7._EXHIBIT_C_-_COST_WORKBOOK.xlsx

XLSX spreadsheet 107 KB Posted Oct 1, 2025

Attached to: Pre-Solicitation RFP 25-4-002-1 SMARA-4
Solicitation number: 0000036842
Issued by: California

About this file

Written by GovTribe AI · Oct 16, 2025

This is an Excel-based Cost Workbook for a State of California Department of Technology (DOC) Request for Proposal (RFP ITS23-009) solicitation. The document provides a comprehensive cost submission template for potential bidders, covering a three-year base contract with optional two-year extensions, potentially extending the total contract period to nine years. The RFP requires bidders to provide detailed pricing across multiple worksheets including licensing, maintenance and operations (M&O) services, required services, optional services, non-recurring costs, and unanticipated tasks. The solicitation seeks a solution supporting up to 50 internal DOC users and 1,000 external users, with quantities in the worksheets intended for evaluation purposes only and not guaranteeing future order volumes.

The pricing structure emphasizes cost evaluation as 50% of the bid, with bidders required to enter unit prices and costs in unshaded cells across various categories. Key pricing components include annual licensing/subscription costs, monthly maintenance services, required and optional service rates, one-time implementation fees, and hourly rates for unanticipated tasks involving roles like Project Manager, Business Analyst, and Solution Architect. The cost workbook includes provisions for different license types (Administrator, Super User, Standard User, Portal Access) with varying quantities and pricing tiers, and allows for cost entries across the base contract years and optional extension periods. The state reserves the right to not utilize the entire proposed quantities or contract amounts, providing flexibility in future procurement.

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Other files

File	Type	Posted
6._EXHIBIT_B_-_DELIVERABLES_TABLE.xlsx	XLSX spreadsheet	Oct 1, 2025
2._Pre-Solicitation_RFP_25-4-002-1_SMARA-4.pdf	PDF	Oct 1, 2025
8._EXHIBIT_G_-_TO-BE-PROCESS_DIAGRAMS.zip	ZIP file	Oct 1, 2025
3._ATTACHMENT_12_-_BIDDER_QUALIFICATIONS_WORKBOOK.xlsx	XLSX spreadsheet	Oct 1, 2025
9._Exhibit_H_-_DELIVERABLES_ACCEPTANCE_DOCUMENT_TEMPLATE.pdf	PDF	Oct 1, 2025
4._ATTACHMENT_14_-_KEY_STAFF_QUALIFICATIONS_WORKBOOK.xlsx	XLSX spreadsheet	Oct 1, 2025
10._Exhibit_I_-_DELIVERABLES_EXPECTATION_DOCUMENT_TEMPLATE.pdf	PDF	Oct 1, 2025
1._Pre-solicitation_Instructions_SMARA4.docx	DOCX document	Oct 1, 2025
11._eVAQ-Manual_for_Vendors.pdf	PDF	Oct 1, 2025
5._EXHIBIT_A_-_FUNCTIONAL_AND_NON-FUNCTIONAL_REQUIREMENTS.xlsx	XLSX spreadsheet	Oct 1, 2025

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1. Instructions

Cost Workbook Instructions (no input required on this sheet)

Bidders shall submit their Cost Workbook per the instructions in RFP Part 1, Cost Workbook instructions and submission requirements.

The Cost Workbook must be submitted with the Bidder's Final Proposal per section 5.2 Cost Workbook Instructions

The Exhibit B - Cost Workbook must be uploaded to SharePoint into a separate folder marked "Volume 2 Cost".

Costs will be evaluated as 50% of the bid. Bidders are encouraged to ensure pricing aligns with ability to deliver all requirements outlined in Exhibit A - Functional and Non-Functional Requirements and SOW.

Quantities provided in the worksheets are for evaluation purposes only and should not be used as indication of future orders.

Quantities used for the Evaluation indicate the possible numbers for a typical bidder.

There is no obligation on DOC's part to utilize the entire amount in the Cost Workbook or the entire quantities provided in the Worksheets.

The unit price and all boxes that are not grayed out will be the responsibility of the bidder to complete.

Bidder's shall enter the Bidder's cost for each feature in the unshaded cells, in each Cost Worksheet

The submitted costs contained within these tables will be used for evaluation purposes per RFP Part 1, Proposal Evaluation, and will establish the maximum contracted costs and rates of the awarded contract.

The cost worksheets list all costs required to design, configure, develop, implement, operate, and maintain the solution as defined in the Statement of Work (SOW).

Description of Cost Worksheets
1. Instructions	No bidder input required on this worksheet. Instructions provided for bidder to complete the cost workbook.
2. Cost Summary	No bidder input required on this worksheet. Sheet calculates from data input on sheets 3 through 8.
3. Licensing	Bidder enters in the annual cost for license/subscription. Also include in the description the details of what the license/subscription includes.
4. M&O Services	Bidder enters recurring Maintenance and Operations (M&O) services costs as defined in SOW Section 28 and Help Desk / Call Center in Section 29. [if applicable]
5. Required Services	Bidder enters in costs not included in 3. Licensing or 4. M&O tabs that would be required to meet all requirements in the SOW. [if applicable]
6. Optional Services	Bidder enters in costs for optional products and services. This is basically a price list to document all the costs for optional services.
7. Non-recurring costs	Bidder would list any non-recurring costs during year 1 such as a one-time implementation fee.
8. Unanticipated Tasks	Bidder enters proposed rates for each key staff role. The vendor must propose a rate for all classifications listed.

State of California Department of Technology RFP

ITS23-009

Part 2 - Bidder Response December 12th, 2023

&A Page &P of &N

2. Cost Summary

Cost Summary Data Entry Not Permitted - Sheet Calculates Automatically

Year	Title	3. Licensing	4. M&O Services	5. Required Services	6. Optional Services	7. Non-recurring costs	8. Unanticipated Tasks	Totals
Year 1	1st year implementation	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Year 2	Year 2 of 3 year contract	$ - 0	$ - 0	$ - 0	$ - 0		$ - 0	$ - 0
Year 3	Year 3 of 3 year contract	$ - 0	$ - 0	$ - 0	$ - 0		$ - 0	$ - 0
Year 4	1st optional 2 yr extension (yr 1)	$ - 0	$ - 0	$ - 0	$ - 0		$ - 0	$ - 0
Year 5	1st optional 2 yr extension (yr 2)	$ - 0	$ - 0	$ - 0	$ - 0		$ - 0	$ - 0
Year 6	2nd optional 2 yr extension (yr 1)	$ - 0	$ - 0	$ - 0	$ - 0		$ - 0	$ - 0
Year 7	2nd optional 2 yr extension (yr 2)	$ - 0	$ - 0	$ - 0	$ - 0		$ - 0	$ - 0
Year 8	3rd optional 2 yr extension (yr 1)	$ - 0	$ - 0	$ - 0	$ - 0		$ - 0	$ - 0
Year 9	3rd optional 2 yr extension (yr 2)	$ - 0	$ - 0	$ - 0	$ - 0		$ - 0	$ - 0

Project Costs Subtotal	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
Cross reference to worksheets	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0

Evaluated Contract Cost (for evaluation purposes only) $ - 0

Unanticipated Tasks (equals 10% of Implementation Costs) $ - 0

	Project Costs(1) + Unanticipated Tasks	$ - 0
(1) = Licensing, M&O Services, Required Services and Non-recurring costs

Department of Technology RFP

ITS23-009

Part 2 - Bidder Response December 12th, 2023

&A Page &P of &N

3. Licensing <Enter Bidder Name>

Licensing/Subscription Costs

				Year 1		Year 2		Year 3		Year 4		Year 5		Year 6		Year 7		Year 8		Year 9		9 Year Total
Item #	Description of License Costs	SKU/Part Number	Qty	Yearly Cost Per User/Item	Extended Cost	Yearly Cost Per User/Item	Extended Cost	Yearly Cost Per User/Item	Extended Cost	Yearly Cost Per User/Item	Extended Cost	Yearly Cost Per User/Item	Extended Cost	Yearly Cost Per User/Item.	Extended Cost	Yearly Cost Per User/Item	Extended Cost	Yearly Cost Per User/Item	Extended Cost	Yearly Cost Per User/Item	Extended Cost	Total Cost Per Line Item
1					$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0	$ - 0
2					$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0	$ - 0
3					$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0	$ - 0
4					$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0	$ - 0
5					$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0	$ - 0
6					$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0	$ - 0
7					$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0	$ - 0
8					$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0	$ - 0
9					$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0	$ - 0
10					$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0		$ - 0	$ - 0

Subtotals $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0

Department of Technology RFP

ITS23-009

Part 2 - Bidder Response December 12th, 2023

&A Page &P of &N

1. Enter Bidder Company Name in cell B1.

2. This worksheet is to define the annual costs to support licensing/subscription.

3. In the description section (Column B), list out all the items included in the license/subscription cost (implementation, training, maintenance, etc.)

4. SKU/Part Number (Column C). List any applicable part numbers that should be included in the purchase order.

5. Quantity (Column D). Require licensing to support up to 50 internal DOC users and up to 1000 external users.

6. Yearly cost per user/item (Column E). Enter the cost per year for each license/item.

7. If the bidder's licensing structure is tiered or represents a group of license costs, bidder should define the tier range or group that the cost is associated with. For example, of the cost per license is the same for quantities 0-100, state this range in the description.

8. Continue completing the annual costs for Year 2 thru Year 9.

4. M&O Services

Maintenance and Operations (M&O) Services

Year 1

Year 2

Year 3

Year 4

Year 5

Year 6

Year 7

Year 8

Year 9

M&O Totals

Item #

Description of M&O Service

Monthly Cost

Number of Months

Extended Cost

Monthly Cost

Number of Months

Extended Cost

Monthly Cost

Number of Months

Extended Cost

Monthly Cost

Number of Months

Extended Cost

Monthly Cost

Number of Months

Extended Cost

Monthly Cost

Number of Months

Extended Cost

Monthly Cost

Number of Months

Extended Cost

Monthly Cost

Number of Months

Extended Cost

Monthly Cost

Number of Months

Extended Cost

Total Cost

$ - 0

Subtotals $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0

Department of Technology RFP

ITS23-009

Part 2 - Bidder Response December 12th, 2023

&A Page &P of &N

1. If applicable, enter any additonal M&O service costs not included in 3. Licensing tab that would be required to meet all the requirements listed in SOW; Section 28: Maintenance and Operations (M&O) and Section 29: Help Desk/Call Center.

2. In the description field, enter in the additional services these costs cover.

5. Required Services

Required Services

		Year 1			Year 2			Year 3			Year 4			Year 5			Year 6			Year 7			Year 8			Year 9			Required Services Totals
Item #	Description of Required Service	Monthly Cost	Number of Months	Extended Cost	Monthly Cost	Number of Months	Extended Cost	Monthly Cost	Number of Months	Extended Cost	Monthly Cost	Number of Months	Extended Cost	Monthly Cost	Number of Months	Extended Cost	Monthly Cost	Number of Months	Extended Cost	Monthly Cost	Number of Months	Extended Cost	Monthly Cost	Number of Months	Extended Cost	Monthly Cost	Number of Months	Extended Cost	Total Cost
1				$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0	$ - 0
2				$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0	$ - 0
3				$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0	$ - 0
4				$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0	$ - 0
5				$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0	$ - 0
6				$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0	$ - 0
7				$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0	$ - 0
8				$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0	$ - 0
9				$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0	$ - 0
10				$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0	$ - 0

Subtotals $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0 $ - 0

Department of Technology RFP

ITS23-009

Part 2 - Bidder Response December 12th, 2023

&A Page &P of &N

1. If applicable, list any required services not included in 3. Licensing tab that would be required to meet all the mandatory requirements listed in the SOW and Funtional and Non-Functional requirements.

2. In the description field, enter in the additional feature or service these costs cover.

One-Time Project Services Costs

	Delivery Date (End of Month)	Phase 1	Phase 2	Phase 3	Phase 4	Phase 5
SOW 2.7.1 Implementation Planning and Management
Final Implementation Plan	1/1/22	$ 100,000.00
Final Implementation Project Schedule
Final Risk Assessment of the implementation approach
Update input into the CSPS project plans
SOW 2.7.2 Solution Design, Configuration, and Development
Software/Configuration Development Methodology Plan
Logical data model design
Interface specifications for all required interfaces
User interface designs and specifications
Operational report specifications
Delivery of business rule engines and configuration tables
SOW 2.7.3 Data Conversion Support
SOW 2.7.5 Testing
SOW 2.7.5 Training
2.7.6 OCM Support
BECKY'S IDEA: ADDITIONAL T&M STAFF REQUIRED TO FULFILL CONTRACT.

Hosting

Bidder's Name
		Base Agreement						Optional Extensions
		DD&I through Final System Acceptance (FSA)			FSA through end of Base Agreement			Year 1		Year 2		Year 3
Item #	Description	Number of Months	Monthly Hosting Cost	Extended Cost	Number of Months	Monthly Hosting Cost	Extended Cost	Monthly Hosting Cost	Extended Cost	Monthly Hosting Cost	Extended Cost	Monthly Hosting Cost	Extended Cost
1	Host T1	36	$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
2	T2	12	$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
3			$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
4			$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0
5			$ - 0	$ - 0		$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0

Base Period Total	$ - 0
Optional Period Total		$ - 0

Software & Licensing Costs (OLD

Bidder Name
		Base Agreement							Optional Extensions
		DD&I through Final System Acceptance (FSA)				FSA through end of Base Agreement			Year 1		Year 2		Year 3
Item #	Description of Third-Party Software Products and License Costs	Project Phase for Purchase / Installation	# of Licenses Required	One-Time Cost Per License	Extended Cost	Annual Cost Per License	Number of Years (DEFINE PER CONTRACT)	Extended Cost	Annual Cost Per License	Extended Cost	Annual Cost Per License	Extended Cost	Annual Cost Per License	Extended Cost
1	Administrator License	0	50	$ 1,200.00	$ 60,000.00			$ - 0		$ - 0		$ - 0		$ - 0
2	Super User License	0	100	$ 800.00	$ 80,000.00			$ - 0		$ - 0		$ - 0		$ - 0
3	Standard User License	1	250	$ 1,000.00	$ 250,000.00			$ - 0		$ - 0		$ - 0		$ - 0
4	Standard User License	2	500	$ 800.00	$ 400,000.00			$ - 0		$ - 0		$ - 0		$ - 0
5	Standard User License	3	1500	$ 600.00	$ 900,000.00			$ - 0		$ - 0		$ - 0		$ - 0
6	Standard User License	4	750	$ 400.00	$ 300,000.00			$ - 0		$ - 0		$ - 0		$ - 0
7	Portal Access - 50,000 users	1	1	$ 10,000.00	$ 10,000.00			$ - 0		$ - 0		$ - 0		$ - 0
8	Portal Access - 50,000 users	2	2	$ 8,000.00	$ 16,000.00			$ - 0		$ - 0		$ - 0		$ - 0
9	Portal Access - 50,000 users	3	1	$ 6,000.00	$ 6,000.00			$ - 0		$ - 0		$ - 0		$ - 0
10	Portal Access - 50,000 users	4	1	$ 4,000.00	$ 4,000.00			$ - 0		$ - 0		$ - 0		$ - 0
11	Administrator License	FSA	50		$ - 0	$ 200.00	3	$ 30,000.00	$ 215.00	$ 10,750.00		$ - 0		$ - 0
12	Super User License	FSA	100		$ - 0	$ 150.00	3	$ 45,000.00	$ 165.00	$ 16,500.00		$ - 0		$ - 0
13	Standard User License	FSA	3000		$ - 0	$ 100.00	3	$ 900,000.00	$ 110.00	$ 330,000.00		$ - 0		$ - 0
14	Portal Access - 50,000 users	FSA	5		$ - 0	$ 5,000.00	3	$ 75,000.00	$ 5,200.00	$ 26,000.00		$ - 0		$ - 0
15					$ - 0			$ - 0		$ - 0		$ - 0		$ - 0
16					$ - 0			$ - 0		$ - 0		$ - 0		$ - 0
17					$ - 0			$ - 0		$ - 0		$ - 0		$ - 0
18					$ - 0			$ - 0		$ - 0		$ - 0		$ - 0
19					$ - 0			$ - 0		$ - 0		$ - 0		$ - 0
20					$ - 0			$ - 0		$ - 0		$ - 0		$ - 0

Base Period Subtotals $ 2,026,000.00 $ 1,050,000.00

Base Period Total $ 3,076,000.00

Optional Period Subtotals $ 383,250.00 $ - 0 $ - 0

Optional Period Total $ 383,250.00

6. Optional Services

Optional Services Price List

		Year 1			Year 2			Year 3			Year 4			Year 5			Year 6			Year 7			Year 8			Year 9
Item #	Description of Optional Service	Unit of measure	Quantity	Cost/unit	Unit of measure	Quantity	Cost/unit	Unit of measure	Quantity	Cost/unit	Unit of measure	Quantity	Cost/unit	Unit of measure	Quantity	Cost/unit	Unit of measure	Quantity	Cost/unit	Unit of measure	Quantity	Cost/unit	Unit of measure	Quantity	Cost/unit	Unit of measure	Quantity	Cost/unit
1	Data conversion and migrations services (Mandatory - Optional)		1			1			1			1			1			1			1			1			1
2			1			1			1			1			1			1			1			1			1
3			1			1			1			1			1			1			1			1			1
4			1			1			1			1			1			1			1			1			1
5			1			1			1			1			1			1			1			1			1
6			1			1			1			1			1			1			1			1			1
7			1			1			1			1			1			1			1			1			1
8			1			1			1			1			1			1			1			1			1
9			1			1			1			1			1			1			1			1			1
10			1			1			1			1			1			1			1			1			1
11			1			1			1			1			1			1			1			1			1
12			1			1			1			1			1			1			1			1			1
13			1			1			1			1			1			1			1			1			1
14			1			1			1			1			1			1			1			1			1
15			1			1			1			1			1			1			1			1			1
16			1			1			1			1			1			1			1			1			1
17			1			1			1			1			1			1			1			1			1
18			1			1			1			1			1			1			1			1			1
19			1			1			1			1			1			1			1			1			1
20			1			1			1			1			1			1			1			1			1
	Subtotals (for evaluation purposes only)			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0			$ - 0	$ - 0

Department of Technology RFP

ITS23-009

Part 2 - Bidder Response December 12th, 2023

&A Page &P of &N

1. List any optional services not included in any of the mandatory requirements and their cost/unit. Optional services such as workshops, training, premium support, etc.

2. In the description field, enter in the description of the optional service

3. In the unit of measure field, indicate if the cost is per unit (ea), hour, day, month, etc.

4. Required- One of the Mandatory-Optional services is "Data conversion and migration services". If this service has a separate fee, include as a cost in the "Year 1" column. If this cost is covered in a previous tab, then enter zero ($0) as the cost for this service.

7. Non-recurring costs

Non-recurring costs

		Year	Description
(list non-recurring cost items)	Number of Months	Monthly Cost	Total Cost (Year 1)
		Year 1		$ - 0

Total non-recurring costs $ - 0

Department of Technology RFP

ITS23-009

Part 2 - Bidder Response December 12th, 2023

&A Page &P of &N

1. This section is to enter any one time non-recurring costs (NRC) for the initial implementation year.

2. Bidder only permitted to enter data within unshaded cells.

3. In the Description column (Column C), list out the details of the one-time cost.

4. In the Monthly Cost column (Column D), enter the monthly NRC cost.

5. If there are no NRC costs, enter "N/A" in the Description column.

8. Unanticipated Tasks

Unanticipated Tasks

	ID	Staff Classification	Hourly Rate
(Year 1)	Hourly Rate
(Year 2)	Hourly Rate
(Year 3)	Hourly Rate
(Year 4)	Hourly Rate
(Year 5)	Hourly Rate
(Year 6)	Hourly Rate
(Year 7)	Hourly Rate
(Year 8)	Hourly Rate

(Year 9)

1	Project Manager
2	Business Analyst
3	Solution Architect
	Subtotal (for evaluation purposes only)	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0	$ - 0

Department of Technology RFP

ITS23-009

Part 2 - Bidder Response December 12th, 2023

&A Page &P of &N

1. Bidder provide rates for all key staff classifications to help evaluation of costs for Unanticipated Tasks. See SOW; Section 34. Unanticipated Tasks for more detail.

2. Bidder's are cautioned to provide the lowest, most competitive rates.

File details come from the government source that posted it. Updated Oct 16, 2025.