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Home My WebLink About2013-274 Contract - Pathway Enterprises OF F' «0 « `86y DEPARTMENT OF ADMINISTRATIVE SERVICES Request for Price Approval For Contract # (Product or Service) 41/ per (mouth, year, each, doz.) Total Price: Requesting Agency Requesting QRF: Agency and QRF agree the, proposed price and supporting documentation in ets the requirements of OAR 125-055-0030. date: 1 /3o 11 3 Authorized Agency Signature ~a e.kn-ue>r .tsi,l.._..a.ar.«% /l.y6a ~a phone # Email Address / date: l0 /Z7 I ZO 13 Authorized Q Sig Y 17S12c,i ql qmr, i , cLoc phone# St1~-r~OI-45.5D Email Address Lj DAS has reviewed the submitted documentation supporting the price offered by the nd approves the price.for procurement of the abo a stated(product r service in accordance with'OAR 125-055-0030. ` date: /0// 2v , DAS QRF Coordinator Revised 3119/2013 1 1 i PATHENT-01 DLEONG 3 CERTIFICATE OF LIABILITY INSURANCE 5/101201 DAT V) 3 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 NAME: Dena Leong Medford Office PHONE FAX Paynewest Insurance, Inc. (AIC, No,Ex,).(541) 779-1321 INC No). (S41) 779-9187 38 North Central Ave. E-MAIL g- Suite 100 ADDRESS: dleon@PaYnewest.com Medford, OR 97501 INSURER(S) AFFORDING COVERAGE NAIC0 INSURER A: Philadelphia Insurance Co INSURED INSURER B: QUOte 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 ADDL' SUBR. POLICY EFF POLICY EXP LTR TYPE OF INSURANCE iINSR WVDI POUCY NUMBER (MWDDNYYY)TMWDDIYYYY) UNIT GENERAL LMBILRY EACH OCCURRENCE $ 1,000,000 A X COMMERCIAL GENERAL LIABILITY X PHPK864677 5/1112013 5/11/2014 PREMI ETOa cccun nce $ 100,000 REMISES (E NTED ) CLAIMS-MADE X1 OCCUR MED EXP(Any one person) $ 5,000 X Professional Liab PERSONAL A Al )V INJURY $ 7,000,000 GENERAL AGGREGATE $ 3,000,000 GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS-COMP/OP AGG $ 3,000,000 X POLICY JE ~ 11 LOCI S AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT 1,000,000 (Ea accident) $ A X ANY AUTO PHPK864677 511112013 5/11/2014 BODILY INJURY (par person) $ ALL OWNED SCHEDULED BODILY INJURY (Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE HIRED AUTOS AUTOS PER ACCIDENT) $ f$ .J( UMBRELLA UAB X OCCUR EACH OCCURRENCE $ 3,000,000 B EXCESS UAB CLAIMS-MADE PHUB382106 511112013 5111/2014 AGGREGATE s 3,000,000 DED X RETENTIONS 10,000 Is WORKERS COMPENSATION WC STATU- OTH- ANDEMPLOYERS'LIABILITY TORY LIMITS-_ ER ANY PROPRIETOR/PARTNEWEXECUTIVE n E L. EACH ACCIDENT 8 OFFICER/MEMBER EXCLUDED? NIA (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ II yes, descnbe uWar DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES (Attach ACORD 101, Additional Romania; Schedule, it more space is required) Certificate holder is additional insured per endorsement PI-GLD-HS (10/11) #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 Attn: Karl Olson ACCORDANCE WITH THE POLICY PROVISIONS. 90 N Mountain Ashland, OR 97520 AUTHORIZED REPRESENTATIVE 1'O,.o gqu7lt ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD s►co CERTIFICATE OF LIABILITY INSURANCE DATE (MWDWYYYY) 1 8/29/2013 13 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). PRODUCER CONTACT Marcene Forney Ashland Insurance Inc 11J, (541)857-0679 FAX No, .(511)85]-9883 801 O'Hare Parkway, Ste 101 .marcenef®ashlandinsurance. corn INSURERS AFFORDING COVERAGE NAICk Medford OR 97504 INSURERA:SAIF Corporation INSURED INSURER B : Pathway Enterprises, Inc. INSURER C: 1600 Skypark Drive, Suite #101 INSURER D: 0 INSURER E Medford OR 97504 INSURERF: 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, EXCLUSIONSAND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE L UBR POLICY NUMBER MMIDDY EFF MWDDIYYYY LIMITS TR GENERAL LIABILITY EACH OCCURRENCE $ _ffA_N7AGE_T0_RF_N COMMERCIAL GENERAL LIABILITY PREMISES E. r ne $ CLAIMS-MADE 1-1 OCCUR MED EXP (Any one parson) $ PERSONAL B ADV INJURY $ GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP/OP AGG $ POLICY PRO LOC $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident ANY AUTO BODILY INJURY(Perperson) $ ALL OWNED SCHEDULED BODILY INJURY (Per accident) S AUTOS NON-OWNED PROPERTY DAMAGE $ HIRED AUTOS AUTOS Peracoci nt $ UMBRELLA LIAR OCCUR EACH OCCURRENCE $ EXCESS LIAB CIAIMSWADE AGGREGATE $ DED RETENTIONS $ A WORKERS COMPENSATION WC STATU. OTH- AND EMPLOYERS' LIABILITY ANY PROPRIETORMARTNERIEXECUTIVE~ NIA E. L EATORY I IMITq PR CH ACCIDENT $ 500,000 OFFICERJMEMBER E%GLUDED9 529679 /1/2013 /1/3014 (Mandatory In NH) E.L. DISEASE - EA EMPLOYE $ 500,000 If Ins, describe under ORIPTION OF OPERATIONS below E. L. DISEASE - POLICY LIMIT $ 500,000 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 City of Ashland ACCORDANCE WITH THE POLICY PROVISIONS. 90 N. Mountain Avenue Ashland, OR 97520 AUTHORIZED REPRESENTATIVE s ra Marcene Porney/MARC ACORD 25 (2010105) ©1988-2010 ACORD CORPORATION. All rights reserved. INSD29,,.,m81 m Th. AcrTlan n.nn. enrl In are r.niatf.ra.d mnrlrc of Ar.00 T Contract for Janitorial Services - Ashland Parks and Recreation 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: $51,504.12 per pricing proposal and costing workbook attached as Exhibit C. GOODS AND SERVICES TO BE PROVIDED: Janitorial Services for Pioneer Hall and Community Center, Parks Office, Nature Center, Senior Center, Oak Knoll Pro Shop, carpet and hardwood 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 2796.220, 2796.225, 279B.230, 2796.235, 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, 06118/2013, 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 party 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 inten 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. Contractors ign the certification attached hereto as Exhibit A and herein incorporated by reference. Contractor: Clfv~af Ashland By By `e c~ Sig De artment Head I~ichcrLl S,ihpcon OAJfiKka,~s2 Print Name Print Name C0r,4-o--,6-SeVurces D,tcc9or ghI13 Title Date W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order No. y 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) I 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. (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. Contractor wy t O*pr"sl+ SAt (Date) Contract for Janitorial Services, 06/18/2013, Page 4 of 5 E~ sA F4thw rprises, 14Y 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 are as 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 328.48 332.48 Difference Total 4,229.69 4,292.01 62.32 Annual 2012-2013 2013-2014 Pioneer Hall & Community Ctr 1935732 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 IWA riierpriSe . l lie. Rebecca Simpson; 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 Cell (541) 601-4550 Fax(541)973-2729 F thwav; Enterprises. 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 are as 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 328.48 332.48 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 ION at wnV IF nterprises, liic. Rebecca Simpson; 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, i~'~s f~l.~rct'i 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 A -1 r f i b 1 yo Oregon State Department of nhdrativa Services Proearemeat, Fleet, and Steplus Services 1225 Ferry Sheet SE, U140 Salem, Oregon 97301 - (503)378-4642 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 specification for the project. Each sheet will have an example calculation and further instructions for completion. ORF Name Pathway Enterprises Inc. Project C' of Ashland Parks and Recreation Nature Center 13-14 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) is - 332165 Equipment, Tools & Subcontracting (from small equipment worksheet) $ Subtotal l $ r - :37679' Labor Direct Labor (from labor daily worksheet) Is 2,621 74:, . Overhead See Overhead Worksheet $ 5661.88`. Delivery Transportation (from Trans& Reserve worksheet) $ Total Before Margin $ 9;659:81€ Reserve Margin Held in Reserve (from Trans & Reserve worksheet) `"123316t~ - Total Bid Yearly $ n: 3j893:42d Monthly ».673242454 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 Parks and Recreation Nature Center 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 Needed Monthly Annual Price Per Month Cost Cost 1 SCRUBBING SPONGES $ 1.36 1.0000 4362 $ 16!32:7 2 CREAM CLEANSER $ 3.06 0.5000 1!532 $19=1 8!361 3 #66 DISINFECTANT CLEANER $ 42.40 0.0500 25122 $ 25!4'4E* 4 #64 NUETRAL CLEANER $ 88.00 0.0500 $ 4A 011 $ 522801 5 #70 WASHROOM CLEANER $ 97.44 0.0250 $9023221442 $&W=29!231 6 #61 GLASS CLEANER $ 85.20 0.0250 2[137 $20525!565 7 UTILITY BRUSH $ 2.74 0.0840 $7:.I. 0231 $ 25765 8 ANGLER BROOM $ 6.27 0.0840 $ 0!532 $ 6!32' 9 TOILET SCRUB BRUSH $ 4.35 0.0840 $ 0!371 $ 4!382 10 VINYL GLOVES LARGE $ 9.89 0.3000 $ V97A $ 35'60'# 11 LAM BSWOOL DUSTER $ 4.90 0.0840 0!4.18 $ 4194f1 12 DUST PAN $ 2.52 0.0640 $-=M012111 $ 2154A 13 $RzusFz~mg" 14 $10MEW-im 15 $s $ 16 $ $ 17 SPRAY BOTTLES $ 1.90 0.2500 $ 0!487 $ 5!702 18 MOP HANDLE It 6.29 0.0840 $ 0153E $ 6!342 19 LARGE MOP HEADS $ 5.20 0.3300 $ 1?722 $ 201592 20 ORANGE GEL EXTREME It 8.27 0.2000 $ 1!652 $ 19!851 21 14" WINDOW SOUEEJIE It 8.95 0.0840 $ 0?752 $19W9!029 22 14" STRIP WASHER $ 4.37 0.0840 $ 0137A $ 4!402 23 PRO BUCKET $ 21.98 0.0840 $ 1!852 $ 22516E 24 MR CLEAN MAGIC ERASER $ 5.51 0.3000 5.:uvr4652 $ 19?848 25 $ - r 27 $?rm- $ - . 28 29 $.."rr..f $ - 30 $zW%%§W-TtP 31 32 34 36 $"'00 $SIDSOMM 37 v~fillfll $1190-0"M 38 $131001%.-mA 39 $F&Ego~l 41 42 43 44 45 46 48 491 50 $ ~11&J VA Total $ '327 88 Lf1332:16`. .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 Form #12 J Revision 10-03 Page 2 Supplies Sheet a ° d E °m °m c 2~ w in `o Lt, ~3 it rd t'iv in ~ N N N M N mot ;<z.¢ Ffi x~Y ~ yn E s t s `-a j~FZ ey 'a~g , o > U 3 U E N F om 2 m« c p c m °a m U U v O y c om ° 5". 5 ' ° °O NN Pin do- L u o o ° m om m E s n at c 0 m M ~ 0 0 .W1 ~ C n K { Ai NN ~ ~ m A y m t7 O pp,,.. m f54y /y~,~ C U N C G° ~ O A mU 8 r N N N N N _N N N N ^'N N L~ d E o 0 5 v a ~ « o y~ S 5 _«anN $c m O n 2 Aa £~y vV 8gi o n~ m`o c d m66~ c 2~ J a m m d m 0 oS H c n c 'u m a a wE o z _ o ~ n O6 ~f' m=° a °Sc y p N A G G- W O j T m m y$ O rc E i5 y m z in y w q rn a 'c 3 c a ° mt °ca 2`0 0- o N C m V_ - N 2 C p N o 'Q 6 m 6 W U ~ b m a°_ crmi m m n'c w ~ E uEi 5 c Q Q a.cna ~ c$cv Qw3~ c.:.yE«c_E42 W r v E m°n° 5o`_E v wo`w~ w 01 a Ol u 3a ~a r @_ YU ga da ana m 2= m n n n o @ n m m O w n° u 75 3- 5 n o S m ° m m n E a N u E P A O Q N Z W O C m O O g¢w°iS °o d ;mm s> ¢3 ouw mU~ h m It It n ~ ~ w y d ^ a N a m m n m m o^ H m e n m a N o o It It n n b m x u mm `w °m b d '~c -aYm AA>°~ u~u n `u E i o e ° t X c o^ S E ncT°~ o e n a 7 c w 3Smmo m m M c li _ a Fa J 4°j Q a « m m c n Q wm E m c° o e @ n a s m E F mmm ~U2m O LLO m 'S orc 8 9 e C °m$BeaSeo~mo mo a'mo a'o aeoo~ a °ga 39 9y og€p g $Q g@gg mm ye6 ~SE_ °5 ba ;ccmXXm e~ - ms $Xa ~€Em°z ~ 75 XE ~ eke .€€85~ ~ g@ o~ 6 n HIH y C Qe g X ~g~ ~S$sa 3, ~'R 5ypp ayy 8 g ~'e °8 3 a ~ ~ ~ _m3~s a S ° bfl8 a"g'H ON z e rX $ y ¢ ag 5 gds aESp^ sg xooo 8 gpa _ea m-'. ~ og ! €E~Tb„ qs MR o all a ~m a $2X -$E2 L:1 §52 t9 E~gaS F 9- id! I H m S CE m5E If -a gXeXX~ r £a g miff z E_ ~ 4 §m$ ~eCE'~Q E E~ ° 8 e $m ~ m$ ?EnLE' 4o8 E~S gi ;4. X X^ &E 8 a gg amX a X g C ge 5.`. `$fl $a mB $ Fp f.: E_ a Es£d a~ ~sEp4$ pg EPp Pill ' C of `E a$~ e5$o.e: °E E SF8 dame°gs°°y$ I$3 `";°~a Ea b- 2~aCm3_ i Sa ~mm~5$ g c °e~,cca~ ~p s3 12E a 4.8 EY p` 9~m "-mx8m'~ gE~ P °_~9E E g€ .x$ S lie 8 via -9 ExS $p E$ ° 8X5 ~~m° c g a a: 8 °95ag w;sMg ga: B~$mg e6 'se ®k» Eg€Y€@4. ~43~2acb 8 - gy Sao a~ ~m oooa €mg p °Y- -3pga fl; eg ax 5 T~ { Feoo Sg$ge -E t a`- 2 g ESErv ~•.sE ~L9 l3 .Eyy~&a555<<$ iAy~ me d€;- I@ ~oon~gp$E~ BA ¢e ~$E,7 I um a~ui~u~E_0~rr'3 u.$.g 8a Xmas o^ aeE g an' ~omomE Sg° p9EE ~j` °~8 ag°~a sg F_9 ej~ :g3= "a S ~ 6< OC OyrdwEAO Orepen awtwwr aAd,nnmtratlys 9arvlm Cuabeea C. Proosed Costae. WorbMt Petlmxy Fte«pm City of Person Pala and R.- Nato. Cerra 1}11 There are many different ways organhatlona allocate overhead Intensity (e.g., Percent a total costs, dollar figure sum, as a parcel of direct later, etcy In the space provided Wiese, Indicate how your organization allocates overhead to this particular contract, what hems go Into your overhead, and whet 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 wary a am spoor producer, a MY poAi4 a awkig a says., a chin palmtop el Net Merm 1. Enter Overhead as a Percent or Total Costs reared for wabeee. is mloaete Pee wenuea permmp., ai ee.tu nave lowest rawer Mr ymt 11 W.6 apovaaonnW to bak s year a mac. Me W,a Pee espmdal Ntl treks up Na wanted mY pee waksheat bdw). Nwu are M Seure to Me Res, status., Extent labor end Deity" fer s wall. ones Me figure la wemead by Na falls for Wal cam. The r.vn m s percent tat episodes wand ss a perceMape of arc tb met If snandY remr& ere rwt waflable sbmsm Ne wernaed eapau.. beet ym OR ,.elate eras men u bwt you mn, ma ue Pee ssme lmmOa b Beta pemmm0e. 2 Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You on acv Me solar amount you we ellocely m wahaed In M bw Ilym me mnnemt Nat rm.n resume wahull Items m ft pa Joea.read. Y. can ua Pea Wwlshut as . bad Of resided) OR m leech your men. i. Overheat es a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: Te welmh avMroee nem, ym need Pee M.MaI .scads fa year «owlnCm a 6v'svn fa Me pan year. trout ore Pee cope-Waof PeeaNreantsy dewke.Me, uu Mama Muarenota Is . ebtlenrgMenssolo ba Peecent Dleua kabrae. do ModoM t Meson es ear i0 to m dewed Is s ow Me, Me. Nay Me, A d aces W Me you molar fa smaller, ado conical to Pee nnM year indget. M NM. kaput Nb Pee ca Me UAW M1dr labor nws caft , c flpaw unable as abuse an m Na error and s connod not t re dr. . a not but by your amass a a cr faNe aem<peakd ma urr a tin Ness cam not e arse Iota rates to mms debT Wo on be euNae u mmt semi, 56eeve cam, (amass, pro U.mq. Me curried the cou Coal by 6ysey Me mw rates win donate Me Meldcons) ms worlosteet u pmtd•a loam noun for Me round Into Me mw «deakd labs hours for N. Para wren you, TOW Pmual DOen Labor Hours Ibut Tow ham WorW.t on alav Orientated Da hoof hw mere tired to wmMe. wNad 151 okmGn OyeTeaa 5 Worksheet WORK AREA: Total Annual O dons Mess Pee area below to show how you arrived at the final figure INMRECT costs ORGANRATION MPMTMFNrF NM you show as your total Ovemout Management 5a Management Pamyroll oll iw EExperne Management Manson lUp Mmagemani Pension Man Ran Erwme Sale. a PdminkbNVe Gamtin Sales a MmNl.betlve han Tw Espeme Sees MminlstraWe handful In-rub. Bell. & a Mminletraave Persil flan EvDame Oifiw Rmt erNFp sad Public EdItuburn eaaeraMCMW 6onNyW Professional & Ac«nNp/ Mrt F. rIsola & W«ka Saks Ins Tel pea e .pa Prn RopeM CenseslFeu Dun a atbitunW.aiptims Depretletlm-slice treaty Puri. M. treatment Rmaaske cleaning ec. sseo and Ma maBudussse Olfi.ard RuiW olfiu &PpWS Dan ape 6 Rotor. Rehab Fspense Bad Debts Bah Debts ONer: Carl Mer: Cues: TOTAL INdRECT COSTS e S non MdlwM4rM also an. R Toned 0 DAB Fam 112J Rwwen 1003 Palle 5 Overhnd compumtlm about Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet City of Ashland Parks and Recreation Nature Center 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 Description Service Mile Cost Year Trans Cost 2 $ $ f> 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 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 ry. s Oregon State Departrnent of Auhrdnlstratlve services Procurement, Fleet, and Surplus Services 1225 Ferry Sheet SE, U140 Salem, Oregon 97301 (503)378-4842 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 Cil of Ashland Parks and Rec Oak Knoll Pro Shop Restrooms Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 4182:55. Equipment, Tools & Subcontracting (from small equipment worksheet) $ > 241001 Subtotal t $ 206.554 Labor Direct Labor (from labor daily worksheet) Is 1;966.66-" Overhead , See Overhead Worksheet $ 544.20 Dellvery Transportation (from Trans& Reserve worksheet) $ 291:771 Total Before Margin ....:53009;10 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 192:07 Total Elld Yeari y .'3;20b20 Monthly ^26678 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAWMATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. Ci of Ashland Parks and Rec Oak Knoll Pro Shop Restrooms 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 SCRUBBING SPONGES $ 1.36 0.5000 - 0!681 $ 8516fl 2 CREAM CLEANSER $ 3.06 01500 O Z7A E 98188 3 #66 DISINFECTANT CLEANER $ 42.40 0.0250 V 1!061 $ 12?729 4 #64 NUETRAL CLEANER $ 88.00 0.0250 2!201 $U=26r401 5 #70 WASHROOM CLEANER $ 97.44 0.0250 '$a,,.- 2!441 $ 297231 6 #61 GLASS CLEANER $ 85.20 0.0250 $w' 25731 $10=25!56!i 7 UTILITY BRUSH $ 2.74 0.0835 '$W-M 0!231 $ 2!751 8 ANGLER BROOM $ 6.27 0.0840 $71920100!53111 $ '6!329 9 TOILET SCRUB BRUSH $ 4.35 0.0840 i$VJ ,..Jff0l37A $ 4!381 10 VINYL GLOVES LARGE $ 9.89 0.1500 $ 1!481 $ 17!.801 11 LAMBSWOOL DUSTER $ 4.90 0.0840 $iEF 0!4.11 $ 4!941 12 DUSTPAN $ 2.52 0.0840 : Oi2n1 $50=2!54M 13 $ 14 $11150~ 15 $W.021101111111 E 16 $ E - 17 SPRAY BOTTLES $ 1.90 0.2500 $ OT481 $10=51703 18 MOP HANDLE $ 6.29 0.0840 $ 0!531 $ 6!341 19 LARGE MOP HEADS $ 5.20 0.1700 $ 0!881 $ 10!61® 20 21 $L:. $ 22 $ $Niszmklm 23 $ 24 MR CLEAN MAGIC ERASER $ 5.51 0.1500 $i 0!831 $%M=91921 25 $2...._ - $ 27 $19wmm-mm 28 29 30 ~ E 32 $100 $ilmmwf-Mw 33 $`1a4e d- $ 34 s--affirm 39 $K 41 $$2>cs:.. _ - . S - 42 43 $ "v% 44 45 $ a ',a.~ $5s#.;:'.„ Win„ 47 $ 4:1 $035E~-VtV 501 sweznm Total • 15 21 r$ff-: 082.555 Areas"in g*n•are fpmiul dnven: 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 a 0 r °m E n ° r c u'7 s p3 ~ NNNHN O ~ O U + mWJ p N FS 4p O~> aU C: E f U I D n ~ m x° ? O D ~ o D U o ~ V °OO ~aa u 16 u o n • mpo `m 0 5 aX z co v v J6N w a 8 N N N N N N 'N N N N N N N N N N N N 'N N p E @m' f - 2 Eon 9 a - d °p u t6 !ss. N C 0~ a O ~@ N N ~ L N m= G i C a. .U = E E 2 S 'a E a@ xE~c $D `m f n.. -'Z c 2 n~ ~ m c_ a v m d v= a a c_ ~ c uvEnaE o m a o° - ~t'gms`a dm o~ c am c~ o p )i. = T~ $ N N x g c O9 aF a'=nE C Y N m-m v0"- o ` E^ ° O° a n°ru,n W og v a Sv $ m w x m U' ~ ° S m 'u « $ a a °c o K €a=°~.Y n2v= _ _ _n v m n v u ~N ~ F3 @°"° u TU E F @m v'"v£Sco Qm~'amm m°v c ma n'c3 mEuE LE~n K °o as n -u q$oa cmrv vcaL 3n `tea H~ c `m a eQEn S@-mOEo "~Y 'ac mas a.a 2wc - u v m m v m c v T Q U O n@ J ° N U Q 6 N (p 6 n `o m c« m d yc g¢w°°u tr-i ° o ~S°3m ¢~3ncE ~`d NA=Ci" ~E o°wa `o $ u N n a n m r m m o N m a N m r m m o u u o o u n n N ' m m~ ~ N D m `m ° ~ D a a t c - c L w D Y~ U j U n m~ Erin ~ m c `o- a ~ Em na.n~ L'aD J w' of o`m°9 ~ ° o ° °aa „ yom4 :3 ;~e s F C_ N C L C T Y m W C d e N lq7 g L°a °oa° J@J a u~ rm d 6 mm~ a~2m G €9 N S OK @ ssBoSoo°e°sses8ogoo=. a s~ gg _"s S °2 E. §s ma - apz :$g8 g Sa $ a z R'pe Sr - ~ € Zy 2 8 "g $ eRS nP3g a Y 3 °9 a$~ s°s;~g 8 a _.1 Em s ~p Fo € p" a x ss sgsi f m gos QLa g AM!. p!Vj g8 S9 F $ Ey @i w Sfs e~g~6 a= g E~° s`~s, a ge ' g d aae re$eya~ x Ht s` ° s8 SS o ~ EIS _E3$~e S cQ . 8 y$c E51 ~ggog° s SE 8 gg s- eqs °°c :€s°gF~ ~ :8 b~ ma 8~8 m§°~9 ~p uy . D o QLe c8g 9gS.2~' Oe rx $u a~„ ax~ @f Em aE ° ee$a €E zm ="sa t- Fs o d^ o ~ sg sen ez $g L~ 2~ ae g8. `g g ss ~n 5 80 5 L E -Emm 88LLO 9 € $ a.Eon ss; as z~ E $ S~ x~ 8 ~ YS88~8 $ 9i m8`v omS$' °Y m8 mm ~ _ x' bCxSgm mm q0 9 ~3L miFZ £~y em m~0 t.`os g8m ~v= ~mges z$ 2° 8 lit 3m:Bs .!s Fe z . 3" y-'- gSS°98E.°:g 8 a°x e982 cS 6a vi eM 4,~m`"-88. .fib .BS~Sg gg seo 2, BB 1, 5 .jo -J! s8S s°°..»ES a@e ms 8E"B"SE ay° saga„ z~ s= "°^geo OE Z gomu Ia m`u c~uai5 a~~r 3 _ av°:~$ o`P aSE -SSS"@ 5 'nB 22 WOAO~~ s~gg A « B= oVERHUID Usages considered of AdmNia4atlve Servlus Quadded Cm", Prolecl Cos6i9 Wo,bM1 Fachan, EMWrhe CM of RaMaid Forks vM Red car Ynce pro Sbep R... 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 men Mar spent plasmas a final assumed, or prnWdng a service. a certain percentage of Nei Mar a 1. Enter Overhead as a Percent of T9tal Costs isolated for examined. To uIdUdo ere -ahead percentage, K is beat to bass Andre l redo. M your 11 p0% aganintlea MM ga beak a year d more. Add together me...and.. Md make pp Ne -ahead wt (see wtt Wlea! balowl. Now eM Nh figure to Me Rex maleness. Diad labor and DelWery fore told cost. Divide Me figure M ovemmd by Me film. for boll waft. Ter recub he e person Nd nplnend mabeed es a paceda9e of Me Wes oust If Indexes records are rest readable namtlv Me wemeal expenses o beat pu OR con. -1-1. caner waft n but year dn, end tae Me same fdm6 b ad v Percentage. 2. Enter Allocated overhead as a Dollar-Figure Sum Dollar-to . Sum Method: You cdn enter Ne Mear amount yes we Mlowing to overhead m Me box If yen me cwndind Net you can ellwfa -ahead Hama to Nia parEWar prelvct. Yw yon use Nv WwkNVet u a tad (Itnessup OR biamfy your eosb. 3. Overhead as a percent of Toted Direct Labor Hours Percent of Total Direct Labor Method: To Identify -wine.. you need ere Mendd mards fa your .,ml . a session fa ere pat year, eput ere Me coed of the cnNe erNN u detailed be-. U. Home wNGI ere eat &Wed blow aMW be blPLL nb the ceN mnYad ' ere ;please nrLM a deaWplm. What you ve a*, 1. do... Is a percentage, NereMe. M not pros, the expensea for Infletlw or to commit to Me current year budget Next. input of Ne cell babe Me total &ed leap home per out by rest entire prediction for Me same padod These figures should 0e found in Me yew end paying raper. Do not nduM M1wn wNch can be clad fled m management in admldstradve coals. (Including Mess wsb into Me died lead has roes vu mile. Mya. aeati rna battered all wmputs Me mores" as a tale item cast by ronMp Me tam prgM.d lead boa for Na wntratl nto Me bW wdected labor hour. far the anaX year. Tied Amutl Drat laba Hau. Input row from warlaned on aches Dverbead per labor hour s - Time recurred to complete started 113 Total As. Ovadwd s Worksheet WORK AREA: Total AnnuaIOperations Use the area below to show how you arrived at the final figure INDIRECTCOSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead shimM mmu Sem. Manegemenl partial Tax Expasv Management Medical Imuralce Management Pesetas Ran Papaw SWS a Adnlnistredve Sdalea Same a Metabolisms. PaPOe Tax Expense Use 6 Administrative Modest presence Sesser 6 Administrative pension plan &I muse Office plant downward and public Education Background CMCb a Ultmate. professional a Attdnanp l lwda Fees Tnwng ewalor safely ex ee„c. Telephone IlbYtlos Re TaxewLCensearFem Derr & n seaaplaa Droredaua.oNce equepmipm Domote& n.deceea.d p of Mak MeMennoure idearang romote a aM edn d 0111.Emp Read OM. Sales M. postage & 6 Fie Frtld'it ReeW Baebts Expense Bed Debts r: Ma OMar Caer OMer.' TOTAL INDIRECT COSTS $ f d"adeassagerseres slims Is Tan D DAS Form a12 J Revision 1043 page 5 Overhead computation SMet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet City of Ashland Parks and Rec Oak Knoll Pro Shop Restrooms 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 ORF 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 Description Service Mile Cost Year Trans Cost 1 Service Vehicle from SOU 5.5 0.51 f$n~2f81 104 291Wf24 3 $ f$`1r 4 $ - $ 2.81 "2917r2 Margin The law allows a "margin held in reserve". The margin % can varydepending 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 Program . Oregon State DepartrrerA of A~nlnt.trathre Services ProeuremeM, Fleet, and Surplus Services 1225 Ferry Sheet SE, U140 Salem, Oregon 97301 (503) 378-4642 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 Palhwa Enterprises Inc. Project Ck of Ashland Parks and Recreation Office 13-14 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 33219 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 44.03. Subtotal l $ 376.19 Labor Direct Labor (from labor daily worksheet) $ ..3;526:75' Overhead See Overhead Worksheet Is ~.:861.6ga Delivery Transportation - (from Trans& Reserve worksheet) $ Total Before Margin 4,764.63. Reserve Margin Held In Reserve (from Trans & Reserve worksheet) $ s 304.13. Total Bid Yeady $ 5,(68 75 Monthly $ 422.40: 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. City of Ashland Parks and Recreation Office 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 flaw 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 Rem Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 SCRUBBING SPONGES $ 1.36 1.0000 $&a 'LPAP369 $ffz%'- 16'32=1 2 CREAM CLEANSER $ 3.06 0.5000 $:,''FSP.531 $1I1 B!36',° 3 #66 DISINFECTANT CLEANER $ 42.40 0.0500 $.~.'=i&+) z2M21 $ ~Z25'44_<. 4 #64 NUETRAL CLEANER $ 88.00 0.0500 '0-IMW44401 $ 52780}; 5 #70 WASHROOM CLEANER $ 97.44 0.0250 $''"°sNZZZ4'41 $ 29!23'# 6 #61 GLASS CLEANER $ 85.20 0.0250 $s$>2i?2E131$ 25!56'$ 7 UTILITY BRUSH $ 2.74 0.0840 ${e:231 $ 2:765 8 ANGLER BROOM 6.27 0.0840 '$YPX 0T531 $ 6!321:' 9 TOILET SCRUB BRUSH $ 4.35 0.0840 , 0!37A $ 4!38'J 10 VINYL GLOVES LARGE $ 9.89 0.3000 $R%=2[97A $ 35f60m 11 LAMBSWOOL DUSTER $ 4.90 0.0840 $ M0'4.11 $ 4!949 12 DUST PAN $ 2.52 0.0840 $VR ZW- 01241 $ 2!541 13 $7`$ - 14 $1 $1199mor-W, 16 $ 0%V0K-11111151 $RUAlof-Zm 17 SPRAY BOTTLES $ 1.90 0.2500 $°-W7, 0!'A81 $ 5!701 18 MOP HANDLE $ 6.29 0.0840 $3k'4. 0?531 $ 61341 19 LARGE MOP HEADS $ 5.20 0.3300 $ 1)721 S 201591 20 ORANGE GEL EXTREME $ 8.27 0.2000 $V19=1165111 S 19!851 21 14" WINDOW SOUEEJIE $ 8.95 0.0840 $ 0!7,51 $9'025 22 14" STRIP WASHER $ 4.37 0.0840 $i4AiM0!37A $ 4?401 23 PRO BUCKET $ 21.98 0.0840 $ 1!851 $ 225761 24 MR CLEAN MAGIC ERASER $ 5.51 0.3000 $fY':.leAP651 19`841 26 $192osoLM10 27 $fFAIMW-WO. 28 29 30 31 $"RMRAR=7 Z" 34 $6V§VdW5E0 burTaY'. ~..Pi 35 $!41' 36 37 38 39 $ 40 41 42 43 44 $ 45 46 47 S=t""`x $5 48 491 s i. $ 50 Total ^S 2768' S' -x33216' .Areas in green are fbanula:Crivew 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 0 r v E m 'c N O g3 "t3 ~s :3, a «C bfpNNH E Ll N O C O O ~ O O E ~ ¢ U ° n V r E ~ F O m c U o " ~ m U N C 6j p~. I iN r~?cr. .C `u o o n m n o o S ~f a ~ c 0 W R o a ~ N 6 M M W • a a m n o - = nm W 'off S pn °u N 8 « ' N N N N`'^^ N N N N N_ _N N N'^ N L S n O ~ n c a u xm O U r$ = pyN ~ c m = m W o ~ ~'o `0 6 _..Mn ~a m ~E n O ° O T y N d L U «N ° ~ ] O C '.WC D W W W W n ~ >„c vWaa Edo a c r ° p, pin ~~u°iE - O ~ m m N 'J U ° O T O a° ra~° i j 6 r v y s V S a v a O C C C: V~~ T O U N N m b ° - E « - ~ a. n °m a w a~ T W d` W GGa a'mJ ~ K E n ~ N m z E~ °y a r o m a _ s a roe a m'= E 2~°cg c co3 o m ~2•a NN Ot'2 @° w m ^J E SK ~ u E E w <"ma v m~01 $ma° n+3zQ c O a D y- U A w O 9 P r W W W- T ^ T T S E° W G w J d W o a a a v T a W H c q e o a p p a W«6 @- c° cYi~ arm me~mav _n ~`o m UQ~ Eae" o3'uonm m2.5 G C N N E U n n 7„ c cJm aU W t n N M' E QQ c5~ o o~~. °w fN ~Q3 M U w mU ~U C w a v o mom ° - W a m m n m m o ~ N M a m m n m o, o v v v v o v v m o m a N m m m y m -'c c m ° 8>> U, U Em nTn~e ena ~ O1 IL C 9 0 Y J O U Q Y ~ C ~ e' t'6 TY .2 9 - 6 ~ _ O C Q N Q o t°n o.oQm J @= n xd m E°c~ cc9p n E~ mmN _p2^m O o0 - LL N Q N ❑O 8 9 r .ag$evoooOeseaosoaso° ~ R 3~! 58 ~ me 6~@p e~ a ~E man ~ =m° Apr s°g' ss°a 0 0 ~ $e3 ~mmz g gr Lca Sg xF 8 4~ d° ~,7 ~n• ~ oft £g~~€ g `-@ a 144 @ ~"s X ~ gF~ "~sa P: H-11 H G3 E.„ cm5 g ~ Eg m T°5 °~'i4 cc ! °s Piz gma~s a ~°s 5 W Ea l; ~je Y 8g ; a 'o ~ ° 6 smq ~ a % = z~9 ee 5 _p e € ° s~ Ee aEsg 5 ea ionsi E~~~aE § E_ ° ,E aEp~ F sffi es °s peg €€3 ~ z` ' oa ~sg 8 s .e °F - agE aR •L $X 'fie °a 5.p$Q 8E Ee !~Q En ,~RmY ~EP e~E'y $o `m 8 ~e X gp $gv "CBRF E~ ° CX" yE 2r ay! °m _S aac '.2-- ~3 tm` 'F g38.bE Eg 8E ~ r=0 gB SSe E= s° Fmk ° $ E° @3X ~aT~ 'ems Eg m F =m n% vgR3~~°m 22 a`2p 2a °n 4.g ` °@z•tt nm ampp E3 C ` E-c 3•- r~ °8 a°~Ommvs ° 5 a .L€.8Y 8' ° €a F.gs FF 8 a::: z rr,.pg`° ve` °5€ ,Smaga '~E k 8~_ y°~-_- g'~a__SSoo~sO 6gY. ~`g ~ ys°e ~E'~ a1 0 € 8Es3~y~~°8 3o$2z 13 En ~°'S832=33~E.;ga~ sg E _o _vo_n'-~m=:°E Fag- '=o~EB~ Y m aE ue R ~"a asa Egas"a~ E`I'~,a§ :o m@z gE $ I@N@pa~z ~ z€ aa8e ' QE3 ~m SS°00t amci cgumE_°~Fi-i-3 oanE_ HM o. a:E 3~aa'aE °~~$9 =8 ms Q p <6 OVERHEAD Oregon apartment a /ldmmbb•W axvla• CNam ead Cub Protect Coning Wasteland Pat way Enlarprb cars of ftHwd Prkn and Recreation Office 1 Me 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 presided 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 BELOWI Percent of Total Cost Method: For I danker spent producing. noel product. ar providing a •enlco, a urtein percentage of met ddlar is t. Enter Overhead as a Percent of Total Cents ngmed far avemead. To oawla• me overhead pe,cenaoa u a bum hme nnandal mcwds far yaw 1T taco are.nakwvingoback.yaa,bmwe. Abdlog•mermeeapendtammamakew Nemaneadwad(see workaheabelaw). New add ml•nareame arw m.edda., Dk.n mar end DHNery fmaahl test. DNlde a. ease far memead by Me awe for Ida cants. The revue ls. percent mat repreweres matwd m e parcel hg of me taa we If nmnaal records are red M ahbed rk me oamew expenses m bar you OR mNn.Isoffer cow be ben raw cam, art use me ware naendaa ga. peecmlage. 2 Enter Allocated Overhead as a Dollar-Figum Sum Dollaree Sum Method: You con what enter Me cake We prw we prou5np Yo w In ma boa Bvmu.. confident Met you can amount slowed iryour lams 0 We pertlgesr proper you vin we ma warbM1eam.ma pfneeeeei OR to Ickedir your 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To Identify overused outs, you need Ne financial records for your wgaNZakan ar &WI tar me pmt yew. Input an Me cosh of On tathe enkN We warned baaw. Una Items wMN we not detailed below.nwm be Input Into me cells marked 'oNer'; plena. Include • M aaipkm. Met you we hying to determine as a perea rage, Ncelwe, ale not gross up the Zpenam fm bottom ar to conform tote current year budget NeA,Inputlnbm•cellbamvmet lWr aborhw paid by your "I.,,a ken fa me.tare pence. TMae naum should t• fond u me year and peace repot Do not imdude Iwun m1tlN un be tleuified u manpemaM w ednnutraaee earls. (IrxAaSrq Neale cab IMO me dr•d Mbw M1wrrota!WWn•b M•cbacaro Ywmpuaesmx m.Fe Cem wet ay 6vldrlp ms bbl projected! labor Irons 1. me cMratlct veo Me me c Wal ggecled Iebw M1wnn la the amaA year. Tote Annual M. labor Havre Input TOh1 from Workeheet on Below unwed per tabor hour E ume«gwedwebomaemeted m3 xnlam orernw s Worksheet WORK AREA: Total Annual Operations Use Me area below to show how you arrived at the final figure INDIRECT COSTS ORGANRATION DEPARTMENTAL Nat you show as your total Overhead Management Sam Management Paylrdl Tax Etprache . Management Medml I.. Se:: Management Peradner Man Expense Sales s Aaminlatreuve Sabdes Saes a fWminletratpe PadcTm Eance Sam a Pdministretire Mwah.Lawrence Sat a PM,iaatrmre Perelm Flsn Evpeme Offince Rent ANVblrp W Ptraffic Eau. Frascati ok"e a Braehais Rof•Wwet6ACwmf /Ptldt Fees Insurance Worker Safer, ary Ina Tallies e Wllkn Properlyuecher mevFeu Dom Depr amecen s-optiwe ntce Inadag Deww.uar ew egdpme Ruralina ndad , Cbeagand! Mr sel Office Eaulpwent armment R.ur . Ral office Su 'plies postage 6 Freight Rehab Bad Miscellaneous Expreare sae Debts omen: omen: omen: omen.. TOTAL INDIRECT COSTS E E I 'a ants -'Toa O DAS Fwm a13 J Rays. 1e-03 Page 5 oriented Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet City of Ashland Parks and Recreation Office 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 dock), 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 3 $ $ "MMWWI. 4 $ $ s" $ 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 Program . Oregon State Oeparfrttent a i1rdstratke Services Procurement, Fleet, and Surplus SerWees 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 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 Cit of Ashland Perks Facility Floors 1314 Executive Director Signature: Raw Materials ' Per Time Use - Supplies (from supplies worksheet) $ x575:30. Equipment, Tools & Subcontracting (from small equipment worksheet) $ .?213A1' Subtotal t $ 78871: Labor Direct Labor (from labor daily worksheet Is = - sec -:2,28341 Overhead See Overhead Worksheet Is F67826:. Delivery Transportation (from Trans B Reserve worksheet 0 Total Before Margin $ 3750.38 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ :#239:39: Total Bid Yearly $ k +3;98997:: Monthly $ '°`•33248- 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 Parks 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 & 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 Pro Strip 74.22 0.08333 $ fO 651811 $ " 7.4=.22; 2 Optimum Finish 10.2 0.3333 $995803401 $ 40'80;; 3 Grease Lightning 8.64 0.08333 $ :4t490)722 $ ".6'8!6412 4 Via Fresh Lemon Drop 15.81 0.08333 0'113211 $15!819 5 Defoamer 116 0.08333 1!3311 $ 16'.OOe 6 Black Pads 20" 4.45 0.3333 $ 1?4811 $ 171.805 7 Green Pads 20" 4.45 0.3333 $e:" 41?4811 $ 171.80N 8 Doodle Bu Pads 1.8 0.5 OM 0!903 $ io?803 9 Nuetral Cleaner SE#64 22.81 0.08333 1!901 $ 22!815 10 Blue Tae 8.26 0.5 45133 $49!56!: 11 Ras 19.99 - 0.0833 $ 1!67A $ 191980 12 Carpet Cleaning Solution SE#62 19.05 0.0833 $ 31!593 $ 19!045 13 Nitrile Gloves Large 7.85 0.08333 90`.653 $ 7!8533 14 Finish Mop Heads 7.21 0.25 $f 1!801 $ 21!6311 15 Mop Heads 13.11 0.3333 $ 4!37A $ 52!4311 16 Mop Handles 7.59 0.1667 1!271 S 1551811 17 Broom 11.67 0.0833 OTWA $ 1,1!67$ 16 Dust Pan 6.29 0.0833 $ _ 0?5211 $ 6!29$ 19 Finish 12.25 1 $919 12!2511$ 1474003 21 $ $ $ - a 22 $IMS011211111111 23 $t°° - S 24 $y $ 25 $r7 $ 26 $ $ 27 $T"- $ 30 $11102~ 31 $1.''ca $ - 33 $"'u7 $ 34 $210mimm 35 $121mlr-= 36 $rti - $ - 37 $19-%Lqw-2& 38 $._....r $ - 39 $ s $ _ , 42 $LML~~- 71t 43 $'7,K+.`x3'' $bziy'.`3+;1s 44 $W 45 $Sz-~w 48 $d•."3'rs rind $715,, 4911 $ Id iom ' $3m 50 S S''. 5<"' Total 47.94..$..... =ia575'$0` FA-reas!n green at 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. 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Ea € ggH _ ° a_ r8 fl. o; .eoS r zC~gsm~`m c5 i8 `m EgS~p°p a=a Ye zE z g$. = ..g g°~~_m-=»am ~8 `sEsaB gL ~ ire°e~°'r mom: i'°§ESPd 2,38 .~~E'~ e~$ € 88E3~E `8 'SS ~J' SL ei-va'--Amy"6m 8$2 CC sss t° _ Hg q `y__e LL-= i°~s EEEE'„°'$a $8§~ E gy ~'g €E€eE sRu y~ B ~ ~.Sg-E 6 ssy§ ~o g$g E Jas°_gii ~~=°eo L g0 x%34>; Ycy~~55 pa@ pEoE m.e 5`suu ~e~e c2~2E` EGe~ m8gd ~8E36 ACV Sad- noun°a°z°z° ¢mucguu-=°°~~-~~3 _ $e' _ o. aSE g €s° cases s9gij$ `s s « oVERHFAo olpenOparN,mt olaamNHnMheaenlne aerMae Co. prettiest opening Worksheart Paervray FMeprla Cry, of ReHma Parks FadIIM Fban 111. 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 span provided below, Indicate how your organization allocates overhead to this particular contraM 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 Coat Method: For cony dear were proeuckp a anal Moreno, w plerla:w a sepd a cadtln gmcenmgs of met dollar his 1. Enter Overhead as a Percent of Total Costs requer.d Iv everbaa. To nlulale an ovednaa pmnnpoa. tl u beatm Hale mndel nwrea kr year IT A. argMyapmn Most,amkeyea arnmes Ptf lopWlerMnpenat~~ Tn make up Ne ovttM1esa wet lsea wwMMea aglow). Nvx ace] tlJe aWre la Ne Pax mslmltla, DirM idea dale DeNery mr. mW wt CYWde me figure fix evmMad by an figure /a mml awb. TM least Is a percent Are represents m'mhnd n a pommel, oltls marl coal, .1 fiuntlel remh ale rot Haled. ndnW ma wvaeal nperew as beat you OR , aamae cow wmh n beet real cues, And use me area formula m eel A panprrcaga. 2 Emea Allocated Overhead as a Dollar- lgu a Sum Dollar-Figure Sum Method: va w mw ale Items Able pr year reamount ou ceyerhowed ore we Me WAs, ba uya ar b W At neya real ebcos weary c Items W as praola project You canwale abMetr Aand(fmadldsd) OR m loosely Mary arm. 1. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: Ta of le.M M sonelseefi awn a , you deieea nn paper. U. ndome wonce etree ,wt wprunam, devoted IMn w ewMead w, bar be a AreMa pal nmMyem e Sa; Plead once. .lrom al ale conot . , r. r, to deM mM n . As a percentage MureMe, as w an or a Mn npmnsa ' for t or W perform eMe currue e b to Input auto Me all Watimvcmlamb aleArm year r Wages.Ntred oa be MNe band ud all me year Me end elml pantd ro M repIeao. v a hours not pan Od by yore man wganlzeMI for le some nagea. Three figural sare inGUMM1wrtwNUI can be <le refort or management or l com, sbave including apen, mead cosh into Nedlaa labor pervao Tarftl twewmmnemefor Am vern Md as m .enan. ism cost ar dvimng memall ptoull ted yap dream m. oo h a prela+.a new noun /w Meale pwo-aa a as me e mw wgeMd label hours for realms 'Mn. Tons Amara oven bbw H. Input Toll from Workahea on Co. anhead per label hour s mereRmredmmnpneewwaa 131 alai Assigned Moderated Worksheet WORK AREA: Total Annual O rations Use Me area below to show how you arrived at We final figure INDIRECT COSTS ORGMIUTON DEPMTMENT L in& you show as your total Overhead Managemmlealarln Management payroll Tea Eugene Management Medal Ingem- Management PerNm Ran Experts Seks aMnWaaaire SaIMa Uses afdmWsbmve Parma Too Expew' San a Administrator. Met. Nuance Ian a Adminlsbate. Paniw glen Expew Office Rent Ldvemrb, and Puldo Education Background CMCb a U,nalyals Ro/ammo a Aevnlnp / Auml Fw TenW06 Waken Salary hmnnxe Tel pe ops propel e RapmM ubscrenotneea/Fen puea a SuMnipawn DeRedmrwmu dmaro oepredam.omom s efia- comvm foral m-lR l Mee mIt an Om ant nf ap Office Su,de Poslge 6 pin panel protons Relub Moducallarseous Expense Bad OMn ON.:' Ores.' Other Omen' TOTF INDIRECT COSTS 5 S cRFavaanalareM1Ybp "so }IFY Tabbe _ O DAS Fare 212,1 person 1003 No.5 Onemead compunction She Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet City of Ashland Parks 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 ORF 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 dock), 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 Description Service Mile Cost Year Trans Cost 2 $ " $ r 3 $ $ 11V ml= 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 Program Oregon State DepartrixM of InIstrallve Services Procurement, Fled, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 - (503)3784642 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 Perks and Recreation Pioneer Hall & community Center 1&14 Executive Director Signature: Raw Materials Per Tim Use - Supplies (from supplies worksheet) 8 +No`iffi7129:76€ Equipment, Tools & Subcontracting (from small equipment worksheet) $ 44'032 Subtotal I S ei13173~79F Labor Direct Labor (from labor daily worksheet) - .SS'"+,13;8581049 Overhead See Overhead Worksheet $ " , 33407:9 Delivery Transportation (from Trans& Reserve worksheet) Total Before Margin '^'rR18472161n Reserve S `w?;; r1. ""%15179V03 Margin Held in Reserve (from Trans & Reserve worksheet) Total Bid Yearly S - A_. 19:65W2t Monthly $ " 'a'.'SPS?1;637:64P DAS Fonn p12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. Parks and Recreation Pioneer Hall & Community Center 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 & 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 SCRUBBING SPONGES $ 1.36 3.0000 $n,.AeWX4'08l $ 48f96q 2 CREAM CLEANSER $ 3.06 1.0000 '.$1 - 3!0611 $ 36?72u 3 966 DISINFECTANT CLEANER $ 42.40 0.2500 $',!A=1076011 $ 127420E 4 #64 NUETRAL CLEANER $ 88.00 0.5000 $="44!003 $ 528!OOU 5 #70 WASHROOM CLEANER $ 97.44 0.0250 2?4'43 $ 29!231) 6 #61 GLASS CLEANER $ 85.20 0.0250 $PWO 251311 $ 25?56t 7 UTILITY BRUSH $ 2.74 0.0840 '.$Mik--20!2311 $2F76R 8 ANGLER BROOM $ 6.27 0.0840 $L--,9=0!531 $ 6?3211 9 TOILET SCRUB BRUSH $ 4.35 0.0840 '.$14' 0!37®$4!38a 10 VINYL GLOVES LARGE $ 9.89 1.2500 $s'MM121363 $ 148?3511 11 LAMBSWOOL DUSTER $ 4.90 0.0840 0!4:1® $ 4?943 12 DUST PAN $ 2.52 0.0840 $ 0?213 $219=2!5411 13 $21091~ 14 $Emffimlcm 15 $1w"e s - 16 $ - 17 SPRAY BOTTLES $ 1.90 0.2500 $ 0!483 $ 5!7.03 18 MOP HANDLE $ 6.29 0.0840 $ ` 0!531 $ 6!343 19 LARGE MOP HEADS $ 5.20 0.5000 $ 2!603 $ 31!201 20 ORANGE GEL EXTREME $ 8.27 0.2000 $ ' 1!653 $ 19!8511 21 14' WINDOW SOUEEJIE $ 8.95 0.0840 $'wt-. ON53 $ 9!023 22 14' STRIP WASHER $ 4.37 0.0840 0!37/ $4!4011 23 PRO BUCKET $ 21.98 0.0840 $011§1511!8511 $ 225169 24 MR CLEAN MAGIC ERASER $ 5.51 1.0000 $!'".„'i115!61i $ 6651211 25 smogaarm 26 $NmONR-7~m 27 $Emvmlom 28 $,'M V5MM'M $BEBENMM 33 $MFAIBWOM 34 $F. $ - 35 Sd4ssr.. $ - w 36 $1099AR-Y-93 37 $FABEW~w, 38 $313PS&MWI 39 40 41 $tz~ 43 44 $1 45 Vz~ 46 W~ 47 $ 481 49 501 Total $ ' r`94 15 $ .+`:1;129'76`: Areas in green tare 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 412 J - Revision 10-03 Page 2 Supplies Sheet O O F E °m d 7-7 Q d S7 N O + a rn 12 P m m Yt 5 1* ~ YCC 4V1 n O c E U E ' Y n b - m° ~ u r c U o °m m U $ O N c o•u I r o ~ N w 00 ° V ~f y X c 0 a a mo 06 o `m m o G y L n Op 0 ~ O 1, Ned ' ° c O o. m ~ a o m 'm_ P c ~ m 'a C N (V N' N N N N N N N N N N CI N N' N N_ N n ° E Q P ~ ~ E 2 m P m u u a'; d u~ Co j d `o m mN $c m n U n m¢ E a n c Z c `o c a y m y a o om ::a mt g m`w o c ° 60 '<>n~adod'cE E P @ a i x: a a~ 5 X a a ~ n m y S o°£ t w N ay T $ v 8 i y « n°ua w v~aam`y$o E y r `O1 U' A yaS A oa a c - ~ E a C cn ~ Ova ~ nu m o3 E a ~2' n22a o N N c0 R N~~ ~ 2 d. y m d 6 5 ' ANN . a °n m m a° n L~ Z A E ~ E g E E L W EL a E d<' m$Eg w°o°w~ rv y oa v 3a Da F _-a m Po `'c«o zo '.mc-a 01p 'o a y w~ m U Q° o c w U~ c m a? Q m w a E E m E N m m H u n° u n - 3n m m a~ mm nE:!°Y' E Q 'c'm m- ° @$ O¢ uc a cow o c .0 0 ~ ~ `o m m ~ N m v N m n m m o ~ H m o N m n m m H u o 0 0 0 0 0 m a ° d N K m m m P ~drem eiXe t°u° cea~°° y p c W o m y d g m :@ C O d ffi ¢ J ~3 c~C' V T% ~ a L d d ~ ° c d d ~ Q~ q~ J e N C m} ~ y d T O 7 E ° p C a cPm F mm~ ~02m ° LL N N > ¢ d ❑ R' ooaovee°esMood y a 3] f3 » HLL._ g i e- < ~ ~~~a~ E gs Sa E. Hp2 L$_$S y e €ag ~~$g° s' ~s 3" ~ ese ~EPS~ E d ~j a°sE ~E4~g ~s g~ $ de`s ~E~:@ € s§ _ _ gePffia : $m e° 2n » x ~ P€ sy ~a o gg :~"8s £ =g g ~ ~v ~a3 EC° E an z» ~ u5 tis$$EE rie_~ a: `s - bag 9o3$g.. g: 3 S gin vn ~ 3fl -Am a $2@:Ea i E~ ie ~-a asL:3o Sa A°ag9a~:agr y o E_ 29 tie°z to °S t mgr SS r $Q $~n ~~~$am 4. na ° ° ~ mC'm AoP ,S t~ my9 !5 A ~B ~r8 gz¢ #s g;s E~ OC Pg a w'~ FS•n sBreEE m E pp~~ E~ ~s°~g ng gg al 11. g Se~~ 00q _R 2&^egs~ enpeg°e~ i$ a ~N ~a ~93 a$M=~$ .a Ste: E i C8 xxx» an eo ens€~ =g 998 .2g ;FS88 to' Ba € ~5+H8 -~da~. e€ S 8 - - ~ ~ooCa a45 n° ~3H s-€P~f a 'S €fl LL £Rp`~p`~§° T~6 2~~ 5 amsee ~3t~ g Is; I. 1g gS3'E8~88 ~ 0S B= Mdog 8°a ss ~H.~a9s~2~i8.9 `ePa'~~ 5 H p ap im 3 ° ° 6L E~`p-ooa' F o`~m PUBS loll 11 F $HOEa 8°is a Hilo O H=8 o s°8 8'f `Vi'a (&°aassas „smE sl ° 1~ m @~e. 8 s`e ~^mo~~~oaczgH~o °E 8g ~z~eg.. Sbf 3~ g'om~ _a`i`mciuu<<o^^~F3 LLa:P ao°Png o`^ a:S _mo= @ ~EEra ~ .1 ml et! @g ~ o « as OVERHEAD Oregon Department of Admmiswby* session, OverMSd Costs Project Costing WorkshM Pearway Ental Parks and Recreation Monew NO a Commurcry Christ M14 There am 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 span provided below, indicate how your organization allocates oweh d to this particular contract, what Items go Into your averaged, and what mat 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 Me, ipeMprWUChp a final prat, a pwlMp a setHa, a "Main percentage of hot sooner u 1. F_mer OVedaead as a Percent or Total Costs repdred for wemead. To uk4ate he menxad Moo mph, rib bed to haws etvtlal rends for your tTrox propose-he ra Muds. >ar name.amconsole aor sympoleam hu mete w er werawd mu (a" waFNM taw.). Now." au aprte m he Raw mMWels. DtrM labs era De➢vvy our. mod "et GNm he arm•mwane"by he ague fortes Therouteoperm hatrmrrsmewpWoa percmMpe of he Hat mat H Wntlel recab she M-hIwhe.. he wameed expenses rs Phl w OR car, rssmete either nee n best you can, and we Me wore fwnesa to Mena phowl 2 Enter Allocated Overhead as a Dollar-Flgura Sum Dollar-Figure Sum Method: vw c.n emet me mf.r amount you as a ,to wamew In he b" iryw ere con"e" hat you con atone wwhe.a hamsoariapwfcrdarpmRM. Ywernawe Me WO eetmaandalneemal In bh era m.n. OR an 1. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To lemrohwenwad maw. yes need Me smwl re"rds 1. your argamamn> emsion he Me pan or. hil av me mod of Ne mbe way as deened be,, Ire home welch we rat command below sM1Md be who he the cape marked 'other'; plea" hWde a wompem. Mat yw >e brand by determine M e pewmtpe, herefol do not grow up he expenses IN hfleeon or m conlmm to me ammt what budget. Neat Input Into Me cM below he tonal right labor post's path out by your share arpenlzaeon for he some period These figures should be found or he year end newog howl, Do not include hours which con be Mwlged m management w admineostive cosw. (Including Mesa core Into me draw labor Ilwr food w.0 orate me ecmel epee) The worksheet Mu compute he overhead ma a two rem cost by among Me tOW protected labor hours for Me contract Into Me bead projected labor hours for Me current rev. Tmai MuarM Metl labor H. Input Total Nom Wwksh"t m Sam Ovemead par labor her f rime rewired to complete colmot em Twat postpone Overhowl Worksheet WORK AREA: Total Annul Operations Use me area below to show how you anived at me final figure INDIRECT C09T3 ORGANIZATION DEPARTMENTAL that you show as your total Overtead Management Selene, Management Parmod Tax Expense Management Mandan Insurance Management Pension Ran Expense Color It Admirowro ve Color- Coln It MmiMetretlve Peyrou Tor Expense Sal" It shorthand- Medical Insurance. Eal. a MmlhYStretlve Pension Pen Expense Most Rmt veWhp and peak Edh"tim Background Chocks It Urstrume MethoddW a Aaantlnp I OUm F. Tahiti s Week. Sash I-- Telephones utmes Roper Te..w1lo n huff's e Du" It sumcopeons Deprescianion-offica Will Cepredetianamce eaipment Repels a Meumnenceromce Gemdig eel Mamlmame Once Egdpmml Renal Once carriers owners a Freight Roman Miauganews Expense Rod Debts Cohen OMar: OMe Cher TOTAL INDIRECT COSTS s $ n r..nNit pen hareem stn amw T~ O MS Form x12 J Raveian 1 DOS Page5 Chomped Deregulation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet Parks and Recreation Pioneer Hall & Community Center 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 Description 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 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 i 'All J f Oregon State oeparanmt or nam6219aative services ProewemeM Fleet, and Surpkm Services 1225 Ferry Street SE, 0140 Salem, Oregon 97301 (503) 37&4642 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 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 Pathway Enterprises Inc. Project Ch of Ashland Parks and Recreation Senior Center Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ <~..~=m 870.96 Equipment, Tools & Subcontracting (from small equipment worksheet) 03r Subtotal t $ 9141998 Labor Direct Labor (from labor daily worksheet) 2 ^%115173.39? Overhead See Overhead Worksheet $ k' VcW2.668.66'. Delivery Transportation (from Trans& Reserve worksheet) Total Before Margin r$ "c 7 ;~4?s514y75A2A# Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $/~e "-cx'ut&Yo-;T%944.95a Total Bid Yearty $z,W.'4r# Y5:699.20I Monthly . Vi,- N1!30B2Zf 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 Parks and Recreation Senior Center 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 Needed Monthly Annual Price Per Month Cost Coat 1 SCRUBBING SPONGES $ 1.36 1.0000 .113611 $ 16!324 2 CREAM CLEANSER $ 3.06 1.0000 I$'. 3!061 $5111111136V29 3 #66 DISINFECTANT CLEANER $ 42.40 0.1000 $5R,.,:'. 4!241 $ 50!88$ 4 #64 NUETRAL CLEANER $ 88.00 0.1000 $ 8!80] $ 105!609 ° 5 #70 WASHROOM CLEANER $ 97.44 0.0250 $ 2!4'4® $t 291231 6 #61 GLASS CLEANER $ 85.20 0.0250 $ &W25131 $ 2556# 7 UTILITY BRUSH $ 2.74 0.0840 ' 0237 $ 2t769 8 ANGLER BROOM $ 617 0.0840 $ 0!531 $61321 9 TOILET SCRUB BRUSH $ 4.35 0.0840.$ 0!371 $ 4!381 10 VINYL GLOVES LARGE $ 9.89 0.5000 $u.. -4!951 $ 59!341 11 LAMBSWOOL DUSTER $ 4.90 0.0840 $101,01010741111 $ 4!948 12 DUST PAN $ 2.52 0.0840 - 01211 $l 2!541 13 PRO STRIP $ 48.26 0.2000 $ 9'651 $1;15!821 14 OPTIMUM FINISH $ 52.16 0.3000 $ 15!651 $ 187478$ 15 BLACK PADS 20" $ 19.24 0.1500 V.- 2!891 8 34!631 16 FOLEX CARPET CLEANING SOLUTION $ 16.21 0.1200 $ 1!951 $~231341 17 SPRAY BOTTLES $ 1.90 0.2500 $ 0!481 $ 557.01 18 MOP HANDLE - $ 619 0.0840 $ 0!531 $ 6!341 19 LARGE MOP HEADS $ 510 0.5000 $ 2!601 $ 31201 20 ORANGE GEL EXTREME $ 8.27 0.2000 $999=1!651 E 19!851 21 14• WINDOW SOUEEJIE $ 8.95 0.0840 05751 $9T021 22 14• STRIP WASHER • $ 4.37 0.0840 0?37A $ 4!406 23 PRO BUCKET $ 21.98 0.0840 $ 1!851 $ 225169 24 MR CLEAN MAGIC ERASER $ 5.51 1.0000 $ 5!511 $ 66V 21 25 $ 26 $Izzoff-W-Ml 27 $Nmnwm-lmm 28 v - $ 29 $ - 30 $'ess3:z. - $ - . 31 $ITAomr-M 32 amw - $ . 33 34 b - $ 35 $0m $Fffins&-10~ 37 38 39 $EoaA-L~jac, 40 $oxbow-1Ay% 42 $1119- sm 45 $7Zr 47 $W11y, 4: $M-Trk2f 501 Vt~~M Total $ --""7258x $ :;870.96' Areas in.gre n are torrnula dipygn. , • Monthly Coat - 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 o 0 r E Y m k' n m e jj f G gr= w a'~ f v d b O pf rt4 p q ft e( L ~ NNNNN ° p a . o°o !~r f o U E F a `off' 8 o = m w ~ ~ U o H °rn IC U s E ~ no m Y r m O ~ 0 O ~ S Q ~ Z 6 C O m ~Y m~¢~~¢~~g~,;,;,;N'•x p fY-f P O ° X ~ a c °c if o u °m c ° ~c s m C N N_ N_ N N N N N N N N N N N N N N L` d 8 u~ c S m mmH t m p°m ~'e e 5 ° N E ° 73 = m~ E - 6~ ~ O C m m° g N y p S c c c u m a a E~ o c o °o ro E ~ T'~ E~@ a ~ c o- a o ? n a y° m c E 0 gg a' i oa ..cmr ~=e n'm m o S aEi ~ - _ v c a'~ Tom y N_ o Q y y a c a 'c ¢ E n 4mw z a~°w ofc d my~ 8 0. 01c_'oe rc € 2 m o N u m ,t`S d q p C g Y 0 T°. 2 m V 6 n N n m L J m @°nd o m u m n~~w m E m5 Q ov c ca Fi 3a ~n WI°-d A m Poa° SoE3 wow d m o Q ~w a UQ ° N=cc°m cxi~ °'c ,m °m e & °m a°m 3 . y m ° Q a a r ° c s m O Q m e w Eo `c w m o C w p U °o ° m @ ; m > < n o w m U U r `o m m - N of a N m r m a o N w a N m` m m H u u e n e u n N m Y.am0 r~ 8mm `mm r j8n E m e c> e= ° m i X u U i a.np ¢ Ya9 c`o ~ ° Em s° `o g ~ w c W °o m p m- ~ 6 c u L a a r c ° D a m ~ a° e 8 ~ 'tun ^ u ~ e NN a0. 8m Y WWW aOZ O OS Q A 00: e Saoooooe= e88s8888H8o a 9J`~~. 9lg~tx ~ zf ~ ~a *~g 3ldn fp ~ ~ Y A n`o` nf°aL °r $ gEE~Lm ~ ~ LS $ E° 8E8 0 Oil pg$y c Ada r s ~°s €g~°ng§' Y° 8=p5_ = gm p° ~ 15y@' yy~~~~~~ ~5e~ x ~ `QJS2a _$::qa F ~a =~dbA§p'ro~u~.J fa ~m ~ 'CS u~P OC 9 ~N° bkj~» d ~ Er~ g"a°~ E e ~ ~ ~=5~s a a~ P eH$ gEB e g' 4 Fs s ~ a~: P~sE=_ ~ ~ a HIM € g• a .F ° L.~e Eg°~°N e Is HIM i m3 B- r H 5g o`~ €€N sa0='3 EY e, is EEnnnn 1E Po HHe °~s~sg _ g ° g9 ~8 ~eg Emc-~` = 3 rhu. _ x ``8€a as E ng E E`° of ~5~ Egy~ gmEsi° 6. ~ Fa d. °q~q~q~Rpx~x nyy z°'e°«~~E Cau BaEmo~ ~ 88 n°F O~aa»~»~~MF~MS:~g ° SmR3Psmg~ ~g'gggH ~~a em :g X~ r_ Hn: ~ E~~ Pm~ g i8 xxxx a~~cc »9 sHmy~e y 888 ~a„~a°° ~ BES s°s°„$_ e~ € e€ . E@ 3n 9~°6? ° $?8 Ly pp ° JIM!! 11 all P cc Mal H mig 8 ' a af8S°o i SEEOUds`s'it °S $ FHs o Lfl~ (€iy<<°g's.f.~~~2~a ~°~g 58`^°g gg ~ sae s~ E $vsa-~ :a8 =4- °s n-e8$ vY fie, bps E 9 s°ry s°..~SS gg. 5 s` g 'EEs s q i I %I p€= 8 $ EYE EE oy ?;$°zam `~$~i555c 'tits °Y tc a85 ]auc a,~[~ci ciu __°rrr3 eP a`d nm o`. <$S i°g3pavES d7' £ m'w'm'»e9H a °e' e$ O C < 6 `Q DvERia:AO orege. D.P.nm fit of Admtwumet services; oveMM C. Rgrt goofing workewet PeNww Enteprb Cey Of JMNand Peb eM Reae bon Sees Carter There are many different we" organizations allocate overtleatl IMamally (e.g., Percent of total cosh, dollar figure sum, as a percem of direct IaOOr, etc). In the space provleed below, Indicate how your organization allocates overhead to this particular contract, what gems 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: Fa want Onto s.mproa,a,g a nN Product. a providing a surd.. a.nan percentage done dam s 1. EMer Ovehead as a Percent of Total Costs reprred as wem u". To wastes de w.meed pmexwge, 04 beet mh-. evrdal scam her was 1Taox ageeretlon Pre fie beck a wer a Ones. nee hawhe Me epmdbaes and make te am catenated Past (an work.nN baowl. Now saI Pd aeon. to Me Rev maladies. Mora labor and Deanery to a mw Pat Gdde Me agoe n welost by Me Iigw for UOU Psb. The fees b • Percent Me metastable ovemead as per[enlspe of Nor mW nut N ImnWl former ere rot wslade ntlman Ne werheM uperon u bMyw OR uamale dM cwb u aN you rant, me use Ne Pema lamaem pet a percedege. 3. Enter Allocated Overhead as a Dollar-Figure Sum Dollar Figure Sum Method: You can erMr Ne doPaa amount you are abcetlnp to ouanumd In Me bon Ilyou me confident that you can dm.d wedua d Hems m Nts paraNe p,eled. You can we Me WorlMed in a tool gtneedem) OR to IderoN wd costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To idemh a.wined Pats. van need Me financial r.cards "am agurtuaaon a avhlam la Me past war. laws al P Ne ets of Me same onbnt as axal.d below. Une tteme watch .re not mmued blow shard be opus um Me .35 marked -omen: please ud,de a dnwptm. Me you are m continuum ...r.ntroe Nxemre, ao no m-w Me MO. W Im.0- a to conform to Me avert yea but,. Ned, NPN Into Me ceA be-Ne kne arM 1. Mva pal wt by Jaa come agaazatlen far Me Pone period. These We dwdd be aunt P Me year end Wall repot M not - xud.-here wNN cn be dnYMa. manegemnt or WnlantraWe cosh- (Include, Nese.. 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Dues a Subealpfiap copmedoo.offica, ng .om. ep ipmxe R.m." & 1 Repair Mn me Gunny end Me once suppnMcMmisnn Renal MU ef Fudee 6 Refund Re eL Mn- Erymoe Bad De 8 a deb Me: Me: M' O M, ONx: TOTnL INDIRECTCOSTS 3 A cn Non.u-seeke are. ]let - Tal.I 0 . DAS F. 113 J Rwbion 1003 Page 5 Memead Compuafion Shed • Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet City of Ashland Parks and Recreation Senior Center 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 Mlles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 2 3 $ $ a".b 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 CITY RECORDER Page 1 11 • Ashland Park Commission DATE PO NUMBER 20 E MAIN ST. 7/11/2013 00235 ASHLAND, OR 97520 , (541) 488-5300 VENDOR: 003566 - SHIP TO: PATHWAY ENTERPRISES INC 1600 SKY PARK DR STE 101 MEDFORD, OR 97504 FOB Point: Req. No.: Terms: net Dept.: Req. Del. Date: Contact: Rachel Dials Special Inst: Confirming? No Quantity Unit Description Unit Price Ext. Price: THIS IS A REVISED PURCHASE ORDER Janitorial Services 51,504.12 QRF - Approved bV Council June 4, 2013 Parks locations: Pioneer Hall, Community Center, Parks Office, Nature Center, Senior Center, and Oak Knoll Pro Shop Contract for Janitorial Services Beqinninq date: JuIV 1, 2013 Completion date: June 30, 2013 SUBTOTAL 51 504.12 BILL TO: TAX O.OO FREIGHT O.OO TOTAL 51,504.12 Account Number Project Number Amount Account Number Project Number Amount E 211.12.02.06.60416 51 504.12 Authorized Signature VENDORCOPY , FORM#3 CITY OF A roquest for a Purchase Order ASHLAND REQUISITION Date of request: 7 rJ Required date for delivery: Vendor Name G~{i f Al 2 X121 Address, City, State, Zip AACL . Contact Name & Telephone Number MCI -75D4 Fax Number 411-CIl.3 73 9 SO RCING METHOD em tfrom Com OR Bidding J ❑ Emergency p Reason for exemption: Lfl ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written uole or proposal attached ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ Slate of Oregon ❑ Direct Award Date approved by Council: Contract # ❑ VerbalNWntten quote(s) or proposal(s) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8)- ❑ Other government agency contract $5.000 to $100,000 ❑ Written quote or proposal attached Agency ❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5,000 to $75,000 . ❑ Form #9, Request for Approval ❑ Agency ❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: (Dale) (3) Written proposals/written solicitation Date approved by Council: ❑ Form #4, Personal Services $5K to $75K Valid until: Date Description of SERVICES Total Cost Jrm Sf/VI(Pq {~r~~wN7~tl )(Orn~LVu 1i lutf~tz ~(la CK-N wzU~2 OcI~ $ 'JI'~V'7 12 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost ~-F-15 lC st c~a rc 0--e r/c TOTAL COST ❑ Per attached quotelproposal $ ~l~ Project Number AccountNumber2,11, -~~-b1a-12i2yll~l~ I I? Account Number - 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: ITDirector Date Support-Yes/No y signing, hi equisition form, I certify that the City's public contracting requirements have b ~n Iafisfied. Employee Signa ur . I Department Head Signature: / j✓ qual to or Uwafe-r1han $5,000) City Administrator: (Equal to or ater than $25,000) Funds appropriated for current fiscal year YES / NO Finance Director- (Equalto orgreaterthan $5,000) Date Comments: Form #3-Requisition