RFP-185-2525-2026_Attachment #4 - Cost Proposal Workbook.xlsx

XLSX spreadsheet 79 KB Posted Apr 8, 2026

Attached to: IDR Mail Modernization
Solicitation number: RFP-185-2525-2026
Issued by: Polk County, Des Moines City, Iowa

About this file

Written by GovTribe AI · Apr 27, 2026

This is a Cost Proposal Workbook attachment for RFP-185-2525-2026, an incoming mailroom modernization initiative issued by the Iowa Department of Management on behalf of the Iowa Department of Revenue. The RFP seeks a comprehensive integrated solution combining hardware, software, and services to automate mailroom operations and replace aging manual processes. The proposal workbook provides a structured format for respondents to submit detailed pricing across multiple cost categories over a potential fifteen-year contract term, with an initial five-year contract period (February 1, 2027 through January 31, 2032) followed by optional ten-year annual renewal extensions. An optional pre-proposal conference and facilities tour was scheduled for April 22, 2026, at the Hoover State Office Building in Des Moines; written questions were due by 3:00 PM on April 28, 2026; and proposals were due by 3:00 PM on June 8, 2026. The firm offer validity period is 180 days.

All pricing must be all-inclusive and FOB Destination with freight prepaid, rounded to the nearest U.S. dollar, and cannot be marked confidential. Respondents must provide line-item detail including manufacturer SKU, manufacturer's suggested retail price (MSRP), offered price, and explicit discounts for each item. The workbook requires separate cost submissions across implementation, software, hardware, hosting, maintenance and support, rate cards for staff roles, and optional value-add services. Respondents should propose the most advantageous pricing structure (one-time purchase or lease for hardware) as cost proposals will be evaluated solely on total cost over the fifteen-year contract term. The state reserves the right to make the resulting contract available to other state and local governments and nonprofit organizations as permitted by law. Successful vendors must comply with Iowa Department of Management policies, pay a 1.00 percent quarterly administrative fee on all sales, submit detailed quarterly sales reports in Microsoft Excel format, and allow sixty days for invoice payment.

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Other files

File	Type	Posted
1367890-event.pdf	PDF	Apr 8, 2026
RFP-185-2525-2026_Attachment #6 Requirements Traceability Matrix.xlsx	XLSX spreadsheet	Apr 8, 2026
Attachment #7 - Resource Usage Template.xlsx	XLSX spreadsheet	Apr 8, 2026
Attachment #8 - Exceptions Template.docx	DOCX document	Apr 8, 2026
Attachment #1 - Respondent Information Form (2).docx	DOCX document	Apr 8, 2026
Attachment #5 - Sample Contract.docx	DOCX document	Apr 8, 2026
Attachment #2 - Subcontractor Disclosure Form.docx	DOCX document	Apr 8, 2026
RFP-185-2525-2026 IDR Incoming Mail Modernization.pdf	PDF	Apr 8, 2026

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Cover Sheet Cover Sheet

Information & Instructions

Respondents are requested to enter the required information in the light green cells below.

• Enter Respondent Name.

• Enter Respondent Contact Name.

• Enter Respondent Contact Title.

• Enter Respondent Contact Email.

• Enter Respondent Contact Phone.

• Indicate whether you offered Payment Discounts (Yes/No Dropdown).

• Confirm that all pricing includes Free on Board (FOB) Destination, freight and all expenses (Yes/No Dropdown).

Proposal Information
RFP Name	Incoming Mailroom Modernization
RFP Number	RFP-185-2525-2026
Firm Offer Validity Period	180 days
Respondent Name
Respondent Contact Name
Respondent Contact Title
Respondent Contact Email
Respondent Contact Phone
Payment Discount Offered
Pricing Includes FOB Destination, Freight, and all Expenses

Instructions Instructions

Information & Instructions

This Cost Proposal Workbook provides a structured format for Respondents to submit pricing for the proposed Solution. Please review all instructions carefully and complete each worksheet as directed.

IDR prefers hardware to be provided as a lease rather than a one-time purchase. However, Respondents should propose the pricing structure (one-time purchase, or lease) that offers IDR the most advantageous cost for the proposed Solution. No additional evaluation points will be given based on the pricing method. Cost Proposals will be assessed solely on the total cost over the potential fifteen (15) year Contract term.

When completing the cost Proposal, keep the following in mind:

• All costs must be all-inclusive (hardware, software, services, and other expenses).

• Round to the nearest U.S. Dollar.

• All costs must be FOB Destination (Contractor is responsible for delivery costs and risk until goods are accepted at the IDR site).

• Cost Proposal cannot be marked confidential.

• Document all assumptions made when developing the cost Proposal in the Cost Assumptions worksheet.

Table of Contents
Worksheet Title	Description
Implementation	Capture all implementation costs for the proposed Solution.
Software	Capture all software costs for the proposed Solution.
Hardware	Capture all hardware costs for the proposed Solution.
Hosting	Capture all hosting costs for the proposed Solution.
Maintenance and Support	Capture all maintenance and support costs for the proposed Solution.
Rate Card	Capture all rate card costs for the proposed Solution.
Value Add	Capture all value add costs for the proposed Solution.
Cost Assumptions	Document all assumptions used in developing the cost proposal.
Cost Summary	Provides a summary of the total rollup cost of the proposal.

Keep In Mind

Key Requirements for Pricing Proposals

Each proposal must include:

1. Line-Item Detail:

Quantity

Manufacturer’s SKU

MSRP (Manufacturer’s Suggested Retail Price)

Offered price

2. Explicit Discounts:

Clearly stated per line item to support transparency and negotiation.

3. Term-Based Items:

Must specify duration (e.g., days, months, years) for services like maintenance or licensing.

4. Unbundled Pricing:

Separate one-time and recurring costs (e.g., hardware vs. support services).

Avoid bundled pricing that obscures cost breakdowns.

5. Enterprise Agreements (EAs):

Require two quotes: one standard and one EA-based.

Ensure both are detailed for accurate comparison.

Implementation Implementation

Information & Instructions

This worksheet is designed to capture all costs associated with the proposed Solution implementation. Respondents must provide comprehensive and transparent pricing for each Implementation Step/Milestone/Phase as identified by the Respondent in the Proposal.

Respondents shall enter cost details only in the light green cells provided. Each cost must represent the total, all-inclusive price for implementation. If additional rows are needed, right-click on a row number within the table below and select 'Insert Row'. This ensures new rows are included in the Cost Summary calculations.

• Column A: Implementation Step/Milestone/phase as identified by the Respondent in their Proposal.

• Column B: Description of what services and deliverables are included in the associated Implementation Step/Milestone/Phase.

• Column C: Respondents must enter the total, all-inclusive Cost.

Implementation Step/Milestone/Phase Description Cost

Total Cost $0

X2A0T

Software Software

Information & Instructions

This worksheet is designed to capture all software costs associated with the proposed Solution.

Respondents shall enter cost details in the light green cells provided and ensure pricing reflects any anticipated cost increases or growth over the Contract term. Each row represents a software item defined by the Respondent in their Proposal. Examples are provided in red italic font for reference only; these rows are excluded from the Cost Summary roll-up and do not need to be removed prior to submission. If additional rows are needed, right-click on a row number within the table below and select 'Insert Row'. This ensures new rows are included in the Cost Summary calculations.

• Column A: Enter a description of the software item.

• Column B: Use the provided dropdown menu to select the Cost Type (Monthly, Quarterly, Annual, One-Time).

• Column C: Enter the SKU or Part Number for the item.

• Column D: Enter the Quantity of items required.

• Column E: Enter the Unit Manufacturer’s Suggested Retail Price (MSRP).

• Column F: Enter the offered Unit Discount %, if applicable.

• Column G: This column auto-calculates the Unit Price Offered (Unit MSRP × (1 - Unit Discount %)).

• Columns H - V: Enter the Cost by Contract Year in which each item is expected to be invoiced. This should align with the workplan provided in your Proposal and the Cost Type selected in Column B.

• Column W: This column auto-calculates the Total Item Cost.

							Cost by Contract Year
Item Description	Cost Type	SKU / Part Number	Qty	Unit MSRP	Unit Discount %	Unit Price Offered	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	Total Item Cost
Scanner Software	One-Time Purchase	ABC123	1	$5	0%	$5	$5															$5
Scanner Software User License	Recurring	ABC456	14	$1	0%	$1		$14	$14	$14	$14	$14	$14	$14	$14	$14	$14	$14	$14	$14	$14	$196
						$0																$0
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Total Software Cost by Contract Year							$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0

X2A0T

Hardware Hardware Costs

Information & Instructions

This worksheet is designed to capture all hardware costs associated with the proposed Solution.

Respondents shall enter cost details in the light green cells provided and ensure pricing reflects any anticipated cost increases or growth over the Contract term. Each row represents a hardware item defined by the Respondent in their Proposal. Examples are provided in red italic font for reference only; these rows are excluded from the Cost Summary roll-up and do not need to be removed prior to submission. If additional rows are needed, right-click on a row number within the table below and select 'Insert Row'. This ensures new rows are included in the Cost Summary calculations.

• Column A: Enter a description of the hardware item.

• Column B: Use the provided dropdown menu to select the Cost Type (One-Time Purchase or Lease). IDR prefers hardware to be provided as a lease rather than a one-time purchase. However, Respondents should propose the pricing structure (one-time purchase, or lease) that offers IDR the most advantageous cost for the proposed Solution. No additional evaluation points will be given based on the pricing method. Cost Proposals will be assessed solely on the total cost over the potential fifteen (15) year Contract term.

• Column C: Enter the SKU or Part Number for the item.

• Column D: Enter the Quantity of items required.

• Column E: Enter the Unit Manufacturer’s Suggested Retail Price (MSRP).

• Column F: Enter the offered Unit Discount %, if applicable.

• Column G: This column auto-calculates the Unit Price Offered (Unit MSRP × (1 - Unit Discount %)).

• Columns H - V: Enter the Cost by Contract Year in which each item is expected to be invoiced. This should align with the workplan provided in your Proposal and the Cost Type selected in Column B.

• Column W: This column auto-calculates the Total Item Cost.

							Cost by Contract Year
Item Description	Cost Type	SKU / Part Number	Qty	Unit MSRP	Unit Discount %	Unit Price Offered	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	Total Item Cost
Mail Opener	One-Time Purchase	ABC123	5	$1	0%	$1	$5															$5
Test	Lease	ABC456	1	$1	0%	$1		$1	$1	$1	$1	$1	$1	$1	$1	$1	$1	$1	$1	$1	$1	$14
						$0																$0
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Total Hardware Cost by Contract Year							$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0

X2A0T X3A0T X3A0T

Hosting Hosting Costs

Information & Instructions

This worksheet is designed to capture all costs associated with hosting services.

Respondents shall enter cost details in the light green cells provided and ensure pricing reflects any anticipated cost increases or growth over the Contract term. Examples are provided in red italic font for reference only; these example rows are not included in the Cost Summary roll-up and do not need to be removed prior to submission. If additional rows are needed, right-click on a row number within the table below and select 'Insert Row'. This ensures new rows are included in the Cost Summary calculations.

• Column A: Enter a description of each hosting item.

• Column B: Use the provided dropdown menu to select the Billing Frequency (Monthly, Quarterly, Annual, One-Time).

• Column C: Enter the Unit Cost of the item.

• Columns D - R: Enter the Cost by Contract Year (1 - 15) in which the item is expected to be invoiced. This should align with the workplan provided in your Proposal and the Billing Frequency selected in Column B.

• Column S: This column auto-calculates the Total Item Cost.

			Cost by Contract Year
Item Description	Billing Frequency	Unit Cost	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	Total Item Cost
Hosting Costs	Monthly	$800	$9,600	$9,600	$9,600	$9,600	$9,600	$9,600	$9,600	$9,600	$9,600	$9,600	$9,600	$9,600	$9,600	$9,600	$9,600	$144,000
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Total Hosting Cost by Conract Year			$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0

X3A0T X3A0T

Maintenance and Support Maintenance and Support Costs

Information & Instructions

This worksheet is designed to capture all recurring costs incurred after successful completion of Hypercare support.

• Column A: Enter a description of each recurring cost item.

• Column B: Use the provided dropdown menu to select the Billing Frequency (Monthly, Quarterly, Annual, One-Time).

• Column C: Enter the Unit Cost of the item.

• Column S: This column auto-calculates the Total Item Cost.

			Cost by Contract Year
Item Description	Billing Frequency	Unit Cost	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	Total Item Cost
Annual Maintenance and Support Costs	Monthly	$50	$600	$600	$600	$600	$600	$600	$600	$600	$600	$600	$600	$600	$600	$600	$600	$9,000
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Total Recurring Cost for Services			$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0

X3A0T X3A0T

Rate Card Rate Card

Information & Instructions

This worksheet is designed to capture the hourly rates for all staff roles (Key Personnel, Non-Key/Non-Managerial Staff) proposed to support the requirements of this RFP.

Respondents are required to list the hourly rate for all proposed staff roles, including any additional staff roles recommended to meet the requirements of this RFP. If additional rows are needed, right-click on a row number within the table below and select 'Insert Row'.

• Column A: Identifies the Staff Role. Roles align with Section 2.7. of the RFP have been pre-populated. Additional rows are provided for use as needed. More may be added by the Respondent if necessary.

• Column B: Enter the Hourly Rate for the associated Staff Role.

Staff Role	Hourly Rate
Account Manager
Project Manager
Technical Team Lead
Systems and Quality Assurance Manager
Security Lead
User Training Lead
Other (optional, please specify and add as many additional rows as needed)
Other (optional, please specify and add as many additional rows as needed)
Other (optional, please specify and add as many additional rows as needed)
Other (optional, please specify and add as many additional rows as needed)
Other (optional, please specify and add as many additional rows as needed)

X3A0T X3A0T

Value Add Value Add

Information & Instructions

This worksheet is designed to capture all value add services as proposed by the Respondent in their Proposal. These services, features, or capabilities should go beyond the original RFP requirements and provide additional benefits to IDR.

Respondents shall enter details in the light green cells provided and ensure pricing reflects any anticipated cost increases or growth over the Contract term. Examples are provided in red italic font for reference only; these example rows are not included in the Cost Summary roll-up and do not need to be removed prior to submission. If additional rows are needed, right-click on a row number within the table below and select 'Insert Row'. This ensures new rows are included in the Cost Summary calculations.

• Column A: Assigns a unique identifier for each Value Add item.

• Column B: Enter a description of the Value Add service, feature, or capability (e.g., Enhanced reporting dashboards, Additional training sessions, Extended warranty or support beyond contract terms).

• Column C: List any dependencies, conditions, or prerequisites for the item.

• Column D: Use the provided dropdown menu to select the Billing Frequency (Monthly, Quarterly, Annual, One-Time).

• Column E: Enter the Unit Cost of the item.

• Columns F - T: Enter the Cost by Contract Year in which each item is expected to be invoiced. This should align with the workplan provided in your Proposal and the Billing Frequency selected in Column D.

• Column U: This column auto-calculates the Total Item Cost.

					Cost by Contract Year
Value Add ID	Item Description	Dependencies	Billing Frequency	Unit Cost	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15	Total Item Cost
V-00	Additionally Value Add Item or Service	Base AI Service Package	One-Time	$5	$5															$5
V-01																				$0
V-02																				$0
V-03																				$0
V-04																				$0
V-05																				$0
V-06																				$0
V-07																				$0
V-08																				$0
V-09																				$0
V-10																				$0
V-11																				$0
V-12																				$0
V-13																				$0
V-14																				$0
V-15																				$0
Total Value Add Services Cost by Contract Year					$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0

X5A0T

Cost Assumptions Cost Assumptions

Information & Instructions

This worksheet is designed to capture all cost assumptions made while developing the cost Proposal. Do not leave this section blank. Documenting all assumptions ensures transparency and helps IDR understand the basis for the pricing and any conditions that may impact cost.

Respondents shall enter details in the light green cells provided. Additional rows may be added, if necessary.

• Column A: Assigns a unique Assumption ID for each assumption.

• Column B: Clearly describe the Cost Assumption (e.g., IDR will provide VPN access for remote support.).

• Column C: List any related Dependencies or conditions of the assumption (e.g., Dependent on IDR providing user counts by contract start date.).

Assumption ID	Cost Assumption	Dependencies
A-01
A-02
A-03
A-04
A-05
A-06
A-07
A-08
A-09
A-10
A-11
A-12
A-13
A-14
A-15

X5A0T

Annual Costs

Information / Instructions

Annual Cost by Contract Year
Line Item ID	1	2	3	4	5	6	7	8	9	10	Total
Matches Detailed Breakdown

Cost Summary Cost Summary

Information & Instructions
This worksheet provides a consolidated summary of the cost Proposal. Do not enter data directly into this worksheet. All totals are auto-calculated from the corresponding worksheets. Respondents should review the calculated totals to confirm accuracy and completeness of the cost Proposal. Cost Proposals will be assessed solely on the total cost over the potential fifteen (15) year Contract term, as shown in cell B17.
Category	Initial 5-Year Contract - Cost by Contract Year					Optional Annual Renewal Contract - Cost by Year										Total Cost by Category
	1	2	3	4	5	6	7	8	9	10	11	12	13	14	15
Implementation																$0
Software Costs	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0
Hardware Costs	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0
Hosting Costs	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0
Maintenance and Support Costs	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0
Total Costs by Year	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0	$0

Initial 5-Year Contract Term Total Cost	$0
10-Year Optional Renewal Cost	$0
15-Year Contract Term Total Cost	$0
Total Sum of Cost for Value Add Services (Optional)	$0

X4A0T

File details come from the government source that posted it. Updated Apr 27, 2026.