Insert_Example.pdf

This is a Request for Proposals (RFP) document for the City of Holly Hill, Florida, soliciting 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, with core services including 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 is three years from execution, with potential annual renewals at the City's discretion.

Evaluation will be based on 100 points across five criteria: 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. Postage costs will be billed to the City 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. 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 or restrictions for disadvantaged enterprises. The City reserves the right to accept or reject any proposals and award the contract in its best interest.