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HomeMy WebLinkAbout2014-195 Contract - Pathway Enterprises Contract for Janitorial Services - City of Ashland CITY OF CONTRACTOR: Pathway Enterprises, Inc. ASHLAND CONTACT: Richard Simpson, Contract Services Director 20 East Main Street Ashland, Oregon 97520 ADDRESS: 1600 Skypark Drive, Suite 101 Telephone: 541/488-6002 Medford, Oregon 97504 Fax: 541/488-5311 TELEPHONE: 541-973-2728 DATE AGREEMENT PREPARED: Jul 8, 2014 FAX: 541-973-2729 BEGINNING DATE: Jul 2, 2014 COMPLETION DATE: June 30, 2015 COMPENSATION: $106,250.52 per pricing proposal and costing workbook attached as Exhibit C. GOODS AND SERVICES TO BE PROVIDED: Janitorial services for City Hall, Community Development, Municipal Court, Police Department, Service Center, Street and Shop Building, and The Grove per pricing proposal and costing workbook attached as Exhibit C. Approved by City Council July 1, 2014. 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 the compensation stated above, unless a separate written contract is entered into by the City. 5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of City. 6. Statutory Requirements: ORS 279B.220, 27913.225, 27913.230, 27913.235, 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 $20,142.20 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 b City under an of the follow in Contract for Janitorial Services, Revised 07/08/2014, Page 1 of 5 conditions: 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. Contract for Janitorial Services, Revised 07/08/2014, Page 2 of 5 d. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' written notice from the Contractor or its insurer(s) to the City. e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work under this contract. The contractor's insurance is primary and non-contributory. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies, trust agreements, etc. shall be provided to the City. The Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self- insurance. 17. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 18. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 19. Nona ppropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further liability to Contractor. 20. Prior Approval Required Provision. Approval by the City of Ashland Council or the Public Contracting Officer is required before any work may begin under this contract. 21. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by reference. Contractor: Cit f.,Ashland By By d~ ~_~.--C.' _ j45~~ Signature Department Head 1A PS S M Wit'<~ i~ N Print Name Print Name ~ 1 4 Title Date Please submit a W-9 with the signed contract. ' Purchase Order No. 46 Contract for Janitorial Services, Revised 07/08/2014, Page 3 of 5 EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria: (1) 1 carry out the labor or services at a location separate from my residence or is in a specific portion of my residence, set, aside as the location of the business. ✓ (2) Commercial advertising or business cards or a trade association membership are purchased for the business. ✓ (3) Telephone listing is used for the business separate from the personal residence listing. P"- (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) 1 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. Contras or (Date) Contract for Janitorial Services, Revised 07/08/2014, Page 4 of 5 '°°14 / D/26/2014 Aco CERTIFICATE OF LIABILITY INSURANCE 6/26(MI k.-- 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 Marcen@ Forney NAME: Ashland Insurance Inc PHONE (541) 857-0679 FAX , (541)857-9883 801 O'Hare Parkway, Ste 101 AbMDIL .marcenef@ashlandinsurance.com INSURERS AFFORDING COVERAGE NAIC # Medford OR 97504 INSURERANew Hampshire Insurance Co INSURED INSURER B :SAIF Corporation Pathway Enterprises, Inc. INSURER C:Philadel hia Insurance 3850 1600 Skypark Drive, Suite #101 INSURER D: INSURER E : Medford OR 97504 INSURERF: COVERAGES CERTIFICATE NUMBER:CL1462604889 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP LIMITS LTR POLICY NUMBER MMIDD/YYYY MMIDD/YYYY GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED X COMMERCIAL GENERAL LIABILITY P REMISES Ea occurrence) $ 100 , 000 A CLAIMS-MADE F_x1OCCUR 1LX0240593930000 /1/2014 /1/2015 MED EXP (Any one person) $ 5 , 000 PERSONAL &ADV INJURY $ 1,000,000 GENERAL AGGREGATE $ 3,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ 3,000,000 X POLICY PRO LOC $ JECT AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident 1,000,000 A X ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED 1CA0645980540000 /1/2014 /1/2015 BODILY INJURY (Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY I) DAMAGE $ a HIRED AUTOS AUTOS Per cciden Uninsured motorist combined $ 1,000,000 X UMBRELLA LIAB OCCUR EACH OCCURRENCE $ 3,000,000 A EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION 1UD0428658860000 /1/2014 /1/2015 $ B WORKERS COMPENSATION WC STATU- OTH- AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE YIN E.L. EACH ACCIDENT $ 500,000 OFFICER/MEMBER EXCLUDED? ❑ N/A (Mandatory in NH) 24679 /1/2014 /1/2015 E.L. DISEASE - EA EMPLOYE $ 500,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 500,000 C Professional Liability xsDB43162 /1/2014 /1/2015 Aggregate Limit 3,000,000 Occurrence per incident 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, N more space Is required) CT # 627 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. Attn: Accounts Payable 20 E Main St AUTHORIZED REPRESENTATIVE Ashland, OR 97520 Marcene Forney/MARCH ACORD 25 (2010/05) ©1988-2010 ACORD CORPORATION. All rights reserved. INSn25 r9ninnF1 M Tha Arr1Rr1 nnma nnrl Innn mra ranic4ararl mnrirc of Arr1Rr) VE thw E SSA nte =l-- rises. h sic. Rebecca Simpson; CEO June 3, 2014 Kari Olson Purchasing Representative City of Ashland 90 N. Mountain Ave. Ashland, OR 97520 Ms. Olson, I have prepared our janitorial service pricing proposal for the City of Ashland based on the upcoming living wage of $14.42 per hour. I have incorporated additional items that we have been performing but have not included in our past costing. Specifically, I included the following: 1. High speed burnishing the Police Station weekly (52 hours + supplies) The updated changes for 2014 -2015 services is as follows - Monthly 13- 14 14 -15 City Hall 1,120.62 1,138.09 Community Development 1,757.27 1,785.05 Municipal Court 630.90 640.43 Police Department 1,512.40 1,536.22 Service Center 1,327.81 1,348.64 Street and Shop 424.29 430.64 The Grove 924.73 939.02 Carpet and Hard Floors 959.94 1,036.12 Difference Total 8,657.96 8,854.21 196.25 IoILA -16iS" O .F R ~ R i 'Q i _ R • * k DEPARTMENT OF ADMINISTRATIVE SERVICES Request for Price. Approval For Janitorial Service$ , Contract # (Product-or Service) Total Nce: S 10625.0.5): ; per Year (znOndi, year; each; doz.). Requesting Agency:.... Ciro of Ashland. Requesting QU: Pat6wav:Fntemrises_ Ind Agency and QRF 2-gee-e•the proposed.price and.. tin ddcabaentafa,on meets. tYAe requirements of.OAR.115-055-0030. date: Authorized Agen y Sik tune Contact. Kari.Olson. N chasm . Uri.olson(~ashland or us ,..phone #541-489.6354 Email Address - Aufhorj6d Q 'Si'gnature i> -DhDne-# mmI Address DA,S has reviewed the,:subhiitted documentation•sttp.Esorting the price offered by the. QRF and approvese` price for procu.rement of the abav stated •produc. r service in accordance With OA.R 125-055-0030: `r ' date: 10 AS QRF.Cogrdinator Revised 3//9/2013 th'w T ESA Enterprises. Inc.- Rebecca Simpson; CEO Annual 13- 14 14 -15 City Hall 13,447.44 13,657.08 Community Development 21,087.24 21,420.60 Municipal Court 7,570.80 7,685.16 Police Department 18,148.80 18,434.64 Service Center 15,933.72 16,183.68 Street and Shop 5,091.48 5,167.68 The Grove 11,096.76 11,268.24 Carpet and Hard Floors 11,519.28 12,433.44 Difference Total 103,895.52 106,250.52 2,355.00 In total we are requesting an additional $2,355.00 (2.27%) annually to provide current services. Pathway Enterprises, Inc. truly appreciates the partnership we have with the City of Ashland and we look forward to another year of services. Sincerely, L ~~_.v1 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 ',NYV ~iU±~' ~.,2 Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 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 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 City of Ashland Facility Floors 14-15 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 1,382.14 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 53153 Subtotal 1 $ 1,915.67 Labor Direct Labor (from labor daily worksheet) Is 7,658.09 Overhead See Overhead Worksheet $ 2,113.69 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 117687.45 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 746.01 Total Bid Yearly $ 12,433.46 Monthly $ 1,036.12 DAS Form #12 J Revision 10-03 Pagel Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Facility Floors 14-15 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 0.3333 $ 24.74 $ 296.85 2 Optimum Finish 10.2 3 $ 30.60 $ 367.20 3 Grease Lightning 8.64 0.08333 $ 0.72 $ 8.64 4 Via Fresh Lemon Drop 15.81 0.08333 $ 1.32 $ 15.81 5 Defoamer 16 0.1667 $ 2.67 $ 32.01 6 Black Pads 20" 4.45 0.5 $ 2.23 $ 26.70 7 Green Pads 20" 4.45 0.5 $ 2.23 $ 26.70 8 Doodle Bu Pads 1.8 0.5 $ 0.90 $ 10.80 9 Nuetral Cleaner SE#64 22.81 0.1667 $ 3.80 $ 45.63 10 Blue Tae 8.26 1 $ 8.26 $ 99.12 11 Ras 19.99 0.0833 $ 1.67 $ 19.98 12 Carpet Cleaning Solution SE#62 19.05 0.25 $ 4.76 $ 57.15 13 Nitrile Gloves Large 7.85 0.25 $ 1.96 $ 23.55 14 Finish Mop Heads 7.21 0.5 $ 3.61 $ 43.26 15 Mop Heads 13.11 0.5 $ 6.56 $ 78.66 16 Mop Handles 7.59 0.33 $ 2.50 $ 30.06 17 Broom 11.67 0.1667 $ 1.95 $ 23.34 18 Dust Pan 6.29 0.1667 $ 1.05 $ 12.58 19 White Pads 20 4.45 1 $ 4.45 $ 53.40 20 One Ste 18.45 0.5 $ 9.23 $ 110.70 21 $ $ 22 $ $ 23 $ $ 24 $ $ 25 $ $ 26 $ $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ 41 $ $ 42 $ $ 43 $ $ 44 $ $ 45 $ $ 46 $ - $ 47 $ $ 48 $ - $ 49 $ $ 50 $ $ Total $ 115.18 $ 1,382.14 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 0 0 H c m E n L w N d v m U_ L > N d Y N o ~ es r» e» ei m c ~O O O M (f1 O O N V O LL] m f~ V] m •C ° O. 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F 3 a2i v - m glT 6.o End rnrn~ ~~t o` -9E Rya m~N Ea m oU 5 ~mm oO E o ~E«E12^ om ° N N N N N N N N N 'Z ° ° S- _ c °'C LL T TL L N ..O o~tt - m - E~ vvvvovv vv vvv n a n00 E `o i. `m = = o v 11 g ca naa E > o o" O C `r Y o a E m ~ U U a j j m U o a E m 'e m` _ _ v m 5 m3.°cw~w° ~E~iNnr• o n~=~ ~x a v. 3= o L > o o u m a E m o 2• 3 u dZ N cr. o~'a>, '>,=~a~ 'aaa mEn° oEv~ '079 EEEoo~~°y~a ~2m '=vc LmU oa - mLL na Ana is av_?; mLL dLL~n ci x" nv n d ~naan u u w'a i.w _ - n;-L6 3_LLV o u -E :E 5 3 c c w N 2 - c _ cs m x. oLLc J T<~ N U2~~U2U 22 y y U=U= E'y°o 5 v ~~t c ox`°=EE ~aou~di> nnnn`.' s a- `-.-°nc2•mY i. ° Tcu,, Im E o°°__ Z Z moo m m 0 0 0 0 ~oau UUU oouam.nm 6(7 Qm UUUU== ° F-H1-1-3 ii v°, ~v m ww 3 O n ¢ ya ~Nna~nmrm ~N f ,ormmN n n u u n n n n n n n ~ a~ H m o A a?- = 0 0 0 0 O j 3 = 3 N w o W m d N d u F a ° L m 6 E J LL y O w` c c O D < ¢ o ~ OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Facility Floors 14-15 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 items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, k is best to have financial records for your 17.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you am confident that you can allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line hems which are not detailed below should be input into the cells marked 'other'; please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line Rem cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. _ Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ Time required to complete contract 433 Total Assigned Overhead S Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other.' Other: Other Other:' TOTAL INDIRECT COSTS $ S CPI Factor from BLS (see link below) 3.15% 315% hlto:/Nxw.bls aov/ro9/mastreau. htm Total is DAB Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet Cit of Ashland Facility Floors 14-15 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 Rehabilitation Facilities r r cam- O F O~ Q ( 7 f~ ~ CCC777~~) N 2 ~ xatr Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, 0140 Salem, Oregon 97301 (503) 378-1642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises, Inc. Project City of Ashland 2014-2015 City Hall Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 Subtotal1 $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 10,116.47 Overhead See Overhead Worksheet $ 2,321.70 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 127837.62 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 819.42 Total Bid Yearly $ 13,657.04 Monthly $ 1,138.09 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet oNo =s ~ J O Q d - ~ G _ .8k w - In of ~ U m N w - i - c E` N " - E E o m .3 i `oa Fa ~ uE~Lo t a°cNYm E oai 5 `mN O E o - m o F in a~ a - o " 3 o _ N _ao _ =v E Ili cs mF ; = E Em a r° a` ° x mE -m tin m mE`°' 3 v O ww.n _ o rEa10i v n t01c `m w x c -a _ m r o 0 0 3 c a m ° - m~ r v Oa - ~ ° O y m~~y m o ° E - a E E `m ° 3 - n~a _ a L E " o c U m E E m E'3 3 E? - m E o N°F! aE°n L^m m m _ - - O R 21 aEn o wa °3 _o m~ - - EL_ m 3 mNO T mc°3n c 'o a ur ua enwwww - d .Z `m t o3v _ Yamm Qv E~ - oo~E°~3 °O =°N L a 'Z _ N 3u oa `°oo y ~y~R ov m m ~ e»~ `Z ~ y~ v n m E a N3~ _ -~c~°L^ N nw ~ v a'°NO v r m o mL° Euc°v ~ ~ 3 yF, v ~ c cyo~ a m L"O ca ` v m m E ° ° 3~ _ E T - - J d3d qEo _ t - ~ me o E ~ `m ~coU o rn1pLp m a ~ oa :C dNY E =tea - dti Ec - ~E w,«-~~° amN3p °a m ENmc - E5 o, Ear 010~c ~~~um and m4`3 - - -?E .9 A t 5f `o `m mn m mm mE ~Ea~- Ew E i~ o c~~ - «~3do. - Sam rnrnm wttt ° ° E m ~d rn`N ~ o .2 g ~LU=3mmco E =~~a ~=OE _ _ Ny li TILL =rc ° p' paaa00 E`o cn `m i. E u d t d ° 3 m - c-o aT`m o0 ~ 5 o N`m a°a 1,° o >~w o 0 0 ~ Wit-. c_ m Ya ° c _ EEOJ `u~35 > °'NO !o~OOi~v'iuc1Oi° ~oaE 01~n2 xu v~- ~ 3x J.°c mrnmrno c°n $Nl' wn " mE d°~ - m vN A~ as mEa° 'a 3 n,a a,aE E ~n o Ea c$ Eoi _aio J J J J O EEEEa uuma E~ `2= ua ~3¢Em m,Ea- `mo `m ° w Ana nn y N c "a i.w - a 3rLd 3 c~-UL m a° w c. - o v d m d t °u Eta of K~ aauu c c m N° Y n u c m -U c=m °o cY ° .L ;E a m ~ - n 0 0' E E E E n n c t t t E E E J oau min ¢m UUUU c c o F-l-F-F-~ u, v°, oa c 3 O n ¢ w N rov N N n m m u n u n n u u u u u n n Y ~ a L N p` ~ O ° N N N N y01 C MI a E 3 m E ~ ~ t m a F - LL_ O T ~ ~ N O D ¢ Q O K RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. Cit of Ashland 2014-2015 City Hall Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ 5.82 3 Glass Cleaner $ 6.29 0.1666 $ 1.05 $ 12.57 4 Hea Dut Cleanser $ 4.80 0.1666 $ 0.80 $ 9.60 5 $ - $ - 6 $ $ 7 $ $ - 8 24 oz Bottle & trigger $ 2.27 0.1666 $ 0.38 $ 4.54 9 Acrylic Bowl Mo s $ 1.71 0.5000 $ 0.86 $ 10.26 10 Scrapper W/blades $ 6.51 0.1666 $ 1.08 $ 13.01 11 ! OZ Pumps $ 2.31 0.1666 $ 0.38 $ 4.62 12 Paper Filter $ 21.10 0.3332 $ 7.03 $ 84.37 13 Std Loo end Mop $ 5.65 0.3332 $ 1.88 $ 22.59 14 24" Dust mop $ 4.26 0.1666 $ 0.71 $ 8.52 15 Doodlebug BN Pads $ 1.18 0.1666 $ 0.20 $ 2.36 16 Duster - expandable $ 5.75 0.1666 $ 0.96 $ 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ 10.96 18 Cleaning Pads $ 4.70 0.1666 $ 0.78 $ 9.40 19 Wax Mop $ 6.80 0.1666 $ 1.13 $ 13.59 20 $ - $ - 21 $ - $ - 22 $ - $ - 23 $ - $ - 24 $ - $ 25 $ - $ - 26 $ - $ - 27 $ - $ 28 $ - $ - 29 $ - $ - 30 $ - $ - 31 $ - $ - 32 $ - $ 33 $ - $ - 34 $ - $ - 35 $ - $ - 36 $ - $ - 37 $ - $ - 38 $ - $ - 39 $ - $ - 40 $ - $ - Total $ 19.44 $ 233.29 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 0 F- c d E n 3 u W N N d d U L ~ N N Y u) O d > c, EA ffl b! t9 tR jp C N 'C O. R ci (V (0 cn to U `m o C M y E } t Q •o y ~ Q `o o. 0 ei «n ~ aci ~ E U Q d N r a d m # ~ N ❑ Z O F- O U N o m U d M p N Q U) ; O (O 1(1 .L.. d U coi o 'o c c a` 'c o o ~ us ea c Q o e o a u d °o °o ❑ d 'Q T i° o d a y ~ t^O N C O N U } M rNi O N N M 4 N b9 NY d e a L C - _O tm M N ° L m N O U C O` l6 L d N V a .-N .3 a-a d O O d a d a c v rn d c ❑ ° C N a p R C N +L' y N N N N N N N N N N N N N N N .L-R m E ` w ~ E ° o?•d 0 0 E o U V U , C U o ° U d O N u d M N •C L o O N O - (p N a d N ° N N U ..N.. `o a>i m Q E m n c Z 'c a 7 o c_ a (D c N° c a r L d E n E° d a U = C O O O Q C T LS 3 pOj C 3 O O s a) 0 E a° -do u v° o 3 v c 0 0 d ❑ a d w v o a a~ ~ a d oL- m C C O T o d N M fA C U UJ a d ai° o ° m NaE O N N d 0 w 'p o C 3 O N G U N d U N d 7 N N 6l C Ol o ~n E N a d Y o v E d) C d o c~ co v a cd c w pa > `o. 2a -o ti m ui V L U° d d C N N d° N QI N a t C N ` N N (6 J Kf dO 3 xa0 0 dd n. n m E o 3 d+- 3 0 ~ N Y o a N E N_ w Q d d C U C 3 yuj E a C il! 3 L E a WF`mcE aoa oE~ wpb m a°)i(D oai~3noa Q c w L U o d m c t j m °f w m aai o aai a d T Q d Q ° o fN 0 C !n U O a T E0 E am•o c ° 0m wa~o3aa ~y'9L T m o c.. m a ds o-E... N E o a m 3 m o c m o W a U o d H Q ❑ U W m U 2 U F' j O y d rNC`7 V t0 (D 1~ W 11 OO~-N~ V N II II II 11 II II d N a ~ e- N d d aN+ C N U R d d d N O O E mr c mud mm U5U o E 'S m m o `o d t; at c W o rn N o o IL 0 adi v a m u.0 N aRtO oU o u p a°i d Y c r y y •o •c C O cL C? 0 0 C a d c m c m m a E L 7- m co N O O N d C m nOZm ❑ Io u). Q w OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enlerpris City of Ashland 2014-2015 City Hall 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 items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items to this particular projec(. You can use the Worksheet as a tool (if needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: - To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other": please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid old by your entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour S -rime required to complete contract 572 Total Assigned Overhead 5 worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other:' Other:' Other:' Other:' TOTAL INDIRECT COSTS 5 $ CPI Factor I'll BLS (see link Eelow) 1 fi5 % 1.65% nno r,„,w, nIS ao~rtoa~mos!raae.ncm Total $ DAS Form #12 J Revision 10-03 Page 5 - Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2014-2015 City Hall This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ - 41 1 $ - $ - $ - $ - Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. 77 Enter as a % of "Total Before Margin" 6.00/6 DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program " is ill pF Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503)378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathwa Enterprises, Inc. Project Ci of Ashland 2014-2015 Community Development Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) Is 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 Subtotal1 $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 16,094.38 Overhead See Overhead Worksheet $ 3,641.50 Delivery Transportation (from Trans & Reserve worksheet) $ - Total Before Margin $ 20,135.33 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 1,285.23 Total Bid Yearly $ 21,420.57 Monthly $ 1,785.05 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. Cit of Ashland 2014-2015 Community Development Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ 5.82 3 Glass Cleaner $ 6.29 0.1666 $ 1.05 $ 12.57 4 Heavy Duty Cleanser $ 4.80 0.1666 $ 0.80 $ 9.60 8 24 oz Bottle & trigger $ 2.27 0.1666 $ 0.38 $ 4.54 9 Acrylic Bowl Mops $ 1.71 0.5000 $ 0.86 $ 10.26 10 Scrapper W/blades $ 6.51 0.1666 $ 1.08 $ 13.01 11 ! OZ Pumps $ 2.31 0.1666 $ 0.38 $ 4.62 12 Paper Filter $ 21.10 0.3332 $ 7.03 $ 84.37 13 Std Loo end Mop_ $ 5.65 0.3332 $ 1.88 $ 22.59 14 24" Dust mop $ 4.26 0.1666 $ 0.71 $ 8.52 15 Doodlebug BN Pads $ 1.18 0.1666 $ 0.20 $ 2.36 16 Duster - expandable $ 5.75 0.1666 $ 0.96 $ 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ 10.96 18 Cleaning Pads $ 4.70 0.1666 $ 0.78 $ 9.40 19 Wax Mop $ 6.80 0.1666 $ 1.13 $ 13.59 20 $ $ - 21 $ - $ 22 $ - $ - 23 $ - $ 24 $ - $ - 25 $ - $ 26 $ $ - 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ - $ 33 $ - $ - 34 $ $ 35 $ $ 36 $ $ - 37 $ $ 38 $ $ 39 is - $ - 40 $ $ Total $ 19.44 $ 233.29 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 0 H c d E n O- W N ~ a a > N d 'Y UJ O d ~ C71 f9 fA U) F9 f9 m c_ N O ~ 'C U d 10 M ~ ~ N ~ f0 E N W C O M M O v 0Y CU Q •p y Q 0 a e» etr of us f» fA aci U moo.-o E 'C ~ d .N. m E 0• od pcjF_ ~ N c U 0 o m rn a d ooooo c O u a coo O f00 w °1U ~a°o °m cNO°m `o - u} f» f» to rn r a o a ❑ a y ..0.0 N ~ a° o a a c • r O O O O U C m O O O O C O O " O L) Y ~ V m M C O .N N a w fta ey f9 erf c» a C a M M M o M O ~ M M M N M a U L U y O a d U M « d d a) O a N C O a O U W m m c rn tl w V°Ol C N N N N N N N N N N N N N N N L E Q ~ E m a w a N O C = p > a o J E C N U i O ° o 0 L) t U j C° N N O Y d 00 M N CN, L L~ a O O C N C E a > 7 N O a O d W Q E (U tl 3 N O C ` N N m N a LO L L = C U a E13) E O a « . 0 0 0 08 E C T 6 7 (Q ~ .O o a o o 0, co: f On 'a0 •C u V N V N ° N N 3 U N U C. a N OF w U« Q a C c d 0 L O •C ° O of O to fA fA U3 EA C O C C U N N U a N w C O a N m > cD -E d E w6 -E E E d ° E L w L a U a j a p C a U E a U N d 3 fll m C Ol a 'cn N $ d w o 'o E c w o c C O U O a O C d C p aT T a O N M N 3 N .d0 N d N N- d O N (0 V d R g _n N lU a°y mo ~IS-6 o oma a'c a m E Sui N= ° m o _ u E L E L '5 E O° a s a N w j « m C O a IT y I C m N N >..0. T C T Lu `m c E o. n ° E 3 lu o v 10 m C n o 3 .0 3 .o ~ -cL x min mc.°c ms N rnLa, °a ~'oa Ta Q C W N a U Q O O r A N > U N C N N O a fll a NU 7 (6 [Q J. j E 3 0 E nO1c °m y N d a u 3 n a L c c w mo m m m o f m o° E Q 6 16 O '00 '3 d G O jf O j N L N co c N N C O ~ WaU o W2m Q~ OW L) L) 3 O y N N M V 4] N n m O O M to 11 11 11 11 11 it II 41' C _ U m C r r N& A y N r N N L C C L U y N r> <dl C U U a d N C E m a T f1 m Q U a a 'C O j Q E~ c.. 3 0 d d# c W ° :T N O w a 0 adi m Q cc' W ~ N v 'o u d .3 m~N s c~R .E a` N C a `!i C n Eo L co o 0 o a mmn nOZ fNO D L L o Q a>i oooa° moo =s~ 0 - 3m~ "'E a::a m m c - L°cdEa' ~ 'oE m a n a c E F oE_o E_ oa` F-n °E~~o E _ E o°3 wmcom D ~ d w o d m uoi a° m o F y N rn w.. wwwwww e 3 ~ E y of O `m q c.iN i x d'0'OS vNyc~ ma 3 ~mq °~w E E$ m m 3`CEn° O - mEa Lev W a N d a e a. m m o n- gog ~u.` ; 200 t~ O ~ aHN dE ~3E °t'N O J ~ ~ m v - u E _ m E° 3 a y a E$ a _ m~ w_ E. ° E m n°~ 3E~ O I p m E 3 _ - CI a E~ um tSEEx a s c'a o 3 x o - d ~av°n,~ mt - Lm`Ev°zo_ c3~2 m c _ N~.w www..w wwwwww ~a°' _ m ~ - E~°m c IE w v ° c E o, > E° a E m ~ E y 5 m~ - Ern rn n y 3 ma~T a d A N N L ~ y y °i' E -E c ot_ uM o~E«°c' ~3 m N Em 2.:s me mod - -L 8.- p oa 3°E oa «o y `y~m n w w 2 N y LL a m m a y2^ _?e - ~ EL maw .s n'i~ E Qt yo - = Em a'`-~ rirv .n u .c m o mE vx.2 > w3 9! m y F h V c C C _ n .2 c d w....... www... vE j E', dad 3°amc°O_ -d Em w o' o= a c m - ~ w v y 3 a c c E m m; v° ° ~ d dL ~a ma u. o cNU E mt 1.5 _ b ~O A > n A 'C mNS E=° wa m- m ~ E m = c E a m m o ao i o_ oo a m a m E N P: 'm E t T- E H- a e w c c c m oc -OE ..D °o t `o m m a m m v - c a ° E a cme m E" E -E 'E 2ol'0 O `o `o m v O m ° m rn a ° - m5Q5~mm E °E'' mo -6 4 -d E >'m avv aZiy °.t .~'c ° L n° ~m r f` E'.°~ - m¢ - - p 3aaa00 E o~m `w i. Eu° t o~ _ 8.2 a s o~ m L L o w c m S m m m m 'd R a t a - ;'c c E T y o 0 o m m a c m nMN a` 3 3aa A c Q ye dr c c _ E Ew _ ~ 3Ei 12 m r y w E 3 E H - y c y f u - - cm' - ~oi coo .u~'= EL c c ~ c in °uN~ da vE=' - 3U _T aw_ cmNNa~ mEa° ma _ o y_T o m aa_ c c ma o~ a o oEm m me °-'E c c E E E E o m i.E o ~Zv maw S;U o~~u $ A E `m E n 3~ 3 mLL C~c `v - m caaa a y y c c° i.w a'ya -`oa E cowmmv«Yc°>>Ey at O. e.Lm- ~ma w ?~E Q' « Z 3 N N h y J C C ~n N y _ c m'd C t T O y O m E L c o 0 ti 0` m m m E E E E 3 0« y m w o 2-15 E QQ O O a G L L L _ JOdU -miN Qm UUOUU= ° F-F F F 2i ii w Da> m~ 3 O n ¢ y ~ N ~'l V vo w r w u u n n n n n n n n„ n S N ~ ° G ` S ,,csaaa ~ E N W `o #o y h f/1 N m u N_ h a E o d T a _ ` o o! 0 o aa` OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland 2014-2015 Community Development 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 items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, R is best to have financial records for your 17.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Ravi materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead Rems to this particular project. You can use the Worksheet as a tool (if needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other"; please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next. input into the cell below the total direct labor hours paid out by your entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line dam cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour S Time required to complete contract 910 Total Assigned Overhead S Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting /Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other Other: Other: Other: TOTAL INDIRECT COSTS 5 S CPI Factor from BLS (see link below) 1.65% 1.65% htto'/Mmw bz oovlroaimoNr,u htm Total $ OAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2014-2015 Community Development This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ - 41 1 $ - $ - $ - $ - Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" 6.0% DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet tin Workbook For Janitorial rosin Maintenance Contracts Under the Qualified Rehabilitation Facilities Program .T ".'.Iles tF ig ' pi Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathwa Enter rises, Inc. Project City of Ashland 2013-2014 Municipal Court Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) Is 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 Subtotal1 $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 5,518.07 Overhead See Overhead Worksheet $ 1,306.47 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 7,224.00 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 461.11 Total Bid Yearly $ 7,685.10 Monthly $ 640.43 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 2013-2014 Municipal Court Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ 5.82 3 Glass Cleaner $ 6.29 0.1666 $ 1.05 $ 12.57 4 Heavy Duty Cleanser $ 4.80 0.1666 $ 0.80 $ 9.60 5 Oder Counteractant $ 30.65 $ - $ - 6 Carpet Lane $ 5.00 $ - $ 7 Carpet Shampoo $ 13.01 $ - $ - 8 24 oz Bottle & trigger $ 2.27 0.1666 $ 0.38 $ 4.54 9 Acrylic Bowl Mops $ 1.71 0.5000 $ 0.86 $ 10.26 10 Scrapper W/blades $ 6.51 0.1666 $ 1.08 $ 13.01 11 ! OZ Pumps $ 2.31 0.1666 $ 0.38 $ 4.62 12 Paper Filter $ 21.10 0.3332 $ 7.03 $ 84.37 13 Std Loo end Mop $ 5.65 0.3332 $ 1.88 $ 22.59 14 24" Dust mop $ 4.26 0.1666 $ 0.71 $ 8.52 15 Doodlebu BN Pads $ 1.18 0.1666 $ 0.20 $ 2.36 16 Duster - expandable $ 5.75 0.1666 $ 0.96 $ 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ 10.96 18 Cleaning Pads $ 4.70 0.1666 $ 0.78 $ 9.40 19 Wax Mop $ 6.80 0.1666 $ 1.13 $ 13.59 20 $ _ $ _ 21 $ _ $ _ 22 $ - $ _ 23 $ _ $ 24 $ - $ - 25 $ _ $ _ 26 $ _ $ 27 $ _ $ _ 28 $ _ $ 29 $ _ $ _ 30 $ _ $ _ 31 $ _ $ _ 32 $ $ _ 33 $ $ - 34 $ _ $ _ 35 $ _ $ _ 36 $ _ $ _ 37 $ _ $ _ 38 $ _ $ _ 39 $ _ $ _ 40 $ _ $ _ Total $ 19.44 $ 233.29 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 0 t- c m E d L w aNi m v m L Y u) ` N O O1 to 4i f9 di !9 jp C y M n0 U O v cL lo U fO E aRi co •M M Q w QU - o y `o a` ~ as rri m ~ E U Q d d N R E Z O U m o U v m m O ID O y o m °n o M M ° c o » e» C a o e o d m °o °o Q t; N Fn T a ° o aI a 3 O U N t0 N C O W U } M M O r d to Hf N e ~ C G O1 co N U L.. N aWi lD U C O R L d N V C M 3 a~ d o d d C C O a O N a c0 R C ~ p C N N N N~ N N N N N N N N N N .LW. m E m d~ oo r G- O C N O O 75 E o ° C U N c a L O O C O N U] y t0 V' L d N 0 `o o _ w~ M N C ..L.. 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E9t c n~ ~ m m~; = - -o°.E _ of ~ _ cr " - ym°°' ° Sa\ ~m m m i -tea - _ E_ a o `o c -OO m F A _ ai o m °U 3 ~ mm m w E cGE EEL" r¢ _ - d C V V d t LL T I L L N a m N~ C y t y - N - ~ O n00 ~ oN T T E°u a = o~, d _ www d ~ ~ m w c a n Tm` o~ o,`n m`L a`a ~ u v vi E m m m 10 '0 m ° ~ -o - n _ w - £ a > m o 0 0° uL c~ Y-mo m c m EEm d 3~ 'mv~ d'S T Y° m` r vii voi ' v u°~ M 3 a E y r u 5° 0 2~ ~ ~ - u c .~z'x~ EL me c cO>. i. v°> uN« do vES = 3v n rm~ R 'a'>,'a a m w N n v n E a " L°, u o a m uanac c m-om __o- xoEdao Sai nd o d m n n m F=E ~'zd ysL~ n t3Q c E - ~EEE ~ - r moo` ~o vOn TTTV °u '~EymdE a3--r a°°° 3=u.Ur :E :E N u a W e ° C Y L Y N o y c J T C N N h > E> G C t am vt~ o`°`o o. mm mm o ooo' ° o. ~.dctEo J oaCG ~y QmUU UU c C° F F-f-F LL v°, ov c 3 O n ¢ a- ~ N M V UO m r m n u n u n n u n n n u A A o A N O a L Y°~ 2.y°. «J d 9 2 NM 3 N N N N m C N~ ~n f~ E im aF a_ O u` c ~ C m c o o_ OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland 2013-2014 Municipal CourtThere are any 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 items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, h is best to have financial records for your 17.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cast. If financial records are not available estimate the overhead expenses as best you OR can, estimate other casts as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you a~th.al allocate overhead items to this particular project. You can use the Worksheet as OR to identify your cost s. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other"; please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization forthe same period. These figures should be found on the year end payroll report. Do not include hours which can be classified as management oradministrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line dam cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. - - Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour S Time required to complete contract 312 Total Assigned Overhead 5 Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other:' Other:' Other:' Other: TOTAL INDIRECT COSTS $ $ CPI Factor Iro=1111k, below) 1.65% 1.65% htlo /lvnw/ bls eu Mm Total $ DAB Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2013-2014 Municipal Court This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ - 4 $ - $ $ - $ - Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" 6.0% DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program 90,. , at Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-0642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to 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 City of Ashland 2014-2015 Ashland Police Depart ment Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 SubtotalI $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 137795.18 Overhead See Overhead Worksheet $ 3,133.88 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 177328.52 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 1,106.08 Total Bid Yearly $ 18,434.60 Monthly $ 1,536.22 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. Cit of Ashland 2014-2015 Ashland Police Department Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ 5.82 3 Glass Cleaner $ 6.29 0.1666 $ 1.05 $ 12.57 4 Heavy Duty Cleanser $ 4.80 0.1666 $ 0.80 $ 9.60 5 Oder Counteractant $ 30.65 $ - $ - 6 Carpet Lane $ 5.00 $ - $ 7 Carpet Shampoo $ 13.01 $ - $ - 8 24 oz Bottle & trigger $ 2.27 0.1666 $ 0.38 $ 4.54 9 Acrylic Bowl Mops $ 1.71 0.5000 $ 0.86 $ 10.26 10 Scrapper W/blades $ 6.51 0.1666 $ 1.08 $ 13.01 11 1 OZ Pumps $ 2.31 0.1666 $ 0.38 $ 4.62 12 Paper Filter $ 21.10 0.3332 $ 7.03 $ 84.37 13 Std Loo end Mop $ 5.65 0.3332 $ 1.88 $ 22.59 14 24" Dust mop $ 4.26 0.1666 $ 0.71 $ 8.52 15 Doodlebug BN Pads $ 1.18 0.1666 $ 0.20 $ 2.36 16 Duster - expandable $ 5.75 0.1666 $ 0.96 $ 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ 10.96 18 Cleaning Pads $ 4.70 0.1666 $ 0.78 $ 9.40 19 Wax Mop $ 6.80 0.1666 $ 1.13 $ 13.59 20 $ - $ - 21 $ - $ - 22 $ - $ - 23 $ - $ - 24 $ - $ - 25 $ - $ - 26 $ - $ - 27 $ - $ 28 $ - $ - 29 $ - $ - 30 $ - $ - 31 $ $ - 32 $ $ - 33 $ - $ - 34 $ - $ - 35 $ - $ 36 $ - $ 37 $ - $ 38 $ - $ 39 $ - $ 40 $ - $ - Total $ 19.44 $ 233.29 Areas in green are formula driven. Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 O H c m E a a w N N d d d = > N N Y in o d > ~ fA EA f9 EA d3 ja C o C y (~O N r C U cL A f~i tV a] N A N M M al E , d d C 'o d E> c U Q •o y F Q o y O Vi kA b'i c H U E C a E N F- `o o p~F-x~ ~ N O C m U d ^ O m .o U ~ m o o a c ~ o - ~ ets en r n o n -lz O v d °o °o N FM T a ° o a1 v 3 I~ O U o a] c C O N U y rMi ci p N m r d ~ O. N t9 ~ m e e ~ C K m L •u pCj ~ ~ d d u n~ M 3 $ `d m o m aai c O a o u m N R C N a U _ L p C d N N N N N N N N N N N N N N N .=0-. O E md~ ai m p , o o o E o m O N C O U y U N C O Q m 7 O w d M lo v N = (D m 7 0 a, a, > p N O a1 tl1 U +N, Q E m n c Z m o s L c u m a~ ~ c d E w~ v 'm m O o 0 E y o ° u n .n y o E ma v m v °v w ° s °c m m 3 T L) c om g O ~ a m~ c°~ ~ o n m m v $ m o w t U d ° p '6 « C° o m O N C N a a° ~ m c6 j m mai .2 a E d E m La y mo aa Md U T N .L_. ai ti O oU C Q E N U d 3 N N OI C Ol -O 'C o m N a m w o'o E 3 is c_ m o c m c o v o `'a Q c c d c o w o a 3 n 2 -o (D 0 ul 'D ca a R E U m C o tS :9 w -w a NN n m~~ c Boa N E a cin!? E ~L. Ew n mdcau3aaa WHm`cE o.Na .L.m. oE~ wpm `m O m al O O U N a1 -o -a Q C W y N U Q O 0 r N N m 01 L a3 m O O d .O N E¢ m E amz o j E w n m a R ~nL°m c cwm -o a mmaEmC .2 E Q Q la O a 3 N C O N L m o u y a3 O o U W Kuj o m cC Q~i U aS U ~U O d ~NM V 4]IDI OO~NM V II II 11 11 11 II 11 aS C N V q K .N. R y o rN. N N U C C L V d N} U c U E E, Dm E c 3 `o `m d o f c W m ami~~ w a o adi m 6 O LL .c N a R m J p f..) p^ U C C '3 N L C C d ~ •R ,C 6. d O N° N O V Q ydj U a N 4 m C m C d d E O mm(n =n0Zo LLo N ¢ m ~ Q: a. 2 O ~J p Q W ° .p. nm a N Y = d m N LL x L d C p c w ` rym O c Z FF cL~ _ ~ 3°N ~Emm~ - Q wwww _ _$Ea ~ of o y m ? m C::a tN E E o n 3 d `m E v `m N r ° ~ - E c o O d `o - a m o N m =wwwwwwwww m F n PS x ° E E °m pf° - o wEu 3v rEw a a L ~ ° x e E ,z._Em c a m t - LL 3 - rv y O n - camp _ m~ a~a d~EIf3 c~ Ocm p °E Eat E33Ecrn m E o - m E x _ m a v`~v - dE°Z`o c3 N F n` O W wwwwww _ m m f° - E c° mnT o ~ c a E cE " v Ea cfl3 _oRd inN a v o m a E` o o y m° _ o 0 E.P ~3 aoE~a mi a y o n o ~ T W 2 .Z a t m t ~ 'm . w .r.. n ~ w w w w w w w w w w w w w ww G pO y~ ~W aE cc Via- d`aiWEp 3Q '';m •oo c or o-2~E@i3 ` E m c« m o - o z g m E a c yea a v Z? ,N>?~ ~ ~ d o Q c uL°1O `-'tv 5a E3 n- a- a rc° "yCyO c w` Q c ~ - x a c - ~ wwwwwww www mE' Ea= vim 3° _`u ET ~o~~ m 6oi = nc _ ° m0 u n 3.,E m c Em `mid° ~ d - o ~inU T E'm« u c r° wx~° $ nQ ^ 'vac °O'v - 'c ~Ny E c c_2 `mY E a1O c E m F y a n 0 3 u a m m r n E N---_ N« a E a- o ~ c _ - m Eo. Ew E n p L O y N N N y `1 m c E E w Z y O o En~2" 3 m o °o c caL ° a'QE Ga m~N n° EH mO m gam ~ ~m° - _ » E °-'LCQ.> > >mm of E cuNa EEm °Q `°oi o J., m3~ ~16 t6 c~aTn op °or~n = v vmi Eia m m -'a-° -p-_ -5 3 c -t w .¢3x Er ~ mmmi, i. ~°n wN=w Oa " dE m - °3v n w m~ `p x'>. >.'T =w~a m w y O.N d E~ ~ ~i «Ld. - OI9 - o n no. c a- xoE m om ~ m ~ ~ `m3>>3c??m TONEn °A'Zv m38: r3Q aw =wp ma - mW- W TU U~ E y 0 TE a 3'-t4 3 ~LLUL m~`m- w nn amNCC a _ - -`oamw = v n°wr m m v d w:E IE ao = _c°~rnAm s6=Y ~iiv a T C; m x 3 3 a c c N°„ s n a c R a ° m T N ° Our o 3 a m m n n n v a u E L^ - c L° iJ a ¢m °••2. - m m o 0 o o nnc E E° u:m ~amE~3 On a J oai~ in <m`U U UU Ss o F F HF 3 N n a w m n m n u u n u n n n u n n n r N n N S f 0 0 O J a 2 N n " > > > ° ` ° ~ E N m ao` ~ o 3 N N h w m m N_ ~ E'- r L_ m 6 E - LL N O d , 4 C O ~ ¢ Q OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enlerpris City of Ashland 2014-2015 Ashland Police Department 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 items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 7.00%J organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If Financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items to this particular project. You can use the Worksheet as a tool (f needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other"; please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct tabor Hours Input Total from Worksheet on Below Overhead per labor hour S Time required to complete contract 780 Total Assigned Overhead 5 Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales &Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other:' Other Other:' Other:' TOTAL INDIRECT COSTS 5 $ CPI Factor from BLS (see link below) 1,65% 1,65% Mlo:lM.ww.bls cav.ro9/mostreou. htm Total E DAB Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2014-2015 Ashland Police Department This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ 41 1 $ - $ - $ - $ - Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" 6.0% DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial Grounder Maintenance Contracts Under the Qualified Rehabilitation Facilities Program d- -~85§y Oregon State Department, of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the 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 Ashland Service Center 2014-2015 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 Subtotal l $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 12,061.94 Overhead See Overhead Worksheet EE~7 2,751.22 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 15,212.62 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 971.02 Total Bid Yearly $ 16,183.63 Monthly $ 1,348.64 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. Ashland Service Center 2014-2015 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ 5.82 3 Glass Cleaner $ 6.29 0.1666 $ 1.05 $ 12.57 4 Heavy Duty Cleanser $ 4.80 0.1666 $ 0.80 $ 9.60 8 24 oz Bottle & trigger $ 2.27 0.1666 $ 0.38 $ 4.54 9 Acrylic Bowl Mops $ 1.71 0.5000 $ 0.86 $ 10.26 10 Scrapper W/blades $ 6.51 0.1666 $ 1.08 $ 13.01 11 ! OZ Pumps $ 2.31 0.1666 $ 0.38 $ 4.62 12 Paper Filter $ 21.10 0.3332 $ 7.03 $ 84.37 13 Std Loo end Mop $ 5.65 0.3332 $ 1.88 $ 22.59 14 24" Dust mop $ 4.26 0.1666 $ 0.71 $ 8.52 15 Doodlebug BN Pads $ 1.18 0.1666 $ 0.20 $ 2.36 16 Duster - expandable $ 5.75 0.1666 $ 0.96 $ 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ 10.96 18 Cleaning Pads $ 4.70 0.1666 $ 0.78 $ 9.40 19 Wax Mop $ 6.80 0.1666 $ 1.13 $ 13.59 20 $ - $ - 21 $ - $ - 22 $ - $ - 23 $ - $ - 24 $ - $ - 25 $ - $ - 26 $ - $ - 27 $ - $ - 28 $ - $ - 29 $ - $ - 30 $ - $ - 31 $ - $ - 32 $ - $ - 33 $ - $ - 34 $ - $ 35 $ - $ 36 $ - $ 37 $ - $ 38 $ - $ - 39 $ - $ 40 $ - Is Total $ 19.44 $ 233.29 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet o 0 F c d E n L W N N d d U L 2 Y d y tl) O tm M e9 bs 43 fA c r N N y ~ ~ ~ cIj n ~wM m m ~ ~ an d Q V a d E } o a O ~ to t» 'A ac ~ ~ U a GI y m Z o F ❑ O U m C L1 U m d = O w p` 0 O D n d U M ~ O o c c a` 'c ~ o ° ~ e» en r .a o d U d 0 O L G 7 T O. e C O N 7 N I^O N C O N U } M o .N. d c ad ~ ~ -.4z -EZ c d M o ~ O1 M N U L an d d U C O N d ` ` d C M 3 « d d 0 d v ° a c d c ❑ 0 N a ~ d N U c N N N N N N N N N N N N N N N N N « m E m d~ v d° '0 C O C U1 (j 7 U N O O d c a U w U j C O N UJ _ d N d O N E p O « w M N = .L-. N N d d 3 N C d (cp 3 ° ~ _-'°EdEao N n N d d T O O O Q C T is 7 0 C L C O m O T ID O v ~ •u c u °v o ~ ° ~ d w v o o- d o a a. d o « v c d w rn'= ooin m a c c T o N ° en v a c w m~ d c d N w C o l6 U] o. E in N ~ d > w a o E- m m d 3 N d m a (D 131 C U N E N n Ol r G V E O C ti Q d 3 j U L YO N C n C C d C O udi O j O_ "6 Nmcc 3 ~a~ d mm m~°'~9co a n d n y o c o a N Lu o E aoa t °Eo' Wo u `m ~ m g~ a~av T~ m c w ii aXi U Q o d`o m w > s« m aai o d d s Q E m E a s `o •m aui n .v i n n t t y 3 m -OC o w .mac a°i o c y m o a a m o wa¢ o d N 3 2 a o U w m c U j O d N M V m O r m 6~ O N l1'1 II II II II II 11 IIN C V N K a- r .N.. N H N w d d d O O m c V d a U U E mte °1 >>a ¢ d e E E o. nd o` a m ° 3 d # c U `o W E (O d d w u v c O d N° a _ O O - w d 2 ¢ m o W C N V R d "'1 w 0 U « d 0 E U O U C¢ ydj 'd a 1 N Q t 5 3 m o a p = m E ❑c F- mmU~ w$❑ZA ❑ LL Lo - ad ooa =s ~ J D Q - N 2 y r o ~ o 7E E - Q »r»wu~enwwm 3~ mEn„o. m c - d E a D o_ E C V N' _ CL _ nLL Q ° rn t- $EFSE 3.-. m m R Un .aa='u E o a; A E E Y d a ~ _ ~ ~ T~ uri y - ;:=a ~ C d m o ~ cF`°~ m _ enww«nw o ~a y ~ O ~ rvo _ vac ain 'm E c > ° °a r.- o~m E Eo mf F a ~ '3> x wE u` 3LC°, -t o N - o cm E° t E v v c E 2'gomm w - Gl ~ t a~oioat LLNO ~ c- c ni Oa - CW~Z = tt] C p m m- n - _ - Ec9 Oc p °E Eam~ E33E?rn m ° 6 a E -6 d m z ~ u E s - m- x 3 as v V c'vo °`EoZc3 -rn v~ a- 10 c = - 3 tq 1- ~ L - - OC ~ - _ o m - ~ d E o E 2 E U. 32 cE o m32 x a Y a am- m3 3 _ aoa~`° ~ a m~io a ~ m ~c of m ES E2 m _ _ N °u a._. moo `'mHn 3 0~ vzN NLLn a -Li v m ~ m T =a _ ~ _ H mw Ex - L c+ ~ m o .,c mcEuc m3 a ~ t m o a~ - y~~ww«n ~»wwut wE m o ~ - c °3~. ca ET v h E5 0. 6Em 01~i~° o~ m -~E c ~ t muH Xa u Lc~N E~ uc vc« En _ ~ ~o o ~m«O vc c ~pcv w ~°o c ° c m n° - i. w` nmN~~ 8 ° m m EH~'cm- E.E F'w ww»en w«n»wwei o~>.hx a~~y -~a01 ~€3 m~ Enc ::q E o c -c- ~Eav- Ev o `o m AD a m 2 m m E c u - E `-gy=m` n~ rnrn 01~ L m0 m _ Fm ~a u°m - `om a a m o omm N L IL T I L L y L T W t x° m 9 m m - 3r-~~ m m' ca aa~ r`-me p' '=c c `mot ao ;o u cv ,°n moooo~9t mmY'm° oac 3c EEm ~3L nr _H _'3x E ccc c o`T °`T ~°n m N N as RED m N m« _ 3cJ 'o Y' mjan n ncc~nm ~a m°`E=L^a p'°' m vo E E c = - m ESE ~E` u ~zo E.= m2, Nyr £mv ac ~E° a" m o d u v q E~ m w E n 3~ z 3=~ U c a W Z` O1 3 N W N N .L.. U 3° L N 3 O m .t°. s O IL d a-s ie Y N o aj « T y 3 ~ N C x 6 y ~ J C C w u j~ ~ - N- an d C« D• ~ 0° 3 C1 0 6 E E 6'? « v, - u « y `u c u T~ U T o N .a a ,n m r m n u u n n n n u u u n @ a \ 9 u J 2 N O N N N N m C N~ ,n F a E ` E - J c m a - W m a c o ~ 0 o QQ OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris Ashland Service Center 2014-2015 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 items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead hems to this particular project. You can use the Worksheet as a tool (if needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other"; please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid Out by your entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour S Time required to complete contract 682 Total Assigned Overhead 5 Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safely Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other: Olher Other:' Other:' TOTAL INDIRECT COSTS $ $ CPI Factor from BLS (see Ilnk below) 1.65% 1.65% htto:!/www.blsaov/roa/mastreou hlm Total E DAB Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet Ashland Service Center 2014-2015 This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ 2 $ - $ - 3 $ - $ - 4 $ - $ $ - $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" 6.00/6 DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Progra : I- tl i A ~F.{ tb.3t fug zti. lit It 85§-~ Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, 0140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the 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 City of Ashland 2014-2015 Street and Shop Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 134.25 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 Subtotal l $ 300.41 Labor Direct Labor (from labor daily worksheet) $ 3,678.72 Overhead See Overhead Worksheet $ 878.51 Delivery Transportation (from Trans & Reserve worksheet) $ - Total Before Margin $ 4,857.64 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 310.06 Total Bid Yearly $ 5,167.70 Monthly $ 430.64 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. Cit of Ashland 2014-2015 Street and Shop Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.0833 $ 0.40 $ 4.80 2 Cream Cleanser $ 2.91 0.0833 $ 0.24 $ 2.91 3 Glass Cleaner $ 6.29 0.0833 $ 0.52 $ 6.29 4 Heavy Duty Cleanser $ 4.80 0.0833 $ 0.40 $ 4.80 5 Oder Counteractant $ 30.65 $ - $ - 6 Carpet Lane $ 5.00 $ $ - 7 Carpet Shampoo $ 13.01 $ - $ - 8 Emulsifier Extract $ 2.27 $ $ - 9 Acrylic Bowl Mops $ 1.71 0.1666 $ 0.28 $ 3.42 10 Scrapper W/blades $ 6.51 0.0833 $ 0.54 $ 6.51 11 ! OZ Pumps $ 2.31 0.0833 $ 0.19 $ 2.31 12 Paper Filter $ 21.10 0.1666 $ 3.52 $ 42.18 13 Std Loo end Mop $ 5.65 0.1666 $ 0.94 $ 11.30 14 24" Dust mop $ 4.26 0.0833 $ 0.35 $ 4.26 15 Doodlebug BN Pads $ 1.18 0.1666 $ 0.20 $ 2.36 16 Duster - expandable $ 5.75 0.1666 $ 0.96 $ 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ 10.96 18 24 oz bottle/w trigger $ 4.70 0.0833 $ 0.39 $ 4.70 19 Wax mop $ 6.80 0.0833 $ 0.57 $ 6.80 20 Cleaning Pads $ 4.59 0.1666 $ 0.76 $ 9.18 21 $ - $ - 22 $ _ $ 23 $ _ $ _ 24 $ _ $ 25 $ $ 26 $ $ _ 27 $ _ $ 28 $ $ _ 29 $ $ 30 $ _ $ _ 31 $ _ $ 32 $ $ _ 33 $ _ $ 34 $ _ $ _ 35 $ _ $ _ 36 $ _ $ 37 $ _ $ _ 38 $ $ 39 $ _ $ _ 40 $ _ $ _ Total $ 11.19 $ 134.25 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 O O F C d E O O" W N d d d U t > N N Y CO O > ~ tAMMHi M C f` N N y 0 C c U a N r0i cNi m ° I U a d Y `o y ~ en es d ~ E Qad E m ° •c o Z c F= I- N o U n c U 0 m Im ID a so° n w U N d c U of M ° .a? c a 'c o ° » en a o n N d O O d U N ~ G T C e c 0 d 3 n O U N aJ 0 c a1 N d a o W a C e e O tm N U Y 6 of O U C N d ` ` nc M 3 s~ o. ~ o d d y Od O. co I n m a R Y ° C N N N N N N N N N N N N N N N a3 _ T a°. C O C N U N O E O c O d C ~ U = U O C O N N 10 'J d O d~ 0 o « d N r d ( N +L+ L-~ N N n d N O d N U w O d W Q E N d C ` •C a 3 N Q c d ~ as ~ d~ p ~ - a d o N ,C t C U N a a E U O d ~ w N N d O o O C O' a3 .`J 9 o ~ r d 0 (NO S U d 0 0 E O d U V N N >i U O 7 d 7 d U .L-. a d d d CL a, L y C ~ 4 `L-' C C T~ O d N (n ° H3 to C D a' C U y d N ° d > o - E m an d a d m E d Z. v ud co ca a) col1 ~N~ a c" c o , ~y 3 a` d nn ) E U~ d X O d 6 C. N N E w n Q h O d x C O C L r E dr o n a D. N N C° 'O S y N d d C tJ >i 9 3 W F ° o ~-c.. o E o W O o d o d a 'O T ~ _ W L x N j 0. d N C L j ~ .L.. m a) d a y N Q Q E. ~O R N U C N U 7 0_ l6 T5 E N.~ E aIn ° ° N... ~ n~ uc nn N O C r a1 C O. d t d E d y V j E a3 d ° d o c N as 0 Q m R W a U oo N g ¢ O U W m U U d O a d N M V ul O r m 61 O r N Q l° II 11 11 II II It II d H O. r Y d d N .N. YI R X 01 A N N L C C t V d N .d. = U U U d d N C u E mr > 3a Q d `m m .9 Eo a dam `o moo- m ac c w E~ Kayo d d O adi y m 11 a ? 0-6 J p U 0 U = U i o .i Q N U= a d # O m o .Ea0 Cd°c d 3 m'o H d p c mmv) =$ozw in LL .0 C') " Q a>i O ~ N ~ ro N O 2 0 ~ O N p Q G O d„ °q n N w ° F O C9 NOl '3 p = Gv d Q wwwwwwwwwww ~E._ ac - `-dEa a of c j _ N a p~ _n m`" F o mL E oE Q •o o _ E `oa ra ~ °E~ L E E o°3 v E ~m1m gg,mEF t a~~ ~ R `Em~n -o0 3 a o TE drn _mm ~=wwwww www ° c _~~m~+ a r rm N m E O m-ocOa .°°y'm E m~ o ° ~r« °mE Eo .a F y w x R Q m t y F v E 3 t c r O _ o F E° _ L e w - d 6 N a° x x c E 2..`v_.oNm` p° W .mc` m 00°1°0 3 80 pm t Oa - c_c~ _ s ~ ~ ~F -mEma ~ _ E 3t E a m` « L a w c a Y d 15,0 O c p E a 12 E 3 E a d E ° r-amiEx a_ u o a ~ a a - m ri- A E dEa ZL=' m o° o~ n aE 1°n .O L _ c 3 m F www w W w w w w m F _ - - O F - o m - ~ d ` a c E m E v Ea cm3 _omd inN _ mE o v Em - ~ ° Y ~ c ET- m; rn n m °n E - a ~ F T w w Z m o- o m c ~ m t d may EE cc - -c=a Ev 3d 3a •~L EL LIE a 3°u~oa mo °2 'mom E > m F m o mw 'a Z' tm~` m d °x a" tv~ _~Ed=o e NFL c a~ a s F °n m - °0 3D cd E_ m °1 ~ 6?~~ dad maE _r E c E ` c 0 5 mo E o m «a - t 'W m_ m m t 0 _ 0 0` E a Pn m ^ n a -o F - s q r Nx E= - c °1rEc m? ~E ' Q a o `p c m -OF u m E y i•' c rn o, E r ° ww ww wwwwwwwwwww `o Ty H mac c = -~,a m m m° a~ 3 w E N c d ° - v L °mmn m.w cEE mE-Em E nom duo oL m c c 12 ~2 a -gym ~F' m~a - o0 e 9 E n e rn rn v a t o - 3 E - E o w ~U O Omm mO N Ed y F-m FcdN a°i ° - O< L LL T T t t ° p T N C L N o E m¢ _ ev F n00 E `o axe^^ c0 0m o= m m `a c a°-T E°oo> ~.so~d ag m >~c o 0 0 ~ ~ c~sa y ° _ ~m ~ cE H ~ mm ° m L° uoi v u° ci `32 EL Otm 0101 TTC u~~ da d Ed°~ 3v m u~ T -0 3 aaan?? ma o a _y- oEdma me -de c c~E EEE6u"FNTEo Fz~ y -o,v Ea° ° y° m E m -E a;`. 3 ` LLCM c o m m w v w t 0' E E s a o o c c J TZ3 75 35 CC1nV EN L EL 2' Nc _ccm vx- ° t mt ° a x. .N m - mY m'n~Dmy mm~Ec- dT~~'Za Qmm-z. ~m v°'o E OO n.nc:2 r:cE °ms U J oau ~m Q¢1 U U UU ° F-F-F-F-~ oa m °f3 O n - ¢ v, - a n v m m n m ~4. ~2 ° n n n n n n n n n n 11 n En_nwae w w `o ~ r O N W N N C N d N 'm' L E~ 3 dE L m d ~ ~ n- n O 4 ° ° n p O Q Q OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland 2014-2015 Street and Shop 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 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 every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, h is best to have financial records for your 17 00 organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: You can enter the dollar amount you areallocating to overhead in the box tf you are confident that you can allocate overhead hems to this particular project. You can use the Worksheet as a tool (if needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records foryour organization ordivision forthe past year. Input all the costs of the entire entity as detailed below. Line hems which are not detailed below should be input into the cells marked "other": please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. _ Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour S Time required to complete contract 208 Total Assigned Overhead S Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safely Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other:' Other Other:' Other TOTAL INDIRECT COSTS S S - CPI Factor from BLS (see link bdow) 1,65% 1.65% h. Total bls. cov/roalmost- him Total $ DAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2014-2015 Street and Shop This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Descri tion Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ - 4 $ - $ - $ - $ - Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" 6. 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 ~b II~ OF Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the 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 Enter rises, Inc. Project City of Ashland The Grove 2014-2015 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 233.29 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17 Subtotal l $ 399.46 Labor Direct Labor (from labor daily worksheet) $ 8,277,11 Overhead See Overhead Worksheet $ 1,915.61 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 10,592.17 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 676.10 Total Bid Yearly $ 11,268.27 Monthly $ 939.02 DAS Form #12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland The Grove 2014-2015 Raw Materials: This category is often spelled out in the Request for Offer (RFO). Language such as "Items to be provided by Contractor" will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month, but also Equipment & Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract, for example, may require the following for month - Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured - Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Pine Q Disinfectant $ 4.80 0.1666 $ 0.80 $ 9.60 2 Cream Cleanser $ 2.91 0.1666 $ 0.48 $ 5.82 3 Glass Cleaner $ 6.29 0.1666 $ 1.05 $ 12.57 4 Heavy Duty Cleanser $ 4.80 0.1666 $ 0.80 $ 9.60 8 24 oz Bottle & tri er $ 2.27 0.1666 $ 0.38 $ 4.54 9 Acrylic Bowl Mops $ 1.71 0.5000 $ 0.86 $ 10.26 10 Scrapper W/blades $ 6.51 0.1666 $ 1.08 $ 13.01 11 ! OZ Pumps $ 2.31 0.1666 $ 0.38 $ 4.62 12 Paper Filter $ 21.10 0.3332 $ 7.03 $ 84.37 13 Std Loo end Mop $ 5.65 0.3332 $ 1.88 $ 22.59 14 24" Dust mop $ 4.26 0.1666 $ 0.71 $ 8.52 15 Doodlebug BN Pads $ 1.18 0.1666 $ 0.20 $ 2.36 16 Duster - expandable $ 5.75 0.1666 $ 0.96 $ 11.50 17 Spot Away $ 2.74 0.3332 $ 0.91 $ 10.96 18 Cleaning Pads $ 4.70 0.1666 $ 0.78 $ 9.40 19 Wax Mop $ 6.80 0.1666 $ 1.13 $ 13.59 20 $ $ 21 $ - $ - 22 $ - $ - 23 $ - $ - 24 $ - $ - 25 $ - $ - 26 $ - $ - 27 $ - $ 28 $ $ 29 $ $ - 30 $ $ 31 $ $ _ 32 $ $ - 33 $ $ 34 $ $ _ 35 $ $ _ 36 $ $ _ 37 $ $ - 38 $ - $ - 39 $ - $ - 40 $ $ Total $ 19.44 $ 233.29 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 0 H c a E a L w d o a d •Z L Y a VJ p a ~ tlf e9 e9 ds of m c N G d t^O ~ C U CL N t7 (V m N E w c o M m 'O w £ Y CU Q 'p cn Q O a O b4 Hi A d U E ~ Q a a m E o o Z of u~ F° y O U c U o ° m U a = O a ~ N U O m IQ IF U cMi rNi o o a c o a °a u` ~ U N O O R a FM T a`e c 0 a 3 n O U YI m N C O rs U } cMi ~ p N d a 3 N e e ~ C - CI 100 U M d O U L •U C ~ ~ 3 L d V p_ C M a `d o ° a m "m c ~ a U C N N N N N N N N N N N N N N N N ~ N w C- p N O N O 3 E j U .Ld. d c ° m a°i O d m N L O a 7 0 d L O E- a _ 3S E ~ > > N O ~ N .N rU• r U N„ . o a v Q E c w o c o w L c v a E a ° c o o rs m Z a, d £ p o 0 o E c T 6 j `m a p a d r d 0 (NOJ U N O T° o a 0 v v a. y au 3 U c ° o. a` w o a L d u o w ~ ~ a ~ O1 c ° o a ~ ,j O _ C> r C c-a U o N U d Ui ~ ° ao f0 Od E m h a L 'ol v 5 a a m a o m N N w oo d L. O U m m a a o ci > r N`o a o d E c ~ ~ m •o ~ v~ L N a N d N H N d N O U d N N N J xt m a 3 c - a a E d m m- L- c Q m F d 2s o o ~a o o m E o~_ n c o E E a c w E WH d-pc E n`~a r oE5 Wp ~ m ~a c> ~ 3.0 3.0 Q c W L K rs J a d f0 C .OC N .N. 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In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead amount is (whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your 17 00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you OR can, estimate other costs as best you can, and use the same formula to get a percentage. 2. Enter Allocated Overhead as a Dollar-Figure Sum ( Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the celis marked "other"; please include a description. What yon are trying to determine is a percentage, therefore, do not gross up the expenses for inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours pat out by your entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour y Time required to complete contract 46 Total Assigned Overhead r5- -Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECTCOSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries Management Payroll Tax Expense Management Medical Insurance Management Pension Plan Expense Sales & Administrative Salaries Sales & Administrative Payroll Tax Expense Sales & Administrative Medical Insurance Sales & Administrative Pension Plan Expense Office Rent Advertising and Public Education Background Checks & Urinalysis Professional & Accounting / Audit Fees Training & Worker Safety Insurance Telephone Utilities Property Taxes/Licenses/Fees Dues & Subscriptions Depreciation-office building Depreciation-office equipment Repairs & Maintenance-office Cleaning and Maintenance Office Equipment Rental Office Supplies Postage & Freight Rehab Miscellaneous Expense Bad Debts Other:' Other:' Other: Other:' TOTAL INDIRECT COSTS $ S GPI Factor ft cm BLS (see link below) 1.65% 1.65% btt I bl him Total $ DAS Form #12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland The Grove 2014-2015 This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delive Description Service Mile Cost Year Trans Cost 1 ;caravan $ - $ 2 $ - $ - 3 $ _ $ - 4 $ _ $ - $ - $ - Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of "Total Before Margin" 6.0% DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Period: Sales - Markting Segmnt by Prd Grp by Rate and Fee Codes From 5/1/2014thru 5/30/2014 Account Status: ALL Segment Group Service/Fee Code Srvc/Fee Trx Count Sales Commerical/Industrial Internet CIR Choice Retail Sc 10 345.33 HOIR Home Office Retail SC 2 130.00 HS10MG High Speed 10 MG 01-16 SC 1 651.00 HSBUND High Speed Bundled Sc 3 1,053.33 MIR Media Retail Sc 1 65.00 PIR Preferred Retail Sc 12 487.50 SBEIR Small Business Enhanced Retail Sc 3 300.00 SBIR Small Business Retail Sc 5 240.82 WMI Wi-Max Sc 1 48.00 WR Warren Resorts Sc 1 333.33 Internet 39 3,654.31 Miscellaneous MODEM Cable Modem FC 1 50.00 STATIC Static IP Sc 3 15.00 Miscellaneous 4 65.00 Services AF Activation Fee FC 1 10.00 Services 1 10.00 Commerical/Industrial 44 3,729.31 Government/Education Dark Fiber WHLOOP High Speed WH Loop SC 1 400.00 Dark Fiber 1 400.00 Internet CIR Choice Retail Sc 7 245.00 HSGOVI High Speed 100 MBPS GOV1 Sc 1 5,000.00 HSGOV2 High Speed 100 MBPS GOV2 Sc 1 1,000.00 PPIR Preferred Plus Retail Sc 1 55.00 Internet 10 6,300.00 Miscellaneous STATIC Static IP Sc 3 15.00 Miscellaneous 3 15.00 Government/Education 14 6,715.00 H:\My Documents\_Telecommunications\Databases\AFN.accdb Created: 6/24/2014 10:38:24 AM Page 1 of 3 Period: Sales - Markting Segmnt by Prd Grp by Rate and Fee Codes From 5/1/2014thru 5/30/2014 Account Status: ALL Segment Group Service/Fee Code Srvc/Fee Trx Count Sales Healthcare Internet CIR Choice Retail SC 1 24.50 HSACH High Speed ACH 10 MG 161P 5C 1 500.00 HSBUND High Speed Bundled SC _ 1 - 400.00 Internet 3 924.50 Healthcare 3 924.50 ILEC/CLEC/ISP Cable Facilities CABLBL Cable N Charges for Bill SC 4 8,947.00 Cable Facilities 4 8,947.00 Dark Fiber WHLOOP High Speed WH Loop SC 19 6,638.33 Dark Fiber 19 6,638.33 Internet HSBUND High Speed Bundled Sc 2 820.00 ISPBIL ISP Charges for Billing SC 7 107,778.44 PPIR Preferred Plus Retail SC 2 110.00 Internet 11 108,708.44 ILEC/CLEC/ISP 34 124,293.77 H:\My DocumentsLTelecommunications\Databases\AFN.accdb Created: 6/24/2014 10:38:24 AM Page 2 of 3 Bey Period: Sales - Markting Segmnt by Prd Grp by Rate and Fee Codes From 5/1/2014thru 5/30/2014 Account Status: ALL Segment Group Service/Fee Code Srvc/Fee Trx Count Sales Residental Internet CAIR Community Retail SC 1 9.00 CIR Choice Retail Sc 176 5,825.17 HOIR' Home Office Retail Sc 6 390.00 HSBUND High Speed Bundled SC 1 400.00 MHIR Max Home Retail SC 4 220.00 MIR Media Retail SC 30 1,573.00 MPIR Media Plus Retail Sc 3 225.00 PIR Preferred Retail Sc 250 10,053.16 PPIR Preferred Plus Retail SC 27 1,186.18 SBEIR Small Business Enhanced Retail SC 1 100.00 SBIR Small Business Retail Sc 4 340.00 WCMJI Wireless Cable Modem Joe Sc 6 288.00 WMI Wi-Max Sc 46 2,355.20 WPI Wireless Plus SC 9 432.00 Internet 564 23,396.71 Miscellaneous CBMDRT Cable Modem Rental Sc 7 35.00 MODEM Cable Modem FC 20 1,000.00 STATIC Static IP Sc 12 60.00 Miscellaneous 39 1,095.00 Services AF Activation Fee FC 16 160.00 FT Field Tech FC 1 55.00 TRKINT Truck Roll Internet FC 1 35.00 WXINST Wireless Install FC 1 -195.20 Services 19 54.80 Residental 622 24,546.51 Report Totals 717 160,209.09 H:\My Documents\_Telecommunications\Databases\AFN.accdb Created: 6/24/2014 10:38:24 AM Page 3 of 3 _ Page 1 / 1 CITY OF . ASHLAND DATE PO NUMBER 20 E MAIN ST. 7/25/2014 12396 ASHLAND, OR 97520 (541) 488-5300 VENDOR: 005727 SHIP TO: Ashland Building Maintenance PATHWAY ENTERPRISES INC (541) 488-5358 1600 SKY PARK DR STE 101 90 N MOUNTAIN AVENUE MEDFORD, OR 97504 ASHLAND, OR 97520 FOB Point: Req. No.: Terms: Net Dept.: Req. Del. Date: Contact: Dale Peters Special Inst: Confirming? NO Quantity Unit Description Unit Price Ext. Price Janitorial Services - FY 2015 106,250.52 Contract for Janitorial Services Beqinninq date: JuIV 2, 2014 Completion date: June 30, 2015 SUBTOTAL 106 250.52 BILL TO: Account Payable TAX 0.00 20 EAST MAIN ST FREIGHT 0.00 541-552-2010 TOTAL 106,250.52 ASHLAND, OR 97520 Account Number Project Number Amount Account Number Project Number Amount E 410.08.24.00.60235 106 250.52 7 /L ~ Authorized Signat VENDOR COPY JIF0 l#3 CITY OF ASHLAND REQUISITION Date of request: Required date for delivery: Vendor Name t cry r Address, City, State, Zip Contact Name & Telephone Number Fax Number SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ 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 quote or proposal attached ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) Eg-State of Orego ❑ Direct Award Date approved by Council: -Contract-# Gc ❑ Verbal/Written 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 contra ~ Ie " $5,000 to $100,000 ❑ Written quote or proposal attached Agency C' ❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement 07- O $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: ❑ (3) Written proposals/written solicitation Date approved by Council: (Date) ❑ Form #4, Personal Services $5K to $75K Valid until: Date Description of SERVICES Total Cost Item # Quantity Unit Description o MAT RIALS Unit Price Total Cost TOTAL COST ❑ Per attached quotelproposal $ Project Number Account Numberim-L azl _00 __Z_3_4 2 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: IT Director Date Support-Yes/No By signing this requisition form, l he City's public contracting requirements have been satisfied. r°~ / f E oDepartment Head: ~.v~ 71r 7/ (Eq al to or grea er than $5,000) Department Manager/Supervisor: City Administrator: (E (Eq al to or greater than $25,000) Funds appropriated for current fiscal year: fES NO w = _?~ZT ^I/`~ Finance Director- (Equal to org aterthan $5,000) Date / Comments: Form #3 - Requisition