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Home My WebLink About2013-273 Contract - Pathway Enterprises Contract for Janitorial Services - City of Ashland CITY OF CONTRACTOR: Pathway Enterprises, Inc. ASHLAND CONTACT: Richard Simpson, Contract Services Director 20 East Main Street Ashland, Oregon 97520 ADDRESS: 1600 Sky Park Drive, Suite 101, Telephone: 541/488-6002 Medford, OR 97504 Fax: 541/488-5311 TELEPHONE: 541-973-2728 DATE AGREEMENT PREPARED: June 18, 2013 FAX: 541-973-2729 BEGINNING DATE: Jul 1, 2013 COMPLETION DATE: June 30, 2014 COMPENSATION: $92,444.41 per pricing proposal and costing workbook attached as Exhibit C. GOODS AND SERVICES TO BE PROVIDED: Janitorial Services for City Hall, Community Development, Municipal Court, Police Department, Service Center, Street/Shop, Grove, Carpet and hard floors per pricing proposal and costing workbook attached as Exhibit C. Approved b Council June 4, 2013. ADDITIONAL TERMS: NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the CITY AND CONTRACTOR AGREE as follows: 1. All Costs by Contractor: Contractor shall, provide all goods as"specified above and shall at its own risk and expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such work. 2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Contractor must also maintain a current City business license. 3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later than the date indicated above and start performing the work under this contract by the beginning date indicated above and complete the work by the completion date indicated above. 4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to date of termination. Compensation under this contract, including all costs and expenses of Contractor, is limited to $25,000.00, unless a separate written contract is entered into by the City. 5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of City. 6. Statutory Requirements: ORS 279B.220, 2796.225, 2796.230, 279B.235, ORS Chapter 244 and ORS 670.600 are made part of this contract. 7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract is $19,825.00 or more, Contractor is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any subcontractor who performs 50% or more of the work under this contract. Contractor is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 8. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this contract by Contractor (including but not limited to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this contract). Contractor shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City. 9. Termination: a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and delivered by certified mail or in person. C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Contractor, or at such later date as may be established by City under any of the following conditions: Contract for Janitorial Services, 06/18/2013, Page 1 of 5 i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services, ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Contractor to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Contractor may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the parry giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Contractor's performance of each and every obligation and duty under this contract. City by written notice to Contractor of default or breach, may at any time terminate the whole or any part of this contract if Contractor fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Contractor shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Contractor shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to the termination date if such work was performed in accordance with the Contract. 10. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City. Contractor shall have the complete responsibility for the performance of this contract. 11. Non-discrimination Certification: The undersigned certifies that the undersigned Contractor has not discriminated against minority, women or emerging small businesses enterprises in obtaining any required subcontracts. Contractor further certifies that it shall not discriminate in the award of such subcontracts, if any. The Contractor understands and acknowledges that it may be disqualified from bidding on this contract, including but not limited to City discovery of a misrepresentation or sham regarding a subcontract or that the Bidder has violated any requirement of ORS 279A.110 or the administrative rules implementing the Statute. 12. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an asbestos abatement license. 13. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Contractor shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. 14. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document. 15. Default. The Contractor shall be in default of this agreement if Contractor: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; if it loses its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the work or to qualify as a QRF if Contractor has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors, or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 16. Insurance. Contractor shall at its own expense provide the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. It shall include contractual liability coverage for the indemnity provided under this contract. C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. d. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or Contract for Janitorial Services, 06/18/2013, Page 2 of 5 intent not to renew the insurance coverage(s) without 30 days' written notice from the Contractor or its insurer(s) to the City. e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work under this contract. The contractor's insurance is primary and non-contributory. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies, trust agreements, etc. shall be provided to the City. The Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self- insurance. 17. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 18. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 19. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further liability to Contractor. 20. Prior Approval Required Provision. Approval by the City of Ashland Council or the Public Contracting Officer is required before any work may begin under this contract. 21. Certification. Contractor II sign the certification attached hereto as Exhibit A and herein incorporated by reference. Contractor: City hland By By ~a Signat Deb Ltment Head /cl~wcQ StMps0n Oh46 1,eA036-P, Print Name Print Name COM-Ira Ci SQ1[V1'.Q Tnc V 113-11"b Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. Contract for Janitorial Services, 06/18/2013, Page 3 of 5 EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria: (1) 1 carry out the labor or services at a location separate from my residence or is in a specific portion of my residence, set aside as the location of the business. ✓ (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. (4) Labor or services are performed only pursuant to written contracts. ~L (5) Labor or services are performed for two or more different persons within a period of one year. (6) I assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. -712 0 t Contractor ?ali`~ rp+r3~si^~• (Date) Contract for Janitorial Services, 06/18/2013, Page 4 of 5 I i OF F: S0 Y DEPARTMENT OF ADMINISTRATIVE SERVICES. Request for Price Approval' r c~ For Contract # (Product or Service) Total Price: $ pe1~,~ r- (month, year, each, doz.) v Requesting Agency: ><"-Zl _ . v, cL' i~~:~ ,c.~c. • -...5~^°>F>c_~ ' r Requesting QRF: Agency and QRF agree the proposed price and supporting documentation meet the requirements of OAR 125-055-0030. - date: 13 Authorized Agency Signature phone# byI'q Q''t C,) . Email Address ,n datei(~lZ {Authorized RF Signat re ` g S ~ E r (c G MG I ` • cc1 phone # Email Address DAS .has reviewed the submitted documentation supporting the price offered by the QRF proves the price for procurement of the ZQabtated produ a or ser e in accordance with OAR 125-055-0030. z~2 date: 5V Coordinator r Revised 3/19/2013 PATHENT-01 DLEONG CERTIFICATE OF LIABILITY INSURANCE 1 °A5/10/2013 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Dena Leong NAME: Medford Office PHONE FAX Pay newest Insurance, Inc. A/c,r1~4,, 541) 779-1321 ac No: 541) 779-9187 E-MAIL 38 North Central Ave. ADDRESS: dleong@PaYnewest.eom ADDRESS: Suite 100 , OR 97501 INSURERS AFFORDING COVERAGE NAIC # Medford, INSURERA: Philadelphia Insurance CO INSURED INSURER B:000te Submission Pathway Enterprises, Inc. INSURER C 1600 Sky Park Dr. INSURER D Medford, OR 97504 INSURER E INSURER F COVERAGES CERTIFICATE NUMBER: - REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE Ned V~IVP POLICY NUMBER (MWDDNYYY) EFF (h1POLICY WDD YYP UNITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000, A X COMMERCIAL GENERAL LIABILITY X PHPK864677 51 1112013 5/11/2014- AA AGE O 100,000' PREMISES Ea occurrence s CLAIMS-MADE Fx~ OCCUR MED EXP(My we person) $ 5,000 X Professional Liab PERSONAL &ADV INJURY $ 1,000,000. GENERAL AGGREGATE $ 3,000,000 GEN-L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OPAGG $ 3,000,000, X POLICY PRO LOC $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident $ 1,000,000. A X ANY AUTO PHPK864677 511112013 511112014 BODILY INJURY (Per person) $ ALL OWNED SCHEDULED BODILY INJURY (Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS AUTOS PER ACCIDENT ,X UMBRELLA LIAR X OCCUR EACH OCCURRENCE $ 3,000,000 B EXCESS LIAB CLAIMS~MADE PHUB382106 511112013 5111/2014 AGGREGATE $ 3,000,000 DED X RETENTIONS 10,000 S WORKERS COMPENSATION WC STATU- OTI AND EMPLOYERS' LIABILITY YIN TORY LIMITS ANY PROPRIETORIPARTNE-ECUTIVE❑ N/A EA. EACH ACCIDENT $ OFFICEWMEMBER EXCLUDED? (Mandatory in NH) E.L. DISEASE - EA EMPLOYE $ If Yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE- POLICY LIMIT $ DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) Certificate holder is additional insured per endorsement PI-GLD-HS (10111) #627 CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Ashland THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN tY Attn: Karl Olson ACCORDANCE WITH THE POLICY PROVISIONS. 90 N Mountain Ashland, OR 97520 AUTHORIZED REPRESENTATIVE ©1988.2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD ~ , ® DATE (MMIDDIYYYI') A~ ° CERTIFICATE OF LIABILITY INSURANCE 8/29/2013 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). CONTFCT Marcene Forney PRODUCER NAME: Ashland Insurance Inc PHONE . (541)857-0679 FqL NO-(541)857-9883 801 O'Hare Parkway, Ste 101 E-MAIL marcenef®ashlandinsurance.com ADDRESS: INSURER B AFFORDING COVERAGE NAIC N Medford OR 97504 mSURERA:SAIF Corporation INSURED INSURER 8: Pathway Enterprises, Inc. INSURER C: 1600 Skypark Drive, Suite #101 INSURER D: INSURER E : Medford OR 97504 INSURER F: COVERAGES CERTIFICATE NUMBER:CL1322804011 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR AODL SUTR POLICYEFF POLICY E%P LIMITS LTR TYPE OF INSURANCE POLICY NUMBER MMIDDIYYYY MNJDDIYYYY WVD GENERAL LIABILITY EACH OCCURRENCE' $ DA A E NT COMMERCIAL GENERAL LIABILITY PREMISES Ea occurrence) $ CL-AIMS-MADE F-IOCCUR MED EXP(Any one person) $ PERSONAL SADVINJURY $ GENERAL AGGREGATE $ GENL AGGREGATE LIMIT APPLIES PER: PRODUCTS -COMPIOP AGO S POLICY ERG'T F-] LOD $ C MBINED SINGLE LIMIT AUTOMOBILE LIABILITY Ea acrJtlenl BODILY INJURY (Per person) $ ANY AUTO ALL OWNED SCHEDULED BODILY INJURY accident) 8 AUTOS AUTOS PROPERTYPERTY DAMAGE NON-OWN HIRED AUTOS AUTOS ED Per accident $ 8 UMBRELLA LIAB OCCUR EACH OCCURRENCE S EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTIONS WC STATU- OTH- A WORKERS COMPENSATION AND EMPLOYERS' EMPLOYERS'LIABILITY YIN ANY PROPRIETORIPARTNERIEXECUTIVE E. L. EACH ACCIDENT $ 500,000 OFFICERIMEMBER E%CLUDED7 NIA /1/2013 /1/2014 524679 E1. DISEASE - EA EMPLOYE $ 500,000 (Mandatory lu and Dy SCRIP'TION OF EL. DISEASE-POLICY LIMIT S 500,000 DESCRIPTION OF OPERATIONS 0elaw DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, If more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Ashland 90 N. Mountain Avenue AUTHORIZED REPRESENTATIVE Ashland, OR 97520. Marcene Forney/MARC ACORD 25 (2010 05) - ©1988-2010 ACORD CORPORATION. All rights reserved. INS025 r~mnrt6l nl The Ar.r3Rn name and Innn are ranicferad mnrlre of ArnPn thwqXI ISSA Iria. nterprises, Xj Rebecca Simpson; CEO May 22, 2013 Kari Olson Purchasing Representative City of Ashland 90 N. Mountain Ave. Ashland, OR 97520 Ms. Olson, 1 have prepared our Janitorial pricing proposal for the City of Ashland based on the current Living Wage of $14.19 per hour. I propose that our price increase from $91,187.05 to $92,444.41 for a total annual increase of $1,257.36. The updated changes for 2012-2013 services are as follows - Monthly 2012 2013 City Hall 1103.16 1120.62 . Community Development 1729.48 1757.27 Municipal Court 621.37 630.9 Police Department 1006.8 1022.68 - Service Center 862.27 875.76 Street and Shop 417.94 424.29 _ The Grove 910.45 924.73 Carpet and Hard Floors 947.45 959.94 Difference Total 7,598.92 7,716.19 .117.27 Annual 2012 2013 City Hall 13,237.92 13,447.44 Community Development 20,753.76 21,087.24 Municipal Court 7,456.44 7,570.80 Police Department 12,081.60 12,272.16 Service Center 10,347.24 10,509.12 Street and Shop 5,015.28 5,091.48 The Grove 10,925.40 11,096.76 Carpet and Hard Floors 11,369.41 11,369.41 Difference Total 91,187.05 92,444.41 1,257.36 b IVA h t J` . IWA Enterprises. 1 Rebecca Simpson; CEO In total we propose an increase of 1.38% for our current services. Pathway Enterprises, Inc. truly appreciates the partnership we have with you and we hope to continue providing an expanding variety of services to you and the people of the City of Ashland. Sincerely, Richard Simpson Contract Services Director Pathway Enterprises, Inc. 1600 Skypark Drive, Suite 101 Medford, OR 97504 Office (541) 973-2728 Cell (541) 601-4550 Fax(541)973-2729 tvwIria, nc. Rebecca Simpson; CEO 'May 22, 2013 Kari Olson Purchasing Representative City of Ashland 90 N. Mountain Ave. Ashland, OR 97520 Ms. Olson, I have prepared our Janitorial pricing proposal for the City of Ashland based on the current Living Wage of $14.19 per hour. I propose that our price increase from $91,187.05 to $92,444.41 for a total annual increase of $1,257.36. The updated changes for 2012-2013 services are as follows - Monthly 2012 2013 City Hall 1103.16 1120.62 Community Development 1729.48 1757.27 Municipal Court 621.37 630.9 Police Department 1006.8 1022.68 Service Center 862.27 875.76 Street and Shop 417.94 424.29 The Grove 910.45 924.73 Carpet and Hard Floors 947.45 959.94 Difference Total 7,598.92 7,716.19 .117.27 . Annual 2012 2013 City Hall 13,237.92 13,447.44 Community Development 20,753.76 21,087.24 Municipal Court 7,456.44 7,570.80 Police Department 12,081.60 12,272.16 Service Center 10,347.24 10,509.12 Street and Shop 5,015.28 5,091.48 The Grove 10,925.40 11,096.76 Carpet and Hard Floors 11,369.41 11,369.41 Difference Total 91,187.05 92,444.41 1,257.36 - y a ,w hY . riterpl iscs. 'I, ic. Rebecca Simpson; CEO In total we propose an increase of 1.38% for our current services. Pathway Enterprises, Inc. truly appreciates the partnership we have with you and we hope to continue providing an expanding variety of services to you and the people of the City of Ashland. Sincerely, Richard Simpson Contract Services Director Pathway Enterprises, Inc. 1600 Skypark Drive, Suite 101 Medford, OR 97504 Office (541) 973-2728 Cell (541) 601-4550 Fax(541)973-2729 Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program ■ Oregon State DepaMrent of Adrrrtnlstrattva Services Procurement, Fled, and Surpkm Services 1225 Ferry Sheet SE, U140 Salem, Oregon 97301 (503) 3784842 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the ORF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. ORF Name Pathwa Enterprises Inc. Project CB of Ashland Facility Floors 13-14 Executive Director Signature: - Raw Materials Per Time Use-Supplies (from supplies worksheet) is 1,218.04 Equipment, Tools &'Subcontracting (from small equipment worksheet) $ 533.53 Subtotal l $ 1751.57 Labor Direct Labor (from labor daily worksheet) $ 7,118.25 Overhead See Overhead Worksheet Is 1,958.27 Delivery Transportation (from Trans & Reserve worksheet) 1$ Total Before Margin $ 10;828;09 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 691.15 Total Bid Yearly $ ` 11;519.25 Monthly $ 959.94 OAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Facility Floors 13-14 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor* will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment 8 Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured -Supplies Item Unit Units Nestled Monthly Annual Price Per Month Cost Cost 1 Pro Stri 7412 0.3333 $ 192474 .:'296:85 2 Optimum Finish 10.2 3 $ ;3060 367,20 3 Grease Lightning 8.64 0.08333 $ Z'072 V X ,&64 . 4 Via Fresh Lemon Drop 15.81 0.08333 $ -,',_f32,, $f' '!,,15.81 5 Defoamer 16 0.1667 $ 267' ":'.32:01 6 Black Pads 20" 4.45 0.5 x";223 $r_..,_Yf16.70:. ? 7 Green Pads 20" 4.45 0.5 $ '1+2 23 V9,,',`2610 8 Doodle Bu Pads 1.8 0.5 $ 'i 0 90 $ ","'.--A 0:80 9 Nuetral Cleaner SE#64 22.81 0.1667 $ 380`s1 $r..8 Ak`.45.63 10 Blue Tape 8.26 1 $ `':3,^826? $ r"39992" 11 Ras 19.99 0.0833 $ 2167 $ ":?99:98 12 Carpet Cleaning Solution SE#62 19.05 025 '*76,, L964. 13 Nitrile Gloves Large 7.85 0.25 $23-55 14 Finish Mop Heads 7.21 OS S "361 '43.26 15 Mop Heads 13.11 0.5 $ 6.561 :78:66 16 Mop Handles 7.59 0.33 $ ' s,2 5W, $7:"' ~30 06'1 17 Broom 11.67 0.1667 .>".i 95.1 ^..23534 18 Dust Pan 6.29 0.1667 $ ? 1.052$i --12'58. 19 $ $u 20 $ 21 $ 22 $ 23 $ 24 $ $ 25 $ 26 $ $ 27 $ $ 28 $ 29 $ $ 30 $ $ 11 31 $ $ 32 $ a 33 $ 34 $ S. 35 $ 36 It 37 $ $ 38 $ $Z'- 39 $ 40 $ 42 43 4 4 45 46 $ 47 $C 48 It 41 E$101.50 49 50 Total $ ' T;218:04' Areas in green are formula driven. Monthly Cost - Monthly cost is Computed by multiplying the total unit cost by the units needed per month. Annual cost= Annual cost is computed by monthly cost times 12 months. DAB Form #12 J Revision 10-03 Page 2 Supplies Sheet O hO E Er w° N O q w N @ C i°onmN V°i0 '.N C O ~ ~ P N O O) N A m U n ~ j« N t0 O+ N ~ (7 VI DQO NF QU O y` R' N N N N w w ' y U E N««.-««N N ~ ~ e8 8 n ~ ~ c F o ZO u N 0 N m m ° ~ s O u o virom ~ s uY5 Q« mmr S ~ c n 7 N N w w N N w ti . n m u 0 N N (NV N N N N ~ ° 6 ? r O d pp D « f000tN~1000 U 0 0 0 O O Cl NO N C dY) NNadnN O ~ d ~n m 'u NwwwNNN a ° Ql ~ iO N ~ h N d - N ~ F V a O 0 n @ Om C C a ~ 0 6 2: ~ e~ F° U N ~ d 0 'O ~ N N N N N N N N N N N N d S n m { _9 E o ~ 3 u d o O w o ~j S CfO1 N .a. y iu y° c ° E r S =a° Ea@HVro~A n « c 2 c n j o C t a Em d d d 0 TIT I 'u r c u d va E o ID c doom °m o°o°oo OE 210 O O 0 YONI °o~ N O N N d Oo a d, T VO j 9 w 0 r 0 0 N N N O u d~ O ° n N « O O pN O D NNw NNNN a= C U y d gi~ o - U ~ a n u n W O j T d d d U p ~ O ~ aL qYi .L.OU Ln T 0 C~ -j d D w r. "d z ° V rn mM.~ u .LL S o n w`c8 3 w u E v u n2v c 2 c o w o E2 n00 o-c d y=2 Tim °n»m ro 2o!~LL z wd d. 3 Zjm2 c E E'd': E'. n <N cu- . v d uY 0 W r a°c E coE3.2 wow<w°o:0 v y on v 3a ~a @ j~~w raw .5 a d ~ cw 0 U¢' n @ o ;po 5 m T $ o° m Ea mj°wagax m~m @ na'~ nn Q3 O"~~N OR$0 °QWQQX0 dIIL dOC NOO K waU °w-; ^ ~>3 aUwx <i~ OU W mU~U u m N N a N m r m m o N w-- m- m m n u n o u u u S c m u a m « « N m 8 m^ 0-a c v - t 7 U En d'V E i a G °D c `o g E° n~°~° `o Yu y °p c p c W O O. O d M m J c U 0 8 a . D 4 O r @ U O T m ` -J 4 0 0 y nQ N l7 C U G .6=<A E End ~ n r m'm~ W°°z°pm o m °rc g 9 L C SoS°m°m°°88SoS8eeS °m S. _ g` P9119. moo 37! a` e S n =9n° ° Xp S $m8n"m:JB .m £e ~9 ~ aLL➢ ~ F~~ 95 s; m 8 ,gym: ss r 9Eg=ya r nz 4~ ~a aBe PE._`8 SIR'S ! ~6 59 e< n~-mA w Sm , ~ aim Pgs€€ ~g M w S A° E amen app 88- OM= AM pm 8 ~S" x S ~p :Smm ma [ ~R Ea 8 0 iad £-a;$ E ^ TEsS C~'*~ g E :EE M11 m a P _8 a~ E w eaa ~EagC $ pg d SRI HM R ` Fs° C°° a-° URI 5 ° o. Ea6 E- EM :8 us mmm m €m 1Dm~8g°" s $ a' s m°c € s r zg ~a a-a a s€ nn? 2"= B of o`._ Exe€€oe$€o Sa "dab g €aQ m~ Lauo X g B€= €D m€ g1 3¢ sa a°=E~ Ee on A eEe~a~o~~.~oa€~~~ a~ ss~ ~$s€ga s~ gs 3° mmmmm m m `m -°o LS_ D~E_ ~ QO °.4m8 a it ~3&os00$ D mq;.y Mal AVIO nF g2a EEaDe° F~ m 3° Esc eft ~g~$~n aF - e Ec°€m gm lot D58d m `°$y € 5a . o ee _mm 9 mg cPE PPS ;3 F :as 88~ m_ av hem! Eg a ea aNw w " u"«a.. Emro~Bc°@m a=~ ~Dngte. xXXXxxMX{XxX ° ° g2 ~6B 8$°°°e°e5°m °m gb'g°e5 ~GS~~Smc i E a~ °ex~~PBmo 8 e ~ 1"01A 6= €8 m 18eaa~°Sm -E 9 n Ya ZE ae 12 It 10 Z5 9 lot Of At? 8880$oo 888 see8 aj 5a -sa 3saP as =s~. a$s~ s a MQ -3 16 j " ~€I`g@€€kR„8~~88 3°b €8E 3~€ gs r s°em ay =-J E ° `~I~'E. na. E'8 Q"y°5~iq° B9a EgEPa 3 5le =°a a`3g3aEuMISE to ODE (°I~8 558§°E a5 Ssng 8°°R ~o tRet LO PV ;E~- zyeC°$ 3 EU~UJ'r'y 5p555 ._~sim S mL eea° tt- 5 g vyma9e u~SSU' °`qm PS;' o' '"':L'mSS @°p~iuci c~55°ti '1°°110rF€3 X by `M oP a0S gfin v' $uu~n L°mm°0 b%n~u Q~m Baaa~ D9: 3 €P as 5~3~ s ~ a « "ate OVERHEAD - Oregon Depammrrt r Administrative service, overhead Coded project Carta, Workanut _ perau, Enleprs City of Pumped! Family Flom 1}14 There are many different ways omanlzatlons allocate overtlead Intemally (e.g., Percent of total COSTS, dollar Figure sum, as a percent of direct labor, etc). In the space provided below, Indicate how your organization allocates overhead to this particular contract, what Items go Into your overhead, and what that overmead amount Is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW( Percent of Total Cost Method: For wary deter vent producing a final poJ+n, a provlJrg a serum, a chain percentage Citing "or N 1. Enter Overtlead as a Percent OF Total COSTS redeal mr Marinade. To adep le de weNme age entaae, it b beaten nwe MsidM fecara For reen 1T WA argreaaea ant go back a Yem ca are ICs beeper the eapargaree M. .0. w the wrheed suet lure warb,Met better), twe a61 ab figure to Me Rrv mrrlMa Dead lath end Dewery tar a band cat Was Me figure for evrMad by Me figure for bell cob. TLe rewat lea percent am represents Manuel u a Percentage, of de kW cwt If Iran" rams, da rat waned Wm,b me anwaeM ekperuw es best yw OR per. OM ewb a bwl yw can. eN rend the ume tar does To prcvrbpe. 2 Enter Allocated Overhead as a Dollar-lelgure Sum Dollar-Figure Sum Method: YOU sun dram inmwampmt yw re w , le w aheed In the taw if'M ra cmedra pw your sun elbuta Msee hems to M premeexporter, You You sun use N. wwbheel ® e CG if modadl OR ry b 7. Overhead US a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To Wenti ovrMed oats, yep need Me finance reared Ir your organization Or 6vbio for Me put war. Input al Me rob of tle ertlaa eddty Me craned below. Lane eems affct are fir eetased peter ache be kph me the case marked timer; Flexed Induce d Mripem. -at yw we More to eetermNe u a percentage, therefore, do not grw rq Me eryemw for Innaeon or b wnMm b tire anent year budgel. Next. Input Nb Me cell below Me total dF. tabor hour. gel outuc Your oMn mbe xHm mr be ,gam be h im )F aemeagod. Tn nl or or e6Meppu ensue e be cues,IourM. MNR on, Nwareu end cwb , Ins, Oro reppM1 drMe Do Saba hour ptal &I Cam maMlxxf r xln cmpadW. Me wel C u e are hem m.I by y R a b refiele Me ecbM a rl®ng Me Saba! pro,wdetl labor have far Me sundae MW hb Na tend rota praletlee labor hours for Me mrenl pees. IDtN MnuL Drop Labor Hoff Input TOW from Wakaaeran Belau OmrMedperlabrhour 3 Tome Ugaed ad Pie mNwtl Ill9 Total Aar HOvemue Worksheet WORK AREA: Total Annual Operations Use the area Wow to Show how you arrived at the Final Figure INDIRECT COSTS ORGPNRATgl DEPPRTMENIPl that you show as your total Overhead Maagement Salwas Management Farrell Tax Eeperee Management Medial Insurance Management PerNo pill Evered Sed. a rep,Iwo-prve safadu a.lea a PCmininaeve Payton Tax Eapeme SMn a AdmWabaeva Medal Insurance Selene a PdnuutreWe peels Ro &P. Office Rent AMemrng and Pudic Education %.kgr.d Checks a Urmlysle Rofu l a AccanEng I Ault F. Training a worker Sefery Insurance TNepaoe tAIIEa RopeM TweYLicensespea Cues a SuMpiPeo. DefreiaetwMa buadng Depredaeo-aMa ewdpment pipeline a MunterewceroMCe Deering wall Me wome Office Equipment Rental Office T uring- Postage a Freight Rants M'audanedo Up boo. add Debat offer:. offs offer. TC"V TOTAL INDIRECT COS TS S $ cp. r.rw e.m ea ra. eel aaa flax dux Total O DAS Form all J Rev'sia tON page 5 Overawe Canpulaeo Consent Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet City of Ashland Facility Floors 13-14 The State of Oregon reimburses employee use of their own vehicles on State business by the mile . The amount reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance and repair are considered part of Delivery costs. The labor required (the driver and the workers if they are on the clock), should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the "Equipment, Tools & Subcontracts" spreadsheet or "Trans & Reserve" spreadsheet within this workbook. It is not permissable to capture costs in both spreadsheets. It is permisible to use this spreadsheet to capture vehicle costs for the following situations: (a) Transporting the individuals who will perform the service to the location where the service will be provided. (b) Services dependent on vehicle in the provision of that service. GSA - Privately Owned Vehicle (POV) Mileage Reimbursement Rates Services Contract Miles Per Rate Per Daily Services per Annual Delivery Descri tion Service Mile Cost Year Trans Cost 1 $ $ 2 $ $ 3 $ $ 4 $ $ Margin The law allows a "margin held in reserve". The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of total cost of contract DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Progmm r Oregon State Department of Administrative Services Procurement, Fleet and Surplus Servkes 1225 Ferry Street SE. U140 Salem. Oregon 87301 (503) 384842 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the fallowing sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathwa Enterprises, Inc. Project C' of Ashland 2012-2013 City Hall Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 233:29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 Subtotal 1 $ 399.46 Labor Direct Labor (from labor dally worksheet) Is 9,955.11 Overhead 6.07 See Overhead Worksheet $ 2,28 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 92640.64 Reserve Margin Held In Reserve (from Trans & Reserve worksheet) $ 806.85 Total Bid Yearly $ 13,447.49 Monthly $ 1120.62 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet e 8ss8s=. x.$88 =.s so.ss 39 e . a 5 ey : `a SEg Em ma u° m _mm a% Er°b pos @S F no ~c z ? _ S E FY `IN gs OU ~'E cO a ~,c eaE "°~a`v z€ a° ,E ac ~a s~yeos rs c o•».m.....,.:»..m o~~ ~Egng gm. ° c9 "9 m°r i s n °c~ .cRa E ~Q • ~g' $n "crn~m ~ E3 Om = ~ Eg~ i$y'S of =m uS2S E_ym~ i mE ° w o'@s v""°nx~ Mg a@9 -380: y°° 0'8 uREE~ Em Z~m ~ ° ~ggm om ° 5 ~'~S 'eE mme _ aR $u"a ~x°n c my oxeom moq Ws-e zz"IVES`"q Ec Zt' J °@2f rya' ~u°~~2 ~p° E~ jE° E Sm y5s2 .y.a ~~m~ a e a q $mm S m m ell AQz Q£~ _°o g°$ g o on 8e °Z S' lXgo 's - -8n4uSLg °sX a t~ E^ da a~ x Qn~ ¢°¢pE ESSEmo ~o @~ >5 3 6m~ 3RD Sp-p`e R. r. E m f u~- ~ Eom E. raj ~d' xs" n~~ F¢''Q eE°°b'$ s`o aF N~ E° ~EmS5 °2S ggLL EBB °o E o° Pin C3 ms0 vFx °ROw RE. mrmm °Eg3~~°@x EIS c'm e~~ E' °e;o~8~e9 ~Sg yam P._e E° ~ =E SU mmmQ `E c2 x'amm O E'°"E'OOEOm ma. 5 gPE ma yr~ cl~~oa~~~o~`-aC ° o@s $ecm~ c`o _j' !3'.r~i x °~C2:w 89 E.?~~E a°~ Y~ °go 8a mm gEs 2=`€-gX ty 3° gem R~aS U' E E ~ 5.L myaX °FS SR Xm gca 5- ° m ~ "''9 o6 $Ss° og h gU Ec °yR cam EEEE - mXE ° do_' :2 2 E a °uE ~°oo sao «s ~°°s mRc Sw.'E4~ ~~~ymEss3~~~g~ Z$€° Sos o$~§es m g°° ?eE~°s g,a _es p py 9Ee;Raz :=_~Y E o Eo 5 1 O $ E E~ ~g ss ~co °b53o Tom°u ¢~m UUUUS ~F3 u°°s° ooEO' O° `d o'E -wnammnm ;~nnm NN i ess~~f p9:9~ ' waE. m'mm `c REF' "m SFSH a: so a mm RAW, MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland 2012-2013 City Hall Raw Materials: This category is often spelled out in the Requestfor Otter (RFO). Language such as "Items to be provided by Contractor will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include notonly supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan - Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.60 0.1666 $ - .080, 9:60;. 2 Cream Cleanser $ 2.91 0.1666 $ 3 Glass Cleaner $ 6029 0.1666 $ 12.57- 4 Heavy Du Cleanser $ 4.80 01666 $ ? '080;'$ " 9160;. 5 $ 7 $ 8 24 oz Bottle & trigger $ 2.27 0.1666 $ .I 0 384 `.$54 s . 4 54 9 Acrylic Bowl Mops $ 1.71 0.5000 $ 0 86 'V' :10:26 10 Scrapper W/blades $ 6.51 01666 $ '1 1 O8$`%`r"13101': ' 4.62- 11 1 OZ Pumps $ 2.31 0 1666 $ " 0a384$-' 12 Paper Filter $ 21.10 0.3332 . 703>$:. ,843711 13 Std Loo end Mop $ 5.65 0.3332 $ 1188 $ d 22.591 14 24" Dust mop $ 4.26 0.1666 $ . 0 71! r,,,' _u 8 52 ` 15 Doodlebu BN Pads $ 1.18 0.1666 $ ' 0.20.2$ ^12.36 16 Duster - expandable $ 5.75 0.1666 $ s 098 $::'i .,l150; 17 Spot Away $ 2.74 0,3332 $ 0`91' 4 10!96'. 16 Cleaning Pads $ 4.70 01666 $ < 078 $aza; 940 19 Wax MO $ 6.80 0.1666 113" -13:59'. 20 $ $ 21 $ $ 22 $ 23 $ $ 24 $ $ 25 $ $ 26 $ 27 $ 28 $ $ 29 $ $ ,p 30 $ $ 31 $ 32 $ $ 33 $ $ i 34 $ 35 $ g. 36 $ $ 37 $ $ < - 38 $ $ 39 $ $ s Total $ 19 44 $ 233 29 Areas'ingreen areformula :driven. Monthly Cost - Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAB Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 0 r cw E n m m e w u i N o m HHHH C ~ h r a° N E> C u ^ ea K~ H » ~ O m U E QQ ~ g ^ i F # j o o ~ u y q m ~ O r n n y O N u° n _ S c d c c u o o ° o o m aY - co w a 3 w m n ~ ~a m ti H ° w Q c ~ ~ y ° OI ~ N V m u - C V 5 ~Y °c ~ 5 v°' c p w C y ^ N N' N N N N A v d a N N N N y E w- ti v° N O N d O j O O T y y d t U 2 ~ ma E yn~c•-2p y y n j `o c= a OE uvaE ° O p p° ~ A ~ a ~ N r - ~ m ~ ~a y°p' %o E p L C O O ON d O a c f] W N `o c`o a-mmE o.E 0 e = @ >>m ~ m9 0=~~ Ea o " mE a L`~"" o~wmm 9~v~ °R °o ~ C a5 c& c p O y u r~ Nsa -p ~ a c y p - H O n d n N V Qp'y'n a _2y i $°c° 'Qw E c ~ E ~c E 12 ° e m E e"'n c `oEo wa - W~,eo w 3a ~a Fv s! Q@ u¢~ E a m a o S y u o n m m 2^ 5 n o a a n' m m n E u o i n E Q3 .e m r o ° 3 m 3 H H Q U w m U m U R WE d U 1- ~OaC _NNYN61nmmO"C)Y V' Y O Y 0 M1 0 II . b a 0° ^ n~ 4 q b~ N .y.3 n m 0 .232= U~c u E `~'c ci~a o `mvt e - c °i q;E °9m~ J 3 8 ° L d@ Sa m m = d ° 'qq E ~ y° °c 'c~' 'my n € ^ mNN p02m O LL,`o_ N 5 O K OvF12HEAD Oregon wwrlmnl of Admmialnlh. Swabou Overhead Cwb P.J. Coffee Worbh•el Polkxey EntmpM COy of NMnd 2012-2013 Cry Her There are many different ways organizations allocate overhead Internally (e.g., percent of total costs, dollar figure Sum, as a Percent of direct labor, etc). In the space provided below, Indicate how your organization allocates overhead to this particular contract, what hems go Into your overhead, and what that overhead amount Is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOWI Percent of Total Cost Method: For even dollar WvaWmd°9. and prase], n Moet. auNw,. part P.w -f.eMVm 1. Enter Overhead as a Percent of Total Costs moulnd W wem••d. To Mnal em wemeae Pmcnbge, it is beam have mowed rowan Me your 1T.W% mwm+earon Met go back .lM. m.e. Add postal Me ends. Met make w Ma wnhe.d wet hoe w bMelbdow).Nav.e]mi. apurem Ne flrxmeledtl•. DircRleNr end Dervvylol.loW cast out Me agureW ovvM•d bytlrc figure for Sol cab. TMr. fthapsrmMNHrepmebwvhaedo percnbpe of me ahl pat If 4undY tamer ve M n•leble ntlm.l• me wemee] npermn n bM yw OR nlmede cow coats n IaN rw an,.m a• Ms come fatm m ged a percnmg.. 2 Enter Allocated Overhead as a Dollar- gure Sum Dollar-Figure Sum Method: Y. can mat Me Mao ix. yw as lbcemp b waMad in ace bed If yw n. tmadnl Tat you con edbc•1 wmMad Mme to em pvtlw,am project You un un Me WwbbMn a Td Of nudedf OR N 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To mordly exameM cast[, c detailed Me exarc1Y few& b Putt ageNntion m Wbiw b, me pat yam. Tpu al T• corn of Me mike ntAy ea detailed be., tiro items better are net blared be -thestld be iuma Mm Te case ma1Md 'Met'; please Include a description, Mat mu we hying to determine Is a demeanors TereMe, do asst gram up Me expereas far infladon or 0 conform to Me emmert later t M by can vAre measures. Or Me same banned. Tan. figure Next, sexual M fall onMe mar an ed d fill lep.t. Do net Tduce awn wNA an be -wm4wJ as management or ammlrseeWe coats. IlnWSng Tau cob 1. Me erect labs Mon .1 we use. Me arLY cob) The wvbaev all wmade Me wemeN p e me Mm coat Ly svlmtg Me mW Projected labor hme to Me contract an. Me bbl prgamd label hour to Me pu l year. Tape ANua Dhcd lab. Here loot Tape ft.. Museum, on Wom Cmmead pas labor hour s nmemgmee to complete panted n2 - a,uaa w•mw s Worksheet WORK AREA: Total Annua10 ere111 a Use the area below to show how you arrived at the final figure INDIRECT Cause ORGPIJIIATON DEPPATMEMFL that you show as your total OVedlead M.-ManaM5Nadn Management Pamoll Tex Expense Mamoriesi Medal Imu Management Permian Ran Ex'. Sake a AdmvtiatrAVe swap. Sales a Administrative Panted Tax Expense Sam a Administrates Medical Insurance Sales a ADminietrame Pemlon Pan Expense Office Rent Ad m a ng and Pudk Edtatn ankww^d Canlm a Umbra as professional aAcwvhng IAmil Fen Tmininga W.ker Seletr Insurance Telephone UtiGtla Rwntr TueanicenMFea Was A SuMaipbon Doineduce ffive bullet, - Deprnletn-office equipment Repaln a MeintnenceroMpe , ~~g and Maintenance Olfic•Eylpmni Renal OMpe Suppgss postage a proper Rehab Membranous &pnae bad Debts Draw: omw: Met Caere TOTAL INDIRECT COSTS a S - ms lrww msrq smv I a TotaIl O CAS Farm st2J Revwn 10-03 Peg. 5 Oveme.d Compurowa SMet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2012-2013 City Hall This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Descri tion Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ $ 3 $ $ 4 $ $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" 6.09% DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet ,V'G®sting Workbook For Jan6torial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program ~ill OF Oregon Sate Departrrent of Administrative Services Procurement. Fleet, and Surplus SenAces 1225 Ferry Street SF, U140 Salem, Oregon 9730 (503)3784642 SUMMARY OF ANNUAL COSTS Oregon Department of AdrtlinislratIVe Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the - following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. DIRT Name Pathway Ente rises, Inc. ment Project City of Ashland 2013-2014 community Development Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) Is 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17. Subtotal 1 $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 15,837.67 Overhead See Overhead Worksheet Is 3584.82 Delivery Transportation (from Trans & Reserve worksheet) Total Before Margin $ 19821.95 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 1,265.23 Total Bid Yearly! $ 21,087.18. Monthly $ 1,757.27: DAS Form #12 J Revision 1003 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland 2013-2014 Community Development Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as'Items to be provided by Contractor' will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment& Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month- Supplies: Paper products and soap, Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per UsefPer Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ ' 5.82 3 Glass Cleaner $ 6.29 0.1666 $ ...1.05 $...1'"12:57 4 Heavy Du Cleanser $ 4.80 01666 $ .080 $ 9.60 8 24 oz Bottle B tri er $ 2.27 0.1666 $ 0.38 $ : 4.54 9 Acrylic Bowl Mops $ 1.71 0.5000 $ -0186:.$: 10:26 10 Scrapper W/blades $ 6.51 0.1666 A .W 13,01. 11 1 OZ Pumps $ 2.31 0.1666 $ 0.38 4.621. 12 Paper Filter $ 21.10 0.3332 $ 7.03 $ %84:37 13 Std LOO end MO $ 5.65 0.3332 $ 1.88 22.59 14 24" Dust mop $ 4.26 0.1666 0.71 $ 8.52 15 Doodlebug BN Pads $ 1.18 01666 $ 020 $ 11%2.36 16 Duster - expandable $ 515 01666 $ 096. It 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ !-'10.96 18 Cleaning Pads $ 4.70 0.1666 $ 078 $ 1. 9.40 19 Wax Mop $ 6.80 0.1666 $ 1.13 $ 13.59. 20 $ $ 21 $ $ 22 $ $ 23 $ is 24 $ $ 25 S $ 26 E $ 27 $ It 28 $ $ c 29 $ $ 30 $ $ 32 $ $ 33 $ $ ` 34 $ It 35 S $ 36 $ $ 37 $ $ . 38 $ $ 39 $ - g:,-.. 40 $ $ - Total $ 99.44 $ 233.29 Areaaingreen are formula driven. Monthly Cost - Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost - Annual cost is computed by monthly cost times 12 months. DAS Fonn Nit J Revision 10-03 Page 2 Supplies Sheet 0 0 r E 0 x m w > q N N N N H .pa Or w w N c m E U E t QQ a F `m oa f o ° _ #J r m O r x N °p, Ol U U Q«N m O C O 6 J w N O t C ~ $ p M r m O A ° 0 x « 7 p ~ C O d a ° « o w °c O 0 pj N Uj~ N O r ~ N n v n m 0 ° d 5 ~ n > • s. 6 ° m v o w j~ C q 'O C N N N N - N N N N N N N V C_ U E m m:` v v8 N T q $ e _ , _ E o S u 3 d d w x 7 N y T` N d V U 14 s t OE n n- c 2 c 6 % < Fit naE~o O 9 9 V d d O~ e d d d O ~ 6 7 d d ~ U ~ V ~ ~ OI ° O pN d ° D N O O T U W E c E a e a c m 2 a t q$$ u T 'gym SmDV rnE °~rnac E n mr ~ c v c 0 r C 0 D T p Z 9« 6 d n d V E2 2 ~y 'e5 Eat =md s.u N AE e~3v 3e'o ~N Ra n g = vZd so 3xE D c'E43 X O P d y Tv' TCT W g m°c~ n eoa co E DL o. W o q 10 12 oD waa TD W t q G E C m E r• jp d O d m U a O m E h U O d u N 2` 7 n ma ° v n2 ° o.n DU°w mU~ U° r `o ° `m « N N a w ~o r m d o N n a w o o n it n o n b no ~ m N G qx r~ 7 « ~ ~igSC cvEm ¢ m ~ T' 3 b c w °o m ° q r ~ a xo ° F ¢ m LL~ „om4 ~~°'e m c Ld@ 5~~w `m a Q N .2 E c TOC¢ ° i u d N O O x x m m w a O 2 q ° LL-°~ ¢ N OK @ 088$ooooa88o - i3 L yY ~p e o m ~2 S~uE~. ~ ~9mm _ ooro_ ~ » - a m Amo m ma Em E°°'6E' .F no L - ~g c° E~Eco ;5 en - m eao m`~°-°mo &E of = 9-'.'+ ~EOEcm $ m°S Q X dE E ~ ~ gs~ve " E8 so. v me m o Aar a~~ _ ~ ° E v' E=,vo & om ' a~ 'n m Amu _~mm8 p °m,v Ev2 -cEm c '2'Oa X OO °o °o U 4°EEC° ; Em u c Oc O a `a ug°c ° @r m nv a m c m 4 F k - Ec9 oS o E °cc'°°°° 4R °@@Eq 28 -mS -°E c5°Y° LYn °L eX °m 38» _v c cEmic°m ~°s~ ~c° gN Eo @m EE i.P M ?E ? o m L-3°E„ tRm uo E _ nEY mmE @°m v x c n£m°t ~C " a 3 pZ Uyi `w »S X m 2E v° - cv o XXX» ¢ 02, sec yn:~E£, °r cg @X°o°o°o E= - _°4 yEng,°n 3E 3~ ~Eeee- E ~`m 9°c3 °u9°SZ Sfu 'Y• im » u QE E@& y E~ i9m X Q.F QoL » 3 `vim eggy ER Q E°5 Ec w« m..mi.@ E ~3 u m~ XR Ec om2 -Cm mm Su o3 C 3 E ~ E m mm oLLC~S °O ~ ks °m9B3~.9 c~~~Emo~m 'E Ey wa E £C ~mb X,moo °£P99y9 E£'m --`3'go .cv~g.5 ° E °`v c~~ooccas zy ySE~2. cu u? ~ En E>9 m Vo~mm E °>~c° sta S nm», mm TcSo T °@°g L„ g'v° ° o `o ggm« b gaaa00ES rv`m E'S p E e - `o E 25 N3 _ogaE m'"~~m$>N ~m~ To~ary of ~1n. g ~all ta ?W E«i~ ~R ~psm.a n__a"~ 69m_ =o~ aoo gm? ° m~ ° EEmr9SEo $aSm S°moEu- mU ~Vr EEr933 E'mvE -OXu mL'u mtc 3cU E- ndu gam- ~€a° `o 20 cm_v&~s3EEv -00 8-„em ceo >m_ p~3e3mAo2 Y.En m@'@EEEE' E "e$ Ewa °ms3 u° g Sau ny lQIm UUUUC o~FFF3 o'E E3'm O.° Q'u E' tl.«q... ni ie:9e€f a9"9$ mw»~m€ mis"~ €a ° 0 6 m o ss aF~~ OVERHEAD orpen o•pem.m jemnlsignsM.rvme otware Cpsb PmIM COaanp WarkN,M P _ aa^veY Emegb City of FaMenE 201 }2014 CCmmurvy Development There ere many different ways organizations allocate overhead irnemally (e.g., Percent of total costs, dollar figure sum, as a percent or direct labor, etc). In the apace provided below, Indicate how your organization allocates overhead to this particular contract, what Items go Into your overhead, and what Nat overhead amount Is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOWI Percent of Total Cost Method: For every Mer spar pede fig as Mel peMY. «prwmras • smme. a Moral members of Mat W t. Enter Overhead as a Percent of Total Costs isybree der warmed. To RhINe M w.ms.d pme•nlape, a n beam 0-.v en.rdN remade w yaw (firs whery). w back arear or more Ads mgNher and emawbxe I make do Me business Net 1T.ogx «perkzaam ar vComes, Comes, wutrMN Ntw ctrl au spare m M Rsw me1w1Y•, pr•tl IWU ant CNVay Ma bW ant fie ,succeeds orM how taMYut M if flows b mnl mu. lM r p«eam mma nand• aware. s, . a p. as a u o. amah r re M vehicle a ma tea your OR con. ad. nor. omen mnnexse N year you sm, and w are n• em. fumlampNSpertsNpe. 2 Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You urn order fie char smorm youere mlomro to warhead n M be nyou ma amndem m.t rw can Nmnn wemeea rams w w pertlmtlar prpjM. Yw can use m. w«kenM e e ma dreaded) OR to memN your tarn. d. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To'm«my overhead coats, you need no financial retards for your «g•nbeuon or miNon for fie pen or. Input an M coca of me enere envy as deteiled below. une items whim are not detaed bNow should be Input Into fie cells marked -Manor: please income a deodptan. Mat you are trying m determine is a percentage, mmenu, do not grow up me sperm Ian Immor or m conform to me current year budget. Most, ust hen Me bill below fie lend direct tabor hours pal out by ywt errors «genizadon for me same period. Thee figures should be found on fie year end perms report. Do net Intlutle hours whleh can be discussed or management m adminbeaave cast. (Including meat awn Into me erect labor hex mnl will defiers m... al cab) the warkeheetwlll compute fie warhead ma a line Itm cast by dlvidng to mtal talented tabor hours for me mitred Into Me [etas prN,scW tabu hours for fie mmnt year, Total annual DpM labor Hon InM Teel horn W«kmheet on SM. Owdl end per late"our s me rammed to complete wooed eta Teel Assignee Mae d s worksheet WORK AREA: Total Annual O emLOns Use the area below to show how you delved at Me Mel figure INDIRECT COSTS ORGPN4ATgN DEPMTMEMNL Nat you show as your total Overhead Mnegemmt3aledn Management PMal Tav Expense mwnemmtme lro den Management part Ran Eapwe Sales b PdnWStraWe Salado Sties a AdmuYVator. parrM Too Experu• Sales b martypearty. Medical SNas a Mmi.W eP«Wm M. Eritrea Offive Round Idvutidng and Punic Education Background Checks a unruliness RofesuonM a AcaGIIMB / Iu®Fe» e8Worker Salary aa=a- once, eenlcmneNFees Du m & Subs Depreaaaen-oM.omee b br u..ndrv preaomcemslpmem paCornin rs 6 MdMaintenanManor Otenlnp and Maintenance OMce EgulpmeM Renlel ofduage& re e i hab n Freight Rehab Miscellaneous Express Bad eab Oner:' Omer Oaner nou. ' TOTNL INDIRECT COSTS 3 is hanaU lM mY bYM loan 1ESY m Tow O OAS From 112 J Reatmn 10-03 Pape 5 oeamed Computation SMet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2013-2014 Community Development This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their awn vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ 2 $ $ 3 $ $ 4 $ $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a% of "Total Before Margin" DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook. For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program r 4Yb Oregon State Deparaaent of Administrative Services Procurement, Fleet, arid Surplus Services 1225 Ferry Strcet SE, U140 Salem, Oregan 9739,1 (593) 3784042 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathwa Ente nses Inc. Project Cif of Ashland 2013-2014 Municipal Court Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 233.29 - Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166:17 Subtotall $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 5,43006 Overhead See Overhead Worksheet $ 1,287.04 Delivery Transportation (from Trans& Reserve worksheet) Total Before Margin $ 7116.55 Reserve Margin Held in Reserve. (from Trans & Reserve worksheet) 45425 Total Bltl Veady 7570.80 Monthly $ 630.90 DAS Form #12 J Revison 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland 2013-2014 Municipal Court Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as 'Items to be provided by Contractor' will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Matenals will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost i Pine Q Disinfectant $ 4.80 01666 ..4,.080 4$ ".960- 2 Cream Cleanser $ 2.91 01666 $ 048 ,$4,J, 5.62 3 Glass Cleaner $ 6.29 01666 $ 1.05', 12 57; 4 Heavy Du Cleanser $ 4.80. 01666 $ 0.80 V 9160?. 5 Oder Counleractanl $ 30.65 $ 6 Carpet Lane $ 5.00 $ $ 7 Carpet Shampoo $ 13.01 $ - - - : 8 24 oz Bottle & trigger $ 2.27 0.1666 $ 0.38i C 4541 9 Acrylic Bowl Mops $ 1.71 0.5000 $ 086 1026, 10 Scrapper W/blades $ 6.51 0.1666 $ 1.0& -%13:01 f 11 1 Oz Pumps $ 2.31 01666 $ ` 0.38'$ .462E 12 Paper Filter $ 21.10 0.3332 T'=', `$i'.'.~ 843T 13 Std Loo end Mop $ 5.65 0.3332 $ 1288i `-22:591:1 14 24" Dust mop $ 4.26 0.1666 i.0 71: ,5.. 52a _ 15 Doodlebug BN Pads $ 1.18 6.1666 a ;i 0 20a $ ":'1: 2.36n 16 Duster - expandable $ 5.75 01666 096 $ N"s ::19"505 17 Spot Away $ 2.74 0.3332 $ -0:9V ; 110196: 18 Cleaning Pads $ 430 0.1666 $ 078; `940 19 Wax Mop $ 6.80 01666 IS AIA3 $ 13591 20 $ 21 $ : 1- 22 $ S. 23 _ 24 $ 25 $ $ 26 $ $ 27 $ $ , ` 28 29$.'. $ 30 $ 31 $ $ 32 $ $ 33 $ $ 34 $ - 35 I: 36 $ $ 37 $ $ 39 Total $ 1944" $ 23329`. .Areas i19reen are formula driven Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per,month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 F°- E °m m 'c m~ w N O = m NNNNN a h 0 C V 4 ~ ~ ~ lN`] 0 E „ ~ °m o a ° N E < ❑ `od 6,r » N . E O E QO r gf 8 ❑ O r m M y O OI m V U v N o U N O c u c_ I c = JN w c c o n o i ° S p T° c 0 ° a M ~ l0 N C_ U y O J° m y N, N m Qe , e n 6 O° M m V _ - O L ~ y a 6 ~ y V 5 ❑ ° p U ° N N N N L S ° ° 9 N N N N N[ c~ "V E u d ° ° m = o- - ETA U ° ° Y N C ° W N_ L = O N N° c _ m n 'ic £ u~ E n t Ea m!n E't u~ n.. c Z'c n 'o c_ 9 E m v w E y E~ `o m@£° v m a c c ° pi nay °Jmc E a a d° ~ i w N 9 VCCT~U°~ C e ,c wva 'c- ow c ~E n uNm o~?!caacac L^ coi Ea !p2~n16J J N d 0-0 n o caF ;a ~a W r c E m° 5oE 1Y❑ ~ ° N ° o °va a.a ~g'c wcc w Em Q° o o° Ec ec° pp O C • C NU O. N? T f E 3'b m E° ma s '0'~ w n N u n nE QQ `o a E C w° a U-i o °@ 3 Q ~i a U w m U U F `om m ANN V mmrmOlm~ `^h p p p p p p p m y n 3 m i $ e a c L e E ErS E°a° a~+°°v EB ° m 3 8 J a c J O❑. =_aa~ 6 NpN o ~a m° n 7a c~ G Ec~ c cpj ' F N= m y t❑ 2° ❑ LL O Q N ❑ R' S C m ?888SS°;°h............ `m q; - 9 o yy _ g ~S _ d6 _ C ad~ `•~m 8 Bo 33 c~_ xwm °°~-m zm ;e Fg ~ - _ os~r~ - ~m c° 3e r~e a~'~ mE > i.9 ooz p m° - o E E - gEvPS o e <vsEg ~ m5~ ;5 2 X - aE E n°g m-S E E°e g •vm ° x Y ga: ~C o8 nom 0 O amn SqL BE ° m OEv - m~m v Dm cf _ ' Xooa @sE~ °E`a o: no ~$°mg ~.~o°m m°~ ~mooc° Em °~mm u m u 5 E y ° E- P ,off E@::mv $m @ P m T v ES ~a`v v o' z~ 9 TL-.3 °m^ ocz n~ - ~«a. aaEc mE° CX°m °o8« ~ 80 °s 2113 °t'~Eumm EE c °cg Em9 SS Sfu vsm geg e~ 5s ms Egi A° °a°~ `=ez eEen Fa Eg « u@ @ End @_°~ EyE-r3 S Er v ~0 X-` etc -a2 ~-mm rS o`v ` @~ E` ~Em °E~ o°FLLE~n c°m0 @ v° am@T mr~°O aSo °EE"0m .S m 3N Cr$'- `ammo- ~8= Eo`9~'C+ Ev ~Huoa c°a°oemc~` 8 ,:z °$E g7 Ew n Em a .;@¢~ mmmU m =E,~ ~u='7c' Ye y n$ aEEOZ8 -6 EmE ag Ey a aoE ~ 1$ ggSm °m°T6 =S° 3EF E ° °`n um mi}EEE E E Em rEm'E~ -m Su°°tc m°¢Ea=u n°E°w BEE= i. mgE mXu 'm,'$o m~ ymua v$: 'm $ c8~~s5BiEo@ ~,Ec O~>`3NAA ~m YS sunm` _no 9y ECCP =6° `c ° ei3u m= 3@&E m• @ @E E E E m E` @3E p ¢!mUUUUC oFFFF3 aEi O O° ¢mE' ~rvmemmnm C.rvn... n`=m oC « « m B m E F~ € c mm Fes" so o a~ o d OVERHEAD Oregon Cancer, weakened acme, Enews r prolM Ciry of PaHaN 30113014 NuMIpY CM paerxry FnW%¢ Then are many different ways organizations allocate o damead Internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, indicate how your organization allocated, ovedtcad to this particular contract, what hems go Into your overhead, and what Nat overhead amount Is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOWI . Percent of Total Lost Method: For wen sera, warn pted.u, a fine) produced. or prmAl . aermce.. pecan percentage of het Best. Is 1. Enter Overhead as a Percent of Total Costs re.Ned to wxnowl to ulNam ow wemeaa percentage. Mm best m nrve Mmww remise tar yaur tT 00% orgxrza+on ant Be back a wet or mere. Aad mpeNx Ne ezpmdown, Net mem ip the rv.ha.d tout pee rewkNed heist.). Neer ant Nis bgurem Ne Rsv maletlas. Dien ebm and DeW.y fora load cost gNBee to figure for werhe.d by Me figure for mml coats. The age Is a percent to reare>ens wetheed as a percentage one. IoW ea>t If+rendY,emb pro not rvstable worst. Me wgmed! esperns as but yet OR car e.umes bung curb as beat you can, and use Me same famous to get a pe,cenbge. 2 Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can grow east Na seear Us you we Ra oun r use in Me beo rata onMed ded you can dbnty wmheee Memo to la Nis penal. Rated. teded. You ca use Me Wxbheet to a a and (if nodded) OR m IamuM your aW.. d. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To a odly ored»b room, you need Me financial balm farkmn xgsizagon a dvision far Me pew year. Input By Me stem brow and. erRly as eetageBe below. Una Moms winch de tat caused bdex would be apt hm Ne caft tacked • B"'. please datal a ae.aipuco. Whdyco we tryxg a eemambe he a Memorable. sessions, do,wl sus w Me -Petnva he NNgm a m em/xm to me wdeH year Wed. Neal. hwt dm Me u➢ W. Ne and 6MIMw was. pJ M by yyn were npWxe+m Iv Me sue perfect. These agrees almost be sxdd an Me par and payiW lepxt Do net amuse bony wHOn con be deadbeat as a. ,-,x artNHatrsed, cub.(Ngsteng dead coca Imo Me aced labs hoe Imd way We the auW ousbJ The anagrams, we We Me wemaed e. a Fe tam cal by UId1h, me mad prefacles, max means as Ne contract Mo Me coca pe ewed mow races fist Me oxmt yew. etc Amdr1 eked tabor H. It.N Teml from Wxkohul an Be. axheed p. mow hm f Time reamrva to complete comr.d SI3 Total A-Wasal Speeded Worksheet WORK AREA: Total Annua1Operations Ilse the area below to show how you arrived at the final figure INDIRECTCOSTS ORGANIUTION DEPARTMENTPL that you show as your total Dverhead Management Management seiner E.perse Management Medical Immanence Management Pmbn Man Expenee e Selow Sale. & a AdmlNatraave SspWdn Bel a Mmlacve MParma ode T. Extorwo Saflas low u A PGmn ragrng.. Modest I argo. Be OM. scanning.. cve pressure Plam %en Expense Espenae OM. Rant OMkcaw Pula FAUnom Background! messi Cracks 6 tMneryW aAaann / MMt Fees I on, warman & Warner ker Saint, ry Imxerce e use. kop Rcpxry TweWawar ep WueSce-ofebe edatlxwMU Wga,p Npr seaxwlfiu eptlpmeM Rogers 6 Malmmanca Clearing wel en pp. Of equipment ent Rental al Office ce Sup wf Peatage B FrtlpMt Reh b Ifflaceflareaus Expense . add Offer Debts ts Offer Oge, ONa. TOTAL INDIRECT COSTS E f cIlFSpxemeubxnxabq tw toter Totala~ I a DASFamasgl Re tgon f out page 5 aerhead LomputaKa shed Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2013-2014 Municipal Court This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents. per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ $ 3 $ $ 4 $ - $ $ $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" 6.0% DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & grounds Maintenance, Contracts Under the Qualified Rehabilitation Facilities Programs s If U ¢4~. Oregon Stets DeparfrnClR a7ArlnN5118HYS Savfees Nowronent. Feet, wW Smph Servkes 1225 Ferry Sheet SE. U140 Sd n . Owgon 97301 (503)3784642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook: Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the OFF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. ORF Name Palhwa Ente rises, Inc. Project Cif of Ashland 2013-2014 Ashland Police De artment Executive Director Signature: - Raw Matedals Per Time Use - Supplies (from supplies worksheet) $ _ 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) 11 $ 166.17 Subtotal l $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 9,050.10 Overhead See Overhead Worksheet Is 2,086.27 Delivery Transportation (from Trans & Reserve worksheet) Total Before Margin $ 11 535.82 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) ' 736.33 Total Bid Yearly $ „ 12;272.15. Monthly $ 1,022.68. DAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. Ci of Ashland 2013-2014 Ashland Police Department Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as 'Items to be provided by Contractor' will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine 0 Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60, 2 Cream Cleanser $ 2.91 0.1666 $ OAT 5.82:1 3 Glass Cleaner $ 6.29 0.1666 $ 1.05 $ 12.57x. 4 Heavy Du Cleanser $ 4.80 0.1666 $ 0.80 $ 9.60.: 5 Oder Counteractant $ 30.65 $ $ 6 Carpet Lane $ 5.00 $ $ 7 Carpet Shampoo $ 13.01 $ $ - : 6 24 oz Bottle 8 trier $ 2.27 0.1666 $ 0.38 $ 4.54 9 Acrylic Bowl Mops $ 1.71 0.5000 $ .:0.86: '.$10126'. 10 Scrapper W/blades $ 6.51 0.1666 $ 1.08 Is 13.01'. 11 1 OZ Pumps $ 2.31 0.1666 $ 0.38 $ '4.622 12 Paper Filter $ 21.10 0.3332 $ 7.03 $ 84'37.; 13 Std Loo end Mop $ 5.65 0.3332 $ 1:88, 22'59`. 1424"Dust mop $ 4.26 0.1666 $ 071 '$'a2 ,.8`52°: . 15 Doodlebug BN Pads $ 1.18 01666 $ d 020' $ 112'W 16 Duster - expandable $ 5.75 0.1666 0.96 17SotAwa $ 2.74 03332 091''$ 10.96: 18 Cleaning Pads $ 4.70 0,1666 078 $'?r,"%~9'40i 19 Wax Mop $ 6.80 0.1666 113 131593 20 $ $ 21 $ $ 22 $ $ 23 $ $ 24 . 25 $ $ 26 $ $ 27 28 $ 29 $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ 38 $ $ 39 $ $ 40 $ $ Total $ 19.44 $'.23329'I Areas in green are formula driven. Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost= Annual cost is computed by monthly cost times 12 months. DAB Form #12 J Revision 10-03 Page 2 Supplies Sheet °o 1- E Zy w° m ` Nq O ~ w w N N N 0 C " N ^ C V 6 ~ tml ~Ny N O 6 K ~ w C ~ U F w Q = J ~ r V C V O N m V O y « n D N k' L O O u P m O O d J yq yj O = 0 O U O ° O ~ Q m Q~.^ L 6 C O m D « h U O m m U~ m c~ g Jd^ m w e v m m U _ m C O @ i ° G Y ° C cr° ° m m m L c J ° ° ry C ° W 6 8 N H N N N^ N NN V .t.. d a m O ° ° c OE L 0.-' ~ ° ~ o U S u m N ~ ° D y ~ H m m $ m p Sw ='Q e _ m e 5 ~Sw E° n m c" Z c j o c c v v m v ~ _ ri c° umE°nE `o E @ S 'S 9 m @ n E c c 9 ^ nca O'Omc j n o a s ..ma m-8 m 3 Tcg U~ - ° ~ ~ p r! p m C a O D_ C U y N si so 8'E n <E n ELm €Omc AICD'c e a a m O cH L@° acNw ca $ ° v nw m vDw Ti mE- t E9 L W g vn E y~'Y' cm$Eg °cu O 'm vcaTi 3a ~a QrQ:w a U°o° @=cw wo> °iS ADV 2 v ma v o c E' N= E 3 n'S N E °S a °c ° dt LE Q Q q 2_ o m o c m m O o Kwdu °o a~3„" 3 ¢3 Do w F ~ o m y ^ N m e N N n m a, o« N m e h n n n u n o n m u ° ° m q m m e E c . E E~ E>6° Q@aa 'cum ° m dm ~ o ~ Jac IL °o E c m ,@ a c i a Q m a °~em ME J o cum m ~ j d E am = mam 5'o m ~ n o. s~ CImN _oz. - O LL O Q 0 OC e 088888858$.... 99 rAA `°a 4S FS a ~4 °PS ' es~ f; 5j° s ~=s ogs°' - zm g+ a ~9~ Eom<< ~ ps 3^=„ .C ES E.°ao F=j-H in o x « E 5 SEo` mS' e T o 'E a~a:9 ~ a~ -g gc°O- E E ~ ~ F~~ ~oao£ a Lg m3 s s ~ E_5F3 g °g w o~. nS~: Z ro ss '29. o'e o°o S umoo~ E8 E-' see€pasi _ a :eyELLm ,~a _yy Ey XX« vc ~°sog~om o3 Ea gX°O m QSpC ~~.m °E $ EL 2 35x ~gq g„ E' .Em Eo #F~n- ° eo e° m~ ego= ° r m° ° -~z r' o0 5a U. Iel of o~$o~m E 37 yFn 2~ T° <aC ~SS EpoEEO o~ Ey~ 9 9 -df LE= °E~a a°o ba ~2' ~ En19 ~xmoc°~ nn L C~e€€ ~Ev p2~ gcLLE3o n Y8 ° s" °~8 -EE° ng 3 3« = z~ ~ ?v-g g gze~~- tle a Ev € °b Xa es oo~~€~ ` ass so~~o T` €o F >~V~ mm on ~E Eggaa• . to a F$p xiaa rJ PI'S L'OmE'o«~"u° .E L ~P'e `ua ~ °og ~i?`„ aC~~~Sy SEe~°E yEb goa?°a mo _L• es~ E n g e 'T as E 5 t o g s gg g3z s~g'S'€'€€'°. ~X°m m=2va .Pr~ o"o"g~ 3 ggm EIRE E,-~"-'-°EO oaOE n4- iE tau E° ay°O: °E CIE $$gEm mE ^g& €o.us `w~`z °EEE<Ess3;E°gg So+m"°„a$ `es '°y ' yy~ °;~Od @m@l EEEE55`s nE ~y4 9~.gc8 Mg. ]'°an°u Sin QmUUUUS 13 ~iEc oE°' 0. ilk 'aaaEp~ Q,'9~ . F y SS d`d` drc OVERHEAD Octal DepaMimltl Aaministr eeandlas OvMieW Cm4 Protect Comng Worksbe nt PalM1wey Enlaprs CiNaf AsHntl MI}pl. ALtleM Pcaa OepvMem Them are many different ways organizations allocate overhead Internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, Indicate how your organization allocates oveheed to this particular contract, what Items go Into your overhead, and what that Overhead amount IS (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOWI Percent of Total Coat Method: For nary "at spool procaamo a HN aoden, Or ami3q a sass. a -man p«aameace of Met eoka is 1. Emu Overhead as a Percent of Total Coats reparsd M warfam. To almlaa are wemaad W.,, It Is beat m has anmal meads W your IT OG% aparaxabm and So bsk s yer a sae. Mtl bonder as M,-dW n Met make aq Me faeMeed cast (aa wakNnl ba-). Noe add Ws Spare to Me power maalas, Dared labor and DeFery Ma total oust Dome Me taus par ovaNed by Na floors for Wal mM1. The came Is a percent Pet apraerlb nnM1nd n a p«cmtape or Pa Ma mat. n wort reards.r. M naYade ntimae Pe ovemeM npenaa «CM you OR nCmala otlw aces as b«l rm con. and rune PS none l>nMa to ad. pertvNpe. s. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: r mar Pe arbor ammm you ere dloanre to ovwhead P Pe bon If you as confident Pat yae can dbmt. rtirMatl Mss to one PeNwlar prated. You can use Pe Worksheet m a We (if marked) OR eehaN Mu cea d. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To Went, memo" Comb, you need Pe financial cards far your aaenurc m or dvLLim for Pe past year Input d Me mate of a ante smity an domad below. UM Items MJdI are not delailall below sho.M be hold Pb Me cers marked 'error'; pleas NWde a desWpbon, Mat your we U ina to defendants IS a percmtape, MaeMe, do n at prose up Me e.pmmn la Naetlm or b antes b Me -.you older. N.K Input bb Pe mA bel ow Ma burl d'o.label Murs ps oW by your store automation for Pe same period. Thee resume Slwuld he found an Me yea and payrM repel. De not muds horn wNch m be coWfied as management as aANniauches asM.meta no Mass cosh into me area 1. hour total ale deflate Me ecwd cab) The wahhen MA CompNe Me Monsoon u a are ism cost by dvidrq Me was pateMd labor hours fa Me antrsd Into Me halal palecad alma hays fa Me curves dr. Total Amra Dreg talloor holm hour Toast Sam WorkaMr an Bow, aris"Pn aba has ! Time copared b canplate caNad 330 Taal An O eawd 3 Worksheet WORK AREA: Total Annual O erehons Use the area below to show how you aMvea at the final figure INDIRECTCOSTa ORGANRATION DEPPRTMENTPl that you show as your total Overhead Meneaemenf sell Manepemant Pekidl Tea Eapmee Manepemant bi lInsumn Management Penton Pan Fiprnse Selo It Adminatraaye SPlad« Selo a PGminakedr. Partner Tax Espame Seim a Madnlstrarm Medical Insurance' Selo a PAminlstrenue Penton Plan Espana OMm Rant oratorical, and Public Etl lordim Background Checks It Udnalpls Professional It succumbing a Pall Fee Training a Worker eatery Insurance Telaphme uolides Proo" TeseslJourma rms Duce, It sublood'ducce Depmdmm.eMCe bWdrp DapreadmomoMCe apulpmenl Rroabs At Mahlon-ce~omm Gemtine and Melnkndce Office EpaPmenl Ronal Office S !"Was comes A Rocks Rahab MaaMnems Expose held No% OMs: - OMs- OMe Corn:' 3 S TOTPl INDIRECT COSTS V4 Fee.mmw he Maw.w ?ms ima~maT Total ~J DAS Farm 10-03 Page 5 Crerhaad Compustion Sheet DIS*12 Delivery & Reserve Oregon Department of Administrative Services - Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2013-2014 Ashland Police, Department This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state.allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan ° e $ 2 $ $ 4 $ $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program F~ a F Oregon State Department of Administrative Services Pracureuwmk Fleet and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 0730,1 (503) 378-41142 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Palhwa Ente rises, Inc. + Project Ashland Service Center 20132014 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 23329 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 Subtotal t $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 7,692.58 Overhead See Overhead Worksheet It 1,786.55 Delivery Transportatwn (from Trans & Reserve worksheet) Total Before Margin $ 9,878.60 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 630.55 Total Bid Yearly! $ 10,609:14. Monthly $ 875.76 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. Ashland Service Center 2013-2014 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as 'Items to be provided by Contractor' will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment 8 Tools. In the rase of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine O Disinfectant $ 4.80 0.1666 !$`'-s= 0!80! 1$ ' kQ9160! 2 Cream Cleanser $ 2.91 0.1666 !$'°"'OT48! I$ 5!82; 3 Glass Cleaner $ 6.29 0.1666 1?051 I$ 12!579 4 Heavy Du Cleanser $ 4.80 0.1666 1$TN&O!801 I$ 9!60H 8 24 oz Bottle & trier $ 2.27 0.1666 X0!381 I$ 4!54: 9 Acrylic Bowl Mops $ 1.71 0.5000 3$st' KO!861 I$ 10!261 10 Scrapper W/blades $ 6.51 0.1666 rx, 1[0811$ 13!01$ 11 1 OZ Pumps $ 2.31 0.1666 0?381 I$ 4$21 12 Paper Filter $ 21.10 0.3332 s$ {%AV0311$ %MM84 13 Std Loo end Mop $ 5.65 0.3332 ?$aa"°x,311881 I$ 22!591 14 24" Dust ma $ 4.26 0.1666 W 0t7.11 i$ 8!521 - 15 Doodlebug BN Pads $ 1.18 0.1666 ;$Pew*~f 'ir3'0l2011$ 2!365 16 Duster - expandable $ 5.75 0.1666 !$'.:t"'3; 7 0!961 k$ 111150! 17 Spot Away $ 2.74 0.3332 !$WTR,420!9,11 i$ 10!961 18 Cleaning Pads $ 4.70 0.1666 '45106781 9WI! 19 Wax Mop $ 6.80 0.1666 W,- XB1A1S131 13!591 21 [$2m&%MEW 22 23 24 25 26 27 I$Rfflpom~- 28 29 30 ;V 31 ;$V 32 33 35 $ 5fv $dR6`Wt 37 i$L 38 $ " r a$..,'v.4trtq p 39 4011 Total 19.44P $ 4~31`f233129, .Areas m'green`i'are formula~drrven Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost= Annual cost is computed by monthly cost times 12 months. DAS Farm #12 J Revision 10-03 Page 2 Supplies Sheet °o H E 6 0 tl Nq O N N N N N e~ r m m ' aN'1 3 m C O `on o N N w m ° E U E i F " ° 8 f S Z ° a ~ r m c U a -a Gl U s ~ N Qum M 6 `o E - c « z b O O ~ O m m .t. n 0 v a U > ~ ~ O n 6 1 7 y N Q C m~ fl : O ~ ° ml m U m U m d m c N v O O n o~ v O N q G~ ~ N H N N N^ N N i S n N C « ~ d O e S_ o E ° u m ~ ' o°vmv z ~ ~Q Eaum~i8'~ n.- c c a c `c Tivaa E~o o v 12 @ `w D 9 U C= O : O' ~ y d~> U C o a @ moo. v-~-o 8 N C o v N o a_ c a v v 3 - c ~ v v m S2> $ n o ° h a 9 u= o$ $ ~ ry ~ n a c o'e N E~' m e 2~ u~ e a-°p «o N ou 22 Nra N c a m° y~ C m P yI N= n 4.- L W W gyl°nv~ mn c$cn ~mE v ~E ~ E ~c_E~n w1°- d 2 E P V S oEo wo m u v~y oa ti ~a ~wm v v..a @•c w o Y me ,m w'Q u wa°w nmm Ena~ n c ° 3' c d °S dt E m° u:-E O m m o C w m 0 go. WM<I v°~~9° 3N ¢3 oUw mUMU .o v N m r m m o N M a h n v v n o n n m a o m w a « ~ ~ o um m w 9'u u t c - t°° m 8>~ = j Ea m Q S' i n a m `m v c c ,°g w EE 'cmw~O ~ a°a« 8 °a c y m o m m zi c V £ 8 a m o 12 ZZ. O L d m C C 0 J Q N N E Elm >~aP ~@ n d ~ m a € m A mozm o° u e ssooos,s,sssss,a,ss,o ~ $o °3 3 8° 9n LLS S9 Rm g;8 eg HH e e- a y°e L~ S fE =u° 88 °m¢ a g°i 3 EL ' w ° o Bbg EO9 S sF e2 Ei H~9 o9 ~au L 3 a 89 Sm° oE vG d ~c ~ EmgS u 8 E a ^`oi c~i S 8 Y•6' 1. J S _ ery o :m o °m> 'n~°s 3 Sn c8 q 'S o yE m` AIM m F 6 m mom v a3L 8`•~ `'o 'r ~ tai gue~S o~ 8i yvG ~Nmoy C ~.N c~ ~ 3 Ern Em~~E ~ -x me S w Q'S _ R Z• 30 g_f _Y mm S m °o_ °men° P. BE3 =SSA L 20 cmc °m S°.° i ~mg 02 0 8 SpE .Hm"~ E yR. m E~ Lg@ ga ~~EN S 83_ '9 ° B 4?m F S ~m~ cm~~am Lg m j• a Su- °c oi3 • XXXN ° e_~~°L E~ eX °m88 @ •y°oc8 f! 3g X° ~9 s`oA yeos Si iD ~o u z9~ 9.cL`wgY oo~ f$ mFXXX» u @2, SOCS p°@e a S @XB°a$ E E E Ee -°9 -Foe 3.. ~ ammm ` sg~ °e3°°F ~c' BS °u me us Fe 9=8L B' €n 3 QF ~~.s g g WEs ~8, a F os - E~ a 50w , E- 'i °E~m ae G @~ @ EZ. @~c 6mu35a n6 L gy u X~ ac~ gcZ CSa°OO °g ~ vF ~o`Xrs go sg %X of 33 iH•v .5°- a m°E m~O `ge: €~-a'e z'° . °~nmmamc gym °o`°e~ egg - o' o w~£m e agc _eX ' ~vm E~mcce~gg ~co ~eEj r mXoeL8a5 a Eax~° s` 8 £ _ 220ogmm~s ~E 'e ga`°'g~ ig q g$: $z°~ 0. '6 u Ed, c-;c£E u o °~E max .@@ m€sr H Ie E~jeSa aEg °mg°°jE G3 8y S. v L.a 8 w 3i 9.~gc°c VX60 T g e. °ccgX ~ r~i m E 6.co £m ° Sn EiQs<6~"m Haman .°C m°=g•rS Ec FQ. .P~ AiSo EEEE - ~'E nE E9 -mX$ ZEE E.L5° gU<~g 5 P ' o ~,v ~•u BSc Eo~S.E °o°m `u nm°°i3[ ~q u°c o~9 F~` ~I.mm BSSsEF gS aF evg ]g~° m ~a_ca g,sg rc9s 3'"• g ~Es~_ 8 H 2 e9a "ea=•_ o Es o°B `az eooado3 HK 3oa< < oo- _ :3 LLs o ooze-<oa m `u E ~ o m r ~ L OVERHEAD Organ Disownment fiessiorl Overhead Cwh Project Coafna WorkaMa Patlrxay E,tagb MH dSe Ce 20113%1 There are many different ways organtzatlens allocate overhead Internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc). In the space proylded below, Indicate how your organization allocates overhead to this particular cont 0, what hems go Into your overhead, and whatthat overhead amount Is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOWI Percent of Total Cost Method: Far an donor epam pmducinp a finer product. a provldklg a mnlce, a aeame percentage OI Met Mar Is Vw am mud! mraemape, dub beam hive RnnWal m<vde ter your t. Emtt chmmead as a Percem of Total CMMS reyuiretl fu overhead. TO calculate f 1 interurban hat to back • year u male. NW "Wher me evpeadWO mN make w the marear l cost We 00% warhhe t below). Noe as tan figure to he Raw matefdd. Dien labor and Doll for a due cast cards me figure W wmhead by me figure for mW today. The retire b a percent mn repreaenn werheed as a Pale, of me tea cost nwMa made>ve rot evaaWe estaxam me Overate eryauw is beat you OR com. wtmme bear awn re bout you mr..nit we Me.ame armed. b gal a pamande" 2. Enter Allocated Overhead as a DoMdr-Flgum Sum Dollar-Figure Sum Method: Y. can edm me older amount your W. eA , la wanted h me bar it you xe aonfiMnl Me>w can .mute were a acme to alas p.imae Praha Yee urn Ise me Welehea w a dualpfn waxen OR m wench w can. a. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To Murray avemud ea.yu -ad Me mandmieaard.reyour mgen action or aeition w Maptat year. mart an vas a.ay edew enure many u denied below. Une name waaah ere not dabaee below Masud be Input hen Me afia marked 'orri Plead Intrude a ewcepten. Whatyau we trying to atemne ay a pemenfae, member, a nor ®-rm Me expenses far nation cab i onfam in me curare year budget. Next Iyoul lab he red belvrv Ne taW urrM Moo Iwue poi out by your entire co mbatim for Me same period These figures strand be found an Me par end pa ad nation. Do not include hwn xaIcb can be daeaiaed as management Or edminntroarp coats, (Including Mate cab Into am ant labor hour total will cards the metal away) The workeheal WHO compute Me merhead at a line hem .at by dlvldng Me bbl projected labor hours for Me contract Into Me bnl proiwmd labor houn for he mrmnt year. TOW Annual DrM Labor H. Input TOW horn WMSheel On Before WerMadpernbahwe f ` N3 Tmem,ead to wmplna wn4act oblaeelgned OVemed r$- Worksheet WORK AREA: Total Annual0 rations Use Me area below to show how you arrived at the final figure IN%RECTC09T3 ORGANIUTION DEFRRTMEMAL drat you show as your total Dyerhead Manpemen Sainte Management PMdI Tax Expand Management Medal Insurance Management Persian Flan apenae Sete. Of mmmotreap Sdtdw Sen. a Admnistrame Read Tax Extreme Selw a AE ninhomave Medial Imumnc, Sales a Aeminlatreae Pension Ran Expense Office Rent )NeNting and Rrbllc common Baftiaund cheke a Unnal,he professor! a Aamnting I Asa Fees Trea , a Worker safety Inca Telephone UMNe Rcpah TaxeWcenseeFeea Due. a Subawipexis Doopchuawlfic, nAdry RePRai etlNewMw eoimman W 6 MdMnarcsalRa cause pear ent mRental Dfiw Saudi. Rental W. Putpe A B Fraud RMab Mbaablean FiOema meD tots OMm: me: ' came: OMec TOTALINDIRECTCOSTS S $ cal . Me are tax re. Ila% ,Mw , N Ta.l 0 DAS Fee n3 J Rabla 1603 Rige 5 oer ad cmnputafien Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet Ashland Service Center 2013-2014 This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Descri tion Service Mile Cost Year Trans Cost 1 caravan 2 $ $ 4 $ $ $ $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a %of "Total Before Margin" DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial $ Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program 3 ~"~M.,'Pk ~~I hr4~"r6. 1 Oregon State DepaMlerlt of AdminlstratIve Services PlocuremeM, Fleet, and Surplus Services 1225 Ferry Street SE, UM Salem, Oregon 97301 (503)378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the ORF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the fallowing sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. ORF Name Pmhwa Enterprises. Inc. Project C' of Ashland 2013-2014 Street and Shop Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ :13425: Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166:17 Subtotal t $ 300.41. Labor Direct Labor (from labor daily worksheet) $ 3,620.04 Overhead See Overhead Worksheet $ 865.55 Delivery Transportation (from Trans& Reserve worksheet) 1It Total Before Margin $ 4,786.01 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) Is 30549 - Total Bid Yearly F$ 5,091.50 Monthly $ 424.29 DAS Form #12 J Revision 1003 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. Ci of Ashland 20132014 Street and Shop Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as'llems to be provided by Contractor' will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine O Disinfectant $ 4.80 0.0833 0.40. .^....'4180. 2Cream Cleanser $ 2.91 0.0833 $ 024 S1;4: 2.91 :1 3 Glass Cleaner $ 6.29 O0833 $ 0.52 ' '14'.6.29 4 Heavy Du Cleanser $ 4.80 0.0833 $ 040 = ',!4:80, 5 Oder Countemctant $ 30.65 $ - 6 Carpet Lane $ 5.00 $ $ 7 Carpet Shampoo $ 13.01 $ $ - 8 Emulsifier Extract $ 2.27 $ $ 9 Acrylic Bowl MOs $ 1.71 0.1666 $ + 0.28' 3 421: 10 Scrapper W/blades $ 6.51 0.0833 0.54,$E X661; 11 1 OZ Pumps $ 2.31 0.0833 $ 0:19$' 12 Paper Filter $ 21.10 0.1666 $ ' 152; $ - 42:181 13 Sld Loo end Ma $ 5.65 01666 $ 0:944-1 11.30 14 24" Dust mop $ 4.26 0.0833 0.35. $x' .=i...,°4:26: 15 Doodlebug BN Pads $ 1.18 0.1666 $ : 0:207 $ °~-2736, 16 Duster - expandable $ 5.75 0.1666 $ '0'W 11.50. 17 Spot Awa$ 2.74 0.3332 $,....y 091 18 24 oz botlle/w tri er $ 4.70 0.0833 f'..0 39? $ > %4170; 19 Wax mop $ 6.80 0.0833 $ 0 57..$ 6'801: 20 Cleaning Pads $ 4.59 01666 $ 076.'$= 918 21 $ $ 22 $ - - 23 - 24 $ $7 25 $ 26 27 28 $ $ 29 $ 30 $ 31 $ 32 $ 33 $ 34 $ $ _ 35 $ 36 $ $ 37 $ 3811 39 $ $ 40 $ $ Total 11.19. $ 134:25 .Areas .Areas in green formula _driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet E d Y ^ P 0 m b W N YO NNNNN e° N p O 0 ~3 m C U » ~ ~ ~ C'1 tN~l 3 m a ~ 01 p U t fi`x' Q p mET Q Ec ° Y ~ F `m ° -nc o m66 = a~ r O O N 00 c U ~ O y u c m n. t pU~ o e= n c o d~ N w o Y n w p °o °o ~ o m~^ S n X c 0 m a tO c b ~ y 'J°d y y N ';N a X .eX q y . ~ m z'Y o _ e Y ° c S an c$ m ° d ° e I~ a o p mq ' Q 8 N N N N N N N^ N L~ d p E ~ o m o y 0 y O ° O `O .C m~ CPI L N~ N J Q £ _ c c m N E n o 'o'q a n:_. c Z'c no r c u t? a E o m N a m `w 2 C c ? a CL o'O ~ won 9 ° Y O 1D Q u N m 3 T u C ~ @ ~ a m~= X n m a u n m o S ° af' - v S m'? ° o m y y . c 8 ^ v ° a napj° a~n'rn.:c8o .a E n upp a~c~~am~ ° c N rS o a n n 8 c o x o w 2 E n 2 a n a n 01. uo 12 NN `h ~ y@@a n ° E a N e 89 m~ ^ E mN F 'p o~O iyp nu m._ E E b n g d p u y C 7 p E 9 C^ N T C T W ti wac E c_'$E~ w°O 3 m :d d oa'u 3a oa g~ C w c d C' C L j q' o v w n m W @° VQ~ E nm a ° n`m @ o on m v ° n E v E gaw°a't~-i-i ° °~38 3 Q`3 oUw mU~U o I' j `°a y ~NCIP~°m h m m o^ N M Y h o n n II n n n ro m pappK ~ b °m `m p m b a p o 0 EA ETn°~ a Yd° a jµ° c Ic gE cmmo m n o a o Q w Lic mamp ~ ~ ~ e c <9cp u=jd Y rv ro Eap ~~$p 7e d n € M. o m A ❑p Z p Op LL O N Q N DC s ~888eeo8$ 88So88$ 9 59 e ~ a s E' r rz °g x ~m v e_"s"s d m,:m n°Z °3Eo+ q o5 ~ ~Eg s;aEm c i ey •r~ sos ~ "eF ~ e- ~e Eg ~ °.o F°~'e'a c ~8 dos°' En s~ ~g _ e y',~ E . E T5 E€ 2°9'3 On Em¢m 5LL E 28. C » ° ~ 1 os z ~ ~ jug ~ sN oe 2N on p ° s EEg Em~mE & mE S W °E 4£u~°~m b' r~ 2i ,q ogm55 9v~:m a';, ti i `u ° -`u u c~ Xoa g &v$ °EO 3 2 E O gE°a $ m v~E'm ~m -02 8 SY HE m E°se` c 8~x m Y .S E o~~ m S 5 ~ ~ os E-' °20 2E€ESa i ERs g7~ c EE~m mo °2 tjg of of of § ESH jvEE ~ yE E` ~ E ~ m ° :~5 g2a ei Y~` ~°55X n a9 x c~ ~s° ia° so ®u " ~N g aoim£e s°§ d c C € S~ ~E°`°m Eig 9°c °F9 N X °e£ o G. dE _E x ant se fl I cg ° y'p5 Sum F- m§°m feQ u CS X5 n~m E°m EEBg °a° sc € E&nT8 C a` JEm y{4 'E E 2 °P °G o°uE°°m ~'3 Y1C m`j Fl C2°n mF»» 9o%e~~ zF S g- a? - 9p ~~aemE M MA ep>p nE3` °e 5 €8 9Q000mmO B EEn `c s. yn $ ~Em 'FP~'~~mm`- dgg o€g` .,5°n- a to ~ s$' ggasaSoLsN_ r €asmm v € ° =m ~8°gs~s~mBaN des m °m~ mg ~ X88 'E m 8ggg°' 8~c°,°°~3' x ~m E nnaa`tmnm z°E s°= os E-e Sc ° : - - - - - - - - - - - - 2E y°_ $m'~ EEEE7gjE E'n~mE -6 m 832 9 LLgs °~9 s ~ag `°pp' 8•_-~a$ P ns°s g w'.° s G~£Ej GE BG GE ~58E6 ~9m}63°o gES 2 N~ySS L• ._c v~w^ 5°2° 9°E .c Q,eL`-°9S 06° m` IImeEEE' g~¢¢° ~ Ego E's'3S grv 3a dEt Suck °r~ 3 °$@8 0i _rv,,.NNtim 2F m 9 ~Z jj orc S o° OVERHEAD Oregon wwn^re^l ojemlorning.senlus Forms,a Cwh prolKl wsWy werkanM PaNw+y Enlerytls CHy olluWmtl 2m320H SVeel me Shq+ There ere many different ways organizations allocate overhead Internally (e.g., Percent M total costs, dollar figure sum, as a percent of direct labor, etc). In the space provided below, Indicate how your organization allocates overhead to this particular Contract, what gems go Into your overhead, and what that overhead amount Is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! - Percent of Total Coat Method: Fu every loner wean mesas p s love P^eus. or procker, ..solve, a urwn perceMape orn.t tloear Is 1. Enter Overhead as a Pe1Cem of Total Costs ragWme for overhead. To calculate Ne warhead peranbae, a 6 bulb have Manuel recores br your 1T gm6 orgmMetlon Ntl po back a y°u ce meet Md Mersher Ne ewendnres Nei makeW Ne overhe rd cost (see sonorous bebw). Nmv one eat epure b Ne Raw Materials Our.labor mew .,M a bbl cut Owns Ne figure la werMed by Ne flpue M bW meat The result b a person Net represents w°Meed as a parcm e' Mute iNtl mat. nkmnWl remra vat roe walnble sEmab N. warhead uvemu s euiya OR .uenraly oarv smbnaeM ran set, anew Nat ume fmml.b g.le partmUge. 2 Eller Allocated Overhead as a DoilariIgUM Sum Dollar-Figure Sum Method: Yw set eoner Ne Me, amount roes me Ylesero to mmhead In Nat boa Bym vat wnMeM Nat you sn dlocNe wemeed hems b Hs pvtlueer project Ym set use Ne Wabhut Me e tool (if needed) OR to lateral, your..U. d.OVerhead as a Percent of Total Direct Labor Home Percent of Total Direct Labor Mtethod: To bentlfy everheW... yon need Ne Me -&fa ywrt agrimem or MuMn for Ne psi year. Input ea Ne msU.1 Me eWe entity Me delvlM bean. U ne hems am li ue not debaed bNSw shaW be knout Into Nat fees matted 'cl pUSe sdu •rluvipem, wTN you se Marc tos.1® a several Naeave, do. pole rp Ne expefrss, lw lnlaem s to fonfM. U do roam you budget Next nPUt nb Ne cd aeon Ne bW drat labor hws Con Irv lorur Mare sUe bmfa Ne Santa oaiee. These hoses ehwld be found m N°our and porml rwoe w out YMude Moe whN set be dessifiee as mmM1 m . s edNrvsbaeve mob. IbcLM, erase ssb Mb drc Jred labor hour Iotal w. l &Us Ne aNW cob) The wwkN°M wie comps Ne ovemeae a a Fe bon Col by assume Ne bW projMed labor here for Ne coneaet into Ne bW projected Taber hours fm eel amml yens. Tom! Annual Dbaq Labor flame InputTotal ham Worksheet m Below Ovubst pen label hour { - Intelectuhed b complete wooed Rm ToUI au Overhud i Worksheet WORK AREA: Total Annual 0 orations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANISATION DEPARTMENTILL that you show as your total Overhead Management Sdatl. Management Payrdl Tax Expense Manwement Medal Imurmm Manwement Pansbn Ran Eapema Sales s AEmimtraw. a m. Sties a Mmgotretlve effect Tu Expvue Ses. a AJ irate ev. McJmI I.. Sal. a AdmIn'mtretve Rerubn Plan Ewmaa Mee Rant exhumes, and Publb E~catlm Background Checks a Udnal,m Professional a Account, l Aral Fe. TreiNng aWorker Safety Ina Telronam Use. RopMyTUesM1lonse✓Faes a. a SIACUipeore Demedetimemcabueing Dmreaeem-ofim °ptlpment Rweas a Mtlumun . CleuUq uN Monte . Outs Equipment RmW M. $,pit. PoUge a Rtipht Rehab Misunanecm Expense Bad Debt Cher Other Outer Outer. TOTAL INDIRECT COSTS S S _ aetrw MYYMf 1®f ~Tobl M ev D DASFam atzd S aehse Democrat. Sheet Ravi Fox 1612 PW° Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2013-2014 Street and Shop This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan 2 $ 4 $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" 6.07/6 DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial $ Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program e S :119 Oregon State DeparNreM of Mminlstrallve SerA eS Procurement, Fleet, and Surplus SeMees 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the ORF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. ORF Name Palhwa Ente rises, Inc. Project City of Ashland The Grove 2013-2014 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) Is 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 Subtotal l $ 399:46 Labor Direct Labor (from labor daily worksheet) Is 8,146.09 Overhead See Overhead Worksheet Is 1,886.46 Delivery Transportation (from Trans & Reserve worksheet) Total Before Margin $ 10,431.00 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ x:66981. Total Bid Yearly $ 11,096.81 Monthly $ 924.73 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland The Grove 2013-2014 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured -Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine O Disinfectant $ 4.80 0.1666 S . ` 01806 !$W~§*.Z9.W 2 Cream Cleanser $ 2.91 0.1666 ;$'"",',P „0'481 1$[ #x"5'82' 3 Glass Cleaner $ 6.29 0.1666 a^Tdf055 I$ 12:5V, 4 Heavy Du Cleanser $ 4.80 0.1666 y$"-2? ' 0180 I$ f A9'601 8 24 oz Bottle & bigger $ 2.27 0.1666 ,°?'NOX707389 I$r 4`a" 4154". 9 Acrylic Bowl Mops $ 1.71 0.5000 0861 I$ ,10°.267.. 10 Scrapper W/blades $ 6.51 0.1666 $ ZAW0811$9' l3?01,6 11 1 OZ Pumps $ 2.31 0.1666 S O[381 I$.'%a"; 4762? 12 Paper Filter $ 21.10 0.3332 !.VY,,Cz-`-~^.2!0M !$W91 84F37i 13 Std Loo end Mop $ 5.65 0.3332 :.11881 l$ 22?59a 14 24" Dust mop $ 4.26 0.1668 sra': O!Vll I$ 87524 15 Doodlebu BN Pads $ 1.18 0.1666 0~.201 21361 16 Duster -expandable $ 5.75 0.1668 $u""?'0:96d 1$ 11!505 17 Spot Away $ 2.74 0.3332 `:$u±'";:x'u:,s0!918 IS10Y 10196§ 18 Cleaning Pads 4.70 0.1666 9?44", 19 Wax Mop $ 6.80 0.1666 18=x. : z,1131111$0=13^5911 20 I$1111MIXet-, 21 is:'ils';;?@z3k:=mod I$ - 22 V 23 24 I$K%'NWxi 25 I$%V.%MnW 26 [$111111110015-M 27 i$Emmlffm~- 28 =0111-15= 29 $ r;``T'r' 1$ 30 31 32 33 34 35 37 $«4.-6.to x:`741.% I$ - '4 38 391 Xlli~ I$ 401 4'rX !$W~' 11 Total .1944 dy'er 233}29-. Areas m green-are formula' di eiem Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost= Annual cost is computed by monthly cost times 12 months. DAS Fonn #12 J Revision 10-03 Page 2 Supplies Sheet °o F a E a -m m w L` m 7 N O NNMNN L c M O - ~ fG c0 y. m E« n m c. o Q E NF> <U n c O m m E a « n 1~- F m e o Z > p ~ « m U o in m 61 U o d p N Y O m N 16 y C O 7 N N ° - ~ O L r Y O O n r m « jp 0 O ~ v 0 2• y T C O d a r v° s p W Oi N UY~ ~ O y `o d O 6 b Ti N N & d a 5 y m V 5 Q d m uY nc ~ 5 m m m o m y c U d i co ° c c m N N N- N N (V N' W r. d 7 7 $ E « £ o m s"a ~ o -Tai - H w U C O 7 v a N= m ~ M d°aaiae s c . ~ r ° ~ d ~ t U B E y 2 m¢ E n-c'Zc d v s° n ~ 'o c_ a v° OE N~oE ~o r c° r c °m °o E N °a-m ~a a o _n Qc a m Q d cp E 9 y Y r U O O N d 3 T U C V J` m m a 6 m d o ~ 6 6 d 'L" « `O O« c_ m d d • ..t«. C 7 T O [Oi m N C O a ` d . ~n rym auE, vac rn~:t~O A - A `d v m w 9 . m E v d~~ .E o E~ o c °m ~ 8~ °cE c co °i E v n nd-u w _U Cq m5wm ma s :m m'3 n.1_ d d E12 a: o=mam n~ ~ `mE`3 E'm"c E.n g t~ a m~x $coa caE a yyl"TV' T C T W g m m E mon Sco_Eo wo X15 -°a pai wa v ~..w~ u U cca o Y ~ m d o a G one 5 n ~ m 2 5 3 n `m A E W~a o o m m n m o .Q QQ a m 2 m o 5° w d° o c m d o C'waU °o vyb° 3s 3 Q OUw W 0m0 N O g 0 r N M Y N m r m m O r N t7 Y N 0 p p 0 0 0 0 rd J W n r m m « C N L 0 p 8 ~ O a O U U n Eu Eao'. `o L'aa ~x o' SE .P Cmmo n o ~ a 01 IL C m D p m p V Q d S y@ 5'6 ~ a m m c d Q w pn o woi ToQ j a a° m E5 `moos m° O LLO ~ 0¢fN 102. N ~ ❑ K 5 C 88888888$$$88880 37° 5 ~ o g3 57g~ 8°~ ggeo~ ~ o: ~g g„n, DES 'beep a ~i E° ''-yz °sEe^ a ¢g .g`s~w° S oay ESg2g~ S ~LL i J . . . . . . . . ° mFh a o om $~85~ ~ 5~ L ~ ig7 $ 8a ~ W ~~5 oYq~s ~ eZ S V uE? QyEE~ ¢ t SEo e.» a°o x pi a y 5°° EyEE. gR ~ = ~~s ~eey 55 ~2o eEES~ F 3 #g ~v gym: °~cg e~ eXBtl» - q o°` '~.~~me'o ~ Egg It -9a~ c a E9 Eg_ 2 21-1 E oyy $ ~Fnm T SoSt »^~i S~ 5o bo » XX» ¢ @r ~~S B°al~~y~y !X8$ Sc °y E ~N ~E.iro EE 5O ig; p ggg 3, 3m 8~ ES E=8~g2 ~O 6S '°H v'5 y 5`mc mm5 ° 9E`~n S~ YY cm ~2-`. ~SE~ ~ Sa u XS E~8 -02 ~m33S~ 5~ E ob c~ .oE ~Em ~F g: eeg `o a a8 mgXUE EcO ag'F 'o EL°5:° @ ee -y~ ^m= E"g mgt :Q»z m'$~» a~~m~~$5x ~gE ~a 8y e~= 'q@q XO ~Txo~88~c n° ~0 5)a bm v g8 m~ 2 °y C,°^c'~@Sa~--a-a`vC°° m,..s ymn c°r~ Ys 5E f„~ n n n- .s p@ $ '~F `e m19 EEEE--°'2'iEnaE' oaoY ummb ~4y p43 49 0~ 9w~ _ ; ,e gg55 ; ~€889$sa> s~ y$QO s ; g° u~= 3_SE;a° meleEEEEv --0"E E E g 8 a OA eau iin ¢mUUUUS °r~r~~ uu°s°~n o_ °a .`3' ~nnv»„^. « a=^^~x» :o! s?°°o~F e9Y9s ' ~IINN00~i b°S`9 0 m° aG` ODD oleacn lMpeMwnlaaemMfing orkomea eery, Cars PryMCwlNawoM1Sbsl PeNwey Enlmprls City of AtNenE The Grove 30112014 There ere many dlXerenI ways organizations allocate overhead orientally (e.g., Percent of total costs, dollar ggure sum, es as percent of direct labor, etc). In the apace proNdetl Del)w, Indicate how your organization allocates overhead to this particular contract, what hems go Into your ovemeaq end what Nel overhead amount Is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOWI Percent of Total Cost Method: Fa eeery dolor share producing F flood peJ.f, a %wliq a eeMw, earWn percentage stint Cuter Is 1. Enter overhead as a Percent of Total Costs raWrae W wameed. To cabiate aw weineal Monomer ia, n b heart to Iwe bwtlal narb M your tr o0% to aruzemn Mal be beck a Kts w mere, add together the expend) res nn make w the overhead test pee wakkhM boo 1. Now aaa w. agave to Ne Rww m.lerlaa. grad lasts and DdveX W . mW war Divide Me shut, for werhead by Me head nor seat coal. The return he a permit sal reorenme Pearhped as a pwcmnge dint lclel oust, ttirullda ramrb ere M arYade ntlmale the wernesd evpensa et, but you OR . telmato other mob n bM w rat. and use Ne um. tames organ vebebge. 3. Enter Allocated Ovemeed as a Dollar-Figure Sum Dollar-Figure Sum Method: Ya woo enter the dyer amount nu we share q b walled In arc bra it you ere bannNwd Nat you on err ldro h roe, a nema to l:s poraalu vreha rm pm lw my WwbM1M te n and flraededl OR blatant web 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To Ides@y w NeW cwh, ym need Me financier records lot your agMxeYm or e anion for Na past year. Input all Me coca of the enhe and, ee doubled balwv. lira aura wbch ere not datl4ee below shaetl be npl nb Me ass marked 'char'; plaaae FMNe a dehri's .Mat veto -trying to deMmna h e percentage. Ncelce, do rest a- up ft accurate for trend. or to tonlorm to Me anad Ku budget Nerl N%e hb Me real berm, Me toW bM tests less p an by your mute wpadzadm for Me same period. These access analld W found or Me yea and payroll reptst Do not include hours wNdi. be caWOetl et, manegemeM a sec tredve wb. (NrLenp Nava whin. Ne dint lager hour Mal Md delete Me Morel cash) The wmhM1M MII compute Me warhead ere a Me item test by tlivid, Me bbl projected labor hours for Me wntraa into Me blel projected labor hour. to Na current war. TRW Mlua us. labor H. Irgut rolel M1Om WaFMeel an Nasky Overhead P. labor hour 3 - TInle,egbredbconnotes conuM see Tout Assigned 0ormlekal worksheet WORK AREA: Totes Annual 0 rations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORDNIILInohI DEPMTMEMTL that you show as your total Overhead Man teeWlo Mandagemamus ent Metho Tu ura Management Method Insurance Management Pouran Hron e %an Erpenee Sake a PEmtnlstrabe Sbaries Sake aPEmtrJatreWe PandoY Expense Saw a Admktlstratlve MedM 1 w San a baba Perim Raor n ap Fipwe Office Rated Brou end Fortuic Education Background Checks cksaan, Th I cat ch, o kersalary ywdl Fees Thatch, atirnlp a Worker Selery Iraa- acme Deatlte Road TexeaN en Co. a don on of cars bu Depraaab-oNce office baking Depreaasen-oboe ePllpmM anto es. euq MM cook ok to cad Itwou Office some. l RwIW wag.. & a False Rehab Mieas arena. d Bad Caere finer: r Other: • Oarm' loran: TOTPL INDIRECT COSTS S S cnMwMmaekhw Fkbby 111. 1 has ,Tdal O-~ RoosFormn2 d Rooribion 10-03 Pace 5 orerl eed conducts. brand CASFM Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland The Grove 2013-2014 This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Descri tion Service Mile Cost Year Trans Cost 1 caravan $ 2 Margin The law allows a "margin held in reserve' This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" 67/6 DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet ADDENDUM TO CITY OF ASHLAND CONTRACT FOR JANITORIAL SERVICES Addendum made this 24TH day of June, 2013, between the City of Ashland ("City") and Pathway Enterprises Inc. ("Contractor"). Recitals: A. On June 18, 2013, City and Contractor entered into a "City of Ashland Contract for Janitorial Services" (further referred to in this addendum as "the agreement"). B. The parties desire to amend the agreement to expand the services and increase the compensation to be paid to Contractor. City and Contractor agree to amend the agreement in the following manner: 1. The scope of services is modified to expand the services being provided at two locations (Police Department and Service Center) and increase the compensation for the expanded services per the attached pricing proposal. 2. Except as modified above the terms of the agreement shall remain in full force and effect. CONTRAC a}hl+Gl/ CA}rvp+140 1N(. CITY ASHLAND: BY ~.~~WGQ Srr BY Depa m nt Head Its COA40~r~ Sevyt4t. ►WrtOw^ Date -7130 13 DATE 6 IZ7lz(31z Purchase Order # / Acct. No.: ( (For City purposes only) 1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR JANITORIAL SERVICES athvvay F nterprises- Inc. Rebecca Simpson; CEO June 24, 2013 Kari Olson Purchasing Representative City of Ashland 90 N. Mountain Ave. Ashland, OR 97520 Ms. Olson, Based on increased services at the Police Department and Service Center 1 have prepared new Janitorial pricing proposal for the City of Ashland. 1 propose that our price increase in accordance with the table below. The updated changes for 2013 services are as follows - Monthly Current Proposed Difference Police Department 1,022.68 1,512.40 489.72 Service Center 875.76 1,327.81 452.05 Total 1,898.44 2,840.21 941.77 Annual Current Proposed Difference Police Department 12,272.16 18,148.80 5,876.64 Service Center 10,509.12 15,933.72 5,424.60 Total 22,781.28 34,082.52 11,301.24 In Total we are requesting an additional $11,301.24 annually to provide these expanded services. Pathway Enterprises, Inc. truly appreciates the partnership we have with you and we hope to ah t wa► Enterprises_ 11-1c; MOMT-M Rebecca Simpson; CEO Continue providing an expanding variety of services to you and the people of the City of Ashland. Sincerely, Richard Simpson Contract Services Director Pathway Enterprises, Inc. 1600 Skypark Drive, Suite 101 Medford, OR 97504 Office (541) 973-2728 Cell (541) 601-4550 Fax (541) 973-2729 Costing Workbook For Janitorial A Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program 9b4 Oregon State DeparUrlerlt Ofi AdmintstratWe Serv[ceS Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 87301 (503) 37!1-0642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to anotherwork sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. ORF Name Palhw9 Enterprises. Inc. Project Ci of Ashland 2013-2014 Ashland Police De artment Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 SubtotalI $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 13,575.15 Overhead See Overhead Worksheet $ 3,085 30Delivery transportation (from Trans & Reserve worksheet) Total Before Margin S 17059.91 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) S 1,086.93 Total Bid Yearly $ 18,148.84 Monthly $ 1512.40 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. Ci of Ashland 2013-2014 Ashland Police Department Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine O Disinfectant $ 4.80 0.1666 $ 0.80 $ 9160 2 Cream Cleanser $ 2.91 01666 048 $i.. .5.82-? 3 Glass Cleaner $ 6.29 0.1666 1 05~ $ - -12.57 4 Heavy Du Cleanser $ 4.80 0.1666 $ 0.80 5 Oder Counteractant $ 30.65 6 Caret Lane $ 5.00 7 Carpet Shampoo $ 13.01 8 24 oz Bottle & trier $ 2.27 0.1666 0.38.1$1% ,4'54;- 9 Acrylic Bowl Mops $ 1.71 0.5000 $ 0.86C "AO26?. 10 Scrapper W/blades $ 6.51 0.1666 $ 11 1 OZ Pumps $ 2.31 01666 $ 038.. "=~4t62= 12 Paper Filter $ 21.10 0.3332 703: $ 84'370- 13 Std Loo end Mop $ 5.65 0.3332 $ 1.88,. <i22'S9 1424"Dust mop $ 4.26 01666 071"$¢'~tx..8+57»' 15 Doodlebug BN Pads $ 1.18 0.1666 020'' $t ."2136 16 Duster - expandable $ 5.75 0.1666 $ 0'961$, 17 Spot Away $ 2.74 0.3332 $ e.. 0.91` 10i9611 18 Cleaning Pads $ 4.70 01666 a 078 4ie,940 19 Wax Mop $ 6.80 01666 $ ' 11.13x V" .13+59~k 20 $ $ 21 $ 22 $ 23 $ $ 24 $ $ 26 $ $ 27 $ 28 $ $ 29 $ Is 30 $ $ ti' 31 32 33 34 $ 35 $ $ 36 $ $ 37 $ 38 $ 39 $ t 40 $ Total $ 19:44' -'23329 :Areas in green are formula driven. Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost= Annual cost is computed by monthly cost times 12 months. 0 DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet E w z N O V ~ NNNNN Eu u° Qun N E oy KF~ H U ` 0 2 o F ° ~ ~ Ou e U 3 u 0 O N x;D r z o m w g 8 'm 0 mjf O O v 9 Jnf w N v c X1 o a '9m oL n~ u c v° o w a N N N N N N N N N N N L E m ai v ° 0 3 Ea ~ u u `u c o~ 'm £ Scia~Eu z Y ` m E a d« v r~ S c~vnV m u ~ ~ o _ y v m ~ 'c u v n a E F~wi `o cm m s u °o E m T o°- @a w o n m a 3 n s c m Y P Q QQ O a G J n O u O- m m "O ~ 9m O) ~ ° m y x a m g vm.>0mcc EE ,Q~ a Po' mo ,SEim ua°Q~d rn"' jf p L n? L~ O'9 j T L~ 6 T 9 0 ° S w w c co N 1- o v n v L m nr5 m m n^-cv E~ m E ~ 9 v 'o _ g nN y'", u?m aca n`uE ~ wE ~.c E,~ n ~EEFE "a ~ yE~ we"3 w 0w'~u on L~b ~a o " « v a a a'cwc ~9n m cr j 'm O1= m v o v~ >5 a `o _ m m m `m u Q cm~' o °5 E o 2'L m°o'c m-o K w a u ° 3 ~ ¢ 3 O U w m U~ U , ~ ~ o°` ~ N N v m m r m m o ~ c m - v v u v p v o , e s u0 m J U j U L~ c m Em E ~.om ~ e69 ~a c w $ E .5 m`v} d o B LLc°ue ~'cmw c ~a.m ,2 = ~a tx a`~ x ~'J a ao mmm ~~o°iZ o LL.`2 ¢m 00 N C $$$$$$$0$8$88,$8$ a adn 9 E 3] a a` S; 9~~$ ~a8 9EE~g H m~ c. `FEZ p QE gce Em • mE• oE~-°~~ 'm~ y$E RM 8 mrv 8 9$= H ary m~~ - $r• m§me E mAmE om 80E3 ;`EBES a AI 1 Ma &g ti a 1 mH ma n e m w Eo$ Saa 3 WE m° o L aQ6 e:~g{$ oXXX o ; E$ =3 all e``a€= e- mn c8X Em= I CF rm Pv a ct•..yyy 3 mm H umy8 ~5 M. 3X8$ .42 S. im £a 9211-1 E um ?~m 6 mp by -Ev gp X =Y 1 a°°sa b~Rm ? M~ zP ~~9zEl YE Su Cat •al MW a log !1!; 11 My °em °5 8 Egg aiMal o2 'gy E QH A $ ~c. ° E3 - - - - - - - - - - - - - - wY & m$ - ac its gy _S S sto ~1 s oP @p oc wpm cv~E 16A AM `.8 E c8 HIS 111 L@o filial Eo 9 `mo °gi oa`a^ 1111 ~1:1 ~Il2 • EBgm n° YC B~ Egg Eg~ TOWN 2 A A i 0 °H _ .:2Ea a S o m°LLs~mm$$ mE_ 1111 vigil! a e8 ys-~~°~ ~999~~ °ca ga ~§~3 fee~8m c8 - °s. _ Q 2:~"" Iml"dp°°$9~°EO~~$~ ~g8e 8~98~r " gg me logo€€m l •am ~ s°s ~ :r "a good sal caapgs z[som° n° c ..EE E '`-"EO3YE ai8p =33-g oE° °E_ =3&° Him w SE t 11"8°1 ! 55$1°°v1 In am E__ =ar eo rc93s`;y.H ._~y Shcncc NY°F US Hg"g 8$Q °.`HeE rg~ m ESZ oil 'e °oaoo553° a8°Y o5.~'a $>s3u a'zz go°°'u <~m 8888.. 3 a~ .2°s o`8 a9 -n,,.»°. » . s^ °7 viz ' C$ ~aY °°En oQ i$ °S o° °a ca i ovFAHEAD Dre9an Dewrlmem al jemmchatNe aerv'rtta owmeedcan faroMd cxrrq worwn«e vamway Enmmra city dasnlaM 201 a2014 Asnleed Pone Department There are many different ways organizations allocate overhead Internally (e.g.. Percent of total costs, dollar figure sum, as a percent of direct letter, etc). In the space provided below, Indicate how your organization allocates overhead to this particular contract. what items go Into your overhead, and what that overhead amount Is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every Male, area call.ilp a final pmi or powin, a service, a zoMin cercenlwa Mlmt dollar Is 1. Enter Overhead as a Percent of Total Costs required fororemeed. To immune Ina wemeed ceramics, a Is best l0 new financial records is your t)m96 organization Met go back a war or more. Add together lede drale R51nat make up the overhaul abt feet woASneel Mw). Nov adds tee future to IM Raw melenals. pled boar and Delhery ter a klal mA, owe IM Ipue fa amm ed by the rerun forms, mzb. Tna haven is a peue Ns, am.. werhaad im a peumape aIha brat fg5t. Ilfrentlel nmas an nut avelbde ¢atlnlele NB overneed evpcrem az MSt you OR , estimate other casts as best you can, am use the same formula to cat a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You an Mterthe dear then you en altoatiry material h the box II you en cmnOf Nat you can ourcods, Nb penlul>pajeG. You a Us. u use the WoMSneelmekol (Ilneaseded) eaw away W OR to Mediry reer ana 7. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To Mealy manage WSb, ycu need the financial records soiree m umiumbicn or dWtrbn lorthe past year. Input at the vests of the same eerily as ddaikE header. L'ns reference are rot Mediced Mtow, s should W kpul MW the sees marked •olhef; pease YrlKe a Maternal ti elyou en Wait to daemwn¢ a cercenlape, theressim. do an goals up me expellees formilmon of to conform to the wren year budget. Nerd, Input no fire gee babe, the total erect labor hours as ON by your entire ogandation lorthe some periW. Tnese (pores stood he round on the year MM peyrdl report, Do as 'aside hours which can be classified as management magramorlahva costs. flntl W log these cons into the dead labor hour total will deaae the actual cons) Tne wolkineet we compute the overhead es t Ile as. as1 by owe, the Idol projected labor horn for Me comes an the Idal projected labor Mon br Me armed year. TOnl Annual Dirty Ungar Hours Input Total Iran Walsb ct on as. Oveheed per more hour f Time required to sardem soared g9a Total Assigned! OVerlwad s Worksheet WORK AREA: Total Annual Operation. Use me area below to show how you arrived at the final figure INDIRECT COETS omG tzanoH DF asz EMAL that you show as your total Overhead Management 5amne5 Management Porous T. Eiende Management Medical Insurance Management Pension Rise EMmose Saks a Administra le, SaIM« Saks aAdmmktralive Payne Tax Ex mae Saks a Adminktral Medial I... Saks a Adminktral'IVe Pension Rhin Einstein, Ohre Rom Miam irq and Public Education e«FgrouM Checks a Udnahbs Pmlesvmel a Acameo) IAudn Fall Trial a Worker sorely Insurance Telephoa Me. PncemorTaravtken«v mes Dues a Subeaeal DepreciaM,.omce buildup DepreciaMmonioe -aiem Repaira Mm nceendive Office Equipment M lce uves, nt Ra Race l Office curgk5 Paige a Freight Rehab aDanemus Expanse tied BMm ner• CMM other: other TOTAL INDIRECT COSTS E E ' LN Ftlvt eem,no eyed. 16Y IasY ~ Total a DAS Fatal 012 J Revisits 1DO3 Page 5 Owll computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2013-2014 Ashland Police Department This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ $ 2 $ $ 3 $ $ 4 $ $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" 6.0% DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program Ak~ T~ Oregon State Departrrrent of Adminlstrathre Services Procurement, Fleet and Surplus Services 1225 Ferry Sheet SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to anotherwork sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consis of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathwa Enter rises, Inc. Project Ashland Service Center 2013-2014 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 233 29 Equipment, Tools 8 Subcontracting (from small equipment worksheet) $ ;9 Subtotal 1 $ 399.46: Labor Direct Labor (from labor daily worksheet) $ .11 869.55. Overhead See Overhead Worksheet $ 2 708.74 Delivery Transportation (from Trans & Reserve worksheet 0 Total Before Margin $ 14977.75 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) Is 956.03- Total Bid Yearly $ 7593378. Monthly $ 1327.81 DAS Form #12 J Revision 10-03 Pagel Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. Ashland Service Center 2013-2014 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the fallowing for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine O Disinfectant $ 4.80 0.1666 080 9160` 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ 5.82. 3 Glass Cleaner $ 6.29 0.1666 $ ..1.05.. 12;57- 4 Heavy Du Cleanser $ 4.80 0.1666 $ 080. 9.60: 8 24 oz Bottle & bigger $ 2.27 0.1666 $ 0.38 4:54 9 Acrylic Bowl MOs $ 1.71 0.5000 $ 0.86' 10:26 10 Scrapper W/blades $ 6.51 0.1666 $ 1.08 13.01- 11 1 OZ Pumps $ 2.31 0.1666 $ 0.38' 4:62;. 12 Paper Filter $ 21.10 0.3332 $ 7.03. '....:84,.37'. 13 Std Loo end Mop $ 5.65 0.3332 $ 1188, 22:59 14 24" Dust mop $ 4.26 0.1666 T71,1- 15 E Doodlebug BN Pads $ 1.18 0.1666 $ - 0:20, : °..2 36 16 Duster - expandable $ 5.75 0.1666 $ 0.96, 11t50x 17 S of Awa $ 2.74 0.3332 $ 0.9V. 10!96: 18 Cleaning Pads $ 4.70 0.1666 $ 078, 9.40 19 Wax Mop $ 6.80 0.1666 $ 1.13 $r `1359 20 $ $ 21 $ 22 $ $ 23 $ $ <; 24 $ $r+ 25 $ $ 26 $ 27 $ $ 28 $ 29 $ 30 $ $ 31 $ - $;t - 32 $ $ . 33 $ $ r 34 $:r 35 $I 36 $ 37 $ 38 $ $ 39 $ 40 $ _ Total $ 49.44--$` 233.29 (Areas in green are formula driven.._ Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Farm #12 J Revision 10-03 Page 2 Supplies Sheet EEE B w° Z= m ~ N O m c p q ~ ~ 10 . Yi c U 6 r O r i0 cm Ey ~U ~ Q w F a n oo~ m F ° E m o= 0 2oF c G u « 0 0 °u O N ~Um m e `O O 6 j f O - M N Z r O ~ e pe y O O L o m~- O aX c O m 9 u~m o 19 `u v ~o m m ~ c Q m $m nr n £ m `m ~ ca m $ c o° o~ m o L CI N N[V 0 r E m m m - V. C F f o r ~ 5 E o n v U cp G n O N 4 S r d Ol N Y m O N 7 O O r N O r m N m .8 ~ ~ a E i d x= i~ ~o c~.e yoc v 6 v = r L y E a E~ n c v o A r f °U ° m ° % E u n ? a v v gig V y am S o m' 30 mO> m m:!=nE 12 - 0 yo m ° °m a` m mr- 3 _ Ri E _ i c v o iu > o°_ v ~m m m` ~ q$m o ~wm E @m ~ °nt v $ m 4 m'Q m 3 0` c m c E n_ EE= o w 8E z E noa _ cP E- wok g amim ati 3a ~a t n m o o to w N 0~ U Q 3 m L 9 M V p1 S W U O m m T N 3E FE 2 E ~$c$ cq`ti. Eu~nOE ¢ n O N d b U Kwn¢ 8 ° oY°c 3N <3oci fci .n v N N r m m F N M a h n n n n n n n m g e Y B r n r E m E $ = u u ~a a X v S E a arm E 'S °E' a s c c01C = $~m 2 ca ~ r -m 'E BEd #o EE n mmN _602°m O LL.p Q a O C C $$$e$,o$88$°0°°°0 °0 $8, " 39m a` i E1 a N$ r e p ism ~O 55gg ~ 3~` ~ ~g s w C Nrv mAli g➢a .~E. aE. °s `ae Ev mL a= Est° ~ aHgea s S 3E$w a 8°A Mark L k$ B 2 an°ms ~ Ee g~ all A ° 8° EP Ay 8:°° y m w t8iYs lgSA2. 3 §o O y i~ o m Zi $Y~ gp~pt a 9m 99cdfr 3 Em X g ° m2.w ail Es ? $+EV L$ E° m^j g €6@~ $ u . °n,N an c6o cy F~~ ~ Za "a ~o o L 1i~`s q$ gg °s: E:e m3 @~ q'xw 3 8~ °°a EL~=° °m m E'^ m8 °s F.e gill m°° Sa ~ p 83. oma ~ Co ~ ~g °6 kz8€3 ~ 9~ S ^A9 a 1S9k'wj E3 me~,~ 2 ds ggs° °I°IE° aE w. uE po AZT ^$ygE^ ya 58 , 11-all M top ~Eu SS ~o Gmn g$dq ~'m €n u €m i$0 " mm ;m O°° awn s3 w k~.ea °o am Gx E a °v9 0111: 11 Es @ X89 111 18-1Pn x m$ EI B _ ° .o pgm` _m °s°s~gyoyee mg 4Y m 5 L 106 W vii _ ~p p~ $4L ~ m '4 ~mXS$e~yx° y°$ ~:a TOa~ E~ 8 En jjjj~ m~nr : w 5w F a44 u'Q eyy m °c tg, HSO. _e _cE ^ ~J'' qyqq 3` Eau$ eC E n°°4n ai' oFLE'@aaim Qp sBQI][ kmR x^ ~x c 3 Lo$8k ~ ` m F gLLaadv`s :E it e ; IM "r mr MA 8 mn. U 101 PU S K E=EC ka .Cno aLs9E9Eyo e ° L~4` 6°SBEN a- E eat ER-S '.'3x 2 QQamn_aB ° L.gE ~ 4~ $g sr~ oE8 Eu a °EEEE€smstt ^T~L,Ea Sat c i$k 23 AS last! BCEw E `m gP nl'i $ mm O, E4;" °z -SSSSeps'°''=^,Le - aS a^8FnP aE8 ¢u- mFa ~meeoeoo~~=zP""-E` aEn F` sz 3 s3° mza go°< ,alm uuuu=°=°°rrrF3 3ffi ov&mc°3 0`~ `a La _ HIM; °'mm m'~m w€F.9 LLg S: ; ~g orc S n' a`a` OVERHEAD Oregon Disasters IN Adminirtmiw services OxemeaO Costs Pretax Context W OMk t Pithiest EncrarsAShkM Service Center 2013-2014 There are many dlHerant ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a Percent of direct tabor, etc). In the space provitled below, indicate how your organization allocates overhead to this particular contract, what Items go Into your overhead, and what that overhead amount is (whether ss a Percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: Far every dollar spent Droaudr, a real pmoauct, of prwtlaq a seMre, a mdah pe damill aMet deer is 1. Enter Overhead as a Percent of Total Cattle RqulrN Ice oraimped Ta rJ[Wele the owTeaa perteMdae, tl Is best to lays nturMal remrds la ears R00% otgaNZahm mat go back a year or more. Add together the e,pervi s IWt mat up the owmeed mat (see worksheet below). Noxv Wit my figure to the Raw materials. Direct dise and Delivery for a total cent. DWe VN Iqule ter w¢Teaa by VM flpure Iwtotel Cosis. iM Rsutl is a pNGem NY mpRUms wttMla as e pH[emam o111n beat m&. eaaws.c r, MUP se hd aveibMe eshnale the wemetl evper¢n as Mzl yru OR . diameter other rents n best eau car, aM the the same Imnda to get a parmMage_ 2 Faster Nlocatad Overhead as a Dollu*Igure Sum Dollar-Figure Sum Method: You mn ernerthe deer &nouhl you am alloWllto to ot2Tmd h me bas uwu eR mne]ent Nat rou can alloaale overhead term to this Partlmlar project. You can use the Wo,kshM as a tool If needed) OR W Identify your aside, 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs yen need the Manual mmNs for yWr organization ofdiWUn torthe pan yeas Input all we costs prole were entity as ddailed below. Lase items which ere rot leaded below 410uId be input arm Me cash marked •auwr; pease itaLae a desup4an. Who you are hying to a xamele h a percooage, therdme, do ax gross UP the estimated for Matron or to conldm to the mnent year budget. Not. Input Ado the cM Wm Me total drect mbar hours pa put by your entire mgaMZdim fm the same penal. These agrees stud he but m the year end prime repel. Do hd inOWehourswhichwnbecbssilledasmanagementoradminh"UV cmb.(IncWirg these cons Into the dirt labw hour total will dense Me Mc uel mass) The woMaheet will ..am. the oveNaM as a Ise item cost by d1vid, Me tool Infected labor hours far Me mnbred 1. the tube exacted labs Mors fro the current M. Total Annual Devo Lahr Hours IU N Total lam Wdkshect on Below Overhead per lets MUr t Time reaulem to complete contract Bh2 Total AimIgned Overhead s Worksheet WORK AREA: Total Annual Operations U. the area below to show how you arrived at the final figure INDIRECT COSTS LRGANIZATION DEPARTMENTAL that you show as your total Overhead Management Sdanes Management PaMil Tax Egronse Management Medinl lnsumame, Anatomist Pennon Plan Expense Sales a Admmetdve spades sales a Adminlstradve PainA Tax Exxon. Bales a Mmin6VMve Mashie Insutmm Saks a MminbaMve Pension Plan Expense Of x,ReM Adverting and PWac Education Backgnued Checks a UMaheis Professional a Accounting IAudlt Fees Them, s Worker Safety Insurance TelopMmn madd Properly 1PUM tUnd .Fees Dues a SubsWcep DepnneMnoRm WWIy end eautgnemn R Ra,pes" 6 m MaMena 01fice g eW Maintenance nance Difice Eeulpment Rental Cifim Supplies Restage 6 Freight Rehab khroodaidnedery Expense Bad it D D b other: Other: Other' Olhn TOTAL INDIRECT COSTS a E on'-sondalrea Yw) ta% Id. Total 0 DAS FOt 812 J Resslon 10,03 page 5 Ovemeal Computation sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet Ashland Service Center 2013-2014 This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ 2 $ $ 3 $ $ 4 $ $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" r___6_0_0 DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet CITY OF ASHLAND .Council Communication June 4, 2013 - Business Meeting QRF (Qualified Rehabilitation Facility) - Pathway Enterprises (Janitorial Services) FROM Mike Morrison, Public Works Superintendent, mike.morrison@ashiand.or.us Don Robertson, Ashland Parks & Recreation Director, don.robertson@ashland.or.us SUMMARY City and Parks staff intend to contract with Pathway Enterprises to provide janitorial services for City and Parks facilities. Pathway Enterprises is a local Qualified Rehabilitation Facility (QRF) in Ashland and in accordance with ORS 279.850, the City is required by law to contract with a QRF if they can provide the product or service as specified and required by the City. The term for these janitorial service contracts will be July 1, 2013 to June 30, 2014. Contracts are processed annually because Pathway Enterprises is required to pay their employees the City's living wage and the living wage is adjusted annually every June 30 by the Consumer Price Index. BACKGROUND AND POLICY IMPLICATIONS: The existing contracts with Pathway Enterprises will be expiring on June 30, 2013. ORS 279.840 Purpose. The purpose of ORS 279.835 to 279.855, 279A.025 (4) and 279C335 is to further the policy of this state to encourage and assist individuals with disabilities to achieve maximum personal independence through useful and productive gainful employment by assuring an expanded and constant market for sheltered workshop and activity center products and services, thereby enhancing their dignity and capacity for self-support and minimizing their dependence on welfare and need for costly institutionalization. [1977 c.304 §2; 1989 x224 §43; 2003 c.794 §229c; 2007 c.70 §63] ORS 279.845 Duties of Oregon Department of Administrative Services; prices for products and services of nonprofit agency for individuals with disabilities; sources of products and services; rules. (1) It is the duty of the Oregon Department of Administrative Services to: (a) Determine the price of all products manufactured and services offered for sale to the various public agencies by any qualified nonprofit agency for individuals with disabilities. The price shall recover for the workshops the cost of raw materials, labor, overhead, delivery costs and a margin held in reserve for inventory and equipment replacement; (b) To revise such prices from time to time in accordance with changing cost factors; and (c) To make such rules regarding specifications, time of delivery and other relevant matters of. procedure as shall be necessary to carry out the purposes of ORS 279.835 to 279.855, 279A.025 (4) and 279C.335. (2) The department shall establish and publish a list of sources or potential sources of products produced by any qualified nonprofit agency for individuals with disabilities and the services provided by any such agency, which the department determines are suitable for procurement by public agencies pursuant to ORS 279.835 to 279.855, 279A.025 (4) and 279C.335. This procurement list and revisions Page I of 2 CITY OF ASHLAND thereof shall be distributed to all public purchasing officers. (3) The department may not delegate any duty imposed under this section to any person or public agency outside of the department. ORS 279.850 Procurement of product or service; agreements for procurement. (1) If any public agency intends to procure any product or service on the procurement list, that public agency shall, in accordance with rules of the Oregon Department of Administrative Services, procure such product or service, at the price established by the department, from a qualified nonprofit agency for individuals with disabilities, provided the product or service is of the appropriate specifications and is available within the period required by that public agency. (2) In furthering the purposes of ORS 279.835 to 279.855, 279A.025 (4) and 279C.335, it is the intent of the Legislative Assembly that there be close cooperation between the department, public contracting agencies and qualified nonprofit agencies for individuals with disabilities. The department on behalf of public contracting agencies and qualified nonprofit agencies for individuals with disabilities is authorized to enter into such contractual agreements, cooperative working relationships or other arrangements as may be determined to be necessary for effective coordination and efficient realization of the objectives of ORS 279.835 to 279.855, 279A.025 (4) and 279C.335 and any other law requiring procurement of products or services. FISCAL IMPLICATIONS: Funds are budgeted each fiscal year by the City and Ashland Parks Commission for janitorial serv ices. Janitorial pricing proposals for FY 2013-2014 City of Ashland - $92,444.41 Ashland Parks Commission - $51,504.12 STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends the public contracts for janitorial services be awarded to Pathway Enterprises, Inc. SUGGESTED MOTION: The Council, acting as the Local Contract Review Board, moves to approve the public contracts be awarded to Pathway Enterprises for janitorial services. ATTACHMENTS: Janitorial pricing proposal letters provided by Pathway Enterprises (Detailed cost sheets available upon request) Page 2 of 2 ~r, EStSA Er~~rises , IRebecca Simpson; CEO May 22, 2013 Kari Olson Purchasing Representative City of Ashland 90N. Mountain Ave. Ashland, OR 97520 Ms. Olson, I have prepared our Janitorial pricing proposal for the City of Ashland base ilon the current Living Wage of $14.19 per hour. I propose that our price.increase from $91,187.05 to $92,444.41 for.a,total;annual increase,of$1,257:36. The: updated changes for 2012-2013 services are as follows - Monthly 2012 2013 City Hall 1103.16 1120.62 Community Development 1729.48 1757.27 Municipal Court 621.37 630.9 Police Department 1006.8 1022.68 Service Center 862.27 875.76 -Street and Shop 417:94 424.29 The Grove 910.45 924.73 Carpet and Hard Floors 947.45 959.94 Difference Total 7,598.92 7,716.19 .117.27 Annual 2012 2013 CI Nall 13,237.92 13,447.44 Community Development 20;753.76 21;087.24 Municipal Court 7,456.44 7,570.80 Police Department 12,081.60 12,272.16 Service Center 30,347,24 10,50912 Street and Shop 5,015.28 5,091:48 The Grove 10,925.40 11;096.76 Carpet and Hard Floors 31,369.41 11,369:41 Difference Total 91,187.05 92,444.41 1,257.36 d t w LSSA IrEnterprises. I ne. Rebecca Simpson; CEO In total we propose an increase of 1.38% for our current services. Pathway Enterprises, hic. "truly appreciates the partnership we have with you and we hope to continue providing an expanding variety of set-vices to you and the people of the City of Ashland. Sincerely, Richard Simpson. Contract Services Director Pathway Enterprises, Inc. 1600 Skypark Drive, Suite 101 Medford, OR 97504 Office (541) 973-2728 Cell (541) 601-4550 Fax(541)973-2729 ISSA V thw4y 4 ~ratel•~~ris~:~, Inc. . Rebecca Simpson; CEO May 22, 2013 Rachel Dials Recreation Superintendent City of Ashland 340 S. Pioneer Street' Ashland, OR 97520 Ms. Dials, I have prepared our Janitorial pricing proposal for the City of Ashland based on the current Living Wage of $14.19 per hour. I propose that our price increase from $50,756.28 to $51,504.12 for a total annual increase of $747.84. The updated changes for 2013-2014 services areas follows- Monthly 2012-2013 2013-2014 Pioneer Hall & Community Ctr 1613.16 1637.64 Parks Office 416.21 .422.4 Nature Center 319.85 324.45 Senior Center 1288.67 1308.27 Oak Knoll Pro Shop 263.32 266.77 Carpet and Hard Floors 328A8 332.48 Difference Total 4,229.69 4;292.01 62.32 Annual 2012-2013 2013-2014 Pioneer Hall & Community Ctr 19357.92 19651.68 Parks Office 4994.52 5068.8 Nature Center 3838.2 3893.4 Senior Center 15464.04 15699.24 Oak Knoll Pro Shop 3159.84 3201.24 Carpet and Hard Floors 3941.76 3989.76 Difference Total 50,756.28 51,504.12 747.84 Irathw"If fix T Ism , l Rebecca Snnpson; CEO In total we propose an increase of 1.47% for our current services, Pathway Enterprises, Inc: truly appreciates the partnership we have With you and we hope to continue providing an expanding variety of services to you and the people of the City of Ashland. Sincerely, Richard Simpson Contract Services. Director Pathway Enterprises, Inc. 1600 Skypark Drive, Suite 101 Medford, OR 97504 Office (541) 973-2728 Cel 1.(541) 601-4550 Fax(541)973-2729 Page 1 / 1 CITY OF CITY RECOIRDNER ASHLAND DATE PO NUMBER 20 E MAIN ST. 7/29/2013 11752 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 005727 SHIP TO: Ashland Building Maintenance PATHWAY ENTERPRISES INC (541) 488-5358 1600 SKY PARK DR STE 101 90 N MOUNTAIN AVENUE MEDFORD, OR 97504 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Dale Peters Special Inst: _ Confirming? NO Quantity Unit Description Unit Price Ext. Price Janitorial Services 92,441.41 QRF - Approved by Council June 4, 2013 City Locations: City Hall, Community Development, Municipal Court, Police Department, Service Center, Street/Shop, Grove, carpet and hard floors, per pricing proposal and i costing workbook. Contract for Janitorial Services Beginning date:. July 1, 2013 Completion date: June 30, 2013 Processed change order 07/2912013 11,301.24 Scope of services is modified to expand the services being provided at two locations (Police Dept and Service Center) per attached contract addendum and pricing proposal/costinq workbook. SUBTOTAL 103 742.65 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 103,742.65 ASHLAND, OR 97520 Account Number Project Number - Amount Account Number Project Number Amount E 410.08.24.00.60235 E 000251.999 103,742.65 awC Authorized Signature VENDOR COPY FOR1#3 CITY OF ASHLAND A,, ; e dl u z'ot; tear d Pu ease 0rde'f REQUISITION Date of request: Required date for delivery: Vendor Name Address, City, State, Zip Contact Name & Telephone Number Fax Number SOUJRX~ING METHOD Exempt from Competitive-Bidding ❑ Emergency tel- Reason for exemption: 0 ❑ Invitation to Bid (Copies on file) ❑ Form #13, Witten findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ Stale of Oregon ❑ Direct Award Date approved by Council: Contract # ❑ Verbal/Wriden quote(s) or proposal(s) ❑ Slate of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6,7 or 8) El Other government agency contract $5,000 to $100,000 ❑ Written quote or proposal attached Agency [1 (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES El Special Procurement Intergovernmental Agreement El Agency $5,000 to $75,000 E] Form 49, Request for Approval ❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ❑ (3) Written proposals/written solicitation Date approved by Council: (Date) ❑ Form #4, Personal Services $5K to $75K Valid until: (Date) I Description of SERVICES Total/ Cost Item # Quantity Unit , Description of MATERIALS Unit Price Total Cost TOTAL COST Per attached quotelproposal $ ProjectNumber_ zS1-T9 Account Number 6pt595 5-F AccountNumber-__-__-__-______ Account Number 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support -Yes /No By signing th' uisition form, I certify that the City's public contracting requirements have been satisfied Employee Signature: Department Head Signature: r (Equal to o greater than $5,000) City Administrator: s;000) Funds appropriated for current fiscal year., YES / NO Finance Director- (Equal to orgreater than $5,000) Date Comments: Form #3 - Requisition FORM #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM ,~5 H LAN D Request for a Change Order Name of Supplier 1 Contractor 1 Consultant l~%acc Total amount of this contract amendment: Purchase Order Number: /l Title 1 Description: rl/c t~ $ el~l d VVV c y~ / Per attached contract amendment Contract Amendment hphp~ hp( Original contract amount $ / 100 % of original contract Total amount of previous contract amendments / % of original contract Amount of this contract amendment ~~~f l?• % of original contract TOTAL AMOUNT OF CONTRACT $ < ~7 '2 6 ~1~2 •2 % of original contract In accordance with OAR 137-047-0800: 1) The amendment is within the scope of procurement as described in the solicitation documents, Sole Source notice or approval of Special Procurement. 2) The amendment is necessary to comply with a change in law that affects performance of the contract 3) The amendment results from renegotiation of the terms and, conditions, including the contract price, of a contract and the amendment is advantageous to the City of Ashland, subject to all of the following conditions: a) goods and services to be provided under the amended contract are the same as the goods and services to be provided under the unamended contract; b) The City determines that, with all things considered, the amended contract is at least as favorable to the City as the unamended contract; c) The amended contract does not have a total tern greater than allowed in the solicitation document, contract or approval of a Special Procurement. An amendment is not within the scope of the procurement if the City determines that if it had described the charges to be made by the amendment in the procurement documents, it would likely have increased competition or affected award of contract. Contract amendment is within the scope of procurement: YES v NO' (If "NO", requires Council approval /Attach copy of CC.) Sourcing Method: ' SMALL PROCUREMENT - Less than $5,000 INVITATION TO BID or COOPERATIVE PROCUREMENT OR ❑ "YES', the total amount of contract and cumulative REQUEST FOR PROPOSAL - EXEMPTION PURSUANT TO AMC 2.50 amendments :5 $6,000. ❑ "YES", the total amountof cumulative amendments . ❑ "YES", the total amount of original contract and ❑ If "NO", amount exceeding authority requires s 25% of original contract amount or $250,000 cumulative amendments :c $100K for Goods & Services, s Council approval. Attach copy of Council whichever is less. $75K for Personal Services, <$50K for Attorney Fees. Communication. ❑ If "NO", amount exceeding authority requires ❑ If "NO", amount exceeding authority requires Council ❑ Exempt- Reason: Council approval. Attach copy of Council appro ttach copy of Council Communication. PERSONAL SERVICES Communication. xempt - Reason: ver-a.eJ!04- ❑ "YES", Direct appointment s$35,000 . ❑ Exempt-Reason: QO r01/", aC l+~z ❑ If "NO', requires approval. /1116 , .'20 INTERMEDIATE PROCUREMENT SOLESOURCE EMERGENCY PROCUREMENT Goods & Services - $5.000 to $100.000 ❑ "YES', the total amount of cumulative amendments ❑ Written Findings: Document the nature of the Personal Services -$5,000 to $75,000 525% of original contract amount or $250,000 emergency, including necessity and circumstances ❑ "YES", the total amount of cumulative whichever is less. requiring the contract amendment amendments 5 25% of original contract amount. ❑ If ❑ If 'NO', amount exceeding authority requires ❑ Obtain direction and written approval from City "NO", amount exceeding authority requires Council Council approval. Attach copy of Council Administrator approval. Attach copy of Council Communication. Communication. ` ❑ If applicable, attach copy of Council Communication ❑ Exempt- Reason: El Exempt- Reason: El Exempt-Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT ❑ "YES", the total amount of original contract and cumulative amendments are ❑ "YES', the original contract was approved by City Council. within the amount and terns initially approved by Council as a Special Provide date approved by City Council: (Dale) Procurement - If "NO", Council approval is required. Attach copy of Council Communication. ❑ If "NO", amount exceeding authority requires Council approval. ❑ Contract amendment approved and signed by City Administrator. Attach co of Council Communication. Project Number_e'S Account Number 19-t&2j-M6023ScAccountNumber__-"__"__-__- `Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed. Employee Signature: Department Head Signature: ~S vL~ r (Equal to orgreater than $5,000) City Administrator: (Equal to orgreater than$25,000 o 0%J Funds appropriated for current fiscal year: YES / NO Finance Director(Equalto or greater than $5,000) Date Comments: Form #10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1, 7/5/2013