Ice_form.pdf

This is an Independent Cost Estimate (ICE) form template used by procurement departments to document pricing justification and analysis methodologies. The form is designed to capture requisition details, descriptions of goods and services, procurement type classification (new procurement, contract modification, or exercise of option), and supporting documentation requirements. The form requires attachments to substantiate pricing decisions through multiple acceptable approaches, including published list prices, historical pricing from previous purchase orders, comparable purchases by other agencies with supporting email correspondence, engineering or technical estimates, independent third-party estimates, or preestablished pricing resulting from competitive procurement processes.

This particular form instance relates to METRO Regional Transit Authority's Finance, Payroll, and optional HRIS system procurement in Summit County, Ohio. The blank fields indicate this is a template awaiting completion for a specific procurement action. When completed, this ICE form would serve as the cost justification documentation for METRO's system implementation, which carries a $350,000 budgeted amount in the agency's 2025 capital budget. The form's completion would need to align with METRO's procurement timeline, which includes a proposal submission deadline of February 26, 2026, at 5:00 PM ET, with contract award anticipated on April 28, 2026, and system operational status required by January 1, 2027. The completed ICE would document pricing analysis methodology for the Total Cost of Ownership evaluation, encompassing one-time costs for software licenses, hardware, and implementation services, as well as annual recurring costs for software maintenance, SaaS subscriptions, and hardware maintenance over the minimum three-year comprehensive warranty period with optional extension to five years.