City_of_Santa_Cruz_ERP_RFP_-_Attachment_C1.xlsx
XLSX spreadsheet 58 KB Posted
- Solicitation number
- RFP No. IT-0046
- Issued by
- Santa Cruz County, San Francisco City, California
About this file
The document is a cost worksheet for the City of Santa Cruz's Enterprise Resource Planning (ERP) and Utility Billing Software Systems procurement, providing detailed pricing templates for both vendor-hosted and subscription-based (SaaS) software solutions. The City is seeking to replace its current Tyler Technologies, Eden ERP, and Utility Billing platforms with a modern, fully integrated system that streamlines processes and provides timely, accurate information. The RFP allows for complete or partial solution proposals, with vendors required to complete comprehensive cost worksheets detailing one-time costs, recurring hosting/managed services, licensing, maintenance, and optional services across a 15-year investment horizon.
The cost worksheets are structured to capture various expense categories, including professional services, project management, training, software customization, data conversion, interfaces, hardware, and third-party costs. The City has specified specific pricing constraints, such as no cost increases for the first five years and a maximum 3% annual increase thereafter, with hosting and maintenance fees to be waived until system go-live. Vendors must provide transparent pricing for implementation, subscription, maintenance, and optional services, with the city evaluating proposals based on overall fit and organizational, functional, and technical capabilities. The procurement aims to select a solution that best meets the city's operational needs while providing a comprehensive and cost-effective approach to modernizing its enterprise software infrastructure.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| City_of_Santa_Cruz_ERP_RFP_-_Attachment_C2.docx | DOCX document | |
| City_of_Santa_Cruz_ERP_and_UB_RFP_-_Attachment_B.xlsx | XLSX spreadsheet | |
| City_of_Santa_Cruz_ERP_RFP_-_Attachment_A.docx | DOCX document | |
| City_of_Santa_Cruz_ERP_and_UB_RFP_Specifications.pdf |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Vendor Hosted Cost Worksheet
| Vendor Hosted Cost Worksheet |
| Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a Vendor-hosted (e.g., "Managed Services") application. The pricing should be based on the detailed functionality that the City requires for each functional area. All additional costs should be captured in the respective areas. |
Vendors are responsible for completing all fields highlighted yellow where applicable, and reviewing totals prior to submission.
One-Time Costs Professional Services and Hardware Costs
| Costs | Vendor Notes (recommended) | |
| Professional Service Costs | ||
| Project Management Costs | ||
| Training Costs | ||
| Software Customization Costs (Detail to be contained in responses to applicable requirements in Attachment B) | ||
| Data Conversion Costs (Detail to be contained in Attachment B - Data Conversion Tab) | ||
| Interface Costs (Detail to be contained in Attachment B - Interfaces Tab) | ||
| Third-Party Hardware Costs | ||
| Third-Party Services Costs (including training, etc.) | ||
| Expenses (miscellaneous) | ||
| Other (Specify in Vendor Notes) | ||
| 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) |
One-Time Licensing Costs
Vendor Comments on Licensing Costs
| Costs | Vendor Notes (optional) | |
| One-Time Licensing Costs (Primary Software) | ||
| One-Time Licensing Costs (Third-Party Software) | ||
| One-Time Licensing Costs (Third-Party Software) | ||
| Total One-Time Licensing Costs | $0.00 | |
| Amount Discounted ($) | ||
| Total Discounted One-Time Costs | $0.00 |
Recurring Hosting/Managed Services Costs
Vendor Comments on Hosting and Managed Services Costs
Year 1 Hosting Costs (Year 1 = Commences at the date of contract signing. The City requests that Year 1 hosting fees be waived until go-live of the system. If Year 1 fees are waived, please include the actual costs in rows 46-48, and discount at 100% in row 50)
| Costs | Vendor Comments | |
| Annual Hosting/Services | ||
| Third-party Hosting Costs | ||
| Other Annual Services/Hosting Costs |
(if applicable)
| Total Hosting Cost (annual) | $0.00 |
| Amount Discounted ($) | |
| Total Discounted Hosting Amount - Year 1 Hosting Fees | $0.00 |
Recurring Hosting Fees - Years 2 - 15 The City expects software hosting costs will not increase in the first five (5) years upon go-live operation and will increase by no more than 3% annually thereafter, and that maintenance costs will not be payable until after go-live sign-off.
| Rate of Increase over Prior Year (as a percentage) | Hosting Costs (as a dollar amount) | Third-Party Hosting 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 | ||||
| Year 11 | ||||
| Year 12 | ||||
| Year 13 | ||||
| Year 14 | ||||
| Year 15 | ||||
| Fifteen Year Hosting Cost | $0.00 |
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 15-year Horizon (Licensing) | ||
| Anticipated Future Upgrade Costs and Frequency Over 15-year Horizon (Services) | ||
| Anticipated Future Upgrade Costs and Frequency Over 15-year Horizon (Other) | ||
| Other: (Please describe) | ||
| Other: (Please describe) | ||
| Other: (Please describe) | ||
| Other: (Please describe) | ||
| Other: (Please describe) |
| Recurring Software Maintenance Costs |
| Vendor Comments on Software Maintenance Costs |
Year 1 Maintenance Costs (Year 1 = Commences at the date of contract signing. The City 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 80-85, and discount at 100% in row 87)
| Costs | Vendor Comments | |
| 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 | $0.00 | |
| Amount Discounted ($) | ||
| Total Discounted Maintenance Costs - Year 1 | $0.00 |
Recurring Maintenance Fees - Years 2 - 15 The City expects software maintenance costs will not increase in the first five (5) years upon go-live operation and will increase by no more than 3% annually thereafter, and that maintenance costs will not be payable until after go-live sign-off.
| 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 | |||
| Year 11 | |||
| Year 12 | |||
| Year 13 | |||
| Year 14 | |||
| Year 15 | |||
| Fifteen Year Maintenance Cost | $0.00 |
| TOTAL TEN YEAR INVESTMENT | ||
| Total Discounted One-Time Costs | ||
| (Cell B23) | $0.00 | |
| Total Estimated Travel Costs | ||
| (Cell B26) | $0.00 | |
| One-Time Licensing Costs | ||
| (Cell B38) | $0.00 | |
| Other In-Scope Costs | ||
| (Cells B68:B75) | $0.00 | |
| Recurring Hosting Years 1-15 | ||
| (Cell B64) | $0.00 | |
| Recurring Maintenance Years 1-15 | ||
| (Cell B103) | $0.00 | |
| TOTAL FIFTEEN YEAR INVESTMENT | $0.00 |
Optional Costs (Not in scope)
| Hourly Rates for Professional Services |
| Hourly Rate for Training Services |
| Hourly Rate for Project Management Services |
| Hourly Rate for Custom Programming (Customizations, Integrations, etc.) |
| Optional/Complementary Services | |
| Description of Services | Costs |
Optional/Complementary Module Costs (please specify the nature of these costs including whether they are one-time or recurring) Module Name Recurring Maintenance/Subscription Costs Implementation Costs Licensing Costs (if applicable)
&G
&"Arial,Regular"Attachment C1 - Cost Worksheet &"Arial,Regular"Page &P of &N &"Arial,Regular"Last Updated: September 6, 2023
Subscription Cost Worksheet
| 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 the City requires for each functional area. All additional costs should be captured in the respective areas. |
Vendors are responsible for completing all fields highlighted yellow 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 (Detail to be contained in responses to applicable requirements in Attachment B) | |||
| Data Conversion Costs (Detail to be contained in Attachment B - Data Conversion Tab) | |||
| Interface Costs (Detail to be contained in Attachment B - Interfaces Tab) | |||
| Third-Party Hardware Costs | |||
| Third-Party Services Costs (including training, etc.) | |||
| Expenses (miscellaneous) | |||
| Other (Specify in Vendor Notes) | |||
| Other (Specify in Vendor Notes) | |||
| Other (Specify in Vendor Notes) | |||
| Total One-Time Costs | |||
| (Before Discounts) | $0.00 | ||
| Amount Discounted ($) | |||
| Server and other Hardware Costs | |||
| Server/database licenses (OS, SQL licensing, etc.) | |||
| Additional Environments | |||
| Additional Databases | |||
| Total Discounted One-Time Costs | $0.00 |
| Costs | Vendor Notes (optional) | |
| Estimated Travel Costs (not to exceed basis) |
| Recurring Subscription Costs |
| Subscription Frequency |
(Indicate whether monthly, quarterly, or annual basis)
Vendor Comments on Subscription Costs
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) | $0.00 |
| Amount Discounted ($) | |
| Total Discounted Subscription Amount - Year 1 Subscription Fees | $0.00 |
Recurring Subscription Fees - Years 2 - 15 The City expects software subscription costs will not increase in the first five (5) years upon go-live operation and will increase by no more than 3% annually thereafter, and that maintenance costs will not be payable until after go-live sign-off.
| 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 | ||||
| Year 11 | ||||
| Year 12 | ||||
| Year 13 | ||||
| Year 14 | ||||
| Year 15 | ||||
| Fifteen Year Subscription Cost | $0.00 |
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 15-year Horizon (Licensing) | ||
| Anticipated Future Upgrade Costs and Frequency Over 15-year Horizon (Services) | ||
| Anticipated Future Upgrade Costs and Frequency Over 15-year Horizon (Other) | ||
| Other: (Please describe) | ||
| Other: (Please describe) | ||
| Other: (Please describe) | ||
| 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 City 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 69-74, and discount at 100% in row 76)
| 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 | $0.00 |
| Amount Discounted ($) | |
| Total Discounted Maintenance Costs - Year 1 | $0.00 |
Recurring Maintenance Fees - Years 2 - 15 The City expects software maintenance costs will not increase in the first five (5) years upon go-live operation and will increase by no more than 3% annually thereafter, and that maintenance costs will not be payable until after go-live sign-off.
| 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 | |||
| Year 11 | |||
| Year 12 | |||
| Year 13 | |||
| Year 14 | |||
| Year 15 | |||
| Fifteen Year Maintenance Cost | $0.00 |
| TOTAL TEN YEAR INVESTMENT | ||
| Total Discounted One-Time Costs | ||
| (Cell B23) | $0.00 | |
| Total Estimated Travel Costs | ||
| (Cell B26) | $0.00 | |
| Recurring Subscription Costs Years 1-15 | ||
| (Cell B52) | $0.00 | |
| Other In-Scope Costs | ||
| (Cells B56:B63) | $0.00 | |
| Recurring Maintenance Years 1-15 | ||
| (Cell B90) | $0.00 | |
| TOTAL FIFTEEN YEAR INVESTMENT | $0.00 |
Optional Costs (Not in scope)
| Hourly Rates for Professional Services |
| Hourly Rate for Training Services |
| Hourly Rate for Project Management Services |
| Hourly Rate for Custom Programming (Customizations, Integrations, etc.) |
| Optional/Complementary Services | |
| Description of Services | Costs |
Optional/Complementary Module Costs (please specify the nature of these costs including whether they are one-time or recurring) Module Name Recurring Maintenance/Subscription Costs Implementation Costs Licensing Costs (if applicable)
&G
&"Arial,Regular"Attachment C1 - Cost Worksheet &"Arial,Regular"Page &P of &N &"Arial,Regular"Last Updated: September 6, 2023 image1.png
File details come from the government source that posted it. Updated .