RFP27006808 Appendix H Cost Proposal Template_Updated 7.28.26.xlsx

This is a cost proposal template for the Rhode Island Department of Environmental Management's (RIDEM) Reservation and Registration Management System RFP 27006808, detailing transaction-fee pricing structures for vendor submissions. The cost proposal establishes per-transaction fees across multiple service categories including camping reservations (call center, in-person, and website channels), site rentals for picnic tables and event facilities (performing arts facility, chapel, fields, equestrian areas), DEM-sponsored event and program registrations, special-use permits tiered by attendance size, golf reservations and cart rentals, overnight and seasonal parking reservations, and scientific collector and wildlife permits. Historical transaction quantities are provided for 2023, 2024, and 2025 to enable vendors to estimate annual volumes, with camping reservations representing the largest volume (approximately 25,000–28,000 annual website transactions) and specialized permits representing smaller volumes. The template specifies that certain in-person transactions with DEM staff incur no transaction fees, while vendor website and call center transactions require fee pricing. The contract runs from December 1, 2026 through December 31, 2031 with two optional five-year renewal periods.

Compensation is entirely transaction-fee based with no one-time implementation fees; vendors submit dollar-amount per-transaction bids for all items except scientific collector and wildlife permits, which require percentage-based fees applied automatically to all permit types in that category. Transaction fees may be negotiated only at contract renewal, upon DEM rate increases, or when new inventory items or locations are added. Vendors are responsible for all credit card processing fees. The template includes a separate hourly rate card section where vendors may propose rates for various roles (Senior Project Manager, Business Analyst, Developer, Technical Architect, and others) across base contract years and optional contract years; however, specific guidance on when hourly rates apply is not detailed in this template. A 0.33 percent administrative fee is withheld from all vendor invoices. The vendor must provide staffing for a year-round call center with seasonal hour variations, 24/7/365 technical support, hardware provisioning, network infrastructure, staff training, and all work and data processing must occur within the continental United States.