Cost Sheet Vital Records.pdf

Cost Sheet

RFP 120277 O3 REBID

Vital Records Management System Bidder Name: ________________________________

Important Instructions: Bidders are to complete all fields highlighted in yellow.

Do not alter existing format or content within the Cost Sheet. However, if Bidder identifies that other items are essential in Part I and/or Part II to create full functionality, and meet the requirements as outlined in the RFP document and any related attachments, then additional lines may be inserted as needed. Such additional lines must be included in Part I and Part II pricing and be reflected in the Total Overall Cost.

Any inclusion of additional lines must still conform within the stated percentages as outlined in Part I and follow the prescribed format as shown. Important: In case of a mathematical error in extension of price, unit price shall govern.

Please indicate the “Total Overall Cost” for the Vital Records Management System $ _______________ This amount shall equal the sum of the Total for both Part I and Part II. Do not include any costs for Part III and Part IV in the “Total Overall Cost”, as these sections are not included in the cost evaluation.

Part I: Project section requirements as outlined in Section (VI)(A) of the Request for Proposal (RFP) document and any related attachments.

Bidder to provide pricing for each of the project deliverable categories listed. The sum of all projects deliverable categories listed directly below constitutes the Part I – Total. Important: Bidders are to ensure that allocation of their percentages are based on the % provided for each category and that the total of all categories within Part I does not exceed 100%.

Description % Breakdown by Category for

Part I

Number of Units

Unit of Measure

(UOM)

Cost (Unit Price)

Project Initiation: Includes creation, review, and acceptance of each of the following items. The total cost for this category shall be 5% of the total for Part I. Reference section VI.A.4.c

Project Initiation:

Items i. through

vii. shall equal 5% of the total cost for

Part I

1 Each $

i. Kick-off Event, Documentation, Review and Approval

ii. Develop a Detailed Project Plan

iii. Develop a Risk Management Plan

iv. Develop a Communication Plan

v. Develop a Staffing Management Plan

vi. Develop a Change Management Plan

vii. Develop an Issue Management Plan

Design and Configuration: The total cost for this category shall be 10% of the total for Part I. Reference section VI.A.4.d.

Design and Configuration:

Items i. through x.

shall equal 10% of the total cost for Part I

1 Each $

i. Establish Review and Acceptance Process

ii. Develop a Requirements Traceability Matrix (RTM)

iii. Coordinate and Facilitate On-Site Requirements Gathering

Session(s)

iv. Develop and Submit an Application for Configuration and

Maintenance Plan

v. Establish and Utilize a Deliverable Review and Acceptance Process

vi. Configure Environments for Development, Testing, Training and

Production

vii. Complete Standard System Configuration

viii. Assist the Unit with Configuration of System

ix. Assist the Unit with User Role Determination

x. Obtain Acceptance from Unit on Design and System Configuration

Development and Testing: The total cost for this category shall be 20% of the total for Part I. Reference section VI.A.4.f.

Development and Testing:

Items i. through

viii. shall equal

20% of the total cost for Part I

1 Each $

i. Complete all Necessary Custom Development

ii. Complete all Necessary Reports

iii. Complete all Necessary Integrations (Interfaces, Imports, and

Exports)

iv. Develop a Testing Plan

v. Execute and Evaluate Testing

vi. Document Testing Results

vii. Assist the Unit with User Acceptance Testing (UAT)

viii. Obtain Acceptance from the Unit on Testing Results

Part I – Categories are continued on the next page

Data/File Migration: The total cost for this category shall be 10% of the total for Part I. Reference section VI.A.4.f.

Data/File Migration:

Each

Vital Records Management System

i. Develop a Data/File Conversion and Migration Plan Items i. through v.

shall equal 10% of the total cost for

Part I

ii. Develop a Conversion Mapping Guide

iii. Perform the Data/File Conversion and Migration

iv. Provide a Data/File Conversion and Migration Results Report

v. Obtain Acceptance from the Unit on Data/File Conversion and

Migration Results Training: The total cost for this category shall be 5% of the total for Part I.

Reference section VI.A.4.g.

Training:

Items i. through iii.

shall equal 5% of the total cost for

Part I

1 Each $

i. Coordinate and facilitate On-site Training Instruction

ii. Provide Online Reference Training Materials for Administrator and

User Manuals

iii. Obtain Acceptance from the Unit on Training Results

Implementation: The total cost for this category shall be 40% of the total for Part I. Reference section VI.A.4.h.

Implementation:

Items i. through iv.

shall equal 40% of the total cost for Part I

1 Each $

i. Perform and Complete all Aspects of the Implementation

ii. Go-live

iii. Assist the Unit with On-site Implementation Assistance for Go-Live

Week

iv. Obtain Acceptance from the Unit on Implementation Results

Post-Implementation: The total cost for this category shall be 10% of the total for Part I. Reference section VI.A.4.i.

Post- Implementation:

Items i. through v.

shall equal 10% of the total cost for Part I

1 Each $

i. Burn-in Period (90 calendar days)

ii. Coordinate and Facilitate Post-Implementation Review

Teleconference Meeting

iii. Provide a Plan for Enhancement Requests

iv. Provide a Transition Plan from Implementation to Support, Maintenance, and Operations

v. Obtain Final Sign-off

Part I – Total $

Part II – Support, Maintenance, and Operations -reference Section VI.A.4.j.

(Note: These items would be paid on a quarterly basis)

Bidder’s price for Support, Maintenance, and Operations shall include all associated costs or fees (including but not limited to subscriptions costs). Important: Do not include statements in the RFP proposal submittals, attachments, etc. indicating that there will be additional fees which are not included in the table below. The sum of the extended cost (Number of Units x Unit Price) constitutes the Part II – Total.

Description Contract Term Unit of Measure

(UOM)

Number of Units

Cost (Unit Price)

Extended Cost

Support, Maintenance, Operations, and any additional costs or fees (including but not limited to subscriptions) - Post Burn-in period (90 calendar days)

Year Two of the Initial Term*

Monthly 12

Support, Maintenance, Operations, and any additional costs or fees (including but not limited to subscriptions)

Year Three of the Initial Term

Monthly 12

Support, Maintenance, Operations, and any additional costs or fees (including but not limited to subscriptions)

Year Four of the Initial Term

Monthly 12

Support, Maintenance, Operations, and any additional costs or fees (including but not limited to subscriptions)

Year Five of the Initial Term

Monthly 12

Part II - Total $

*No Support, Maintenance, and Operations compensation shall be paid until all requirements of the Burn-In Period have been satisfied.

Optional Services

Vital Records Management System Part III – Optional Renewal for Support, Maintenance, and Operations Reference section VI.A.4.k (Note: These items would be paid on an annual basis)

(Do not include these amounts in the Total Overall Cost associated with Part I and Part II)

Part IV – Optional Services Miscellaneous Enhancements (Do not include these amounts in the Total Overall Cost associated with Part I and Part II)

Custom Programming and Additional Features Work may be needed that was not originally delineated in this RFP but considered within the scope of work (i.e., Custom Programming). This additional work may stem from legislative mandates, emerging technologies, secondary research and/or data integration solutions not otherwise addressed in this RFP or known at the time this RFP was issued. If additional work is needed, the Contractor must submit a detailed Scope of Work and detailed pricing to include items such as, but not limited to, Title/Role(s), number of hours, unit of measure, and due dates/deliverables for DHHS review and approval. The bidder shall provide hourly pricing for any current and future custom programming needs to meet specific requirements for the Vital Records Management System as requested and mutually agreed upon by the bidder and

DHHS.

Hourly Rates for Miscellaneous Support/Maintenance (beyond RFP/Contract requirements) The Bidder should provide the Title/Role with each respective hourly rate to perform additional services*.

*Bidder may add additional lines as needed.

Optional Five (5) Year Renewal Period

Description Contract Term Unit of Measure

(UOM)

Number of Units

Cost (Unit Price)

Extended Cost

Support, Maintenance, Operations and any additional costs or fees (including but not limited to subscriptions)

Renewal Year One (1)

Monthly

12 $ $

Support, Maintenance, Operations, and any additional costs or fees (including but not limited to subscriptions)

Renewal Year Two (2)

Monthly

12 $ $

Support, Maintenance, Operations, and any additional costs or fees (including but not limited to subscriptions)

Renewal Year Three (3) Monthly 12 $ $

Support, Maintenance, Operations, and any additional costs or fees (including but not limited to subscriptions)

Renewal Year Four (4) Monthly 12 $ $

Support, Maintenance, aOperations, and any additional costs or fees (including but not limited to subscriptions)

Renewal Year Five (5) Monthly 12 $ $

Part III - Total Cost for Optional Five (5) Year Renewal Period

Title / Role such as, but not limited to: Hourly Rate Software Engineer $ IT Business Analyst $ Project Manager $