14008-FormA3- Cost Proposal Narrative - Cloud Hosted.SaaS Solution.docx
DOCX document 29 KB Posted
- Attached to
- Human Resource Management Software
- Solicitation number
- 14008-0-2025-BP
- Issued by
- Dane County, Wisconsin
About this file
This is a Cost Proposal Narrative form (Form A3) for RFP 14008-0-2025-BP issued by the City for a Human Resource Management Software solution, specifically focusing on Cloud Hosted/SaaS implementation. The document outlines the required cost proposal elements that vendors must explain in detail, including implementation services, adoption change management, data migration, customizations, add-ons, interface development, and training requirements.
The form requests detailed explanations of various pricing components including upfront costs and annual fees. Vendors must provide comprehensive pricing for implementation services, project management, system deployment, and technical architecture planning. Annual costs must be detailed for SaaS/hosting fees, hardware support and maintenance, and any additional services. The document emphasizes that annual SaaS/hosting fees will only be paid for satisfactorily functioning and accepted portions of the system. Vendors must also include hourly rates for out-of-scope services and specify any travel costs, hardware requirements, warranties, and third-party integrations needed for successful implementation.
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Other files
| File | Type | Posted |
|---|---|---|
| Form A2-Cost Proposal Form.xlsx | XLSX spreadsheet | |
| 14008_Appendix D_UPDATED.xlsx | XLSX spreadsheet | |
| 14008-0-2025-BP Human Resource Management Software.pdf | ||
| Appendix D.xlsx | XLSX spreadsheet | |
| 14008 Evaluation Panel Report.pdf | ||
| 14008 Addendum 1.pdf |
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Text version
Form A3: Cost Proposal Narrative – Cloud Hosted / SaaS Solution RFP Number: 14008-0-2025-BP RFP Name/Title: Human Resource Management Software Vendor and Solution Proposed:
1. Implementation Services: Includes the Fees for Project Management, design/planning and deployment. Implementation Services covers a wide array of things, such as time spent working with the City in determining workflows; analyzing processes; planning; envisioning how the system will work; and documenting the system. Also include the fees for determining the appropriate technical architecture and infrastructure for the City. Explain the cost behind these services. Detail the fees of deploying the system including the testing and user acceptance processes. Exclude items that are itemized below.
2. Adoption Change Management: Adoption Change Management (ACM), also known as Human Change Management, is the practice that guides how organizations prepare, equip and support individuals (system administrations, internal and external customers, and stakeholders) to adopt change in a simple and successful way to drive organizational success and create valuable outcomes. The City expects each major change that affects users to have an outlined Change Management and Communications Plan included in the project roadmap. What is your ACM philosophy and explain the costs behind this line item.
3. Data Migration: Explain the need for a fee to move and convert historical data from the existing system into your solution.
4. Customizations: Explain the fees for modifications and customizations, beyond basic configuration, that can make the proposed system fulfill City requirements.
5. Add-Ons: Are there 3rd party add-ons/integrations the City needs as part of this implementation? If so, what are they, what do they do and why are they needed to make this successful?
6. Interface Development: List the fee for interfacing to existing or outside systems identified by the City.
7. Training: Detail the number of hours and rate for standard and additional training. List differences, if any, in the hours or rates for training different types of end-users (i.e. those that may only use one module of the system versus those “power-users” that would learn each and every part of the system, off the shelf training vs customized options, and documentation). Are trainings allowed to be recorded for future staff to use them?
8. Travel: Is travel to the City necessary? If so, please explain.
9. Equipment/Hardware: What Hardware is needed or recommended as part of your proposal and why? Use Appendix C as a guide if the City requires certain hardware.
10. Equipment/Hardware Warranty: Is there a warranty on the Hardware/Equipment stated above? Is this a yearly or one-time fee? Is there an extra cost for extending the warranty and how does this differ from annual support and maintenance of the hardware, if any.
11. Other Fees- Additional Services (include hourly rates): What are your hourly rates for any additional or out-of-scope professional services requested by the City, either during the implementation or after implementation? Please itemize as needed.
12. Annual SaaS/Hosting Fees: Please quote an annual fee that includes all costs for hosting, maintaining and supporting the implemented solution, for the number of years indicated on Form D. (Please note - The City will only pay such annual fees for the portions of the system that are satisfactorily functioning, accepted and put into use by the City.) Explain what this cost covers? Please include a description of the services provided and a Service Level Agreement for the Cloud Hosted / SaaS Solution.
13. Annual Support and Maintenance (Hardware): When is the initial annual support and maintenance fee due and why? What does this cost cover? Please include a description of the services provided.
14. Other Annual Services: Are there other Annual Services we need to be aware of? If so, what are they? Please explain any other annual service fees you have quoted on Form D.
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