26-FIN-01_Pre-Proposal_Conference_Audio_Recording.mp3

This is a pre-proposal conference audio recording for the City of Holly Hill, Florida's RFP 26-FIN-01 for Utility Billing, Printing, Mailing & Related Services. The solicitation seeks a qualified vendor to manage approximately 6,154 monthly utility accounts across four billing cycles, with services encompassing bill generation and printing in both paper and electronic formats, statement folding and insertion, mail processing, returned mail handling, customer address updates using the National Change of Address (NCOA) database, data security maintenance, and customer communication inserts. The vendor must support flexible bill design modifications including formatting changes, graphics, color enhancements, and bar coding while utilizing the City's Tyler Pro 10 billing software. The non-mandatory pre-proposal conference was held on January 13, 2026, at 2:00 p.m., with written questions due by January 23, 2026, at 5:00 p.m. Sealed proposals are due January 29, 2026, at 2:00 p.m. at City Hall. The contract term will be three years from execution, with potential annual renewals at the City's discretion.

Evaluation will be based on 100 points distributed across technical capability (25 points), quality assurance and security (15 points), experience and references (20 points), implementation plan (15 points), and cost/pricing (25 points). Vendors must submit detailed pricing based on the City's estimated quantities, including per-account charges for utility billing and processing, per-piece mailing costs, and electronic statement fees, with postage billed to the City at cost using USPS 5-Digit Rate or the lowest qualifying rate. The solicitation does not specify set-aside designations for disadvantaged enterprises. Vendors must maintain comprehensive insurance coverage, including $1,000,000 in commercial general liability, automobile liability, workers' compensation, and cyber liability insurance. Proposers must submit required certifications including public entity crime sworn statements, E-Verify affidavits, W-9 forms, and demonstrate compliance with public records law. No minimum volume is guaranteed, and the City reserves the right to accept or reject any proposals and award the contract in its best interest.