Attachment_5_-_Cost_Workbook.xlsx

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Attached to
Implementation, Maintenance and Support of New Case Management System (CMS)
Solicitation number
RFP 026-2630601-RA
Issued by
Orange County, San Diego City, California

About this file

Written by GovTribe AI ·

This document is an Excel-based Cost Workbook for the County of Orange Office of the District Attorney's Request for Proposal (RFP No. FB0006) for the Implementation, Maintenance and Support of a New Case Management System (CMS). The RFP seeks a comprehensive digital solution with a projected 11-year contract term, commencing in February 2025, with key dates including a pre-proposal submission meeting on August 14, 2024, a question and answer deadline of August 21, 2024, and proposal submissions due on September 18, 2024. The cost workbook requires respondents to provide detailed pricing across multiple worksheets, including implementation services, maintenance and operations, software and licensing, hosting, pricing assumptions, and hourly rates for time and materials services.

The cost workbook instructs respondents to provide firm pricing throughout the contract term, with specific requirements for local small businesses (OCLSB) and Disabled Veteran Business Enterprises (DVBE), which can receive a 5% bid price reduction or scoring advantage. The procurement mandates that at least 20% of the total bid amount be allocated to certified OCLSB or DVBE subcontractors. Respondents must complete yellow-shaded cells across various worksheets, detailing costs for different project phases and service categories, and provide a comprehensive breakdown of assumptions, labor categories, and hourly rates. The evaluation will consider proposals across five key criteria: Solution Offering + Requirements (300 points), Implementation Services (200 points), Experience and Qualifications (100 points), Corporate Sustainability (50 points), and Cost (100 points).

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Other files

File Type Posted
Implementation,_Maintenance_and_Support_of_New_Case_Management_System_(CMS)_(Addendum_#4_Revision).pdf PDF
Implementation,_Maintenance_and_Support_of_New_Case_Management_System_(CMS)_(Addendum_#4_Revision).pdf PDF
Attachment_11_-_Software_and_Licensing_Agreement.docx DOCX document
Attachment_2_-_Respondent_Proposal_Template.docx DOCX document
Attachment_4_-_Non-Functional_Requirements.xlsx XLSX spreadsheet
Attachment_6_-_Compliance_Statements.docx DOCX document
Exhibit_III_-_Model_Contract.pdf PDF
Exhibit_IV_-_Statement_of_Work.pdf PDF
Attachment_14_-_Proposed_Service_Level_Agreements.xlsx XLSX spreadsheet
Attachment_16_-_Exceptions_-_Revisions_to_Model_Contract.docx DOCX document
Attachment_2_-_Respondent_Proposal_Template.docx DOCX document
Attachment_8_-_Professional_Services_Background.docx DOCX document
Exhibit_I_-_County_of_Orange_Security_Policies_and_Procedures.pdf PDF
Attachment_12_-_Hosting_Agreement.docx DOCX document
Attachment_7_-_Company_Profile_&_References.docx DOCX document
Pre-proposal_Submission_Meeting_slides.pdf PDF
Attachment_11_-_Software_and_Licensing_Agreement.docx DOCX document
Attachment_15_-_Cloud_-Saas_Requirements.docx DOCX document
Attachment_3_-_Functional_Requirements.xlsx XLSX spreadsheet
Attachment_4_-_Non-Functional_Requirements.xlsx XLSX spreadsheet
Pre-proposal_Submission_Meeting_slides.pdf PDF
Attachment_10_-_Levine_Act.docx DOCX document
Attachment_13_-_Maintenance_and_Support_Agreement.docx DOCX document
Attachment_14_-_Proposed_Service_Level_Agreements.xlsx XLSX spreadsheet
Attachment_3_-_Functional_Requirements.xlsx XLSX spreadsheet
Attachment_5_-_Cost_Workbook.xlsx XLSX spreadsheet
Attachment_8_-_Professional_Services_Background.docx DOCX document
Attachment_9_-_OCLSB_DVBE_Certification_Requirements.docx DOCX document
Exhibit_II_-_County_of_Orange_Records_Retention_Schedule.pdf PDF
Exhibit_I_-_County_of_Orange_Security_Policies_and_Procedures.pdf PDF
Attachment_12_-_Hosting_Agreement.docx DOCX document
Attachment_13_-_Maintenance_and_Support_Agreement.docx DOCX document
Attachment_6_-_Compliance_Statements.docx DOCX document
Attachment_7_-_Company_Profile_&_References.docx DOCX document
Attachment_9_-_OCLSB_DVBE_Certification_Requirements.docx DOCX document
Exhibit_IV_-_Statement_of_Work.pdf PDF
Attachment_15_-_Cloud_-Saas_Requirements.docx DOCX document
Attachment_16_-_Exceptions_-_Revisions_to_Model_Contract.docx DOCX document
Attachment_10_-_Levine_Act.docx DOCX document
Exhibit_III_-_Model_Contract.pdf PDF
Exhibit_II_-_County_of_Orange_Records_Retention_Schedule.pdf PDF
Attachment_1_-_RFP_Proposal_Checklist.docx DOCX document
RFP_#026-2630601-RA.pdf PDF
Attachment_1_-_RFP_Proposal_Checklist.docx DOCX document
RFP_#026-2630601-RA.pdf PDF
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Instructions

Attachment 5 - Cost Workbook
Workbook Instructions
This MS Excel Workbook contains a set of worksheets which must be completed to build the Respondent's Cost offer for the CMS.
PLEASE NOTE: Only those fields within each table in the worksheets that are shaded in yellow should be populated by Respondents.
Table of Contents
Worksheet TitleDescription
Total CostSummarizes all proposed costs for Implementation and Production services carried forward automatically from the various worksheets in this workbook. Respondents should ensure the accuracy of the information automatically calculated in this worksheet.
Implementation ServicesRespondents must provide the total fixed-fee costs for Implementation Services, including all software, hardware, software customization, implementation services, and deployment services and activities required to support the design, development, and deployment of the CMS.
Maintenance and OperationsRespondents are to provide all costs for services related to maintenance and operations, including on-going maintenance, help desk services, and other services to be provided.
Software and LicensingRespondents are to provide all costs associated with software and licensing.
HostingRespondents are to provide all costs related to Hosting the solution as defined in the RFP.
Pricing AssumptionsRespondents are to list and describe all assumptions made in determining pricing for this offer.
Hourly Rate T&M ServicesRespondents are to list the number of hours and rate(s) used to determine the fixed prices proposed for any tasks or elements included in the Proposal Response Template. The rate will be guaranteed through the duration of the contract.

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Total Cost

Worksheet Instructions
The values in this worksheet are automatically populated from the listed worksheets.

Respondents must verify that the amounts carried forward are correct and accurate.

Total Cost
1. Implementation Services2. Maintenance and Operations3. Software and Licensing4. Hosting
Years 1 - 3$ - 0$ - 0$ - 0$ - 0
Years 4-10--$ - 0$ - 0$ - 0
$ - 0$ - 0$ - 0$ - 0
Total Cost:$ - 0

&"Arial Bold,Bold"&10&K000000Office Of The District Attorney Implementation, Maintenance and Support of New CMS &"Arial Bold,Bold"&10&K000000RFP No.: &KFB0006 &K000000026-2630601-RA Attachment 5: Cost Workbook

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2. Maintenance and Operations

Worksheet Instructions
Respondents are to provide the cost for Maintenance and Operations as described in Attachment 19 - Statement of Work of the RFP. Values in the green shaded cell are automatically calculated. Additionally:

1. Respondents may insert additional rows as required.

2. Respondents must ensure spreadsheet calculations are correct.

3. Respondents are required to hold pricing firm throughout the term of the agreement without regard to the estimated annual percentages.

Maintenance and Operations Cost
Annual CostComments
Year 1FILL INFILL IN
Year 2FILL INFILL IN
Year 3FILL INFILL IN
Year 4FILL INFILL IN
Year 5FILL INFILL IN
Year 6FILL INFILL IN
Year 7FILL INFILL IN
Year 8FILL INFILL IN
Year 9FILL INFILL IN
Year 10FILL INFILL IN
Year 11FILL INFILL IN
Total Maintenance and Operations Cost:$ - 0

1. Implementation Services

Worksheet Instructions
Respondents are to provide the cost for Implementation Services as described in Attachment 19 - Statement of Work of the RFP. Values in the green shaded cell are automatically calculated. Additionally:

1. Respondents may insert additional rows as required.

2. Respondents must ensure spreadsheet calculations are correct.

3. Respondents are required to hold pricing firm throughout the term of the agreement without regard to the estimated annual percentages.

Implementation Services Cost
Annual CostProject ManagementEnterprise Analysis and DesignBuild (Development and Configuration)TestingTraining and Knowledge TransferCutover Readiness and Production Go-LivePost Go-Live and Transition to SupportProduction Support and Maintenance
Year 1FILL INFILL INFILL INFILL INFILL INFILL INFILL INFILL INFILL IN
Year 2FILL INFILL INFILL INFILL INFILL INFILL INFILL INFILL INFILL IN
Year 3FILL INFILL INFILL INFILL INFILL INFILL INFILL INFILL INFILL IN
$ - 0$ - 0$ - 0$ - 0$ - 0$ - 0$ - 0$ - 0$ - 0
Total Implementation Services Cost:$ - 0

3. Software and Licensing

Worksheet Instructions
Respondents are to provide the cost for Software and Licensing as described in Attachment 19 - Statement of Work of the RFP. Values in the green shaded cell are automatically calculated. Additionally:

1. Respondents may insert additional rows as required.

2. Respondents must ensure spreadsheet calculations are correct.

3. Respondents are required to hold pricing firm throughout the term of the agreement without regard to the estimated annual percentages.

4. All required Software Items shall be included on this worksheet (e.g., Database Management Systems,etc.)

5. The Proposal Response Template shall include all proposed software, software manufacturer, brand name, module name and version number for the items being proposed and priced below.

6. Costs shall include all required and proposed environments (e.g., sandbox, development, testing, training, production, disaster recovery).

7. Respondents may complete one line per environment if that is easier or provides further clarity.

8. All costs associated with the purchase, delivery, installation, inspection, licenses, production and any applicable sales taxes of the Software components shall be loaded into the Software Cost.

9. Respondents must provide a response and associated costs for a hosted solution on a cloud-based or SaaS solution offering.

Software and Licensing Cost
Annual CostComments
Year 1FILL INFILL IN
Year 2FILL INFILL IN
Year 3FILL INFILL IN
Year 4FILL INFILL IN
Year 5FILL INFILL IN
Year 6FILL INFILL IN
Year 7FILL INFILL IN
Year 8FILL INFILL IN
Year 9FILL INFILL IN
Year 10FILL INFILL IN
Year 11FILL INFILL IN
Total Software and Licensing Costs:$ - 0

4. Hosting

Worksheet Instructions
Respondents are to provide the cost for Hosting as described in Attachment 19 - Statement of Work of the RFP.Values in the green shaded cell are automatically calculated. Additionally:

1. Respondents may insert additional rows as required.

2. Respondents must ensure spreadsheet calculations are correct.

3. Respondents are required to hold pricing firm throughout the term of the agreement without regard to the estimated annual percentages.

4. Respondents must provide a response and associated costs for a hosted solution on a cloud-based or SaaS solution offering.

Hosting Cost
Annual CostComments
Year 1FILL INFILL IN
Year 2FILL INFILL IN
Year 3FILL INFILL IN
Year 4FILL INFILL IN
Year 5FILL INFILL IN
Year 6FILL INFILL IN
Year 7FILL INFILL IN
Year 8FILL INFILL IN
Year 9FILL INFILL IN
Year 10FILL INFILL IN
Year 11FILL INFILL IN
Total Hosting Costs:$ - 0

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Pricing Assumptions

Worksheet Instructions
Respondents are to list and describe all assumptions made in determining pricing for this offer. Respondents are to identify which aspect of this cost offer is impacted by each assumption. Additionally:

1. Respondents are required to state all assumptions upon which its pricing is being determined.

2. Respondents shall provide the relative cost impact (either an increase as a positive $$ or a decrease expressed as negative $$).

3. Assumptions shall not conflict with the Terms and Conditions of this RFP or OCDA's Standard Contract Provisions as documented in Attachment 18 - Model Contract (unless otherwise noted in Attachment 20 - Exceptions / Revisions to Model Contract).

Pricing Assumptions
Item #Assumption CategoryAssumption Details and/or Descriptions
FILL INFILL INFILL IN
FILL INFILL INFILL IN
FILL INFILL INFILL IN
FILL INFILL INFILL IN
FILL INFILL INFILL IN
FILL INFILL INFILL IN
FILL INFILL INFILL IN
FILL INFILL INFILL IN
FILL INFILL INFILL IN
FILL INFILL INFILL IN
FILL INFILL INFILL IN
FILL INFILL INFILL IN
FILL INFILL INFILL IN
FILL INFILL INFILL IN
FILL INFILL INFILL IN
Insert additional rows above this one, as required.

&"Arial Bold,Bold"&10&K000000Office Of The District Attorney Implementation, Maintenance and Support of New CMS &"Arial Bold,Bold"&10&K000000RFO No.: &KFB0006 &K000000026-2630601-RA Attachment 5: Cost Workbook

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Hourly Rate T&M Services

Worksheet Instructions
Respondents are to provide Hourly Rates for additional services by common Labor Categories, including a Blended Team Rate. Additionally:

1. The roles listed below are samples. Respondents should customize as required.

2. If new roles are added or existing roles are revised, the Respondent should provide a definition of the new or revised roles.

3. Hourly Labor Rates should be expressed in USD and include all costs including minimum number of hours and any potential Travel Expenses.

4. Respondents may insert additional rows as required.

5. Respondents must ensure spreadsheet calculations are correct.

6. Respondents are required to hold pricing firm throughout the term of the agreement without regard to the estimated annual percentages.

Hourly Rate for T&M Services
Item #RoleHourly Rate
1Solution / System ArchitectFILL IN
2Business Analyst/Funct. LeadFILL IN
3Change Management LeadFILL IN
4Communications/Network SpecialistFILL IN
5Database AdministratorFILL IN
6Database DesignerFILL IN
7Help Desk SpecialistFILL IN
8Hardware SpecialistFILL IN
9Operations Lead/ManagerFILL IN
10Project DirectorFILL IN
11Project ManagerFILL IN
12ProgrammerFILL IN
13Quality Assurance ManagerFILL IN
14Security Systems EngineerFILL IN
15Systems AdministratorFILL IN
16Technical WriterFILL IN
17Test Lead/ManagerFILL IN
18TesterFILL IN
19Training Lead/ManagerFILL IN
20Training SpecialistFILL IN
Insert additional rows above this one, as required.

&"Arial Bold,Bold"&10&K000000Office Of The District Attorney Implementation, Maintenance and Support of New CMS &"Arial Bold,Bold"&10&K000000RFO No.: &KFB0006 &K000000026-2630601-RA Attachment 5: Cost Workbook

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