Wiscard RFP Cost Proposal (1).xlsx

XLSX spreadsheet 56 KB Posted Jan 25, 2022

Attached to: Point of Sale and Related Systems(UW-MAD)[22-5387]
Solicitation number: 22-5387
Issued by: Dane County, Madison City, Wisconsin

About this file

Written by GovTribe AI · Nov 19, 2025

Summary

This is a cost proposal template document for the University of Wisconsin-Madison's Request for Proposal (RFP 22-5387) for Point of Sale and Related Systems, commonly referred to as the Wiscard system. The RFP encompasses five distinct lots: Lot 1 (Transaction System), Lot 2 (POS Systems), Lot 3 (Mobile Ordering), Lot 4 (User Account Management Site), and Lot 5 (Mobile Credentials). Vendors are required to submit itemized cost proposals for each lot based on specifications outlined in the accompanying "UW Madison Hardware and Integration Needs by Location" document. The cost proposal framework spans a five-year contract period (Years 1-5) and requires bidders to provide detailed pricing across multiple cost categories including software/licensing/integrations, hardware, maintenance and support, implementation and training, and other fees and services. Vendors may submit multiple cost proposal options based on different system configurations and are encouraged to identify available discounts for future orders, quantity-based price breaks, and multi-lot pricing incentives.

The cost proposal template requires vendors to clearly identify all expenses, including transactional fees, convenience fees, and percentage-of-sale fees that would be incurred by the University. For Lot 1, pricing should address General Readers, Kiosk, Copy Readers, Laundry, and Integrations components. For Lot 4 (User Account Management), the proposal baseline assumes 145,000 annual deposits, $2.5 million in credit card deposits, $8.5 million in ACH deposits, and 48,000 students and 20,000 faculty/staff. For Lot 5 (Mobile Credentials), the proposal assumes 40,000 credentials issued annually and the purchase of 300 external mobile credential reader devices. A summary tab allows vendors bidding on multiple lots to present consolidated pricing for various bundle options. Vendors are instructed to use the Notes section to provide clarity on pricing assumptions and configurations, and the University will calculate server hosting costs separately if the campus hosts the server infrastructure.

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Other files

File	Type	Posted
Exhibit 1 Current Hardware.xlsx	XLSX spreadsheet	Jan 25, 2022
22-5387 RFP AMD 1.docx	DOCX document	Jan 25, 2022
22-5387 RFP.docx	DOCX document	Jan 25, 2022

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Cost Proposal Instructions

Wiscard RFP Cost Proposal Instructions
1	Provide an itemized list of costs for each lot.
2	Hardware should be based on information provided in "UW Madison Hardware and Integration Needs by Location" document.
3	If the campus will host the server, the University will add an expense to the vendor cost proposal based on hardware and software server specifications provided by vendor.
4	Fees that are incurred by the customer, or University, must be clearly identified and included in the cost proposal. This includes transactional or convenience fees, percent of sale fees, etc.
5	Vendor can provide multiple cost proposals based on different system configurations or solutions recommended.
6	Vendor should clearly identify any discounts that will be provided on future software or hardware orders. Also Include any price breaks based on quantity of items purchased.
7	Vendors bidding on multiple lots should clearly identify any discounted pricing available if University purchases multiple or all lots from one vendor. These costs can be identified by listing different options in the Cost Proposal Summary tab.
8	Include comments in the Notes section to help provide clarity where necessary.

Lot 1 - Transaction System Lot 1: Transaction System Costs - Itemize expenses below

Include all costs required to satisfy the specifications included in Lot 1 of the RFP. Please also reference the "UW-Madison Hardware and Integration Needs by Location" document and provide quotes for the General Readers, Kiosk, Copy Readers, Laundry, and Integrations sections. Costs for other vendor hardware or software offerings that may benefit the University can be included in the Optional section.

Add additional lines as necessary
Software, Licensing, and Integrations
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Hardware
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Maintenance and Support
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Implementation and Training
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Other Fees and Services
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Totals $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Optional
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

NOTES:

Lot 2 - POS Systems Lot 2: POS System Costs - Itemize expenses below

Include all costs required to satisfy the specifications included in Lot 2 of the RFP. Please also reference the "UW-Madison Hardware and Integration Needs by Location" document and provide quotes for the POS Devices section. Costs for other vendor hardware or software offerings that may benefit the University can be included in the Optional section.

Add additional lines as necessary
Software, Licensing, and Integrations
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Hardware
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Maintenance and Support
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Implementation and Training
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Other Fees and Services
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Totals $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Optional
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

NOTES:

Lot 3 - Mobile Ordering Lot 3: Mobile Ordering Costs - Itemize expenses below

Include all costs required to satisfy the specifications included in Lot 3 of the RFP. Please also reference the "UW-Madison Hardware and Integration Needs by Location" document and provide quotes based on the locations marked in the Mobile Food Ordering and Online Orders & Fulfillment columns. Costs for other vendor hardware or software offerings that may benefit the University can be included in the Optional section.

Add additional lines as necessary
Software, Licensing, and Integrations
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Hardware
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Maintenance and Support
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Implementation and Training
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Other Fees and Services
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Totals $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Optional
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

NOTES:

Lot 4 - User Account Mgmt Site Lot 4: User Account Management Site Costs - Itemize expenses below

Include all costs required to satisfy the specifications included in Lot 4 of the RFP. Costs for other vendor hardware or software offerings that may benefit the University can be included in the Optional section.

Base cost proposal on:	145,000 annual deposits
	$2.5 million credit card deposits
	$8.5 million ACH deposits
	48,000 students and 20,000 faculty/staff

Add additional lines as necessary
Software, Licensing, and Integrations
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Maintenance and Support
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Implementation and Training
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Other Fees and Services
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Totals $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Optional
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

NOTES:

Lot 5 - Mobile Credentials Lot 5: Mobile Credential Costs - Itemize expenses below

Include all costs required to satisfy the specifications included in Lot 5 of the RFP. Costs for other vendor hardware or software offerings that may benefit the University can be included in the Optional section.

Base cost proposal on:	40,000 credentials issued annually
	300 external mobile credential reader devices to be purchased for POS hardware, libraries, rec sports facilities, etc.
	Door access system readers will be purchased through a different vendor contract

Add additional lines as necessary

Software, Licensing, and Integrations
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Hardware
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Maintenance and Support
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Implementation and Training
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Other Fees and Services
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

Totals $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Optional
Item Number	Product/Description	Quantity	Price	% Discount	Year 1 Expense	Year 2 Expense	Year 3 Expense	Year 4 Expense	Year 5 Expense	Total
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
										$0.00
				Subtotal	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00

NOTES:

Summary & Multiple Lot Pricing

Summary of Costs Based on Lots Selected
	Individual Lot
	Totals	Option B	Option C	Option D	Option E
Lot 1: Transaction System
Lot 2: POS System
Lot 3: Mobile Ordering
Lot 4: User Account Management Site
Lot 5: Mobile Credentials
Total	$0.00	$0.00	$0.00	$0.00	$0.00
Notes:

File details come from the government source that posted it. Updated Nov 19, 2025.