Printing and Mailing of Utilities Bills and Notices - Annual Contract

Board of County Commissioners
Request for Quotation
Date: 09/15/2026
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 #1 - 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: Could you provide the current pricing structure from the existing vendor or a copy of the most recent
invoice?
A1: According to the quote specifications, the previous tabulations can be found on the Charlotte
County purchasing website at https://purchasingbids.charlottecountyfl.gov/.
Q2: Modern digital print technology can provide cost savings through the use of blank paper stock by printing
and perforating in a single production process, eliminating the need to purchase, ship, warehouse, and maintain
preprinted material. Would the County accept pricing based on printing the bills and notices directly onto blank
paper stock?
A2: No, we are in contract with a paper vendor that provides the printed paper.
Q3: Could the contracted vendor arrange for the Special Occasion Inserts to be picked up from the East Port
Water Reclamation Facility by UPS or another freight service, or does the County require an employee of the
contracted vendor to physically pick up the inserts?
A3: Yes, the vendor could coordinate pickup and shipping to their location.
Q4: Please confirm whether the estimated quantity is approximately 75,000 inserts per occurrence, four times
annually (approximately 300,000 annually), or 75,000 inserts total annually. The Scope states approximately
75,000 four times per year, while the Quote Form lists an estimated quantity of 75 (thousand).
A4: Total annually should be approximately 300,000. Please refer to ITEM #2 and the attached revised
quote form.
Q5: May the completed utility bills and notices be entered into the USPS mailstream from the awarded vendor's
local USPS/BMEU, or is USPS entry required at a specific Charlotte County/Port Charlotte postal facility?
A5: Our bills currently ship out of Fort Myers, FL via USPS. The bills shipped MUST arrive in a timely
manner.
Q6: For the special inserts that the awarded vendor must pick up from the East Port Water Reclamation Facility
Plant, can the County provide the approximate quantity, number of cartons/pallets, and estimated weight for a
typical pickup?
A6: Please refer to section "Scope of Services, B. 3", of the original quote specifications for paper
stock and size. The quantity, weight is dependent on the insert that will need to be delivered to the
customers. It can vary from a few hundred to approximately 75,000, per instance. Please provide the
quote based on an annual total of inserts to be approximately 300,000. Please refer to ITEM #2 and the
attached revised quote form.
RFQ No. 20260663 Add #1

ITEM #2 DELETE QUOTE FORM: Please delete Page 5 of the Quote Form within the original quote package and add
the REVISED QUOTE FORM that is attached to this addendum to the bid package.
NOTE TO QUOTERS: Please make sure REVISED QUOTE FORM, ADDENDUM #1, is used when submitting the quote.
Otherwise quotes will be deemed non-responsive for incorrect quote form submittal.
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. 20260073 Add#1

REVISED QUOTED PRICE INCLUDES PRINTING AND MAILING OF UTILITIRD BILLS AND NOTICES, AS STATED:
UNIT PRICE ESTIMATED ESTIMATED
(per 1,000) QUANTITY ANNUAL PRICE
(in thousands)
BILLS $ x 800 = $____________________
"URGENT" NOTICES $ x 120 = $____________________
INSERTS $ x 300 = $____________________
ESTIMATED TOTAL $_____________________
If notified of the acceptance of this quote form, the undersigned agrees to execute a Contract for the stated compensation in
the form as prescribed by the County.
The signature below is a guarantee that the Quoter will not withdraw his/her quote for a period of 30 days after the scheduled
quote due date.
In accordance with section 287.135, Florida Statutes, the undersigned certifies that the company is not on the Scrutinized
Companies that Boycott Israel List, or is not participating in a boycott of Israel.
The undersigned acknowledges receipt of the following addenda, and the cost, if any, of such revisions has been included in
the price bid.
Addendum No. , Dated ; Addendum No. , Dated ; Addendum No. , Dated
HOLD HARMLESS AGREEMENT: _______________________________________(name of firm), it's officers and members
shall, through the signing of this document by an authorized party or agent, indemnify and hold harmless Charlotte County, a
political subdivision of the state of Florida, its officers, agents, employees, and volunteers, from liabilities, damages, losses and
costs, including, but not limited to, reasonable attorneys' fees, to the extent caused by the negligence, recklessness, or
intentional wrongful misconduct of _____________ and persons employed or utilized by______________in the performance
of this contract.
(name of firm) agrees that the first ten dollars ($10.00) of compensation received under this contract
represents specific consideration for this indemnification obligation.
Type of Organization (Please Check One): Individual Ownership Joint Venture
Partnership Corporation
Name of Quoting Firm:
Mailing Address:
Location Address:
City & State: Zip:
Telephone: E-mail:
Signature of person authorized to bind the Company:
Print name and title of person above:
Date:_________________________________________
(This page to be returned)
*REVISED PAGE 5, ADDENDUM 1* RFQ No. 20260663