Attachment_2_9_Envelope.pdf

This is an attachment document related to RFP 26-FIN-01 issued by the City of Holly Hill, Florida, for 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 including generation and printing of 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 delivering 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 is three years from execution, with potential annual renewals at the City's discretion.

Pricing shall be detailed 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. Vendors must maintain comprehensive insurance coverage, including $1,000,000 in commercial general liability, automobile liability, workers' compensation, and cyber liability insurance. The evaluation criteria totals 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). Proposers must submit required certifications including public entity crime sworn statements, E-Verify affidavits, W-9 forms, and demonstrate compliance with public records law. The solicitation does not explicitly outline specific set-aside designations for disadvantaged enterprises, and no minimum volume is guaranteed.