1.

5: Request for Proposals – Template

A Request for Proposal (RFP) is a document created when an agency determines it would like to
contract with an external business, vender, consultant, or supplier for a specific product or needed
service. Typically, an RFP is used to announce funding has been made available for a project to
acquire a product or service. Then potential suppliers/vendors submit business proposals, often
called bids, to provide the needed product or service. The purpose of the RFP is to find the best
product or service at the best price, based on agency requirements.

The team seeking products or services for its agency can use this tool as a guide to create the
actual RFP document to which data system vendors will respond.

Instructions for RFP Tools

Module 1 contains three tools for developing an RFP. We recommend you use these tools
together and follow the step-by-step process.

1. Read through 1.3: Request for Proposals — Timeline Guide to learn the necessary steps
and the approximate time needed to complete each step of an RFP. Taking notes about
where your agency practice may differ could be helpful.

2. Adapt and complete 1.4: Request for Proposals — Timeline Template, which will be based
on information gained by reading the Timeline Guide and your agency policies.

3. Use this timeline to complete 1.5: Request for Proposals — Template. This will be the
document you send to prospective vendors.

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Tips for Developing Your RFP

 Use clear and concise language to ensure potential vendors understand your data system requirements.

 Provide a designated period of time when vendors are allowed to ask you questions. This provides an opportunity to clarify their understanding of the RFP, so their

proposals can realistically meet your system requirements.

 Include, at a minimum, the basic requirements and use of the software; a realistic timeline for completion; and a reasonable budget for the package, training, and

maintenance.

 Propose a reasonable timeline for implementation, ranging between 3 to 6 months for a COTS and 6 to 12 months for a fully customized system. Timeline and budget

may be the most difficult to gauge at the outset of the data system development process. Establishing a budget too small or a timeline too short will likely prevent good

vendors from submitting proposals.

Getting the Right Vendors

Vendor Experience
 Ask for vendors who have experience developing systems similar in scope to the one you want.

 Ask for vendors who have experience working with tribes.

 Ask vendors to provide relevant references and system examples.

Vendor Demonstrations
 Ask vendors to provide a demonstration of their products and capabilities.

 Ask vendors to demonstrate specifically how they can address your requirements.

Vendor Capabilities
 Ask vendors to explain the scope of their capabilities to meet your requirements.

 Ask vendors to state if outside subcontractors or services are required. (E.g., Do they use outside vendors for technical support?)

 Are outside vendors used for software hosting?

Clarifying Roles and Expectations

Vendors may respond to your RFP expecting you to have certain in-house technical capabilities or time
available to develop the data system. Clear expectations between the vendor and your agency are
important for both the development and maintenance of the data system.

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Expectations of Vendor
 How frequent will the vendor and agency meet?

 What technical assistance will be provided to the agency?

 What is the expected timeline for development?

 What are the itemized costs for development and maintenance?

Expectations of Agency
 How many members from the agency team are needed to develop the data system, and how much of their time is required?

 What staff technical capabilities are required to operate the data system?

 Is the agency expected to have a data system manager?

 What, if any, ongoing expenses will be incurred by the agency? What services will be covered by these costs?

Sections of the Template

Request for Proposals – Template Section. The first three pages can be used as a template to write an
RFP for a data system. Enter your agency information where there are yellow highlighted sections. The
use of this template is voluntary, and your agency may already have documents that serve this purpose.

Vendor Response Section. These questions should be an attachment to the RFP where each vender will
provide a response. The agency will then use the vendor responses to review proposals, plan the system
demonstrations, and make a final selection. The agency should review the list of questions to ensure it
includes the requirements for a data system.

Vendor Response Instructions Section. This section is for internal use only and includes a
description of each item from the vendor response section to assist with understanding the types
of responses the vendors should submit on their proposals.

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[Agency Name] Request for Proposals

Purpose and Scope
[Agency Name] is currently accepting proposals for the selection and implementation of and training for a
data system. This data system will be used for [list specific actions for which the data system will be
used]. The business/functional requirements of the system will be modeled after a basic framework, and
specific forms and data elements will be defined by the [Agency Name] team.

As part of the selection process, this Request for Proposals (RFP) is being provided to a small number of
vendors for a data system that best meets the requirements of this agency, with the least amount of
customization and at a reasonable cost.

Schedule of Activities
The following schedule outlines the approximate timeframe of the planned events (subject to change):
[Insert the specific Agency timeline dates from the “Request for Proposal - Timeline” document.]

 Release the RFP Start Date (Month, Day, Year)

 RFP Responses 1 Month (Month, Day, Year)

 Response Evaluation 1 Month (Month, Day, Year)

 Product Demonstrations 2 Weeks (Month, Day, Year)

 Vendor Selection 1 Week (Month, Day, Year)

 Implementation Plan Development 2 Weeks (Month, Day, Year)

 Finalize Contracts 1 Week (Month, Day, Year)

 Implementation and Training 1 Year (Month, Year)

Evaluation and Product Demonstration

The responses to this document will be used to identify the top two vendors who will be asked to provide
a product demonstration (onsite or Web based). These vendors will be notified on [1 week prior to the
“Conduct Product Demonstrations” end date].

Production demonstration times will be

[Provide possible time slots on which the team has already decided, e.g., Monday, March 6 between 9
a.m. to 11 a.m. and Wednesday, March 8 between 1 p.m. to 3 p.m.]

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Selection
After the Schedule of Activities are completed, a product and vendor will be selected, and a final
agreement will be negotiated to cover the following items:

 Application Software and Licensing

 System Configuration (hardware and software)

 Customizations and Modifications

 Data Conversion

 Implementation Planning (including a work plan, data conversion plan, and technical training plan)

 Technical Training

 On-Going Support and Maintenance

 Hosting Fees

Response Requirements and Conditions

Response Submittal Date

Completed RFP responses must be emailed to [Agency Contact Person] by [Deadline Date and Time,
e.g., month, day, year, by midnight].

Document Format and Question Responses

Documents are preferred in Microsoft Word or Excel formats. Generally, the key requirements are
represented by questions (attached) intended to solicit one of the following responses:

Yes The current production release of the software provides this feature without
modification and can be demonstrated on request.

No This feature is not provided or planned. Include workarounds or alternative

approaches in the comment column.

Planned This feature is planned for inclusion in a scheduled future release. Provide an
estimated release date.

Mod The system could be modified to provide this capability. Indicate the type of
modification involved – major, moderate, or minor.

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Comments Include any clarifying or explanatory comments. For questions where the
response is not yes, no, planned, or mod, indicate the vendor response on the
comments column.

Answers to questions should be complete. For example, if a specific feature can be met by using an add-
on module, then the cost estimate should include the add-on module.

Contact
All questions or requests for additional information regarding this RFP are to be directed to—

[Agency Contact Person] Project Manager

Email: [Agency Contact Person’s Email Address]

Phone: [Agency Contact Person’s Phone Number]

Project Background Information

[Background of previous systems used, reason for the need of a new system, work that has already been
completed, any current project plan that may be in place, etc.]

Funding for Vendor Selection

The contract will be issued and paid by the agency, [Agency Name]. The ongoing maintenance, hosting,
licensing, and all other associated fees incurred post implementation are the responsibility of [Agency
Name].

Current Operating Environment (Systems)

Server Hardware/Software
Agency servers typically have the following hardware and software configuration:

[Standard server hardware and software configuration]

Workstation Hardware/Software
Computer desktop configuration typically includes laptops, desktops, and tablets with the following
hardware and software configuration:

Desktop

[Standard desktop hardware and system configuration]

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Laptop

[Standard laptop hardware and system configuration]

Tablet

[Standard desktop hardware and system configuration]

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Vendor’s Response
The vendor’s response to the RFP, the proposal, will remain in effect for 90 days from the final
submission date, [Date]. For questions where the response is not yes, no, planned, or mod, please indicate
the vendor response in the comments column.

The agency reserves the right to reject any or all proposals. [Agency Name] may enter into negotiations
with any vendor(s) in its sole discretion, as it may choose. The review procedure will continue until a
vendor is selected successfully or until [Agency Name] chooses to reject all proposals. [Agency Name]
also reserves the right to address more than one contract, should specific requirements be identified.

[Agency Name] reserves the right to issue amendments to the RFP at any time.

[Agency Name] reserves the right to award no contract as a result of this RFP or to award a contract for
any portion of the intended work.

As a result of the selection of a vendor to supply products and/or services to [Agency Name], the vendor
agrees to make no reference about [Agency Name] in any literature, promotional material, brochures,
sales presentations, or the like without express prior written consent from each entity.

Reference Response

1. Data System Vendor

1.1. Name, address, and telephone number of the
data system vendor
1.2. Type of business organization (e.g., public
corporation, private corporation, partnership)
1.3. Number of years of experience with case
management systems
1.4. Number of years of experience working with
tribal agencies
1.4.1. Summary of previous data system work
with tribal agencies
1.5. Name and title of the person authorized to
execute a contract on behalf of the vendor
1.6. Is there pending litigation against the vendor?

1.6.1. If so, please summarize.

Requirements Response

2. Software Requirements

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Requirements Response

2.1. Infrastructure
2.1.1. Which database does the system Comments:
support? Please indicate version and
release number where applicable.
2.1.2. Which server operating system, Comments:
network, and hardware do you support?
2.1.3. Which desktop operating systems Comments:
(Windows versions) are fully
compatible with the software?
2.1.4. Describe briefly the recommended Comments:
technical architecture of the system and
any tools used. For example, is the
database run on a separate server from
the application?
Ye N
2.2. Security Planned Mod Comment
s o
2.2.1. Does the system have privileged
accounts?
2.2.2. Describe your support for security Comments:
patches (most often Microsoft
Security).
Ye N
2.3. Technology Planned Mod Comment
s o
2.3.1. Does the system use per seat licenses or
concurrent licenses?
2.3.2. Does the system provide the capability
so only authorized users can access the
system?
Ye N
2.4. Interfaces Planned Mod Comment
s o
2.4.1. Does the system support a Web
interface that can be customized?
2.4.2. Does the system support a thick or thin
client interface that can be customized?
2.4.3. Does the system provide a security
administration interface?
2.4.4. Does the system provide a reporting
interface?
2.4.5. Does the system support a report
customization and development
interface?
Ye N
2.5. Business Logic Planned Mod Comment
s o
2.5.1. Security Administration

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Requirements Response
2.5.1.1. Can user security be managed
using groups?
2.5.1.2. Does the system provide the
ability to define access into
discrete functions?
2.5.2. Reporting Interface

2.5.2.1. Does the system provide standard

reports? Please provide a list of
standard reports available with
the system.
2.5.3. Report Administration
2.5.3.1. Can authorized users modify and
customize report outputs?
2.5.3.2. Can the reporting tool access all
tables and data relationships in
the database?
2.5.3.3. Is the reporting tool a proprietary
product?
2.5.3.4. Is the system bundled with any
third-party report writers or query
tools? If so, which ones?
Ye N
2.6. Functional Areas Planned Mod Comment
s o
2.6.1. Does the system support user defined
fields?
2.6.2. Does the system track the following
data elements?
2.6.2.1. Data Element One (Required)

2.6.2.2. Data Element Two (Valid Value

List preferred)
2.6.2.3. Data Element Four (Valid Value
List preferred)

Reference Response

3. Implementation and Customization

3.1. Based on the requirements outlined in
this RFP, if any modifications are
required, who will perform them?
3.2. When a new version of the packaged
software is released, what is required
to support these modifications? Whom
do you propose to support the

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Reference Response
reintegration of modifications?
3.3. How should the system users be
trained? For example, do you have
scheduled training classes? If so,
where are they held? Do you offer
onsite training? Web-based training?
Note: Please include the cost of
proposed training in the cost estimate
3.4. Please describe the proposed approach
to data conversion.
3.5. How long does it take to implement
the proposed system, including set up,
training, and data conversion?
3.6. Please state any assumptions. If you
are proposing modifications to meet
any of the functional requirements,
please include the time required to
design, develop, and test these
modifications.
4. Maintenance and Support
4.1. What support options are available?
For example, remote dial-in support
(please indicate technical requirements
if applicable); toll-free telephone
number (please provide hours of
support and callback response
policies); Internet support or Web self-
help; and Web incident reporting and
tracking.
4.2. Do you provide your customers with
information about currently known
system/software issues or a defect list
for the software?
4.3. How are defects handled? (reported,
escalated, and resolved)
4.4. When you release upgrades to your
software, who installs the upgrade and
what is the average effort involved in
upgrading the software to the latest
version?
4.5. How is the annual maintenance fee
calculated?
4.6. What is included in the annual
maintenance fee?
4.7. What type of support is NOT included
in the annual maintenance fee and is it
charged separately?

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Reference Response
4.8. What is your warranty policy?

5. References
5.1. Reference 1
5.1.1. Name of Organization
5.1.2. Name of Reference Contact
5.1.3. Position
5.1.4. Telephone number
5.2. Reference 2
5.2.1. Name of Organization
5.2.2. Name of Reference Contact
5.2.3. Position
5.2.4. Telephone number
5.3. Reference 3
5.3.1. Name of Organization
5.3.2. Name of Reference Contact
5.3.3. Position
5.3.4. Telephone number

6. Costs
Attach a cost proposal for this implementation based on the information provided in this RFP. Include
all components required to meet the functionality included in this RFP. The cost estimate should
include software, training, implementation, data conversion, and modifications. State any assumptions
made in developing the estimate. Contact [Project Lead] with any questions that need to be answered to
develop a cost estimate. Attach any supporting documents as needed.

Annual
Description One Time Fees Maintenance and
Support Fees

7. Software Licenses and Maintenance

7.1. Please provide contract samples (licensing,
maintenance, and or support).
7.2. Please describe the licensing structure (Web
enabled, per seat basis, site, etc.).
8. Other Licenses and Maintenance

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Annual
Description One Time Fees Maintenance and
Support Fees
8.1. Operating system
8.2. Database software
8.3. Reporting tools
8.4. Other
9. Implementation Services (Please note any variable
costs.)
9.1. Setup costs
9.2. Data Conversion costs
9.3. Training costs
9.4. Customization costs

10. Other Costs

TOTALS

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Vendor Response Instructions

This Vendor Response Instructions section is for internal agency use only and will provide an in-depth
description of items included in the RFP and example questions asked of the proposed vendors. The
agency reviews the questions with its internal technical team prior to releasing the RFP to determine
which questions are applicable to its request. Posing a standard set of questions to all respondents is
important for consistency.

Reference Description
1. Data System Vendor
1.1. Name, address, and telephone number
of the data system vendor
1.2. Type of business organization (e.g.,
public corporation, private corporation,
partnership)
This section covers general demographic
1.3. Number of years of experience with
information on the vendor and his/her company.
case management systems
This information may be important when looking
1.4. Number of years of experience working
at cost of travel, years of actual experience with
with tribal agencies
data systems, with whom you would be negotiating
1.4.1. Summary of previous data system
if there are ever any contract disputes, etc.
work with tribal agencies
1.5. Name and title of the person authorized
to execute a contract on behalf of the
vendor
1.6. Is there pending litigation against the
vendor?
1.6.1. If so, please summarize.

Requirements Description
2. Software Requirements This section gives technically specific software
requirements about the new data system. When
evaluating vendor responses, the recommendation
is to have an internal-agency technical person
review the responses.

2.1. Infrastructure
2.1.1. Which database does the system The vendor indicates what type of database
support? Please indicate version platform on which the data system is based. (E.g.,
and release number where Is it built with SQL, Oracle, etc.?
applicable.

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Requirements Description
2.1.2. Which server operating system, The vendor indicates the type of operating system,
network, and hardware do you network, and hardware the data system supports.
support? For example, is it hosted on the cloud or on a
physical server? Will the data system work on a
private computer, a Mac, a tablet?

2.1.3. Which desktop operating systems The vendor indicates whether the data system will
(Windows versions) are fully work on Windows, Mac, etc.
compatible with the software?
2.1.4. Describe briefly the recommended The vendor indicates what type of technical
technical architecture of the environment is used for the data system (e.g.,
system and any tools used. For example, ASP.NET (C#), UNIX, LINUX,
example, is the database run on a Windows with a SQL server)
separate server from the
application?
2.2. Security
2.2.1. Does the system have privileged The vendor indicates whether there will be special
accounts? access into the “back-end” of the system. This type
of access would allow an internal-agency person
access to the raw database and the ability to make
programming updates.

2.2.2. Describe your support for security The vendor indicates how he/she will ensure the
patches (most often Microsoft agency receives the most recent security updates.
Security). Will these “patches” be automatically installed or
“pushed” to the data system quarterly or yearly?
How will the patches work? Will the vendor’s
team need to come onsite, or is the service
provided remotely? Is there an extra cost
associated with updates, or is it incorporated in the
monthly/yearly fees?

2.3. Technology
2.3.1. Does the system use per seat Per seat license means each person using the
licenses or concurrent licenses? system requires his/her own license. Concurrent
license means there is a limited number of people
who can be working on the data system at one
time. The vendor should indicate which types of
licenses are issued.

2.3.2. Does the system provide the The vendor describes how to manage user security.
capability for only authorized For example, can the supervisor see all his/her
users to access the system? assigned worker’s cases? Can an agency technical
person get access to cases? How would the agency
create a new user and decide what sort of security
to give?

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Requirements Description

2.4. Interfaces
2.4.1. Does the system support a Web The vendor indicates whether the system uses a
interface that can be customized? Web-based interface for the workers. He/she
should also indicate whether the agency can decide
what the Web-based user login will look like.

2.4.2. Does the system support a thick or A thin client interface means there is little to no
thin client interface that can be software that needs to be installed on a worker’s
customized? computer. Thin interfaces tend to lack
customizable interfaces. A thick client interface is
more often maintained by the agency, so it can be
customized. The vendor should indicate which
interface is used, and how it can be customized.

2.4.3. Does the system provide a security The vendor indicates whether he/she provides a
administration interface? security administration interface used by the
internal agency technical team to make security
changes to the data system. For example, the
supervisors require the ability to access ALL cases
in the system, not just the cases assigned to their
workers. Can the agency make this change
internally?

2.4.4. Does the system provide a A reporting interface allows the agency to generate
reporting interface? reports based on agency requirements. The vendor
should indicate whether this interface has been
created, it is in planned development, or it does not
exist.

2.4.5. Does the system support a report A report customization and development interface
customization and development allows the agency to create specialized reports that
interface? are agency and program specific. The vendor
should indicate whether this interface has been
created, it is in planned development, or it does not
exist.

2.5. Business Logic

2.5.1. Security Administration

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Requirements Description
2.5.1.1. Can user security be The vendor indicates whether security groups can
managed using groups? be created; for example, the home visitor staff is
one group, supervisors a second group, and agency
executives a third group. Each group should have
different security settings (e.g., example, the
executive group should only have access to general
demographic information on a client, not full
access to a case or the ability to add contacts or
information).

2.5.1.2. Does the system provide the The vendor indicates whether specific security
ability to define access into settings can be applied to different programs. For
discrete functions? example, the data system will be shared with a
counseling center. Can the workers in the
counseling center have access to only their notes
on a specific case and be restricted from access to
the home visitor’s notes?

2.5.2. Reporting Interface

2.5.2.1. Does the system provide The vendor indicates whether the data system
standard reports? Please comes standard with a specific report set; for
provide a list of standard example, a case count with a breakdown of
reports available with the services being provided to each family.
system.
2.5.3. Report Administration
2.5.3.1. Can authorized users The vendor indicates whether there is a way for
modify and customize agency staff to make updates and changes to
report outputs in this existing reports. For example, the vendor provides
system? a standard report of a simple case count. The
agency technical staff would like to add more
specific information, like a list of services to which
each case has been referred. Is this possible?

2.5.3.2. Can the reporting tool The vendor indicates if there are any limitations to
access all tables and data the reporting tool and describes, in specifics, any
relationships in the data that could not be reported and why.
database?
2.5.3.3. Is the reporting tool a The vendor indicates whether the reporting tool is
proprietary product? proprietary to his/her company. This may affect
how easy it is for the agency to change reports
internally.

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Requirements Description
2.5.3.4. Is the system bundled with The vendor indicates whether he/she designs
any third-party report reports using a third-party tool like Crystal
writers or query tools? If so, Reports. This may allow the agency to train staff
which ones? internally to create or update reports after
implementation.

2.6. Functional Areas

2.6.1. Does the system support user- The vendor should indicate whether the data
defined fields? system can be configured for agency specific data
elements.

2.6.2. Does the system track the The vendor should indicate whether the data
following data elements? elements listed below are currently captured.

2.6.2.1. Data Element One The following should be decided and completed by
(Required) the agency. The data elements should be general
data elements captured for every case; for example,
Mother’s Date of Birth and Full Name.

2.6.2.2. Data Element Two (Valid The agency can also select data elements that
Value List preferred) consist of valid values; for example, telephone type
would be home, cell, or work.
2.6.2.3. Data Element Three (linked
to…)
2.6.2.4. Data Element Four (Valid
Value List preferred)

Reference Response

3. Implementation and Customization

3.1. Based on the requirements outlined in The agency indicates whether its requests put forth
this RFP, if modifications are required, in the RFP document will require any
who will perform them? modifications to the vendor’s current product.

3.2. When a new version of the packaged The vendor should indicate how and what the plan
software is released, what is required to is for making any required modification(s) and
support these modifications? Whom do how it will be done. He/she should also state who
you propose will support the will make those changes and how they will be
reintegration of modifications? implemented.

3.3. How should the system users be The vendor should indicate whether he/she uses a
trained? For example, do you have standard training plan.
scheduled training classes? If so, where
are they held? Do you offer on-site
training? Web-based training? Note:

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Reference Response
Please include the cost of proposed
training in the cost estimate
3.4. Please describe the proposed approach If the agency has selected to do data conversion,
to data conversion. then the vendor should indicate what the plan is for
completing the conversion from existing data into
the new system.

3.5. How long does it take to implement the The vendor should indicate what the standard
proposed system, including set up, timeline is for implementation, training, and data
training, and data conversion? conversion (if applicable).

3.6. Please state any assumptions. If you are The vendor should indicate if any assumptions are
proposing modifications to meet any of being made in response to the proposal.
the functional requirements, please
include the time required to design,
develop, and test these modifications.
4. Maintenance and Support
4.1. What support options are available? For The vendor should indicate how support is
example, remote dial-in support (please provided after implementation.
indicate technical requirements if
applicable); toll-free telephone number
(please provide hours of support and
callback response policies); Internet
support or Web self-help; and Web
incident reporting and tracking.
4.2. Do you provide your customers with The vendor should indicate any known issues that
information about currently known are currently being addressed on the data system.
system/software issues or a defect list
for the software?
4.3. How are defects handled? (reported, The vendor indicates the plan for handling issues
escalated, and resolved) the agency may find in the system.

4.4. When you release upgrades to your The vendor indicates how upgrades function in the
software, who installs them and what is data system. The agency should consider costs
the average effort involved in upgrading associated with vendor upgrades, and what role the
the software to the latest version? internal technical staff of the agency will have
during this process.

4.5. How is the annual maintenance fee The vendor indicates the breakdown of the annual
calculated? maintenance fee, and what are the total associated
costs.

4.6. What is included in the annual The vendor indicates what services are provided
maintenance fee? for the annual maintenance fee.

4.7. What type of support is NOT included The vendor indicates common fees associated with
in the annual maintenance fee? Is there a

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Reference Response
separate charge for this support? the data system that are NOT covered by the
annual maintenance fee.

4.8. What is your warranty policy? The vendor should indicate whether a warranty
policy exists. If it does, the details of the policy
should be described.

5. References The vendor lists the contact information for the

appropriate number of references as requested by
5.1. Reference 1 the agency.
5.1.1. Name of Organization
5.1.2. Name of Reference Contact
5.1.3. Position
5.1.4. Telephone number
5.2. Reference 2
5.2.1. Name of Organization
5.2.2. Name of Reference Contact
5.2.3. Position
5.2.4. Telephone number
5.3. Reference 3
5.3.1. Name of Organization
5.3.2. Name of Reference Contact
5.3.3. Position
5.3.4. Telephone number

6. Costs

Please attach a cost proposal for this implementation based on the information provided in this RFP. In
the cost proposal, include all components required to meet the functionality included in this RFP. The
costs should include all software costs, training, implementation, data conversion, and modifications.
State any assumptions made in developing the cost estimate. Contact [Project Lead] with any questions
that need to be answered to develop an estimate. Attach any supporting documents as needed.

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MODULE 1 DATA SYSTEM IMPROVEMENT TOOLKIT

Description Description

7. Software Licenses and Maintenance

7.1. Please provide contract samples The vendor should provide the agency with
(licensing, maintenance, and or examples of the contracts used.
support).
7.2. Please describe the licensing structure The vendor should describe the types of licenses
(Web enabled, per seat basis, site, etc.). used for the data system and the costs.

8. Other Licenses and Maintenance

8.1. Operating system The vendor should indicate the cost of the
operating system.

8.2. Database software The vendor should indicate the cost of the database
software for the data system.

8.3. Reporting tools The vendor should indicate the cost of any
reporting tools to be used.

8.4. Other The vendor should indicate any other costs

associated with the data system.

9. Implementation Services (Please note any

variable costs.)
9.1. Setup costs The vendor should indicate any costs associated
with initial data system setup.

9.2. Data Conversion costs The vendor should indicate any costs associated
with data conversion.

9.3. Training costs The vendor should indicate any costs associated
with training on the data system.

9.4. Customization costs The vendor should indicate any costs associated
with customization of the system.

10. Other Costs The vendor should indicate any other costs that
may be associated with the data system.

TOTALS Total cost for Implementation Services.

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