Summary

This is an RFP attachment document for the City of Holly Hill, Florida, soliciting proposals for comprehensive utility billing, printing, mailing, and related services through RFP 26-FIN-01. The vendor will manage approximately 6,154 monthly utility accounts across four billing cycles, providing services including generating and printing paper and electronic bills, folding and inserting statements, processing returned mail, updating customer addresses using the NCOA database, maintaining data security, and providing customer communication inserts. The 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. The vendor must support flexible bill design with formatting changes, graphics, color, and bar coding enhancements, utilizing Tyler Pro 10 billing software.

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 provide 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 at cost using USPS 5-Digit Rate or the lowest qualifying rate. Vendors are required to maintain comprehensive insurance, including $1,000,000 in commercial general liability, automobile liability, workers' compensation, and cyber liability insurance. The solicitation does not outline specific set-aside designations for disadvantaged enterprises. 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 City reserves the right to accept or reject any proposals and award the contract in its best interest.