Pre-Proposal_Meeting_Sign_in.pdf

This is a Pre-Proposal Meeting Sign-in document for the City of Holly Hill, Florida, RFP 26-FIN-01 for Utility Billing, Printing, Mailing & Related Services. The procurement encompasses comprehensive utility billing services for approximately 6,154 monthly utility accounts across four billing cycles, including bill generation and printing in both paper and electronic formats, folding, inserting, mailing, processing returned mail, updating customer addresses using the NCOA database, maintaining data security, and providing customer communication inserts. A non-mandatory pre-proposal conference was 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.

The City utilizes Tyler Pro 10 billing software and requires vendors to support flexible bill design including formatting changes, graphics, color, and bar coding enhancements. 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). Vendors must provide detailed pricing based on 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 are required to maintain comprehensive insurance, including $1,000,000 in commercial general liability, automobile liability, workers' compensation, and cyber liability coverage. All proposers must submit required certifications including public entity crime sworn statements, E-Verify affidavits, W-9 forms, and demonstrate compliance with public records law.