9-Attach-F2 Instructions-for-price-proposal-template for-MW26-3-U3P-posting.pdf

ATTACHMENT F2: Instructions for “price proposal template” Electronic Health Record (EHR) software system for Correctional facilities

REQUEST FOR PROPOSALS - Solicitation # MW26-3

This file contains tips & instructions for completing the provided, MW26-3 pricing worksheet:

1. In these instructions, there are screen-prints from various parts of the pricing worksheet. Wherever a numeric value had to be used in these examples, the value $0.01 was used. Wherever a quantity was needed for the example, the quantity of 10 was applied. These are not indication(s) of the amount(s) / quantities expected in the vendor pricing proposals, these are just examples to show how the spreadsheet formulas work.

2. If your proposal includes proposed changes to the RFP’s State of Utah standard terms and conditions, you will not be able to change your pricing if the proposed red-lines get denied. Submit pricing that you can honor even if your proposed red-lines get denied.

3. Your price proposal must be submitted using the MW26-3 provided pricing worksheet. This pricing worksheet is intended to set “maximum” pricing for the Eligible User(s). Complete this worksheet knowing that, if you receive an award to contract under MW26-3, the amounts you use in the pricing worksheet will cap the amount you will be able to charge to each Eligible User who opts in to using the contract. In practical application during the term of the contract, you will always have the option of quoting potential Eligible User(s) less than the contract pricing (as appropriate, when the Eligible User has simple, minimal needs), However, you will not be able to quote/charge potential Eligible User(s) more than the contract pricing. The contract will be written based on the proposed pricing and additional charges will not be allowed throughout the contract term. Make sure the pricing worksheet encompasses all potential charges for the work outlined in the MW26-3 RFP and scope of work.

Future request(s) for a price increase amendment will be governed by the price guarantee period listed in this RFP’s opening description paragraphs and elaborated on in the "prerequisites" section of this RFP MW26-3.

4. RFP MW26-3 will only accept proposals that offered hosted software and the electronic data. Therefore, the proposal price must be based on a Proposer-Hosted product.

5. Contractor travel reimbursement is subject to the same restrictions as State of Utah employee travel.

6. In the provided MW26-3 pricing worksheet, the fields highlighted in yellow may be modified by the Proposer. In any field that needs a rate or a percentage, data enter only a numeric value. There are many cells in the spreadsheet where anything other than a numeric value will void the formulas in the spreadsheet. In the following screen-prints observe how the change to cell I66 affects Cell I70:

6a. Correct data entry (formula working correctly):

6b. Incorrect data entry that voids the spreadsheet’s formula:

7. This pricing worksheet is intended to set pricing for everything the MW26-3 RFP and scope of work outlined. There is a difference between the “optional” “write-in” lines in the spreadsheet and the “optional” “value-add” item(s) you can include in your pricing proposal.

7a. The “optional” “write-in” lines are to be used to itemize things already outlined in the MW26-3 RFP and scope of work. You don’t have to itemize but these lines were added because some of the vendors seemed to prefer to itemize and itemization now will make it easier to quote based on Eligible User need at the time of quote.

7b. The “optional” “value-add” item(s) you may include are for additional, similar offering(s) not even mentioned in the MW26-3 RFP and scope of work. The “optional” “value-add” item(s) should not be included in the provided pricing worksheet, they should be their own, separate file, provided in addition to the completed pricing worksheet. You do not have to offer any “optional” “value-add” item(s). If you choose to offer “optional” “value-add” item(s), you should structure their pricing “al-a-cart” as if the Eligible User is already opting-in for many or all the item(s) in the pricing worksheet plus these additional charges for the “optional” “value-add” item(s). Proposed pricing for “optional” “value-add” item(s) can be in any format, it doesn’t have to look like the MW26-3 pricing worksheet, though it can be similar if that’s helpful.

8. The “Unit Description” in the first section of the pricing worksheet is for you to declare how charges will be incurred and when. Is the “unit price” & “quantity” you are quoting “per hour”? “Per megabyte”? “per patient record”?, “per year”?, etc.

9. You’ll notice that the tiers in the spreadsheet have several pieces of information about the size and needs of the facility for that tier. Plus, at the far right of the tier’s line item, there are additional columns for more “al-a-cart” additions, if needed. In cases where an Eligible User’s needs might straddle two tiers, this will allow the Eligible User to stay in the lesser tier by adding one or more appropriate “al-a-cart” addition(s) to that tier.

10. In the annual fees section, there is an explanation for columns B, C, and D (Unit Price, Quantity, Extended Total Price) as compared to columns E through N (annual fees for years 1 through 10). It's important to note that in the spreadsheet formulas, column D is part of the sum that makes up the "Ten-Year Cost of Annual Fees". This is intentional. It is intentional that column D is part of the sum that makes up the "Ten-Year Cost of Annual Fees". Columns B, C, and D were added to give vendor(s) some additional flexibility in the spreadsheet. If columns E through N have been completed, columns B, C, and D could be left blank / at zero unless the proposer wants to have additional charge(s) data entered in columns B, C, and D. For example, B,C,D could be used for a one-time fee that would be charged in addition to the amounts in columns E through N. If you choose to use columns B, C, and D, remember that the "quantity" in column C should be a best estimate of a 10-year quantity per “Eligible User” {as defined in Attachment A (State’s standard terms and conditions), section 1. (Definitions), letter l [Eligible User(s)]}.

11. In the “Additional proposer notes” area, do not include statement(s) / information that would change the amount(s) proposed in the other areas above.

12. Reminder to review the following additional information that may impact your pricing proposal:

* The billing and payment terms in this Agreement’s Attachment A terms and conditions; and

* The Attachment B Scope of Work section 7. "Quotes, Ordering, and Billing"