Appendix_5_-_Vendor_Cost_Worksheet.xlsx
XLSX spreadsheet 36 KB Posted
- Attached to
- Claims Document Management System (Re-Bid)
- Solicitation number
- 26-P-00037
- Issued by
- Hillsborough County, Florida
About this file
This is a vendor cost worksheet template for the City of Tampa's Claims Document Management System (CDMS) procurement, Solicitation 26-P-00037. The worksheet provides two distinct cost response formats: one for vendor-hosted (managed services) solutions and one for software-as-a-service (SaaS) subscription-based solutions. Vendors must complete all yellow-highlighted fields applicable to their proposed delivery model and provide detailed cost breakdowns across multiple categories including professional services, hardware, licensing, implementation, training, data conversion, and interface development. Proposal submissions are due on Tuesday, December 23, 2025, at 3:00 pm, with a pre-proposal conference scheduled for Tuesday, December 9, 2025, at 2:00 pm. The contract will have an initial five-year term with potential renewal options.
The cost worksheet requires vendors to itemize one-time costs (professional services, hardware, software customization, data conversion, and interface costs), one-time licensing costs, and recurring costs structured as either annual hosting/managed services fees or subscription costs for Years 1 through 5, with provisions for annual rate increases. Vendors must calculate a total five-year investment by consolidating all one-time costs, licensing, and recurring fees across the five-year period. The worksheet also includes sections for optional hourly rates for professional services, training, project management, and custom programming, as well as optional complementary modules or services not included in the base scope. The City of Tampa's total budget for the CDMS implementation, including all costs, is $120,000. Both vendor-hosted and SaaS cost structures accommodate third-party software, hardware, services, disaster recovery, infrastructure upgrades, and maintenance fees, with vendors required to provide detailed notes and comments explaining all cost assumptions and methodologies.
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Vendor Hosted Cost Worksheet
| Vendor Hosted Cost Worksheet |
| IMPORTANT! PLEASE READ BEFORE COMPLETELING.Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a Vendor-hosted (e.g. "Managed Services") application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. If a section does NOT apply, please note "n/a" in the corresponding field. |
Vendors are responsible for completing all fields highlighted yellow where applicable, and reviewing totals prior to submission.
One-Time Costs Professional Services and Hardware Costs
| Costs | Vendor Notes (optional) | ||
| Professional Service Costs | |||
| Project Management Costs | |||
| Training Costs | |||
| Software Customization Costs | |||
| Data Conversion Costs | |||
| Interface Costs | |||
| Server Hardware Costs | |||
| Third-Party Hardware Costs | |||
| Third-Party Services Costs (including training, etc.) | |||
| Expenses (miscellaneous) | |||
| Other (Specify in Vendor Notes) | |||
| Other (Specify in Vendor Notes) | |||
| Total One-Time Costs | |||
| (Before Discounts) | $0.00 | ||
| Amount Discounted ($) | |||
| Total Discounted One-Time Costs | $0.00 |
| Costs | Vendor Notes (optional) | |
| Estimated Travel Costs (not to exceed basis) |
One-Time Licensing Costs
Vendor Comments on Licensing Costs
| Costs | Vendor Notes (optional) | |
| One-Time Licensing Costs (Primary Software) | ||
| One-Time Licensing Costs (Third-Party Software) | ||
| One-Time Licensing Costs (Third-Party Software) | ||
| Total One-Time Licensing Costs | $0.00 | |
| Amount Discounted ($) | ||
| Total Discounted One-Time Costs | $0.00 |
Recurring Hosting/Managed Services Costs
Vendor Comments on Hosting and Managed Services Costs
| Year 1 Hosting Costs |
| Annual Hosting/Services |
| Third-party Hosting Costs |
| Other Annual Services/Hosting Costs |
(if applicable)
| Total Hosting Cost (annual) | $0.00 |
| Amount Discounted ($) | |
| Total Discounted Hosting Amount - Year 1 Hosting Fees | $0.00 |
| Recurring Hosting Fees - Years 2 - 5 | |||
| Rate of Increase over Prior Year (as a percentage) | Hosting Costs (as a dollar amount) | Third-Party Hosting Costs (as a dollar amount) | |
| Year 2 | |||
| Year 3 | |||
| Year 4 | |||
| Year 5 | |||
| Five Year Hosting Cost | $0.00 |
Other In-Scope Costs (please specify the nature of these costs including whether they are one-time or recurring)
| Cost | Notes | |
| Ongoing Disaster Recovery Costs | ||
| Ongoing Infrastructure/Hardware Upgrade Costs | ||
| Anticipated Future Upgrade Costs (Services) | ||
| Anticipated Future Upgrade Costs (Other) | ||
| Additional Environments | ||
| Additional Databases | ||
| Other: (Please describe) | ||
| Other: (Please describe) |
| Recurring Software Maintenance Costs |
| Vendor Comments on Software Maintenance Costs |
| Year 1 Maintenance Costs | |
| Annual Maintenance - Year 1 | |
| Custom Modification Maintenance - Year 1 (if applicable) | |
| Additional Maintenance Fees - Year 1 | |
| Third-Party Maintenance Fees - Year 1 | |
| Total Recurring Maintenance Costs - Year 1 | $0.00 |
| Amount Discounted ($) | |
| Total Discounted Maintenance Costs - Year 1 | $0.00 |
| Recurring Maintenance Fees - Years 2 - 5 | |||
| Rate of Increase over Prior Year (as a percentage) | Maintenance Costs | ||
| (as a dollar amount) | Third-Party Maintenance Costs (as a dollar amount) | ||
| Year 2 | |||
| Year 3 | |||
| Year 4 | |||
| Year 5 | |||
| Five Year Maintenance Cost | $0.00 |
| TOTAL FIVE YEAR INVESTMENT | ||
| Total Discounted One-Time Costs | ||
| (Cell B19) | $0.00 | |
| Total Estimated Travel Costs | ||
| (Cell B22) | $0.00 | |
| One-Time Licensing Costs | ||
| (Cell B34) | $0.00 | |
| Other In-Scope Costs | ||
| (Cells B63:B70) | $0.00 | |
| Recurring Hosting Years 1-5 | ||
| (Cell B59) | $0.00 | |
| Recurring Maintenance Years 1-5 | ||
| (Cell B95) | $0.00 | |
| TOTAL Five Year INVESTMENT | $0.00 |
Optional Costs (Not in scope)
| Hourly Rates for Professional Services |
| Hourly Rate for Training Services |
| Hourly Rate for Project Mangement Services |
| Hourly Rate for Custom Programming (Customizations, Integrations, etc.) |
| Optional/Complementary Services | |
| Description of Services | Costs |
Optional/Complementary Module Costs (please specify the nature of these costs including whether they are one-time or recurring) Module Name Recurring Maintenance/Subscription Costs Implementation Costs Licensing Costs (if applicable)
&G &"-,Bold"&18APPENDIX 5
&"Arial,Regular"Attachment I - Vendor Cost Worksheet &"Arial,Regular"Page &P of &N &"Arial,Regular"Last Updated: January 21, 2025
Subscription Cost Worksheet
| Subscription (SaaS) Cost Worksheet |
| Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that the City requires for each functional area. When a single price may be provided for a group of modules, please provide that cost with a notation. All additional costs should be captured in the respective areas. |
Vendors are responsible for completing all fields highlighted yellow where applicable, and reviewing totals prior to submission.
One-Time Costs Professional Services and Hardware Costs
| Costs | Vendor Notes (optional) | ||
| Professional Service Costs | |||
| Project Management Costs | |||
| Training Costs | |||
| Software Customization Costs (Detail to be contained in responses to applicable requirements in Attachment B) | |||
| Data Conversion Costs (Detail to be contained in Attachment B - Data Conversion Tab) | |||
| Interface Costs (Detail to be contained in Attachment B - Interfaces Tab) | |||
| Server Hardware Costs | |||
| Third-Party Hardware Costs | |||
| Third-Party Services Costs (including training, etc.) | |||
| Expenses (miscellaneous) | |||
| Other (Specify in Vendor Notes) | |||
| Other (Specify in Vendor Notes) | |||
| Total One-Time Costs | |||
| (Before Discounts) | $0.00 | ||
| Amount Discounted ($) | |||
| Total Discounted One-Time Costs | $0.00 |
| Costs | Vendor Notes (optional) | |
| Estimated Travel Costs (not to exceed basis) |
| Recurring Subscription Costs |
| Subscription Frequency |
(Indicate whether monthly, quarterly, or annual basis)
Vendor Comments on Subscription Costs
| Year 1 Subscription Costs | |
| Subscription Cost (Primary Software) | |
| Third-Party Subscription Cost | |
| Third-Party Subscription Cost | |
| Total Subscription Cost (annual) | $0.00 |
| Amount Discounted ($) | |
| Total Discounted Subscription Amount - Year 1 Subscription Fees | $0.00 |
| Recurring Subscription Fees - Years 2 - 5 | |||
| Rate of Increase over Prior Year (as a percentage) | Subscription Costs (as a dollar amount) | Third-Party Subscription Costs (as a dollar amount) | |
| Year 2 | |||
| Year 3 | |||
| Year 4 | |||
| Year 5 | |||
| Five Year Subscription Cost | $0.00 |
Other In-Scope Costs (please specify the nature of these costs including whether they are one-time or recurring)
| Cost | Notes | |
| Ongoing Disaster Recovery Costs | ||
| Ongoing Infrastructure/Hardware Upgrade Costs | ||
| Anticipated Future Upgrade Costs (Services) | ||
| Anticipated Future Upgrade Costs (Other) | ||
| Additional Environments | ||
| Additional Databases | ||
| Other: (Please describe) | ||
| Other: (Please describe) |
| Recurring Maintenance Costs (If Applicable) |
| Vendor Comments on Maintenance Costs |
| Year 1 Maintenance Costs | |
| Annual Maintenance - Year 1 | |
| Custom Modification Maintenance - Year 1 (if applicable) | |
| Additional Maintenance Fees - Year 1 | |
| Third-Party Maintenance Fees - Year 1 | |
| Total Recurring Maintenance Costs - Year 1 | $0.00 |
| Amount Discounted ($) | |
| Total Discounted Maintenance Costs - Year 1 | $0.00 |
| Recurring Maintenance Fees - Years 2 - 5 | |||
| Rate of Increase over Prior Year (as a percentage) | Maintenance Costs | ||
| (as a dollar amount) | Third-Party Maintenance Costs (as a dollar amount) | ||
| Year 2 | |||
| Year 3 | |||
| Year 4 | |||
| Year 5 | |||
| Five Year Maintenance Cost | $0.00 |
| TOTAL FIVE YEAR INVESTMENT | ||
| Total Discounted One-Time Costs | ||
| (Cell B19) | $0.00 | |
| Total Estimated Travel Costs | ||
| (Cell B22) | $0.00 | |
| Recurring Subscription Costs Years 1-5 | ||
| (Cell B48) | $0.00 | |
| Other In-Scope Costs | ||
| (Cells B52:B59) | $0.00 | |
| Recurring Maintenance Years 1-5 | ||
| (Cell B84) | $0.00 | |
| TOTAL FIVE YEAR INVESTMENT | $0.00 |
Optional Costs (Not in scope)
| Hourly Rates for Professional Services |
| Hourly Rate for Training Services |
| Hourly Rate for Project Mangement Services |
| Hourly Rate for Custom Programming (Customizations, Integrations, etc.) |
| Optional/Complementary Services | |
| Description of Services | Costs |
Optional/Complementary Module Costs (please specify the nature of these costs including whether they are one-time or recurring) Module Name Recurring Maintenance/Subscription Costs Implementation Costs Licensing Costs (if applicable)
ATTACHMENT I
&"Arial,Regular"Attachment I - Vendor Cost Worksheet &"Arial,Regular"Page &P of &N &"Arial,Regular"Last Updated: January 21, 2025 image1.jpeg
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