FY2027_GMCDD_Zoning_Property_Owner_Notification_Mailers.pdf
PDF 381 KB Posted
- Solicitation number
- QQ-2026-137
- Issued by
- Collier County, Florida
About this file
This is a Quick Quote issued by Collier County, Florida, Growth Management Community Development Department (GMCDD) for printing and mailing services related to zoning property owner notification letters for Fiscal Year 2027 (October 1, 2026 through September 30, 2027). The County seeks vendors to provide comprehensive mailing services including filtering and deduplication of property owner address lists, printing of #10 window or non-window envelopes with the Collier County logo, printing letters on 8.5" x 11" sheets in black/white or color, folding and inserting letters into envelopes, and mailing services. The vendor must provide unit pricing for letters up to five pages (front and back), postage pricing for both domestic and international mail, affidavits of mailing, and final property owner lists. Based on historical data, the County expects approximately 30% of mailings to contain fewer than 100 records, 60% to contain between 101-1,000 records, and 10% to exceed 1,001 records. The pre-bid meeting is scheduled for June 29, 2026, at 1:30 p.m. (non-mandatory), with questions due by July 8, 2026, at 5:00 p.m., and responses due by July 13, 2026, at 5:00 p.m. All quotes must be submitted online through the Collier County Procurement Services Division Online Bidding System.
Pricing proposals must include separate scenarios for black/white and color printed mailings, each with regular or window envelope options, and accommodate five scenarios based on page count (one through five pages). Unit costs should include envelopes, folding, and insertion services, with separate pricing for postage. The contract term is one year with prices remaining firm through fiscal year 2027, and vendors must provide a minimum of seven days' notice for postage rate increases. A three-business-day turnaround time is required for mailings. The County will not accept postage payment upfront; charges will be invoiced with the mailings. The award will be made to the responsive vendor with the lowest quote. Winners must provide a valid business tax receipt, current W-9 form, and proof of general, auto, and workers' compensation insurance. Historical spending for this service was approximately $65,000 in the prior fiscal year, though future expenditures may vary. All goods are FOB destination with risk of loss transferring to the County upon delivery.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Insurance_Requirements_waiver_approval.pdf | ||
| Blanket_COI_Waiver_from_Risk_10.16.25.pdf | ||
| [B]_Property_Owner_Letter-_Example.docx | DOCX document | |
| Quick_Quotes_Instructions_Version_1_.pdf | ||
| PO_Terms_and_Conditions.pdf |
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Text version
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
FY2027 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: FY2027 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. PRICING PROPOSAL
7. VENDOR QUESTIONNAIRE
Attachments:
A - PO Terms and Conditions
B - [B] Property_Owner_Letter-_Example
C - Quick Quotes Instructions Version 1
1. QUICK QUOTE
FY2027 GMCDD Zoning Property Owner Notification Mailers
Release Project Date: June 22, 2026
Pre-Bid Meeting (Non-Mandatory): June 29, 2026, 1:30pm https://colliercountyfl.webex.com/colliercou ntyfl/j.php?MTID=mcae6b592b9d791a55be
2a1c88ea707b5
Question Submission Deadline: July 8, 2026, 5:00pm
Response Submission Deadline: July 13, 2026, 5:00pm
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 2027, October 1, 2026 - September 30, 2027.
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=mcae6b592b9d791a55be2a1c88ea707b5 https://colliercountyfl.webex.com/colliercountyfl/j.php?MTID=mcae6b592b9d791a55be2a1c88ea707b5 https://colliercountyfl.webex.com/colliercountyfl/j.php?MTID=mcae6b592b9d791a55be2a1c88ea707b5 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. Sope 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 up to five 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. PRICING PROPOSAL
BLACK/WHITE PRINTED MAILINGS SCENARIO 1 - REGULAR ENVELOPE
Scenario 1 - One Page/Sheet Up to Two Sided (Unit Cost should include: letter & envelope, folding & insertion
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
9 Postage-International 100 EA
TOTAL
BLACK/WHITE PRINTED MAILINGS SCENARIO 2 - REGULAR ENVELOPE
Scenario 2 - Two Page/Sheet Up to Four Sided (Unit Cost should include: letter & envelope, folding & insertion
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
Line Item Description Quantity Unit of
Measure Unit Cost Total
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
BLACK/WHITE PRINTED MAILINGS SCENARIO 3 - REGULAR ENVELOPE
Scenario 3 - Three Page/Sheet Up to Six Sided (Unit Cost should include: letter & envelope, folding & insertion
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
BLACK/WHITE PRINTED MAILINGS SCENARIO 4 - REGULAR ENVELOPE
Scenario 4 - Four Page/Sheet Up to Eight Sided (Unit Cost should include: letter & envelope, folding & insertion )
Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
BLACK/WHITE PRINTED MAILINGS SCENARIO 5 - REGULAR ENVELOPE
Scenario 5 - Five Page/Sheet Up to ten Sided (Unit Cost should include: letter & envelope, folding & insertion )
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
Unit Cost Total
BLACK/WHITE PRINTED MAILINGS SCENARIO 1 - WINDOW ENVELOPE
Scenario 1 - One Page/Sheet Up to Two Sided (Unit Cost should include: letter & envelope, folding & insertion
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
BLACK/WHITE PRINTED MAILINGS SCENARIO 2 - WINDOW ENVELOPE
Scenario 2 - Two Page/Sheet Up to Four Sided (Unit Cost should include: letter & envelope, folding & insertion
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
Unit Cost Total
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
BLACK/WHITE PRINTED MAILINGS SCENARIO 3 - WINDOW ENVELOPE
Scenario 3 - Three Page/Sheet Up to Six Sided (Unit Cost should include: letter & envelope, folding & insertion
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
Unit Cost Total
BLACK/WHITE PRINTED MAILINGS SCENARIO 4 - WINDOW ENVELOPE
Scenario 4 - Four Page/Sheet Up to Eight Sided (Unit Cost should include: letter & envelope, folding & insertion )
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
BLACK/WHITE PRINTED MAILINGS SCENARIO 5 - WINDOW ENVELOPE
Scenario 5 - Five Page/Sheet Up to ten Sided (Unit Cost should include: letter & envelope, folding & insertion )
Line Item Description Quantity Unit of
Measure Unit Cost Total
2 0-199 Records 199 EA
Unit Cost Total
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
COLOR PRINTED MAILINGS SCENARIO 1 - REGULAR ENVELOPE
Scenario 1 - One Page/Sheet Up to Two Sided (Unit Cost should include: letter & envelope, folding & insertion
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
COLOR PRINTED MAILINGS SCENARIO 2 - REGULAR ENVELOPE
Scenario 2 - Two Page/Sheet Up to Four Sided (Unit Cost should include: letter & envelope, folding & insertion
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
COLOR PRINTED MAILINGS SCENARIO 3 - REGULAR ENVELOPE
Scenario 3 - Three Page/Sheet Up to Six Sided (Unit Cost should include: letter & envelope, folding & insertion
Line Item Description Quantity Unit of
Measure Unit Cost Total
Unit Cost Total
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
COLOR PRINTED MAILINGS SCENARIO 4 - REGULAR ENVELOPE
Scenario 4 - Four Page/Sheet Up to Eight Sided (Unit Cost should include: letter & envelope, folding & insertion )
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
COLOR PRINTED MAILINGS SCENARIO 5 - REGULAR ENVELOPE
Scenario 5 - Five Page/Sheet Up to ten Sided (Unit Cost should include: letter & envelope, folding & insertion )
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
COLOR PRINTED MAILINGS SCENARIO 1 - WINDOW ENVELOPE
Scenario 1 - One Page/Sheet Up to Two Sided (Unit Cost should include: letter & envelope, folding & insertion
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
3 200-499 Records 499 EA
Unit Cost Total
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
COLOR PRINTED MAILINGS SCENARIO 2 - WINDOW ENVELOPE
Scenario 2 - Two Page/Sheet Up to Four Sided (Unit Cost should include: letter & envelope, folding & insertion
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
COLOR PRINTED MAILINGS SCENARIO 3 - WINDOW ENVELOPE
Scenario 3 - Three Page/Sheet Up to Six Sided (Unit Cost should include: letter & envelope, folding & insertion
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
COLOR PRINTED MAILINGS SCENARIO 4 - WINDOW ENVELOPE
Scenario 4 - Four Page/Sheet Up to Eight Sided (Unit Cost should include: letter & envelope, folding & insertion )
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
Unit Cost Total
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
COLOR PRINTED MAILINGS SCENARIO 5 - WINDOW ENVELOPE
Scenario 5 - Five Page/Sheet Up to ten Sided (Unit Cost should include: letter & envelope, folding & insertion )
Line Item Description Quantity Unit of
Measure Unit Cost Total
1 Minimum Base Fee Per Order 1 EA
2 0-199 Records 199 EA
3 200-499 Records 499 EA
4 500-999 Records 999 EA
5 1000-3499 Records 3,499 EA
6 3500-5000 Records 5,000 EA
7 Affidavit of Postage & Property
Owner list
1 EA
8 Postage 1st Class Domestic 100 EA
7. VENDOR QUESTIONNAIRE
1. I certify that I have read, understood and agree to the terms in this Quick
Quote, and that I am authorized to submit this response on behalf of my company.*
☐ Please confirm
*Response required
2. Quick Quote Instructions have been acknowledged and accepted.*
☐ Please confirm
*Response required
3. Collier County Purchase Order Terms and Conditions. Collier County
Purchase Order Terms and Conditions have been acknowledged and accepted.*
Collier County Purchase Order Terms and Conditions have been acknowledged and accepted.
☐ Please confirm
*Response required
4. Insurance Requirements -Vendor Acknowledges Insurance Requirements and is prepared to produce the required insurance certificate(s) if awarded this quote.*
☐ Please confirm
*Response required
5. Proof of Status from Division of Corporations - Florida Department of
State (SunBiz)* http://dos.myflorida.com/sunbiz/ should be attached with your submittal.
*Response required
6. E-Verify - Memorandum of Understanding*
Vendor MUST be enrolled in the E-Verify - https://www.e-verify.gov/ at the time of submission of the bid. E-
Verify Memorandum of Understanding or Company Profile page should be attached with your submittal.
*Response required
7. W-9 Form*
*Response required http://dos.myflorida.com/sunbiz/ https://www.e-verify.gov/
8. Any required licenses. *
*Response required
| 1. QUICK QUOTE |
| 2. INTRODUCTION |
| 3. TERM |
| 4. AWARD CRITERIA |
| 5. SPECIFICATIONS/SCOPE OF WORK |
| 5.1. Sope of Work |
| 6. PRICING PROPOSAL |
| 7. VENDOR QUESTIONNAIRE |
| 1. I certify that I have read, understood and agree to the terms in this Quick Quote, and that I am authorized to submit this response on behalf of my company.* |
| 2. Quick Quote Instructions have been acknowledged and accepted.* |
| 3. Collier County Purchase Order Terms and Conditions. Collier County Purchase Order Terms and Conditions have been acknowledged and accepted.* |
| 4. Insurance Requirements -Vendor Acknowledges Insurance Requirements and is prepared to produce the required insurance certificate(s) if awarded this quote.* |
| 5. Proof of Status from Division of Corporations - Florida Department of State (SunBiz)* |
| 6. E-Verify - Memorandum of Understanding* |
| 7. W-9 Form* |
| 8. Any required licenses. * |
File details come from the government source that posted it. Updated .