Addendum_1_RFP_26-FIN-01.docx

ADDENDUM NO. 1

TO THE REQUEST FOR PROPOSALS (RFP) DOCUMENTS

CITY OF HOLLY HILL, FLORIDA

UTILITY BILLING, PRINTING, MAILING, AND RELATED SERVICES

RFP NO. 26-FIN-01

January 14, 2026 The following changes, clarifications, and/or additions are hereby made a part of Request for Proposals No. 26-FIN-01, entitled Utility Billing, Printing, Mailing, and Related Services. These revisions shall be considered an integral part of the RFP documents and shall have the same force and effect as if fully set forth therein.

All other terms, conditions, and requirements of the RFP remain unchanged unless specifically modified by this Addendum. Proposers are responsible for acknowledging receipt of this Addendum in their proposal submission.

1: Question: The City indicated that the contract has an initial term of 3 years – is it your expectation that the pricing will be fixed for that initial term or are you open to annual CPI reviews?

1: Answer: No, the City is open to reviews.

2: Question: What is the reason for going out to RFP at this time?

2: Answer: End of current contract.

3: Question: Are there any service-related issues with the current vendor?

3: Answer: No 4: Question: Is the City looking for something specific that the current vendor does not provide?

4: Answer: No 5: Question: The bill sample provided appears to be black and white print only – can you please confirm that there is no color printing on the bill and does the bill have a backer?

5: Answer: There is color printing (see attachment 1) and it does have a back.

6: Question: The RFP states “approximately 6,154 utility accounts per month, distributed over four billing cycles. Of these accounts, approximately 35% receive electronic bills (e-billing), with the remainder receiving paper statements” which would be about 4,000 printed bills. However the price sheet says Estimated Quantity is 3,130 for “Processing” and only 2,614 for “Mail” – can you please help us understand the discrepancy?

6: Answer: The Estimated Quantities in the Cost Proposal have been updated to match the projected monthly billing volumes described in Section 2.1 of the RFP. Please refer to Attachment 2 for the updated quantities:

· Utility Billing, Printing & Processing: 6,154 accounts per month

· Mail: 4,000 pieces per month

· Online Billing (e-bills): 2,154 accounts per month

· Mail Inserts & Special Envelopes: pieces per month (rarely used) Actual production may vary based on customer enrollment, billing cycles, and City requests. Vendors should price accordingly.

7: Question: Are there any other versions of the Utility Bill like a shut off notice or late notice?

7: Answer: The bill is resent with a red header notice on the top. (Same Format)

8: Question: Is it possible to obtain a scan or PDF image of the #10 single window outgoing envelope and #9 closed face envelope you are currently utilizing?

8: Answer: yes, see (attachment 3)

9: Question: Due to the volume (205 Inserts) may we recommend printing inserts inline in order to reduce cost? They would print on the fly as an additional page but may contain QC barcodes.

9: Answer: The City primarily uses on-bill messages and generally does not include separate inserts. The previously reported volume of 205 inserts is incorrect. The cost proposal sheet has been updated to reflect the correct information. The City would like to note that inserts may occur 1–2 times per year, and vendors would bill separately for these occurrences.

10: Question: May we recommend the use of industry standard #10 double window outgoing and #9 single window reply envelopes for this project? In addition to being the most cost effective and production efficient option, standard envelopes allow for same-day disaster recovery at no additional cost since they are pre-staged at all 5 of our facilities in FL, TX, CA, IL and MA. We have reviewed the Holly Hill sample bill and the outgoing and recipient addresses would show thru the top and bottom windows of the #10 envelope. The remit address would show thru the window of the #9 reply. this would eliminate the costly procurement of a limited run envelope an pre-printing.

10: Answer: Yes, we are open to other options 11:Question: What time of day are files sent into the vendor?

11: Answer: Early to midday.

12: Question: What is the expected turnaround time for mailing – our standard SLA is next business day.

12: Answers: Same day or Next

13: Question: The RFP states “The vendor must have the ability to accept CVS bill files using an online upload or a standard FTP ( not encrypted) or SFTP(encrypted) transmission. And then on page 8 “Bills must be mailed via presorted first-class mail to maximize postal discounts at the postal rates for bulk mail. Bills are presorted in the daily PDF files sent to the vendor.”

13: Answer: The City provides CSV files containing billing data, which are not presorted. It is the vendor’s responsibility to presort the bills for first-class mail in order to maximize postal discounts.

14: Question: What is the desired implementation for this project or when would you like to “Go Live”?

14: Answer: First week of April – based on billing calendar.

15: Question: How is the current vendor performing this service?

15. Answer: Same as Question # 3.

16: Question: What is the current cost that the City is paying for this project on a cost per piece basis?

16: Answer: Proposers should prepare their cost proposals based on the updated estimated quantities provided in Section 3.5 (Cost Proposal) and Attachment 3 of the Addendum. All costs necessary to perform the required services—including labor, materials, equipment, and software—should be included in the proposer’s submitted pricing.

17: Question: Does the City require bills to be archived and if so for how long – 12, 24 or 36 months?

17: Answer: The City requires vendors to archive files, no longer then 3 months.

18: Question: What is the anticipated award date for this project?

18: Answer: Anticipated award date is the middle of February 2026.

19: Question: Does the City require or prefer a vendor with a primary facility located in the State of Florida with multiple back up facilities located out of state and in a regionally diverse manner?

19: Answer: The City requires vendors to have a facility located in Florida to ensure timely service and fast turnaround. The City does not require vendors to maintain out-of-state or regionally diverse backup facilities.

20: Question: Does the City require of prefer a vendor with same-day disaster recovery capability (uninterrupted service) at no additional cost in the event of a hurricane, power outage or other emergency?

20: Answer: Yes 21: Question: Are the envelopes printed as 1,2, or 4/0?

21: Answer: The City’s #9 envelopes have a window on the right side, and the #10 envelopes have a window on the left side. The City’s name and address are printed in 1 color in the right-hand corner of the #10 envelope. Printing is front side only. See attachments in vendorlink.

22: Question: On the number 10s, are they single or double window? Do you require a specific window position or size?

22: Answer: The City’s #10 envelopes have a single window on the left side. The City is open to discussions regarding double-window envelopes.

23: Question: On the number 9s, are they right or left window? Do you require a specific window position or size?

23: Answer: The City’s #9 envelopes have a single window on the right side.

24: Question: I noticed that the provided invoice and insert are both 1/0; can/will these be printed as 1/1 to lower cost and environmental impact?

24. Answer: The City prints invoices front and back (1/1). Separate inserts are not typically included, but may occur 1–2 times per year, with vendors billing separately for those occurrences.