Attachment E2 - Unlocked (Revised 1-21-26).xlsx
XLSX spreadsheet 16 KB Posted
- Solicitation number
- RFP-14612
- Issued by
- Leon County, Florida
About this file
This is a Software as a Service (SaaS) Cost Worksheet for the Florida Statewide Guardian ad Litem Office (SGAL), which is soliciting proposals for a comprehensive Client Case Management System (CCMS) to replace the current Optima case file system. The solicitation addresses case file management, volunteer record management, document creation and storage, reporting, and research capabilities. The RFP requires vendors to submit detailed cost responses organized into one-time costs (including professional services, hardware, training, customization, data conversion, and interfaces), recurring subscription costs across a ten-year period, and maintenance costs for years one through ten. Non-mandatory bidder conference was held on January 6, 2026, with questions due by January 12, 2026, and proposal submissions required by January 30, 2026 at 4:00 PM. Vendor demonstrations are scheduled for the week of March 2, 2026, with full implementation and deployment due by June 30, 2027. The contract term spans ten years with specific attention to subscription frequency and annual rate increases.
The cost worksheet requires vendors to provide detailed pricing for subscription costs (primary software and third-party services), with Year 1 commencing at contract signing and including a requested waiver of maintenance fees until system go-live. Vendors must itemize optional hourly rates for professional services, training, project management, and custom programming, as well as describe any optional or complimentary modules and services. The solicitation indicates full funding for one-time and recurring annual software and professional services costs, with final budgets to be determined through contract negotiations. SGAL serves approximately 30,095 children with a total general revenue budget of $65,917,126, and the Office supports flexible deployment models including on-premise, vendor-hosted, or SaaS options. Financial stability documentation is required from vendors, and IT security requirements mandate current SOC 2 Type 2 reports or ISO 27001 certifications, with alternatives including comprehensive IT Security Questionnaires.
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Text version
Table 1
| Subscription (SaaS) Worksheet | ||
| Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that SGAL requires for each functional area. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted in yellow and where applicable, and reviewing totals prior to submission. | ||
| One-Time Costs Professional Services and Hardware Costs | ||
| Costs | Vendor Notes (optional) | |
| Professional Service Costs | ||
| Project Management Costs | ||
| Training Costs | ||
| Software Customization Costs | ||
| Data Conversion Costs | ||
| Interface Costs | ||
| Third-Party Hardware Costs | ||
| Third-Party Services Costs (Including training, etc.) | ||
| Expenses (miscellaneous) | ||
| Other (Additional Data Conversion related costs) | ||
| Other (Specify in Vendor Notes) | ||
| Other (Specify in Vendor Notes) | ||
| Total One-Time Costs (Before Discounts) | ||
| Amount Discounted ($) | ||
| Server and Other Hardware Costs | ||
| Server/database licenses (OS/SQL licensing, etc.) | ||
| Additional Environments | ||
| Additional Databases | ||
| Total Discounted One-Time Costs |
| Costs | Vendor Notes (optional) | |
| Estimated Travel Costs (not to exceed basis) |
| Recurring Subscription Costs |
| Subscription Frequency |
Vendor Comments on Subscription
| Year 1 Subscription Costs (Year 1 = Commences at the date of contract signing) |
| Subscription Cost (Primary Software) |
| Third-Party Subscription Cost |
| Third-Party Subscription Cost |
| Total Subscription Cost (annual) |
| Amount Discounted ($) |
| Total Discounted Subscription Amount - Year 1 Subscription |
| Recurring Subscription Fees - Years 2-10 | ||||
| Rate of Increase over Prior Year (as a percentage) | Subscription Costs (as a dollar amount) | Third-Party Subscription Costs (as a dollar amount) | Vendor Comments | |
| Year 2 | ||||
| Year 3 | ||||
| Year 4 | ||||
| Year 5 | ||||
| Year 6 | ||||
| Year 7 | ||||
| Year 8 | ||||
| Year 9 | ||||
| Year 10 | ||||
| Ten year Subscription Cost |
| Other In-Scope Costs (please specify the nature of these costs including whether they are one-time or recurring) | ||
| Cost | Notes | |
| Anticipated Future Upgrade Costs and Frequency Over 10-Year Horizon (Licensing) | ||
| Anticipated Future Upgrade Costs and Frequency Over 10-Year Horizon (Services) | ||
| Anticipated Future Upgrade Costs and Frequency Over 10-Year Horizon (Other) | ||
| Other: (Please describe) | ||
| Other: (Please describe) | ||
| Other: (Please describe) | ||
| Subscription (SaaS) Cost Worksheet | ||
| Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that SGAL requires for each functional area. All additional costs should be captured in the respective areas. Vendors are responsible for completing all fields highlighted in yellow and where applicable, and reviewing totals prior to submission. | ||
| Other: (Please describe) | ||
| Other: (Please describe) |
| Recurring Maintenance Costs (If Applicable) |
| Vendor Comments on Maintenance Costs |
| Year 1 Maintenance Costs (Year 1 = Commences at the date of contract signing. The Office requests that Year 1 maintenance fees be waived until go-live of the system. If Year 1 fees are waived, please include the actual costs in rows 71-76, and discount at 100% in row 78. |
| Annual Maintenance - Year 1 |
| Custom Modification Maintenance - Year 1 (if applicable) |
| Additional Maintenance Fees - Year 1 |
| Third-Party Maintenance Fees - Year 1 |
| Ongoing Disaster Recovery Costs (if applicable) |
| Ongoing Infrastructure/Hardware Upgrade Costs |
| Total Recurring Maintenance Costs - Year 1 |
| Amount Discounted ($) |
| Total Discounted Maintenance Costs - Year 1 |
| Recurring Maintenance Fees - Years 2-10 | |||||
| Rate of Increase over Prior Year (as a percentage) | Maintenance Costs (as a dollar amount) | Third-Party Maintenance Costs (as a dollar amount) | Disaster Recovery Costs (if applicable) | Ongoing Infrastructure/Hardware Upgrade Costs (if applicable) | |
| Year 2 | |||||
| Year 3 | |||||
| Year 4 | |||||
| Year 5 | |||||
| Year 6 | |||||
| Year 7 | |||||
| Year 8 | |||||
| Year 9 | |||||
| Year 10 | |||||
| Ten Year Maintenance Cost |
| TOTAL TEN YEAR INVESTMENT |
| Total Discounted One-Time Costs |
| Total Estimated Travel Costs |
| Recurring Subscription Costs Years 1-10 |
| Other In-Scope Costs |
| Recurring Maintenance Years 1-10 |
| TOTAL TEN YEAR INVESTMENT |
Optional Costs (Not In-Scope)
| Hourly Rates for Professional Services |
| Hourly Rate for Training Services |
| Hourly Rate for Project Management |
| Hourly Rate for Custom Programming (Customization, Integrations, etc.) |
| Optional/Complimentary Services | |
| Description of Services | Costs |
| Optional/Complimentary Module Costs | |||
| Module Name | Recurring Maintenance/Subscription Costs | Implementation Costs | Licensing Costs (if applicable) |
File details come from the government source that posted it. Updated .