City of Sebastian MyVendorLink #26-FIN-01

City of Holly Hill Utility Billing, Printing, Mailing & Related Services RFP

The City of Holly Hill, Florida is seeking a qualified vendor to provide end-to-end utility billing, printing, mailing, and related services for its Finance Department. - Government Buyer: - City of Holly Hill, Finance Department - Scope of Services: - Monthly processing of approximately 6,154 utility accounts - About 4,000 paper bills mailed - About 2,154 electronic bills delivered - Printing of color bills (with backs), folding, inserting, and mailing statements and notices - Processing returned/undelivered mail, updating addresses using NCOA, and reissuing corrected bills - Customer communication inserts and special envelopes (used 1-2 times per year) - Archiving billing files for up to 3 months - Customer support during business hours and after-hours procedures - Data security, confidentiality, and same-day disaster recovery capability (required at no additional cost) - Acceptance of billing files via online upload, FTP, or SFTP - Presorting for first-class mail to maximize postal discounts - Notable Requirements: - Vendor must have a facility in Florida - Must provide same-day disaster recovery - Must support both electronic and paper billing - Must maintain data security and confidentiality - Notable Vendors (Planholders/Interested): - Enco Utility Services - FSSI - Information Outsource - Infosend - Lanvera - PCI Group - Printmail Solutions - VeriVerge, LLC - Relevant NIGP Codes: - 966-31 (Envelope Printing) - 966-76 (Print-on-Demand) - 915-58 (Mailing Services) - 915-28 (Electronic Information and Mailing Services) - 208-11, 208-20, 208-32 (Business and CRM Software)

Description

The City of Holly Hill is seeking a qualified vendor to provide comprehensive utility billing services including bill production (both paper and electronic), mailing, and related customer communication services. The scope includes printing, folding, inserting, mailing of monthly utility bills, processing returned mail, updating customer addresses, and maintaining data security. The contract involves handling approximately 6,154 utility accounts monthly, with a mix of electronic and paper billing, and requires timely delivery and reporting. A non-mandatory pre-bid meeting is scheduled, and proposals are due by January 29, 2026.

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