SGAL RFP - Attachment E2.xlsx
XLSX spreadsheet 20 KB Posted
- Solicitation number
- RFP-14612
- Issued by
- Leon County, Florida
About this file
This is a Subscription (SaaS) Cost Worksheet attachment for a Request for Proposal issued by the Florida Statewide Guardian ad Litem Office (SGAL) for a Client Case Management System. The worksheet requires vendors to provide comprehensive pricing for a software-as-a-service solution designed to replace the current Optima case file system and support case file management, volunteer record management, document creation and storage, reporting, and research capabilities. Proposals are due by January 30, 2026 at 4:00 PM, with a non-mandatory Pre-Proposal Vendor Conference scheduled for January 6, 2026, and vendor demonstrations occurring during the week of March 2, 2026. The contract implementation and full deployment deadline is June 30, 2027. The solicitation is open to all vendors located within the United States with no specific set-aside designations.
The cost worksheet is structured to capture all pricing components across a ten-year horizon, including one-time costs (professional services, hardware, training, customization, data conversion, and interfaces), recurring subscription fees with annual rate increases, maintenance costs, and other in-scope expenses. Vendors must complete all yellow-highlighted fields and provide Year 1 pricing with the option to have Year 1 maintenance fees waived until system go-live, followed by Years 2-10 with specified rate-of-increase percentages. The worksheet also requires vendors to provide optional hourly rates for professional services, training, project management, and custom programming. SGAL has indicated full funding for one-time and recurring annual software and professional services costs, with final budgets to be determined through contract negotiations, and the office serves approximately 30,095 children with a total general revenue budget of $65,917,126.
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Text version
Table 1
| Subscription (SaaS) Cost Worksheet |
| Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that SGAL requires for each functional area. All additional costs should be captured in the respective areas. |
Vendors are responsible for completing all fields highlighted yellow where applicable, and reviewing totals prior to submission.
| One-Time Costs Professional Services and Hardware Costs | ||
| Costs | Vendor Notes (optional) | |
| Professional Service Costs | ||
| Project Management Costs | ||
| Training Costs | ||
| Software Customization Costs | ||
| Data Conversion Costs | ||
| Interface Costs | ||
| Third-Party Hardware Costs | ||
| Third-Party Services Costs (including training, etc.) | ||
| Expenses (miscellaneous) | ||
| Other (Additional Data Conversion related costs) | ||
| Other (Specify in Vendor Notes) | ||
| Other (Specify in Vendor Notes) | ||
| Total One-Time Costs (Before Discounts) | $0.00 | |
| Amount Discounted ($) | ||
| Server and other Hardware Costs | ||
| Server/database licenses (OS, SQL licensing, etc.) | ||
| Additional Environments | ||
| Additional Databases | ||
| Total Discounted One-Time Costs | $0.00 |
| Costs | Vendor Notes (optional) | |
| Estimated Travel Costs (not to exceed basis) |
| Recurring Subscription Costs |
| Subscription Frequency |
(Indicate whether monthly, quarterly, or annual basis)
Vendor Comments on Subscription Costs
Year 1 Subscription Costs (Year 1 = Commences at the date of contract signing)
| Subscription Cost (Primary Software) | |
| Third-Party Subscription Cost | |
| Third-Party Subscription Cost | |
| Total Subscription Cost (annual) | $0.00 |
| Amount Discounted ($) | |
| Total Discounted Subscription Amount - Year 1 Subscription Fees | $0.00 |
| Recurring Subscription Fees - Years 2 - 10 | ||||
| Rate of Increase over Prior Year (as a percentage) | Subscription Costs (as a dollar amount) | Third-Party Subscription Costs (as a dollar amount) | Vendor Comments | |
| Year 2 | ||||
| Year 3 | ||||
| Year 4 | ||||
| Year 5 | ||||
| Year 6 | ||||
| Year 7 | ||||
| Year 8 | ||||
| Year 9 | ||||
| Year 10 | ||||
| Ten Year Subscription Cost | $0.00 |
Other In-Scope Costs (please specify the nature of these costs including whether they are one-time or recurring)
| Cost | Notes | |
| Anticipated Future Upgrade Costs and Frequency Over 10-year Horizon (Licensing) | ||
| Anticipated Future Upgrade Costs and Frequency Over 10-year Horizon (Services) | ||
| Anticipated Future Upgrade Costs and Frequency Over 10-year Horizon (Other) | ||
| Other: (Please describe) | ||
| Other: (Please describe) | ||
| Other: (Please describe) | ||
| Subscription (SaaS) Cost Worksheet | ||
| Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that SGAL requires for each functional area. All additional costs should be captured in the respective areas. |
Vendors are responsible for completing all fields highlighted yellow where applicable, and reviewing totals prior to submission.
| Other: (Please describe) |
| Other: (Please describe) |
| Recurring Maintenance Costs (If Applicable) |
| Vendor Comments on Maintenance Costs |
Year 1 Maintenance Costs (Year 1 = Commences at the date of contract signing. The Office requests that Year 1 maintenance fees be waived until go-live of the system. If Year 1 fees are waived, please include the actual costs in rows 69-74, and discount at 100% in row 76)
| Annual Maintenance - Year 1 | |
| Custom Modification Maintenance - Year 1 (if applicable) | |
| Additional Maintenance Fees - Year 1 | |
| Third-Party Maintenance Fees - Year 1 | |
| Ongoing Disaster Recovery Costs (if applicable) | |
| Ongoing Infrastructure/Hardware Upgrade Costs | |
| Total Recurring Maintenance Costs - Year 1 | $ - 0 |
| Amount Discounted ($) | |
| Total Discounted Maintenance Costs - Year 1 | $ - 0 |
| Recurring Maintenance Fees - Years 2 - 10 | ||
| Rate of Increase over Prior Year (as a percentage) | Maintenance Costs |
(as a dollar amount) Third-Party Maintenance Costs (as a dollar amount) Disaster Recovery Costs (if applicable) Ongoing Infrastructure/Hard ware Upgrade Costs (if applicable)
| Year 2 | |
| Year 3 | |
| Year 4 | |
| Year 5 | |
| Year 6 | |
| Year 7 | |
| Year 8 | |
| Year 9 | |
| Year 10 | |
| Ten Year Maintenance Cost | $ - 0 |
| TOTAL TEN YEAR INVESTMENT | |
| Total Discounted One-Time Costs | $ - 0 |
| Total Estimated Travel Costs | $ - 0 |
| Recurring Subscription Costs Years 1-10 | $ - 0 |
| Other In-Scope Costs | $ - 0 |
| Recurring Maintenance Years 1-10 | $ - 0 |
| TOTAL TEN YEAR INVESTMENT | $ - 0 |
Optional Costs (Not in scope)
| Hourly Rates for Professional Services |
| Hourly Rate for Training Services |
| Hourly Rate for Project Management Services |
| Hourly Rate for Custom Programming (Customizations, Integrations, etc.) |
| Optional/Complementary Services | |
| Description of Services | Costs |
Optional/Complementary Module Costs (please specify the nature of these costs including whether they are one-time or recurring) Module Name Recurring Maintenance/ Subscription Costs Implementation Costs Licensing Costs (if applicable)
Cost Worksheet Instructions: Provide a cost response for each cost area, based upon system modules for a software as a service (SaaS) based application. The pricing should be based on the detailed functionality that the County requires for each functional area. All additional costs should be captured in the respective areas.
Vendors are responsible for completing all fields highlighted yellow where applicable, and reviewing totals prior to submission.
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