Attachment #4 - Cost Proposal Form.xlsx

This is a Cost Proposal Form for RFP 185-2517-2025 issued by the State of Iowa Department of Management on behalf of Homeland Security and Emergency Management (HSEM). The solicitation seeks a cloud-based, commercial off-the-shelf Disaster Case Management solution that combines and automates case advocacy and Individual Assistance Grant Program operations for disaster response. The RFP opened on August 18, 2025, at 8:00 AM CDT and closed on October 14, 2025, at 3:00 PM CDT. The anticipated contract award date is December 31, 2025, with an initial contract term from January 1, 2026, to December 31, 2030. The contract includes potential for five additional one-year renewals. Respondents must submit cost proposals in the specified format covering Implementation, Licensing, Support & Maintenance, and Other costs across the initial five-year term (Y0 through Y5).

The total annual budget for this procurement is $150,000, with cost proposals accounting for 250 of the 750 total evaluation points. Vendors must provide annual fixed fees for both support and maintenance and for the proposed middleware solution. The contract requires vendors to pay a 1% administrative fee on all sales, submitted quarterly to the Iowa Department of Management. Payment terms allow the State of Iowa 60 days to process invoices. Vendors must provide detailed quarterly sales reports in Microsoft Excel format. The procurement is open to state and local governments, qualifying non-profit organizations, and potential cooperative purchasing entities. Vendors must have developed and implemented a case management system for a government entity within the last five years. The resulting contract may be made available to other states through cooperative purchasing entities. Subcontractors are permitted with completion of a Subcontractor Disclosure Form required.