RP041-21 Ad3 Attachment
65 KB Posted
- Attached to
- Grants Management Software Solution
- Solicitation number
- RP041-21
- Issued by
- Gwinnett County, Georgia
About this file
This is a pricing assumptions and instructions document for a Grants Management Software Solution solicitation by Gwinnett County Board of Commissioners in Georgia. The county is seeking to procure and implement a comprehensive grants management system to manage 197 active federal and state grant programs, with a current portfolio of approximately $634.7 million in grant revenue as of August 31, 2021. The solution must accommodate 145 internal county users and 250 external subrecipient users, process 500 automated forms in year one with an additional 50 forms annually, and handle approximately 20,000 annual digital signatures and form routings through conditional workflows. The contract is structured as an annual agreement with four renewal options, and the document provides detailed instructions for vendors to submit firm fixed pricing across multiple implementation categories including software licensing, customization, systems integration, project management, data conversion, training, and interface development.
The pricing submission requires vendors to populate detailed cost schedules across five years (year one through year five renewal periods), with all expenses including transportation, installation, training, and out-of-pocket costs to be included as line items in the respective pricing tables. The document specifies that pricing for potential interfaces such as SharePoint (on-premise and online), FileNet, SAP, and Oracle must be identified and separately priced, with standardly included interfaces to be marked as "INCL" with associated module information. Gwinnett County, as a tax-exempt entity, requires all pricing to be presented as firm fixed amounts with no modifications permitted after submission, and the county maintains an ineligible source list that prohibits debarred or suspended firms from submitting proposals. The total solution price summary automatically consolidates costs from all pricing tables into a comprehensive five-year cost projection.
Text of this file
Instructions PRICING ASSUMPTIONS Initial Year 1
| Value of grant revenue managed | ||
| 2020 actual, includes COVID-19 funding | $396,342,953.00 | |
| 2021 current, 1.1.2021 - 8.31.2021 | $634,743,230.00 | |
| Number of grant programs currently being managed | ||
| Active grants (Federal/State) as of 8.31.2021 | 197 | |
| Passthrough dollars to subrecipients | ||
| In 2020, the County expended over $196 million in federal and state grant funds | $80 million | |
| Pre-COVID data, on average the County expended $30-$45 million on an annual basis | $8.1 - $12.1 million | |
| Number of system users | ||
| Internal (Gwinnett County) | 145 | |
| External (Subrecipients) | 250 | |
| PRICING DETAIL INSTRUCTIONS | ||
| NOTE: The Total Solution Price Summary is auto populated from the Pricing Details worksheet and cannot and should not be modified the service provider. | ||
| Service Providers should provide all prices as firm fixed amounts, except where requested on a different basis. All prices must be detailed and no modifications will be allowed. The County is tax-exempt. |
| All charges/fees, including transportation, container packing, installation, training, out-of-pocket expenses, must be included in this pricing workbook under the table to which it applies on the Pricing Details tab. |
| Pricing Details Worksheet Instructions |
| Future Enhancements/Post Implementation |
| Cost related to the engagement and delivery of enhancements post implementation should be documented and include standard service billing rates (examples: adding a unique field, modifying the application database table structure, building a complex workflow template, data management, import/export services, custom report/dashboard creation, etc.) and standard resource billing rates (Examples: consultant, project manager, developer, DBA, UAT tester, Business Requirements Analyst, etc.). All costs associated with the request/engagement of the service provider’s resources for the planning, build, and deployment of additional system functionality. |
| Implementation Pricing Table |
| In the Implementation Pricing Table, the service provider should list all associated costs with the system implementation except Training which is to be provided on a separate table. Prices not identified will not be accepted in a final contract. The Total Costs fields from this table will be reflected in the Total Solution Price Summary automatically. |
| Training Pricing Table |
| List all proposed training courses on the Training Table. The training costs should have all related expenses associated with providing the training, including, but not limited to, any anticipated travel and transportation expenses, materials expenses, etc. The Total Costs fields from this table will be reflected in the Total Solution Price Summary automatically. |
| Additional Solutions Costs - Informational purposes ONLY |
| List pricing for any optional “additional” solutions that the service provider wishes to share. These solutions and their costs are not evaluated for award of the proposed solution but may be used for future purchasing solicitations or considerations. The Total Costs fields from this table will be reflected in the Total Solution Price Summary automatically. |
| Interfaces Table |
| List all interfaces that are being proposed and are separately priced on Interfaces table. The current and anticipated County interfaces are listed in the Interface column, identify the associated service provider module name in the column provided along with the proposed version number. If a proposed interface will be custom built for the County indicate “Custom” in the Version column. If an interface is provided as part of a module priced in the Application Software form, list the module with version number, leave the Quantity and Unit price columns blank, and put “INCL” in the Annual Support Cost column. The Total Costs fields from this table will be reflected in the Total Solution Price Summary automatically. |
| Space is provided to add information about any additional interfaces being proposed. Indicate the general function of the interface. The Total Costs fields from this table will be reflected in the Total Solution Price Summary automatically. Entries in the interface worksheet will be reflected in the Interface Sub-Total Costs in Total Solution Price Summary. |
3Pricing Assumptions
| PRICING Assumptions | ||
| Assummption | Initial | Additional per |
| Year 1 | Year | |
| Number of Forms to be automated = 500 unique forms year 1 and an addition 50 each year. Unlimited times the forms can be completed once automated. | 500 | 100 |
| Number of routings – times these forms are and their attachments are routed through a conditional workflow | 20000 | 10000 |
| Number of Gwinett County internal users | 5000 | unlimited |
| Number of digital signatures = 20,000/year | 20000 | unlimited |
| Number of collaborators/reviewers/signers per workflow | 20 | unlimited |
| Number of times a form is completed | unlimited | unlimited |
Pricing Details
| Grants Management Solution/Application Pricing Table | ||||||||||||||||
| One Time Costs (Year 1) | Recurring Cost (Year 2) | Recurring Cost (Year 3) | Recurring Cost (Year 4) | Recurring Cost (Year 5) | Notes | |||||||||||
| Description | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Assumptions/ Considerations |
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| Grants Management Solution/Application | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Implementation Pricing Table | ||||||||||||||||
| One Time Costs (Year 1) | Recurring Cost (Year 2) | Recurring Cost (Year 3) | Recurring Cost (Year 4) | Recurring Cost (Year 5) | Notes | |||||||||||
| Description | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Assumptions/ Considerations |
| Software Modification / Customization | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Systems Integration | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Project Management | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Documentation | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Data Conversion | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) ` | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) ` | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) ` | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) ` | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) ` | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) ` | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) ` | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) ` | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Total Implementation | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Training Pricing Table | ||||||||||||||||
| One Time Costs (Year 1) | Recurring Cost (Year 2) | Recurring Cost (Year 3) | Recurring Cost (Year 4) | Recurring Cost (Year 5) | Notes | |||||||||||
| Description | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Assumptions/ Considerations |
| Standard Training | ||||||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| Refresher Training | ||||||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| Additional / Optional Training | ||||||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| Total Training | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Additional Solutions Costs - Informational purposes ONLY | ||||||||||||||||
| One Time Costs (Year 1) | Recurring Cost (Year 2) | Recurring Cost (Year 3) | Recurring Cost (Year 4) | Recurring Cost (Year 5) | Notes | |||||||||||
| Description | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Assumptions/ Considerations |
| Additional (Define) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Additional (Define) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Total Other Solutions (NOT SCORED) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Interfaces Pricing Table | ||||||||||||||||
| One Time Costs (Year 1) | Recurring Cost (Year 2) | Recurring Cost (Year 3) | Recurring Cost (Year 4) | Recurring Cost (Year 5) | Notes | |||||||||||
| Description | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Assumptions/ Considerations |
| Sharepoint on-premise | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Sharepoint Online | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| FileNet | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| SAP | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Oracle | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| <insert additional interfaces> | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |||||||||||
| Total Interfaces (Evaluated) | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Future Enhancements/Post Implementation Pricing Table | ||||||||||||||||
| One Time Costs (Year 1) | Recurring Cost (Year 2) | Recurring Cost (Year 3) | Recurring Cost (Year 4) | Recurring Cost (Year 5) | Notes | |||||||||||
| Description | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Qty | Unit Price | Total Price | Assumptions/ Considerations |
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||||||||||||
| Future Enhancements/Post Implementation | 0 | 0 | $0.00 | 0 | 0 | $0.00 | 0 | 0 | $0.00 | 0 | 0 | $0.00 | 0 | 0 | $0.00 |
Total Solution Price Summary
| Total Solution Pricings | ||||||
| Description | Total (Year 1) | Total (Year 2) | Total (Year 3) | Total (Year 4) | Total (Year 5) | Total Price |
| Grants Management Solution/Application | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Implementation | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Training | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Interfaces | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Future Enhancements | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Total | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Additional Solutions | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
| Total | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 |
5Interfaces
| Interface | Included in Proposal | ||||||
| (Base Product, Priced Separately, Not Included) | Type of Interface (Standard, API, XML, Custom) | Direction | Version No. | Qty | Unit Price | One-Time | |
| Total Price | Recurring Costs/Year | Assumptions/Clarifications | |||||
| CAD | |||||||
| MDC | |||||||
| LERMS | |||||||
| FRMS | |||||||
| Other |
Sub-Total Interface Costs 0.00 0.00 0.00 0.00
6Training
| Course | Functionality Trained | Qty | Class Size | Unit Price | One-Time | |||
| Total Price | Recurring Costs/Year | Assumptions/Clarifications | ||||||
| Standard Training | $0.00 | $0.00 | CAD | |||||
| $0.00 | $0.00 | MDC | ||||||
| $0.00 | $0.00 | LERMS | ||||||
| $0.00 | $0.00 | FRMS | ||||||
| $0.00 | $0.00 | Other | ||||||
| $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | |||||||
| RefresherTraining | $0.00 | $0.00 | ||||||
| $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | |||||||
| Additional / Optional Training | $0.00 | $0.00 | ||||||
| $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | |||||||
| Sub-Total Training Costs | 0 | 0 | $0.00 | $0.00 |
7Implementation
| Description | One-Time Costs | Recurring Costs/Year | Assumptions/Clarifications | |
| Software Modification / Customization | ||||
| Systems Integration | ||||
| Project Management | ||||
| Documentation | ||||
| Data Conversion | ||||
| Additional (Define) ` | ||||
| Additional (Define) ` | ||||
| Additional (Define) ` | ||||
| Additional (Define) ` | ||||
| Additional (Define) ` | ||||
| Additional (Define) ` | ||||
| Additional (Define) ` | ||||
| Additional (Define) | ||||
| Sub-Total Implementation Costs | $0.00 | $0.00 | 7 |
8Other Costs
| Description | One-Time Costs | Recurring Costs/Year | Assumptions/Clarifications |
| Additional (Define) ` | |||
| Additional (Define) ` | |||
| Additional (Define) ` | |||
| Additional (Define) ` | |||
| Additional (Define) ` | |||
| Additional (Define) ` | |||
| Additional (Define) ` | |||
| Additional (Define) | |||
| Sub-Total Implementation Costs | $0.00 | $0.00 |
Addtl Solutions
| Description | |||||
| (Additional Solution Name - Component) | Price | Qty | One-Time | ||
| Total Price | Recurring | ||||
| Price/Year | Assumptions/Clarifications | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| Sub-Total Implementation Costs | $0.00 | $0.00 | $0.00 | $0.00 |
image1.png
Other files
| File | Type | Posted |
|---|---|---|
| RP041-21 RFP | — | |
| RP041-21 Ad1 | — | |
| RP041-21 Exhibit B | — | |
| RP041-21 Ad2 | — | |
| RP041-21 Exhibit A | — | |
| RP041-21 Exhibit C | — | |
| Award Information | — | |
| RP041-21 Ad3 | — |
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