Appendix H - DMV Credentialing RFP Cost Proposal Template Rev. 1.xlsx

This is a cost proposal template for the Rhode Island Department of Revenue, Division of Motor Vehicles Credentialing System RFP (RFP26006341), designed for qualified vendors to submit pricing for the design, development, and implementation of a replacement credentialing system. Vendors must provide all costs associated with implementation, support, licenses, and hardware in the designated yellow cells of the spreadsheet template, with all pricing quoted on a fixed-price cost model assuming a card volume of 325,000 cards for year one and an estimated growth of 3% annually throughout the initial contract term. The template requires vendors to itemize implementation fees (including discovery and design, configuration/development, testing, support, training, deployment, data migration, and hardware), license and support fees (software licenses, post-implementation support, hardware, and other ongoing costs), enhancement costs using a blended hourly rate, and optional service costs. The initial contract term commences approximately July 1, 2026, and runs for four years including the implementation phase, with optional renewal periods of up to four additional 12-month terms. The vendor question and answer submission period opens February 5, 2026 at 10:15 AM EST and closes February 18, 2026 at 2:00 PM EST, with all proposals due electronically through Ocean State Procures no later than March 5, 2026 at 11:00 AM EST.

Pricing evaluation will be based on guaranteed services and the fixed-price cost model for the projected card volumes, with price per card for volumes exceeding annual projections excluded from scoring evaluation but reviewed by the State to ensure pricing does not exceed industry standards. Vendors cannot increase pricing after submission and must document all pricing assumptions in the designated worksheet. The State reserves the right to negotiate pricing with the numerically low bidder if non-evaluated line items are deemed to exceed industry standards. All anticipated travel expenses must be included in the pricing proposal. Vendors are required to maintain comprehensive insurance coverage including general liability ($1,000,000), workers' compensation ($100,000), automobile liability ($1,000,000), professional liability ($2,000,000), technology errors and omissions ($10,000,000), and IT cyber/privacy insurance ($5,000,000-$20,000,000), with a 0.33% state contract administrative fee to be deducted from all invoices. ISBE (Minority, Women, and Disability Business Enterprise) participation is a scoring criterion, and vendors must commit to achieving their proposed ISBE participation rates throughout the contract term.