FY2026_GMCDD_Zoning_Property_Owner_Notification_Mailers_(Addendum_#2_Revision).pdf

For more information, please visit our County’s e-Procurement Portal, located at https://procurement.opengov.com/portal/collier-county-fl

COLLIER COUNTY

QUICK QUOTE

FOR

FY2026 GMCDD ZONING PROPERTY OWNER NOTIFICATION

MAILERS

Khatuna Chkuaseli, Management Analyst I

Procurement Services Division

2800 N. Horseshoe Drive,East Naples, FL, 34104 khatuna.chkuaseli@colliercountyfl.gov

(239) 252-2480

Quick Quote Title: FY2026 GMCDD Zoning Property Owner Notification Mailers

Table Of Contents

1. QUICK QUOTE

2. INTRODUCTION

3. TERM

4. AWARD CRITERIA

5. SPECIFICATIONS/SCOPE OF WORK

6. INSURANCE REQUIREMENTS

7. PRICING PROPOSAL

8. VENDOR QUESTIONNAIRE

Attachments:

A - PO Terms and Conditions

B - Property Owner Letter- Example

1. QUICK QUOTE

FY2026 GMCDD Zoning Property Owner Notification Mailers

Release Project Date: August 25, 2025

Pre-Proposal Meeting (Non-Mandatory): September 2, 2025, 1:00pm https://colliercountyfl.webex.com/colliercou ntyfl/j.php?MTID=m56a2027c90e9cca2683

64247a39dbaad

Question Submission Deadline: September 3, 2025, 3:00pm

Response Submission Deadline: September 12, 2025, 3:00pm

All quotes shall be submitted online via the Collier County Procurement Services Division Online

Bidding System: https://procurement.opengov.com/portal/collier-county-fl no later than the date and time specified above. We will not accept any quotation responses later than the noted time and date.

2. INTRODUCTION

The Operations & Regulatory Management Division (hereinafter, the “Division or Department”) has issued this informal competition Quick Quote (hereinafter, “QQ”) with the intent of obtaining quotes from interested 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.

3. TERM

The winning bidder will be issued a Purchase Order – see the attached Purchase Order Terms and Conditions.

Prices shall remain firm through fiscal year 2026, October 1, 2025 - September 30, 2026.

NO EXCEPTIONS TO THE COUNTY’S PURCHASE ORDER TERMS AND CONDITIONS NOR A

VENDOR PROVIDED CONTRACT WILL BE ACCEPTED.

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

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.

4. AWARD CRITERIA

https://colliercountyfl.webex.com/colliercountyfl/j.php?MTID=m56a2027c90e9cca268364247a39dbaad https://colliercountyfl.webex.com/colliercountyfl/j.php?MTID=m56a2027c90e9cca268364247a39dbaad https://colliercountyfl.webex.com/colliercountyfl/j.php?MTID=m56a2027c90e9cca268364247a39dbaad https://procurement.opengov.com/portal/collier-county-fl

For the purposes of determining the winning quote, the County will select the responsive vendor with the lowest quote.

5. SPECIFICATIONS/SCOPE OF WORK

5.1. Scope of Work

For each mailing, the County will provide a letter template in MS Word format as well as a list of potential property owner addressees/addresses for the mailing in MS Excel format. The selected vendor will filter the list of potential addresses, eliminating duplicates, and undeliverable or missing addresses to arrive at a finalized list of recipients, and will complete the following:

• Print #10 Window or Non-Window Regular envelopes with Collier County logo in black/white or color, as specified (Logo will be provided).

• Print letters in black/white or color on 8 ½ x 11 sheets, as specified.

Note: Please ensure to provide unit pricing for one page letter (front/back), and two pages (front/back of both pages).

• Fold/insert letters into envelopes.

• Provide unit pricing for postage (Domestic and International) – Note: if increase in postage rates, please provide at a minimum 7 days-notice to the County

• Mail all letters

• Provide an affidavit of mailing as well as the final list of property owners included in the mailing to the staff member who requested the mailing

• Please note the following as well:

o Letters are generic – addressed to: “Dear Property Owner” o Due to the turnaround on these mailings, the County cannot pay for postage up front. It will need to be invoiced with the mailings.

o Cost per Letter on the quote should be an inclusive price (include the cost of the envelope and the folding/stuffing services) o A turnaround time of three business days is requested for the mailings.

o The affidavit of mailing and property owner list should be provided before an invoice is submitted for the mailing.

A valid business tax receipt, current W-9 form and proof of general, auto and workers comp insurance will be required from the winning bidder.

6. INSURANCE REQUIREMENTS

6.1. Worker’s Compensation

Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Statutory Limits and

Requirements

Evidence of Workers’ Compensation coverage or a Certificate of Exemption issued by the State of Florida is required. Entities that are formed as Sole Proprietorships shall not be required to provide a proof of exemption.

An application for exemption can be obtained online at https://apps.fldfs.com/bocexempt/

6.2. Employer’s Liability

$500,000 single limit per occurrence

6.3. Commercial General Liability (Occurrence Form) patterned after the current ISO form

Bodily Injury and Property Damage

$1,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage

Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed

Operations and Contractual Liability.

6.4. Indemnification

To the maximum extent permitted by Florida law, the Contractor/Vendor shall defend, indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys’ fees and paralegals’ fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Contractor/ Vendor or anyone employed or utilized by the Contractor/Vendor in the performance of this Agreement.

6.5. Automobile Liability

$500,000 Each Occurrence; Bodily Injury & Property Damage, Owned/Non-owned/Hired; Automobile

Included

6.6. Additional Information

A. Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions.

B. Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for

Commercial General Liability where required. This insurance shall be primary and non-contributory with respect to any other insurance maintained by, or available for the benefit of, the Additional Insured and the Vendor’s policy shall be endorsed accordingly.

https://apps.fldfs.com/bocexempt/

C. The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of

County Commissioners in Collier County, OR Collier County Government, OR Collier County. The

Certificates of Insurance must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County.

D. On all certificates, the Certificate Holder must read: Collier County Board of Commissioners, 3295

Tamiami Trail East, Naples, FL 34112

E. Thirty (30) Days Cancellation Notice required.

F. Collier County shall procure and maintain Builders Risk Insurance on all construction projects where it is deemed necessary. Such coverage shall be endorsed to cover the interests of Collier County as well as the Contractor. Premiums shall be billed to the project and the Contractor shall not include Builders

Risk premiums in its project proposal or project billings. All questions regarding Builder’s Risk

Insurance will be addressed by the Collier County Risk Management Division.

G. Professional Services and/or Consulting Services may require professional liability insurance.

H. Environmental services, repairs, construction and/or hazardous materials projects may require pollution insurance.

7. PRICING PROPOSAL

BLACK/WHITE PRINTED MAILINGS SCENARIO 1 - REGULAR ENVELOPE

Scenario 1 - One Page/Sheet Up to Two Sided (Unit Price should include: letter & envelope, folding & insertion. All inclusive pricing.)

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 0-199 Records 199 Unit

2 200-499 Records 499 Unit

3 500-999 Records 999 Unit

4 1000-3499 Records 3,499 Unit

5 3500-5000 Records 5,000 Unit

6 Affidavit of Postage & Property

Owner list 1 Unit

7 Postage 1st Class Domestic 100 Unit

8 Postage-International 100 Unit

Line Item Description Quantity Unit of

Measure Unit Cost Total

TOTAL

BLACK/WHITE PRINTED MAILINGS SCENARIO 2 - REGULAR ENVELOPE

Scenario 2 - Two Pages/Sheets Up to Four Sided (Unit Price should include: letter & envelope, folding & insertion. All inclusive pricing.)

Line Item Description Quantity Unit of

Measure Unit Cost Total

9 0-199 Records 199 Unit

10 200-499 Records 499 Unit

11 500-999 Records 999 Unit

12 1000-3499 Records 3,499 Unit

13 3500-5000 Records 5,000 Unit

14 Affidavit of Postage & Property

Owner list 1 Unit

15 Postage 1st Class Domestic 100 Unit

16 Postage-International 100 Unit

BLACK/WHITE PRINTED MAILINGS SCENARIO 1 - WINDOW ENVELOPE

Scenario 1 - One Page/Sheet Up to Two Sided (Unit Price should include: letter & envelope, folding & insertion. All inclusive pricing.)

Line Item Description Quantity Unit of

Measure Unit Cost Total

17 0-199 Records 199 Unit

18 200-499 Records 499 Unit

19 500-999 Records 999 Unit

Unit Cost Total

20 1000-3499 Records 3,499 Unit

21 3500-5000 Records 5,000 Unit

22 Affidavit of Postage & Property

Owner list 1 Unit

23 Postage 1st Class Domestic 100 Unit

24 Postage-International 100 Unit

BLACK/WHITE PRINTED MAILINGS SCENARIO 2 - WINDOW ENVELOPE

Scenario 2 - Two Pages/Sheets Up to Four Sided (Unit Price should include: letter & envelope, folding & insertion. All inclusive pricing.)

Line Item Description Quantity Unit of

Measure Unit Cost Total

25 0-199 Records 199 Unit

26 200-499 Records 499 Unit

27 500-999 Records 999 Unit

28 1000-3499 Records 3,499 Unit

29 3500-5000 Records 5,000 Unit

30 Affidavit of Postage & Property

Owner list 1 Unit

31 Postage 1st Class Domestic 100 Unit

32 Postage-International 100 Unit

COLOR PRINTED MAILINGS SCENARIO 1 - REGULAR ENVELOPE

insertion. All inclusive pricing.)

Unit Cost Total

33 0-199 Records 199 Unit

34 200-499 Records 499 Unit

35 500-999 Records 999 Unit

36 1000-3499 Records 3,499 Unit

37 3500-5000 Records 5,000 Unit

38 Affidavit of Postage & Property

Owner list 1 Unit

39 Postage 1st Class Domestic 100 Unit

40 Postage-International 100 Unit

COLOR PRINTED MAILINGS SCENARIO 2 - REGULAR ENVELOPE

Scenario 2 - Two Pages/Sheets Up to Four Sided (Unit Price should include: letter & envelope, folding & insertion. All inclusive pricing.)

Line Item Description Quantity Unit of

Measure Unit Cost Total

41 0-199 Records 199 Unit

42 200-499 Records 499 Unit

43 500-999 Records 999 Unit

44 1000-3499 Records 3,499 Unit

45 3500-5000 Records 5,000 Unit

46 Affidavit of Postage & Property

Owner list 1 Unit

47 Postage 1st Class Domestic 100 Unit

48 Postage-International 100 Unit

Unit Cost Total

COLOR PRINTED MAILINGS SCENARIO 1 - WINDOW ENVELOPE

insertion. All inclusive pricing.)

Line Item Description Quantity Unit of

Measure Unit Cost Total

49 0-199 Records 199 Unit

50 200-499 Records 499 Unit

51 500-999 Records 999 Unit

52 1000-3499 Records 3,499 Unit

53 3500-5000 Records 5,000 Unit

54 Affidavit of Postage & Property

Owner list 1 Unit

55 Postage 1st Class Domestic 100 Unit

56 Postage-International 100 Unit

COLOR PRINTED MAILINGS SCENARIO 2 - WINDOW ENVELOPE

Scenario 2 - Two Pages/Sheets Up to Four Sided (Unit Price should include: letter & envelope, folding & insertion. All inclusive pricing.)

Line Item Description Quantity Unit of

Measure Unit Cost Total

57 0-199 Records 199 Unit

58 200-499 Records 499 Unit

59 500-999 Records 999 Unit

Unit Cost Total

60 1000-3499 Records 3,499 Unit

61 3500-5000 Records 5,000 Unit

62 Affidavit of Postage & Property

Owner list 1 Unit

63 Postage 1st Class Domestic 100 Unit

64 Postage-International 100 Unit

8. VENDOR QUESTIONNAIRE

1. Vendor's Insurance Statement*

By confirming, we understand the insurance requirements of these specifications and that the evidence of insurability may be required within five (5) days of the award.

☐ Please confirm

*Response required

2. Quote Validity *

By confirming, we understand the quote provided in this bid is to be valid for the duration of fiscal year 2026

(10/1/2025 - 9/30/2026)

☐ Please confirm

*Response required