HRSD_CMMS_Managed_Services_Pricing_Template_Appendix_B_v2.xlsx

XLSX spreadsheet 20 KB Posted Jul 24, 2026

Attached to: HRSD RFP # 408247 - Computerized Maintenance Management System (CMMS) Annual Managed Services - IT
Solicitation number: RFP-125022
Issued by: Virginia Beach City, Virginia

About this file

Written by GovTribe AI · Jul 28, 2026

This is a pricing template and instructions document for the Hampton Roads Sanitation District (HRSD) RFP #408247, a Computerized Maintenance Management System (CMMS) Annual Managed Services contract in Virginia. The solicitation seeks IT support services for HRSD's Octave EAM/CMMS platform, which has been in production since 2010. Services will be provided on an estimated use, indefinite delivery basis via work orders authorized as needed, with no guaranteed minimum or maximum volume. The contract term runs from October 1, 2026, through September 30, 2027, with four one-year renewal options available through September 30, 2031. Primary support needs include technical development, custom reporting, integrations, performance tuning, and limited functional support for a mature system with historically modest external support requirements (approximately 210–240 hours annually at ~$40,000).

Offerors must submit fully loaded hourly rates for nine defined labor categories, including Engagement/Project Manager, Senior Functional EAM Consultant, Functional EAM Consultant/Analyst, Technical Developer/Integration Specialist, Report Developer/Cognos Specialist, Database Specialist/DBA, QA/Tester/Validation Analyst, Trainer/Change Management Specialist, and specialized roles as justified. The estimated hours provided are for evaluation purposes only and do not guarantee actual work volume; actual contract value will be determined by authorized work orders and hours performed. Travel, meals, lodging, mileage, and other direct costs are reimbursable separately per HRSD's Reimbursable Charges Guideline (Appendix A) and must not be included in hourly rates. Offerors may propose an optional annual not-to-exceed (NTE) cap for budget certainty and must propose maximum annual escalation percentages for renewal options. Work is to be performed during normal business hours (Monday–Friday, 8:00 a.m.–4:30 p.m.) excluding HRSD observed holidays, with a default minimum billing increment of 0.25 hours; offerors must complete mandatory Assumptions & Exclusions worksheets disclosing all pricing assumptions, subcontractor use, and scope boundaries to avoid post-award issues.

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Other files

File	Type	Posted
Getting Started in ERP.pdf	PDF	Jul 24, 2026
HRSD 2026 Reimbursable Charges_Appendix A.pdf	PDF	Jul 24, 2026
HRSD Solicitation_408247_CMMS Annaul Managed Services.pdf	PDF	Jul 24, 2026

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Instructions

HRSD RFP #408247 – CMMS Annual Managed Services – IT
Appendix B: Pricing Template (Estimated Use / Time & Materials)
PURPOSE & KEY INSTRUCTIONS FOR OFFERORS
1. CONTRACT TYPE	This is an ESTIMATED USE / INDEFINITE DELIVERY contract. Services will be authorized via work orders on an as-needed basis (primarily technical development, reporting, and limited functional support). There is no guaranteed minimum or maximum volume. Actual payments will be based on authorized hours at the contracted rates.
2. CONTEXT – MATURE SYSTEM	HRSD’s Octave EAM/CMMS has been in production since 2010 and is a long-established, highly customized platform. Historical annual external support volume has been relatively modest (approximately 210 hours and ~$40,000 in recent periods). The estimated hours in this template reflect recent actual usage patterns for a mature system and are provided solely for proposal evaluation consistency.
3. EVALUATED PRICE vs. ACTUAL CONTRACT VALUE	HRSD has provided ESTIMATED ANNUAL HOURS solely for proposal EVALUATION and comparison purposes (supports the 10-point Cost criterion). These do NOT represent a guarantee or commitment of work. The ‘Total Evaluated Price’ auto-calculates from your proposed rates × HRSD estimates. Do NOT change or override the estimated hours.
4. HOW TO COMPLETE THIS TEMPLATE	• Complete ONLY the yellow-highlighted input cells (Hourly Rates, Notes, Offeror info, optional NTE).

• Blue-highlighted cells (Estimated Hours) are locked for evaluation consistency — do not modify.

• Green cells contain formulas and will auto-calculate.

• All offerors must use this exact structure for fair apples-to-apples comparison.

• Submit this completed Excel file as part of your proposal.

5. LABOR CATEGORIES	Use the categories exactly as defined. Map proposed staff to these categories in your Staffing Plan and Resumes. Rates must be FULLY LOADED (direct labor + fringe + overhead + G&A + profit). Travel and other direct costs are reimbursable separately per Appendix A and must NOT be built into the hourly rates.
6. TRAVEL, EXPENSES & HOLIDAYS	Travel, meals, lodging, mileage, car rental, and other direct costs are reimbursable separately in accordance with HRSD’s Reimbursable Charges Guideline (Appendix A, revised January 2026). Pre-approval is required. Normal business hours are Monday–Friday 8:00 a.m.–4:30 p.m. excluding observed HRSD holidays. Account for these when planning any on-site work or deliverables.
7. ESCALATION FOR RENEWAL OPTIONS	Propose your maximum annual escalation percentage for the four (4) one-year renewal options in the Assumptions & Exclusions sheet (or the dedicated cell on the Labor Rate Card).
8. NOT-TO-EXCEED (NTE) CAP (OPTIONAL BUT RECOMMENDED)	You may propose an annual NTE ceiling for the base term. This provides HRSD budget certainty while allowing flexibility. HRSD is not obligated to reach the NTE.
9. ASSUMPTIONS & EXCLUSIONS (MANDATORY)	Complete the Assumptions & Exclusions sheet thoroughly. Any pricing assumptions not disclosed may be disregarded or result in post-award issues.
10. MINIMUM BILLING INCREMENT	Unless otherwise proposed and accepted, the minimum billable increment is 0.25 hours (15 minutes).
11. SUBMISSION	For the purposes of the online submittal, the sum of one dollar ($1.00) shall be submitted on the line item provided within your ERP solicitation response, as instructed in the solicitation. Attach this completed template (and any supporting rate backup if requested during negotiations).
OFFEROR INFORMATION (Complete All Fields)
Legal Name of Offeror:		Date Completed:
Primary Contact / Title:		Phone / Email:
Proposed Project Manager / Engagement Lead:
IMPORTANT: HRSD RESERVES THE RIGHT TO
• Negotiate rates, assumptions, NTE, and escalation during BAFO/negotiations with shortlisted offerors.
• Adjust estimated hours or add labor categories post-award based on actual needs (via contract modification if required).
• Reject proposals that alter the template structure, estimated hours, or fail to provide required assumptions.
• Use the Total Evaluated Price as the basis for the Cost score (10 points).

Labor Rate Card

	RFP #408247 – CMMS Annual Managed Services – Labor Rate Card & Evaluated Price Summary
	Base Term: October 1, 2026 – September 30, 2027 \| Estimated Use Contract (T&M via Purchase Orders) \| Mature System – Low Volume Historical Usage
	TOTAL EVALUATED ANNUAL PRICE (for Cost scoring – auto-calculated)				$0.00	← Used for 10-pt Cost evaluation
	OFFEROR PROPOSED ANNUAL NTE CAP (optional – recommended for budget certainty)					Not a spend guarantee
	NOTE: Hourly rates are for LABOR ONLY (fully loaded). Travel, meals, lodging, mileage, and other direct costs are reimbursable separately per Appendix A (Reimbursable Charges Guideline). Account for HRSD observed holidays. Do not include these costs in rates.
	Labor Category	Role Description / Typical Duties (See RFP for full Minimum Qualifications)	Hourly Rate (USD)
Fully Loaded	Est. Annual Hours
(Evaluation Only)	Extended Evaluated Cost (USD)	Notes / Assumptions Specific to Category
	Engagement / Project Manager	Light overall coordination, governance, status reporting, and work-order prioritization for a mature system. Limited ongoing engagement expected.		25

HRSD Procurement: HRSD-provided estimate based on recent historical usage for a mature system. For EVALUATION ONLY. Do not modify. Actual usage will vary.

Senior Functional EAM Consultant Occasional complex enhancements or high-priority functional support requiring deep Octave EAM expertise. Low volume anticipated. 20 HRSD Procurement: HRSD-provided estimate based on recent historical usage for a mature system. For EVALUATION ONLY. Do not modify. Actual usage will vary.

Functional EAM Consultant / Analyst Limited day-to-day functional support, break/fix, or moderate configuration changes as needed. 15 HRSD Procurement: HRSD-provided estimate based on recent historical usage for a mature system. For EVALUATION ONLY. Do not modify. Actual usage will vary.

Technical Developer / Integration Specialist Primary volume category. Custom code (Extensibility Framework), integrations, interfaces, performance tuning, and technical troubleshooting. 90 HRSD Procurement: HRSD-provided estimate based on recent historical usage for a mature system. For EVALUATION ONLY. Do not modify. Actual usage will vary.

Report Developer / Cognos Specialist Primary volume category. Development, optimization, and support of custom reports, flexes, and Cognos analytics (existing ~300 custom reports). 60 HRSD Procurement: HRSD-provided estimate based on recent historical usage for a mature system. For EVALUATION ONLY. Do not modify. Actual usage will vary.

Database Specialist / DBA Support Minimal database performance or data-related support. Historical usage has been near zero. 5 HRSD Procurement: HRSD-provided estimate based on recent historical usage for a mature system. For EVALUATION ONLY. Do not modify. Actual usage will vary.

QA / Tester / Validation Analyst Light testing, UAT support, or validation of enhancements and upgrades as required. 10 HRSD Procurement: HRSD-provided estimate based on recent historical usage for a mature system. For EVALUATION ONLY. Do not modify. Actual usage will vary.

Trainer / Change Management & Documentation Specialist Minimal training delivery, documentation updates, or knowledge transfer. Self-sufficiency focus for a mature platform. 15 HRSD Procurement: HRSD-provided estimate based on recent historical usage for a mature system. For EVALUATION ONLY. Do not modify. Actual usage will vary.

HRSD Procurement: HRSD-provided estimate based on recent historical usage for a mature system. For EVALUATION ONLY. Do not modify. Actual usage will vary.

TOTAL EVALUATED PRICE	$0.00	Sum of all extended costs using HRSD estimates (based on ~240 historical hours)
Other / Specialized Role (Specify & Justify)
ESCALATION FOR RENEWAL OPTIONS (4 one-year renewals through 09/30/2031)
Maximum Proposed Annual Escalation % (e.g., 2.5% or CPI-U capped):			Also address in Assumptions sheet if more detail needed
Note: Rates proposed must remain firm for the base term unless otherwise negotiated. Work performed during normal business hours (M–F 8:00 a.m.–4:30 p.m. excluding HRSD observed holidays) unless pre-authorized. Minimum billing increment: 0.25 hours unless otherwise proposed. Estimates reflect recent historical usage on a mature system (~210–240 hours/year).

Assumptions & Exclusions

RFP #408247 – Assumptions, Exclusions, Inclusions & Rate Basis (MANDATORY)
Complete this sheet thoroughly. Undisclosed assumptions may be rejected or lead to post-award issues. Be specific and transparent. This engagement supports a mature, long-established system with historically modest external support volume.
Category	Assumption / Inclusion / Exclusion / Policy	Offeror Response / Details
Rate Composition	Confirm rates are FULLY LOADED (base pay + fringe + overhead/G&A + profit). List any items explicitly EXCLUDED from rates. Travel, meals, lodging, mileage, and other direct costs are reimbursable SEPARATELY per Appendix A and must NOT be included or padded into the hourly labor rates.
Billing Increment	Proposed minimum billable time increment (default 0.25 hr / 15 min). If different, explain.
Travel & Expenses	Travel, meals, lodging, mileage, car rental, airport parking, taxi/ride-share, and other ODCs MUST comply with the limits and policies in HRSD’s Reimbursable Charges Guideline (Appendix A, revised January 2026). Reimburse at actual cost up to Table 1 limits (GSA per diem for meals). Pre-approval typically required. No markup unless pre-negotiated and disclosed. Confirm alignment and any remote vs. on-site preferences.
Holidays & Business Hours	Confirm understanding that work is performed during normal business hours (M–F 8:00 a.m.–4:30 p.m.) excluding HSD observed holidays. After-hours work requires prior written authorization.
Subcontractors / Lower Tier	Will subcontractors be used? If yes, identify categories/roles, proposed markup % (if any), and how quality/governance will be managed.
After-Hours / Premium Work	Policy and proposed premium % (if any) for work outside normal business hours or holidays.
Escalation for Renewals	Detailed proposed escalation methodology and maximum % per year for the 4 renewal options. Any conditions or caps (e.g., CPI-U)?
Knowledge Transfer & Documentation	What is included in rates regarding documentation (tech designs, runbooks, user guides), training materials, and knowledge transfer to HRSD staff? Any limits on hours?
Tools, Licenses & Infrastructure	What tools, Octave EAM licenses, development environments, or infrastructure are assumed to be provided by HRSD vs. Offeror? Any third-party costs to be passed through?
Remote vs. On-Site Mix	Expected % remote vs. on-site work. Any assumptions about HRSD providing workspace, badges, or equipment for on-site resources?
Scope Boundaries (Mature System)	Any specific items you consider OUT OF SCOPE or that would require a change order (beyond the RFP’s stated out-of-scope items)? Confirm understanding that this is a mature system with historically low external support volume focused primarily on technical development and reporting.
Other Material Assumptions	List any other material assumptions that could impact your pricing or ability to perform (e.g., timely HRSD decisions, data quality, access to systems, volume of work orders).
ADDITIONAL COMMENTS OR PROPOSED PRICING INNOVATIONS (Optional)

OFFEROR CERTIFICATION: By submitting this pricing template, I certify that the rates and information provided are accurate, complete, and compliant with the RFP requirements. I understand that the Total Evaluated Price is for comparison purposes only and that actual contract value will be determined by authorized work orders and actual hours performed. I further understand that the estimates reflect recent historical usage on a mature system.

Authorized Signature / Name / Title:

Date:

File details come from the government source that posted it. Updated Jul 28, 2026.