1 Budget & Estimated Pricing

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1     Budget & Estimated Pricing

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All vendors must fill out the following cost breakdown for the implementation of their solution for [Organization Name]’s project as described in this RFP. Costs should be identified as either capital or non-capital in nature. The vendor must agree to keep these prices valid for [Number of Days (#)] days as of [Date, Time, and Time Zone].

6.1 Estimated Costs

For all available deployment models, provide a five year cost summary as displayed below.

Suggested Cost Categories:

Hardware: List, describe, and record the cost of each piece of hardware that is required to optimally run the software.

Software Licensing: List, describe, and record the licensing, implementation, maintenance, support, and training fees associated with your proposed software.

Third-Party Software (Middleware): List, describe, and record the cost of each piece of software (including operating systems) that is required to optimally run the software.

Installation: Describe any labor, equipment, supplies, or other costs associated with installing your proposed software.

Integration: Describe any labor, equipment, supplies, or other costs associated with integrating [Insert Proposed Solution] into our current architecture and back-end systems.

Legacy Data Loading: Describe any labor, equipment, or other costs associated with importing legacy data from current systems into the new system.

Maintenance: Describe and cost out any other ongoing costs associated with the operation and maintenance of your proposed [Insert System Solution].

Documentation & Training: If there are fees associated with your user or technical documentation, list them here.

Project Management: If there are project management fees associated with your proposed software, list and describe them here.

Miscellaneous: List and describe any other costs associated with your proposed software solution.

2     Additional Terms & Conditions

7.1 Personal Information

7.1.1 General

Depending on the circumstances, [Organization Name] may require information related to the qualifications and experience of persons who are proposed or available to provide services. This may include, but is not limited to, resumes, documentation of accreditation, and/or letters of reference. The Respondent should not submit as part of its Response any information related to the qualifications, experience of persons who are proposed or available to provide services unless specifically requested. Unless specifically requested, any such information, whether in the form of resumes or other documentation, will be returned immediately to the Respondent. [Organization Name] will treat this information in accordance with the provisions of this Section [Section Number].

7.1.2 Requested Personal Information

Any personal information as defined in the [Applicable Legislation] that is requested from each Respondent by [Organization Name] shall only be used to consider the qualified individuals to undertake the project/services and to confirm that the work performed is consistent with these qualifications. It is the responsibility of each Respondent to obtain the consent of such individuals prior to providing the information to [Organization Name]. [Organization Name] will consider that the appropriate consents have been obtained for the disclosure to and use by [Organization Name] of the requested information for the purposes described.

7.2 Non-Disclosure Agreement

[Organization Name] reserves the right to require any Respondent to enter into a non-disclosure agreement.

7.3 Costs

The RFP does not obligate [Organization Name] to pay for any costs, of any kind whatsoever, which may be incurred by a Respondent or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of [Organization Name], subject to claims of confidentiality in respect of the Response and supporting documentation.

7.4 Intellectual Property

The Respondent should not use any intellectual property of [Organization Name] including, but not limited to, all logos, registered trademarks, or trade names of [Organization Name], at any time without the prior written approval of [Organization Name], as appropriate.

7.5 Respondent’s Responses

All accepted Responses shall become the property of [Organization Name] and will not be returned.

7.6 Governing Law

This RFP and the Respondent’s Response shall be governed by the laws of [Relevant Jurisdiction].

7.7 No Liability

[Organization Name] shall not be liable to any Respondent, person, or entity for any losses, expenses, costs, claims, or damages of any kind:

• Arising out of, by reason of, or attributable to, the Respondent responding to this RFP; or
• As a result of the use of any information, error, or omission contained in this RFP document or provided during the RFP process.

7.8 Entire RFP

This RFP, any addenda to it, and any attached schedules, constitute the entire RFP.

3     Vendor Certification

This certification attests to the vendor’s awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein.

The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company.

This proposal is submitted in response to [RFP ID] issued by [Organization Name]. The undersigned is a duly authorized officer, hereby certifies that:

(Vendor Name)

agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of [Number of Days (#)] calendar days as of [RFP Due Date].

The undersigned further certify that their firm (check one):

c   IS

c   IS NOT

currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify [Organization Name] of any change in this status, should one occur, until such time as an award has been made under this procurement action.

Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are:

Signature of Authorized Officer:

Schedule “A” Notice of Intention

[RFP ID]

NOTICE OF INTENTION

REQUEST FOR PROPOSAL

From:

[VENDOR ORGANIZATION NAME]

[AUTHORIZED REPRESENTATIVE]

[TELEPHONE NO.]

[FAX NO.]

[E-MAIL]

Please state your intention with regard to the Request for Proposal [RFP ID] by selecting one of the following:

[  ] Intends to respond to [Organization Name] Request for Proposal

[  ] Does not intend to respond to [Organization Name] Request for Proposal

TO:

[CLIENT ORGANIZATION NAME]

[CLIENT NAME, TITLE, AND ADDRESS]

[TELEPHONE NO.]

[FAX NO.]

_____________________________________________________

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