Shelter_Operations_Costs_Table.xlsx
XLSX spreadsheet 77 KB Posted
- Attached to
- Emergency Shelter Operations for YOUTH
- Solicitation number
- 426028-HCB
- Issued by
- Dane County, Wisconsin
About this file
The file is a cost workbook for an Emergency Shelter Operations RFP (Request for Proposal) issued by Dane County Department of Human Services (DCDHS) in Wisconsin. The RFP seeks qualified youth services operators to provide a comprehensive shelter program for unaccompanied and homeless youth aged 12-17, with requirements including 365-day shelter access, trauma-informed services, crisis intervention, and support for family reunification or permanent housing placement. The solicitation prioritizes providers with experience serving diverse, high-need populations and demonstrated commitment to housing-first principles.
The cost workbook provides detailed templates for vendors to break down proposed program costs, including personnel schedules, program budgets, and administrative expenses. Vendors must submit pricing proposals with a service unit rate that will be used for scoring, with administrative costs limited to a 15% ceiling. The county indicates that final pricing will be negotiated based on cost reasonableness and available funding, with potential for best and final offer discussions to differentiate finalist proposals. Vendors must demonstrate organizational capacity to bill for discrete service units, and the final contract will be based on the proposed service unit rates and negotiated payment terms.
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| File | Type | Posted |
|---|---|---|
| Emergency_Shelter_Operations_for_YOUTH.pdf |
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OVERVIEW
COST WORKBOOK - OVERVIEW
IMPORTANT INFORMATION
| * | Within this document, vendors are asked to provide a proposed breakdown of program costs and personnel. The proposed service unit rate entered in the pricing table is the cost metric used for proposal scoring. |
| * | The Cost Proposal submission should be saved with the document name including the RFP #, Vendor Name, and Cost Proposal. |
| (i.e.: 120012 - ABC COMPANY Cost Proposal) | |
| FINAL PRICING AND PAYMENT TERMS | |
| Service costs scored in the cost proposal will represent the guide for final vendor contracting. Best and final offer pricing discussions may be pursued by the County to differentiate finalists based on refined price quotes. | |
| Final payment terms associated with billing and payment methodology, as well as service unit levels and unit prices for individual programs, will be negotiated prior to contract execution. Note that final pricing will reflect cost reasonableness and available Dane County funding. | |
| All prospective vendors must demonstrate organizational capacity to bill for discrete units of service rendered. |
Table of Contents
| 1 PROGRAM BUDGET | ……………………...…………. input required |
| 2 Program Budget - Instructions | ……………………...…………. for reference |
| 3 PERSONNEL SCHEDULE | ……………………...…………. input required |
| 4 Personnel Schedule - Instructions | ……………………...…………. for reference |
2 PROGRAM BUDGET
| 2 PROGRAM BUDGET | ||||
| PROVIDER - | PLEASE ENTER YOUR AGENCY NAME HERE | |||
| CATEGORY - | YOUTH | |||
| RFP - | Shelter Operations - 426019-HMM | - | ||
| Instructions for Program Budget on following tab: 3 Program Budget-Instructions |
| RFP Program Budget | ||
| A | B | C |
| ( B + C ) | COUNTY | COUNTY | |||
| COUNTY | FUNDED | FUNDED | |||
| FUNDED* | ADMIN | PROGRAM | |||
| A. | PERSONNEL | ||||
| Salaries | - 0 | ||||
| Taxes | - 0 | ||||
| Benefits | - 0 | ||||
| Subtotal A | - 0 | - 0 | - 0 | ||
| B. | OPERATING | ||||
| Insurance | - 0 | ||||
| Professional Fees | - 0 | ||||
| Audit | - 0 | ||||
| Data Processing | - 0 | ||||
| Postage, Office, and Prgm Supplies | - 0 | ||||
| Equipment/Furnishings | - 0 | ||||
| Depreciation | - 0 | ||||
| Telephone | - 0 | ||||
| Training/Conference | - 0 | ||||
| Food/Household Supplies | - 0 | ||||
| Auto Allowance | - 0 | ||||
| Vehicle Costs | - 0 | ||||
| Other1: | - 0 | ||||
| Other2: | - 0 | ||||
| Subtotal B | - 0 | - 0 | - 0 | ||
| C. | SPACE | ||||
| Rent | - 0 | ||||
| Utilities | - 0 | ||||
| Maintenance | - 0 | ||||
| Mortgage Interest, Depreciation | - 0 | ||||
| Property Taxes | - 0 | ||||
| Subtotal C | - 0 | - 0 | - 0 | ||
| D. | SPECIAL COSTS | ||||
| Assistance to Individuals | - 0 | ||||
| Subtotal D | - 0 | - 0 | - 0 | ||
| E. | OTHER (Specify) | ||||
| Other3: | - 0 | ||||
| Other4: | - 0 | ||||
| Subtotal E | - 0 | - 0 | - 0 | ||
| TOTAL* | - 0 | - 0 | - 0 |
Administrative Cost Percentage (not to exceed 15%) RFP Admin % ERROR:#DIV/0!
3 Program Budget-Instructions
3 PROGRAM BUDGET - Instructions
| GENERAL INPUT INSTRUCTIONS | |
| INPUT REQUIRED - Fields requiring input will shaded in various colors. The color indicates type of entry required. |
RFP Program Budget expense detail - these fields relate to provider proposed program structure (input required)
| Expense description, if applicable (input required if expense entered in County Funded Admin (Column B) or County Funded Program (Column C) | |
| AUTO POPULATED FIELDS - Certain fields will automatically populate based on amounts entered in required fields. |
| RFP Program Budget - Input | |
| * | Enter expense line amounts in COUNTY FUNDED ADMIN (Column B) and COUNTY FUNDED PROGRAM (Column C). Fields available for entry are shaded blue. (Salaries will auto populate based on information entered on the next tab 3 PERSONNEL SCHEDULE). |
| DATA DICTIONARY for columns on 2 PROGRAM BUDGET input tab | |||
| Column | Name | Description | |
| A | County Funded | This is the County-funded portion of the total budget. Column B + Column C equals this column. No entry required. | |
| B | County Funded Admin | Using the County's definition of Admin, distribute the costs for proposal in this column. (INPUT REQUIRED) | |
| C | County Funded Program | Proposal costs not classified as Admin are classified as Program and should be distributed in this column. (INPUT REQUIRED) | |
| ADMINISTRATIVE COST PERCENTAGE | This reflects the proposal administrative cost percent. Column B County Funded Admin divided by Column A County Funded. Contracts with the Dept of Human Services limit administrative costs/expenses to a 15% ceiling. No entry required. |
4 PERSONNEL SCHEDULE
| 4 PERSONNEL SCHEDULE | |
| PROVIDER - | PLEASE ENTER YOUR AGENCY NAME HERE |
| RFP NUMBER & NAME - | Shelter Operations - 426019-HMM |
| Staff Position* | RFP Program Budget - Personnel Schedule | Instructions for Personnel Schedule on following tab: 4 Personnel Sch-Instructions | ||||||||||
| A | B | C | D | E | F | G | H | |||||
| Each unique position title for staff included in the RFP Program Budget should be listed on a separate line. Multiple employees with the same position title can be included on the same line. | ** | *** | ( E + F ) | **** | **** | (= D/B ) | (= G/C ) | |||||
| COUNTY | COUNTY | COUNTY | COUNTY | AVERAGE | AVERAGE | |||||||
| ADMIN FTE | PRGM FTE | Total FTE | FUNDED | FTE | FUNDED | FUNDED | FUNDED | ANNUAL | HOURLY | |||
| POSITION TITLE | CHECK | FTE | BASIS | SALARY | ADMIN | PROGRAM | SALARY | SALARY | ||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | 2,080 | - 0 | - 0 | - 0 | |||||
| - 0 | - 0 | - 0 | - 0 | - 0 | - 0 | - 0 | - 0 | - 0 |
| * (Column A) - POSITION TITLE would be the provider's title for position such as Program Director, Financial Manager, etc. |
| ** (Column B) - In General, 1 FTE = 2080 hours. Divide total hours for the position/category by 2080 to get the number of FTEs. |
| *** (Column C) - Enter annual hours position works for provider. |
| **** (Columns E & F) - ONLY include salary dollars. Do not include taxes and benefits. |
| Total ADMIN & PROGRAM SALARY amounts at bottom of schedule will automatically populate in RFP Program Budget on 2 PROGRAM BUDGET. |
5 Personnel Sch-Instructions 5 PERSONNEL SCHEDULE - Instructions
| GENERAL INPUT INSTRUCTIONS | |
| INPUT REQUIRED - Fields requiring input will shaded blue. |
| These fields relate to provider proposed program structure (input required) | |
| AUTO POPULATED FIELDS - Certain fields will automatically populate based on amounts entered in required fields. |
| RFP Program Budget - Personnel Schedule | |
| * | List each position in the RFP Program Budget. If there is an amount in county funded admin (Column E) or program (Column F) fields, the position title must be listed in Column A. |
| * | Using guidance provided below, populate fields shaded blue for each Staff Position listed. |
| * | Example Personnel Schedule provided for reference at bottom of this tab. |
| DATA DICTIONARY for columns on 4 PERSONNEL SCHEDULE input tab | |||
| Column | Name | Description | |
| A | Position Title | Each unique position title for staff included in the RFP Program Budget should be listed on a separate line. Multiple employees with the same position title can be included on the same line.. (INPUT REQUIRED) | |
| B | County Funded FTE | Show the number of FTE for each job title funded by Dane County in RFP. (INPUT REQUIRED) | |
| C | FTE Basis | In General, 1 FTE = 2080 hours. Divide total hours for the position by 2080 to get the number of FTEs. Match total salary for the position/category to the number of FTEs. (INPUT REQUIRED) | |
| For those agencies where 37.5 hours per week (1,950 hours per year) or some other amount is considered full-time, please indicate the annual number of hours for 1 FTE in Column C by overwriting the 2,080 (1 FTE for 40 hours per week) that is shown and replacing it with your FTE basis. It is expected that your FTE basis will be consistent across all programs and listed positions. | |||
| D | County Funded Salary | Amount budgeted for each position in the RFP Program Budget. automatically calculated by adding Column E + Column F. (no entry required) | |
| E | County Funded Admin | Using the County's definition of Admin, distribute the salary for each postition between this column and column F. The total of this column will auto populate on the RFP Program Budget Schedule - County Funded Admin Salaries(Column B). (INPUT REQUIRED) | |
| F | County Funded Program | These are the RFP County-funded Program salaries. The total of this column will automatically populate on the Program Budget Schedule - County Funded Program Salaries(Column C). (INPUT REQUIRED) | |
| G | Average Annual Salary | RFP Program Budget Annual Salary for employee listed. Automatically calculated by dividing Column D - COUNTY FUNDED SALARY by Column B - COUNTY FUNDED FTE. (no entry required) | |
| H | Average Hourly Salary | RFP Program Budget Hourly Salary for employee listed. Automatically calculated by dividing Column G - AVERAGE ANNUAL SALARY by Column C - FTE BASIS. (no entry required) |
EXAMPLE PERSONNEL SCHEDULE
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