Section_VI_Cost_Proposal_Requirements_Fixed_Price_with_Attachment_Adjusted.pdf

SECTION VI – COST PROPOSAL REQUIREMENTS (FIXED PRICE)

(Applicable to DOJ-Funded Procurements)

A. Overview

The proposer shall submit a firm fixed-price proposal for the complete scope of services described in Section III. The total price shall include all costs necessary to perform the required tasks and deliverables, including but not limited to labor, materials, travel, administrative support, overhead, and any applicable fees. No additional costs will be allowed beyond the total fixed amount unless authorized in writing through a formal contract modification approved by the City of Homestead.

B. Pricing Format

Each proposer shall submit a Cost Proposal Form detailing a breakdown of the fixed price by project phase and deliverable. The total price must equal the complete amount proposed for the contract. A sample format is provided below for reference:

Phase Deliverable / Milestone % of Total Contract Payment Amount Estimated Completion

Phase I Project Implementation Plan 10% $_________ Month 1

Phase II Policy & SOP Review and Revisions Completed 25% $_________ Month 4

Phase III Mock Assessment Conducted 35% $_________ Month 10

Phase IV Final Accreditation Readiness Report and Submission to CFA 30% $_________ Month 12–18

Total Contract Value (Not-to-Exceed) 100% $_________

C. Invoicing and Payment

Payments will be made upon acceptance of deliverables and verification of satisfactory performance by the City’s Project Manager or designee.

Invoices shall include contract number, deliverable completed, percentage billed, and cumulative totals. The City will review each invoice for compliance with grant and contractual requirements prior to payment authorization. No advance payments will be made.

D. Federal Cost Principles

The proposer certifies that all proposed costs are allowable, allocable, reasonable, and necessary under 2 CFR Part 200 Subpart E and the DOJ Financial Guide. All proposed costs shall reflect fair market value, exclude unallowable costs, include all travel and overhead, and be fully supported for audit purposes.

E. Price Validity

Proposed pricing must remain firm for a minimum of ninety (90) calendar days following the submission deadline to allow for evaluation, negotiation, and City Council approval.

F. Cost Evaluation (Phase III)

The City will evaluate cost proposals in Phase III of the evaluation process to determine cost reasonableness and overall value. The lowest responsive fixed price will receive the maximum cost points, with all others scored proportionally using the formula:

Cost Score = (Lowest Price ÷ Proposer’s Price) × Maximum Points This ensures best value to the City while maintaining compliance with DOJ grant cost principles.

G. Prohibited Cost Adjustments

Once awarded, the fixed price may only be adjusted by written contract modification approved by the City Manager or City Council. Any unauthorized work beyond the agreed fixed price shall not be reimbursable under this contract.

Attachment A – Price Proposal Form (Template)

(To Be Completed and Submitted with Proposal)

Deliverable / Task Estimated Hours Hourly Rate Subtotal Notes / Description

Policy Review & Gap Analysis _______ $_______ $_______ Includes review of all policies for CFA compliance

Training & Staff Support _______ $_______ $_______ Includes PowerDMS and CFA process training

Mock Assessment Preparation _______ $_______ $_______ Includes coordination with CFA assessors

Final Accreditation Readiness Report _______ $_______ $_______ Includes summary of compliance and recommendations

Total Fixed Price (Not-to-Exceed) $_______

Certification:

I hereby certify that the above pricing is a firm fixed price and includes all costs necessary to complete the work as described in Section III – Scope of Services.

Authorized Signature: ____________________________ Printed Name & Title: ____________________________ Date: ____________________________