PROPOSAL_OPENING_26-FIN-01.xlsx

This is a proposal opening document for the City of Holly Hill, Florida, soliciting qualified vendors to provide comprehensive utility billing, printing, mailing, and related services through RFP 26-PW-01. The procurement encompasses approximately 6,154 monthly utility accounts across four billing cycles, requiring vendors to generate and print paper and electronic bills, fold and insert statements, process returned mail, update customer addresses using the NCOA database, maintain data security, and provide 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 were 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. Three vendors submitted proposals by the deadline: INFOSEND, ENCO, and Wolverin Solutions, all of whom provided the required USB attachment and one copy of their proposals.

Evaluation will be based on a 100-point scale, with weightings assigned to 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 costs billed to the City at cost using USPS 5-Digit Rate or the lowest qualifying rate. All vendors are required to maintain comprehensive insurance, including $1,000,000 in commercial general liability, automobile liability, workers' compensation, and cyber liability insurance. The City uses Tyler Pro 10 billing software and requires vendors to support flexible bill design with formatting changes, graphics, color, and bar coding enhancements. No specific set-aside designations for disadvantaged enterprises are outlined in the solicitation. Proposers must submit required certifications, including public entity crime sworn statements, E-Verify affidavits, W-9 forms, and demonstrate compliance with public records law.