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HomeMy WebLinkAbout2015-243 Contract - Pathway Enterprises Contract for Janitorial Services - Ashland Park Commission CITY OF CONTRACTOR: Pathway Enterprises, Inc. -AS H LAND 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: $55,392.24 per pricing proposal and costing workbook attached as Exhibit C. GOODS AND SERVICES TO BE PROVIDED: Janitorial services for Pioneer Hall, Community Center, Parks Office, Nature Center, Senior Center, and Oak Knoll Pro Shop 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 prima 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 27913.220, 279B.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 any of the following conditions: Contract for Janitorial Services, Revised 06/02/2015, Page 1 of 5 i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Contractor to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. i. Either City or Contractor may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Contractor's performance of each and every obligation and duty under this contract. City by written notice to Contractor of default or breach, may at any time terminate the whole or any part of this contract if Contractor fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Contractor shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Contractor shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to the termination date if such work was performed in accordance with the Contract. 10. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City. Contractor shall have the complete responsibility for the performance of this contract. 11. Non-discrimination Certification: The undersigned certifies that the undersigned Contractor has not discriminated against minority, women or emerging small businesses enterprises in obtaining any required subcontracts. Contractor further certifies that it shall not discriminate in the award of such subcontracts, if any. The Contractor understands and acknowledges that it may be disqualified from bidding on this contract, including but not limited to City discovery of a misrepresentation or sham regarding a subcontract or that the Bidder has violated any requirement of ORS 279A.110 or the administrative rules implementing the Statute. 12. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an asbestos abatement license. 13. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Contractor shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. 14. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document. 15. Default. The Contractor shall be in default of this agreement if Contractor: commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; if it loses its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the work or to qualify as a QRF if Contractor has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has instituted against it an action for insolvency, makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in, or delegate duties under, the Contract. 16. Insurance. Contractor shall at its own expense provide the following insurance: a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers b. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. d. Notice of cancellation or chap e. There shall be no cancellation, material change, reduction of limits or Contract for Janitorial Services, Revised 06/02/2015, Page 2 of 5 intent not to renew the insurance coverage(s) without 30 days' written notice from the Contractor or its insurer(s) to the City. e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work under this contract. The contractor's insurance is primary and non-contributory. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies, trust agreements, etc. shall be provided to the City. The Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self- insurance. 17. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 18. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 19. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further liability to Contractor. 20. Prior Approval Required Provision. Approval by the City of Ashland Council or the Public Contracting Officer is required before any work may begin under this contract. 21. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by reference. Contractor: City of Ashland By BY Sign, ure Department Head Print Name Print Name (i ~'I•~~,(* ~~i d (r, l' ~ ~ 1 lit ~+-'~f' ' Title Date W-9 One copy of a W-9 is to be submitted with , the signed contract. Purchase Order No. Contract for Janitorial Services, 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. v` (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. p Contractor ~G~A^0 (Date) Contract for Janitorial Services, Revised 06/02/2015, Page 4 of 5 Y) , o® CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YY Iii 8/27/2015 5 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Marcene Forney NAME: Ashland Insurance Inc PHONE X : (548 atc Nu: (sallss7-9ea3 JC. No. 801 O'Hare Parkway, Ste 101 ADMDARIESS:marcenef@ashlandinsurance.com INSURER(S) AFFORDING COVERAGE NAIC # Medford OR 97504 INSURER A New Ham shire Insurance Co INSURED INSURER B :SAIF Corporation Pathway Enterprises, Inc., DBA: See various DBA's in INSURERC:Philadelphia Indemnity Ins Co 1600 Skypark Drive, 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. LTR YYYY LIMITS IR TYPE OF INSURANCE INAD WV D POLICY NUMBER MMIDD~FF MM/ D Y EXP LT X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE _ $ 1,000,000 A r CLAIMS-MADE l A l OCCUR PREM SESOEa occurrence)-- 250, 000 OILX0240593930000 7/1/2015 7/1/2016 MED EXP (Any one person) $ 10,000 PERSONAL & ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER GENERAL AGGREGATE $ 3,000,000 JECT 3,000,000 X POLICY PRO F J LOC PRODUCTS - COMP/OPAGG $ - OTHER: Abuse and Molestation $ 3,000,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1 , 000 , 000 Ea accident A X ANY AUTO BODILY INJURY (Per person) $ ALL OWNED SCHEDULED AUTOS AUTOS O1CA0645980540000 7/1/2015 7/1/2016 BODILY INJURY (Per accident) NON OWNED PROPERTY DAMAGE $ HIRED AUTOS _ AUTOS Per accident PIP-Basic $ 15,000 UMBRELLA LIAB OCCUR EACH OCCURRENCE $ 3,000,000 A X EXCESS_LIAB L-ICLAIMS-MADE AGGREGATE _ DED X RETENTION$ 10,000 OlUD0428658860000 7/1/2015 7/1/2016 $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS' LIABILITY Y / N STATUTE L ER 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. DIS_EA_S_E_ - EA EMPLOYE $ _ 500 , 000 If yes, describe under " DESCRIPTION OF OPERATIONS below E-L. DISEASE - POLICY LIMIT $ 500,000 C Professional Liability PHSD956688 6/30/2015 6/30/2016 Aggregate Limit 3,000,000 Occurence per incident 1,000,000 I i DESCRIPTION OF OPERATIONS I LOCATIONS I 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 ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD INS025 (201401) pF O~ r t 0 r - r i rrr r`r *r*r.+rr• 85 DEPARTMENT OF ADMINISTRATIVE SERVICES Request for Price Approval For Janitorial Services , Contract #QRF (Product or Service) Total price: $55;392.24 , per year (month, year, each, doz.) Requesting Agency: Ashland Park Commission Requesting QRF:- Pathjv-y E nterpases Agency and QRF agree the proposed price a»d supporting documentatio meets the requirements of OAR 1.25-055-0030. date: Authorized Agency Signature ~tvJZ k . _ ~w tt • ti, phone # t1 i - z J Email Address- Authorized QR"ature Y' c' p C1~r} •c~ Ln~ phone S50 Email Address t DDAS 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.. 1 f - ate 'BAS QRF Cooxdiuator Revised 3/1912013 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(2cashland. or.us 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 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 I 11FAWA ESA thw V Enterprises. Iroc:. Rebecca Simpson; CEO July 13, 2015 Rachel Dials Recreation Superintendent City of Ashland 340 S. Pioneer Street Ashland, OR 97520 Ms. Dials, I have prepared our janitorial service pricing proposal for the City of Ashland Parks based on the unchanged living wage of $14.42 per hour. I propose that our annual price remain at $55,392.24. The updated changes for 2015-2016 services are as follows - Monthly 2014 - 2015 2015 - 2016 Pioneer Hall & Community Ctr 1662.13 1662.13 Parks Office 428.58 428.58 Nature Center 381.57 381.57 Senior Center 1373.8 1373.8 Oak Knoll Pro Shop 270.22 270.22 Carpet and Hard Floors 499.72 499.72 Difference Total 4,616.02 4,616.02 - Annual 2013-2014 2013-2014 Pioneer Hall & Community Ctr 19945.56 19945.56 Parks Office 5142.96 5142.96 Nature Center 4578.84 4578.84 Senior Center 16485.6 16485.6 Oak Knoll Pro Shop 3242.64 3242.64 Carpet and Hard Floors 5996.64 5996.64 Difference Total 55,392.24 55,392.24 - V athw ESSA► Enterprises. Incy Rebecca Simpson; CEO Pathway Enterprises, Inc. truly appreciates the partnership we have with you and we hope to continue providing an expanding variety of services to you and the people of the City of Ashland. Sincerely, Richard Simpson Contract Services Director Pathway Enterprises, Inc. 1600 Skypark Drive, Suite 101 Medford, OR 97504 Office (541) 973-2728 Cell (541) 601-4550 Fax (541) 973-2729 Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program f OF 8 5 9.. Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-1642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises Inc. Project City of Ashland Parks Facility Floors 15-16 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 739.40 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 213.41 Subtotal1 $ 952.81 Labor Direct Labor (from labor daily worksheet) $ 3,664.57 Overhead See Overhead Worksheet $ 1,019.42 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 5,636.80 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 359.80 Total Bid Yearly $ 5,996.60 Monthly $ 499.72 DAS Form #12 J Revision 10-03 Pagel Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Parks 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 0.08333 $ 6.18 $ 74.22 2 Optimum Finish 10.2 0.3333 $ 3.40 $ 40.80 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 0.08333 $ 1.33 $ 16.00 6 Black Pads 20" 4.45 0.3333 $ 1.48 $ 17.80 7 Green Pads 20" 4.45 0.3333 $ 1.48 $ 17.80 8 Doodle Bu Pads 1.8 0.5 $ 0.90 $ 10.80 9 Nuetral Cleaner SE#64 22.81 0.08333 $ 1.90 $ 22.81 10 Blue Tae 8.26 0.5 $ 4.13 $ 49.56 11 Rags 19.99 0.0833 $ 1.67 $ 19.98 12 Carpet Cleaning Solution SE#62 19.05 0.0833 $ 1.59 $ 19.04 13 Nitrile Gloves Large 7.85 0.08333 $ 0.65 $ 7.85 14 Finish Mop Heads 7.21 0.25 $ 1.80 $ 21.63 15 Mop Heads 13.11 0.3333 $ 4.37 $ 52.43 16 Mop Handles 7.59 0.1667 $ 1.27 $ 15.18 17 Broom 11.67 0.0833 $ 0.97 $ 11.67 18 Dust Pan 6.29 0.0833 $ 0.52 $ 6.29 19 Finish 12.25 1 $ 12.25 $ 147.00 20 White Pads 20 4.45 1 $ 4.45 $ 53.40 21 One Ste 18.45 0.5 $ 9.23 $ 110.70 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 $ 61.62 $ 739.40 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet o o H a~ E n 3 o- W N d d d U_ L 2 N d Y U) O d > M Vi EA EA fA m C O N W ~O O O M O ~O O n 0 0 M O O ° a m o~ w m N U ° C, N M N W N E N d C O a v E } a o p o d O vi v> e» F» v3 e» F» C ~ M ~ " N E a d tl R m Z o r N ❑ O U w U o o m d ~ N O O O M O 0 0 N O (n W O O M u'J O l0 .O y C d U N N M N W r O a` o ° D EA M of to t9 <A s9 O - ~ o o a U 0 0 0 0 0 0 0 ~ N d U N ` « ❑ 7 T a`= a y t00 O O (MO O O C O m 07 O O M ~O O ~O y} N N M N W O d ~ Ea ° ~ F»v3 ea E»vi e»F» ~ 0 0 0 0~ o 0 d MooMOr~c~ ° O) M ~O ~O M u7 M M U m U U ~ C O L d d V d C M « O N p d o d a O U d C ❑ ~ m C .N 4 p C d w N N N N N N N N N N N N N N N N N N N N N ~ m m E ~ d~ ai m ~ o c o c m o N o E o O U N C p U Ld. U C U y QI d N 0~ O p p « y c0 V V t0 V t0 c0 t N N C M N N M N M M C (Q Q O d - VNl C T N N N O d o a E N C n 3 N p C - d C N N N O m o D w E f° O a L L C U N E ) .7 C OJ 0 0 0 0 0 0 N .a y` N d O O O O O O O O O N O U C E L p m d OJ N OJ ~O M~ N T 0- ~ I~ W N W N ~ U N N 3 O C N C N N N L o N a) O U a = a N« U O p- ~O co ~ ~ C a « ~ T ~ O ~ N EA EA EA E9 fA fA EA O C U (D N p ~ to ~ d E N N > > d > a C °o d a a 'o - -o ai a o" LL 'O y W N .B w R U« YO O a O _ o ._T m d U N d Z Z O fNA tT C .O 0) -O 'C U 'U E N n d Y p a > ¢ E N .C U Oo O.C N L C LL U ~o N -O .Q C« C Cp > W W U) N N N d m d N d > l- ii LL Z co N Q« C O Q d m o m o o ~a ac`>~Zjm= y E t° t E N a a. o o_.° n N ° ° oa aT y~ QU~co N N T.... T FW-~ c~ E n°a .4 E o W ❑Y~O~ OLL O -~.Oo-o Ta W m X m n L O) Y Q C d U O m C L U } ~ m O d T Q ° O N D W mF U W C N 'U O_ .(0 N cj~ f6 T j E m Q m E n ol-o m p w a .N (D n. v a a aC)LUC)of = airaE oU' E 0 K watU °o o ~'3 d OQ W QQxO N o j co o Q~ U to U~ U -0 u = O D d N M V ~O (O 1 W O~ o -N M V ~O c0 r of T O II II II II 11 II II d c- - - - - - r r - - N y N N u N d d d O O aci c c i d N> m U j U d 2 (L LU Q m N 0 d d O N d# Q m W C -O A m J O .U. O U L- d O y U d O C Q N N a a # O d c -0 3 m o c y = a E 0 o d c mm n n❑z R a o~ 0 a 2 L ~ a ` o =3 _~n NEQO - - -15 c° - _~E~ _ >oE U Q.a E " _ a Eo _ Z5 w, E.i E, E E o a 3 o m C a r N r - c a E m N m T t o E O m r r a~ ~ S o t m N~ o m% E E X r y m T 3 v p w«>wen _ o mET LET _ m W ~ o 0 3 mL O ~ n _ _ O o E _ T m E m 3 = E o O c E m E_3 3 E n m E-°' m Ey _ _ v - t E D Z L 3 m - c 3 mr _ - Oct ~ v - E w E a c ~'3 - c 3 m - c E E T - E d I Tg t o °-y' - m 3 m I ITT I I I I I I o 3 ° ° E T a° a - - _ a -Z 7i y F - m T = 3 0 o - - - - - - - - - - - - - - oo _ m d~ mw Sn E E c _ E E 3 a '3 T _ z m o o E° T ° 3 Z5 2 m m c'n ` Z a _ ~w E h~ ° ETA x _30 0°3 ma E~ m m `m _ L T 3 m m a o - m 0 - 81.8 81o . E 3 E c ¢ E m - 3 - E- .6 66 12 y° o~~nU .EEL _ ° En m`° T-° m mS0 - °Oo-- c~~ m >r ~ ~ ~ ~~a _ c E IF _ T E y F a a° m 3 L - E a - -tea om o> L o y N Nn y mm °i E._ TE T~°m = E dir. `o -~E ~a m E_o 3~ Q o o m m~ O m _ ~ m = - m o .E a ZIo o' o, `m o~ E - da - ~w m L° a~°i o t E a `ice ° U>y DOO E o TQ Eo `T y = - w o 0 0 y o c E m u - 0000 ~w as u oE~3a. nc - _ = 3 2 F L OI OI m m O O N ° N .h-. N D T d E~ - 3 U _ pO a__ T w w~ N y L d Q E D ~ - - - J LL m o E E E E o o L E N = 2 o 5 3 cai a n E m r R 72 -E -E 3 U I E O O U== a c D d d m m c m o 5 ° o - - m¢t° ommU=ss>>~= dm EEoE2 S -_T - EEo nu E~ E oa;, adUUaa zzaU Q mUUUU 5 ~1-FH ti m oo c°i3 0 0. a ~wMO~n corm N n n 7 7a 6 x a a a _ _ E a ~ N N t~ N m C F J E r m a r_- LL- p O a < OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Parks 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). 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 expendltu res 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. 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. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: T. identify overhead costs. you need the financial records for youi organizalion or division for the past year. Input all the costs of the entire entity as detailed below. Line items which are not detailed below shauld be input into the cells maiked .the please include a description. What you ara trying to determine is a percentage. therefore, on not grass up the expenses for inflation or to conform to the current year budget. Next. input into the cell below the total direct labor hours paidi, out by your entire organization torthe same period. These figures should be found no the yearend payroll report . De cat include hours which can be classified as management or adnlinrs;rative costs. (including these casts into the direct labor hour total will deflate the sch I ;et ) The worksheet will compr to the overhead as . fine item cost by - fividinq the total I projected labor hours inrthe contract into the total projected labor hours for the current year. Total Arrow l Direct tabor Hours Input Tolel from Worksheet nn Eel- Overhead per labor hour $ Time required to complete contract 207 Total Assigned Overhead 17777- 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 Had Debts Other.' Other ' Other.' Other: TOTAL INDIRECT COSTS $ $ CPI Factor I- BLS (see link below) 3.15% 315% Mto IHnn "'oovlra9lmestreeu.Mm 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 Cit of Ashland Parks 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 it ;oF 1859 / Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises Inc. Project City of Ashland Parks and Recreation Senior Center 15-16 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 870.96 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 44.03 Subtotal1 $ 914.99 Labor Direct Labor (from labor daily worksheet) $ 11,778.96 Overhead See Overhead Worksheet $ 2,802.56 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 15,496.51 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 989.14 Total Bid Yearly $ 16,485.65 Monthly $ 1,373.80 DAS Form #12 J Revision 10-03 Pagel Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Parks and Recreation Senior Center 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 SCRUBBING SPONGES $ 1.36 1.0000 $ 1.36 $ 16.32 2 CREAM CLEANSER $ 3.06 1.0000 $ 3.06 $ 36.72 3 #66 DISINFECTANT CLEANER $ 42.40 0.1000 $ 4.24 $ 50.88 4 #64 NUETRAL CLEANER $ 88.00 0.1000 $ 8.80 $ 105.60 5 #70 WASHROOM CLEANER $ 97.44 0.0250 $ 2.44 $ 29.23 6 #61 GLASS CLEANER $ 85.20 0.0250 $ 2.13 $ 25.56 7 UTILITY BRUSH $ 2.74 0.0840 $ 0.23 $ 2.76 8 ANGLER BROOM $ 6.27 0.0840 $ 0.53 $ 6.32 9 TOILET SCRUB BRUSH $ 4.35 0.0840 $ 0.37 $ 4.38 10 VINYL GLOVES LARGE $ 9.89 0.5000 $ 4.95 $ 59.34 11 LAMBSWOOL DUSTER $ 4.90 0.0840 $ 0.41 $ 4.94 12 DUST PAN $ 2.52 0.0840 $ 0.21 $ 2.54 13 PRO STRIP $ 48.26 0.2000 $ 9.65 $ 115.82 14 OPTIMUM FINISH $ 52.16 03000 $ 15.65 $ 187.78 15 BLACK PADS 20" $ 19.24 0.1500 $ 2.89 $ 34.63 16 FOLEX CARPET CLEANING SOLUTION $ 16.21 0.1200 $ 1.95 $ 23.34 17 SPRAY BOTTLES $ 1.90 0.2500 $ 0.48 $ 5.70 18 MOP HANDLE $ 6.29 0.0840 $ 0.53 $ 6.34 19 LARGE MOP HEADS $ 5.20 0.5000 $ 2.60 $ 31.20 20 ORANGE GEL EXTREME $ .8.27 0.2000 $ 1.65 $ 19.85 21 14" WINDOW SQUEEJIE $ 8.95 0.0840 $ 0.75 $ 9.02 22 14" STRIP WASHER $ 4.37 0.0840 $ 0.37 $ 4.40 23 PRO BUCKET $ 21.98 0.0840 $ 1.85 $ 22.16 24 MR CLEAN MAGIC ERASER $ 5.51 1.0000 $ 5.51 $ 66.12 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 $ 72.58 $ 870.96 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 0 c d E n Q W N ~ d d U L .z N d Y w o y ~ fH EA EA fA H3 Ip C m N N y O O 0 c ~j a ~ A ~ ca v E N d = O N a •o y F- `o a 0 » » m ~ E C _ a d m tO 1- w E ° 'c o aai Z O F- Y O U N c U o O m U d ~ N O (n U NO 0 0 t`. d U N O .o c c a o ° ~ yr ss r O _ o o Q ~ d N 0 0 L p ~ T a ' o m th O U N r 0 0 C O m o ~ } ~ N YO N M a ti N a) = a o 0 OI M ~ U L m v ~ U U = p L d d i Q ~ 3 a d N 0 d d ❑ a. O N a N N C ME N C N N N N N N N N N N N N N N cV N N N N N w 'J A N E d` N N O = O N 0 0 E E U v a L N E a° 3. `o sd, d tD ~ t N o w (`7 N w N N Q O d = N CO S N U y O d d a C Q C > C o 3 ? o a N ° E O L L C U N E o 'Y U d E O_ O O E T Q 0 (6 LE L- O V O O- O N O N C U ° ~ ~ .C U ~ ~ ~ U Vl N 3 T UO ~ o ° 7 a` N y o a O N 0 p- ID 000 w L in 9 va to c v a~ a Q d E mi a o w 0- E- o O N m v a y a m W -N° _w m w v . Yp U O N d d N 01 C N O E N d d L O 'O o>f E C N O N N N° N d = y_ d O= d N U Q N _ N N J qy d a co y d E 'v H W N E U N y 7 C 0 a N a m d ~e e= a ° z e 'N m E .c E a O w E a s ° m L c m F- N N c 3 W d~E noa o Eo wpW~ N O~v N 0 0 T ~ " C x O O N io C L Y U LJl '0 'O a W y d U Q 0 ° `o C` N U 2N E o.aa C (0 O N .9 N JJ N'v a.N lO T mN N Q U a Q o_L `o y c ~.t. m dU m N d E 0 U E L N a Q 0 0 .3 d O Q N O > C N l4 O Q.wdU O Q> ~U W NU~U oO d N M V ~O (O I~ W rn O N N V u7 cU W rn o II II II II II II 11 ~ d 06 i d NON y c .N U L d d 'E O U~ U d U C C ~ U d N IT" d a a E a= Ea E E. n cTa3 0 d j° c J o ° m o ` o w a N U Q N = o rn m W .C d "d0 N d J =O U O r a 7E o O an d d C= N G= a y U . O a O a N U 7 O. N O LL, .C d T d O d d D O. O L J- F mm(?n (0 .Q U yO N d E w`apZA O ~O ~ N C) N ❑ d' ~ J Q N F O t LL> N > c' S E o a m 3'~ y'E n Q - _ _ ~ E a 'o E C V _ d o _ n o EJ y _ o"_ 3LL 0 0 ~Ea~ f- - oEE o E E Oo-3 _ `0ou e as N _ c E°_' - i. J C1 ~ N r - 3 vyi ~ N _ O-F y OC r N•~ ~ ~ ~ m v m - E my F « 'o = of E F n > x m o m t y m ~ E 3 v - p _ o L E ~ c m o s _ m uJ ~ o 0 3 mS o _ c o o o H° c E 3 _ m A ~ E t - - _ E o E E' 3 E - - O c m E m E o - u E _ _ fi a o a rn m L `v E D Z~_ m d m U p - - 3 y o o a E - o m _ r E `o E E ~ En cm3 c3mm r°nv _ v E o m E u o 3 - - s E T a a o _ W L x - - - - - - - - - - - - - - - E E c o - -Q-' mEc 3a 3 om E o 00 °3 o - ' - `o N~ Fy ~ -Z ° LL n o m Q m_ - - d m w - m w'F'- a o o E°- Q ~ S c - m o~ m_ m O m ~ - x o L Uo E E =co N ~O _ _ ~Oa m T I m ~r d E , m - - o f uEt H E ` NINE' N F N N N - - - E n _ N a_" _ ~ a u o~ E - - - - - - - - - - - - - - - - - o w m H 3 = - - E L o o m N a I mm E n. Y o y_ _ t` N o o~t0 m opt `o -EE dam _ E o Ea Ua Z r LL . `m o o a ~Y r. c oa m._ T o = o ~ ~ O `oaa~00 E o~n a°- E° m t = - ~L v a ° EN- 3n E mr nc - ty _ ° o o. o.aa-- -O~ N a m __u_ oEm oo, - ` O ` Q N o o E E E E o a E N m E 2 m a 3 3 m LL U L E a w? `o~ - o E E o m d d j r n o - - - u U N O Z5 L o o `o m Y E E 0 o n a N E Y `a E g _ - x - ~_-6 O N N N N m C N E d m n F q_ LL- 76 O `w ¢ m c ❑ p o Q OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Parks and Recreation Senior Center 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 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 n, 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 casts 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: leatify eve head costs. you teed the financial records Ion your organization or division for the past year. Input III the T Costs of if), ent e tity as detailed below Ljne temS which are not detailed below shot Id be input into the col nartted "oth pl s e include a de,1 pfiou What y trying to determine is a percentage. therefore d not gross f R'e axpens_a for inflate, ~ ei to core-m to the bent year budget. Nerd, nput into the cell bell, the t tal J rect lobohours pa.,il out by your entire organization for the Same period. These ngures should be found on the year end payrnll repot Do nef i elide heurS which can be classified as management or administrative costs. (Including these costs into the direct lahor hr t rtotal wll deflate the annual costs ) The ,,srk:ho,t wini on pure the overhead as a fine. hem t uv di-ildln,=the total projected Tabor hours fortune contract into the torsi projected labor hours for the current year. Total Annual Direct Lane, Hl~ufa top 7T,.Ial from Worksheet on Below Overhead per labor, hour $ T;me required to complete contact 666 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 Facto, from BLS (see link below) 3.15% 315% rho IN-, bls aovlv9/mostrwu Mm 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 Cit of Ashland Parks and Recreation Senior Center 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 . 0 R` -o 6 QP ~ y Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-0642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 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 Parks and Recreation Pioneer Hall & Community Center 15-16 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) Is 1,129.76 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 44.03 Subtotal 1 $ 1,173.79 Labor Direct Labor (from labor daily worksheet) $ 14,184.28 Overhead See Overhead Worksheet $ 3,390.74 Delivery Transportation (from Trans & Reserve worksheet) $ - Total Before Margin- 18,748.80 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 1,196.73 Total Bid Yearly $ 19,945.53 Monthly $ 1,662.13 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. Parks and Recreation Pioneer Hall & Community Center 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 SCRUBBING SPONGES $ 1.36 3.0000 $ 4.08 $ 48.96 2 CREAM CLEANSER $ 3.06 1.0000 $ 3.06 $ 36.72 3#66 DISINFECTANT CLEANER $ 42.40 0.2500 $ 10.60 $ 127.20 4 #64 NUETRAL CLEANER $ 88.00 0.5000 $ 44.00 $ 528.00 5 #70 WASHROOM CLEANER $ 97.44 0.0250 $ 2.44 $ 29.23 6 #61 GLASS CLEANER $ 85.20 0.0250 $ 2.13 $ 25.56 7 UTILITY BRUSH $ 2.74 0.0840 $ 0.23 $ 2.76 8 ANGLER BROOM $ 6.27 0.0840 $ 0.53 $ 6.32 9 TOILET SCRUB BRUSH $ 4.35 0.0840 $ 0.37 $ 4.38 10 VINYL GLOVES LARGE $ 9.89 1.2500 $ 12.36 $ 148.35 11 LAMBSWOOL DUSTER $ 4.90 0.0840 $ 0.41 $ 4.94 12 DUST PAN $ 2.52 0.0840 $ 0.21 $ 2.54 13 $ - $ - 14 $ $ 15 $ $ 16 $ $ 17 SPRAY BOTTLES $ 1.90 0.2500 $ 0.48 $ 5.70 18 MOP HANDLE $ 6.29 0.0840 $ 0.53 $ 6.34 19 LARGE MOP HEADS $ 5.20 0.5000 $ 2.60 $ 31.20 20 ORANGE GEL EXTREME $ 8.27 0.2000 $ 1.65 $ 19.85 21 14" WINDOW SQUEEJIE $ 8.95 0.0840 $ 0.75 $ 9.02 22 14" STRIP WASHER $ 4.37 0.0840 $ 0.37 $ 4.40 23 PRO BUCKET $ 21.98 0.0840 $ 1.85 $ 22.16 24 MR CLEAN MAGIC ERASER $ 5.51 1.0000 $ 5.51 $ 66.12 25 $ - $ - 26 $ - $ 27 $ $ 28 $ $ 29 $ $ 30 $ $ 31 $ $ 32 $ $ 33 $ $ 34 $ $ 35 $ $ 36 $ $ 37 $ $ 38 $ $ 39 $ $ 40 $ $ 41 $ $ 42 $ $ 43 $ $ 44 $ $ 45 $ $ 46 $ $ - 47 $ $ 48 $ Is 49 $ $ 50 $ $ Total $ 94.15 $ 1,129.76 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet o 0 F al E n W N ~ d d U L N d Y U7 O y ~ VV) fA fA fA fA m jn h ~ O O c:~ E ° a~ m mcp ~ E U N ami c o N p y £ } c U ¢ o N F ¢ o a O » » c F- E U E o d m d Z O F 7 F N ❑ O U u o U m a m ~ m o N p` U v o 0 o w d U ~ N O C c a E o o r _ O _ Q U O O d U N O ~ L ❑ FM T o` ~ a a~ a y O O p m N } m lND O E as ~ m c d ° O1 M S M ~p N Y N m U c O N L d d ` f1 « M OC d d d C ❑ a C U m O N d Z6 C U C N N N N N N N N N N N N N N N N N N N N ~ ~ E i d ~ N Q1 ~ E c w O 3 E C N O O O U N U O O -6 U « C N c ~ w y~ N c« m~ E cD d N cc Q N ,N y U .N. O d d¢ C d Q r G i C n 3 N p C„ N N Ip N O O D c v aai E~ .E a o N Q U U L C p O O Q C T 6 -6 N c T y p o a) o T O E 'C U NO Y 3 U C o 0 7 d « O o Q Y N EI U a O w E a c a « m ~ T° o d U d o m m ui n. E N ~ N 3 d O N d N d d' -0 ~ O~ C U O N U S a H d L T L N C9 N N a L`N " Of6l U« Q1 ~O W U O U o c E N v z N N m c rn a~ E io .c o .T d> U o~~ L N n d L o 'o cr a ti o a ~ ° --o c N n N Q n. N U c a c a C N m c 0 Q _ E2 C) °y y .c . 5~ o o -a a,u F- LL] E E a E - c U 'E N ¢ cN W m ailE nN~' co_ED Wows c~ v 3.n ~s o N O N ¢ W a axi U o m c t v U U :F m o aai aa) 2 m d Q ° m _ E m c E a m m .N a0i a Q a Q n L y C M d U N t0 Q E O U E a Q m `m o o m d O Q N L N O c uNi c0 0 W d d o m 3 N> Q U W c9 U U O d y N M V O r m O r- N M V ~O (O I~ of O O II II 11 II II II II N y d N K - c- N N d i d N v N C N U m d d Q1 d N m t c ` d y}= OU? - .0 E > d ° .a E a c aA `o E 3 d c aT o ~ m d p d W a O m d N= `r O d ¢ m li ~ a~ G J~ U .Q m c o CL 4t 0 o a adi aUi °c ti m c E L O= 3 tO O p p N d C Lm z W. 0 ~ N Q a~i ~ K o~od~ 0 a - N Y F ~ ~ _ O 3 m - - - m E a U - - n `o a as `0' E m L o c m E ~ _ E E oa3 mom C a a .o E TJ N N - 3 N O ❑ E - _ o r N v m O E O m e r o° 3 > D N y° 3 x E E o t y m m E m 3 v L E p _ o m w m o 0 0 3 m e O O n w O U o f c x 15 E v O c E m E'~ 3 E n - m m N-' - `m EoZO 3 -m _e - - =3 No° nE_mi - _ p m cu a ° E c d o _ _ E 90 o n - v c 3~ m N N m~°n aka ET a a a ~ s» Nr~ o c --c3o 0 m E c o - ~-°'mEv 3a 3~' _ m o E° m 0 n 3 30`0 £ `°oo oz _ ti~A oa m m ~u>"' _ Aw a m E a 30 °0 3~ En - - - - - - - - - - - - - - - - Q V E 3 0 m a 0 - m 0 6 6 3~0 Em m3K _ E i_ m U E E E - E a - s y L~mm w o m m50 - - °O o-_ ~ _ _ 'c ENS E c=w~ `m- ENE m ~E ul~ N IL mN~~ m~ 3N Ea `o y n -tea um'~ y - - - - - - - - - - - - ommo'~ oo~F3 - a -O.E 7a E n m- E m E o m m a m m m E E °i °m - o y 63 F - - o~m dot o o f Ga ~ E o ~~Qoomm ~O m rEo.Ea m~ _ - - N1 ~ t r O O T N N Y~\ - d_ - 2 O E O uJ ` o y L a~ c 3~~•- m m o° aa~ ELOO =_QEE o Y 0 0 0 c= 0 3 EEm m t v° 3 n E ac a - - - `o c N m E N - - m - ~ o~ o~or~w OJ m yt a~ m EL° " _ E g m 0 `o 3 m o _ m o E E E E o o L E `m a 3 L 3 m O N :E T6 L ofn O y -OO 7 7 d L « O? ? v Q O = N o li J C' L N N y- m T vi O N ` Gm Ems" oom`o matOiEEEEJ~- m~EY`o UE~ - v`~~3U `~a J oaa ¢ mUU U, 0, moo' m~°-~3 O n <m .-N ~nvm~0rm N n n n u u u A m ea x a a_ - E a- ~ o 3 N N y y m C N H F L E G J L m a F m- ~ O o G OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris Parks and Recreation Pioneer Hall & Community Center 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: 1 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 If 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 i nl if -e ,l d o is y need linfiat ial -ords f your o ga t 3r o o-d s for tha p i I,,,( all the costs off r t ty as detailed below Line it- which or rot detailed below should be in a t it t Ita- gels marked "other f - ncI tde a description . What you are trying to determines per e fta 7e th,ref r2. d rof truss up the expenses ._i inflation or to conform to the current year budget. Ner2. input into the cell below the told! direct labor hours par_II out by y- r entire organization for the same period. These figures should be found on the year end payroll repnd- De ndt ,cc do h rs which an be eli s f Nc as management or ad -i !strati costs. (Including hes, costs n, [no d r e: at,or n>r Iota] will d A ate he act] al costs) The . ork heet w II repute the -verhead as a ire item cost v ] viding -=e total projected labor hours for the contract into the total projected labor hour for the current year Total Anneal Direct Labor Hours Input Total ]Tom Worksheet on Below Overhead ber lanai hour $ Time ragmred m complete contrail 802 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 & Atlministrative 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 615 (see link below) 3.15% 3.15"/ h fo /MrNw ids aovlro9/mcstrmu. 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 Parks and Recreation Pioneer Hall & Community Center 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 $ - $ 4i i $ - $ - $ - $ - 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 741 ~If e b F- \\~~859Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, 0140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises Inc. Project City of Ashland Parks and Recreation Office 15-16 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) $ 332.16 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 44.03 Subtotal1 $ 376.19 Labor Direct Labor (from labor daily worksheet) $ 3,583.92 Overhead See Overhead Worksheet $ 874.31 Delivery Transportation (from Trans & Reserve worksheet) $ Total Before Margin $ 4,834.41 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 308.58 Total Bid Yearly $ 5,142.99 Monthly $ 428.58 DAS Form #12 J Revision 10-03 Pagel Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Parks and Recreation Office 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 SCRUBBING SPONGES $ 1.36 1.0000 $ 1.36 $ 16.32 2 CREAM CLEANSER $ 3.06 0.5000 $ 1.53 $ 18.36 3 #66 DISINFECTANT CLEANER $ 42.40 0.0500 $ 2.12 $ 25.44 4 #64 NUETRAL CLEANER $ 88.00 0.0500 $ 4.40 $ 52.80 5 #70 WASHROOM CLEANER $ 97.44 0.0250 $ 2.44 $ 29.23 6 #61 GLASS CLEANER $ 85.20 0.0250 $ 2.13 $ 25.56 7 UTILITY BRUSH $ 2.74 0.0840 $ 0.23 $ 2.76 8 ANGLER BROOM $ 6.27 0.0840 $ 0.53 $ 6.32 9 TOILET SCRUB BRUSH $ 4.35 0.0840 $ 0.37 $ 4.38 10 VINYL GLOVES LARGE $ 9.89 0.3000 $ 2.97 $ 35.60 11 LAMBSWOOL DUSTER $ 4.90 0.0840 $ 0.41 $ 4.94 12 DUST PAN $ 2.52 0.0840 $ 0.21 $ 2.54 13 $ - $ 14 $ $ 15 $ $ 16 $ $ 17 SPRAY BOTTLES $ 1.90 0.2500 $ 0.48 $ 5.70 18 MOP HANDLE $ 6.29 0.0840 $ 0.53 $ 6.34 19 LARGE MOP HEADS $ 5.20 0.3300 $ 1.72 $ 20.59 20 ORANGE GEL EXTREME $ 8.27 0.2000 $ 1.65 $ 19.85 21 14" WINDOW SQUEEJIE $ 8.95 0.0840 $ 0.75 $ 9.02 22 14" STRIP WASHER $ 4.37 0.0840 $ 0.37 $ 4.40 23 PRO BUCKET $ 21.98 0.0840 $ 1.85 $ 22.16 24 MR CLEAN MAGIC ERASER $ 5.51 0.3000 $ 1.65 $ 19.84 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 Is $ 50 $ $ Total $ 27.68 $ 332.16 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet o 0 I- c d E w N ~ d d U L > N N Y N O d > ~ fA fA fA fA fA ~ C M y N N O O O cU a m ~~ri ~ E N m Jc o` N ° y } c U ao yF a `o a » » d ~ a d N R a F H E ° 'c o d Z° F F N ❑ O U u o m O d M O N L p N u o cc d U N O .o o D c c a c o ev n 00 _ o o Q U N O O m d U N ~ r ❑ d D a° o 0 y 0 0 C N } NO O N o ~ c d M o mM~° aoi: .m° R U C O N I L d d U Q M o d d O a O N m R c a C co L 'I, ~ N N N N N N N N N N N N N N N N N N N N Y N R O - O E N O O J E p O O V U c U L U j C O N N ° w M H L L NN E O if > ° d J N O N ,N L ,U n o 7°- N N u0i w L t C U N Q 'E U O N ~ s T O O O E C m f6 cp ,J O V O a O L N O O C E 60 N 3 c w o ? i s O__ o Q U) N d c Q O O `L' y d L ~ O O N d d 9 C T O O fA EA N N Q d° ° -O m C U m ai Q E N d ? o o E. v a N d r a a T O O O O m .O .L. U O U N T N a _ W O C d' R d U N d Z J f/i ~ CA C Ol -O 'C ° .o E N n L oa fl~ E c al o N Y 5 .R. d N d to N d o• 2 N f0 U a E F ° w c o W Q~ d W N o d d a'C > m E U J O N _ N a d d C C L 'J y> Q C N N E B L_ E Q O n N uUi U N V Q d H W N N T C W Fo- ~ c;E n.oa ~ oEO J wOw~ n d O Y U y a N -p 'O T -6 m a Ill L d U Q ° `o C r y U~ C !a d o~ N L O a Q m all o ° R" d O Q 2 r m o c y co o D mU~U ~wai~ o = 3N a~ Uw ~ j O y d N M cp 1~ N m O N M V N O r W m O II a II it II It 11 d N K ~ ~ ~ ~ N N d d N N N C N U R d d Q1 G N O O d U C C ~ U d N Vi i= U~ U E R L d > ~ _ .a Em a TJam a Ear c ° c o- E - O N o a d 0 v a u c ,w o Q mm3 o c m u' N -O t0 p U O U O an d d ~ C C N d ,R C a O N M 1 0 C a d T V Q G 7 a # O Id ?c3 cul °c :'N pa E~ R O O D G 02 U) nUZ m ❑ LL o Q a> U W N Q 2 t F o ` o a - - - ~ E a >o E U n c_ o E ~ Nya EEo - 3,. 'o ` Ea ~ ~E ~Lo ~ E oa3 ~o~ r ~ o m m N m m t o E N O m F F '0 3 n r t o; x E g s `ma a` 0 3 T r r y - m m E~ 3 ~ - p _ o E m c E H o m - m W ~ o 0 3 fll c U v o m E O o = E_ - - - 3 E ° O c m E E m E'; 3 E a _ m E_ o LSmE ~ _ _ ~ ~o - `m E o Ti 3 3 _ - - m o o o° ° E _ c 3 m - - - - - - - - - - - - - m o - - E V E> a„ m u m a' 2 3 m in N E E o m a .E m 3 - - wF~ m 03 _ E o - ,a -da < 3 a 3 m ~ m - oE o m 0 n~ s o N a t E o Z _ ~n o a N o ~ H m E.N^a -o N - _ - E m= a_ Qm t`m a _ E m i. U ~ a~ o N a ~ o,- c 5 ts; U m o m Em A3E u E r°J - m _ - _ m= t c0 U O N Nt.. O _ - `o o a an d d m _ m mY N - - - - - - - - - - - - - - - - - - - - c«_ mma m c ~En°' Em E 21S opt ° 5EGa o. Eo m~ Q o o m m c0 O °m _ _ o E~ m~ - - ~x° 3n m N aa~ go ~Q - o ° `v o 3=° TI € ° mono 00 - 3v m w - _ d o - - it ° o_aaaw w - a E d - o d°- m 3c-== E E mam E E E E o o L i, Z` n i t o E m -LLU- ~ o m m m m ~ 5 o E r m _ E -m am E E E Eo oa a N N E o J oau ~~-`0i a m UUUU ° H1-H 4-~ ti Da> mw 3 o a ¢ N - w m 11 11 ~NNV~nNnm N ii ii 11 11 11 "1 ii N a m i g o s°° n - E a m u o N N N N m C N .d. E v m E - - N O `w _ c c a T J D tt 0 0" a a OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Parks and Recreation Office 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 V organlzatlon 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 Fla 're 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 atool (if needed) OR to identify your costs. 3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method jTa dentify overhead costs, you neetl the f 1a 1 trds t-r i- it organization ordivision for the past year- Input all the costs of the entire entity as detailed below Line t~ris wh n are not eta led below s cold be inp t i into the cells marked "other please include a description. What ye are yng to deter ni 1e is a percentage, therefore. do not gross no th e. p . es far nfl an on or to conform to the . cr ent ycur o d Set. Next, input into the cell below the trial direct abo ours paie{ out by your entire organization for the same period_ These figures should be found on the year ,,it payroll report . C. not Include hours which can be classitied as management or adminclistlve costs. (Including these costs into the direct labor lu r total will deflate the actr I ccst_) T he orks 1-et will compute the overhead as a li ~,e Item cost by dividing the total p ojected labor hours for the co tiro t into tiltotal projected lobo' hours f o r tl e current year. Total Annual Direct Labor Hours Input Total from Worksheet on Ee1ow Overhead per labor hour $ Tnile required tc complete contract 263 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 boleti) 3.15% 3.15% him l1- bls aov/ro9/mw[reou. Mm 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 Cit of Ashland Parks and Recreation Office 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 n"~rw F'~ to DI Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-1642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises Inc. Project City of Ashland Parks and Rec Oak Knoll Restrooms 15-16 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) Is 182.55 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 24.00 Subtotal1 $ 206.55 Labor Direct Labor (from labor daily worksheet) $ 1,998.53 Overhead See Overhead Worksheet $ 551.24 Delivery Transportation (from Trans & Reserve worksheet) $ 291.72 Total Before Margin $ 3,048.04 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 194.56 Total Bid Yearly $ 3,242.60 Monthly $ 270.22 DAS Form #12 J Revision 10-03 Pagel Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Parks and Rec Oak Knoll Restrooms 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 SCRUBBING SPONGES $ 1.36 0.5000 $ 0.68 $ 8.16 2 CREAM CLEANSER $ 3.06 0.2500 $ 0.77 $ 9.18 3 #66 DISINFECTANT CLEANER $ 42.40 0.0250 $ 1.06 $ 12.72 4 #64 NUETRAL CLEANER $ 88.00 0.0250 $ 2.20 $ 26.40 5 #70 WASHROOM CLEANER $ 97.44 0.0250 $ 2.44 $ 29.23 6 #61 GLASS CLEANER $ 85.20 0.0250 $ 2.13 $ 25.56 7 UTILITY BRUSH $ 2.74 0.0835 $ 0.23 $ 2.75 8 ANGLER BROOM $ 6.27 0.0840 $ 0.53 $ 6.32 9 TOILET SCRUB BRUSH $ 4.35 0.0840 $ 0.37 $ 4.38 10 VINYL GLOVES LARGE $ 9.89 0.1500 $ 1.48 $ 17.80 11 LAMBSWOOL DUSTER $ 4.90 0.0840 $ 0.41 $ 4.94 12 DUSTPAN $ 2.52 0.0840 $ 0.21 $ 2.54 13 $ - $ 14 $ $ 15 $ $ 16 $ $ 17 SPRAY BOTTLES $ 1.90 0.2500 $ 0.48 $ 5.70 18 MOP HANDLE $ 6.29 0.0840 $ 0.53 $ 6.34 19 LARGE MOP HEADS $ 5.20 0.1700 $ 0.88 $ 10.61 20 $ - $ - 21 $ $ 22 $ $ 23 $ $ 24 MR CLEAN MAGIC ERASER $ 5.51 0.1500 $ 0.83 $ 9.92 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 Is - $ Total $ 15.21 $ 182.55 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 0 H a~ E .Cl Q w N ~ a y U_ L > N d 'y fn O a > ~ 69 EA fA fA Yi ~ C O - O O N y C U d ~ N ~ N E N m c o N ~ y E y c U ~ a ~ ~ Q y3 FA c ~ E N K da °i m E ° 'c o aai Z O H # 7 F' N ° O U m ~ U o o co d ~ N p N w O ~ m U o o« c c a` ~ g 0 _ a U O ~ N O d U N r w d e G O N O N ~ p C O m U ~ N O f c a ~ m ~ a M U N _ O) M N .J U C O ` L d a a M 3 ~ a ~ ~ p d d m m ~ C N N N N N N N N N N N N N N N N N N N N C N ° C N O O ~ E O ° y U N C ° V O N j o0 N N d _ O G .L, w M C E c' ° a N O S L N R Y U w o a a Q ~ ~ tD n ~ N Q C _ N~ (0 ~ N O ~n a t L ° a«ci v o Q 9 .E ~ o E Y C O ~ Q C T Q~ N C B U N C o ~W o a Y m v o a o CY i d ~ a w of C T~ o~ N O O to ~ C U N N Y! ~ a ~ O C O 'O ~ N~ n E U N d L n w° 7 O 01 O o O N ~ T N ~ ti~ C7 l4 .L-. t0 U w O C C2 N d U N y Z N Ol C .O 0) -O 'C ~ ~ E N d d Y O 'O >d>' E O (0 .C U0 .T N J ~ C~ U Yp N~ n C~ C O> ~0 0 O d N a d N U cymENL_EwQ O n.O n N U O'O Q d F N N C T.-3 nT w~ "'°w o o~ aoi-o-° T'O ~ - W t x m N is C L Y m~ iE ~ O~~ ~ N Q aci T a U Q~ ° o~ N ~ c N U ~ a~ (p T~ ~ m¢ E a ol'O m m' m a U~ n. a n 3 `o c N w m a m a° E a o° E Q 3 L a N O ~ .3 N ~ ~ L N O C UNl !0 C O w a U O N Q U w l9 U cG 1 O 9 y r N M V' cp f~ O m O N M V l0 c0 I~ of m O II II II II II II II C d N Q - - - - - - - - - N N d ~ a ~ N y U A a C«i p d `n O~ O I d U C C N e d N C}= U~ U a ~ E m n c 3 `o m a d c ~ w `oE ~ m Na=o w a m U 'o c ~'I O o I ~ d _ O a ~ Q p ~ C S A N J O H O U 3 m 0 N C C d d C n' O N M y U d O a N N U a O O d U O N ~ O E 2 d C d C d N = 6 E O°° N d C d co F, mmn o.0z m ° LL ~ N Q a>i 0 =s° J D Q 2 H ~ o` m ~ o 0 C J ~ U c E y - U = ~a o E Y o F _ o E o ~ 3 a s r a " E~ L o c m m ~ _ E E o° 3 `m o m O ❑ E - - - o 3 ° o - E N O mFO ~ a~ 3~~ °75o E Ex L y m E~ 3 ~ - O _ o L E m c E ~o°iO' _ o : 0 3 15 O c m E E m E'3 3 E a m E_ o - m E Y _ 3s 3 - L - m E a° z - m o o nEo c; y F - - E c ° ~ ~ ~ ~ c 3~ m m N _ c E~ o a E m 3 - -E o ti~ w wenww a o T ° 3° ° ~ E o E~ 3 a 3 m Y a o m = _ ~ E~ o O n 3 0 0~ a$ m L `o Z - m o a 3 v _.o ~ - tif-m a~ m - mn w o ~ ~ ma m n~ m L `m o _ r N~ m 2nd 3m ; o 030' En 05 U moL ~ Ea m m.~ -tea En - - - - - - - - - - - - - N T -Oi O_ O_ OU N _ o m F 3 = a - o. E a~ L L w en m m °i v.D E m-~ o E° E ° Sa\ mm mgt =E gyn. o, Eo c o O1 ~ c a - m a n - o U c r `m E ~ E n a i~ f O ~ an00 E_`oN Qa>, m y_m - - c ~ N 3 m m m a o_ E L a 0 3 c a y m - a Y 0 0 0 ~ u= v~~ y ~ cEm - m3L o n o o c~ 3 _ n c ~ Y u _ € r o,m o~o~0 00 °o! m~ ' ao, EE T - 3v ? m o o ° E E E E "ma v, E-~-_°Z L`~Oa ~Em ~o oT °OEEy~~E a3 3._ UL ~ J T¢ 3 y o o o d m m c r~ N V at ~ m ~ Y° ° v- m 53: o"o~ mmoEooaa-`-'m.~E>Y> in J pdU ~tq Qm UUUU c o HF-F-H> li ° ~o mw 3 o n ¢ w - rv n v ~n eo n m a` ~ a A ~ o 3 N N N N m C N H H a E F _ J z m av r - LL - 0 0 < ¢ OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Parks and Rae Oak Knoll Restrooms 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 requiretl for overhead. To calculate the overhead percentage. it is best to have financial records for your 17.00 % org anizahon that go back a year or more. Add together the expenditures that make up the overhead cast (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 f for +erhead osts. you need tho financial records for y l r orgy -zato 0, division f1 the pas year Input all the cos s or if entire club, as d tat d held, wh h a i "",I'd below "'o Id oe -rp t lto ih cell . 1 other' I I- a e include a description . What y are trying t determine a erce is e mare-,,re i hot gross to tire, I expenses for inflation or to con o m to the current year budget N.xt input into the cell below the t.tal Ji zct labor ho rs paid out by your entire organzabou for the same period. These figures should be found on the. year end payroll report . Co not Include hours wru,n can be clas5ltled as martagernent or admrnistrat,e costs. (Including these costs into the direct labor hr r ,tat will d -Fl,t the actr al Costs The worksheet will n p rte the overhead as ~ line item cast by dividing the total (p-oject_d sloi hours for the ntrard into the total prejected ia.or hours for the current ar. Total Annual Direct Labor Hours Input Ta1al from Worksneet cr, Below Overhead per labor hour $ Time required to complete contract 113 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 coffee 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 I- BLS (see link belay) 3.15 % 315% hlto/Nrviv bls aovlro9/mostraou. hum Total $ DAS Farm #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 Parks and Rec Oak Knoll Restrooms 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 Service Vehicle from SOU 5.5 0.51 $ 2.81 104 $ 291.72 2 $ - $ - 3 $ - $ - 4 $ - $ - $ 2.81 $ 7772 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 s 77 i o F--\ e.: s Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, 0140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also completed on the following sheets. All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises Inc. Project City of Ashland Parks and Recreation Nature Center 15-16 Executive Director Signature: Raw Materials Per Time Use - Supplies (from supplies worksheet) Is 332.16 Equipment, Tools & Subcontracting (from small equipment worksheet) $ 44.03 Subtotal 1 $ 376.19 Labor Direct Labor (from labor daily worksheet) Is 3,149.55 Overhead See Overhead Worksheet $ 778.41 Delivery r Transportation (from Trans & Reserve worksheet) I $ Total Before Margin $ 4,304.14 Reserve Margin Held in Reserve (from Trans & Reserve worksheet) $ 274.73 Total Bid Yearly $ 4,578.87 Monthly $ 381.57 DAS Form #12 J Revision 10-03 Pagel Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Parks and Recreation Nature Center 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 SCRUBBING SPONGES $ 1.36 1.0000 $ 1.36 $ 16.32 2 CREAM CLEANSER $ 3.06 0.5000 $ 1.53 $ 18.36 3 #66 DISINFECTANT CLEANER $ 42.40 0.0500 $ 2.12 $ 25.44 4 #64 NUETRAL CLEANER $ 88.00 0.0500 $ 4.40 $ 52.80 5 #70 WASHROOM CLEANER $ 97.44 0.0250 $ 2.44 $ 29.23 6 #61 GLASS CLEANER $ 85.20 0.0250 $ 2.13 $ 25.56 7 UTILITY BRUSH $ 2.74 0.0840 $ 0.23 $ 2.76 8 ANGLER BROOM $ 6.27 0.0840 $ 0.53 $ 6.32 9 TOILET SCRUB BRUSH $ 4.35 0.0840 $ 0.37 $ 4.38 10 VINYL GLOVES LARGE $ 9.89 0.3000 $ 2.97 $ 35.60 11 LAMBSWOOL DUSTER $ 4.90 0.0840 $ 0.41 $ 4.94 12 DUST PAN $ 2.52 0.0840 $ 0.21 $ 2.54 13 $ - $ - 14 $ $ 15 $ $ 16 $ $ 17 SPRAY BOTTLES $ 1.90 0.2500 $ 0.48 $ 5.70 18 MOP HANDLE $ 6.29 0.0840 $ 0.53 $ 6.34 19 LARGE MOP HEADS $ 5.20 0.3300 $ 1.72 $ 20.59 20 ORANGE GEL EXTREME $ 8.27 0.2000 $ 1.65 $ 19.85 21 14" WINDOW SQUEEJIE $ 8.95 0.0840 $ 0.75 $ 9.02 22 14" STRIP WASHER $ 4.37 0.0840 $ 0.37 $ 4.40 23 PRO BUCKET $ 21.98 0.0840 $ 1.85 $ 22.16 24 MR CLEAN MAGIC ERASER $ 5 51 0.3000 $ 1.65 $ 19.84 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 $ 27.68 $ 332.16 Areas in green are formula driven. Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost = Annual cost is computed by monthly cost times 12 months. DAS Form #12 J Revision 10-03 Page 2 Supplies Sheet 0 0 H E n Q W N d d d U_ L > N d Y m o 0 3. y EA M fA EA fA ` C M O M N N ~ O O ~ 'E V a is ai co O Ul ~ N ~ .E U m E } a•o rnF a c H °1 U N E ~ 'c o y Z O H 7 N ❑ OU c U U m m D a M o U O O y ° ° d U ~ N O O C c a` 'E o O ❑ v » 00 U O O a` c 0 M O U N O O C U y °6 °p o N } ~ N Ea N » » 0 N ~ M ~O N . t jp U U C O N L y d Q M y R c m N tp C D C N L N C ❑ O N d N N N N N N N N N N N N N N N N N N N N Y O m E ~m~ ai m a w > C _ O C N O O w 0 0 O « N M N L Y N N d O d > rNN O N t/1 Y U w O d N a E N Q` C C c0 n ; N O C N (p 0 0 0 O 7 - V N N o ~ L N N y d 9 X 0 0 o 0o E c T 6~ E UIa 'E 1° N in 3 U c !0' N C C C T O O O N z O U A O C U N - ] E CO ~ N N w ~ o E N N .O y -p O v> O O w O L L W -O ~ ~ N m N U Q co U I ~ w U RZ~~ [6 U y ~ U o crE ° N d z E s m o° a E u a L N`o N -o "o Y v c o -oa C N U d c N N C O> U D_ N N .d a) U J n3' N c V d E F W N E U O N C O Q N a"i 2 x ° o v a ~ ~ z c .N N E I L E~ a N T Q O U¢ ° O i N 02 C N U 0 0_ .l9 (0 T j E m E n m "o .N a~ n Q o_ m n 3`oIm c Lq a~ m m O_E o u E ] L Y I_ o ~ U U ~ .G N O c uNi t6 O o w w a v 3 N j Q U m U U F O d N N M V O r N O O N M V2 (O r W m o II II II II II II II C C~ U L N N ~ N= O ,C O N U C C U` d N C Y U U N E o a moo. m `o L a m ° x c ° E 19 w° w d o a m ° m m ° m ~I m c y ~ O H O U C O)~ N Y U T A d. O O S U N ° U O a N 7 ~ ? d # O °-3 mo w m o F mmcn w n~Z co ❑ W Q a>i =o 0 a 2 y o ` o N v _ - F d cli U do _ °o a° E}° y - o E o ° - 3 LL E E o°3 `mad r a s ~ c E p y _ _ _ 3 - - - - - - - - - - - - - - - m o - E m~ ~ a 3 o E Eo O - - E o m _ m w 3 o 0 c _ p> n - - m c O ° _ _ c~ u oH° ° 3 0 _ s J m m _~E E L° 3 _ - E o ° a 3 E T - O c ° E E m E 3 - ° ..3Ti33 266 -6 L ° aEo c 3 `m° O m v E - _ m o _ m o E> > o m cE E° - o .U -n - a - of m in N ~ c E~ .E ~3 _ m a ~E - 3 n - Cm m3 m '2 2 u o - ° r` o f T- a mF~ n - X30 - - - - - - - - - - - - E E o L - o c E o E< 3 a0 j 3 `E`° 16 n5 mo oZ _ m m _ - m° w a N Q U A N C _ _ x i. N~~ Q ang - _ ° 03°, ma E° o a c _ moo m O - 55 o 3.<E c c Em I.P -noN r ~~Y E m_- IE E a ~n ~n ~ o m `o m N 3 = ~ = o E o L~ o 0 19 S U N _ _ c~ E° ~ a L ° N N y SIE m m E d F m p _ E c~\ mm `m `mkt -oE ..a °,N EO m0 2=U o o `m o E oE° cQ O oa X00 E xEo E2 z _ 0 _ x u ° E m t ac a - _ " - - ;3= €t ~ m_ o' o0 ocv m ma ~ Ea m E=' - 3v E E E E o o" mn wZ°-_' --~,~on mEm ` o - o u m E N T E ° 3 L c 3= LL U t o 2o -E O1 o m o m m E v ? s a o - - _ _ a a s w ¢Outo o`om° tO~EE EE _m. En J oau -m,m~ Q mUUUU ~Nma.nm~ro N n u n u u n = O O O C r: ~ ° J ~ J S y a a a a~_ s c a m `o # o In m N N m C N H q E 3 E = J z m a r - N. O i _ o tt O ❑ 4 OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enlerpris City of Ashland Parks and Recreation Nature Center 15-16 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 fora total cost. Di,ide 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 i 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 ienfify overhead costs. you need the financial records for your organization or division for the past year. Input all the costs of the entire entity as detailed belovr_ Line items which are rot 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 ' j expenses for inflation orto conform to the current year budget. Next. Input into the coil below the total direct labor nours paidll i out by your entire organization for the same period. These figures should be found on the year and payroll report - Do not j include hours which can be classified as management or administrative costs- (Including these costs into the direct labor j . hr r total will deflate the actr al costs.) The worksheet will compute the overhead as a line tam cost by dividing the lots, jp oie ted la her hours for the oru act into the tcalprojected :a.o-hou-s for the current year. Total Annual Direct Lanor Hours Input Total from Worksheet an Below Overhead per labor hour $ Time required to complete contract 178 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 & Unnalysis 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,irk below) 3.15% 3.15% M111to llvnwr. bis.-1n,91mnureou. 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 Cit of Ashland Parks and Recreation Nature Center 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 $ - $ 41 i $ - $ - $ - $ - 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 Page 1 / 1 ASHLAND PARK COMMISSION 20 E MAIN ST. DATE PO NUMBER ASHLAND, OR 97520 8/14/2015 00483 (541) 488-5300 VENDOR: 003566 SHIP TO: PATHWAY ENTERPRISES INC 1600 SKY PARK DR STE 101 MEDFORD, OR 97504 FOB Point: Ashland, Oregon Req. No.: Terms: net Dept.: Req. Del. Date: Conta,:t: Rachel Dials Special Inst: Confirminig? No Quantity Unit Description Unit Price Ext. Price Janitorial Services - FY 2016 55,392.24 QRF - Approved by Council Auqust 4, 2015 Contract for Goods and Services Beqinninq date: July 1, 2015 Completion date: June 30, 2015 SUBTOTAL 55 392.24 BILL TO: TAX 0.00 FREIGHT 0.00 TOTAL 55, 392.24 Account Number Project Number Amount Account Number Project Number Amount E 211.12.02.06.60416 55 392.24 Author' d Signature VENDOR COPY FORM'#3 CITY OF ASHLAND REQUISITION Date of request: Required date for delivery: Vendor Name' Address, City, State, Zip ~G Z!LR._ $C!~t~~ i l Ji~l~ i/'-~ 315CI Contact Name & Telephone Number Fax Number SOURCING METFIOD ❑ 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 uote or ro osal attached _ Attach co of council communication _(If council approval required, attach co of CC ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) State of Oregon Date approved by Council: r ❑ Direct Award Ger~#r~et•# ~~t-~ - ..~l~ wS )\/s , ❑ Verbal/Written quote(s) or proposal(s) -(Attach copy of council communication) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ App!icable 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 ❑ Forrn #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES E:1 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: ❑ (3) Written proposals/written solicitation Date approved by Council: (Date) ❑ Form #4, Personal Services $5K to $75K Valid until Date - (Attach copy of council communication) Description of SERVICES Total Cost YJ $ Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST Per attached quotelproposal $ ly, Project Number Account Number ~14 -Z--uoe-0 agouC Account Number Account Number `Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support-Yes/No By signing this re isition for 1 certify that the City's public contracting requirements have been satisfied. Q Employee Department Head: (Equal to or greater than $5,000) Department Manager/Supervisor: City Administrator: (Equal to or greater than $25,000) Funds appropriated for current fiscal year: ` g YES NO Finance Director- (Equal t• orgrea rthan $5,000) late Comments: Form #3 - Requisition