426017_-_ABC_COMPANY_Cost_Proposal.xlsx
XLSX spreadsheet 162 KB Posted
- Attached to
- Food Distribution Program
- Solicitation number
- 426017-EMC
- Issued by
- Dane County, Wisconsin
About this file
This is a cost proposal workbook for the Dane County Food Distribution Program (RFP #426017) in Wisconsin, involving a food distribution services contract. The program seeks a provider to collect and distribute food to the Dane County Food Pantry Network (DCFPN) pantries and other food distribution sites serving low-income individuals and families. The proposal requires vendors to submit detailed service unit rates based on staff hours, with a targeted service unit ceiling of 832 staff hours. The cost proposal workbook is designed to allow vendors to propose service units, rates, and program costs, with scoring based on the lowest cost proposal.
The cost proposal methodology involves calculating proposed program costs by multiplying proposed service units by the proposed service unit rate. Vendors must demonstrate organizational capacity to bill for discrete service units and adhere to administrative cost limitations of 15%. The final pricing and payment terms will be negotiated prior to contract execution, with considerations for cost reasonableness and available Dane County funding. The proposal requires comprehensive budget detailing, including personnel schedules, operating expenses, space costs, and other potential expenditures, with automatic calculations to help vendors structure their submission accurately.
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| Food_Distribution_Program.pdf |
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OVERVIEW
COST PROPOSAL WORKBOOK - OVERVIEW
The proposal will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.
IMPORTANT INFORMATION
| * | Within the cost proposal document, vendors are asked to provide a proposed breakdown of program costs, personnel, the number of service units the vendor proposing to render and the proposed service unit rate. The proposed service unit rate is the cost metric used for proposal scoring. |
| * | The cost proposal workbook automatically calculates Proposed Program Cost for bid based on required vendor input. Proposed Program Cost is derived by multiplying the proposed service units to render by the proposed service unit rate. |
| * | Note it’s important to understand the service unit definition for this engagement (e.g., client service hours, service days, etc.) in order to provide relevant service units for vendor bidding. This information varies by engagement and may be referenced in the “Funding and Service Unit Definition” section of the Request for Proposal (RFP) program scope. |
| * | The Cost Proposal submission should be saved with the document name including the RFP #, Vendor Name, and Cost Proposal. |
| (i.e.: 120012 - ABC COMPANY Cost Proposal) | |
| FINAL PRICING AND PAYMENT TERMS | |
| Service costs scored in the cost proposal will represent the guide for final vendor contracting. Best and final offer pricing discussions may be pursued by the County to differentiate finalists based on refined price quotes. | |
| Final payment terms associated with billing and payment methodology, as well as service unit levels and unit prices for individual programs, will be negotiated prior to contract execution. Note that final pricing will reflect cost reasonableness and available Dane County funding. | |
| All prospective vendors must demonstrate organizational capacity to bill for discrete units of service rendered. |
Table of Contents
| 1 SERVICE UNITS & RATES | ……………………...…………. input required |
| 2 PROGRAM BUDGET | ……………………...…………. input required |
| 3 Program Budget - Instructions | ……………………...…………. for reference |
| 4 PERSONNEL SCHEDULE | ……………………...…………. input required |
| 5 Personnel Schedule - Instructions | ……………………...…………. for reference |
1 SERVICE UNITS & RATES
1 SERVICE UNITS & RATES
PROVIDER LEGAL NAME:
RFP NUMBER: 426017 RFP NAME: Food Distribution Program
| SERVICE UNITS & RATES |
| IMPORTANT: Proposed Service Unit Rate is the cost metric used for proposal scoring. |
| Using Service Unit description from RFP Program Scope Description provided below in yellow box, please provide Proposed Service Units (Column B) and Proposed Service Unit Rate (Column C) in blue shaded cells on right. Targeted service units (Column A) to be awarded for the program represent the service unit ceiling limit. | A | B | C | (=B*C) |
| Targeted Service Units | Proposed Service Units | Proposed Service Unit Rate | Proposed Program Cost | |
| Food Distribution Program | ||||
| Unit = Staff Hour | 832 | $0 |
| Program 2 Name | |
| Service Unit Description | $0 |
| Program 3 Name | |
| Service Unit Description | $0 |
| Program 4 Name | |
| Service Unit Description | $0 |
| Vendors are asked to provide breakdown of Proposed Program Cost using the RFP Program Budget on following tab. | Proposed Program Cost | $0 | $0 | |
| PROPOSED SERVICE LEVEL DESCRIPTION | - 0 | - 0 |
| Please describe assumptions used for service units and targeted clients served in proposal. Additional input space provided for other comments. | ||
| Food Distribution Program | ||
| Describe assumptions for PROPOSED SERVICE UNIT COUNTS for RFP Program Budget entered above: | Proposed units to render service from above: | 0 |
Please provide the count of CLIENTS SERVED under your proposal & related client utilization assumptions: Proposed count of clients to be served (entry required)
Additional Comments (optional):
| Program 2 Name | ||
| Describe assumptions for PROPOSED SERVICE UNIT COUNTS for RFP Program Budget entered above: | Proposed units to render service from above: | 0 |
Please provide the count of CLIENTS SERVED under your proposal & related client utilization assumptions: Proposed count of clients to be served (entry required)
Additional Comments (optional):
| Program 3 Name | ||
| Describe assumptions for PROPOSED SERVICE UNIT COUNTS for RFP Program Budget entered above: | Proposed units to render service from above: | 0 |
Please provide the count of CLIENTS SERVED under your proposal and related client utilization assumptions: Proposed count of clients to be served (entry required)
Additional Comments (optional):
| Program 4 Name | ||
| Describe assumptions for PROPOSED SERVICE UNIT COUNTS for RFP Program Budget entered above: | Proposed units to render service from above: | 0 |
Please provide the count of CLIENTS SERVED under your proposal and related client utilization assumptions: Proposed count of clients to be served (entry required)
Additional Comments (optional):
| GENERAL INPUT INSTRUCTIONS |
| SHADED FIELD GUIDE - description for fields shaded various colors |
Cost proposal data (input required)
Tab key is located on the left side of the keyboard, just above the caps lock key and to the left of the Q key. Additional comments (input optional)
Program service unit description and targeted service units (no input required)
AUTO POPULATED FIELDS - Certain fields will automatically populate based on amounts entered in required fields.
| NAVIGATING DOCUMENT |
| Tab key (shown below) can be used to automatically identify and move cursor to next input field. Tab key is located on the left side of the keyboard, just above the caps lock key and to the left of the Q key. Vendors can also use mouse to click on fields requiring input. |
2 PROGRAM BUDGET
| 2 PROGRAM BUDGET | ||||
| PROVIDER - | 0 | |||
| RFP - | 426017 - Food Distribution Program | - | ||
| Instructions for Program Budget on following tab: 3 Program Budget-Instructions |
| The cost proposal workbook automatically calculates Proposed Program Cost based on proposed service units & proposed service unit rates entered for each program on the previous tab. Vendors are asked to provide a breakdown of Proposed Program Cost in RFP Program Budget below. | ||||
| Proposed Program Cost | $0 | 0 | . |
| RFP Program Budget | ||
| A | B | C |
| ( B + C ) | COUNTY | COUNTY | ||
| COUNTY | FUNDED | FUNDED | ||
| FUNDED* | ADMIN | PROGRAM | ||
| A. | PERSONNEL | |||
| Salaries | - 0 | - 0 |
Ford, Cammi: Salaries automatically populate based amounts entered on tab 4 Personnel Schedule
- 0 Ford, Cammi: Salaries automatically populate based amounts entered on tab 4 Personnel Schedule
| Taxes | - 0 | ||||
| Benefits | - 0 | ||||
| Subtotal A | - 0 | - 0 | - 0 | ||
| B. | OPERATING | ||||
| Insurance | - 0 | ||||
| Professional Fees | - 0 | ||||
| Audit | - 0 |
Ford, Cammi: Please input Audit cost in ADMIN Column B, if applicable Ford, Cammi: Salaries automatically populate based amounts entered on tab 4 Personnel Schedule
Ford, Cammi: Salaries automatically populate based amounts entered on tab 4 Personnel Schedule
| Data Processing | - 0 | ||||||
| Postage, Office, and Prgm Supplies | - 0 | ||||||
| Equipment/Furnishings | - 0 | ||||||
| Depreciation | - 0 | ||||||
| Telephone | - 0 | ||||||
| Training/Conference | - 0 | ||||||
| Food/Household Supplies | - 0 | ||||||
| Auto Allowance | - 0 | ||||||
| Vehicle Costs | - 0 | ||||||
| Other1: | - 0 | ||||||
| Other2: | - 0 | ||||||
| Subtotal B | - 0 | - 0 | - 0 | ||||
| C. | SPACE | ||||||
| Rent | - 0 | ||||||
| Utilities | - 0 | ||||||
| Maintenance | - 0 | ||||||
| Mortgage Interest, Depreciation | - 0 | ||||||
| Property Taxes | - 0 | ||||||
| Subtotal C | - 0 | - 0 | - 0 | ||||
| D. | SPECIAL COSTS | ||||||
| Assistance to Individuals | - 0 | ||||||
| Subtotal D | - 0 | - 0 | - 0 | ||||
| E. | OTHER (Specify) | ||||||
| Other3: | - 0 | ||||||
| Other4: | - 0 | ||||||
| Subtotal E | - 0 | - 0 | - 0 | ||||
| TOTAL* | - 0 | - 0 | - 0 | ||||
| - 0 | . |
Administrative Cost Percentage (not to exceed 15%) RFP Admin % ERROR:#DIV/0!
3 Program Budget-Instructions
3 PROGRAM BUDGET - Instructions
| GENERAL INPUT INSTRUCTIONS | |
| INPUT REQUIRED - Fields requiring input will shaded in various colors. The color indicates type of entry required. |
RFP Program Budget expense detail - these fields relate to provider proposed program structure (input required)
| Expense description, if applicable (input required if expense entered in County Funded Admin (Column B) or County Funded Program (Column C) | |
| AUTO POPULATED FIELDS - Certain fields will automatically populate based on amounts entered in required fields. |
| RFP Program Budget - Input | |
| * | Enter expense line amounts in COUNTY FUNDED ADMIN (Column B) and COUNTY FUNDED PROGRAM (Column C). Fields available for entry are shaded blue. (Salaries will auto populate based on information entered on the next tab 3 PERSONNEL SCHEDULE). |
| * | TOTAL COUNTY FUNDED (Column A) should equal Proposed Program Cost. Red message next to Proposed Program Cost at top will disappear when the TOTAL COUNTY FUNDED (Column A) matches the Proposed Program Cost. |
| DATA DICTIONARY for columns on 2 PROGRAM BUDGET input tab | |||
| Column | Name | Description | |
| A | County Funded | This is the County-funded portion of the total budget. Column B + Column C equals this column. Total must equal Proposed Program Cost calculated on previous tab. No entry required. | |
| B | County Funded Admin | Using the County's definition of Admin, distribute the costs for proposal in this column. (INPUT REQUIRED) | |
| C | County Funded Program | Proposal costs not classified as Admin are classified as Program and should be distributed in this column. (INPUT REQUIRED) | |
| ADMINISTRATIVE COST PERCENTAGE | This reflects the proposal administrative cost percent. Column B County Funded Admin divided by Column A County Funded. Contracts with the Dept of Human Services limit administrative costs/expenses to a 15% ceiling. No entry required. |
4 PERSONNEL SCHEDULE
| 4 PERSONNEL SCHEDULE | |
| PROVIDER - | 0 |
| RFP NUMBER & NAME - | 426017 Food Distribution Program |
| Staff Position* | RFP Program Budget - Personnel Schedule | Instructions for Personnel Schedule on following tab: 4 Personnel Sch-Instructions | ||||||||||
| A | B | C | D | E | F | G | H | |||||
| Each unique position title for staff included in the RFP Program Budget should be listed on a separate line. Multiple employees with the same position title can be included on the same line. | ** | *** | ( E + F ) | **** | **** | (= D/B ) | (= G/C ) | |||||
| COUNTY | COUNTY | COUNTY | COUNTY | AVERAGE | AVERAGE | |||||||
| ADMIN FTE | PRGM FTE | Total FTE | FUNDED | FTE | FUNDED | FUNDED | FUNDED | ANNUAL | HOURLY | |||
| POSITION TITLE | CHECK | FTE | BASIS | SALARY | ADMIN | PROGRAM | SALARY | SALARY | ||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | - 0 | - 0 | - 0 | - 0 | - 0 |
| * (Column A) - POSITION TITLE would be the provider's title for position such as Program Director, Financial Manager, etc. |
| ** (Column B) - In General, 1 FTE = 2080 hours. Divide total hours for the position/category by 2080 to get the number of FTEs. |
| *** (Column C) - Enter annual hours position works for provider. |
| **** (Columns E & F) - ONLY include salary dollars. Do not include taxes and benefits. |
| Total ADMIN & PROGRAM SALARY amounts at bottom of schedule will automatically populate in RFP Program Budget on 2 PROGRAM BUDGET. |
5 Personnel Sch-Instructions 5 PERSONNEL SCHEDULE - Instructions
| GENERAL INPUT INSTRUCTIONS | |
| INPUT REQUIRED - Fields requiring input will shaded blue. |
| These fields relate to provider proposed program structure (input required) | |
| AUTO POPULATED FIELDS - Certain fields will automatically populate based on amounts entered in required fields. |
| RFP Program Budget - Personnel Schedule | |
| * | List each position in the RFP Program Budget. If there is an amount in county funded admin (Column E) or program (Column F) fields, the position title must be listed in Column A. |
| * | Using guidance provided below, populate fields shaded blue for each Staff Position listed. |
| * | Example Personnel Schedule provided for reference at bottom of this tab. |
| DATA DICTIONARY for columns on 4 PERSONNEL SCHEDULE input tab | |||
| Column | Name | Description | |
| A | Position Title | Each unique position title for staff included in the RFP Program Budget should be listed on a separate line. Multiple employees with the same position title can be included on the same line.. (INPUT REQUIRED) | |
| B | County Funded FTE | Show the number of FTE for each job title funded by Dane County in RFP. (INPUT REQUIRED) | |
| C | FTE Basis | In General, 1 FTE = 2080 hours. Divide total hours for the position by 2080 to get the number of FTEs. Match total salary for the position/category to the number of FTEs. (INPUT REQUIRED) | |
| For those agencies where 37.5 hours per week (1,950 hours per year) or some other amount is considered full-time, please indicate the annual number of hours for 1 FTE in Column C by overwriting the 2,080 (1 FTE for 40 hours per week) that is shown and replacing it with your FTE basis. It is expected that your FTE basis will be consistent across all programs and listed positions. | |||
| D | County Funded Salary | Amount budgeted for each position in the RFP Program Budget. automatically calculated by adding Column E + Column F. (no entry required) | |
| E | County Funded Admin | Using the County's definition of Admin, distribute the salary for each postition between this column and column F. The total of this column will auto populate on the RFP Program Budget Schedule - County Funded Admin Salaries(Column B). (INPUT REQUIRED) | |
| F | County Funded Program | These are the RFP County-funded Program salaries. The total of this column will automatically populate on the Program Budget Schedule - County Funded Program Salaries(Column C). (INPUT REQUIRED) | |
| G | Average Annual Salary | RFP Program Budget Annual Salary for employee listed. Automatically calculated by dividing Column D - COUNTY FUNDED SALARY by Column B - COUNTY FUNDED FTE. (no entry required) | |
| H | Average Hourly Salary | RFP Program Budget Hourly Salary for employee listed. Automatically calculated by dividing Column G - AVERAGE ANNUAL SALARY by Column C - FTE BASIS. (no entry required) |
EXAMPLE PERSONNEL SCHEDULE
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