11-RFP 08 Cost Proposal Worksheet.xlsx

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Attached to
Library Management Software
Solicitation number
RFP25-61
Issued by
Los Alamos County, New Mexico

About this file

Written by GovTribe AI ·

This is a cost proposal worksheet for RFP25-61 issued by Los Alamos County for a Library Management Software procurement. The county is seeking a vendor-hosted integrated library system (ILS) with fully operational modules including circulation, cataloging, serials, acquisitions, fund accounting, and reporting, along with a public access catalog. The contract is structured for a potential 15-year term, with the county expressing a preference for a comprehensive long-term agreement and noting that the ability to provide pricing for the full 15-year period is a scored evaluation criterion.

The cost proposal worksheet provides detailed templates for vendors to outline pricing across multiple dimensions, including software fees, services, training, travel, reimbursables, consulting rates, and additional features. The county will evaluate costs considering initial purchase price, lifecycle maintenance, operational complexity, training requirements, and other contributing factors. Vendors are instructed to propose costs for all services, with the option to propose pricing for fewer than 15 years, though an automatic 5% annual escalation will be applied by the county for any years not explicitly priced. The county emphasizes flexibility in contract structure and is open to alternative pricing approaches that best meet their library management software needs.

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Other files

File Type Posted
1-RFP 07 Agreement Deviations and Exceptions Form.pdf PDF
7-RFP 04 Request for Preference Form.pdf PDF
12-Addendum 1 - RFP25-61.pdf PDF
3-RFP 05 Verification of Authorized Offeror Form.pdf PDF
6-RFP 03 Certification Debarement Suspension Form.pdf PDF
13-Addendum 2-RFP25-61 final.pdf PDF
2-RFP 06 Request for References Form.pdf PDF
5-RFP 02 Campaign Contribution Form.pdf PDF
8-RFP 00 Request for Proposal.pdf PDF
9-01 Los Alamos County Technology Standards Fillable.pdf PDF
10-02 Software Functionality Matrix Final Revisions.pdf PDF
4-RFP 01 Sample Services Agreement.pdf PDF
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00 Instructions

Los Alamos County RFP25-61 Library Management Software
Exhibit "K" Tab 00 - Instructions
Instructions
1. Enter Offeror's company name at the top of each sheet where requested.
2. Do not modify forms except where it is requested that information be provided. If errors on the forms or in the formulas are found, please notify the Contacts listed in the RFP.
3. If more space is needed to further describe costs, provide it separately and reference it on the form.
4. Please note that the County Code of Ordinances, Sec. 31-111 – Types of Contracts states the following: “Subject to the limitations of this section, any type of contract which is appropriate to the procurement and which will promote the best interests of the county will be used, provided that the use of a cost-plus-a-percentage-of-cost contract is prohibited.
5. Propose costs for all services, defined clearly in individual line items, and any optional services (Tab 07) Offeror may provide that may not be otherwise identified in the requested Scope of Services of the RFP. In evaluating costs, the County intends to consider the initial purchase price, life, maintenance or consumption, complexity of operation, required training, and other factors contributing to the overall costs.
6. Provide costs for all services (including additional services) for all fifteen (15) years of the term of an agreement. County will consider, but is under no obligation to accept future year unit prices based on a specified dollar amount, a percentage, or some other formula (e.g., a specific Consumer Price Index.) County’s preference is to contract for a (15) fifteen year term. If Offerors are unable to propose pricing for fifteen (15) years, County may consider contracting for a shorter term. Please propose pricing for each year of a potential agreement for however many years Offeror chooses to propose. Offerors should note that the ability to provide services and pricing for a fifteen (15) year Agreement term is a scored evaluation criteria.
7. Should an Offeror choose not to provide pricing for all fifteen (15) years, the County, for purposes of cost evaluation, shall apply an escalation rate of 5% per year for each year not proposed to the final costs included in the Offeror’s response.
8. If direct or reimbursable costs are proposed, please note them as such in individual separate line items to facilitate the evaluation of these types of costs. If travel costs are proposed as direct reimbursable costs, Offeror’s should review the County’s travel guidelines provided in Tab 04 and should make note of any deviations or exceptions proposed by Offeror.
9. Add a separate narrative to describe cost categories if such details would assist in the consideration of the cost proposal.

01 Summary

Los Alamos County RFP25-61 Library Management SoftwareCompany Name:enter company name here
Tab 01 - Summary Implementation/Year 1 Costs
Please see notes below
Cost CategoryImplementation/Year 1 Costs
Additional Comments
Software Fees
Services Fees
Training
Travel & Reimbursables
Other
Other
Other
Other
Other
Other
Other
Other
Other
Other
Other
Other
Other
Other
Other
Other
Total Implementation/Year 1 Costs$ - 0

Please complete the form by summarizing all implementation and year 1 costs for the base Software and services necessary and included to meet the requested scope of services and provide the base features and functionality requested in Exhibit "J" Tab 01. DO NOT INCLUDE THE ADDITIONAL FEATURES DESCRIBED IN TAB 07 HERE. Those additional costs will be evaluated separately. Information in subsequent tabs should support and not conflict with the information provided here.

02 Software Fees

Los Alamos County RFP25-61 Library Management SoftwareCompany Name:enter company name here
Tab 02 - Software Fees
Please see notes below
Module(s) or Compenent(s)Set-up FeeQuantity
(if applicable)Sub-total One-Time CostsAnnual CostsSub-total

Annual Costs Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 Year 11 Year 12 Year 13 Year 14 Year 15 Total Additional Comments

Type 1: (Describe Here)$ - 0$ - 0$ - 0
Type 2: (Describe Here)$ - 0$ - 0$ - 0
Type 3: (Describe Here)$ - 0$ - 0$ - 0
Type 4: (Describe Here)$ - 0$ - 0$ - 0
Type 5: (Describe Here)$ - 0$ - 0$ - 0
$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Total Subscription/Hosted Costs$ - 0- 0- 0- 0- 0- 0- 0- 0- 0- 0- 0- 0- 0- 0- 0- 0$ - 0$ - 0
(Note 1) If a third-party tool is used to provide the base features and functionality requested please include those costs here as "Other" and note "Third-Party."
(Note 2) If modules or components of the software are optional and are not provided as part of the base features and functionality requested, provide those separately under the "Optional" Tab 07.
(Note 3) If a feature, functionality, module, or component is included in the base features and functionality proposed, is offered at no additional charge it may be included here to clearly define all items included in the Software fees.

Please complete the form by including all one-time set-up fees and annual subscription fees broken out by year for as many years as Offeror chooses to propose.

03 Services

Los Alamos County RFP25-61 Library Management SoftwareCompany Name:enter company name here
Tab 03 - Services
Please see notes below
Service FeeOne-Time CostSub-total

Annual Costs Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 Year 11 Year 12 Year 13 Year 14 Year 15 Total Additional Comments

Poject Initiation Meeting$ - 0$ - 0
Fees 1$ - 0$ - 0
Fees 2$ - 0$ - 0
Fees 3$ - 0$ - 0
Fees 4$ - 0$ - 0
Fees 5$ - 0$ - 0
Project Implementation & Management Fees$ - 0$ - 0
Fees 1$ - 0$ - 0
Fees 2$ - 0$ - 0
Fees 3$ - 0$ - 0
Fees 4$ - 0$ - 0
Fees 5$ - 0$ - 0
Maintenance & Support$ - 0$ - 0
Fees 1$ - 0$ - 0
Fees 2$ - 0$ - 0
Fees 3$ - 0$ - 0
Fees 4$ - 0$ - 0
Fees 5$ - 0$ - 0
Administrative Fees$ - 0$ - 0
Fees 1$ - 0$ - 0
Fees 2$ - 0$ - 0
Fees 3$ - 0$ - 0
Fees 4$ - 0$ - 0
Fees 5$ - 0$ - 0
Other Fees (Should Inculde Fees for Updates)$ - 0$ - 0
Other$ - 0$ - 0
Other$ - 0$ - 0
Other$ - 0$ - 0
Other$ - 0$ - 0
Other$ - 0$ - 0
Other$ - 0$ - 0
Other$ - 0$ - 0
Other$ - 0$ - 0
Other$ - 0$ - 0
Other$ - 0$ - 0
Total Services Costs$ - 0- 0- 0- 0- 0- 0- 0- 0- 0- 0- 0- 0- 0- 0- 0- 0$ - 0$ - 0
(Note 1) If service is provided by a third-party, note "Third-Party" and explain in the Additional Comments third-party's relationship to Offeror and how services would be provided to County.
(Note 2) If services are optional and are not provided as part of the base services requested, provide those separately under the "Optional" Tab 07.
(Note 3) If a service is offered at no additional charge it may be included here to clearly define all services included in base charge to complete implementation and provide services throughout the term of an agreement.
(Note 4) Project Initiation Fees and Project Implementation and Management Fees should not extend past Year 1.
(Note 5) Unless otherwise proposed in this tab, costs for travel, materials, and other direct reimbursable costs, either during project implementation or throughout the term of an agreement, may be billed to County with prior County as described in Tab 04 Travel and Reimbursables.

Offerors are asked to provide all applicable costs for initial project implementation and management and all other services proposed for the entire Term of an Agreement. Please complete the form by including all one-time and ongoing service fees broken out by year for as many years as Offeror chooses to propose.

04 Travel & Reimbursables

Los Alamos County RFP25-61 Library Management SoftwareCompany Name:enter company name here
Tab 04 - Travel and Reimbursables
Please see notes below
Reimbursable CostsEnter Response HereCounty's Travel Guidelines
TravelDescribe how travel fees would be charged to County upon County request and approval and affirm that Offeror can adhere to County's Travel guidelines unless otherwise proposed and agreed to by County.If Offeror’s travel costs are proposed as direct reimbursable costs, copies of all travel expenses must accompany invoices submitted to County and shall only include the following:

1. The most economical means of transportation shall be used, commercial airlines coach fare rates;

2. Business-related tolls and parking fees;

3. Rental car, taxi service or shuttle services;

4. Mileage shall be reimbursed at the standard mileage rate for business miles driven as established from time to time by the Internal Revenue Service;

5. Hotel or motel lodging;

6. Meals, per Los Alamos County Travel Policy, currently $60.00 per diem daily;

7. Internet connectivity charges;

8. Any other reasonable costs directly associated with conducting business with County.

9. If reimbursement for lodging or airfare is sought and no receipt is furnished by Contractor showing the actual cost, the travel expense shall be deemed unreasonable and un-reimbursable.

Travel Expenses not allowed are as follows:

1. Entertainment; in-room movies, games, etc. and

2. Alcoholic beverages, mini bar refreshments or tobacco products.

MaterialsDescribe how costs for materials, if any, would be charged to County.
OtherDescribe any other direct reimbursable costs and how they would be charged to County.
Other
Other
Other
Other
Other
(Note 1) County's preference is to conduct all project implementation, training, meetings, and consulting remotely with Contractor throughout the Term of an Agreement. However, County recognizes there may be occasions throughout the Term of an Agreement when it may be necessary for Contractor to perform services onsite and County will consider proposed onsite services.

Unless otherwise proposed elsewhere, costs for travel, materials, and other direct reimbursable costs, either during project implementation or throughout the Term of an Agreement, may be billed to County provided that Contractor receives prior approval from County Project Manager and copies of all travel expenses or invoices are submitted with the billing. Please complete the form by describing all travel and reimbursable costs that might be charged to County throughout the Term of an Agreement.

05 Training

Los Alamos County RFP25-61 Library Management SoftwareCompany Name:enter company name here
Tab 05 - Training
Please see notes below
List Training(s) OfferedCost Per Session

For each Training Offered for Each Year of the Agreement Term Proposed

Format
(Remote or Onsite)Training During Implementation/ Year 1 Only -
Note whether it is included in Implementation or optionalIf onsite, would travel costs be included in the total cost or charged separtely as a reimbursable cost?Max # of Attendees allowed per sessionIf Remote Training, would County or Contractor be responsible for setting up the training?Length of Training per Session(s) using Hours not DaysTotal # of Sessions Offered (Enter "Upon County Request") if there is no limit to the number of sessions offered.Year 1Year 2Year 3Year 4Year 5Year 6Year 7Year 8Year 9Year 10Year 11Year 12Year 13Year 14Year 15Training Description and Additional Information

(What is the purpose and desired outcome of the training?)

Training During Implementation/Year 1
Training 1
Training 2
Training 3
Training 4
Training 5
Training 6
Training 7
Training 8
Training Post Project Implementation
Training 1
Training 2
Training 3
Training 4
Training 5
Training 6
Training 7
Training 8
Other Training Fees
Other
Other
Other
Other
Other
Online On-Demand Libraries and ResoucesDescribe Online On-Demand Libraries and Resources Offered
For online on-demand training libraries and resources that may be available to County throughout the Term of an Agreement, describe how access to the on-line training resources would be granted, if there is a limited number of County users who would have access to the online resources, and any associated costs for each year of the Agreement term proposed (up to 15 years).
(Note 1) If training is included at no additonal charge as part of Project implementation fees, please note in Training Description and Additional Information
(Note 2) If training is offered at no additional charge it may be included here to clearly define all services included throughout the term of an agreement.
(Note 3) Training offered during implementation should not extend past Year 1.

Offerors are asked to provide all potential costs for training proposed for the entire Term of an Agreement. Please complete the form by including all one-time and ongoing training fees broken out by year for as many years as Offeror chooses to propose.

06 Consulting & Hourly Rates

Los Alamos County RFP25-61 Library Management SoftwareCompany Name:enter company name here
Tab 06 - Consulting and Hourly Rates
Please see notes below
Hourly RatesHourly Rate

With Escelation Proposed Per Year (If Applicable) Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 Year 11 Year 12 Year 13 Year 14 Year 15 Additional Information

Hourly Rates Charged for Project Implementation/Year 1 Services (If Applicable)
Project RoleTitle
Hourly Rates Charged for Consulting Post Implementation
Title 1
Title 2
Title 3
Title 4
Title 5
Title 6
Title 7
Title 8
Other Hourly Rates (Describe)
Other
Other
Other
Other
Other
(Note 1) If costs for implementation will not be billed on a time and materials basis and are instead charged by other means as indicated in the Services tab, please note that here and it is not nessary to enter hourly rates for Project Implementation
(Note 2) Please propose hourly rates to provide consulting or other services throughout the Term of an Agreement if requested by County.

Offerors are asked to provide all potential hourly rates for consulting or other services proposed for the entire term of an agreement. Please complete the form by including all potential rates that may be charged to County on an hourly basis.

07 Additional Feat. & Svcs.

Los Alamos County RFP25-61 Library Management SoftwareCompany Name:enter company name here
Tab 07 - Fees for Additional Features, Functionality, or Services
Please see notes below
Additional Features and Functionality, Services, Modules, Apps, Etc.Set-up FeeQuantity
(if applicable)Sub-total One-Time CostsAnnual CostsSub-total

Annual Costs Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 Year 11 Year 12 Year 13 Year 14 Year 15 Total Additional Comments

MS Azure Integration (If Offered)$ - 0$ - 0$ - 0
DocuSign Integration for Electronic Signatures (If Offered)$ - 0$ - 0$ - 0
Munis Integration for Vendor and Contract Information Syncing (If Offered$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0
Other$ - 0$ - 0$ - 0

Please complete the form by including all one-time set-up fees and annual fees broken out by year for as many years as Offeror chooses to propose for all additional features, functionality, and services described in Exhibit "J" Tab 02 that are not otherwise already provided elsewhere.

08 Payment Schedule

Los Alamos County RFP25-61 Library Management SoftwareCompany Name:enter company name here
Exhibit "K" Tab 08 - Payment Schedule
Please see notes below
Proposed Required Payment Schedule for Project Implementation
(Must include a deliverable specifically for System Acceptance)Amount Due
Additional Comments
Deliverable/Milestone 1 (Describe)
Deliverable/Milestone 2 (Describe)
Deliverable/Milestone 3 (Describe)
Deliverable/Milestone 4 (Describe)
Deliverable/Milestone 5 (Describe)
Deliverable/Milestone 6 (Describe)
Deliverable/Milestone 7 (Describe)
Deliverable/Milestone 8 (Describe)
Deliverable/Milestone 9 (Describe)
Deliverable/Milestone 10 (Describe)
Deliverable/Milestone 11 (Describe)
Deliverable/Milestone 12 (Describe)
Deliverable/Milestone 13 (Describe)
Deliverable/Milestone 14 (Describe)
Deliverable/Milestone 15 (Describe)
Deliverable/Milestone 16 (Describe)
Deliverable/Milestone 17 (Describe)
Deliverable/Milestone 18 (Describe)
Deliverable/Milestone 19 (Describe)
Deliverable/Milestone 20 (Describe)
Total$ - 0
Proposed Payment Schedule for Annual Software FeesAdditional Comments

Describe how Software fees would be billed to County both during project implementation and after Go Live. (e.g. Monthly or Annually upon the anniversary of County's final system acceptance.)

Please include your proposed payment schedule broken out by key milestones and deliverables based on your project approach. If total amount due is estimated due to optional services County may request being unknown at the time of Proposal submission, please make note in the Additional Comments.

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