6100064676 SASI FE Cost Matrix FINAL.xlsx
XLSX spreadsheet 17 KB Posted
- Attached to
- Supporting America's Schools Infrastructure
- Solicitation number
- 6100064616
- Issued by
- Pennsylvania
About this file
This is a cost proposal template and instruction document for the Supporting America's School Infrastructure (SASI) grant program administered by the Pennsylvania Department of Education (PDE) in partnership with the U.S. Department of Education (USDE). The document outlines the pricing structure and submission requirements for architectural and engineering services contractors providing K-12 public school facility condition assessments across Pennsylvania's high-need Local Education Agencies (LEAs). The project encompasses five primary deliverables: facility assessments covering approximately 15,123,493 square feet of LEA space in Phase 1 across 25 identified LEAs, communication and coordination services, LEA-level and state-level reporting, optional technical assistance support, and travel reimbursement. The cost proposal must be submitted using the standardized Cost Matrix template provided, with all required yellow-shaded cells completed by the contractor. The contract includes provisions for a potential Phase 2 expansion, with Phase 2 LEAs to be identified only if Phase 2 is authorized and funded.
Contractors must submit fully burdened costs using a cost-per-square-foot pricing model for facility assessments, with fixed unit prices per LEA for communication, coordination, and reporting activities. The Cost Matrix automatically calculates total project costs based on contractor-proposed rates multiplied by specified quantities. Travel costs must be submitted as a separate not-to-exceed budget for Phase 1 and must comply with Pennsylvania Management Directive 230.10, with reimbursement requiring invoices and receipts and limited to requests submitted within 60 days of travel completion. Technical assistance support is an optional deliverable that contractors may propose at zero cost if not offering this service; pricing for optional deliverables will not affect evaluation of required deliverables. If Phase 2 is authorized, the Phase 1 cost-per-square-foot rate for facility assessments will automatically apply to Phase 2 assessments, and Phase 2 travel budgets will be determined upon identification of Phase 2 LEAs.
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Instructions
COST PROPOSAL INSTRUCTIONS
| General Instructions |
| Contractors must complete all yellow‑shaded cells in the Cost Matrix. All non‑yellow cells are locked and will calculate automatically. Costs must be fully burdened, including labor, overhead, administrative expenses, and any other indirect costs. No cost information may be included in the Technical Submittal. Contractors must complete all fields on the “Supplier” tab, including Contractor Name, Primary Contact, Email, and Phone Number. |
Contractors must use the pricing structure defined by PDE and may not propose alternative pricing models. PDE may add additional facilities to the scope if time and budget allow; any additional facilities will be assessed at the same cost‑per‑square‑foot rate submitted for Deliverable 1.
Phase 2 LEAs will be identified only if Phase 2 is authorized. No Phase 2 pricing is required in the proposal except where noted.
| Deliverable 1 - Facility Assessments (Additional requirements are detailed in Technical Submittal Section I‑6, Task A: Assessment of Facilities) |
| Pricing must be submitted using the cost‑per‑square‑foot structure defined in the Cost Matrix. PDE has identified 15,123,493 square feet of Total LEA square footage for Phase 1. Any square footage listed in Appendix A is for planning purposes only. The Contractor must verify actual square footage during onsite assessments. |
The cost‑per‑square‑foot rate proposed for Phase 1 will also apply to any Phase 2 assessments authorized during the contract term.
Travel costs must not be included in building pricing and must be listed separately under Deliverable 5.
Step 1 – Enter Required Data on the ‘Deliverables’ tab Enter the Proposed Cost per Square Foot in Cell D3.
Step 2 – Automatic Calculations Total LEA Cost (Cell D6) is automatically calculated as:
Estimated Total LEA Square Footage Proposed Cost per Square Foot Final payment will be based on verified square footage collected during onsite assessments.
| Deliverable 2 — Communication & Coordination (Additional requirements are detailed in Technical Submittal Section I-6 Task B - Communication and Coordination) |
| Contractors must propose a fixed price per LEA for all communication and coordination activities required for Phase 1. The Cost Matrix will automatically multiply the fixed price by the 25 LEAs listed in Appendix A. |
| Deliverable 3 — Reporting (Additional requirements are detailed in Technical Submittal Section I-6 Task C - Reporting of Data) |
| 3a – LEA‑Level Reports (Fixed Price per LEA) - Contractors must propose a fixed price per LEA for preparing all Phase 1 LEA‑level reports. The Cost Matrix will automatically multiply the fixed price by the 25 LEAs listed in Appendix A. |
| 3b – SEA‑Level Report (One‑Time Fixed Price) - Contractors must propose a single fixed price for preparing the statewide SEA‑level consolidated report. This cost is not per LEA and will not be multiplied. |
| OPTIONAL: Deliverable 4 — Technical Assistance Support (Additional requirements are detailed in Technical Submittal Section I-6 Task D OPTIONAL Technical Assistance Support) |
| Technical assistance support is an optional deliverable. Contractors shall provide a fixed price for this service. PDE may activate or decline this deliverable at its discretion. If PDE does not activate it, no technical assistance services will be required and no alternative provider will be assigned. Pricing for this optional deliverable will not affect the evaluation of required deliverables. Contractors may enter zero if not proposing this service. |
| Deliverable 5 — Travel (Additional requirements are detailed in Technical Submittal Section I-6 Task E - Travel and Logistics) |
| All travel must comply with Pennsylvania Management Directive 230.10. Travel costs will be reimbursed separately and may not be included in any other deliverable. Contractors shall propose a not‑to‑exceed travel budget for Phase 1. A separate not‑to‑exceed travel budget for Phase 2 will be determined once Phase 2 LEAs are identified. Reimbursement requests must include supplier invoices and receipts. Requests submitted more than 60 days after travel will not be reimbursed. |
| Management Directive 230.10 Link |
| Grand Total |
| The Cost Matrix will automatically calculate total project costs. Contractors must ensure all required fields are completed to generate an accurate total. Optional deliverables will not be considered in the evaluation of required deliverables. |
https://www.pa.gov/content/dam/copapwp-pagov/en/oa/documents/policies/md/200/230-10.pdf Supplier Information
| Contractor Name |
| Supplier Number |
| Primary Contact Name |
| Contact Email |
| Phone number |
Deliverables
| Facility Assessment Pricing (Deliverable 1) | |||
| Total LEA Square Footage | 15123493 | ||
| Proposed Cost per Square Foot ($) | 0 | ||
| Total Cost for all LEAs | 0 | ||
| Deliverable | Unit Price | Quanity | Total Costs |
| 1. Facility Assessment Pricing | 0 | 0 | |
| 2. Communication & Coordination (fixed price per LEA) | 0 | 25 | 0 |
| 3a. Reporting (LEA level reports-fixed price per LEA) | 0 | 25 | 0 |
| 3b. Reporting (SEA level reports-fixed price one time) | 0 | 1 | 0 |
| 4. Technical Assistance (fixed price - if activated) | 0 | 1 | 0 |
| 5. Travel (Reimbursible - Not to Exceed) | 0 | 0 | |
| Phase 1 Total | 0 |
| If Phase 2 is authorized, the cost‑per‑square‑foot rate proposed for Phase 1 will apply to all Phase 2 facility assessments. Travel for Phase 2 (Deliverable 5) will be determined at that time in accordance with the contract and applicable Commonwealth travel requirements. | |
| Deliverable | Phase 2 |
| Facility Assessment Pricing | Uses Phase 1 cost‑per‑sq‑ft |
| Communication & Coordination | Uses Phase 1 cost‑per‑LEA |
| Reporting (LEA + SEA) | Uses Phase 1 cost‑per‑LEA & SEA |
| Technical Assistance | Uses Phase 1 cost if activated |
| Travel | To be determined if Phase 2 is authorized |
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