Attachment_1_Utility_Bill_in_Color_-__front_&_Back.pdf

This document is a utility bill sample attachment for the City of Holly Hill, Florida's Request for Proposal 26-FIN-01 for comprehensive utility billing, printing, mailing, and related services. The City seeks a qualified vendor to manage approximately 6,154 monthly utility accounts across four billing cycles, providing services that include generating and printing both paper and electronic bills, folding and inserting statements, processing returned mail, updating customer addresses using the National Change of Address (NCOA) database, maintaining data security, and providing customer communication inserts. The vendor must support flexible bill design with formatting changes, graphics, color, and bar coding enhancements while utilizing Tyler Pro 10 billing software. A non-mandatory pre-proposal conference is scheduled for 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.

Pricing shall be based on detailed vendor submissions including per-account charges for utility billing and processing, per-piece mailing costs, and electronic statement fees, with postage costs 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. All proposers must submit required certifications, including public entity crime sworn statements, E-Verify affidavits, W-9 forms, and demonstrate compliance with public records law. Evaluation criteria total 100 points, weighted 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). 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.