Exhibit B-1 Cost Workbook.xlsx
XLSX spreadsheet 39 KB Posted
- Attached to
- RFP C5612999
- Solicitation number
- C5612999
- Issued by
- California
About this file
This is an Exhibit B-1 Cost Workbook for the California Department of Corrections and Rehabilitation (CDCR) RFP C5612999, which solicits an Inmate (IP) Mail Scanning Solution. The workbook establishes the cost structure for a five-year contract divided into distinct operational phases: a Pilot Operations/Proof of Concept period at RJDCF for Years 1-2 (fiscal years 2027-28), a Statewide Operations/Maturation period beginning in Year 3 (fiscal year 2029), and two option years (Years 4-5, fiscal years 2030-31). The contract encompasses four primary line items: Incoming IP First-Class Mail (Standard and Large Flat), Exception Handling/Forwarding services, and Print Service Charges for both black-and-white and color printed content. Estimated volumes scale significantly from 3,804 monthly Average Daily Population (ADP) at RJDCF in Years 1-2 to 86,146 ADP statewide in Year 3, with exception handling forwarding estimated at 325 monthly pieces for the pilot and 10,075 monthly pieces statewide across 31 institutions. Bidders must complete all cost worksheets in their entirety to be considered for contract award.
Bidders are required to populate all yellow-shaded cells in the cost worksheets and provide cost per unit of measure for each line item; print service charges (line items 3-4) are evaluated but remain the responsibility of the IP rather than CDCR and are not paid by the state. For option years 4-5, bidders must apply discounted pricing reflecting anticipated mail volume decreases due to digital communication adoption and increased volume-based utilization. The contractor shall bill only for actual services provided at the proposed rates and shall not exceed the proposed costs, with any operational delays at institutional gates and sally ports borne by the contractor. The cost workbook includes an Agreement Summary tab that calculates total costs for Years 1-3 as the base contract cost and Years 4-5 as optional costs, with formulas applied for mandatory scored point calculations in accordance with RFP Section C, Item B.
View the file
Other files
Show all 22
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
Instructions
| INSTRUCTIONS |
| 1. All Worksheets: |
a. The Bidder shall enter the Bidder Name in the "Bidder Name" cell of each worksheet.
b. Refer to the Exhibit A - SOW, Exhibit A - Attachment 2 Business Requirements and Exhibit A - Attachment 3 Technical Requirements for additional details on description of the items in these Cost Worksheets.
c. In order to be deemed responsive, populate ALL cells shaded in YELLOW within the Cost Worksheet.
d. Do NOT alter the formatting or formulas of the cells or add caveats to pricing or to the cells - this may disqualify the cost proposal.
e. The estimated monthly population / quantity can be found in the in Exhibit A - Attachment 2 Business Requirements and Exhibit A - Attachment 3 Technical Requirements and prefilled in the Cost Worksheets. However it is in no way binding, an indication of what can be expected, or a guaranteed expectation of revenue.
f. The Bidder should review all entries and ensure that they are entered correctly.
g. Note: The Total Evaluated Cost (Years 1-5 for evaluation only) column contains formulas for applying the (M)(S) points in accordance with RFP Section C, Item B - Cost Points.
h. Note: Line items 3 and 4 shall be evaluated, however the IP shall be responsible for these costs. These costs shall not be paid by CDCR.
| 2. Cost Worksheet 1 covers the Pilot Operations / Proof of Concept Period at RJDCF for Years 1 & 2. The Bidder must complete the Cost Worksheet 1 tab for all proposed services in which fees will be charged. Refer to the Exhibit A - SOW, Exhibit A - Attachment 2 Business Requirements, and Exhibit A - Attachment 3 Technical Requirements for additional details on description of the items. Items 1-4 are mandatory scored (M)(S); points will be given in accordance with RFP Section C, Item B - Cost Points. |
| 3. Cost Worksheet 2 covers the Statewide Operations / Maturation Period for Year 3. The Bidder must complete the Cost Worksheet 2 tab for all proposed services in which fees will be charged. Refer to the Exhibit A - SOW, Exhibit A - Attachment 2 Business Requirements and Exhibit A - Attachment 3 Technical Requirements for additional details on description of the items. Items 1-4 are mandatory scored (M)(S); points will be given in accordance with RFP Section C, Item B - Cost Points. |
| 4. Cost Worksheet 3 & 4 covers the Statewide Operations / Maturation Period for Option Years 4 & 5. Bidders shall apply discounted pricing for Option Years 4 and 5. Pricing must reflect the following assumptions: |
a. Mail volume typically decreases substantially after deployment of mail‑scanning services.
b. Public senders often shift to digital communication due to the lower cost of electronic messages and photos compared to USPS postage.
c. Statewide ADP for Years 4 and 5 is significantly higher; bidders must apply any applicable volume‑based discounts associated with increased utilization.
d. Broader industry trends indicate continued movement toward digital communication across the public.
The Bidder must complete the Cost Worksheet 3 tab for all proposed services in which fees will be charged. Refer to the Exhibit A - SOW, Exhibit A - Attachment 2 Business Requirements and Exhibit A - Attachment 3 Technical Requirements for additional details on description of the items. Items 1-4 are mandatory scored (M)(S); points will be given in accordance with RFP Section C, Item B - Cost Points.
&F
Details
| EXHIBIT B-1 - COST WORKBOOK |
| As noted on this Exhibit B-1, the Contractor shall bill only for actual services provided at the rates noted in Cost Worksheets 1 - 4 and shall not exceed the proposed costs. Any loss of time in and out of the institution gates and sally ports shall be borne by the Contractor. The Contractor must fill out, in its entirety, all tabs of this Exhibit B-1 Cost Workbook in order to be considered for contract award. |
Company Name
Street Address
City, State, Zip Code
Print Name and Title of Authorized Representative
Cost Wksht 1 (Yrs 1 & 2)
| Bidder Name: | |
| Years 1 - 2 |
(2027-28)
(RJDCF)
| Item # | Points Possible | Description | Unit of Measure | Estimated Population / Quantity | Months | Cost per Unit of Measure | Total Evaluated Cost (Years 1-2 for evaluation only) | |
| IP First Class Mail | ||||||||
| 1 | 120 | Incoming IP First-Class Mail Std & Large Flat | Monthly ADP | 3804 | ||||
| Author: https://www.cdcr.ca.gov/research/population-reports-2/ | 24 | $ - 0 | ||||||
| Exception Handling | ||||||||
| 2 | 30 | Forwarding | Monthly Pieces | 325 | ||||
| Author: Rough estimate based on RJDCF mailroom counts | 24 | $ - 0 | ||||||
| Print Service Charges | ||||||||
| 3* | 3 | Printed Content (B/W) | each page | n/a | ||||
| 4* | 3 | Printed Content (Color) | each page | n/a |
*Line items 3 and 4 shall be evaluated, however the IP shall be responsible for these costs. These costs shall not be paid by CDCR.
&F
Page &P
Cost Wksht 2 (Yr 3)
| Bidder Name: | |
| Year 3 |
(2029) (Statewide)
| Item # | Points Possible | Description | Unit of Measure | Estimated Population / Quantity | Months | Cost per Unit of Measure | Total Evaluated Cost (Year 3 for evaluation only) | |
| IP First Class Mail | ||||||||
| 1 | 120 | Incoming IP First-Class Mail Std & Large Flat | Monthly ADP | 86146 | ||||
| Author: https://www.cdcr.ca.gov/research/wp-content/uploads/sites/174/2026/05/Spring-2026-Population-Projections-Publication.pdf | 12 | $ - 0 | ||||||
| Exception Handling | ||||||||
| 2 | 30 | Forwarding | Monthly Pieces | 10075 | ||||
| Author: Rough estimate based on RJDCF mailroom counts * 31 institutions | 12 | $ - 0 | ||||||
| Print Service Charges | ||||||||
| 3* | 3 | Printed Content (B/W) | each page | n/a | ||||
| 4* | 3 | Printed Content (Color) | each page | n/a |
*Line items 3 and 4 shall be evaluated, however the IP shall be responsible for these costs. These costs shall not be paid by CDCR.
&F
Page &P
Cost Wksht 3 (Option Yr 4)
| Bidder Name: | ||
| Bidders shall apply discounted pricing for Option Years 4 and 5. | ||
| Please see Instruction tab #4. | Option Year 4 |
(2030) (Statewide)
| Item # | Points Possible | Description | Unit of Measure | Estimated Population / Quantity | Months | Cost per Unit of Measure | Total Evaluated Cost (Year 4 for evaluation only) | |
| IP First Class Mail | ||||||||
| 1 | 120 | Incoming IP First-Class Mail Std & Large Flat | Monthly ADP | 85210 | ||||
| Author: https://www.cdcr.ca.gov/research/wp-content/uploads/sites/174/2026/05/Spring-2026-Population-Projections-Publication.pdf | 12 | $ - 0 | ||||||
| Exception Handling | ||||||||
| 2 | 30 | Forwarding | Monthly Pieces | 10075 | ||||
| Author: Rough estimate based on RJDCF mailroom counts * 31 institutions | 12 | $ - 0 | ||||||
| Print Service Charges | ||||||||
| 3* | 3 | Printed Content (B/W) | each page | n/a | ||||
| 4* | 3 | Printed Content (Color) | each page | n/a |
*Line items 3 and 4 shall be evaluated, however the IP shall be responsible for these costs. These costs shall not be paid by CDCR.
&F
Page &P
Cost Wksht 4 (Option Yr 5)
| Bidder Name: | ||
| Bidders shall apply discounted pricing for Option Years 4 and 5. | ||
| Please see Instruction tab #4. | Option Year 5 |
(2031) (Statewide)
| Item # | Points Possible | Description | Unit of Measure | Estimated Population / Quantity | Months | Cost per Unit of Measure | Total Evaluated Cost (Year 5 for evaluation only) | |
| IP First Class Mail | ||||||||
| 1 | 120 | Incoming IP First-Class Mail Std & Large Flat | Monthly ADP | 85210 | ||||
| Author: https://www.cdcr.ca.gov/research/wp-content/uploads/sites/174/2026/05/Spring-2026-Population-Projections-Publication.pdf | 12 | $ - 0 | ||||||
| Exception Handling | ||||||||
| 2 | 30 | Forwarding | Monthly Pieces | 10075 | ||||
| Author: Rough estimate based on RJDCF mailroom counts * 31 institutions | 12 | $ - 0 | ||||||
| Print Service Charges | ||||||||
| 3* | 3 | Printed Content (B/W) | each page | n/a | ||||
| 4* | 3 | Printed Content (Color) | each page | n/a |
*Line items 3 and 4 shall be evaluated, however the IP shall be responsible for these costs. These costs shall not be paid by CDCR.
&F
Page &P
Agreement Summary
| Agreement Summary | |
| COST WORKSHEET 1 TOTAL COST - Years 1 & 2 | $ - 0 |
| COST WORKSHEET 2 TOTAL COST - Year 3 | $ - 0 |
| TOTAL BASE CONTRACT COST - Years 1-3 | $ - 0 |
| COST WORKSHEET 3 TOTAL COST - Option Year 4 | $ - 0 |
| COST WORKSHEET 4 TOTAL COST - Option Year 5 | $ - 0 |
| TOTAL AGREEMENT COST - YEARS 1-5 | $ - 0 |
File details come from the government source that posted it. Updated .