Cost Proposal Summary: Utility Billing, Printing, Mailing & Related Services

This is an updated cost proposal form for RFP 26-PW-01 issued by the City of Holly Hill, Florida, for comprehensive utility billing, printing, and mailing services. The solicitation requires vendors to provide pricing for generating and printing monthly utility bills, folding and inserting statements, processing returned mail, managing National Change of Address (NCOA) database updates, maintaining data security, and providing customer communication inserts. The estimated scope includes 6,154 utility accounts billed monthly across four billing cycles, 4,000 pieces of mail per billing cycle, one to two special inserts per year, and 2,154 electronic statements annually. A non-mandatory pre-proposal conference was held on 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.

Vendors must submit detailed pricing on the provided cost proposal form, including unit prices for utility billing and processing per account, mailing costs per piece, mail inserts and special envelopes per piece, online billing electric statements per account, other related costs per occurrence, and a one-time implementation fee. The cost proposal specifies that routine services including NCOA processing, household billing, outsort handling, and standard inserts shall be included in base services or separately identified where expressly requested by the City. Other related costs are limited to services specifically requested in writing by the City outside routine monthly processes. Postage costs will be billed to the City at actual cost using USPS 5-Digit Rate or the lowest qualifying rate. The total cost will be used as one evaluation criterion weighted at 25 points out of 100. Vendors must certify that submitted prices are correct and binding.