Akron_FP_Price_Form.xlsx
XLSX spreadsheet 28 KB Posted
- Attached to
- Finance / Payroll System State and local contract opportunity
- Solicitation number
- RFP 2026-03
- Issued by
- Summit County, Akron City, Ohio
About this file
This is a Price Proposal Form for a Finance/Payroll System procurement by METRO Regional Transit Authority, a public transit agency in Summit County, Ohio. The RFP seeks an integrated, cloud-based Software-as-a-Service (SaaS) platform combining finance, payroll, and optional Human Resource Information System (HRIS) modules to replace the agency's fragmented legacy systems. The proposal includes procurement of hardware (5 time clocks, kiosks, and solution-specific equipment), implementation services (project management, system design, installation, testing, training, and data migration), and recurring annual SaaS subscription fees with 24/7 technical support and standard three-year hardware warranty. A Virtual Pre-Proposal Conference is scheduled for January 21, 2026, with questions due by February 9, 2026, final addendum issuance on February 16, 2026, and proposal submissions due February 26, 2026, at 5:00 PM ET. Oral presentations and system demonstrations are scheduled for the week of March 30, 2026, with contract award anticipated April 28, 2026, and system operational status required by January 1, 2027. The contract term includes a minimum three-year comprehensive warranty period with optional extension to five years, followed by renewable annual software maintenance and support agreements.
All pricing must be submitted in U.S. dollars as firm and fixed for the initial contract term, with separate sealed submissions for the Price Proposal Form and Technical Proposal. Proposers must itemize one-time implementation costs (hardware and services) and annual recurring costs (SaaS subscriptions, post-warranty maintenance for years 4–5, and third-party fees) across a five-year total cost of ownership analysis. METRO has programmed $350,000 in its 2025 capital budget for the finance and payroll systems, with potential partial Federal Transit Administration (FTA) funding requiring completion of federal certifications including lobbying, debarment and suspension, Buy America, and non-collusion affidavits. Proposers must provide minimum three client references for similar implementations at U.S. or Canadian public transit agencies within the prior five years. The current environment is characterized by manual workarounds, data integrity challenges, and poor system performance due to the lack of seamless integration between disparate platforms (CAD/AVL, NeoGov HRIS, TimeTrak timekeeping, and others), creating operational inefficiencies and undermining staff confidence in system reliability.
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Text version
Instructions
| Proposer Legal Name: |
| Instructions to Proposer: |
| 1. This Price Proposal Form must be completed in its entirety and submitted as a separate, sealed electronic file from the Technical Proposal. |
| 2. Do not include any pricing information, costs, or rates anywhere in your Technical Proposal. |
| 3. All costs shall be in U.S. Dollars (USD). Do not include taxes. |
| 4. All pricing shall be firm and fixed for the duration of the initial contract term. |
| 5. Do not alter the format or line items of this form. If a line item is not applicable, enter "N/A", or "$0". |
| 6. All costs associated with meeting the full requirements of the RFP must be included in the appropriate sections below |
| 7. The quantities provided (i.e. 5 time clocks) are the basis for this proposal. |
| 8. Fill out only those cells that are both outlined and with no fill. |
| 9. Use Part C to provide costs for Optional Finance/Payroll Module costs. |
| 10. Use Part D to provide costs for Optional Human Resource Information System. |
| 11. The pricing form may contain errors and the vendor is responsible for checking all math. |
Price Summary
| 5-Year Total Cost of Ownership | ||||||
| Cost Category | Year 1 | Year 2 | Year 3 | Year 4 | Year 5 | 5-Year Total |
| A. Total One-Time Implementation Costs | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| B. Total Recurring Annual Costs | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Total Base Proposal Cost (A+B) | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
Part A Implementation
| A1: Hardware (e.g. time clocks, kiosks) | Unit Cost | Quantity | Total Cost |
| Time Clocks | $ - 0 | 5 | $0 |
| Kiosks | $ - 0 | $0 | |
| Solution specific hardware | $ - 0 | $0 | |
| Solution specific hardware | $ - 0 | $0 | |
| Solution specific hardware | $ - 0 | $0 | |
| $ - 0 | $0 | ||
| $ - 0 | $0 | ||
| SUBTOTAL - On-Board Hardware | $0 |
| A2: Implementation Services | |
| Project Management (including PMP, meetings, reporting) | $ - 0 |
| System Design (including SDD, ICDs, design reviews) | $ - 0 |
| On-Site Hardware Installation and Commissioning (e.g. time clocks, kiosks) | $ - 0 |
| System Testing (Demonstration, User Acceptance, System Acceptance, Operability Period) | $ - 0 |
| Training (all role-based modules, materials, and Train the Trainer Programs) | $ - 0 |
| Data Migration from Legacy Systems | $ - 0 |
| SUBTOTAL - Implementation Services | $ - 0 |
TOTAL ONE-TIME IMPLEMENTATION COSTS (A1+A2) $ - 0
Part B Recurring
| Recurring Annual Costs | Year 1 | Year 2 | Year 3 | Year 4 | Year 5 |
| B1: All-inclusive SaaS Subscription Fee (includes central software hosting, all software updates/upgrades, 24/7 technical support, and standard hardware warranty for the initial 3-year term) | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| B2: Post-Warranty Maintenance / Support: (Enter $0 for Years 1-3. Price for ongoing service / advanced replacement for Years 4-5). | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| B3: Third-Party Fees: List any other required third-party license or data fees, if not provided by METRO | 0 | 0 | 0 | 0 | 0 |
| 1. Specify Fee | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| 2. Specify Fee | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| TOTAL Recurring Annual Costs | 0 | 0 | 0 | 0 | 0 |
Part C Options -FinancePayroll
| C1: Optional Warranty Extension | Annual Cost |
| Optional Year 4 Hardware Warranty/Maintenance | $- |
| Optional Year 5 Hardware Warranty/Maintenance | $- |
| C2: Optional Software Modules or Hardware | One-Time Cost | Annual Recurring Cost |
| Option 1: Proposer to Specity | $- | $- |
| Option 2: Proposer to Specify | $- | $- |
| C3: Rates for Additional Professional Services | Hourly Rate |
| Project Manager | $- |
| Systems Engineer | $- |
| Trainer | $- |
| On-Site Technicial | $- |
| Other (Specify) | $- |
| The vendor may add additional lines/classifications as needed. |
Part D Options (HRIS only)
| D1: Implementation Services (HRIS) | Unit Cost | Quantity | Total Cost |
| Project Management (including PMP, meetings, reporting) | $ - 0 | ||
| System Design (including SDD, ICDs, design reviews) | $ - 0 | ||
| System Testing (Demonstration, User Acceptance, System Acceptance, Operability Period) | $ - 0 | ||
| Training (all role-based modules, materials, and Train the Trainer Programs) | $ - 0 | ||
| Data Migration from Legacy Systems | $ - 0 | ||
| SUBTOTAL - Implementation Services | $ - 0 |
| TOTAL ONE-TIME IMPLEMENTATION COSTS (HRIS only) | $ - 0 | ||||
| Recurring Annual Costs (HRIS) | Year 1 | Year 2 | Year 3 | Year 4 | Year 5 |
| D2: All-inclusive SaaS Subscription Fee (includes central software hosting, all software updates/upgrades, 24/7 technical support, and standard hardware warranty for the initial 3-year term) | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| D3: Third-Party Fees: List any other required third-party license or data fees, if not provided by METRO | 0 | 0 | 0 | 0 | 0 |
| 1. Specify Fee | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| 2. Specify Fee | $ - 0 | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| TOTAL Recurring Annual Costs | 0 | 0 | 0 | 0 | 0 |
File details come from the government source that posted it. Updated .