RFP27006808 Appendix H Cost Proposal Template.xlsx
XLSX spreadsheet 22 KB Posted
- Solicitation number
- RFP27006808
- Issued by
- Providence County, Rhode Island
About this file
This is a cost proposal template for RFP27006808 issued by the Rhode Island Department of Environmental Management (DEM) for a Reservation and Registration Management System project. The template is designed to standardize vendor cost submissions and includes structured sections for itemized pricing across software licensing, implementation services, support and maintenance, and optional add-on modules. The proposal format requires vendors to present costs broken down by fiscal year across the initial contract period and any renewal options, with clearly delineated line items for one-time costs, annual recurring fees, and phase-specific deliverables aligned with the project's implementation timeline.
The cost proposal template establishes consistent pricing evaluation criteria by requiring vendors to provide detailed cost breakdowns with associated hours, rates, and resource allocations for labor-intensive services such as system configuration, data migration, training, and ongoing technical support. The template includes sections for vendors to identify any subcontractor costs separately and to specify pricing terms such as payment schedules, volume discounts, and escalation factors for multi-year contracts. This standardized approach enables the DEM to conduct comparative cost analysis across qualified bidders while ensuring transparency in pricing structures and facilitating budget forecasting for the reservation and registration management system implementation and ongoing operations.
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Customer Transaction Fees
| DEM Reservation System RFP 2026 |
| Cost Proposal (Customer Transaction Fees) |
| *This contract will be funded through transaction-based fees received by the Vendor directly from the customers. Vendor will be responsible for payment of any credit card processing fees. |
| Any of the below inventory items may be reserved and/or registered as multiples under one transaction. Vendor will charge the patron transaction fees per inventory items as outlined below. |
| Item | 2023 Transaction Quantity | 2024 Transaction Quantity | 2025 Transaction Quantity | Bid PER TRANSACTION *Dollar Amount, not Percentage |
| Camping Reservations | ||||
| Making a Camping Reservation (Call Center) | 1,007 | 837 | 875 | |
| Making a Camping Reservation (In-Person with DEM staff) | 2,346 | 2,593 | 2,183 | No transaction fee |
| Making a Camping Reservation (Vendor Website) | 28,169 | 27,800 | 25,469 | |
| Changing a Camping Reservation (Call Center) | 989 | 820 | 847 | |
| Changing a Camping Reservation (In-Person with DEM staff) | 1,226 | 1,433 | 881 | No transaction fee |
| Changing a Camping Reservation (Vendor Website) | 23,776 | 23,136 | 20,185 | |
| Cancelling a Camping Reservation (Call Center) | 106 | 94 | 88 | |
| Cancelling a Camping Reservation (In-Person with DEM staff) | - 0 | - 0 | - 0 | No transaction fee |
| Cancelling a Camping Reservation (Vendor Website) | 4,120 | 3,842 | 3,696 | |
| Site Rentals- Picnic Tables Only ($5 at Lincoln Woods, $10 at all other locations) | ||||
| Transaction Fee Bid must not exceed $5.00 | ||||
| Reserving a Picnic Table (In-Person with DEM staff) | 14,838 | 14,533 | 16,484 | No transaction fee |
| Reserving a Picnic Table (Vendor Website) | ||||
| Site Rentals (No refunds on cancellation so cancellation transaction fees are not applicable) | ||||
| (These quantities reflect in-person only, as online capabilities are not yet set up- Vendor's transaction fees will only apply to Vendor Website reservations going forward) | ||||
| Reserving Performing Arts Facility $350 (Facility has been closed due to repairs for the last 3 years, as well as 2020 and 2021 due to Covid: data is reflective of 2018, 2019, and 2022) | 25 | 32 | 32 | |
| Reserving Mule Barn $300 | - 0 | - 0 | - 0 | |
| Reserving Banquet Tables $10 | 25 | - 0 | - 0 | |
| Reserving Chapel (3 Hours) $50 | 105 | 104 | 92 | |
| Reserving Chapel (6 Hours) $100 | 9 | 10 | 17 | |
| Reserving Open Fields $20 | 347 | 357 | 532 | |
| Reserving Fields (Little League Season) $50 | 1 | 1 | 1 | |
| Reserving Fields (Soccer Rugby max 10 games) $70 | - 0 | - 0 | - 0 | |
| Reserving Fields (Soccer Rugby over 10 games) $15 | - 0 | - 0 | - 0 | |
| Reserving Equestrian Area Daily $30 | 3 | 1 | 2 | |
| Reserving Equestrian Area Per Season $100 | 2 | 1 | 1 | |
| Reserving Level I $75 | 130 | 135 | 105 | |
| Reserving Level II $100 | 537 | 568 | 546 | |
| Reserving Level III $150 | 98 | 79 | 88 | |
| DEM- Sponsored Events and Programs | ||||
| *Transaction fees only applicable to events/programs with required registration and/or registration fees (No charge for changes or cancellations) | ||||
| Lifeguards Certification Test registration (Certification Fee is $10) and all other registrations for DEM Sponsored Events (Costs may vary) | 2,370 | 2,395 | 2,426 | |
| Registration for DEM Sponsored Events (No registration fees) | 870 | 870 | 870 | No transaction fee |
| Tribute Bench Application (Program Suspended at this time, but not indefinitely) | N/A | N/A | 53 | |
| Tribute Tree Application (New Program, no prior data exists) | N/A | N/A | N/A | |
| Small Business Permit Registration (New/Renewals Cumulative) | 41 | 76 | 76 | |
| Special Use Permits- One time fee for complete Application/Permit process | ||||
| Applying for a Special Use Permit (Vendor Website) for Permits with Attendance size: 0-100 | 1,891 | 1,870 | 1,824 | |
| Applying for a Special Use Permit (Vendor Website) for Permits with Attendance size: 101-200 | ||||
| Applying for a Special Use Permit (Vendor Website) for Permits with Attendance size: 201-400 | ||||
| Applying for a Special Use Permit (Vendor Website) for Permits with Attendance size: 401-600 | ||||
| Applying for a Special Use Permit (Vendor Website) for Permits with Attendance size: 601-800 | ||||
| Applying for a Special Use Permit (Vendor Website) for Permits with Attendance size: 801-1000 | ||||
| Applying for a Special Use Permit (Vendor Website) for Permits with Attendance size: 1001-1500 | ||||
| Applying for a Special Use Permit (Vendor Website) for Permits with Attendance size: 1501-2,000 | ||||
| Applying for a Special Use Permit (Vendor Website) for Permits with Attendance size: 2,001-3,000 | ||||
| Applying for a Special Use Permit (Vendor Website) for Permits with Attendance size: 3,001-4,000 | ||||
| Applying for a Special Use Permit (Vendor Website) for Permits with Attendance size: 4,001-5,000 | ||||
| Golf- Reservations and Cart Rentals (No current online capabilities- all prior data is in-person sales) | ||||
| Golf Reservation (In-Person with DEM staff) | 21,063 | 23,931 | 15,843 | No transaction fee |
| Golf Reservation (Vendor Website) | ||||
| Cart Rental Reservation (In-Person with DEM staff) | No transaction fee | |||
| Cart Rental Reservation (Vendor Website) | ||||
| Parking Space Reservations | ||||
| Overnight Parking Reservation (Single Day) $10 | 511 | 577 | 539 | |
| Overnight Parking Reservation (Season Pass) $100 | 176 | 143 | 123 |
| Item | 2023 Transaction Quantity Estimate | 2024 Transaction Quantity Estimate | 2025 Transaction Quantity Estimate | Bid PER TRANSACTION *Percentage, not dollar amount, this item only. |
| Scientific Collectors and Wildlife Permits- PERCENTAGE FEE for complete Application/Permit process | ||||
| Scientific Collectors and Wildlife Permits Application (Vendor Website): Transaction fees for these permits must be based on a percentage fee, that will be applied to all above permit fee types in this section AND will automatically apply to any new Scientific Collectors or Wildlife Permit that may be added at a later date. Permits range in cost from free (~750/year, no transaction fee) to $10 (~10/year), $25 (~215/year), $75, $150, and $250 (~800/year total). For example, a 1% transaction fee would have $0, $0.10, $0.25, $0.75, $1.50, and $2.50 transaction fees, respectively. No new transaction fees will be negotiated for new permits in this suite; the percentage will automatically apply. | 1,365 | 1,365 | 1,365 |
| Vendor Bid Transaction Fee Total: | $ - 0 |
| * For the purpose of cost proposal evaluation, the vendor bid transaction fee total (cell e69) will be used. Transaction fees will not be extended by annual estimated quantities. | |
| **Transaction Fees outlined in the Cost Proposal can be negotiated for increases only at the renewal period of the contract or upon rate increase by DEM or upon addition of a new inventory item or location option (with the exception of Scientific Collectors and Wildlife permits, for which rates will be set as above). Any newly added inventory items at the same cost and same system requirements will incur the same transaction fee as existing bids. Any price adjustments shall be mutually agreed upon by RIDEM and the Vendor and documented in writing. |
Hourly Rate Card
| HOURLY RATE CARD | |||||||||||||||
| Base Contract Years (5) | Option Contract Years (1-5) | Option Contract Years (6-10) | |||||||||||||
| Name of Role 1 (Ex: Senior Project Manager) | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 |
| Name of Role 2 (Ex: Business Analyst) | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 |
| Name of Role 3 (Ex: Developer) | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 |
| Name of Role 4 (Ex: Technical Architect) | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 | $10 |
| NOTE: Vendors may add as many lines as needed | |||||||||||||||
| Rates and Names of Roles provided are examples only |
File details come from the government source that posted it. Updated .