Detailed Cost Response RFQ Interpreter Scheduling Software (1).docx

DMH ITS86 - Request for Quotation (RFQ) For Interpreter Services Scheduling Software as a Service September 2026

DETAILED COST RESPONSE

Bidder’s Cost Response must include a separate Cost Response document with this following information.

1. Software Licensing, Maintenance and Support Costs

Subscription/License and Pricing Bidder must include all software licensing, hosting, maintenance and support fees in the below pricing table. This includes Software License, Technical Support, Hosting Services and Storage costs included in the Software Publisher’s Fixed annual SaaS Subscription Price, with breakouts for post implementation tiered offerings/services, for example as set forth in the table below.

Table 1 Software Licensing, Maintenance and Support Costs

Description

Initial Cost Ongoing Maintenance and Support

Software License

Technical Support

Hosting Services and Storage

Implementation

Training

Other

Total Maintenance & Support Costs

The Bidder should specify all relevant attributes in Bidder’s license/subscription services model, e.g., perpetual, subscription, volume thresholds, server-based, per seat (machine/device-based), named users, processor-based, capacity-based (e.g., some functional/measurable unit, such as # of mailboxes, etc.), storage costs, etc.

Bidder must include any incremental costs per user for each license type (if applicable).

Bidder must specify pricing detail for the core and optional functionality or modules.

Bidder must also include information on whether there is an enterprise license available and/or required and, if so, list its scope and price. DMH reserves the right to negotiate the definition of “enterprise” to include the Executive Agency of the Commonwealth of Massachusetts.

2. Annual SaaS Subscription Fees and Options

Annual SaaS Solution fees shall be fixed for the term of the contract, and thereafter, annual costs may increase no more than three percent (3%) over the cost in the year prior. Should provide pricing and describe each offering or attach relevant documentation which summarizes each option.

Table 2 SaaS Subscription Options

Silver

Gold

Platinum

Other

The Bidder should specify all relevant attributes in Bidder’s license/subscription services model, e.g., perpetual, subscription, volume thresholds, server-based, per seat (machine/device-based), named users, processor-based, capacity-based (e.g., some functional/measurable unit, such as # of mailboxes, etc.), storage costs, etc.

Bidder must include any incremental costs per user for each license type (if applicable).

Bidder must specify pricing detail for the core and optional functionality or modules.

Bidder must also include information on whether there is an enterprise license available and/or required and, if so, list its scope and price. DMH reserves the right to negotiate the definition of “enterprise” to include the Executive Agency of the Commonwealth of Massachusetts.

3. Professional Services Pricing

Bidder should define in Table 3 the hourly rates of Key Personnel should they be required for additional time and materials work, potentially provided by Bidder under a related, future Task Order or SOW amendment executed by the parties.

Table 3 Time and Materials Resources

Bidder should define in Table 4 the professional services tasks and deliverables and payment milestones that Bidder proposes and are included in the fixed price proposed. The total on Table 4 should match the Bidder’s quote line item for professional services. Table 4 must clearly indicate whether the services will be performed onsite or off-site.

In the sole discretion of DMH, professional services fees may be subject to a fifteen percent (15%) holdback, to be released upon the successful completion of the warranty period.

Table 4 Fixed Price Deliverables and Tasks

Bidder must include in the deliverables price information for required and recommended proposed training, QA and all tasks which will be included in the SOW as required in the response.

The quote must include the applicable reseller’s mark-up, if applicable.

Optional Software

Vendor should describe any optional software, modules or functionality defined in the included Attachment A - Technical and Business Requirements Traceability Matrix. These costs are requested for planning estimation purposes and should NOT be included in the fixed price proposed.

Table 5 Optional Modules, Functionality and Software

Deliverable/ Task #

4. Service Rates Vendor must define the hourly rates or fees for additional customization services that may be available but not needed to implement the Solution. Standard operating guidelines are that customizations will not be the preferred method if software configurations can achieve the same result. Customizations which are outside of the approved scope of work defined in the implementation plan will require execution of a DMH Approved Change Order and DMH approval prior to beginning the customization.

Table 6 Unanticipated Service Rates

Description

Years 1 through 5