ESBD_462648_1760650632428_Attachment A - RFP 2026-P02 Cost Proposal.pdf

RFP 2025-P02 Property Tax Collec�on So�ware Atachment A: Cost Proposal

The Cost Proposal shall consist of the following:

• The completed Cost Proposal Worksheet provided and shall not be modified by the

Vendor in any way.

• The proposer’s standard travel and expense policy.

• Agreement with Payment and Retainage.

• The proposer shall provide a brief statement of agreement with the Payment and

Retainage terms iden�fied in the RFP.

• If a proposer does not agree with all items, a descrip�on should be provided of those items for which excep�on is taken.

• Cost Worksheet Instruc�ons: Provide a cost response for each cost area, based upon the property tax so�ware system module for a (NAME)-hosted applica�on. The pricing should be based on the detailed func�onality that the (NAME) requires. All addi�onal costs should be captured in the respec�ve areas.

Payment and Retainage:

The County understands that there will be poten�ally three (3) types of costs that are associated with procuring a new system: so�ware licensing, implementa�on services, and annual maintenance costs. In the following sub-sec�ons, each type of cost is defined and the County’s expecta�ons for payments and retainage associated with these costs are described.

1. So�ware Licensing Cost: So�ware license costs include all costs related to licensing the so�ware applica�on and include third party so�ware license fees, where applicable. In presen�ng so�ware license fees, the proposer shall:

Explain all factors that could affect licensing fees:

• Make clear what type of license is offered for each price (named user, concurrent users, installed copies, processor-based, etc.)

• Indicate which product versions, opera�ng pla�orm(s) are included for each price; Indicate whether a product is for “server” or “client,” as applicable; and, make clear the extent of any implementa�on services that are included in the license fees (installa�on, configura�on, training, etc.)

• To the extent possible, the proposer shall show any applicable discounts separately from the prices for products and services. The proposer will provide separate prices for each func�onal area/module in the proposed solu�on.

• The County expects a milestone-based payment schedule for so�ware licensing.

Poten�al milestones including Project Kickoff, Ini�al System Implementa�on, System Configura�on, Approval of Go-Live, and Acceptance of System.

• Vendors shall describe their typical milestone-based payment schedule for so�ware licensing as part of their Cost Proposal.

2. Implementa�on Services Costs Implementa�on service costs include all costs related to implementa�on, configura�on, data conversion, customiza�on, and training. Typically, implementa�on service costs are provided as “not to exceed” es�mates and the County will be charged for services as incurred. Costs for the proposed solu�on should be submited on the Cost Worksheet. It is important to note the following:

• The County will not consider �me and materials pricing. Proposers shall provide firm and fixed pricing based on the func�onality described. For each item, indicate if the cost is on-�me, annual, or other.

• The proposer shall provide price informa�on for each separate component of the proposed dissolu�on, as well as the costs of any modifica�ons.

• In the event the product or service is provided at no addi�onal cost, the item should be noted as “no charge.”

• In the event the product or service is not being included in the proposal, the item should be noted as “No Bid.”

• Proposer shall make clear the basis of calcula�on for all fees. All travel expense costs must be included in the proposer’s fixed price cost. The County will not make a separate payment for expenses. Per Force Majeure, the County shall not be liable for addi�onal travel costs incurred due for any reason outside the County’s control.

3. Annual Maintenance Cost Annual maintenance costs include the annual maintenance and support fees for the applica�on environment. For example, the annual maintenance fees associated with the property tax so�ware will be paid upon County acceptance of the system. The County will not pay maintenance fees un�l the County signoff has been provided to approve live opera�on for one year a�er going live. The County expects so�ware maintenance costs will not increase in the first five years upon live opera�on.

The County is interested in vendors submi�ng a cost op�on based on equal annual payments for five years of maintenance.

Pricing Table

Func�on & Technical Requirements

Property Tax So�ware System Other (Website) Total

One – Time Costs So�ware License Costs So�ware Customiza�on Costs Interfaces/Integra�on Costs Data Conversion Costs Professional Service Costs (not including integra�on & interfaces)

Training Costs Expenses (Miscellaneous)

Recurring Maintenance Costs

• Annual Maintenance

• Custom Modifica�on

Maintenance (if applicable)

• Addi�onal Maintenance Fees

Total Maintenance Costs

Addi�onal Cost

Func�on & Technical Requirements

Property Tax So�ware System Other (Website) Total

Professional Services (Hourly Rate) Custom Programming (Hourly Rate)

Other Costs, if applicable (specify the nature of these costs)