Revised Attachment D - Cost Form.xlsx

1. Instructions RFP 45-RQ161211 North Carolina DOR Tax System Modernization Attachment D - Cost Form

The Vendor must complete the Cost Proposal with the expected cost rate based on the anticipated contract start date as stated in the RFP. However, should the contract start date shift for any reason, North Carolina DOR expects Vendor to honor the costs as stated in their Cost Proposal. The total bid cost is a firm fixed price proposal, and the determination of the contract start date will not affect the total bid price. Vendors should prepare cost proposal to reflect best available pricing to meet requested scope of services.

This workbook contains cost information required for submission of a proposal for the services in this RFP. The worksheets within this response template are listed below.

All worksheets must be completed. Any proposals that do not provide complete cost information may be excluded from the competitive field.

- Cells requiring Vendor data entry are highlighted in light-grey to clearly indicate which cells are available for data entry

- Cells that contain titles and formulas are marked in dark gray

- Cells that are not applicable are marked in black highlight

- Do NOT add, edit, or adjust cells unless specifically requested to do so

- It is the Vendor's responsibility to validate the integrity of the Cost Workbook formulas and links

Key Assumptions:

- Vendor must abide by the deadlines detailed in the RFP

- All figures should be in USD and whole dollars

- Implementation is expected to occur up to year 6, with support and maintenance costs occurring after each implementation phase

- Proposals to include costs for a total of 11 years

- Proposed costs should be inclusive of any labor, travel and expenses necessary to deliver on the scope of services

DO NOTHING ON THIS SHEET.

Attachment P / Cost Proposal

RFP# 2024-KB-002 - IRMS Replacement Project Page &P of &N

2. Total Cost Summary

Total Cost Summary

The costs recorded on this Total Cost Summary worksheet are automatically calculated using the information entered into worksheets 3. Implementation, 4. Software, 5. Hosting, 6. Production Support, 7. Other One Time Costs. It is Vendor's responsibility to ensure that the costs reflect the full proposal cost for the services outlined in this RFP. Components such as data warehouse, document management, etc. should be included in the Cost Form.

Instructions: do NOT edit this sheet. Prior to submission, confirm all costs reflect the proposal cost total.

Total Cost Summary

Attachment P / Cost Proposal

RFP# 2024-KB-002 - IRMS Replacement Project Page &P of &N

3. Implementation Implementation Costs

All tasks associated with the implementation services and deliverables described in response to RFP Section 3.4.5 - Implementation Services & Approach and proposed by the Vendor shall be included per year (12-month period) for that service, based on the Vendor's phased implementation plan described in response to RFP Section 3.4.5 Implementation Services & Approach.

Note: the information displayed in the cells of this worksheet may be altered. It is the responsibility of the Vendor to ensure the spreadsheet calculations are correct. All costs must be fully inclusive.

Instructions: enter costs for existing services in the light-grey cells. If a service will be provided by a third party, notate that as such in the Cost Assumptions tab and cost out that service as its own separate line item. Adjust labels in the white cells as needed. Insert additional rows as necessary where noted to record additional services. Ensure the calculations in the Total column (gray cells) carry through to the Total column for rows added. You may not delete rows once added. Proposed costs should be inclusive of any labor, travel and expenses necessary to deliver on the scope of services.

The worksheet allows for five (5) phases, Vendor needs to only enter costs for the number of phases anticipated in their implementation plan. Add sections for additional phases as needed. All figures should be in USD and whole dollars.

Solution Implementation

Solution Implementation

Solution Implementation

Solution Implementation

Solution Implementation

Attachment P / Cost Proposal

RFP# 2024-KB-002 - IRMS Replacement Project Page &P of &N

4. Software

Software Costs

Vendor will provide any and all costs for software which Vendor's solution will leverage to meet the requirements of this RFP, including third-party software. Costs shall include any licensing necessary to cover all environments (e.g., development, test, training, production, sandbox, prototype etc.). All costs associated with the purchase, delivery, installation, inspection, licenses, and production of the Software components shall be loaded into the Software Cost.

In the Software Specification table below, Vendor shall list the proposed software manufacturer, brand name, module name, and version number for the items being proposed.

It is the responsibility of Vendor to ensure spreadsheet calculations are correct.

Instructions: enter all one-time and ongoing software costs for each fiscal year by item. Insert additional rows as necessary where noted. Ensure the calculations in the Total column (gray cells) carry through to the Total column for rows added. You may not delete rows once added. All figures should be in USD and whole dollars.

Software Costs

Software Specifications

Attachment P / Cost Proposal

RFP# 2024-KB-002 - IRMS Replacement Project Page &P of &N

5. Hosting

Solution Hosting Costs

These services will include all components (e.g., operating system, servers, data center site, network, storage, uninterrupted power supply [UPS], etc.) and the services (e.g., backup, disaster recovery, etc.) required to provide the solution infrastructure as a service.

The hosting costs must be all-inclusive of the setup and support services for the required environment(s), including but not limited to the purchase of hardware, installation services, inspection, licenses (e.g., operating system), HVAC, facility fees, and physical/site security of the environments shall be included in the annual Cost.

Instructions: in the sections below, describe the environment size then select the environment size in the environment description for each year. Enter the total costs proposed for each year. In developing the hosting cost, the Vendor should reference the MS Azure pricing calculator: https://azure.microsoft.com/en-us/pricing/calculator/

NOTE: Vendor chargeback

- Small (for example: 2 CPUs, 32 GB memory and 500 GB of storage)

- Medium (for example: 4 CPUs, 64 GB memory and 1 TB of storage)

- Large (for example: 10 CPUs, 160 GB memory and 5 TB of storage)

All figures should be in USD and whole dollars.

Hosting Costs

Hosting Services Specifications

HOSTING COST NOTE:

NCDOR will provide the Azure environment (subscription) for the ITS. NCDOR will provide all security components including, but not limited to, firewalls, logging, end point protection and vulnerability patching. The vendor will be given administrative access to the subscription and will be responsible for implementing all systems and services in that subscription to provide the ITS. The vendor will work with NCDOR to determine exactly what controls, as prescribed by IRS publication 1075, are the responsibility of the vendor, the controls that are the responsibility of NCDOR and what controls, if any, are a shared responsibility.

Any costs associated with the azure subscription to host the ITS and related security tools will be charged back to the vendor. The vendor should ensure that the contract cost will be sufficient to cover the costs of the Azure ITS subscription.

The intent of this billing arrangement is to allow the vendor complete flexibility to host the ITS while insulating NCDOR from unpredicted or variable costs. The vendor can then control both performance and hosting costs for the ITS.

Example:

Attachment P / Cost Proposal

RFP# 2024-KB-002 - IRMS Replacement Project Page &P of &N

6. Production Support

Production Support Costs

Vendor will provide costs for all post-implementation and production services inclusive of all tasks and deliverables required for maintenance and operation of the new applications as described in RFP Section 3.4.7 Production Support Services.

For the purposes of this pricing worksheet, Vendors should assume the provision seven (7) FTEs to provide Application Support Services.

Note: the information displayed in the cells of this worksheet may be altered. It is the responsibility of the Vendor to ensure the spreadsheet calculations are correct. All costs must be fully inclusive.

Instructions: Enter annual costs for all support services in the light-grey cells. Insert additional rows as necessary where noted if the Vendor's implementation plan includes more than five phases or roles. Ensure the calculations in the Total column (gray cells) carry through to the Total column for rows added. You may not delete rows once added. All figures should be in USD and whole dollars.

Post Implementation and Production Support Services

* Support Level should correspond to the description provided in response to RFP Section 3.4.7 Production Support Services.

Attachment P / Cost Proposal

RFP# 2024-KB-002 - IRMS Replacement Project Page &P of &N

7. Other One Time Costs

Other One Time Costs

Vendor should detail propose other one time costs that may be deemed beneficial to the ongoing improvement of North Carolina DOR's tax and revenue administration efforts, both near-term and long-term. These costs are over and above the other summary categories. Vendor will provide costs for any proposed other one time costs services and/or features.

It is the responsibility of Vendor to ensure spreadsheet calculations are correct. All costs must be fully inclusive.

Instructions: Enter annual costs for all other one time service and/or feature proposed. Insert additional rows as necessary where noted if the Vendor suggests more than five services and/or features. Ensure the calculations in the Total column (gray cells) carry through to the Total column for rows added. All figures should be in USD and whole dollars.

Other One Time Costs

Attachment P / Cost Proposal

RFP# 2024-KB-002 - IRMS Replacement Project Page &P of &N

8. Cost Assumptions

Cost Assumptions

Vendor must state all assumptions upon which its pricing is determined. Assumptions shall not conflict with the Terms and Conditions or mandatory requirements of this RFP, and shall not change the requested scope of the RFP as described in the proposal. North Carolina DOR may disqualify the proposal if, in North Carolina DOR's sole discretion, determines that assumptions stated cause the proposal to inaccurately represent the costs for scope described in Vendor's proposal, or meets the needs as described in this RFP. Vendor must provide a clear understanding to North Carolina DOR of the cost impact to North Carolina DOR if any assumption is determined to be invalid; North Carolina DOR may use these values in consideration of the Cost Form.

Instructions: Complete the table below using as many rows as needed. Vendor shall provide a list of all business, economic, legal, programmatic, or practical assumptions that underlie Vendor's response to this RFP along with associated rationale. Clearly describe the location of the references to the RFP and/or proposal, description of the assumption, rationale for the need of the assumption, and the cost impact to North Carolina DOR should the assumption be invalid. Insert additional rows as needed.

Cost Assumptions

Attachment P / Cost Proposal

RFP# 2024-KB-002 - IRMS Replacement Project Page &P of &N

9. Value-Added Services

Value-Added Services and Features

Vendor is invited to propose value-added services and/or features that may be deemed beneficial to the ongoing improvement of North Carolina DOR's tax and revenue administration efforts, both near-term and long-term. Vendor will provide costs for any proposed value-added services and/or features, but these costs will not be included in the Total Cost Summary. Costs for value-added services and/or features will not be scored, but are informational for Department.

It is the responsibility of the Vendor to ensure spreadsheet calculations are correct. All costs must be fully inclusive.

Instructions: Enter annual costs for all value-added services and/or features proposed. Insert additional rows as necessary where noted if the Vendor suggests more than five services and/or features. Ensure the calculations in the Total column (gray cells) carry through to the Total column for rows added. You may not delete rows once added. All figures should be in USD and whole dollars.

Value-Added Services and Features

Attachment P / Cost Proposal

RFP# 2024-KB-002 - IRMS Replacement Project Page &P of &N

10. Payment Schedule

Preferred Payment Schedule

Vendor may propose their preferred payment schedule to North Carolina DOR. Here, you'll find columns labeled for 'Frequency,' 'Contract Year,' and 'Payment Amount'. Review your entries for accuracy and completeness. If needed, include any additional details in designated columns. The preferred payment Schedule will not be scored, but are informational for North Carolina DOR. It is the responsibility of the Vendor to ensure spreadsheet calculations are correct.

Instructions: The Vendor is invited to customize the rows and columns below to convey their preferred payment schedule. All figures should be in USD and whole dollars. The total fees should reconcile with the total cost summary tab 2.

Preferred Payment Schedule: Sample

Attachment P / Cost Proposal

RFP# 2024-KB-002 - IRMS Replacement Project Page &P of &N

11. Rate Card

General Rate Card

Vendor will provide the personnel hourly rate relating to change orders or other services or support not otherwise contemplated in this Cost Form. The rates provided are to be valid for the base term of the contract. North Carolina DOR expects the rates to increase by no more than the cost of living adjustment as determined by the United States Social Security Administration.

It is the responsibility of Vendor to ensure spreadsheet calculations are correct. All costs must be fully inclusive.

Instructions: Enter rates for other personnel hourly rates for services or support. Insert additional rows as necessary where noted. You may not delete rows once added. All figures should be in USD and whole dollars.

Personnel Hourly Rate

Attachment P / Cost Proposal

RFP# 2024-KB-002 - IRMS Replacement Project Page &P of &N

Sheet1

Data Validation