FY2027 GMCDD Zoning Property Owner Notification Mailers

Collier County Growth Management Community Development Department located at 2800 North Horseshoe Drive, Naples, Florida 34104 is requesting a quote for printing/mailing services for Zoning property owner notification letters for our Fiscal Year 2027 (10/1/26 – 9/30/27).

The number of mailings, and the number of records in each mailing will vary. We cannot guarantee the number of records in each mailing but based on a sample of property owner letters mailed in the last few months, 30% of mailings contained less than 100 records, 60% of mailings contained between 101-1000 records, and 10% of mailings had greater than 1,001 records. The total expense for last fiscal year was approximately $65,000; however, this may not be indicative of future expenditures.

Background

Please make sure to provide a Unit Price for all line items on the price table. If there is no cost for a line item, please enter “0”

Project Details

• Reference ID: QQ-2026-137
• Department: Operations & Regulatory Management
• Department Head: Michael Stark (Division Director)

Important Dates

• Questions Due: 2026-07-08T21:00:00.000Z
• Pre-Proposal Meeting: 2026-06-29T17:30:00.000Z — https://colliercountyfl.webex.com/colliercountyfl/j.php?MTID=mcae6b592b9d791a55be2a1c88ea707b5

Evaluation Criteria

• 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/

• 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:
    • Letters are generic – addressed to: “Dear Property Owner”
    • Due to the turnaround on these mailings, the County cannot pay for postage up front. It will
      need to be invoiced with the mailings.
    • Cost per Letter on the quote should be an inclusive price (include the cost of the envelope and the folding/stuffing services)
    • A turnaround time of three business days is requested for the mailings.
    • 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.

• Employer’s Liability —

  $500,000 single limit per occurrence

• 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.

• 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. 

• Automobile Liability —

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

• Watercraft —

   $TBD Per Occurrence

• United States Longshoreman's and Harborworker's Act —

  United States Longshoreman's and Harborworker's Act coverage shall be maintained where applicable to the completion of the work.

   $TBD Per Occurrence 

• Maritime Coverage (Jones Act) —

  Maritime Coverage (Jones Act) shall be maintained where applicable to the completion of the work.

  $TBD Per Occurrence

• Aircraft Liability —

  Aircraft Liability coverage shall be carried in limits of not less than $5,000,000 each occurrence if applicable to the completion of the Services under this Agreement.

  $TBD Per Occurrence

• Pollution —

  $TBD Per Occurrence

• Professional Liability —

  $TBD Per claim & in the aggregate

• Project Professional Liability —

  $TBD Per Occurrence 

• Valuable Papers Insurance —

  $TBD Per Occurrence 

• Cyber Liability —

  $TBD Per Occurrence 

• Technology Errors & Omissions —

  $TBD Per Occurrence 

• Additional Information —
  1. 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.
  2. 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.
  3. 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.
  4. On all certificates, the Certificate Holder must read: Collier County Board of Commissioners, 3295 Tamiami Trail East, Naples, FL 34112
  5. Thirty (30) Days Cancellation Notice required.
  6. 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.
  7. Professional Services and/or Consulting Services may require professional liability insurance. 
  8. Environmental services, repairs, construction and/or hazardous materials projects may require pollution insurance.

Submission Requirements

• 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. (required)
• Quick Quote Instructions have been acknowledged and accepted. (required)
• Collier County Purchase Order Terms and Conditions. Collier County Purchase Order Terms and Conditions have been acknowledged and accepted. (required) —

  Collier County Purchase Order Terms and Conditions have been acknowledged and accepted.

   

• Insurance Requirements -Vendor Acknowledges Insurance Requirements and is prepared to produce the required insurance certificate(s) if awarded this quote. (required)
• Pricing Proposal (required)
• Proof of Status from Division of Corporations - Florida Department of State (SunBiz) (required) —

  http://dos.myflorida.com/sunbiz/ should be attached with your submittal.

• E-Verify - Memorandum of Understanding (required) —

  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.

• W-9 Form (required)
• Any required licenses. (required)
• Insurance Requirement (required)
• Watercraft (required) —

   $ __________ Per Occurrence

• United States Longshoreman's and Harborworker's Act Coverage (required) —

  $ __________ Per Occurrence

• Maritime Coverage (Jones Act) (required) —

  $ __________ Per Occurrence

• Aircraft Liability (required) —

  $ __________ Per Occurrence

• Pollution (required) —

   $ __________ Per Occurrence 

• Professional Liability (required) —

  $ ___________ Per claim & in the aggregate

• Project Professional Liability (required) —

   $__________ Per Occurrence

• Valuable Papers Insurance (required) —

  $__________ Per Occurrence

• Cyber Liability (required) —

   $__________ Per Occurrence

• Technology Errors & Omissions (required) —

  $__________ Per Occurrence

• Employer's Liability (required) —

   $ __________ single limit per occurrence

• Aggregate - Commercial General Liability for Bodily Injury Liability and Property Damage Liability (required) —

  $_________ aggregate

• Single Limit - Commercial General Liability for Bodily Injury Liability and Property Damage Liability (required) —

  $________ single limit per occurrence

• Automobile Liability (required) —

  $________ Each Occurrence

• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items. 
• Is this a grant-funded quote? (required) —

  If this is a grant-funded quote, please make sure that the approval process is updated to accommodate the grants department's approval. 

  You can invite the grant department to upload relevant attachments by clicking on "Invite" and then adding the relevant user with edit access.