Printing and Mailing of Utilities Bills and Notices - Annual Contract

Board of County Commissioners
Request for Quotation
Date: 09/23/2026
THIS IS NOT AN ORDER
Page: 1 of 3
RFQ #20260663
Charlotte County Purchasing Department Contact Person: Krista Vigne, Contract Specialist
18500 Murdock Circle, Room 344 Contact Phone: 941-743-1380
Email: krista.vigne@charlottecountyfl.gov
FAX: 941-743-1384 Reply No Later Than: October 9, 2026 (3:00 p.m. EST.)
ADDENDUM #2 - PRINTING AND MAILING OF UTILITIES BILLS AND NOTICES - ANNUAL
To: All Interested Quoters
Quoters are hereby notified that this Addendum shall be made a part of the above named quote documents. The following
items are issued to add to, modify, and clarify the quote documents. These items shall have the same force and effect as the
original quote documents. Quote Forms, to be submitted on the specified date, shall conform with the additions, deletions and
revisions listed herein.
ITEM #1 QUESTIONS/ANSWERS:
Q1: What is the reason for going out to RFQ at this time?
A1: Current annual contract is out of renewals.
Q2: Are there any service-related issues with the current vendor?
A2: No.
Q3: Is the County looking for something specific the current vendor does not provide?
A3: No.
Q4: How much inventory does the County have on hand?
A4: Minimum of 30 days' supply.
Q5: Does the County expect the selected printing and mailing vendor to supply envelopes and print on demand
forms daily after that inventory runs out or contract expire?
A5: No, CCU will continue to supply envelopes and bills.
Q6: This is key because re-printed forms are both more costly and less production efficient with a multiple step
process and slower run speeds on equipment that runs cut sheet paper and has to be manually hand fed -
rather than a high speed roll press that can print tens of thousand or images each hour and can switch from
project to project without manual intervention.
A6: Please refer to the section of the Quote "Warehousing" on page 3 of the quote specifications.
Q7: Once all #10 envelopes have been depleted from inventory or the envelope contract runs out - could we
recommend the use of industry standard #10 double window envelopes which are the most cost effective and
production efficient option whereby the County logo and return address appear in the top window and recipient
address appear in the bottom window. This eliminates the need for imprinting on the face on the envelopes,
reducing steps in the process and providing a cost savings to the County. It also allows for same-day disaster
recovery at no additional cost since the standard windows are located at all 4 of our production facilities in
Florida, Texas, Illinois and California.
A7: No, CCU will continue to supply envelopes and bills.
Q8: With regards to the inserts which are also County supplied and require pickup - please confirm that the
unit price should include both Folding and Inserting costs because the inserts are provided flat from the County.
A8: Please refer to section of the Quote "Scope of Services B. 2" on page 3 of the quote specifications.
RFQ No. 20260663 Add #1

Q9: Would the County consider having the selected utility bill printing and mailing vendor produce the inserts
as either an in-line insert (similar to a multiple page) or offline preprinted insert in future years? This would
avoid the cost of transportation and inventory costs to the County since the inserts would be printed as-needed.
A9: No, we will not consider. Please refer to section of the Quote "Scope of Services B. 3" on page 3
of the quote specifications.
Q10: What CIS (customer information system) does the County currently operate to produce the PDF output?
A10: Hansen/Banner.
Q11: Does the County require householding or groupings of multiple bills going to the same address? Bills
longer than 7 pages will need to be inserted into a 6 x 9 or 9 x 12 envelope and may require hand insertion.
A11: No.
Q12: Does the County require imprinting of marketing messages onto the face of the #10 envelope and if so
how frequently?
A12: No.
Q13: What is the desired implementation schedule for this project or when would the County like to go live?
A13: Please refer to section of the Quote "Quote Prices/ Terms of Contract" on page 1 of the quote
specifications.
Q14: Who is the current vendor providing this service to the County?
A14: According to the quote specifications, the previous tabulations can be found on the Charlotte
County purchasing website at https://purchasingbids.charlottecountyfl.gov/.
Q15: What is the current cost that the County is paying for this service?
A15: According to the quote specifications, the previous tabulations can be found on the Charlotte
County purchasing website at https://purchasingbids.charlottecountyfl.gov/.
Q16: Is it the County's expectations that pricing remain fixed after the initial 1 year term ending December 2027
or would annual CPI reviews be permitted for the extensions periods?
A16: Please refer to section of the Quote "Quote Prices/ Terms of Contract" on page 1 of the quote
specifications. The two (2) renewal year options need to be at the same prices, terms, and conditions.
Q17: In addition to printing and mailing the utility bills, will the selected vendor also provide emailing of e-bills
to the County's e-bill customers or does the County have another process in place for this portion of the project?
A17: No.
Q18: Does the County require bills to be archived online for either CSR view or to provide access to third party
billing companies via API and if so for how long - 12, 24 or 36 months?
A18: Archiving is handled by in-house staff.
Q19: What is the final day to submit questions for this project?
A19: Please refer part of the Quote "Reply no later than" on page 1 of the quote specifications.
Q20: What is the anticipated award date for this project?
A20: Sometime, during the month of November 2026.
Q21: Does the County require or prefer a local vendor having the primary facility located in Southwest Florida
with multiple back up sites located out of State?
A21: No requirement or preference.
Q22: Does the County require or prefer a vendor that can provide same day disaster recovery in the event of
a power outage, hurricane or other emergency and at no additional cost to the County?
A22: No.
Q23: Are there any specific insurance requirements for this project?
A23: No.
Q24: What are the County's payment terms - we typically request Net 30?
A24: Please refer to section of the Quote "Payment" on page 3 of the quote specifications.
RFQ No. 20260663 Add#2

Q25: Does the County require sample approval of each print run prior to production?
A25: Samples are preferred but not required, but if an issue arises with format and/or layout, then
samples will be needed.
Q26: Will there be a short list of finalists for this project, BAFO opportunities or interviews to present our
solutions in greater detail?
A26: No.
Q27: Can you please clarify how the 49% subcontracting limitation would apply in this situation?
A27: As stated in the quote specifications, "SUBCONTRACTING, SUBLETTING AND/OR ASSIGNMENT:
The Contractor shall not subcontract, sublet or otherwise assign more than forty-nine percent (49%) of the
Contract value". The Awarded vendor must perform 51% of the Contract value.
Quoters are required to acknowledge receipt of this addendum on their quote forms. All other terms and conditions of the original
quote and contract documents remain the same.
Kimberly A. Corbett, C.P.M., CPPB
Senior Division Manager - Purchasing
KAC/kv
RFQ No. 20260663 Add#2