Audio_for_Proposal_Opening_for_26-FIN-01.mp3

This is an audio file of a proposal opening for RFP 26-FIN-01 issued by the City of Holly Hill, Florida, a municipality in Volusia County seeking utility billing, printing, mailing, and related services. The City requires a qualified vendor to manage approximately 6,154 monthly utility accounts across four billing cycles, delivering services including generating and printing 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 the City's Tyler Pro 10 billing software. A 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 were 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 is based on detailed vendor estimates 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. 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 specific set-aside designations or restrictions for disadvantaged enterprises are outlined in the solicitation. Vendors must maintain comprehensive insurance including $1,000,000 in commercial general liability, automobile liability, workers' compensation, and cyber liability insurance. Proposers are required to submit 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.