SGAL RFP - Attachment E2.xlsx
XLSX spreadsheet 20 KB Posted
- Solicitation number
- RFP-14612
- Issued by
- Leon County, Florida
About this file
This file is a Subscription (SaaS) Cost Worksheet attachment (Attachment E2) for the Florida Statewide Guardian ad Litem Office (SGAL) Request for Proposal for a Client Case Management System. The worksheet is designed for vendors to provide comprehensive cost responses for a software-as-a-service-based application that will replace the current Optima case file system. SGAL is soliciting proposals for a web-based, cloud-native or on-premises system supporting case file management, volunteer record management, document creation and storage, reporting, and research capabilities. The RFP includes a non-mandatory Pre-Proposal Vendor Conference on January 6, 2026, with a question submission deadline of January 12, 2026, and proposal submissions due by January 30, 2026 at 4:00 PM. Vendor demonstrations are scheduled for the week of March 2, 2026, with a full implementation and deployment deadline of June 30, 2027.
The cost worksheet requires vendors to detail both one-time and recurring costs across multiple categories, including professional services, hardware, training, software customization, data conversion, interfaces, and recurring subscription and maintenance fees. Vendors must complete all yellow-highlighted fields and provide cost projections for years one through ten, including anticipated rates of increase for recurring subscription and maintenance costs. The worksheet also requests optional hourly rates for professional services, training, project management, and custom programming, as well as costs for any optional complementary modules or services. SGAL anticipates serving approximately 30,095 children with a total general revenue budget of $65,917,126, and has indicated full funding for one-time and recurring annual software and professional services costs, with final budgets to be determined through contract negotiations. The solicitation is open to all United States-based vendors and requires demonstration of financial stability and current IT security certifications such as SOC 2 Type 2 reports or ISO 27001 certifications.
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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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