Exhibit B_ Services Pricing.xlsx
XLSX spreadsheet 48 KB Posted
- Solicitation number
- RFP-122771
- Issued by
- Richmond City, Roanoke City, Virginia
About this file
Exhibit B: Services Pricing Summary
This is a services pricing exhibit for RFP 201-26-040 Child Nutrition Information Management System issued by the Virginia Department of Education. The exhibit establishes the pricing structure for the proposed Child Nutrition Information Management System, which will support nutrition program operations and management across Virginia's educational institutions. The pricing document outlines the cost framework for system implementation, licensing, and ongoing support services that vendors must propose to meet the state's requirements for comprehensive nutrition management functionality.
The pricing exhibit details the cost components vendors must include in their proposals, including initial system implementation costs, annual licensing fees, user seat licenses, technical support and maintenance services, and training and professional services. The document specifies the pricing structure that allows the Virginia Department of Education to evaluate vendor proposals on a consistent financial basis, ensuring transparent cost comparison across all bidders responding to the RFP. Vendors are required to provide detailed pricing for each service component and clearly identify any optional services or add-on costs separate from core system pricing to facilitate accurate budget analysis and award determination.
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Title Page and Instructions
RFP 201-26-040
EXHIBIT B
PRICING SCHEDULE
INSTRUCTIONS
** (Add Supplier Name Here)**
| Supplier shall provide detailed pricing for each of the pricing methods set forth in this Excel workbook. Additional information and backup detail should be attached as appropriate. Submit all pricing data in this Excel Pricing Schedule workbook. Altered formats or blank data will be considered incomplete and may be eliminated from further consideration. | |
| Pricing must be comprehensive. Supplier's pricing proposal must include all charges of any kind associated with the Service/Solution. All one-time and recurring costs should be clearly noted as such. Agency will not be liable for any fees or charges for the Service/Solution that are not set forth in this Excel Pricing Schedule workbook. Any attempt to add these fees to submitted pricing will not be considered. | |
| Supplier must be willing and able to successfully provide the Service/Solution proposed for the prices given and to complete the project on the specific pricing method set forth herein. | |
| The pricing information supplied with your proposal must be valid until award of a contract resulting from this RFP. If you wish to reserve the option to withdraw the pricing during that period, you must withdraw your entire proposal. | |
| Any underlying assumptions on Supplier's proposal must be clearly, conspicuously and fully disclosed. The intent of the pricing matrix provided is to implement an acquisition process that is flexible and that supports Agency's delivery requirements on an individual order basis. If you are proposing more than one Service/Solution type, you may also submit a bundled cost in addition to the separate individual Service/Solution costs. | |
| Suppliers are encouraged to propose any discounts available. It is expected that any such discounts will be applicable to all Authorized Users. | |
| Answer the following questions in the space provided: | Yes or No |
| Does Supplier agree that all above pricing information will be valid until the contract is awarded? (Yes or No) | |
| Does the pricing submittal, as summarized above, represent the total fixed-price cost of the proposed service/Solution in accordance with requirements of the maintenance contract? (Yes or No) | |
| Signature of Authorized Representative: | Title: |
Implementation
RFP 201-26-040
EXHIBIT B
PRICING SCHEDULE
INSTRUCTIONS
Instructions: Suppliers shall define Project Milestones in the table below with inputs reflecting the information detailed in Exhibit C - Implementation SOW. Suppliers must define the costs associated with the functionality delivered at each milestone, and indicate a projected delivery date. These Project Milestones should be considered as Payment Milestones for invoicing purposes. The supplier may invoice only after the applicable milestone and associated deliverables have been completed and formally Accepted by VDOE.
Delivered functionality shall be considered complete and billable only when it is fully developed/configured, tested, and available in the staging environment.
Suppliers must also fill out the Deliverables table, associating each deliverable with the nearest/most relevant Project Milestone from the ""Functional Delivery Milestones"" table. Deliverables may only be invoiced with the completion of the associated Functional Delivery Milestone as indicated in this tab.
tc={FA4027F9-41A2-4ACF-B060-32921EE5C50E}: [Threaded comment]
Your version of Excel allows you to read this threaded comment; however, any edits to it will get removed if the file is opened in a newer version of Excel. Learn more: https://go.microsoft.com/fwlink/?linkid=870924
Comment:
VDOE, if you choose to utilize this model, I would review when specific deliverables are due (specifically reports, paper deliverables, etc.) and ensure that the actual functions/work is represented and aligns with the milestone due dates
EX: the delivered functionality associated with configuration and build should be Build/Unit Test Complete, which does align with the milestone due date.
However, for Integration Development, “completed integrations” is the delivered functionality, but it is due before the interface reconciliation report, and the report is the last deliverable in the milestone, so the actual functional delivery does not align with the milestone due date.
Reply:
Agreed; We switched the order of the two milestones “19 Completed Integrations” and “20 Interface Reconciliation Report” and had them delivered on the same day.
Milestone Number Milestone Name Functionality/Product to be Delivered Tentative/Estimated Due Date Cost Retainage (20%) Net Cost Total
| 1 | Project Governance & Planning | 10/31/2026 | $ - | Project Governance & Planning | ||
| 2 | Requirements Validation & Design | 12/29/2026 | $ - | Requirements Validation & Design | ||
| 3 | Configuration & Build | 10/31/2027 | $ - | Configuration & Build | ||
| 4 | Integration Development | 12/15/2027 | $ - | Integration Development | ||
| 5 | Data Conversion and Migration | 01/15/2028 | $ - | Data Conversion & Migration | ||
| 6 | Testing (SIT/UAT/Pilot) | 04/30/2028 | $ - | Testing | ||
| 7 | Training & Knowledge Transfer | 03/15/2028 | $ - | Training | ||
| 8 | Deployment & Go-Live | 06/01/2028 | $ - | Deployment | ||
| 9 | Stabilization / Hypercare | 07/31/2028 | $ - | Stabilization | ||
| 10 | Project Closeout & Transition | 09/30/2028 | $ - | Closeout | ||
| 11 | Total Charges | $ - | $ - | $ - |
Note: All milestone dates are tentative and subject to change
Deliverable Number Deliverable Name Associated Project Milestone Tentative/Estimated Due Date Deliverable Cost
| 1 | Contract Award | Project Governance and Planning | 10/01/2026 | |
| 2 | Project Kickoff | Project Governance and Planning | 10/07/2026 | |
| 3 | Project Management Plan (PMP) | Project Governance and Planning | 10/31/2026 | |
| 4 | Detailed Schedule and Work Breakdown Structure | Project Governance and Planning | 10/31/2026 | |
| 5 | Communication Management Plan | Project Governance and Planning | 10/31/2026 | |
| 6 | Risk Management Plan and Risk Register | Project Governance and Planning | 10/31/2026 | |
| 7 | Issue Log | Issue Log | 11/14/2026 | |
| 8 | Requirements Workshops and Working Sessions | Requirements Validation & Design | 11/14/2026 | |
| 9 | Environment Strategy & Management Plan | Requirements Validation & Design | 11/29/2026 | |
| 10 | Architecture & Integration Design | Requirements Validation & Design | 12/15/2026 | |
| 11 | Requirements Traceability Matrix | Requirements Validation & Design | 12/29/2026 | |
| 12 | Configuration Workbook | Configuration & Build | 03/15/2027 | |
| 13 | Configured System (All Modules) | Configuration & Build | 08/31/2027 | |
| 14 | Build/Test Complete | Configuration & Build | 10/31/2027 | |
| 15 | Data Conversion and Management Plan | Data Conversion & Migration | 01/15/2027 | |
| 16 | Initial Conversion Results Report | Data Conversion & Migration | 10/15/2027 | |
| 17 | Migration Validation Report | Data Conversion & Migration | 01/15/2028 | |
| 18 | Interface Control Documents (ICDs) and Integration Specifications | Integration Development | 01/31/2027 | |
| 19 | Interface Reconciliation Report | Integration Development | 12/15/2027 | |
| 20 | Completed Integrations | Integration Development | 12/15/2027 | |
| 21 | Test Plan and Testing Strategy | Testing (SIT/UAT/Pilot) | 02/15/2027 | |
| 22 | SIT Results and Defect Log | Testing (SIT/UAT/Pilot) | 12/15/2027 | |
| 23 | Data Validation Report and Defect Log | Testing (SIT/UAT/Pilot) | 01/15/2028 | |
| 24 | UAT Results and Defect Log | Testing (SIT/UAT/Pilot) | 02/28/2028 | |
| 25 | Defect Resolution Report and Defect Log | Testing (SIT/UAT/Pilot) | 03/15/2028 | |
| 26 | Defect Severity Matrix | Testing (SIT/UAT/Pilot) | 02/15/2027 | |
| 27 | Pilot Evaluation and Deployment Readiness Report | Testing (SIT/UAT/Pilot) | 04/30/2028 | |
| 28 | Training Plan | Training & Knowledge Transfer | 11/15/2027 | |
| 29 | Training Materials, Guides, and Manuals | Training & Knowledge Transfer | 11/15/2027 | |
| 30 | User Guides and Administrative Guides | Training & Knowledge Transfer | 11/15/2027 | |
| 31 | Quick Reference Guides and Job Aids | Training & Knowledge Transfer | 11/29/2027 | |
| 32 | Training Effectiveness Assessment Report | Training & Knowledge Transfer | 03/15/2028 | |
| 33 | Operational Readiness / Go-Live Readiness Assessment | Deployment & Go-Live | 05/15/2028 | |
| 34 | Deployment, Cutover, and Rollback Plan | Deployment & Go-Live | 04/12/2028 | |
| 35 | Cutover & Recovery Validation Report | Deployment & Go-Live | 05/15/2028 | |
| 36 | Production Go-Live | Deployment & Go-Live | 06/01/2028 | |
| 37 | Post-Implementation / Hypercare Support Plan | Stabilization / Hypercare | 05/22/2028 | |
| 38 | Support Escalation Matrix | Stabilization / Hypercare | 11/29/2027 | |
| 39 | Stabilization Report | Stabilization / Hypercare | 07/31/2028 | |
| 40 | SLA Baseline Report | Stabilization / Hypercare | 08/15/2028 | |
| 41 | Security and Compliance Evidence Package | Stabilization / Hypercare | 07/31/2028 | |
| 42 | Knowledge Transfer and Transition to Operations Plan | Project Closeout & Transition | 08/30/2028 | |
| 43 | Deliverable Acceptance Register | Project Closeout & Transition | 09/15/2028 | |
| 44 | Closeout Documentation and Lessons Learned Report | Project Closeout & Transition | 09/15/2028 | |
| 45 | Final Acceptance Letter | Project Closeout & Transition | 09/30/2028 | |
| Total Charges | $ - |
Note: All deliverables dates are tentative and subject to change VDOE, if you choose to utilize this model, I would review when specific deliverables are due (specifically reports, paper deliverables, etc.) and ensure that the actual functions/work is represented and aligns with the milestone due dates
EX: the delivered functionality associated with configuration and build should be Build/Unit Test Complete, which does align with the milestone due date.
However, for Integration Development, “completed integrations” is the delivered functionality, but it is due before the interface reconciliation report, and the report is the last deliverable in the milestone, so the actual functional delivery does not align with the milestone due date.
Agreed; We switched the order of the two milestones “19 Completed Integrations” and “20 Interface Reconciliation Report” and had them delivered on the same day.
Production Support Pricing Production Support Pricing tc={496114C7-EB94-489A-88DE-A9A889727622}: [Threaded comment]
Your version of Excel allows you to read this threaded comment; however, any edits to it will get removed if the file is opened in a newer version of Excel. Learn more: https://go.microsoft.com/fwlink/?linkid=870924
Comment:
DOE, is there any ongoing costs after production that you would need pricing from the Supplier on? If so, recommend adding a tab for this.
Examples: products, help desk and support, staff costs, etc.
Reply:
Open comment.
Reply:
This is still an open comment.
| Charges by Cost Category and Contract Year | |
| ($) | |
| Instructions: | |
| Provide the cost breakdown of the proposed Services by Cost Category and Contract Year. | |
| Document all pricing assumptions in the Pricing Assumptions tab, including a list of Software and Hardware included in your calculations. | |
| Answer the following questions below and provide signature and title of authorized representative. |
Contract Year 1 Contract Year 2 Contract Year 3 Contract Year 4 Contract Year 5 Contract Year 6 (Renewal 1) Contract Year 7 (Renewal 2) Contract Year 8 (Final Renewal) Total
| Cost Category | |
| Services (Labor) | $ - |
| Software | $ - |
| Hardware | $ - |
| Hosting | $ - |
| Other (Specify) | $ - |
| $ - |
Total Charges $ - $ - $ - $ - $ - $ -
DOE, is there any ongoing costs after production that you would need pricing from the Supplier on? If so, recommend adding a tab for this.
Examples: products, help desk and support, staff costs, etc.
Open comment.
This is still an open comment.
&"Arial,Regular"&8DOA RFP 2023-01 &"Arial,Regular"&8Appendix C, Supplier Pricing
&"Arial,Regular"&8DOA RFP 2023-01 Appendix C, Supplier Pricing &"Arial,Regular"&8Page &P of &N
Rate Card
| Rate Card | ||||
| ($ per Hour) | ||||
| Instructions: | ||||
| Complete Table 1: Resource Types. Provide hourly rates inclusive of travel expenses. | ||||
| Complete Table 2: Resource Type Descriptions. | ||||
| Add additional lines if needed. | ||||
| Table 1: Resource Types | ||||
| # | Resource Type | Year 1 | ||
| Hourly Rate | Year 2 | |||
| Hourly Rate | Year 3 | |||
| Hourly Rate | Year 4 | |||
| Hourly Rate | Year 5 Hourly Rate | Year 6 (Renewal 1) Hourly Rate | Year 7 (Renewal 2) Hourly Rate | Year 8 (Final Renewal) |
Hourly Rate
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Table 2: Resource Type Descriptions
| # | Resource Type | Role Description (including years of experience) |
| 1 | 0 | |
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| 20 | 0 |
&"Arial,Regular"&8DOA RFP 2023-01 &"Arial,Regular"&8Appendix C, Supplier Pricing
Appendix C, Supplier Pricing &"Arial,Regular"&8Page &P of &N
Cost Category List
| Cost Category |
| Services (Labor) |
| Software |
| Hardware |
| Travel |
| Other (Specify) |
Pricing Assumptions Pricing Assumptions
| Instructions: |
| Select a Cost Category from the dropdown list in column B that corresponds to the categories identified in the Production Support Pricing Tab |
| Enter your Assumption and Explanation in column C. |
| Add additional lines if needed. |
| # | Cost Category | Assumption and Explanation |
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&"Arial,Regular"&8DOA RFP 2023-01 &"Arial,Regular"&8Appendix C, Supplier Pricing
Appendix C, Supplier Pricing &"Arial,Regular"&8Page &P of &N
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