Example_of_Customer_Bill.pdf

This is a customer utility bill example document from the City of Holly Hill, Florida, demonstrating the billing format for the comprehensive utility billing, printing, mailing, and related services contract (RFP 26-FIN-01). The procurement covers approximately 6,154 monthly utility accounts processed across four billing cycles. The vendor will be responsible for 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 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.

Vendors must provide detailed per-account charges for utility billing and processing, per-piece mailing costs, and electronic statement fees based on the City's estimated quantities, with postage costs billed to the City at cost using USPS 5-Digit Rate or the lowest qualifying rate. Vendors are required to maintain comprehensive insurance coverage, including $1,000,000 in commercial general liability, automobile liability, workers' compensation, and cyber liability insurance. All vendor proposals must include required certifications, including public entity crime sworn statements, E-Verify affidavits, W-9 forms, and compliance documentation with public records law. Evaluation will be 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) for a total of 100 points. The City reserves the right to accept or reject any proposals and award the contract in its best interest.