Attachment_C_Volume_III_Cost_Proposal_Format.pdf

Attachment C - Volume III (Cost Proposal Submittal Format)

Volume III – Cost Proposal Submittal Format Proposers shall organize their Cost Proposal in accordance with the structure outlined in Exhibit 1 below.

Each section should be clearly labeled and presented in the order specified. Failure to follow this structure may adversely impact the evaluation of the proposal.

Exhibit 1: Volume III – Cost Proposal Organizational Structure

Section

ID

Section Title Included In

Evaluation

Cost Proposal Cover Letter No

Table of Contents No

1.0 Pricing Overview and Assumptions Yes

2.0 Licensing Structure and Pricing Model Yes

3.0 Phasing and Subscription Ramp Approach Yes

4.0 Discounts, Escalation, and Renewal Terms Yes

5.0 Optional Offerings and Value-Added Pricing Yes

Cost Submittals

Cost Submittal A – Summary-Level Finance and Procurement Pricing Yes

Cost Submittal A.1 – Module-Level Finance and Procurement Pricing Yes

Cost Submittal B – Summary-Level Human Resources Pricing Yes

Cost Submittal B.1 – Module-Level Human Resources Pricing Yes

Section 1.0 – Pricing Overview and Assumptions

The Proposer shall provide a high-level overview of its pricing approach, including key assumptions, cost drivers, and factors influencing the overall pricing structure. The response should clearly explain how the proposed pricing aligns with RTD’s anticipated usage, scale, and operating environment. Proposers shall identify any material assumptions, dependencies, or constraints that may impact pricing over the term of the agreement.

Section 2.0 – Licensing Structure and Pricing Model

The Proposer shall describe its SaaS licensing structure and pricing model, including the basis for pricing (e.g., user-based, employee-based, consumption-based) and how the model scales with RTD’s operations.

The response should clearly explain how pricing is structured across modules, sub-modules, and any applicable tiers or usage levels. Proposers shall ensure that the detailed pricing provided in Cost Submittal B aligns with the functional capabilities described in the proposal and is clearly mapped, where applicable, to the functional requirements identified in Technical Submittal F.

Section 3.0 – Phasing and Subscription Ramp Approach

The Proposer shall describe how its pricing can be flexible based on RTD’s implementation and deployment timelines., including when and how subscription costs could be introduced over different implementation timelines (E.g. HR may be implemented 5 years after Finance). The response should demonstrate that RTD will not incur costs for modules or capabilities that are not yet in use and clearly explain how pricing scales as functionality is deployed. Proposers shall identify any assumptions related to timing, activation, or sequencing that impact the proposed pricing structure.

Section 4.0 – Discounts, Escalation, and Renewal Terms

The Proposer shall describe its approach to discounts, price escalation, and renewal terms over the duration of the agreement. The response should clearly identify any upfront or time-bound discounts, annual escalation rates, and assumptions applied to renewal pricing. Proposers shall ensure that all such terms are transparent, well-defined, and consistently reflected in the pricing provided in the cost submittals.

Section 5.0 – Optional Offerings and Value-Added Pricing

The Proposer shall identify and describe any optional offerings or value-added services available as part of the ERP SaaS solution, such as training credits, premium support, advanced analytics, artificial intelligence (AI), machine learning features, AI-driven agents, or other enhancements. The response should clearly distinguish optional components from the base solution, explain their value to RTD, and separately identify related pricing in the cost submittals, including any usage-based pricing assumptions or potential cost variability.

Cost Submittal A and B – Summary SaaS Pricing

The Proposer shall complete Cost Submittal A (Finance and Procurement) and B (Human Resources) – Summary SaaS Pricing using the RTD-provided Excel template. This submittal is intended to provide a clear, high-level summary of the total SaaS subscription costs and any optional offerings over the full contract term.

• The Proposer shall present annual pricing for a period of ten (10) years, organized at a summary level by major functional areas (e.g., Finance, Procurement, Inventory, Human Resources, Analytics, and other applicable categories). Summary pricing shall reflect the total cost of the proposed solution, including all required modules necessary to meet RTD’s functional requirements, and shall be consistent with the detailed pricing provided in Cost Submittal A.1 and B.1.

• Optional offerings or value-added services (e.g., training credits, premium support, AI capabilities, or other enhancements) shall be identified as separate line items and shall not be bundled within base pricing. Any assumptions related to phasing, activation timing, usage, or subscription term shall be clearly reflected in the pricing.

• Provide the best estimates for the two five-year option periods, beyond the initial base ten-year period.

The Proposer shall not include placeholders such as “TBD” or “N/A” in the pricing submission. All pricing shall be complete and final for evaluation purposes.

Cost Submittal A.1 and B.1 – Detailed SaaS Pricing Breakdown

The Proposer shall complete Cost Submittal A.1 (Finance and Procurement) and B.1 (Human Resources) – Detailed Module-Level SaaS Pricing Breakdown using the RTD-provided Excel template. This submittal is intended to provide a comprehensive and transparent breakdown of SaaS subscription pricing at the module, sub-module, and/or SKU level.

• The Proposer shall provide detailed pricing for all components of the proposed solution, including core modules and any associated sub-modules or features. The level of detail should be sufficient to clearly demonstrate how pricing is structured and how individual components contribute to the overall cost of the solution.

• The Proposer shall include every single SaaS module/product (as listed to meet the Tech.

Submittal F requirements) in A.1 and B.1. Pricing must be provided at the SaaS module level.

• The Proposer shall clearly identify the pricing structure and methodology used for each component (e.g., per user, per employee, consumption-based), including any assumptions related to usage levels, tiers, or minimum commitments. Where applicable, the Proposer shall also identify pricing for optional components, including advanced capabilities such as analytics, artificial intelligence (AI), or AI-driven agents.

The Proposer shall ensure that:

• Detailed pricing is consistent with the summary pricing provided in Cost Submittal A and B.

• Pricing is provided on an annual basis over the specified term.

• All assumptions, dependencies, and constraints affecting pricing are clearly identified.

• No required functionality is omitted from the pricing structure.

RTD reserves the right to request clarification or reclassification of pricing components to confirm alignment with functional requirements and comparability across proposals. The Proposer shall not modify the RTD-provided template structure and shall not use placeholders such as “TBD” or “N/A.” All pricing shall be complete and final for evaluation purposes.