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Attachment # 5: Cost Proposal
1. Deliverable Based Cost Proposal. Submit pricing for your proposed solution in the table below. Total each column and provide a total of all columns in the “Total Implementation plus Three Year Costs” box.
Quoted costs should include travel and accommodations for on-site meetings.
In the Licenses, Maintenance and Support, and Hosting sections only: Insert lines for additional costs as needed, but do not delete or rename any lines in the Table (if you do not have quoted costs for a particular cell, row, column, please insert “N/A”).
IMPLEMENTATION COSTS
| Cost Type |
| Description |
| One Time |
(Implementation)
Planning Phase
| Project Kickoff |
| Meeting with key project stakeholders & presentation |
| $ |
| Initial Project plan |
| Microsoft Project plan with all tasks greater than 8 hours, by role, by due date, and with dependencies and predecessors/successors |
| $ |
Discovery Phase
| Business Requirements Document (BRD) |
| Outlines high-level business goals and needs |
| $ |
| Functional Requirements Document (FRD) |
| Details the specific functions a system must perform to meet those needs |
| $ |
| Requirements Traceability Matrix |
| List of all functional and non-functional requirements, linked back to RFP requirements |
| $ |
Design Phase
| Solution Design Document |
| Detailed requirements with mockups, use cases, user permissions, and workflows |
| $ |
| Infrastructure Design Document |
| Technical specifications and/or diagrams for cloud infrastructure, network infrastructure, and system design |
| $ |
| Integration Design Document |
| Integration approach, high level data flow diagrams, mapping between source and target systems, error handling, and security |
| $ |
| Security Plan Document |
| Security planning and procedures, risk assessment and mitigation strategies, disaster recovery plan |
| $ |
| Training Plan Design Document |
| Training objectives, delivery method, training material templates, schedule, and timeline |
| $ |
| Testing Plan Design Document |
| Testing strategy, scope, schedule, roles and responsibilities, deliverables, and environment |
| $ |
| Go Live Plan Design Document |
| A plan for the project launch, detailing roles and responsibilities, timelines, sequence, and contingency plans |
| $ |
Development Phase
Solution Design Document (as built)
| Updated version of the original Solution Design Document that reflects as built; final sign off |
| $ |
| Infrastructure Design Document (as built) |
| Updated version of the original Infrastructure Design Document that reflects as built; final sign off |
| $ |
Integration Design Document (as built)
| Updated version of the original Integration Design Document that reflects as built; final sign off |
| $ |
| Final Security Plan Design Document |
| Updated version of the original Security Plan Design Document; final sign off |
| $ |
| Final Training Plan Design Document |
| Updated version of the original Training Plan Design Document; final sign off |
| $ |
| Final Testing Plan Design Document |
| Updated version of the original Testing Plan Design Document; final sign off |
| $ |
| Final Go Live Plan Design Document |
| Updated version of the original Go Live Plan Design Document; final sign off |
| $ |
| Development Phase Total |
| $ |
Deploy Phase
| User Acceptance Testing (UAT) |
| UAT approved |
| $ |
| End User & Admin Training |
| Training completed |
| $ |
| Go Live |
| System go live complete |
| $ |
| Hyper Support |
| Post go live support for 4 weeks to address any bugs or performance issues |
| $ |
| Cost Type |
| Description |
| One Time |
(Implementation)
Project Management
| Risk Management Plan |
| Final signed off Risk Management Plan to include process for identifying, documenting, and mitigating risks |
| $ |
| Communication Plan |
| Final signed off Communication Plan to include who, what, when, where, and how information will be shared |
| $ |
| Quality Assurance Plan |
| Final signed off Quality Assurance Plan to include quality standards and process/strategy for preventing defects |
| $ |
| Resource Management Plan |
| Final signed off Resource Management Plan to include all key resources, roles and responsibilities, allocation, and the process for onboarding/offboarding resources |
| $ |
| Organizational Change Management Plan |
| Final signed off Organizational Change Management Plan to include an assessment of impact and readiness, communication strategy, resistance management, roles and responsibilities, and timeline |
| $ |
| Final System Signoff/Project Close Out |
| Transition of ownership to URI |
| $ |
| Project Management Total |
| $ |
Hardware
| Mobile Devices |
| Not applicable – URI will supply its own devices |
Licenses (Please fill out the appropriate columns based on whether the licenses are a one-time purchase or must be renewed each year. If you enter cost information for ‘[Other] License’ and/or ‘Third Party Software’, please describe what the cost is for.)
| Cost Type |
| Description |
| One Time Purchase |
Standard License
[Other] License (i.e. Mobile, ESRI, etc)
Third Party Software
Maintenance and Support
| Cost Type |
| Description |
| One Time Purchase |
| Year 1 |
| Year 2 |
| Year 3 |
Maintenance & Support (if applicable; otherwise, enter N/A)
Hosting (cloud hosted is preferred)
| Cost Type |
| Description |
| One Time Set Up |
| Year 1 |
| Year 2 |
| Year 3 |
Hosting Fees
| Total One Time plus Three-Year Costs |
| $ |
2. Labor Roles. While URI is looking for a firm fixed price, we recognize that there might be a need to discuss additional scope or change requests throughout the project. As such, we are requesting that vendors provide their rate card. Suggested roles are included in the table below; however, vendors are welcome to combine, add, edit or delete roles as needed.
| Role |
| Hourly Rate |
| Year-on-year Escalation (%) |
| Infrastructure Engineer |
| $ |
| Asset Management Specialist |
| $ |