to the County on County observed holidays.

3. Category 3 - SOLID & HAZARDOUS WASTE MANAGEMENT

• Vendor shall provide pickup, transport and delivery of locked cash deposit bags.

• Daily schedule is listed below and shall be between the hours of 8:00 am and 12:00 p.m., except for County observed holidays.

• The courier service driver will be required to pick up locked cash deposit bags from the Collier County Landfill, Immokalee

Transfer Station, and Collier County Recycling Centers and deliver them safely to the Utility Billing & Customer Service receiving desk at 4420 Mercantile Ave., Naples, Florida 34104.

• The driver will provide a signature form for each location to verify pickup and delivery.

• On Thursday of each week the driver will pick up the empty cash deposit bags from Utility Billing & Customer Service after the daily cash deposit and deliver them on the Friday pickup to the Collier County Landfill, Immokalee Transfer Station, and the Collier County Recycling Centers.

• Delivery location for all pickup locations is Utility Billing & Customer Service, 4420 Mercantile Ave., Naples, FL 34104.

• Required services:

Pick Up Location Frequency Required Service

Collier County Naples Recycling Drop-off Center – 2640 Corporate Flight Drive

Naples, FL 34104

Tuesday through Friday Closed on all County Observed Holidays

Pick up cash deposits between 8:00 am and 12:00 pm Tuesday-Friday and deliver to CCUBCS no later than

1:00pm on the same day. Each Thursday pick up empty cash bags and deliver them on Friday’s cash deposit pickup.

Collier County Marco Island Recycling Drop-off Center – 990 Chalmer Drive

Marco Island, FL 34145

Tuesday through Friday Closed on all County Observed Holidays

Pick up cash deposits between 8am and 12:00pm Tuesday- Friday and deliver to CCUBCS no later than 1:00pm on the same day. Each Thursday pick up empty cash bags and deliver them on Friday’s cash deposit pickup.

Collier County North Collier Recycling Drop-off Center – 9950 Goodlette Frank

Rd. N, Naples, FL 34109

Tuesday through Friday Closed on all County Observed Holidays

Pick up cash deposits between 8am and 12:00pm Tuesday- Friday and deliver to CCUBCS no later than 1:00pm on the same day. Each Thursday pick up empty cash bags and deliver them on Friday’s cash deposit pickup.

Collier County Tim Nance Recycling Center – 825 39th Ave NE, Naples, FL

34120

Tuesday and Friday Only. Closed on all County Observed

Holidays

Pick up cash deposits between 8am and 12:00pm Monday- Friday and deliver to CCUBCS no later than 1:00pm on the same day. Each Thursday pick up empty cash bags and deliver them on Friday’s cash deposit pickup.

Collier County Landfill – 3730 White Lake Blvd., Naples, FL 34117

Monday through Friday.

Closed on all County

Pick up cash deposits between 8am and 12:00pm Monday- Friday and deliver to CCUBCS no later than 1:00pm on

Observed Holidays the same day. Each Thursday pick up empty cash bags and deliver them on Friday’s cash deposit pickup.

Immokalee Transfer Station – 700 Stockade Rd., Immokalee, FL 34142

Monday through Friday.

Closed on all County Observed Holidays

Pick up cash deposits between 8am and 12:00pm Monday- Friday and deliver to CCUBCS no later than 1:00pm on the same day. Each Thursday pick up empty cash bags and deliver them on Friday’s cash deposit pickup.

4. Category 4 - GROWTH MANAGEMENT AND COMMUNITY DEVELOPMENT (GMCD)

• The vendor shall provide pickup, transport and delivery for bank deposit mail courier services for Growth Management and Community Development (GMCD) located at 2800 Horseshoe Drive North, Naples, FL.

• The courier service driver will be required to pick up locked cash deposit bags from the pickup location and deliver them safely to a First Foundation Bank branch.

• Daily Regular Bank Deposit Courier Services shall be completed between the hours of 8:00 am and 12:00 pm; with all deposit slips delivered to the Bank by 2:00 pm.

• No service shall be performed or charged to the County on County Observed Holidays.

• The County reserves the right to add or delete any scheduled pickups with a seven (7) day written notice to the Vendor.

• The vendor will provide a log to verify pickup and delivery with the following information:

o Date, Time o Staff Name & Signature o Deposit Amount o Deposit bag number (last 4 digits)

• See Exhibit D – GMCD Courier Service Schedule for a tentative service schedule.

• Required service:

Growth Management Department - 2800 Horseshoe Dr N, Naples, FL 34104

Monday through Friday.

Closed on all County Observed Holidays.

Pickup cash deposit bag(s) between 10:00 am – 12:00 pm and deliver to a First

Foundation Bank branch location by 2:00 pm.

5. Category 5 - DOMESTIC ANIMAL SERVICE (DAS)

• The Vendor shall provide pickup, transport and delivery for bank deposit mail courier services for Domestic Animal Services located at 7610 Davis Blvd.

• The courier service driver will be required to pick up locked cash deposit bags from the pickup location and deliver them safely to a First Foundation Bank branch.

• Daily Regular Bank Deposit Courier Services shall be completed between the hours of 8:00 am and 12:00 pm; with all deposit slips delivered to the Bank by 2:00 pm. Weekend pickups shall be delivered to the Bank’s overnight drop box.

• No service shall be performed or charged to the County on County Observed Holidays.

• The County reserves the right to add or delete any scheduled pickups with a seven (7) day written notice to the Vendor.

• The vendor will provide a log to verify pickup and delivery with the following information:

o Date, Time o Staff Name & Signature o Deposit Amount o Deposit bag number (last 4 digits)

• See Exhibit E – DAS Service Schedule for a tentative service schedule.

Domestic Animal Services - 7610 Davis Blvd, Naples, FL 34104

Sunday through Tuesday and Thursday through Saturday (DAS is closed on

Wednesday’s).

Closed on all County Observed Holidays.

Pickup bank deposit bags between 10:00am – 12:00pm and deliver to a First

Foundation Bank branch location by 2:00pm.

6. Category 6 - PARKS & RECREATION

• The vendor shall provide pickup, transport and delivery for bank deposit mail courier services for multiple locations within the Parks & Recreation Division.

• The County will provide the Vendor with a service schedule by the fifteenth (15th) of each month for the subsequent month. See Exhibit F – Parks & Recreation Courier Service Schedule for a tentative service schedule.

• The courier service driver will be required to pick up locked cash deposit bags from the pickup location and deliver them safely to a First Foundation Bank.

• Daily Regular Bank Deposit Courier Services shall be completed between the hours of 10:00 am and 12:00 pm; with all deposit slips delivered to the Bank by 2:00 pm. Weekend pickups shall be delivered to the Bank’s overnight drop box.

• Holiday services shall be completed between 10:00 am and 12:00 pm; with all deposit slips delivered to the Bank by 2:00pm. Please refer to the attached 2025 BCC Holiday Schedule for reference on dates eligible for holiday rates. An updated BCC Holiday schedule will be provided to the Vendor each year. Holiday pickups shall be delivered to the Bank’s overnight drop box. Holiday services are only required for Parks & Recreation locations by written request. The Collier County Holiday Scheduled will be provided on a yearly basis, see Exhibit G – Holiday Closure Schedule for fiscal year 2025 and 2026 closures.

• No service shall be performed or charged to the County on days a location is closed to the public. The County will provide a service schedule to the Vendor by the fifteenth (15th) of each month.

• The County reserves the right to add or delete any scheduled pickups with a seven (7) day written notice to the Vendor.

• The vendor will provide a log to verify pickup and delivery with the following information:

o Date, Time o Staff Name & Signature o Deposit Amount o Deposit bag number (last 4 digits)

North Collier Regional Park - 15000 Livingston Rd, Naples, FL 34109 (SNF)

Sunday through Saturday. Open on select County Observed Holidays, See Exhibit

G – Holiday Closure Schedule.

Pickup bank deposit bags between 10:00 am – 12:00 pm and deliver to a First Foundation Bank branch location by

2:00pm.

Big Corkscrew Island Regional Park - 810 39th Ave NE, Naples, FL 34120

(BCIRP)

Sunday through Saturday. Open on select County Observed Holidays, See Exhibit

G – Holiday Closure Schedule.

Pickup bank deposit bags between 10:00 am – 12:00 pm and deliver to a First

Foundation Bank branch location by 2:00 pm.

Immokalee Sports Complex - 505 Escambia St, Immokalee, FL 34142

(IMSC)

Sunday through Saturday. Open on select County Observed Holidays, See Exhibit

G – Holiday Closure Schedule.

Pickup bank deposit bags between 10:00 am – 12:00 pm and deliver to a First

Foundation Bank branch location by 2:00 pm.

Donna Fiala Eagle Lakes Community Park- 11565 Tamiami Trail E Naples, FL

34113 (ELCP)

As requested by County Staff.

Pickup bank deposit bags between 10:00 am – 12:00pm and deliver to a First

Foundation Bank branch location by 2:00 pm.

Golden Gate Aquatic Facility - 3300 Santa Barbara Blvd., Naples, FL 34116

(GGCP)

As requested by County Staff.

Pickup bank deposit bags between 10:00am – 12:00pm and deliver to a First Foundation Bank branch location by 2:00 pm.

7. Public Transit & Neighborhood Enhancement

• The vendor shall provide pickup, transport and delivery for bank deposit mail courier services for Public Transit & Neighborhood Enhancement (PTNE) located at 8300 Radio Road.

• The courier service driver will be required to pick up locked cash deposit bags from the pickup location and deliver them safely to a First Foundation Bank branch.

• Daily Regular Bank Deposit Courier Services shall be completed between the hours of 10:00 am and 12:00 pm; with all deposit slips delivered to the Bank by 4:00 pm.

• No service shall be performed or charged to the County on County Observed Holidays.

• The County reserves the right to add or delete any scheduled pickups with a seven (7) day written notice to the Vendor.

• The vendor will provide a log to verify pickup and delivery with the following information:

o Date, Time o Staff Name & Signature o Deposit Amount o Deposit bag number (last 4 digits)

Collier Area Transit Headquarters – 8300 Radio Rd, Naples, FL 34104

Monday through Friday.

Closed on all County Observed Holidays.

Pickup cash deposit bag(s) between 10:00 am – 12:00 pm and deliver to a First Foundation Bank branch location by

4:00pm.

Section 3. PRICE INCREASES:

• The Vendor shall fully document and submit any requested adjustments at least one hundred and twenty (120) days prior to the contract renewal date.

• All requests must be submitted in writing to the Division’s Contract Administrative Agent.

• Price increase requests review may take over sixty (60) days to complete.

• Retroactive price adjustments are not authorized.

The Vendor shall provide supporting documentation justifying price increases (examples: Bureau of Labor Statistics, supplier material agreements, fuel increases, etc.). If there is no documented proof, price increases will not be considered.

The Division’s Contract Administrative Agent shall analyze prices to determine whether increases are fair and reasonable.

The Procurement Director has the authority to approve price adjustments in accordance with the Procurement Ordinance, as amended.

Price increases are not guaranteed.

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)***