Attachment 1_Addendum 1_Revised Cost Proposal.xlsx
XLSX spreadsheet 122 KB Posted
- Attached to
- Conference Planning and Coordination Services
- Solicitation number
- HHS0014929
- Issued by
- Texas
About this file
This is a Revised Cost Proposal Exhibit H submitted as an addendum to Solicitation Number HHS0014929 for Conference Planning and Coordination Services issued by the Texas Health and Human Services Commission (HHSC) on behalf of the Council on Sex Offender Treatment (CSOT). The solicitation seeks a contractor to plan, coordinate, and execute an annual two-day statewide training conference accommodating up to 450 attendees, available in both in-person and virtual formats. The cost proposal template establishes line items for in-person conference fees (estimated 300 attendees at $0.00 per unit), virtual conference fees (estimated 125 attendees at $0.00 per unit), and exhibit booth fees (10 booths annually). The proposal covers an initial term of 36 months (three years) with optional extension terms of 24 months (two additional years), for a total contract period of 60 months. Proposals were due by December 20, 2025, at 10:30 AM Central Time, with an anticipated contract start date of May 2025.
The cost proposal is structured as a zero-dollar revenue model where the contractor generates income solely through conference registration fees and exhibit booth sales, with all associated expenses itemized across multiple categories including venue and security costs, conference management, speaker fees, CEU accreditation, website maintenance, and post-conference evaluation. Historical data from 2017-2023 shows annual attendee estimates ranging from 419 to 504 total participants, with total estimated conference expenses of approximately $469,585 for 2017. The contractor must submit all-inclusive unit pricing for mandatory deliverables, and any line items left at $0.00 indicate the contractor will provide that service at no cost. The proposal permits annual price inflators not to exceed 3 percent and requires respondents to provide three years of financial statements (2021-2023) to demonstrate financial solvency and complete a HUB Subcontracting Plan. Any excess revenue above costs is retained by CSOT as the sponsoring agency or rolled over as startup funding for subsequent conferences.
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Total Price Summary
| Exhibit H - Cost Proposal |
| Total Price Summary |
| Solicitation Number | HHS0014929 | |
| Solicitation Title | Conference Planning and Coordination Services | |
| Respondent Name | [To be entered by the Respondent] | |
| Total Price Summary Instructions and Information | ||
| 1 | Respondent shall complete all "yellow" highlighted cells. | |
| 2 | Blue cell totals and subtotals are automatically calculated. Other cells may be informational or do not require data. |
Total Price Summary
| Line No. | Description | Unit of Measure | Initial Term | Optional Extension Terms | Total | ||
| 60 Months | Cost Formula | ||||||
| Year 1 | |||||||
| 12 Months | Year 2 | ||||||
| 12 Months | Year 3 | ||||||
| 12 Months | Total Initial Term | ||||||
| 36 Months | Year 4 | ||||||
| 12 Months | Year 5 | ||||||
| 12 Months | Total Optional Extension Terms |
24 Months
| Quantity | All-Inclusive Unit Price | Annual Income | All-Inclusive Unit Price | Annual Income | All-Inclusive Unit Price | Annual Income | All-Inclusive Unit Price | Annual Income | All-Inclusive Unit Price | Annual Income | |||||||||
| Income | |||||||||||||||||||
| 1 | In-person conference fee | ||||||||||||||||||
| - collaborate with HHSC on Conference registration fees | Per Attendee | 300 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | =Quantity x Price | |||
| 2 | Virtual conference fee | ||||||||||||||||||
| - collaborate with HHSC on Conference registration fees | Per Attendee | 125 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | =Quantity x Price | |||
| 3 | Exhibit booth/space fee | Each | 10 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | =Quantity x Price | ||
| 4 | Total Annual Income | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Line No. | Description | Unit of Measure | Initial Term | Optional Extension Terms | Total Optional Extension Terms | ||
| 24 Months | Total | ||||||
| 60 Months | Cost Formula | ||||||
| Year 1 | |||||||
| 12 Months | Year 2 | ||||||
| 12 Months | Year 3 | ||||||
| 12 Months | Total Initial Term | ||||||
| 36 Months | Year 4 | ||||||
| 12 Months | Year 5 |
12 Months
| Quantity | All-Inclusive Unit Price | Annual Expense | All-Inclusive Unit Price | Annual Expense | All-Inclusive Unit Price | Annual Expense | All-Inclusive Unit Price | Annual Income | All-Inclusive Unit Price | Annual Income | ||||||||
| Expenses | ||||||||||||||||||
| 5 | Reports, plans, meetings, and conference calls expenses | |||||||||||||||||
| - including but not limited to updating Project Work Plans, providing strategic plans, weekly, monthly, and quarterly reports, monthly conference calls, attending all scheduled conference committee workgroups, project schedule report, exependiture report, post-conference report and summary meetings | Each | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | =Quantity x Price | ||
| 6 | Conference venue and security expenses for in-person conference | |||||||||||||||||
| - if State facility unavailable and security not provided | Each | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | =Quantity x Price | ||
| 7 | In-person conference expenses | |||||||||||||||||
| - including but not limited to managing technological elements, logistics for registration, speakers, evaluations, surveys, exhibitors, exhibitor booth/space, design, creating, and printing relevant conference materials, providing limited on-site copying to be used on an emergency basis, beverage and refreshments service at a minimum throughout each day of the conference, provide trained conference staff, and advertising | Each | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | =Quantity x Price | ||
| 8 | Virtual conference expenses | |||||||||||||||||
| - including but not limited to managing technological elements, secure virtual delivery platform and host site, logistics for registration, speakers, online evaluations, surveys, and conference materials, and advertising | Each | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | =Quantity x Price | ||
| 9 | Website, email, phone, mail, and payment methods expenses | |||||||||||||||||
| - including but not limited to the development, securing, and maintenance of the website, managing a unique email address, a database of attendees, speakers/presenters, and exhibitors for the event on the HHSC website, providing CEU information on the website, managing of registration confirmations, refunds, payment options and payments received via online, phone, and mail | Each | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | =Quantity x Price | ||
| 10 | CEU training, accreditation, and licensing expenses | |||||||||||||||||
| - including but not limited to maintaining a log of all completed courses on file, develop and operate a system for verifying CEU completion of requirements to obtaining CEU certificate, prepare and distribute CEU certificates, complete CEU licensing and accreditation requirements | Each | 1 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | =Quantity x Price | ||
| 11 | Total Annual Expense | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||
| 12 | Total Annual Income | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||
| 13 | Total Net Income | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||
| 14 | Total Net Income for Initial Term and Optional Terms | $0.00 | ||||||||||||||||
| 15 | Net Income Percentage | 0.00% | 0.00% | 0.00% | 0.00% | 0.00% | 0.00% | 0.00% | ||||||||||
| Notes | ||||||||||||||||||
| 1 | Respondent's proposed all-inclusive unit prices are for the Goods and/or Services as specified in this Solicitation and shall include all labor, materials, tools, supplies, equipment, and personnel, including but not limited to, travel expenses, associated costs and incidental costs necessary to provide the products and Services according to the minimum specifications, requirements, provisions, terms, and conditions set forth in the Solicitation. | |||||||||||||||||
| 2 | The quantity is based on historical utilization and provided for evaluation purposes only. System Agency makes no guarantee of volume, usage, or total compensation to be paid to any Respondent under any awarded Contract, if any, resulting from this Solicitation. | |||||||||||||||||
| 3 | Initial and Optional extension terms total revenue and costs are included in the cost proposal for evaluation purposes only. | |||||||||||||||||
| 4 | Respondent shall submit a saved-as version of the posted cost proposal in an Excel file format. Alternative versions of the cost proposal that edit locked cells or change the cost proposal structure are not acceptable and may lead to Respondent disqualification. | |||||||||||||||||
| 5 | Respondent shall provide all-inclusive unit prices for a minimum order quantity of one (1) unit. Failure to submit any mandatory requirement with the cost proposal may be grounds for deeming the proposal non-responsive and may disqualify the proposal. If Respondent elects not to enter a price where required, and the cell retains $0.00, then Respondent shall provide the Deliverable to the System Agency at no cost. |
&F &A &P of &N
Data
| Select Procurement Method of Calculation? | Please delete 'Var Qty', 'Operations Volume', and 'Volume' Worksheets | Year | Attendees | Total Fee | Est. Fee Per Attendee | The Program indicated 426 per year for both in-person and virtual. Estimate 300 in-person and 125 virtual. | |
| Fixed | 2023 | 440 | $ 133,480.00 | $ 303.36 | |||
| 2023/2022 | 443 | $ 126,190.00 | $ 284.85 | The Program indicated 10 Exhibitors per year | |||
| Cell Names | Worksheet Titles (Amend as Necessary) | Drop Down Menu | 2021 | 419 | $ 118,680.00 | $ 283.25 | |
| TPS | Total Price Summary | Select which type of procurement | 2020 | 433 | $ 119,680.00 | $ 276.40 | |
| Tran | Phase I -Transition | Fixed | 2019 | 504 | $ 130,375.46 | $ 258.68 | |
| Ops | Phase II - Operations | Variable | Total Attendees | 2239 | $ 628,405.46 | ||
| Vol | Phase II - Volume | Volume | avg attendees | ||||
| Turn | Phase III - Turnover | 448 |
| Exhibit Title | H | Period Durations | Tasks | 2017 Estimates | 2023 | See expense report for 2023-2019 PDF for further expenses | |||||||||||||
| Solicitation Number | HHS0014929 | Period | Months | 1 | Conference environment costs (Facilities, Audio Visual) | Fulfill facility or virtual conference hosting requirements. Identify and secure conference location to include all facility arrangements and venue costs, insurance security (if needed), and refreshments. | Facilities $57,756.50, Audio Visual $71,585.64, Refreshments $47,058.60, Parking/Travel $231.47 | Facilities & food $54,927.53, Audio Visual $38,504.59 | |||||||||||
| Solicitation Title | Conference Planning and Coordination Services | T1M | 0 | 2 | Website costs (Media) | Maintain and update existing website with upcoming conference events, content and registration information. | Web Media $1,000,Media$ 6,260.12 | Media $159 web site hosting fee annual based | |||||||||||
| Respondent Name | [To be entered by the Respondent] | Y1M | 12 | 3 | Toll-free telephone costs | Implement and maintain a toll-free telephone number associated with conference events and registration confirmation. | $1,723.32 | ||||||||||||
| Y2M | 12 | 4 | Speaker/Presenter costs (Speakers Fee and Travel) | Contact, negotiate and contract with speakers/presenters relevant to the conference. | Estimate 2017 40 speakers at $95,903.71 (fees, hotels) | 12 speakers fee and hotel $28,570.28 Council rooms $1,585.17 for 8 members) | |||||||||||||
| Term Type Description | Years | Months | Y3M | 12 | 5 | Exhibit space costs | Identify, contact and register exhibitors for conference event. Cost for booths and exhibits shall also be submitted with break-even number of booths and exhibits. | $28,137.41 | |||||||||||
| Total Term | |||||||||||||||||||
| (Initial Term + Optional Extension Terms) | 5.00 | 60 | Y4M | 12 | 6 | Costs associated with providing CEUs | Costs Complete documents to fulfill Continuing Education Units (CEUs) requirements. | Convention Center CE $2,000, CE Labor etc $26,760.60 | $1,783.34 hotel for staff, $4,141.48 labor | ||||||||||
| Phase Duration | Y5M | 12 | 7 | Advertising costs (Printing/Mailing) | Advertising to attract attendees to The Institute | Printing/Mailing $60, | brochure $405.94 | ||||||||||||
| Transition Duration | - 0 | - 0 | Y6M | 8 | Registration activities costs (Registration Supplies, Attendee Items, Credit Card fees) | Manage registration activities for the conference. Maintain a database of attendees, speakers/presenters, and exhibitors for the conference on the HHSC website. | $19,928.56, Credit Card fees $7,290.45 | $1,300 badges, lanyards, badge holders credit card fees $4,141.48 | |||||||||||
| Operations Duration | 5.00 | 60 | Y7M | 9 | Written materials costs | Design, create, and print (as applicable) brochures, agendas, handouts and other materials relevant to the conference | $9,996.35 | ||||||||||||
| Term | Y8M | 10 | Conference management costs (Staff labor, Travel, Hotel) | Manage activities and/or services during the conference. | $96,050, $484.79 Performance bond insurance | ||||||||||||||
| Initial Term | 3.00 | 36 | Y9M | 11 | Deliverables (to include conference reporting to HHSC) | Prepare and submit deliverables to HHSC. | |||||||||||||
| Optional Extension Terms | 2.00 | 24 | Y10M | 12 | Post conference evaluation costs | Conference follow-up. Post conference summary meeting to discuss reports and performance evaluation. | |||||||||||||
| 13 | Additional Tasks not listed above | Have instructions for Respondents to add as many lines and have formulas update accordingly. | |||||||||||||||||
| Phase/Term/Duration Calculated Summary | Total expenses $469,585.02 for 2017 | Total expenses $469,585.02 for 2017 | |||||||||||||||||
| Phase | Term | Month | Year | CSOT would retain $29,500 each yr if any excess revenue will be distributed to CSOT as sponsoring agency or rollover fund to start up next conference | |||||||||||||||
| Begin | End | Duration | Begin | End | Total Cost for Conference | ||||||||||||||
| Transition | Initial Term | 0 | 0 | 0 | 0 | 0 | Estimate of Attendees | 350 | Need create sub category of early, late,m per date rates based on estimate qty | ||||||||||
| Operations | Initial Term | 1 | 12 | 12 | 1 | 1 | Registration Fee (need itemize for early, late, day rate) | *If have different rates for early, late, etc need to break out with qty so Respondents enter the fees amts and we estimate qty | |||||||||||
| Operations | Initial Term | 13 | 24 | 12 | 2 | 2 | Revenue from Exhibitor | ||||||||||||
| Operations | Initial Term | 25 | 36 | 12 | 3 | 3 | Projected Revenue above Cost for Conference | Need create formula | |||||||||||
| Operations | Optional Extension Terms | 37 | 48 | 12 | 4 | 4 | |||||||||||||
| Operations | Optional Extension Terms | 49 | 60 | 12 | 5 | 5 |
| Total Transition Initial Term | 0 |
| Total Operations Initial Term | 36 |
| Total Optional Extension Terms | 24 |
| Total All Months | 60 |
Cell Names Content
| Inst | Instructions and Information |
| Yellow | Respondent shall complete all "yellow" highlighted cells. |
| Blue | Blue cell totals and subtotals are automatically calculated. Other cells may be informational or do not require data. |
| No_Data | There is no data entry on this worksheet. |
| All | All-Inclusive Unit Price |
| All_Volume | All-Inclusive Unit Price Per User Per Month |
| All_Other | Enter any other, ie. All-Inclusive Contingency Fee Percentage |
| Annual_Cost | Annual Cost |
| Total_Annual_Cost | Total Annual Cost |
| Cost | Cost Formula |
| Exp | Expenses |
| Ann_Exp | Annual Expense |
| Tot_Ann_Exp | Total Annual Expense |
| Description | Description |
| Each | Each |
| Fee | Fee |
| Fixed | Fixed Fee |
| Hrs | Hours |
| Initial_Term_Name | Initial Term |
| Total_Initial_Term | Total Initial Term |
| Line | Line No. |
| Month_Fee | Monthly Fee |
| Monthly | Monthly |
| Optional_Term_Name | Optional Extension Terms |
| Total_Optional_Term | Total Optional Extension Terms |
| Per | Per |
| Period_Cost | Period Cost |
| Total_Period_Cost | Total Period Cost |
| Ann_Inc | Annual Income |
| Tot_Ann_Inc | Total Annual Income |
| Inc | Income |
| Tot_Inc | Total Income |
| Qty | Quantity |
| Qty_Hr | Hours Per Month |
| Qty_Price | =Quantity x Price |
| Qty_Mo | =Quantity x Price x Months |
| Total | Total |
| Total_Cost | Total Cost |
| Total_Per_Or_Ann_Cost | Total Period or Annual Cost |
| Total_Operations_Cost | Total Operations Period or Annual Cost |
| Total_Intial_And_Opt_Terms | Total Initial Term and Optional Extension Terms |
| Total_Cost_Int_Opt_Terms | Total Cost Initial Term and Optional Extension Terms |
| Total_trans_cost | Total Transition Cost |
| Trans | Transition |
| Turn_Over | Turnover |
| Total_turn_cost | Total Turnover Cost |
| Unit | Unit of Measure |
| UOM | Unit |
| User | User |
| Notes | Notes |
| Note_est_no_units | Respondent's proposed all-inclusive unit prices are for the Goods and/or Services as specified in this Solicitation and shall include all labor, materials, tools, supplies, equipment, and personnel, including but not limited to, travel expenses, associated costs and incidental costs necessary to provide the products and Services according to the minimum specifications, requirements, provisions, terms, and conditions set forth in the Solicitation. |
| Note_est_his | The quantity is based on historical utilization and provided for evaluation purposes only. System Agency makes no guarantee of volume, usage, or total compensation to be paid to any Respondent under any awarded Contract, if any, resulting from this Solicitation. |
| Note_all_inclusive_price | Initial and Optional extension terms total revenue and costs are included in the cost proposal for evaluation purposes only. |
| Note_T_all_inclusive_price | Total costs are included in the cost proposal for evaluation purposes only. The all-inclusive unit prices will be used for evaluation purposes and will apply to the Contract and any amendments executed to incorporate new Services and/or Deliverables to the Contract. |
| Note_AIUP_Min_Order | Respondent shall provide all-inclusive unit prices for a minimum order quantity of one (1) unit. Failure to submit any mandatory requirement with the cost proposal may be grounds for deeming the proposal non-responsive and may disqualify the proposal. If Respondent elects not to enter a price where required, and the cell retains $0.00, then Respondent shall provide the Deliverable to the System Agency at no cost. |
| Note_turn | Phase III - Turnover costs, may be applied during the initial term if the optional extension terms are not exercised. |
| Note_Eval | The cost proposal with the lowest total cost will receive the highest available rating allocated to the relevant objective cost criterion in the evaluation, if applicable. Each proposal that has a higher cost than the lowest will have a lower rating for the relevant objective cost criterion in the evaluation, if applicable. The percentage allocated to higher-priced proposals will be calculated using the following formula: [1–(total cost–lowest total cost)/highest total cost] x max percentage available for cost criterion. |
| Note_Period | A term of less than 12 months may occur for a given phase and as such is considered a period term. Terms of 12 months are identified as an annual term. |
| Note_alter | Respondent shall submit a saved-as version of the posted cost proposal in an Excel file format. Alternative versions of the cost proposal that edit locked cells or change the cost proposal structure are not acceptable and may lead to Respondent disqualification. |
| Note_vol | The estimated number of {remove parenthesis once the edits are made to reference the correct units for the blue bands. Some examples are users, users per month, surveys, surveys per month, staff, etc.} in the cost proposal is for evaluation purposes only and the evaluation tiers are identified in grey above. Total compensation to be paid to any Respondent is based on actual number of {Update this section accordingly and remove parentheses. Some examples are users per month, surveys per month, etc.} |
| Note_grey_band | The estimated number of (Add this note to the Total Price Summary worksheet when using the Volume CP, edit accordingly, and delete the parenthesis. Examples to use here are users, surveys, staff, etc.) in the cost proposal is for evaluation purposes only. The evaluation tiers are identified by a grey-highlighted band in the Volume worksheet. Total compensation to be paid to any Respondent is based on the actual number of {Delete parenthesis and update accordingly. Some examples are users, surveys, etc.}. |
| Note_No_Calc | Optional - Proposed New Solutions may be initiated during the initial term or the optional extension terms and are based on available funding. The Optional - A Proposed New Solutions total cost is not reflected in the Total Price Summary worksheet. |
| Lines | Respondent shall add as many lines as necessary to provide the appropriate information. |
| Rows | If extra rows are added to this worksheet, it is Respondent's responsibility to ensure all rows are counted in the totals. |
| Integ | It is Respondent's responsibility to maintain the integrity of all formulas and links throughout this workbook. |
| Inflate | Respondents are permitted to submit an annual inflator percent adjustment not to exceed 3%. Respondents shall choose from the drop down menu to select the percentage of inflator. |
| Note_Blue_Insert | Blue cell totals and subtotals are automatically calculated. If additional rows are added by Respondent, applicable formulas shall be copied to maintain accurate totals. Other cells may be informational or do not require data. |
| Conf | Conference fee is for a two-day conference event. |
Notes:
1: This Data tab is used by the Procurement Financial Services analyst to enter static or controlled data in the cost proposal. This method is used to ensure that all CP tabs have the same data where necessary and allows for one change to update many cells in the CP.
2: The yellow shaded cells are used by the PFS analyst to provide basic solicitation information and the Total term, transition period and initial term durations. This data is used to calculate the Phase, Term and Month data used in the CP worksheets.
3: The Title name of each worksheet tab is used to populate the worksheet header in each worksheet and the Total Price summary. It is important to have these headers match the Phase titles in the solicitation.
4: You will find "defined names" used frequently in this CP. This provides accuracy in the calculation of values used throughout the CP. Do not change the defined names unless necessary as they may be referred in formulas used throughout the CP.
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