HomeMy WebLinkAbout2015-242 CONT Addendum - Pathway Enterprises
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR JANITORIAL SERVICES
Addendum made this 19TH day of August , 2015, between the City of Ashland ("City")
and Pathway Enterprises, Inc. ("Contractor").
Recitals:
A. On August 19, 2015, City and Contractor entered into a "City of Ashland Contract
for Janitorial Services" (further referred to in this addendum as "the agreement").
B. The parties desire to amend the agreement to modify the scope of services to
include additional services.
City and Consultant agree to amend the agreement in the following manner:
1. The scope of work is being modified to include additional janitorial services:
a. Water Treatment Plant, Cleaning services / floors, 1 x per year @ $687.69
b. Municipal Court, Two (2) additional cleaning hours per week and 2
additional carpet cleanings annually in Council Chambers at an additional
annual cost of $2,710.32.
2. Except as modified above the terms of the agreement shall remain in full force and
effect.
CONTRA CITY OF ASHLAND:
Department Head
Its Date
DATE
Purchase Order # -e,7 Acct. No.:
(For City purposes only)
1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR JANITORIAL SERVICES
• Contract for Janitorial Services - City of Ashland
CITY OF CONTRACTOR: Pathway Enterprises, Inc.
-AS H LA N D 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: August 19, 2015 FAX: 541-973-2729
BEGINNING DATE: July 1, 2015 COMPLETION DATE: June 30, 2016
COMPENSATION: $107,631.27 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, Police Sub Station, Service Center, Street and Shop Building and The
Grove, and carpet and hard floors per pricing proposal and costing workbook attached as Exhibit C. Approved
b City Council August 4, 2015.
ADDITIONAL TERMS:
In the event of conflicts or discrepancies among the contract documents, the City of Ashland Contract for Goods and Services will be primary and take
precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a
manner that will not conflict with the said primary City of Ashland Contract.
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.
5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of
City.
6. Statutory Requirements: ORS 2796.220, 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 by City under an of the following
Contract for Janitorial Services, Revised 06/02/2015, Page 1 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: City of Ashland
By By
SigriWdre Department Head
Print Name Print Name
Title Date
W-9 One copy of a W-9 is to be submitted with
the signed contract. Purchase Order No.
r.... Ascend Apt. C Attorney
Da
Contract for Janitorial Services, Revised 06/02/2015, Page 3 of 5
EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the
number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be
issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from
backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is
subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS
has notified it that it is no longer subject to backup withholding. Contractor further represents and
warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance with its terms, (c) the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury
that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on
behalf of the entity designated above and authorized to do business in Oregon or is an independent
Contractor as defined in the contract documents, and has checked four or more of the following
criteria:
(1) 1 carry out the labor or services at a location separate from my residence or is in a
/ specific portion of my residence, set aside as the location of the business.
(2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
(3) Telephone listing is used for the business separate from the personal residence listing.
(4) Labor or services are performed only pursuant to written contracts.
(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.
.r
tA c ~
Contractor y~ (Date)
Contract for Janitorial Services, Revised 06/02/2015, Page 4 of 5
AC0 CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY)
8/27/2015
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 C
NAME: F ONTACT MarCene Forney
Ashland Insurance Inc PHONE (541)857-0679 FAX A/C No(541)857-9883
801 O'Hare Parkway, Ste 101 ADDRESS:marcenef@ashlandinsurance.com
INSURERS AFFORDING COVERAGE NAIC #
Medford OR 97504 INSURERANew Hampshire Insurance Co
INSURED INSURER B :SAIF Corporation
Pathway Enterprises, Inc., DBA: See various DBA's in INSURER C:Philadel hia Indemnit Ins Co
1600 Skypark Drivel Suite #101 INSURER D:
INSURER E :
Medford OR 97504 INSURER F:
COVERAGES CERTIFICATE NUMBER-CL1572005633 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 ADDLSUBR POLICY EFF POLICY EXP
LTR POLICY NUMBER (MMIDDIYYYY) (MM/DDIYYYY) LIMITS
X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000
DAMAGE TRENTED
A CLAIMS-MADE X OCCUR PREMISES Ea occurrence $ 250 , 000
OILX0240593930000 7/1/2015 7/1/2016 MED EXP (Any one person) $ 10 , 000
PERSONAL& ADV INJURY $ 1,000,000
GENT AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 3,000,000
X POLICY PRO ❑ LOC
JECT PRODUCTS - COMP/OPAGG $ 3,000,000
OTHER: Abuse and Molestation $ 3,000,000
AUTOMOBILE LIABILITY Ea aBBII deD SINGLE LIMIT $ 1, 000 , 000
A X ANY AUTO BODILY INJURY (Per person) $
AUTOSCHEDULED 01CA0645980540000 7/1/2015 7/1/2016 BODILY INJURY (Per accident) $
OWNED ALL L AUTOS
HIRED AUTOS NON-OWNED PROPERTY DAMAGE
AUTOS Per accident $
PIP-Basic $ 15,000
UMBRELLA LIAB OCCUR EACH OCCURRENCE $ 3,000,000
A X EXCESS LIAB CLAIMS-MADE AGGREGATE $
DIED X RETENTIONS 10 000 OlOD0428658860000 7/1/2015 7/1/2016 $
WORKERS COMPENSATION PER OTH-
STATUTE ER
AND EMPLOYERS' LIABILITY Y/ N
ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ 500,000
B
OFFICER/MEMBER EXCLUDED? NIA
(Mandatory In NH) 524679 4/1/2015 4/1/2016 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 PESD956688 6/30/2015 6/30/2016 Aggregate Limit 3,000,000
Occurence per incident 1,000,000
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space Is required)
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
City of Ashland THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
20 East Main St. ACCORDANCE WITH THE POLICY PROVISIONS.
Ashland, OR 97520
AUTHORIZED REPRESENTATIVE
Marcene Forney/MARC (D 1988-2014 ACORD CORPORATION. All rights reserved.
ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD
INS025 oouaii
Pathway Enterprises, Inc.
1600 Sky Park Drive Suite 101 1 n vo i ce
Medford, OR 97504
Invoice No.: 10727
Customer PO
July 2015
To: City of Ashland
ATTN: Accounts Payable
20 E. Main Street
Ashland, OR 97520
Customer Date Terms Contact
3 CITY ASH 07/31/15 Net 30 Dan Nicholson
Description Charges
Janitorial services for 687.69
the month of: July 2015
Waete Water-Plant Floors
v Invoice subtotal 687.69
Invoice total 687.69
V rr
3 J
ABLES
Thank You
CITY OF
-ASHLAND
Council Communication
August 4, 2015, Business Meeting
Contract with Pathway Enterprises (QRF) toy provide janitorial services
FROM
Mike Morrison, Public Works Superintendent, mike.morrisona)ashland.onus
Rachel Dials, Recreation Superintendent, rachel.dials(oashland.or.us
SUMMARY
This is a contract with Pathway Enterprises to provide janitorial services for City and Parks facilities.
Pathway Enterprises is a local Qualified Rehabilitation Facility (QRF) in Ashland and in accordance
with ORS 279.850, the City is required by law to contract with a QRF if it can provide the product or
service as specified and required by the City. The term for these janitorial service contracts will be July
1, 2015, to June 30, 2016. Contracts are processed annually because Pathway Enterprises is required to
pay its employees the City's living wage and the living wage is adjusted annually every June 30 by the
Consumer Price Index.
BACKGROUND AND POLICY IMPLICATIONS:
The existing contracts with Pathway Enterprises expired on June 30, 2015. As stated above and in the
attached information on how to do business with a QRF, the City is required by law to contract with a
QRF if the QRF can provide the product or services as required and specified by the City.
COUNCIL GOALS SUPPORTED:
None.
FISCAL IMPLICATIONS:
Funds are budgeted each fiscal year by the City and Ashland Parks Commission for janitorial services.
Janitorial pricing proposals for FY 2015-2016
City of Ashland - $107,631.27
Ashland Parks Commission - $55,392.24
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends the public contracts for janitorial services be awarded to Pathway Enterprises, Inc.
SUGGESTED MOTION:
The Council, acting as the Local Contract Review Board, moves to approve the award of public
contracts forjanitorial services to Pathway Enterprises, a local qualified rehabilitation facility (QRF).
ATTACHMENTS:
How to do Business with a QRF
Pricing Proposal and Costing Workbook for City of Ashland
Pricing Proposal and Costing Workbook for Ashland Park Commission
Page 1 of 1
11FAW&,
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t1f'f fy-
5 9
DEPARTMENT OF ADMINISTRATIVE SERVICES
Request for Price Approval
For Janitorial Services , Contract #QRF
(Product or Service)
Total Pricer $107,631.27 , per year (month, year, each, doz.)
Requesting Agency: City of Ashland
Requesting QRF: Pathway Enterprises
Agency and QRF agree the proposed price and supporting
documentation meets the requirements of OAR 125-055-0030.
date:
Authorized Agency Signature
phone #
Email Address
date: ~2S I7n i S
Authorized 6&§iginature
Y' 72 t7 e. ti ~j ba (N. h M , phone # S Ll i - Wo 1- ~S n
Email Address
DAS has reviewed the submitted documentation supporting the price
offered by the QRF and approves the price for procurement of the
above stated product-or service in accordance with OAR 125-055-0030.
•
date
DAS QRF Coordinator
Revised
3/14/2013
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 2015-2016 Municipal Court revl
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) $ 7,605.04
Overhead
See Overhead Worksheet $ 1,767.23
Delivery
Transportation (from Trans & Reserve worksheet) $ -
Total Before Margin $ 9,771.72
Reserve
Margin Held in Reserve (from Trans & Reserve worksheet) $ 623.73
Total Bid Yearly $ 10,395.45
Monthly $ 866.29
DAS Form #12 J
Revision 10-03 Page 1 Summary Sheet
CITY OF
ASHLAND
Council Communication
August 4, 2015 Business Meeting
Contract with Pathway Enterprises (QRF) to provide janitorial services
FROM
Mike Morrison, Public Works Superintendent, mike. morrison(Y( ashland.or.us
Rachel Dials, Recreation Superintendent, rachel.dials(caashland.or.us
SUMMARY
City and Parks staff intend to contract with Pathway Enterprises to provide janitorial services for City
and Parks facilities. Pathway Enterprises is a local Qualified Rehabilitation Facility (QRF) in Ashland
and in accordance with ORS 279.850, the City is required by law to contract with a QRF if they can
provide the product or service as specified and required by the City. The term for these janitorial
service contracts will be July 1, 2015, to June 30, 2016. Contracts are processed annually because
Pathway Enterprises is required to pay their employees the City's living wage and the living wage is
adjusted annually every June 30 by the Consumer Price Index.
BACKGROUND AND POLICY IMPLICATIONS:
The existing contracts with Pathway Enterprises expired on June 30, 2015. As stated above and in the
attached information on how to do business with a QRF, the City is required by law to contract with a
QRF if the QRF can provide the product or services as required and specified by the City.
COUNCIL GOALS SUPPORTED:
FISCAL IMPLICATIONS:
Funds are budgeted each fiscal year by the City and Ashland Parks Commission for janitorial services.
Janitorial pricing proposals for FY 2015-2016
City of Ashland - $107,631.27
Ashland Parks Commission - $55,392.24
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends the public contracts for janitorial services be awarded to Pathway Enterprises, Inc.
SUGGESTED MOTION:
The Council, acting as the Local Contract Review Board, moves to approve the award of public
contracts for janitorial services to Pathway Enterprises, a local qualified rehabilitation facility (QRF).
ATTACHMENTS:
How to do Business with a QRF
Pricing Proposal and Costing Workbook for City of Ashland
Pricing Proposal and Costing Workbook for Ashland Park Commission
Page 1 of 1
~r,
Kari Olson
From: Richard Simpson [rpspei@gmail.com]
Sent: Monday, July 13, 2015 1:22 PM
To: Kari Olson
Cc: Dale Peters
Subject: City of Central Point Janitorial Proposal 2015 - 2016
Attachments: City of Ashland Cleaning Proposal 15-16.pdf
Hi Kari - Here is this year's proposal. There is no proposed change to price. The Police Sub Station is listed.
Richard Simpson
Contract Services Director
Pathway Enterprises, Inc.
1600 Skypark Drive, Suite 101
Medford, Oregon 97504
Main (541) 973-2728
Direct (541) 601-4550
i
ESA
thw 4Y
F nter prises. 'rye,
Rebecca Simpson; CEO
July 13, 2015
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
unchanged living wage of $14.42 per hour. The updated changes for 2015 -2016 services is as
follows -
Monthly 14 -15 15-16
City Hall 1,138.09 1,138.09
Community Development 1,785.05 1,785.05
Municipal Court 640.43 640.43
Police Department 1,536.22 1,536.22
Police Sub Station 115.06 115.06
Service Center 1,348.64 1,348.64
Street and Shop 430.64 430.64
The Grove 939.02 939.02
Carpet and Hard Floors 1,036.12 1,036.12 Difference
Total 8,969.27 8,969.27 0.00
Annual 14 -15 15-16
City Hall 13,657.08 13,657.08
Community Development 21,420.60 21,420.60
Municipal Court 7,685.16 7,685.16
Police Department 18,434.64 18,434.64
Police Sub Station 1,380.75 1,380.75
Service Center 16,183.68 16,183.68
Street and Shop 5,167.68 5,167.68
The Grove 11,268.24 11,268.24
Carpet and Hard Floors 12,433.44 12,433.44 Difference
Total 107,631.27 107,631.27 0.00
VE thw E SSA
iiterpnses. 14i .
Rebecca Simpson; CEO
In total we are requesting no change in price 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,
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
T,
F
Q
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 Cit of Ashland Facility Floors 15-16
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) is 1,382.14
Equipment, Tools & Subcontracting (from small equipment worksheet) $ 533.53
Subtotal l $ 1,915.67
Labor
Direct Labor (from labor daily worksheet) $ 7,658.09
Overhead
2,113.69
See Overhead Worksheet Is
Delivery
Transportation (from Trans & Reserve worksheet) $
Total Before Margin $ 11,687.45
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 Page 1 Summary Sheet
RAW MATERIALS Oregon Department of Administrative Services
Supplies Project Costing Worksheet
Pathway Enterprises Inc.
City of Ashland Facility Floors 15-16
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 Rags 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
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enterpre City of Ashland Facility Floors 15-16
There are any different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc).
1~ 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:
Far 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 [hat make up the overhead cost (see
worksheet below). Now acid this figure to the Raw materials. Direct labor and Delivery fora 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 riot 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.
J
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 casts.
r
3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method:
To -d, ntfl ova head costs. you need the Ina n dal records for your orga i aton ord c for the past year. Input all the
co is of the entreentity as d-tailed below_ L' o e items wh h are not detailed below >r Id be input into the cells marked
" th ,please rcl t d piton. What yo re trying t- d, te' nine p eta 3-. tl efr e. d. of gross p the
expenses for inflation o t- conform to the current year budget. Next. I np t'nto the cell belo I the t tsl direct lame hours pa J~
out by your entire, organ zat o 1 for the same period . These figures Should be fo nd the year and payroll report Do not
;d dl to ho 5 mct car be classified as n o loge l nt -r administrative p .so (Including t s, costs into the Jirf?et labor
ho total will deflate the actual c 3ts.) Th1 orksheet vAl mpu to the overhead as a line 'ten -ost by dividing the total
p olected labor hours for the contract into the trtal ri ejected labor hours for the current year
-
Taal Annual Direct Labor Hours
Input Total from Worksheet on Below
Overhead per labor hour $
Time requited tc 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 $ $
CPI Factor from BLS link b6f.) 3.15% 3.15 %
htto IN- le, aov1ro91,ea eou him
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
Cit of Ashland Facility Floors 15-16
The State of Oregon reimburses employee use of their own vehicles on State business by the mile . The amount
reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA
web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance
and repair are considered part of Delivery costs. The labor required (the driver and the workers if they are on the
clock), should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the "Equipment,
Tools & Subcontracts" spreadsheet or "Trans & Reserve" spreadsheet within this workbook. It is not permissable
to capture costs in both spreadsheets.
It is permisible to use this spreadsheet to capture vehicle costs for the following situations:
(a) Transporting the individuals who will perform the service to the location where the service will be provided.
(b) Services dependent on vehicle in the provision of that service.
GSA - Privately Owned Vehicle (POV) Mileage Reimbursement Rates
Services Contract
Miles Per Rate Per Daily Services per Annual
Delivery Description Service Mile Cost Year Trans Cost
1 $ - $ -
2 $ - $ -
3 $ - $ -
4 $ - $ -
$ - $ -
Margin
The law allows a "margin held in reserve". The margin % can vary depending on the product or service
being offered and organizational, contractual and market variables specific to the project. Some research
will likely be required to come up with a percentage that not only allows for inventory and equipment
replacement, but is in alignment with industry standards and fair market value. Any percentage higher
than six percent (6%) will have to be justified to DAS.
Enter as a % of total cost of contract 6.0%
DAS Form #12 J
Revision 10-03 Page 6 Trans-Delivery and Margin Sheet
Costing Workbook
For Janitorial & Grounds Maintenance
Contracts Under the
Qualified Rehabilitation Facilities Program
OF
Oregon State Department of Administrative Services
Procurement, Fleet, and Surplus Services
1225 Ferry Street SE, U140
Salem, Oregon 97341
(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 2015-2016 City Hall
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) $ 233.29
Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17
Subtotal 1 $ 399.46
Labor
Direct Labor (from labor daily worksheet) $ 10,116.47
Overhead
See Overhead Worksheet $ 2,321.70
Delivery
Transportation (from Trans & Reserve worksheet) $
Total Before Margin $ 12,837.62
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 Pagel Summary Sheet
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RAW MATERIALS Oregon Department of Administrative Services
Supplies Project Costing Worksheet
Pathway Enterprises, Inc.
City of Ashland 2015-2016 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 Heavy Duty 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 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
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enlerpris City of Ashland 2015-2016 City Hall
There 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. 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 r
worksheet below)- Now add this figure to the Raw materials. Direct labor and Delivery, for a total cost. Dlvlde
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
t
3. Overhead as a Percent of Total Direct Labor Hours 'Percent of Total Direct Labor Method -l''I
To identify overhead costs, you neeA the r a 1c al records f o r your organ' ar o , o d s 1 f the past year. Inp I c hl inc
costs of the entire entity as detailed belov+. Li items which arc not J tailed below sh Id be inp at into the cells -ta xt:d
".the please include a description. What you are trying determine is a percentage. therefore . I not gross p the
expenses for inflation or to conform to the current year budget . Next. i input into the ell below the total direct laho ours „cidl
out by your entire organization or Ile same period. These figures should be found on the yearend payroll report. On not
include hours which can be classified as management or administrative costs. (including these costs into the dircc; over
hour total will deflate the actual costs.) The worksheet will compute the overhead as a line item cost by ir,idinq 1hq lotai
projected labor hours for the contract into the total prajvoted labor hours for the current year
Total Annual Direct Labor Hours
input Trnal from Worksheet or, Below
Overhead per labor hour 4
Time required to complete contract 572
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 $ $
CPI Factor I- BLS (see link belay) 165% 165°/
htto /Mrvrv, bls aov/ro9/mostrmu.htm
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 2015-2016 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 i $ - $ -
$ - $
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
■
T-Y
iQd t j ~~1{
iN1 2 : r- Oregon State Department of Administrative Services
Procurement, Fleet, and Surplus Services
1225 Ferry Street SE, U140
Salem, Oregon 97301
(503} 378-0&42
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 2015-2016 Community Develo ment
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) $ 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.
City of Ashland 2015-2016 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 $ $
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
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enterpris City of Ashland 2015-2016 Community Development
There 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. it is best to have financial records to[ 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, estmate 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 cr division for the past year. input all the
costs of the entire entity as detailed below. Lino 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 fcr 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 tr he same period These figures Should be found on the year and payroll report D- tot
-include hours which cat be la f - 1 as ma to -nt or ad n nlstrati e -oustsin~l ding these cysts -1to the direct labor
h. t r total w1I d flat the act lal costs ) The t odcsh .et will . impute the overhead as line item cost by dividin, the 1.11x1
p-ojected lobo hot s to, dre aunt act run, .he total projected labor hours for the current year.
Total Annual Direct Labor Hours
input Tntal from Worksheet on Eelow
Overhead per labor hour $
Time required to complete contract 910
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 $ $
GPI Fector from BLS (sea link below) 165% 1 s5
http /M- bls acv/ro9(mostreau. htm
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 2015-2016 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 i $ - $
$ - $
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
r ~
rn, !x z kt I i ! k
Q ! P1
Oregon State Department of Administrative Services
Procurement, Fleet, and Surplus Services
1225 Ferry Street SE, L1140
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 Cit of Ashland 2015-2016 Municipal Court
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) $ 233.29
Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17
Subtotal 1 $ 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 2015-2016 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 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
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enterpris City of Ashland 2015-2016 Municipal Court
There are any different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc).
1~ 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 or your
17.00 % orga nlzafion that an 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 riot 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:
I To identify overhead costs. you need the financial records for your oiganizetion or division for the past year. Input Al hie
co sis of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked
" off,, please nc de a desrriptio I What you are trying to determine is a percentage therefore. . 1 not gross no the
e penses for inflation at 1o conronn 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 penod- Tliese figures should be found on the year end payroll report- Do net
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 rrrorkshee[ will wropute the overhead as a line item cost by dividing the total
projected labor hours for the contract Into the total pro/ectad labor fiat- for the. current year.
Total Annual Direct Labor Hours
Input Total from Worksheet on Below
Overhead per labor hour $
Time required to complete contract 312
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 $ $
CPI Factor from BLS (see link below) 1.6% 1 b5%
Into 2M,- bls aovl;o9rmosireou 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 2015-2016 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
f.
eD
Oregon State Department of Administrative Services
Procurement, Fleet, and Surplus Services
1225 Ferry Street SE, U140
Salem, Oregon 97301
(503) 378A642
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 2015-2016 Ashland Police De artment
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) $ 233.29
Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17
Subtotal1 $ 399.46
Labor
Direct Labor (from labor daily worksheet) $ 13,795.18
Overhead
See Overhead Worksheet $ 3,133.88
Delivery
Transportation (from Trans & Reserve worksheet) $
Total Before Margin $ 17,328.52
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.
City of Ashland 2015-2016 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 ! 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.
LAS Form #12 J
Revision 10-03 Page 2 Supplies Sheet
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enterpris City of Ashland 2015-2016 Ashland Police Department
There are any different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc).
1~ 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 dimension to the past year Input all 11.
costs of the entire entity as detailed below. Lille items which are not detailed below should be input into the cells marked
he
'other please include a description- What yen are trying to determine is a percentage, the etme. 1- of ,grass I-
expenses for inflation of to conform to the current year budget Next, input into the cell b_lo1 the total direct lobo- hours and
four by your entire organization Yorthe same pered- These figures ..ho I be fo nd h the year en I payroll report . D_ act
include hours which can be classified as management or ad ni histrative costs. (I iClud ng these costs into me d r ct labor
i h total will deflate the acts al costs ) The worksheet will compute the v I e.d as a line to - cost by d-v ding the total
p_ojeoted labor hours for the co htract into the total p ojected labor hours to the current y_ar
Total Annual Direct LaborHOUfs
Input Total from Worksheet on Below
Overhead per labor hour,
$
Time required to complete contract 780
Total Assigned Overhead 177-
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 from BLS (see link below) 165% 1.65%
h(z /Ann, bls aovl,o91-t,eQU. htm
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 2015-2016 Ashland Police Department
This category covers any costs associated with delivering your product or service to the buyer. A service
contract, for example, will likely include the costs associated with getting the individuals who will perform
the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are
all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile.
The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State
business. That's not to say your costs may be less or more. The labor required (the driver and the
workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the
state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile.
Services Contract
Miles Per Rate Per Daily Services per Annual
Delivery Description Service Mile Cost Year Trans Cost
1 caravan $ - $ -
2 $ - $ -
3 $ - $ -
4 $ - $ -
$ - $
Margin
The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have
been calculated. The margin % can vary depending on the product or service being offered and
organizational, contractual and market variables specific to the project. Some research will likely be
required to come up with a percentage that not only allows for inventory and equipment replacement, but
is in alignment with industry standards and fair market value. Any percentage higher than six percent
(6%) will have to be justified to DAS.
Enter as a % of "Total Before Margin" 6.0%
DAS Form #12 J
Revision 10-03 Page 6 Trans-Delivery and Margin Sheet
Costing Workbook
For Janitorial & Grounds Maintenance
Contracts Under the
Qualified Rehabilitation Facilities Program
■
0, ~ 4A ilk
1
Oregon State Department of Administrative Services
Procurement, Fleet, and Surplus Services
1225 Ferry Street SE, U140
Salem, Oregon 97301
(503) 378-4542
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 2015-2016
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) 12,061.94
Overhead
See Overhead Worksheet $ 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 2015-2016
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 $ - $
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
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enterpris Ashland Service Center 2015-2016
There 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, 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 foryour organization or division for the past year. Input all hlo
costs of the enure entity as d ai d b o luw. Li items which are not detailed below should be input into the cells ma ked
"other please include a desc iptio 1. Nhat you are trying t.. determine is a percentage therefore . d of gross no the
expenses for inflation or to conform to the current year budget. Next, input into the cell below the t kal direct labor hours pald~
out by your entire organization for the same period. These figures should be terror on the year end payroll report - Do not
include hours which car be clas ified as management or ad ministrative costs. (including these costs into the direct labor
hur r total will deflate the aCtt I r, 51s ) The worksheet will compute the overhead as a line item cost by iividing one total
projected labor hours for the contract into the total projected labor hours far the current year.
Total Annual Direct Labc, Hours
Input Total from Worksheet on Below
Overhead per labor hour $
Time required to complete contract 682
Total Assigned Overhead $
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
Othe `
Other `
TOTAL INDIRECT COSTS $ $
GPI Factor from 31_5 (sea link bali 1.65% 1 65%
hurt, LAr bls aov/ro9/mosireau. him
Total $
DAB Farm #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 2015-2016
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
A A
e y~rF-a l~ _ i0~
:m zm2 ti
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 City of Ashland 2015-2016 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 i $ 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 Marginr$ 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.
City of Ashland 2015-2016 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 l 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
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enterpris City of Ashland 2015-2016 Street and Shop
There are many different ways organizations allocate overhead internally (e. g., Percent of total costs, dollar figure IT, 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 tonryour
17 00 organization that go back a year or more. Add together the expenditures that make up the overhead cost (see
worksheet below). Now acid 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 costs as best You can and use the same formula to get a percentage
2. Enter Allocated Overhead as aDollar-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 tlnancial 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 rote 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 orto 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 yearend payroll report . Co not
Include hours which can be classified as management or administrative costs- iluducling 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 fine Ietal
projected labor hours for the contract into the total projected labor hours for the current Yost
Total Annual Direct Labor Hours
Input Total hum Worksheet ,it
Below
Overhead Per labor hour $
Time required to complete femme[ 208
Total Assigned Overhead 177
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!rwn BLS (see link belov) 1.65% 165%
Yt~o /NNnv. bls aov/ro9/mosireau. Mm
Total $
DAS Form #12J
Revision 10-03 Page 5 Overhead Computation Sheet
Delivery & Reserve Oregon Department of Administrative Services
Pathway Enterprises, Inc. Project Costing Worksheet
City of Ashland 2015-2016 Street and Shop
This category covers any costs associated with delivering your product or service to the buyer. A service
contract, for example, will likely include the costs associated with getting the individuals who will perform
the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are
all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile.
The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State
business. That's not to say your costs may be less or more. The labor required (the driver and the
workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the
state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile.
Services Contract
Miles Per Rate Per Daily Services per Annual
Delivery Description Service Mile Cost Year Trans Cost
1 caravan $ - $
2 $ - $
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
lit
i`o 0
a. .mot '1o
,......_/859-
Oregon State Department of Administrative Services
Procurement, Fleet, and Surplus Services
1225 FerryStreet 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 Cit of Ashland The Grove 2015-2016
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) $ 233.29
Equipment, Tools & Subcontracting (from small equipment worksheet) $ 166.17
Subtotal 1 $ 399.46
Labor t-
Direct Labor (from labor daily worksheet) r$ 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 2015-2016
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 $ $
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
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enterpos City of Ashland The Grove 2015-2016
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 yen
-
OR can, estimate other costs as best you can. and use the same formula to get a percentage
L J
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:
1 To identify overhead costs, you need the financial records for your olganizal,an or division for the past year. Input all the
co sls of the entire cmhly as detailed below. Line items which are not dote rly'd below should be input into the oe115 marked
"other`. please include a description. What you are trying 1 determine is r percentage. therefore. do not gross p the
expenses for inflation or to conform to the current year budget Next input into the cell helow the total dnect Iabo- hours paid
out by your entire organization forthe Barn period- These ironies should be `ounc u n the year end payroll report. Do not
j include hours which can be classified as management or adm 1istrativ costs. (Including these cosh into the direct labor
1 hour total will deflate the actual cos(,.) The worksheet -mill compute the overhead as a line item cost by ch ading the total
projected labor hours for the contract into the total projected labor hours for the current yc ar
Total Annual Direct Labor Hours
Input Total hom Worksheet on Below
Overhead per labor hour $
Time required to complete contract 468
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 $ $
CPI Factor from et5 (see link belay) 1.65% 165%
Mt M bls ar,/r,9ime,sn,su ht
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 2015-2016
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
■ 4'
F
~ O
~N5 ~4 O
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 City of Ashland Police Sub Station 15-16
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) $ 37.39
Equipment, Tools & Subcontracting (from small equipment worksheet) $
Subtotal 1 $ 37.39
Labor
Direct Labor (from labor daily worksheet) $ 1,025.80
Overhead
See Overhead Worksheet 234.73
Delivery
Transportation (from Trans & Reserve worksheet) $
Total Before Margin $ 11297.91
Reserve
Margin Held in Reserve (from Trans & Reserve worksheet) $ 82.85
Total Bid Yearly $ 1,380.75
Monthly $ 115.06
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 Police Sub Station 15-16
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 - $ - $ -
8 24 oz Bottle & trigger $ 2.27 $ $
9 Acrylic Bowl Mops $ 1.71 $ $
10 Scrapper W/blades $ 6.51 $ $
11 I OZ Pumps $ 2.31 $ $
12 Paper Filter $ 21.10 $ $
13 Std Loo end Mop $ 5.65 $ $
14 24" Dust mop $ 4.26 $ $
15 Doodlebug BN Pads $ 1.18 $ $
16 Duster - expandable $ 5.75 $ $
17 Spot Away $ 2.74 $ $ -
18 Cleaning Pads $ 4.70 0.1666 $ 0.78 $ 9.40
19 Wax Mop $ 6.80 - $ - $ -
20 $ $
21 $ $
22 $ $
23 $ $
24 $ $
25 $ $
26 $ $
27 $ $
28 $ $
29 $ $
30 $ $
31 $ $
32 $ $
33 $ $
34 $ $
35 $ $
36 $ $
37 $ $
38 $ $
39 $ $
40 $ - $ -
Total $ 3.12 $ 37.39
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
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enterpris City of Ashland Police Sub Station 15-16
There 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, it is best to have financial records for your
17 00 % organization that go back a year or more. Add together the expenditures that makeup the overhead cost (see
worksheet below)- Now add this figure to the Raw materials, Direct labor and Delivery fora 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 some formula to get a percentage-
2. Enter Allocated Overhead as aDollar-Figure Sum You DollareFigure Sum Method:
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: III
To identify overhead costs. you need the financial 2cords for your organization cu of for the past yoar- Input all the
costs of the entire entity as detailed below- Line items which are riot detailed below should be input into the cells marked
"other please include a description. What you ara trying to determine is a percentage. therefore, do not ,loos up thr
expenses for inflation onto conform to the current year budget. Next. input Into the cell below the total direct ` labo "ors pair
out by your entire or n'zation for the same period. These figures should be found on the year end payroll rep) d Do hot
include hours v hich can be class f d as ma nag n It or ad ni n 'lralive costs. (Including these costs t the d r_ labor
hour total will d Flat, the adt al r 11h, ; The rksheet v ,It compute the ovednead as a h u, Item cr st [ r vidlnq In, foist
prole ted labor hours tar the tract irte the total projected labor no r rs for the current year.
Total Annual Direct Lane, Hours
Input Total from Worksheet on Below
Overhead per labor hour $
Time required m complete contract 58
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 from BLS (see link below) 165% 165%
'o /Nrww b1-.oro9/-trmu 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 Police Sub Station 15-16
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" 1 6.0%
DAS Form #12 J
Revision 10-03 Page 6 Trans-Delivery and Margin Sheet
Page 1 /1
. C I T Y OF
ASHLAND DATE. . PO NUMBER
20 E MAIN ST. 8/20/2015 13077"
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: Ashland, Oreqon 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 2016 106,250.52
Facilites (excluding police sub station)
Janitorial Services - FY 2016 1,380.75
Police Sub Station ($115.06/month)
Processed change order to add 2,710.32
additional cleaning services for
Municipal Court, specifically Council
Chambers per attached contract addendum
and project costing worksheet.
Processed change order to add annual 687.69
cleaning / floors at Water Treatment
Plant (Per Invoice 10727)
SUBTOTAL 111029.21:
BILL TO: Account Payable TAX 0.0(
20 EAST MAIN ST FREIGHT 0.0(
541-552-2010 TOTAL 111,029.2E
ASHLAND, OR 97520
Account Number Project Number Amount Account Number. Project Number Amount
E 110.06.11.00.602351 E 000251.999 1,380.75
E 410.08.24.00.60235 E 000251.999 108 960.84
E 670.08.19.00.60235 E 000251.999 687.69
Authori d Signature VENDOR COPY
FORS#3 CITY OF
-ASHLAND
REQUISITION Date of request: 19 Aug 15
Required date for delivery:
Vendor Name P/~}y^ ~niT~oooic~c rnl(
Address, City, State, Zip 1600 SKY PARK DaIVE 11TE 101 -
Contact Name & Telephone Number MEDFORD OR 07504
Fax Number
541 973 2728 RICHARD' IMPSON - -
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) State of Oregon
El Direct Award Date approved by Council: Contract #i~
❑ 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 contract
$5,000 to $100,000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract #
PERSONAL SERVICES El Special Procurement Intergovernmental Agreement
$5 000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency
❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council:
(Date)
171 (3) Written proposals/written solicitation Date approved by Council;
❑ Form #4, Personal Services $5K to $75K Valid until: Date
Description of SERVICES Total Cost
~bgyv ~°vt t ~E2 o i QCCS v~7 Y
Z,o ~ t co $ 1
Item # Quantity Unit Description of MATERIALS -Unit-Price--, Total Cost
,/_A
,-,dew iFv, 52 7
TOTAL COST
❑ Per attached quote/proposal
VP
Project Number _ 000251.999 Account Number 410 08.24.00.602352
7V c
Account Number 110.06.11.00.602351- 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 ate Support -Yes /No
By signing this requisition for ~tthatt ity' s public contracting requirements have been satisfied.
Employee: Department Head: g!L
(Equal er than $5,000)
Department Manager/Supervisor: City Administrator: ' , -r, w
(Equal to or greater than $25,000) zrl Funds appropriated for current fiscal year NO - 03y/n-
Finance Director- (Equal to or Sr er than $5, 000) Date
Comments: