Request For ProposalNUMBER RFP No. 26-FIN-01

Utility Billing, Printing, Mailing & Related Services

Michele Moore, Finance Director

TABLE OF CONTENTS

CITY OF HOLLY HILL, FLORIDA

RFP BID# 26-FIN-01

SECTION 1 — INVITATION TO PROPOSE & GENERAL INFORMATION

SECTION 2 — SCOPE OF SERVICES & TECHNICAL REQUIREMENTS

· Core Services

2.3 Billing Delivery, Reporting & Mailing Requirements Page 4

· File Transmission

· Printing, Folding & Mailing Requirements

· Invoice & Postage Requirements

· Reporting & Quality Control Procedures

2.4 Customer Support & Data Security

SECTION 3 — PROPOSAL INSTRUCTIONS & EVALUATION CRITERIA

Proposal Submission Format

· Protection of Customer Information

· Security for Communication with the City

· Compliance

· Backup, Disaster Recovery, and Business Continuity

· Data Breach and Security Incident Response

· Additional Security Measures

SECTION 4 — REQUIRED FORMS, TERMS & CONDITIONS

PROFESSIONAL SERVICES AGREEMENT

Professional Services Agreement

Request For Proposal

CITY OF HOLLY HILL, FLORIDA

RFP BID# 26-FIN-01

SECTION 1 — INVITATION TO PROPOSE & GENERAL INFORMATION

1.1 Public Notice

The City of Holly Hill, Florida (the “City”) is accepting sealed proposals from qualified firms to provide:

Utility Billing, Printing, Mailing, and Related Services.

1.2 Proposal Submission Deadline

Sealed proposals will be accepted by the City of Holly Hill, 1065 Ridgewood Avenue, Holly Hill, Florida 32117, until 2:00 p.m. on January 29, 2026, at which time proposals will be publicly opened and proposers’ names read aloud in the City Hall Commission Chamber.

1.3 Pre-Proposal Conference meeting:

A non-mandatory pre-proposal conference meeting will be held at 2:00 pm January 13, 2026, in the City of Holly Hill Commission Chambers, located at City Hall, 1065 Ridgewood Avenue, Holly Hill, FL 32117.

1.4 RFP documents & Addenda

A complete copy of the RFP documents may be obtained electronically through VendorLink at www.myvendorlink.com.

Any addenda issued for this RFP will be posted exclusively on VendorLink. It is the responsibility of each proposer to verify that all addenda have been received before submitting a proposal.

1.5 Questions / Contact information

All questions regarding this RFP shall be submitted in writing to:

Mary Mearsheimer mmearsheimer@hollyhillfl.org

Questions must be received no later than 5:00 p.m. on January 23, 2026.

1.6 Lobbying / Unauthorized Communications

To ensure a fair and impartial evaluation process, proposers and their representatives shall not contact any member of the City Commission or City staff regarding this RFP from the date of issuance through final award, except as expressly permitted in this RFP.

All communications regarding this RFP shall be directed only to the City’s designated contact person.

1.7 Proposal Submission Instructions

· One (1) signed original hard copy

· One (1) electronic copy (USB flash drive) Delivered in a sealed envelope marked:

“RFP 26-FIN-01 – Utility Billing, Printing, Mailing & Related Services”

Addressed to:

City Clerk City of Holly Hill 1065 Ridgewood Avenue Holly Hill, FL 32117-2898

1.8 Legal Disclaimer Items

Delivery Disclaimer:

The City of Holly Hill is not responsible for delays in U.S. Mail, private carriers, or messenger services that may cause a proposal to be delivered after the designated deadline. Proposals received after the specified date and time will not be considered.

Reservation of Rights:

The City reserves the right to accept or reject any or all proposals, waive technical or non-substantial irregularities, and award the contract in a manner deemed to be in the best interest of the City.

Public Entity Crimes statement:

All proposers must submit a fully executed Public Entity Crime Sworn Statement, Form PUR 7068, in accordance with Section 287.133(3)(a), Florida Statutes.

1.9 Notice of Award

The City will provide written notice of award to the selected proposer after completion of the evaluation process and approval by the City Commission, if required.

1.10 Protest Procedures

Any protest or appeal related to this Request for Proposal shall be governed by the City of Holly Hill’s Purchasing Policies and Procedures, as adopted by Resolution No. 2018-30, as may be amended. Copies of the applicable procedures may be obtained from the City Clerk.

SECTION 2 — SCOPE OF SERVICES & TECHNICAL REQUIREMENTS

2.0 Introduction / Background / Objectives

The City of Holly Hill, Florida (the “City”), is seeking proposals from qualified and experienced vendors to provide comprehensive utility billing, printing, mailing, and related services. The scope includes production and delivery of paper and electronic utility bills, customer communications, and associated support services.

The City’s goal is to obtain a vendor capable of providing efficient, accurate, and secure billing services while meeting strict production and delivery deadlines and maintaining data security. The selected vendor will also provide reporting, customer support, and flexible solutions to meet the City’s evolving billing needs.

The City intends to award a contract to the proposer whose response provides the best overall value, based on demonstrated technical capability, relevant experience, implementation approach, staffing, cost, and other evaluation criteria outlined in this RFP. Vendors are encouraged to propose innovative technology solutions and service enhancements that align with the City’s objectives and improve overall efficiency and customer satisfaction.

2.1 Estimated Service Volumes

The City currently bills approximately 6,154 utility accounts per month, distributed over four billing cycles. Of these accounts, approximately 35% receive electronic bills (e-billing), with the remainder receiving paper statements.

Volumes may fluctuate month-to-month, and the figures above are provided solely for proposal preparation purposes. Proposers shall base unit pricing on these estimated quantities. The City reserves the right to adjust service levels during the contract term.

2.2 Description of Services (Scope of Work)

The City seeks a qualified and experienced vendor to provide comprehensive utility billing services, including physical bill production, electronic bill presentment and related services. Services may include, but are not limited to:

Core Services

· Generating and printing monthly utility bills (paper & electronic)

· Folding, inserting, and mailing statements and notices

· Processing returned or undelivered mail statements, updating customer addresses and corrections using the National Change of Address (NCOA) database, returning corrected address data to the City, and ensuring corrected bills are reissued or forwarded as appropriate

· Maintaining data security and confidentiality for both paper and electronic billing

· Providing customer communication inserts, notices, and messages as needed.

· The vendor shall provide a dedicated section on the billing page to display Important Dates and City news, allowing the City to update content as needed.

· Meeting strict production and mailing deadlines

· Performing any other services reasonably required to complete the work Vendors are expected to offer electronic address updates prior to mailing, ensuring that customer records are current before bills are sent to the USPS. Vendors may describe any additional services or tools they offer to enhance address accuracy and support the bill printing and mailing process.

The Vendor shall support flexible bill and notice design, including formatting changes, graphics, color, bar coding, and other enhancements as required by the City. Services not explicitly mentioned but reasonably required to complete the work shall be considered within the contract scope. The City uses Tyler Pro 10 for all utility billing.

All services described herein that are part of the routine monthly billing process, including but not limited to printing, processing, mailing, electronic delivery, NCOA processing, household billing, outsort handling, and standard inserts, shall be deemed included in the Contractor’s base pricing unless explicitly identified as a separately billable line item in the Cost Proposal.

2.3 Billing Delivery, Reporting & Mailing Requirements

File Transmission:

· The vendor must have the ability to accept CVS bill files using an online upload or a standard FTP ( not encrypted) or SFTP(encrypted) transmission.

Printing, Folding & Mailing Requirements:

· The vendor must fold the 8½ x 11 bills, combine the inserts, a #9 windowed return envelope or #9 preprinted return envelope, and stuff these items into a #10 windowed envelope. The #10 envelope must have the preprinted return address for the City of Holly Hill.

· The vendor must have the capability to suppress the inserting of envelopes for certain customers, based on City requirements.

· The vendor must have the capability to print City logos and multiple page bills (also indicated with OMR marks). Multiple page bills are an exception, less than 0.025%.

· Bills must be mailed via presorted first-class mail to maximize postal discounts at the postal rates for bulk mail. Bills are presorted in the daily PDF files sent to the vendor.

· The City should be able to verify proof of delivery to the USPS on an as-needed basis.

Invoice & Postage Requirements:

· The vendor shall provide the City with a monthly invoice, broken down by each billing cycle or data/print file submitted by the City. Each invoice must detail the number of bills processed, postage costs, and any other itemized charges. All postage costs will be initially incurred by the vendor and billed to the City at cost.

· The vendor must mail bills using the USPS 5-Digit Rate (or the lowest qualifying rate) to maximize postage discounts.

Reporting & Quality Control Procedures:

· The City should be able to track all files that have been sent to the vendor before, during, and after processing, such as a File Confirmation Report confirming receipt of file transmission.

· Daily Production Confirmation Reports should be sent via email immediately after processing is complete.

· Reports should include volume of bills received for processing, volume printed, and volume emailed.

· Vendors should provide any history of weather delays for mail transportation from the vendor’s facility to the USPS.

· Vendors should provide details regarding quality control procedures, including:

1. Ability to pull a bill from production processing and the process for doing so

2. Procedures for ensuring that bill file transmissions are completed successfully

3. Procedures for correcting issues

2.4 Customer Support & Data Security

Dual-Channel Billing:

· Support both electronic bill presentment and paper billing.

· Allow the City to manage customer preferences for paper or electronic billing, including switching options during the contract term.

Paper Billing and Mailing:

· Generate accurate paper bills per City formatting requirements.

· Fold, insert, and mail statements and notices promptly to meet deadlines.

· Handle returned mail and update customer addresses as necessary, including National Change of Address (NCOA) processing.

· Accept and process billing files transmitted via online upload, FTP, or SFTP from the City.

· Provide proof of delivery and daily production confirmation reports for all mailings.

Production & Delivery Standards:

· Meet all agreed production and mailing deadlines for both electronic and paper billing.

· Ensure bills and notices are delivered accurately and in a timely manner to minimize customer complaints and late payments.

· Maintain procedures to track and correct any issues during bill processing, including the ability to pull bills from production if necessary.

Data Security, Privacy & Confidentiality:

· Maintain strict confidentiality of customer information for both paper and electronic channels.

· Implement robust controls to protect against unauthorized access, data breaches, or loss of sensitive information.

· Maintain appropriate backup, disaster recovery, and business continuity procedures to ensure uninterrupted billing operations.

· Provide details about disaster recovery facilities, including locations, capabilities, and processes for continuing bill production if the main facility becomes inoperable.

· Include a summary of the disaster recovery plan, including failover procedures and estimated recovery times.

Customer Support:

· Provide customer support during normal business hours of 8:00 a.m.–5:00 p.m., Eastern Time, Monday through Friday.

· Describe procedures for after-hours support, including response times and escalation procedures.

· Include a list of company-observed holidays.

· Provide a detailed process for customer service and issue reporting, including how issues are tracked, communicated to the City, and resolved.

SECTION 3 - PROPOSAL INSTRUCTIONS & EVALUATION CRITERIA

This section outlines the materials required for evaluation, including Proposal Declaration, Cost Proposal, Timeline, Qualifications, Experience, References, and Subcontractors. Vendors should respond directly under each heading. The Authorized Certification / Signature block in this section confirms that all information provided is complete, accurate, and in compliance with the RFP requirements.

Evaluation criteria are included in this section to show how proposals will be scored. Vendors should review these criteria carefully to ensure all required information is included.

Proposal Submission Format To ensure a consistent and thorough evaluation, the City requires that all proposals follow the format outlined below:

3.1 Letter of Introduction (Required)

Each proposal must include a one-page letter of introduction at the beginning of the submission. This letter should:

· Summarize the vendor’s company and key qualifications.

· Describe the vendor’s overall approach to providing utility billing, printing, mailing, and related services.

· Confirm the vendor’s understanding of the RFP requirements and commitment to meeting the City’s objectives.

3.2 Structured Responses

All proposals must respond directly to each section and question in the order listed in Section 3 of this RFP. Responses should be clearly labeled to match the corresponding section numbers (e.g., 3.2 Cost Proposal, 3.3 Completion of Services / Timeline, 3.4 System Testing and Transition Plan, etc.).

· Vendors should not combine, skip, or reorder questions.

· Supporting documents should be clearly referenced and included as appendices.

· Each response should be complete, concise, and include all requested information and documentation.

3.3 Required Forms and Certifications

All required forms, certifications, and signatures (e.g., Proposal Declaration & Authorization Certification, Public Entity Crime Statement, W-9, etc.) must be included in the proposal package.

3.4 Proposal Organization Checklist

· Letter of Introduction (required, 1 page)

· Section 3.5 – Proposal Declaration & Authorization Certification

· Section 3.6 – Cost Proposal

· Section 3.7 – Completion of Services / Timeline

· Section 3.8 – System Testing and Transition Plan

· Sections 3.9-3.14 – Vendor Qualifications, Experience, Data Security, Financial Stability, References

· Section 3.16 – Listing of Subcontractors

· Required Forms from Section 4

· Sworn Statement Under Section 287.133(3)(a)

· Certification of Integrity

· Compliance with the Public Records Law

· Vendor E-Verify Affidavit (Section 448.095, Florida Statutes)

· W-9 Request for Taxpayers Identification Following this format will allow the City to evaluate proposals efficiently and fairly.

Post-Award Submissions (Agreement and Insurance):

The agreement associated with this RFP and the required Certificate of Insurance do not need to be submitted with the proposal. The selected vendor will be required to execute the agreement and provide the Certificate of Insurance after the award has been made. Vendors may, at their option, submit a signed agreement and/or the Certificate of Insurance with their proposal.

3.5 Proposal Declaration & Authorization Certification

City of Holly Hill – RFP No. 26-FIN-01 Utility Billing, Printing, Mailing & Related Services The undersigned, as Proposer, declares and certifies that:

1. The only persons interested in this proposal as principals are those named herein; no other persons have any interest in this proposal.

2. The proposal is submitted in good faith, without collusion, fraud, or misrepresentation.

3. All information in the proposal, including the Cost Proposal, Timeline, Qualifications, References, and Subcontractors, is complete and accurate.

4. The proposer agrees to all terms, conditions, and requirements of this RFP.

5. Any addenda issued for this RFP have been considered in preparing this proposal.

· Addendum No. ______ Dated: __________

· Addendum No. ______ Dated: __________

· Addendum No. ______ Dated: __________

6. This proposal is valid for 120 days from the submission date.

7. The undersigned is authorized to submit this proposal on behalf of the Proposer and certifies that the statements made herein are true and correct.

8. The proposer acknowledges receipt of and review of the draft contract attached as Exhibit A and agrees to execute the contract in substantially the same form if selected for award.

By signing below, the Authorized Representative acknowledges and affirms that the Proposer has read, understood, and agrees to all statements and commitments outlined above.

Authorized Representative: _______________________________

Title/Position: ___________________________________________

Signature: ______________________________________________

Date: __________________________________________________

Email: ________________________________________________

Phone:_________________________________________________

3.5 Cost Proposal

Proposers shall provide all costs to perform the required services, including labor, materials, equipment, and software, rounded to the nearest cent; the total cost will be used for evaluation purposes.

Clarification of Other Related Costs:

Other Related Costs shall be limited to services specifically requested in writing by the City that are outside the routine monthly billing, printing, mailing, and electronic billing processes (e.g., special one-time notices, City-initiated reprints). Routine services described in Sections 2.1 and 2.2, including NCOA processing, household billing, outsort handling, and standard inserts, shall be provided as part of the base services and either included in unit prices or separately identified in the fee schedule where expressly requested by the City. Routine inserts are included in unit costs; only City-requested special inserts may be billed separately.

SERVICE

UNIT

ESTIMATED QUANTITY

UNIT PRICE

TOTAL PRICE

Utility Billing, Printing & Processing

Per Account

3,130

Mail

Per Piece

2,614

Mail Inserts & Special Envelopes

Per Piece

Online Billing Electric Statements

Per Account

Other Related Costs

Per Occurrence

As needed

Implementation Fee

One time

Total Cost: $ ______________

Vendor Name: _______________________________________________ Authorized Signature: _________________________________________ Date: _______________________________________________________ By signing above, the vendor certifies that the prices submitted are correct and binding.

3.7 Completion of Services / Timeline

Vendors shall perform all services according to the City’s four-cycle billing schedule by geographic quadrants. Each cycle includes billing preparation, printing, mailing, and online statement posting.

Provide expected durations for each task under normal operating conditions (typical performance, not maximum allowable time). One expected duration may be provided per task, applicable to all four billing cycles.

(use hours or days)

Confirmation of Receiving Billing Data

Bill Generation (Electronic)

Bill Generation (Paper)

Electronic Send-Out

Mail Drop (Paper)

Confirmation Statement for Electronic Delivery

Confirmation Statement for Mail Drop

Paper Billing – Preparation of paper bills for mailing, including:

• Generation of bills

• Submission to the City for review and approval

• Printing, assembly, and mailing of approved bills Provide a brief description of your workflow and any quality control measures that ensure timely completion for each billing cycle.

3.8 System Testing and Transition Plan

The Proposer shall provide a plan to test all systems and processes before full implementation and respond directly to each item below in their RFP submission. Responses must be clear and concise.

1. Key Testing Steps: Describe the approach your team will use to verify accurate bill generation, mailing, electronic statements, and related services.

2. Estimated Duration: Provide the approximate time required to complete testing and prepare for live operations.

3. Acceptance Criteria: Explain how you will determine that testing is successful and ready for full implementation.

4. Error Resolution: Describe your method for identifying, correcting, and re-testing any issues before going live.

5. Implementation Methodology: Brief overview of project execution for efficient rollout.

3.9 Vendor Qualifications, Experience & Data Security Summary

Vendors shall provide information about:

1. Technical capability and relevant experience.

2. Municipal utility billing experience, including number of years, approximate number of accounts managed, types of utilities serviced, and previous experience with paper billing, electronic billing, and mailing services.

3. Financial stability and ability to sustain operations for the contract duration.

4. Firm size, resources, and capabilities to support required services.

3.10 Municipal Utility Billing Experience

1. Number of years providing municipal utility billing services:

2. Approximate number of accounts managed:

3. Types of utilities serviced (e.g., water, sewer, stormwater):

4. Describe previous experience with paper billing, electronic billing, mailing services:

5. Describe any innovative solutions or process improvements implemented for municipal billing:

3.11 Data Security & Privacy

Vendors shall provide detailed information about their data security and privacy practices for handling the City’s utility billing information. Responses should address the following:

1. .Protection of Customer Information A. Describe the measures in place to protect customer information for both paper and electronic billing.

B. Include procedures to ensure that only authorized personnel are admitted to areas producing the City’s bills and notices.

2. Security for Communication with the City Describe in detail how security is handled for information shared between the vendor and the City via email, online uploads, FTP, SFTP, or other transmission methods.

3. Compliance Describe compliance with applicable privacy regulations (e.g., Florida Information Protection Act, GLBA if applicable).

4. Backup, Disaster Recovery, and Business Continuity Describe procedures for backup, disaster recovery, and business continuity to ensure uninterrupted billing operations.

5. Data Breach and Security Incident Response Describe procedures for identifying, responding to, and reporting any data breaches or security incidents.

6. Additional Security Measures List any additional certifications, audits, or security protocols followed by your organization to enhance data protection and privacy.

3.12 Financial Stability

Provide evidence of your company’s financial stability, such as the most recent balance sheet, income statement, or other documentation, and include any additional comments regarding your company’s ability to sustain operations for the duration of the contract.

3.13 Relevant Experience

Describe your company’s municipal utility billing experience, including account volumes, utility types, related services, and experience with municipal utility billing software.

3.14 References

Please provide three current utility billing clients for whom your company is actively providing services. For each reference, include the following information separately: organization name, primary contact name, contact phone number, contact email address, and the number of years your company has provided billing services to that client.

3.15 Evaluation Criteria (100 Points Total)

Proposals will be evaluated and scored based on the criteria below. Vendors should provide clear and complete responses to each category to ensure full points can be awarded.

Total Points: 100

3.16 Listing of Subcontractors

If the Proposer intends to use any subcontractors to perform any portion of the required services, the Proposer shall provide the following information for each subcontractor: name, address, contact person and phone number, scope of services to be performed, and relevant experience.

3.17 Required Disclosure

At its sole discretion, the City of Holly Hill, Florida may reject any Proposal submitted by a Proposer whose present or former executive employees, officers, directors, stockholders, partners or owners are found by the City to lack honesty, integrity, or moral responsibility. The discretion of the City may be exercised based on the City's own investigation, public records, or any other reliable sources of information.

By submitting a proposal, the Proposer recognizes and accepts that the City may reject the proposal based upon the exercise of its sole discretion and waives any claim it might have for damages or other relief resulting from the rejection of its proposal based on these grounds.

SECTION 4 — REQUIRED FORMS, TERMS & CONDITIONS

4.1 Payment of Taxes

The Contractor shall be responsible for the payment of all applicable federal, state, and local taxes associated with the services provided under this contract. All such taxes shall be included in the prices submitted in the proposal. No additional compensation will be made for taxes not included in the proposal.

4.2 Prohibition of Gifts and Gratuities

In accordance with Chapter 112, Part III, Florida Statutes, proposers, contractors, and their representatives, shall not offer or provide, directly or indirectly, any gift, gratuity, favor, loan, service, or other item of value to any City employee or official in connection with this RFP or any resulting contract.

4.3 Insurance Requirements

Insurance The successful proposer shall, at its sole expense, procure and maintain insurance coverage of the types and limits specified below for the duration of the contract and any renewal periods. Proof of insurance shall be provided prior to contract execution and upon request during the term of the contract.

All insurance shall be issued by companies authorized to do business in the State of Florida and rated A- or better by A.M. Best.

Required Coverage

1. Commercial General Liability

· Including products/completed operations

· Minimum limits:

· $1,000,000 per occurrence

· $2,000,000 aggregate

2. Automobile Liability

· Covering owned, non-owned, and hired vehicles

· Minimum limit:

· $1,000,000 combined single limit per accident

3. Workers’ Compensation

· As required by Florida law

· Including Employer’s Liability with minimum limits of:

· $100,000 each accident

· $100,000 disease – each employee

· $500,000 disease – policy limit

4. Cyber Liability / Data Breach Insurance

· Covering unauthorized access, data breach, privacy violations, network security, and related notification costs

· Minimum limit:

· $1,000,000 per occurrence

Additional Requirements

· The City of Holly Hill shall be named as an Additional Insured on the Commercial General Liability and Automobile Liability policies.

· Coverage shall be primary and non-contributory with respect to any insurance maintained by the City.

· Certificates of Insurance shall provide that the City receive at least thirty (30) days’ prior written notice of cancellation, non-renewal, or material change.

· Failure to maintain required insurance shall constitute a material breach of contract and may result in termination.

The successful proposer shall provide the City with a Certificate of Insurance evidencing the required coverages prior to contract execution and shall maintain such coverage for the duration of the contract.

Insurance Conditions

· Coverage required under this contract shall be primary and non-contributory with respect to any insurance maintained by the City.

· Any deductibles or self-insured retentions shall be the sole responsibility of the Contractor.

· The Contractor shall be responsible for payment of all insurance premiums.

· The City shall have no obligation to pay premiums, assessments, or deductibles related to the Contractor’s insurance coverage.

4.4 Indemnification

The Contractor shall indemnify, defend, and hold harmless the City of Holly Hill, its elected officials, officers, employees, agents, and representatives from and against any and all claims, demands, damages, losses, liabilities, costs, and expenses, including reasonable attorney’s fees, arising out of or resulting from the negligent acts, errors, or omissions of the Contractor, its employees, agents, or subcontractors in the performance of services under this contract.

Nothing in this provision shall be construed as a waiver of the City’s sovereign immunity or a limitation of the City’s rights under Section 768.28, Florida Statutes, or other applicable law.

This indemnification obligation shall survive the termination or expiration of the contract.

4.5 SWORN STATEMENT UNDER SECTION 287.133(3)(a), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES This sworn statement is submitted with Bid, Proposal or Contract No. _____________ for

This sworn statement is submitted by ___________________________________whose business address is _______________________________________________________and (if applicable) its Federal Employer Identification Number (FEIN) is__________________. (If the entity has no

FEIN, include the Social Security Number of the individual signing this sworn statement:

My name is _____________________________ and my relationship to the entity named above is

I understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or with the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

I understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contendere.

I understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes, means:

1. A predecessor or successor of a person convicted of a public entity crime: or

2. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime The term "affiliate" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm's length agreement, shall be prima facie that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.

I understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term "person" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity.

Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. (Please indicate which statement applies).

______Neither the entity submitting this sworn statement, nor any officers, directors, executives, partners, shareholders, employees, members or agents who are active in management of the entity, nor any affiliate of the entity have been charged with and convicted of a public entity crime subsequent to July 1, 1989.

______ The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, members, or agents who are active in management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989, AND (Please indicate which additional statement applies.)

______ There has been a proceeding concerning the conviction before a hearing officer of the State of Florida, Division of Administrative Hearings. The final order entered by the hearing officer did not place the person or affiliate on the convicted vendor list. (Please attach a copy of the final order.)

_______ The person or affiliate was placed on the convicted vendor list. There has been a subsequent proceeding before a hearing officer of the State of Florida, Division of Administrative Hearings. The final order entered by the hearing officer determined that it was in the public interest to remove the person or affiliate from the convicted vendor list. (Please attach a copy of the final order).

(Signature)__________________________________________ Date:______________________

State of________________________________ County of ______________________________.

PERSONALLY, APPEARED BEFORE ME, the undersigned authority, ____________________ who, after first being sworn by me, affixed her/his signature in the space provided above on this

_________day of______________, 20____.

Notary Public My Commission Expires:____________________________

CERTIFICATION OF INTEGRITY- Anti-Collusion & Conflict of Interest Statement

ANTI-COLLUSION:

By signing this form, the undersigned certifies that this proposal is submitted without any understanding, agreement, or connection with any other person, corporation, or firm submitting a proposal for the same purpose. The proposal is in all respects fair, without collusion or fraud, and reflects the Proposer’s independent judgment.

CONFLICT OF INTEREST:

The undersigned further certifies that, to the best of their knowledge, neither the Proposer nor any of its officers, directors, employees, or agents have any financial, personal, or other interests that could create a conflict of interest in performing the services requested by the City of Holly Hill. The Proposer agrees to promptly disclose any potential conflicts that may arise during the course of this engagement.

By signing below, the Proposer acknowledges acceptance of the terms and conditions of the RFP specifications and agrees that the proposal will remain valid for ninety (90) days from the opening date.

Name of Firm: ____________________________________________________________

Authorized Signature: ______________________________________________________

Printed Name & Title: _____________________________________________________

Address: ________________________________________________________________

City, State, ZIP: ________________________________________________________

Telephone: ______________________________________________________________

Date: ___________________________________________________________________

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4.7 COMPLIANCE WITH THE PUBLIC RECORDS LAW

Project Number: RFP # 26-FIN-01

Upon award recommendation or ten (10) days after opening, submittals become "public records" and shall be subject to public disclosure consistent with Chapter 119, Florida Statutes. Proposers must invoke the exemptions to disclosure provided by law in response to the solicitation and must identify the data or other materials to be protected, and must state the reasons why such exclusion from public disclosure is necessary. The submission of a proposal authorizes release of your firm’s credit data to the CITY.

If the company submits information exempt from public disclosure, the company must identify with specificity which pages/paragraphs of their bid/proposal package are exempt from the Public Records Act, identifying the specific exemption section that applies to each. The protected information must be submitted to the CITY in a separate envelope marked accordingly.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT Valerie Manning, City Clerk 386-248-9441 vmanning@hollyhillfl.org 1065 Ridgewood Ave Holly Hill, FL 32117

A provision that requires the contractor to comply with public records laws, specifically to:

1. Keep and maintain public records required by the public agency to perform the service.

2. Upon request from the public agency's custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.

3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency.

4. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency's custodian of public records, in a format that is compatible with the information technology systems of the public agency.

By submitting a response to this solicitation, the company agrees to defend the CITY in the event we are forced to litigate the public records status of the company’s documents.

Company Name: __________________________________________________

Authorized representative (printed): ___________________________________

Authorized representative (signature): __________________________________

Date: ______________________ 2 | Page

4.8 VENDOR E-VERIFY AFFIDAVIT BID NO. 26-FIN-01

IN ACCORDANCE WITH SECTION 448.095, FLORIDA STATUTES

I, the undersigned, hereby certify that ____________________________________ (Insert contractor company name) does not employ, contract with, or subcontract with an unauthorized alien, and is otherwise in full compliance with Section 448.095, Florida Statutes.

I acknowledge that it is my responsibility to ensure full compliance with Section 448.095, Florida Statues. I understand that enrollment in the E-Verify system for employers can be done at www.e-verify.gov

A true and correct copy of ___________________________________ (Insert contractor company name) proof of registration in the E-Verify system is attached to this Affidavit (print out the first 2 pages and send along with this form.)

By affixing my signature below, I hereby affirm that I am duly authorized to bind the company referenced herein and I will comply with all applicable E-Verify requirements.

(Print or Type Name, Title) (Signature of Affiant)

(Federal Employer ID Number – F (E-Verify Number)

STATE OF FLORIDA

COUNTY OF _______________________________

The foregoing instrument was acknowledged before _____ me by means of physical presence or ____ online Notarization, this _______ day of ___________________, 20______, By _________________________________as __________________________of On behalf of the company. He/she is personally known to me or has produced __________________________ (Type of ID) as identification.

Notary Public, State of Florida at Large Printed, typed or stamped date, commission and expiration of commission.

DRAFT PROFESSIONAL SERVICES AGREEMENT

Utility Billing, Printing, Mailing & Related Services

26-FIN-01

This Professional Services Agreement is entered into this ____ day of ________, 20__(“Effective Date”), by and between the City of Holly Hill, Florida, a Florida municipal corporation (“City”), and ____________________________, a __________________ organized under the laws of the State of ______________ (“Contractor”). The City and Contractor may be referred to individually as a “Party” and collectively as the “Parties.”

ARTICLE 1 – SERVICES

1.1 Scope of Services

The Contractor shall provide comprehensive utility billing, printing, mailing, and related services in accordance with:

· Request for Proposal No. 26-FIN-01

· Contractor’s proposal submitted in response thereto

· All addenda issued by the City (collectively, the “Contract Documents”).

The Contractor shall perform all services in a professional manner consistent with generally accepted industry standards and in strict compliance with the requirements, schedules, and performance expectations set forth in the Contract Documents.

1.2 Performance Standards and City Approval

The Contractor shall meet all production, delivery, accuracy, and reporting requirements identified in the Contract Documents. All bill formats, inserts, notices, electronic templates, process changes, and customer communications shall be subject to prior review and approval by the City.

Failure to meet required deadlines, quality standards, or performance expectations may constitute a material breach of this Agreement.

1.3 Changes in Scope

No changes, additions, or modifications to the Scope of Services shall be performed without prior written authorization by the City. The City shall not be obligated to pay for services performed outside the approved Scope of Services unless such services are authorized in writing by the City Manager or the City Manager’s designee.

1.4 No Implied Obligations

The Contractor shall not perform, and the City shall not be responsible for payment of, any services not expressly required by the Contract Documents unless approved in writing in advance by the City.

ARTICLE 2 – TERM

2.1 Term

The term of this Agreement shall commence upon execution by both Parties and shall continue for an initial term of three (3) years. Thereafter, the Agreement may be renewed annually, at the sole discretion of the City, upon written approval by the City Manager or the City Manager’s designee

2.2 Commencement of Services

Services shall commence upon execution of this Agreement or upon written authorization from the City, whichever occurs later.

ARTICLE 3 – COMPENSATION

3.1 Compensation

The City shall compensate the Contractor only for services performed and only in accordance with the pricing set forth in the Contractor’s proposal, as approved by the City and attached hereto as Exhibit B. Such pricing shall remain firm for the initial term of the Agreement.

Any price adjustments, increases, or modifications shall require prior written approval by the City and shall be effective only upon execution of a written amendment or renewal approved by the City Manager or the City Manager’s designee.

3.2 No Guaranteed Volume

The City does not guarantee any minimum volume of services. Estimated quantities provided in the RFP are for evaluation purposes only.

3.3 Invoicing and Payment

The Contractor shall invoice the City monthly for services rendered. Payment shall be made in accordance with Section 218.70, Florida Statutes (Local Government Prompt Payment Act).

ARTICLE 4 – INDEPENDENT CONTRACTOR

The Contractor is an independent contractor and not an employee, agent, or partner of the City. The Contractor shall be solely responsible for all personnel, taxes, benefits, and obligations arising from the performance of this Agreement.

ARTICLE 5 – INSURANCE

The Contractor shall maintain insurance coverage as required in Section 4.8 of the RFP, which is incorporated herein by reference. Certificates of Insurance shall be provided prior to execution of this Agreement and upon request.

ARTICLE 6 – INDEMNIFICATION

The Contractor shall indemnify, defend, and hold harmless the City of Holly Hill, its elected officials, officers, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses, including reasonable attorney’s fees, arising out of the negligent acts, errors, or omissions of the Contractor, its employees, agents, or subcontractors in the performance of this Agreement.

Nothing herein shall be construed as a waiver of the City’s sovereign immunity under Section 768.28, Florida Statutes. This provision shall survive termination of this Agreement.

ARTICLE 7 – CONFIDENTIALITY & DATA SECURITY

The Contractor shall maintain the confidentiality of all customer and City data and comply with applicable data protection laws, including the Florida Information Protection Act (Section 501.171, Florida Statutes).

ARTICLE 8 – TERMINATION

8.1 Termination for Convenience

The City may terminate this Agreement for convenience upon thirty (60) days’ written notice.

8.2 Termination for Cause

The City may terminate this Agreement immediately for cause if the Contractor materially breaches any provision and fails to cure within a reasonable time.

ARTICLE 9 – ASSIGNMENT

The Contractor shall not assign or transfer this Agreement without the prior written consent of the City.

ARTICLE 10 – PUBLIC RECORDS

The Contractor shall comply with Chapter 119, Florida Statutes, as required in the RFP. This obligation survives termination of the Agreement.

ARTICLE 11 – GOVERNING LAW & VENUE

This Agreement shall be governed by the laws of the State of Florida. Venue shall lie exclusively in Volusia County, Florida.

ARTICLE 12 – ENTIRE AGREEMENT

This Agreement, together with the RFP 26-FIN-01and the Contractor’s proposal, constitutes the entire agreement…