COST PROPOSAL TEMPLATE

This Template must be used to prepare Cost Proposals, and is available on the States Purchasing Department website in Word Format. Vendors are not to change or alter the document in any way other than to provide the information requested. Exceptions or concerns with any aspect of this document are to be brought to the attention of the designated contact for this project as indicated in the Provisions.

COST PROPOSAL

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Table of Contents
H. COST PROPOSAL TEMPLATE.......................................................................................................................................3 H.1. SOFTWARE LICENSING COSTS..................................................................................................................................................4 H.11. SOFTWARE CUSTOMIZATION................................................................................................................................8 H.12. INTEGRATION PLANNING AND INTERFACES...................................................................................................9 H.13. DATA CONVERSION SERVICES.............................................................................................................................10 H.14. TRAINING SERVICES................................................................................................................................................11 H.15. IMPLEMENTATION AND DEPLOYMENT SERVICES......................................................................................14 H.16. HARDWARE.................................................................................................................................................................15 H.17. OTHER COSTS............................................................................................................................................................16 H.18. COST SUMMARIES....................................................................................................................................................17 H.10. PAYMENT SCHEDULE..........................................................................................................................................................18 H.11. COST PROPOSAL ASSUMPTIONS.........................................................................................................................22

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H.

COST PROPOSAL TEMPLATE

INSTRUCTIONS Project costs can be provided only in the Cost Proposal Template. No cost information is to be included in the Technical Proposal Template. If cost information is provided in the Technical Proposal Template, the vendor will be disqualified. The Cost Proposal Template provides vendors with the structure to provide a detailed breakdown and summary of licensing and costs for the proposed solution to the Supreme Court, and is organized into the following subsections: H1. Software Licensing & Costs Identify licensing for software included in the Technical Proposal. Provide an itemized list of the cost of all software being proposed, including both application (e.g., UCMS, e-Filing, etc.) and system software (i.e., OS, DBMS, etc.). Software Customization Identify the cost of customization, configuration and information exchanges proposed to meet functionality requirements. Integration Planning and Interfaces Identify the cost of the planning and implementation of each information exchange included in the Technical Proposal, and proposed as options. Data Conversion Services Identify all services and costs associated with performing data conversion including the migration of document images. Training Services Identify the cost of all training described in the Technical Proposal. Implementation and Deployment Services List and describe all costs that are associated with the implementation, deployment and after implementation support of the solution (other than Data Conversion and Training). These costs must include all project management related costs. Hardware Costs Provide an itemized list of all hardware included in the Technical Proposal. Please note that the Supreme Court reserves the right to purchase specified hardware from its own designated hardware vendor(s), and may not include hardware in a final contract. Other Costs Provide itemized list of any costs not identified elsewhere in the proposal. Cost Summaries Provides the means to carry forward detailed costs from preceding pages and summarize all one-time and annually recurring costs. Include estimated recurring costs for three years beyond completed implementation.

H.2. H.3. H.4. H.5. H.6.

H.7.

H.8. H.9.

H.10. Payment Schedule Provide a preliminary payment schedule for one-time project costs and the start of maintenance and support charges. H.11. Assumptions State any assumptions associated with the cost proposal. All cost pages must be filled out completely. Vendors may add line items to the cost tables where indicated, but no additional tables may be created. Any deviation from the Cost Proposal Template can lead to disqualification. Travel and expenses cannot be itemized separately; all costs provided must be all inclusive of all costs, labor, travel and other expenses. All of the cost tables in this document include bottom lines for totaling the line items in the table.

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H.1.

Software Licensing Costs

This section contains information on licensing costs and other costs for all proposed software, whether required or optional. Vendors are asked to include application and system (i.e., OS, DBMS, etc.) software. The total software cost dollar figure should agree with the total in the Costs Summary. Insert additional lines as needed. H.10.1. Licenses List and describe all software for which licensing is required (including application and system software). Specify the number of users licensed in this proposal for each software component, including the maximum number of concurrent users with either full access, inquiry-only (or otherwise restricted) users who are defined to the system, and Internet only access (i.e., public, justice partners, etc.) who would represent undefined users. Please keep in mind that local, State and national agencies and the public will require access. If there are no restrictions on the number of users (i.e., an Enterprise License is provided) please enter NO LIM. Number of Concurrent Users
D ef in e d In q ui ry O nl y U s er s

Software Component (List and Describe Functionality)

F ul l A c c e s s

Int er net On ly Us ers

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H.10.2. Assumptions State any limitations regarding users with read-only or update authority, such as whether or not there are restrictions on the total number of users who can be defined to the system.

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H.10.3. Additional Users If there are controls on the number of end-users included in the scope of the proposal, describe what would be needed to increase the number of end-users. Specify any differences between application and system software.

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H.10.4. Cost of Required Application Software Licenses In the table below, provide the license and annual maintenance cost for each separate application software package included in your solution (e.g., Trial Court Case Management System, Appellate Court CMS, Content Management, E-Filing, etc.).
One-Time Cost Annual Maintenance Cost

Application System Software

Comments

TOTAL COST OFREQUIRED APPLICATION SOFTWARE

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H.10.5. Cost of Required System Software Licenses In the table below, provide the license and annual maintenance cost of system software (i.e., OS, DBMS) required to run your solution. Do not include Microsoft Office or Microsoft Operating System licenses requirements.
One-Time Cost Annual Maintenance Cost

System Software & Other

Comments

TOTAL COST OF REQUIRED SYSTEM SOFTWARE

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COST PROPOSAL

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H.10.6. Cost of Optional Software Licenses In the table below, provide the cost of licensing Optional Software. Optional Software is software that is not required to meet the functionality requirements of the UCMS but is part of a valueadded capability included in the proposed solution.
One-Time Cost Annual Maintenance Cost

Optional Software and Purpose

Comments

TOTAL COST OF OPTIONAL SOFTWARE

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COST PROPOSAL

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H.11.

Software Customization

In the table below, list each functional requirement which would be met by proposed customization to the proposed base software package (i.e., a C code in the application functional requirements response in Section G.7), and the associated cost of the proposed customization. If there are any groupings of related requirements for which customization cannot be separated (i.e., all or none as it applies to the group of requirements), identify all requirements in the grouping and provide a single price for the group. The Supreme Court reserves the right to include any of the proposed customization in a contract or none at all. SOFTWARE CUSTOMIZATION DETAILS
Requirement Item #(s) Comment or Note Cost (One-Time)

TOTAL CUSTOMIZATION COST

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COST PROPOSAL

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H.12.

Integration Planning and Interfaces

In the table below, list each Information Exchange proposed in your solution and the direct cost of developing, providing and/or customizing Information Exchange Packages (IEP) and for providing IEP Documentation (IEPD). The Supreme Court reserves the right to include any of the proposed IEPs in a contract or none at all. Required Information Exchanges In the table below, identify all information exchanges included in your technical proposal that you consider to be necessary to meet the functionality requirements of the UCMS and the related costs. REQUIRED INFORMATION EXCHANGES
IEP Description Comment or Note Cost (One-Time)

TOTAL INFORMATION EXCHANGE / IEP COST

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H.12.1. Optional Information Exchanges In the table below, identify additional information exchanges (including IJIS exchanges) included in your proposal that will provide value-added functionality to the UCMS along with their related costs. OPTIONAL INFORMATION EXCHANGES
IEP Description Comment or Note Cost (One-Time)

TOTAL OPTIONAL INFORMATION EXCHANGE / IEP COST

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H.13.

Data Conversion Services

H.13.1. Data Conversion Appendices N1 and N2 contain listings and details of all databases to be converted into the UCMS. In the table below, provide the cost for performing all activities associated with converting each system. DATA CONVERSION
Database / Conversion Services Activity Cost Notes or Comments

DATA CONVERSION SERVICES COST

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H.13.2. Document Image Migration Appendix O contains a listing and details of all Document Management Systems (DMS) from which images will need to be migrated into the UCMS. In the table below, provide the cost for performing all activities associated with migrating images from each system including linking the documents to their respective cases. DOCUMENT IMAGE MIGRATION
DMS / Migration Services Activity Cost Notes or Comments

IMAGE MIGRATION SERVICES COST

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H.14.

Training Services

List all costs associated with providing training for the UCMS implementation as described in the technical proposal. As defined in the Technical Proposal Template there are multiple categories of training to be provided, including direct training to end-users, System Administration and Technical Staff, and a pilot group of E-Filers, and Train-the-Trainer training that enable the Supreme Court to train future end-users and E-Filers. H.14.1. Direct Training to Users List all costs associated with providing training directly to end-users of the UCMS and designated others (e.g., e-Filing pilot users), including all documentation to be developed and provided by the Vendor. Include any classes for those individuals which may be designated as Super Users. DIRECT TRAINING TO USERS
Class Description Total # of People # per Class Cost Per Class # of Classes Total Cost

TOTAL COST
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H.14.2. System Administration / Technical Training List all costs associated with providing system administration and other technical training. SYSTEM ADMINISTRATION /TECHNICAL TRAINING
Class Description Total # of People # per Class Cost Per Class # of Classes Total Cost

TOTAL COST
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H.14.3. Train-the-Trainer Training List all costs associated with training Oklahoma staff who would become the trainers for future users and support staff for the UCMS. TRAIN-THE-TRAINER TRAINING
Class Description Total # of People # per Class Cost Per Class # of Classes Total Cost

TOTAL COST
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H.14.4. Other Training List all costs associated with any other training included in your proposal. OTHER TRAINING
Class Description Total # of People # per Class Cost Per Class # of Classes Total Cost

TOTAL COST
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H.14.5. Training Cost Summary Provide a roll-up of training costs for each of the above categories in the table below. TRAINING COST SUMMARY
Training Category Direct Training to Users System Administration / Technical Training Train-the-Trainer Training Other Proposed Training TOTAL COST FOR TRAINING Cost

COST PROPOSAL

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H.15.

Implementation and Deployment Services

List all costs associated with the development and execution of the deployment strategy for the proposed system. Do not include costs for those items that have been included in separate section of the Cost Proposal Template (e.g., Information Exchanges, Training, and Data Conversion.) For any line item included in your proposal that is not specifically priced (that is, the cost is included in another line item), enter INCL. For any item that is not included in your proposal, enter NOT INCL. IMPLEMENTATION AND DEPLOYMENT SERVICES
Implementation Category Project Management System Integration Interfaces Testing and Implementation Unit and Systems Testing (prior to roll-out) Software Installation Support Hardware Installation Support On-site go-live Assistance (during roll-out) Knowledge Transfer Others (list below) Cost Comment

TOTAL IMPLEMENTATION COST

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H.16.

Hardware

List all required and optional hardware, including purchase cost and annual maintenance costs that will begin after the warranty period.
H.16.1. Required Hardware In the table below, identify hardware that is required to run the proposed architecture for the UCMS (NOTE: this list should be consistent with the hardware configuration listed in Section G.4.7 in the Technical Proposal Template. The Supreme Court reserves the right to separately procure hardware that meets the specifications provided by Vendors. REQUIRED HARDWARE
Component Description / Purpose Make / Model Qty Unit Price One-Time Cost
Annual Maintenance Cost

TOTAL COST OF REQUIRED HARDWARE

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H.16.2. Optional Hardware Optional Hardware is that hardware which is not needed to run the proposed solution but is proposed for the solution as a valueadded component (e.g., bio-metric readers). In the table below, identify all hardware that would be used to support optional features of the proposed solution: The Supreme Court reserves the right to separately procure hardware that meets the specifications provided by Vendors. OPTIONAL HARDWARE
Component Description / Purpose Make / Model Qty Unit Price One-Time Cost
Annual Maintenance Cost

TOTAL COST OF OPTIONAL HARDWARE

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H.17.

Other Costs

List any Other Costs for items included in the proposed solution that have not been addressed in the prior cost tables in this Cost Proposal Template. Cost items proposed as necessary to meet the functionality requirements of the UCMS should be coded as Required (R), and those items which provide added-value or extended functionality should be coded as Optional (O). OTHER COSTS
Item Description Code (R/O) One-Time Cost Annual/ Recurring Cost Comments

TOTAL OTHER COSTS H.8.1 SUBTOTAL REQUIRED COSTS H.8.2 SUBTOTAL OPTIONAL COSTS
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H.18.

Cost Summaries

H.18.1. Costs for Required Functionality Provide a roll-up of all costs for items in the proposal necessary to meet the functionality requirements of the UCMS. All subtotals carried forward to this page should agree with the previous detail pages. SUMMARY OF COSTS FOR REQUIRED FUNCTIONALITY
Section / Subsection H.1.4 H.1.5 H.2.1 H.3.1 H.4.1 H.4.2 H.5.5 H.6 H.7.1 H.8.1 Cost Category Required Application Software License Required System Software License Software Customization Required Information Exchanges Data Conversion Document Image Migration Training Cost Summary Implementation and Deployment Services Required Hardware Required Other Costs TOTAL COST FOR REQUIRED ITEMS One-Time Cost Annually Recurring

H.18.2. Costs for Optional Functionality Provide a roll-up of all costs for Optional functionality included in the proposal. All subtotals carried forward to this page should agree with the previous detail pages. SUMMARY OF COSTS FOR OPTIONAL FUNCTIONALITY
Section / Subsection H.1.6 H.3.2 H.7.2 H.8.2 Cost Category Optional Software Licenses Optional Information Exchanges Optional Hardware Optional Other Costs TOTAL COST FOR OPTIONAL ITEMS One-Time Cost Annually Recurring

COST PROPOSAL

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H.10.

Payment Schedule

The Supreme Court requires that payments for products and services be based on the acceptance of completed milestones and deliverables as defined in the Statement of Work. The payment plan shall be broken down by milestones and deliverables within each Deliverable Group listed in the table below. The table also provides not to exceed percentages of fees for each Deliverable Group. MAXIMUM PERCENTAGES BY DELIVERABLE GROUP
Deliverable Group Project Planning & Preparation Functional Analysis & Development Pilot Implementations Statewide Deployment Final Acceptance Percentage 10% 10% 25% 40% 15%

H.10.1. Preliminary Payment Plan for Project Fees In the tables below, provide a preliminary payment plan for the one-time costs for all products and services, including the identification of all key project milestones and deliverables in each Deliverable Group based on your proposed project plan. Note that no payments will be made in advance of the Supreme Courts formal acceptance of a complete milestone or deliverable. The payment plan, including specific acceptance criteria for each milestone and deliverable, will be finalized during contract negotiations. H.10.1.a. Project Planning and Preparation Deliverable Group

Use the table below to list proposed milestones and payments for Project Planning and Preparation Deliverables: PRELIMINARY PAYMENT PLAN FOR PROJECT FEES
DELIVERABLE GROUP: Milestone / Deliverable Description PROJECT PLANNING AND PREPARATIONS Project Plan Task ID Payment Amount Comments

DELIVERABLE GROUP PAYMENT TOTAL

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H.10.1.b.

Functional Analysis and Development Deliverable Group

Use the table below to list proposed milestones and payments for Functional Analysis and Development Deliverables: PRELIMINARY PAYMENT PLAN FOR PROJECT FEES
DELIVERABLE GROUP: Milestone / Deliverable Description FUNCTIONAL ANALYSIS AND DEVELOPMENT Project Plan Task ID Payment Amount Comments

DELIVERABLE GROUP PAYMENT TOTAL

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H.10.1.c.

Pilot Implementation Deliverable Group

Use the table below to list proposed milestones and payments for Pilot Implementation Deliverables: PRELIMINARY PAYMENT PLAN FOR PROJECT FEES
DELIVERABLE GROUP: Milestone / Deliverable Description PILOT IMPLEMENTATION Project Plan Task ID Payment Amount Comments

DELIVERABLE GROUP PAYMENT TOTAL

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H.10.1.d.

Statewide Deployment Deliverable Group

Use the table below to list proposed milestones and payments for Statewide Deployment Deliverables: PRELIMINARY PAYMENT PLAN FOR PROJECT FEES
DELIVERABLE GROUP: Milestone / Deliverable Description STATEWIDE DEPLOYMENT Project Plan Task ID Payment Amount Comments

DELIVERABLE GROUP PAYMENT TOTAL

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H.10.1.e.

Final Acceptance Deliverable Group

Use the table below to list proposed milestones and payments for Final Acceptance Deliverables: PRELIMINARY PAYMENT PLAN FOR PROJECT FEES
DELIVERABLE GROUP: Milestone / Deliverable Description FINAL ACCEPTANCE Project Plan Task ID Payment Amount Comments

DELIVERABLE GROUP PAYMENT TOTAL

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H.10.2. Maintenance and Support Agreements Identify each item requiring a separate maintenance agreement (e.g., each vendors application package; all hardware for which support would be provided under one contract, etc.) for which maintenance and support charges are required, and enter the start date or triggering event (e.g., 1 year after installation; 1 year from System Acceptance, etc.) MAINTENANCE AND SUPPORT AGREEMENT
Item / Component Annual Fee Start Date or Triggering Event

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H.10.3. Hourly Rates for Additional Services The Supreme Court may want to purchase additional services on a Time and Materials (T&M) basis during or following implementation. List the types/level of positions which may be available to the Courts and the hourly rates for such services that will be guaranteed from the date of contract signing through the duration of the implementation. Note: Services must be rendered before payment. HOURLY RATES FOR ADDITIONAL SERVICES
Position / Level Hourly Rate Comments

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H.11.

Cost Proposal Assumptions

List any specific assumptions associated with the pricing provided in the Cost Proposal. COST PROPOSAL ASSUMPTIONS

Item #

Cost Proposal Assumptions

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COST PROPOSAL

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