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HomeMy WebLinkAbout2019-079 20190106 Pathways Enterprise GOODS & SERVICES AGREEMENT PROVIDER: PATHWAY ENTERPRISES, INC. CITY OF CONTACT: RICHARD SIMPSON -ASH LAN D 20 East Main Street ADDRESS: 1600 SKY PARK DRIVE, SUITE NO. 101 Ashland,Oregon 97520 MEDFORD, OR 97504 Telephone: 541/488-5587 Fax: 541/488-6006 PHONE: 541-973-2728 FAX: 541-973-2729 EMAIL: rpspeina,gmail.com This Goods and Services Agreement (hereinafter "Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and Pathway Enterprises, Inc., a domestic business corporation("hereinafter"Provider"), for Janitorial Services. 1. PROVIDER'S OBLIGATIONS 1.1 Provide Janitorial Services as set forth in the "SUPPORTING DOCUMENTS" attached hereto and,by this reference, incorporated herein. Provider expressly acknowledges that time is of the essence of any completion date set forth in the SUPPORTING DOCUMENTS,and that no waiver or extension of such deadline may be authorized except in the same manner as herein provided for authority to exceed the maximum compensation. The goods and services defined and described in the "SUPPORTING DOCUMENTS"shall hereinafter be collectively referred to as "Work." 1.2 Provider shall obtain and maintain during the term of this Agreement and until City's final acceptance of all Work received hereunder, a policy or policies of liability insurance including commercial general liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars)per occurrence for Bodily Injury and Property Damage. 1.2.1 The insurance required in this Article shall include the following coverages: • Comprehensive General or Commercial General Liability, including personal injury, contractual liability, and products/completed operations coverage; and • Automobile Liability • Workers' Compensation 1.2.2 Each policy of such insurance shall be on an "occurrence" and not a "claims made" form, and shall: • Name as additional insured "the City of Ashland, Oregon, its officers, agents and employees" with respect to claims arising out of the provision of Work under this Agreement; • Apply to each named and additional named insured as though a separate policy had been issued to each,provided that the policy limits shall not be increased thereby; • Apply as primary coverage for each additional named insured except to the extent that two or more such policies are intended to "layer" coverage and, taken together, they provide total coverage from the first dollar of liability; • Provider shall immediately notify the City of any change in insurance coverage • Provider shall supply an endorsement naming the City, its officers, employees and agents as additional insureds by the Effective Date of this Agreement; and • Be evidenced by a certificate or certificates of such insurance approved by the City. Page 1 of 5: Agreement between the City of Ashland and Pathway Enterprises,Inc. 1.3 All subject employers working under this Agreement are either employers that will comply with ORS 656.017 or employers that are exempt under ORS 656.126. As evidence of the insurance required by this Agreement,the Provider shall furnish an acceptable insurance certificate prior to commencing any Work under this Agreement. 1.4 Provider agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of this Agreement when employed by Provider. Provider agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Provider agrees not to discriminate against a disadvantaged business enterprise,minority-owned business,woman-owned business, a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.110. 1.5 In all solicitations either by competitive bidding or negotiation made by Provider for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Providers of the Provider's obligations under this Agreement and Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws. 2. CITY'S OBLIGATIONS 2.1 City shall pay Provider the sum of$128,627.55 as provided herein as full compensation for the Work as specified in the SUPPORTING DOCUMENTS. 2.2 In no event shall Provider's total of all compensation and reimbursement under this Agreement exceed the sum of$128,627.55 without express,written approval from the City official whose signature appears below, or such official's successor in office. Provider expressly acknowledges that no other person has authority to order or authorize additional Work which would cause this maximum sum to be exceeded and that any authorization from the responsible official must be in writing. Provider further acknowledges that any Work delivered or expenses incurred without authorization as provided herein is done at Provider's own risk and as a volunteer without expectation of compensation or reimbursement. 3. GENERAL PROVISIONS 3.1 This is a non-exclusive Agreement. City is not obligated to procure any specific amount of Work from Provider and is free to procure similar types of goods and services from other providers in its sole discretion. 3.2 Provider is an independent contractor and not an employee or agent of the City for any purpose. 3.3 Provider is not entitled to, and expressly waives all claims to City benefits such as health and disability insurance,paid leave, and retirement. 3.4 This Agreement embodies the full and complete understanding of the parties respecting the subject matter hereof. It supersedes all prior agreements,negotiations, and representations between the parties, whether written or oral. 3.5 This Agreement may be amended only by written instrument executed with the same formalities as this Agreement. Page 2 of 5: Agreement between the City of Ashland and Pathway Enterprises,Inc. • • t 3.6 The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220, 279B.230 and 279B.235. 3.7 This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue, and expressly consents that, upon motion of the other party, any case may be dismissed or its venue transferred, as appropriate, so as to effectuate this choice of venue. 3.8 Provider shall defend,save,hold harmless and indemnify the City and its officers,employees and agents from and against any and all claims, suits, actions, losses, damages, liabilities, costs, and expenses of any nature resulting from, arising out of, or relating to the activities of Provider or its officers, employees, contractors, or agents under this Agreement. 3.9 Neither party to this Agreement shall hold the other responsible for damages or delay in performance caused by acts of God, strikes, lockouts,accidents,or other events beyond the control of the other or the other's officers, employees or agents. 3.10 If any provision of this Agreement is found by a court of competent jurisdiction to be unenforceable, such provision shall not affect the other provisions, but such unenforceable provision shall be deemed modified to the extent necessary to render it enforceable, preserving to the fullest extent permitted the intent of Provider and the City set forth in this Agreement. 4. SUPPORTING DOCUMENTS The following documents are,by this reference,expressly incorporated in this Agreement,and are collectively referred to in this Agreement as the "SUPPORTING DOCUMENTS:" • The Provider's letter dated June 19, 2018 attached hereto as "Exhibit A", Custodial Service Minimum Standards (Service Requirements and Frequency of Service) attached hereto as "Exhibit B" and the Costing Workbooks (City Hall, Community Development, Municipal Court, Police Department, Police Substation, Service Center, Street/Shop Building, and Floors in City Buildings) attached hereto as"Exhibit C". 5. REMEDIES 5.1 In the event Provider is in default of this Agreement, City may, at its option, pursue any or all of the remedies available to it under this Agreement and at law or in equity, including,but not limited to: 5.1.1 Termination of this Agreement; 5.1.2 Withholding all monies due for the Work that Provider has failed to deliver within any scheduled completion dates or any Work that have been delivered inadequately or defectively; 5.1.3 Initiation of an action or proceeding for damages, specific performance, or declaratory or injunctive relief; 5.1.4 These remedies are cumulative to the extent the remedies are not inconsistent,and City may pursue any remedy or remedies singly, collectively, successively or in any order whatsoever. 5.2 In no event shall City be liable to Provider for any expenses related to termination of this Agreement or for anticipated profits. If previous amounts paid to Provider exceed the amount due, Provider shall pay immediately any excess to City upon written demand provided. 6. TERM AND TERMINATION Page 3 of 5: Agreement between the City of Ashland and Pathway Enterprises,Inc. • 6.1 Term This Agreement shall be effective from July 1, 2018, and shall continue in full force and effect until June 30,2019,unless sooner terminated as provided in Subsection 6.2. 6.2 Termination 6.2.1 The City and Provider may terminate this Agreement by mutual agreement at any time. 6.2.2 The City may, upon not less than thirty (30) days' prior written notice, terminate this Agreement for any reason deemed appropriate in its sole discretion. 6.2.3 Either party may terminate this Agreement, with cause, by not less than fourteen(14) days' prior written notice if the cause is not cured within that fourteen (14) day period after written notice. Such termination is in addition to and not in lieu of any other remedy at law or equity. 7. NOTICE Whenever notice is required or permitted to be given under this Agreement, such notice shall be given in writing to the other party by personal delivery, by sending via a reputable commercial overnight courier, or by mailing using registered or certified United States mail, return receipt requested, postage prepaid, to the address set forth below: If to the City: City of Ashland Public Works Department Attention: Wes Hoadley 90 N. Mountain Avenue Ashland, Oregon 97520 Phone: (541) 552-2355 With a copy to: City of Ashland Legal Department 20 E. Main Street Ashland, OR 97520 Phone: (541)488-5350 If to Provider: Pathway Enterprises, Inc. Attention: Richard Simpson 1600 Sky Park Drive, Suite 101 Medford, OR 97504 Phone: 541-973-2728 8. WAIVER OF BREACH One or more waivers or failures to object by either party to the other's breach of any provision,term,condition, or covenant contained in this Agreement shall not be construed as a waiver of any subsequent breach,whether or not of the same nature. 9. PROVIDER'S COMPLIANCE WITH TAX LAWS 9.1 Provider represents and warrants to the City that: 9.1.1 Provider shall, throughout the term of this Agreement, including any extensions hereof, comply with: Page 4 of 5: Agreement between the City of Ashland and Pathway Enterprises, Inc. (i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Provider; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 9.1.2 Provider, for a period of no fewer than six (6) calendar years preceding the Effective Date of this Agreement, has faithfully complied with: (i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Provider; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 9.2 Provider's failure to comply with the tax laws of the State of Oregon and all applicable tax laws of any political subdivision of the State of Oregon shall constitute a material breach of this Agreement. Further, any violation of Provider's warranty, as set forth in this Article 9, shall constitute a material breach of this Agreement. Any material breach of this Agreement shall entitle the City to terminate this Agreement and to seek damages and any other relief available under this Agreement,at law,or in equity. IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names by their duly authorized representatives as of the dates set forth below. CITY OF ASHLAND: PATHWAY ENTERPRISES, INC.: By: By: 2.rAtn;., City Administrator Signature /1" .•so 6;mit.t�-- Printed Name Printed Name 7//?//8 e■el Date Title 6 �8' ate Purchase Order No. r q D I O (W-9 is to be submitted with this signed Agreement) APPROVED AS TO FORM: A sistant City Attorney 6 - 2S---/K Date Page 5 of 5: Agreement between the City of Ashland and Pathway Enterprises,Inc. EXHIBIT A 1 a cam► Cominunicatiou Teamwork Professionalism Opportunity Enterprises, Inc. Office:(841)973-2728 Fax:(541)973-2729 Property Service License#40205 CCB License#218417 June 19, 2018 Kari Olson Purchasing Representative City of Ashland 90 N. Mountain Ave. Ashland, OR 97520 Dear Ms. Olson, Pathway Enterprises is requesting a pricing adjustment for services for the City of Ashland. The reason for the changes are as follows: • The Department of Labor Wage Survey Data for Jackson County indicate that the average wage paid to janitors in Jackson County in data dated May 2017 was $14.26 per hour and $20.61 per hour for janitorial supervisors. We are requesting an adjustment to 2017 established levels. • Pathway has incorporated the cost of health and life insurances as well as retirement for our employees. In the past Living Wage levels were adequate to compensate these employee benefits but at this time Living Wage is no longer at an adequate level to do this. The impact of the State Minimum Wage law is creating high wage inflation on entry level positions. In our area the wage for janitors increase by $1.00 per hour for every $0.50 increase in minimum wage. A three-year wage history for Jackson County is as follows: 2015 — $12.25 / Hour 2016 —$13.08 / Hour 2017 — $14.26 / Hour In total we are requesting an increase from $115,077.07 to $128,627.55 Annually. This equates to an additional $13,550.48 for a 11.78% increase. I have attached the minimum cleaning standards, and the Janitorial survey used to determine wages in Jackson County. The breakdown of this increase is as follows: 1600 Sky Park Drive Suite No. 101 Medford,OR 97504 www.pathway-iue.org info@pathway-inc.org ._ .... 1 athway Communication Teaiu of k Professionalism Oppnrtuuit� Enterprises, Inc. Office:(541)973-2728 Fax: (541)973-2729 Annual 2017-2018 2018 -2019 City Hall 15,749.34 17,644.67 Community Development 24,075.62 27,345.36 Municipal Court 12,251.32 13,830.53 Municipal Court Offices 1,537.20 1,676.07 Police Department 22,794.65 25,326.67 Police Sub Station 1,790.50 1,991.38 Service Center 18,951.75 20,825.51 Street and Shop 6,655.73 8,029.57 Carpet and Hard Floors 11,270.96 11,957.79 Total 115,077.07 128,627.55 Increase Amount 13,550.48 Increase% 11.78% I appreciate your consideration and look forward to continued services at the City of Ashland. Sincerely, Richard Simpson Commercial Contracts Director Pathway Enterprises, Inc. 1600 Sky Park Drive Suite No. 101 Medford,OR 97504 www.pattrway-inc.org iufogpattruay-ine.org Custodial Service Minimum Standards EXHIBIT B Customer: City of Ashland Facilities: City Hall, Community Development, Municipal Court, Police Department, Police Sub Station, Service Center, Street and Shop Service Requirements Frequency of Service Tr; D A D > m c 0 c2 ;Litt 0 C •C 'C ,C (4 p, A. General, Private Offices, Lobby, etc. 1. Empty wastebaskets and recycle bins. Wash or change liners as needed. (Contractor to supply X liners) 2. Wipe down furniture, including chair arms and legs, side tables, desktops, conference tables, X reception base, etc. 3. Dust exposed filing cabinets, bookcases, X shelves and lamps 6. Low dust horizontal surfaces to hand height (70") including sills, ledges, moldings, window X frames, shelves, picture frames, ducts, radiators, etc. 7. High dust above hand height horizontal surfaces, including shelves, moldings, ledges, X vents, ducts, etc. 8. Spot clean desk tops when personal items are X removed • 9. Sweep and damp mop all resilient and hard X surfaces 10. Clean reception lobby glass including front door X and any other partition or glass door 11. Vacuum carpeted floors in their entirety, X including under all floor mats 12. Remove all paper and debris on floors X 13. Remove fingerprints from doors and frames X 14. Dust blinds X 15. Remove dust and cobwebs from ceiling area X 16. Spot clean spills on carpeted floors X 17. Remove scuff marks from hard floors X 18. Wipe down walls, as needed for large spots X 19. Damp Clean baseboards X 20. Empty outside trash, spot clean cans, replace X liner Service Requirements Frequency of Service D `< � m B. Restrooms & Showers 1. Clean, sanitize and polish all fixtures incl. toilet bowls, toilet seats, urinals, hand basins, chrome X fittings. 2. Remove spots/stains from wall areas adjacent to hand basins X 3. Clean and polish all glass and mirrors. X 4. Empty all containers and disposals. Clean and change liners as needed (Contractor to supply X liners). 5. Empty and sanitize interior of sanitary container X 6. Spot clean walls, doors, light switches, dispensers, metal partitions and lockers. X 7. Clean and sanitize metal partitions and lockers. X 8. Wash restroom walls & ceilings. X 9. Remove fingerprints from doors, frames, light switches, kick/push plates, handles, etc. X 10. Refill all dispensers to normal limits - napkins, soap, tissue, hand sanitizer, towel, cups, liners, etc. x (Supplies furnished by County). 11. Dust all horizontal surfaces to hand height incl. sills, ledges, molding, shelves, frames, ducts, X heating outlets. 12. Dust all horizontal surfaces above hand height incl. shelves, ledges, moldings, lights, lockers. X 13. Vacuum diffuser outlets. X 14. Clean area adjacent to diffuser outlets. X 15. Clean and sanitize shower areas. Remove all X soil and soap scum. 16. Sweep, damp mop and sanitize all hard and resilient floors. X NOTE—ALL WATER FIXTURES WILL BE KEPT CLEAN OF ALL STAINS AND MINERAL BUILD- UP. Service Requirements Frequency of Service D A D D N Ica cp 0 O `) 3 _ CD c 3 C. Lunchrooms (Vending) a 1. Clean and sanitize tables & chairs, incl. pedestals or legs. X 2. Clean and change liners in all containers and disposals (sanitize interior). X 3. Clean sink area and fixtures to remove hard X water build up and coffee staining. 4. Clean all cabinet facings and exteriors of appliances and equipment. X 5. Remove fingerprints from doors, frames, light X switches, kick/push plates, handles. 6. Sweep and mop floor. X 7. Dust all horizontal surfaces to hand height incl. sills, moldings, ledges, shelves, frames, ducts, X heating outlets, etc. 8. Dust all horizontal surfaces above hand height incl. shelves, ledges, moldings, pipes, ducts, X heating outlets, etc. Service Requirements Frequency of Service ;nom � N C = c � co 0 0 � w � � cOO. '2 2 D. Floors ° < `� `Z , a a 1. Resilient and Hard 1. Dust, damp mop or sweep. X 2. Damp mop and sanitize restrooms, labs and X exam rooms. 3. Machine scrub textured non finish floors to X remove build up. D. Floors D W M S-M Q S-A A AD 2. Carpet 1. Vacuum open areas. X 2. Vacuum entire carpet areas. X 3. Remove spots or stains. X • 4. Machine extraction entire open areas. 5. Clean door mats. X Service Requirements Frequency of Service D 2.2 70 o o m o o z s3 P m 3 c c m E. Furniture v ;' < .z en m 1. Fabric a 1. Vacuum. X 2. Shampoo. X E. Furniture D W M S-M Q S-A A AD 2. Plastic 1. Damp wipe. X 2. Complete clean. X E. Furniture D W M S-M Q S-A A AD 3. Leather 1. Damp clean. X 2. Clean, reseal and polish. X Service Requirements Frequency of Service D 71 ."0 f 0 0 0) C > Vl 7 .x-. fD 0 > N N c fD c , a. P. c C CD • c x s s3 m m m c v — • - o F. Windows .0 a. 1. Clean Exterior- Outside. X 2. Clean exterior- inside. X Service Requirements Frequency of Service p O Z.2 2 o o 0 p m c o k m' c E s 3 m c0i _ oC y. y T. G. Special Requirements _ 9 < C .Z _ m c. 1. Gather recycled paper. X 2. Lock all exterior doors at designated time X 3. Clean exterior of front entry. X 4. Empty exterior trash receptacles. X 5. Clean & sanitize trash receptacles. X GENERAL REQUIREMENTS: ➢ Leave notice on any observed irregularities (i.e. defective plumbing, unlocked doors, lights left on, inventory requirements, restroom supplies required, etc.). ➢ Turn off all lights except those to be left on. Close windows and lock all doors. ➢ Cleaning to be completed between 5:00PM and 4:00AM. ➢ All custodial staff will comply with Additional Specifications, as stated below. ➢ Material Safety Data Sheets must be provided to the Customer for all cleaning materials and chemicals. Security 1. All employees will have an acceptable security clearance check prior to working in the building. 2. Employees working in law enforcement areas will be CJIS trained and approved. 3. All entrance doors must be locked after hours and kept that way. When dumping trash, lock the door when you leave and let yourself in upon completion of dumping. All interior doors that are locked must be relocked upon completion of cleaning.Note any discrepancies of unlocked doors that are normally locked. EXHIBIT C Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program - • is II S ■ ■� y� l• /OF ,,,,K Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503)378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor,Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment&tools,and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract.Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name _Pathway Enterprises, Inc. Project City of Ashland 2018-2019 City Hall Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $ 1,008.28 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 235.75 Subtotal I $ 1,244.03 Labor Direct Labor (from labor daily worksheet) $ 11,989.47 Overhead See Overhead Worksheet $ 3,352.49 Delivery Transportation (from Trans&Reserve worksheet) $ - Total Before Margin $ 16,585.99 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $ 1,058.68 Total Bid Yearly $ 17,644.67 Monthly $ 1,470.39 DAS Form#12 J Revision 10-03 Page 1 Summary Sheet 1 LABOR Oregon Department of Administrative Services . Direct Labor Project Costing Worksheet Pathway Enterprises,Inc. City of Ashland 2018-2019 City Hall Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment % Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor • 1 Janitor 2.50 $14.26 100% $ 35.65 0.0765 $ 2.73 2.60% $ 0.93 1.42% $ 0.51 29.60% $ 10.55 $ 50.36 208 $ 10,475.45 520.00 2 Supervisor 1.00 $20.61 100% $ 20.61 0.0765 $ 1.58 2.60% $ 0.54 1.42% $ 0.29 29.60%, $ 6.10 $ 29.12 52 $ 1,514.02 52.00 3 $ - $ - $ - $ - $ - $ - $ - 0.00 - 4 $ - $ - $ - _ $ - $ - $ - $ - 0.00 5 $ - $ - $ - $ - $ - $ - $ - 0.00 6 $ - $ - $ - _ $ - $ - $ - $ - 0.00 7 $ - $ - $ - _ $ - $ - $ - $ - 0.00 8 $ - $ - $ - $ - $ - $ - $ - 0.00 9 $ - $ - $ - $ - $ - $ - $ - 0.00 10 $ - $ - $ - $ - $ - $ - $ - 0.00 11 $ - $ - $ - $ - $ - $ - $ - 0.00 12 $ - $ - -$ - $ - $ - $ - $ - 0.00 13 $ - $ - $ - $ - $ - $ - $ - 0.00 14 $ - $ - $ - $ - $ - $ - _$ - 0.00 15 $ - $ - $ - $ - $ - $ - $ - 0.00 Total $ 79.48 Total $ 11,989.47 572.00 Areas in green are formula driven. - List"Other Benefits"Provided Work Hours=Breakdown total"work hours"(see Overview)into hours or partial hours required per time or per item. PTO+HOLIDAY 11.53% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. HEALTH+LIFE 16.43% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). 401 K 1.64% 29.60% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%= Input in this column if you calculate Other Benefits by a percentage. Other Benefits Mo.$= Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year For purposes of costing a project,it's important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. Direct labor is best expressed as"work hours".That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing Floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents the total number of hours per service.That figure is the required"work hours"This number will stay the same regardless of how many people are working.For example,8'Work hours°can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),or 2 people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity for 2 hrs.each.(8x.50=4,4x2=8) Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a"prevailing wage."Check the contract!Also,be sure to add the appropriate"Other Payroll Expense"(OPE)for your organization onto the wage. Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with'lhe annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). DAS Form#12 J Revision 10-03 Page 4 Direct Labor Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland 2018-2019 City Hall Raw Materials: This category is often spelled out in the Request for Offer(RFO).Language such as"Items to be provided by Contractor"will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month,but also Equipment&Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract,for example,may require the following for month-Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured-Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 0.0833 $ 0.27 $ 3.24 2 #10 QM HEPASTAT 256 4 GL/CS 21.72 0.2500 $ 5.43 $ 65.16 3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.1250 $ 2.56 $ 30.75 4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 1.0000 $ 0.88 $ 10.56 5 #98 LT DUTY SCOURING PAD 20/CS 0.72 1.0000 $ 0.72 $ 8.64 6 SUSTAINABLE EARTH#66 DISINFECTANT 42.40 0.1250 $ 5.30 $ 63.60 7 SUSTAINABLE EARTH#64 NUETRAL CLEANER 88.00 0.1250 $ 11.00 $ 132.00 8 SUSTAINABLE EARTH#70 WASHROOM CLEANE 97.44 0.1250 $ 12.18 $ 146.16 9 SS CLEANER POLISH 12-15 OZ/CS 6.01 0.0833 $ 0.50 $ 6.01 10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 1.0000 $ 2.01 $ 24.12 11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 0.1250 $ 1.11 $ 13.32 12 7"TOOTHBRUSH W/NYL BRST 12/CS 1.42 1.0000 $ 1.42 $ 17.04 13 ANGLE BROOM FLAGGED END W/HDL 5.99 0.1670 $ 1.00 $ 12.00 14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 1.0000 $ 2.70 $ 32.40 15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 1.0000 $ 7.99 $ 95.88 16 LAMBSWOOL DUSTER 28"312FH 4.93 0.2500 $ 1.23 $ 14.79 17 LAMBSWOOL DUSTER FLEXIBLE 33-58"OV 10.36 0.2500 $ 2.59 $ 31.08 18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 0.2500 $ 2.11 $ 25.26 19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 0.2500 $ 1.37 $ 16.41 20 "CLOSED FOR CLEANING"HANGING SIGN 25.10 0.0833 $ 2.09 $ 25.09 21 36"STD LAUNDERABLE DUST MOP GN 12/ 11.45 0.1250 $ 1.43 $ 17.18 22 36"JUMBO DUST MOP FRAME 7.69 0.1250 $ 0.96 $ 11.54 23 60"FBRGLS INVADER MOP HDL SIDE GAT 16.44 0.1250 $ 2.06 $ 24.66 24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 0.2500 $ 4.42 $ 52.98 25 PAPER FILTER(10)SENSOR VAC FITS S 17.91 0.2500 $ 4.48 $ 53.73 26 BARKEEPERS FRIEND 200Z BTL 2.65 1.0000 $ 2.65 $ 31.80 27 24 OZ BTL 1.25 1.0000 $ 1.25 $ 15.00 28 CLEANING TOWELS(60) 19.95 0.0833 $ 1.66 $ 19.94 29 DUSTPAN 2.65 0.2500 $ 0.66 $ 7.95 30 $ - $ - 31 $ - $ - 32 $ - $ - 33 $ - $ - 34 $ - $ - I 35 $ - $ - 36 $ - $ - 37 $ - $ - 38 $ - $ - 39 $ - $ - 40 $ - $ - Total $ 84.02 $ 1,008.28 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 RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc. City of Ashland 2018-2019 City Hall The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Burnishing/Floor machines Carpet extractors Times per Blind cleaning machines Auto scrubbers Description Cost per Time Year Sweepers Mop buckets and presses $ If any of this equipment is used on more than one project,be sure to include only that portion of the cost associated with this project. $ Do not include any vehicle or transportation costs in this schedule. $ Note:Any asset purchased with grant money is not eligible for depreciation,however,the cost to maintain the $ asset is an allowable expense and should be listed. Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Sensor Vacuum $ 551.46 36 12 33% $ 183.82 100% $ 183.82 1 $ 183.82 2 Wave Break Busket&Press $ 76.72 36 12 33% $ 25.57 _ 100% $ 25.57 1 $ 25.57 3 Brute 44 Gal w Apron $ 79.07 36 12 33°% $ 26.36 100% $ 26.36 1 $ 26.36 4 12 5 12 6 • 12 7 12 8 12 9 12 10 12 11 12 12 12 13 12 14 12 15 12 Total $ 235.75 Areas in green are formula driven. Useful Life of Assets= What is the estimated useful life of the equipment in months Depreciation Percentage= Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year= Computed by multiplying the total unit cost by the depreciation. Projected%Use= Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note:100%would be an item used only for this contract.) Projected Unit Cost= Calculated by multiplying the unit cost per year times the project use. #of units= Multiply by units needed to complete the contract/service. Annual Cost= Computed by project unit cost times the number of units. DAS Form#12 J Revision 10-03 Page 3 Equipment Tools OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland 2018-2019 City Hall There are many different ways organizations allocate overhead internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc). In the space provided below,indicate how your organization allocates overhead to this particular contract,what items go into your overhead,and what that overhead amount is(whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product,or providing a service.a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs 'I required for overhead. To calculate the overhead percentage,it is best to have financial records for your 19.00%1 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 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 3.Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below.Line items which are not detailed below should be input into the cells marked"other;; please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to the current year budget.Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours • which can be classified as management or administrative costs.(Including these costs into the direct labor hour total will deflate the actual costs.)The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract 572 Total Assigned Overhead Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 44,500.00 Management Payroll Tax Expense $ 11,440.95 Management Medical Insurance $ 10,920.00 Management Pension Plan Expense $ 4,150.00 AGENCY REVENUES=5,675,312 Sales&Administrative Salaries $ 415,594.00 AGENCY INDIRECT EXPENSES=1,105,315.95 Sales&Administrative Payroll Tax Expense $ 64,354.00 OVERHEAD%=19% Sales&Administrative Medical Insurance $ 40,055.00 Sales&Administrative Pension Plan Expense $ 10,200.00 Office Rent Advertising and Public Education $ 14,855.00 Background Checks&Urinalysis $ 3,189.00 Professional&Accounting/Audit Fees $ 81,708.00 Training&Worker Safety Insurance $ 38,192.00 Telephone $ 7,185.00 Utilities $ 20,452.00 Property Taxes/Licenses/Fees $ 8,270.00 Dues&Subscriptions Depreciation-office building $ 15,061.00 Depreciation-office equipment $ 14,893.00 Repairs&Maintenance-office $ 22,744.00 Cleaning and Maintenance $ 21,346.00 Office Equipment Rental $ 7,886.00 Office Supplies $ 19,033.00 Postage&Freight $ - Rehab $ 25,023.00 Miscellaneous Expense $ 12,999.00 Bad Debts $ - INTEREST EXPENSE $ 18,981.00 • EMPLOYEE ACTIVITIES $ 20,021.00 AUTO REPAIRS $ 15,807.00 MANAGEMENT CONTRACT $ 136,457.00 TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95 CPI Factor from BLS(see link below) 1.65% 1.65% httlanweay.blsnoviro9/mostreou.htm Total I $ 1,123,553.66 DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet • Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2018-2019 City Hall This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 - 3 $ - $ - 4 $ - $ - $ - $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%)will have to be justified to DAS. Enter as a % of"Total Before Margin" 6.0% DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet II Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program 0- , i i .. I II ' , II !�OF _� X .� -cam..., ...-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 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 2017-2018 Community Development Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $ 1,008.28 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 235.75 Subtotal1 $ 1,244.03 Labor Direct Labor (from labor daily worksheet) $ 19,264.99 Overhead See Overhead Worksheet $ 5,195.62 Delivery Transportation (from Trans&Reserve worksheet) $ - Total Before Margin $ . 25,704.64 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $ 1,640.72 Total Bid Yearly $ 27,345.36 Monthly $ 2,278.78 DAS Form#12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland 2017-2018 Community Development Raw Materials: This category is often spelled out in the Request for Offer(RFO). Language such as"Items to be provided by Contractor"will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month,but also Equipment&Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract,for example,may require the following for month-Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured-Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 0.0833 $ 0.27 $ 3.24 2 #10 QM HEPASTAT 256 4 GL/CS 21.72 0.2500 $ 5.43 $ 65.16 3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.1250 $ 2.56 $ 30.75 4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 1.0000 $ 0.88 $ 10.56 8 SUSTAINABLE EARTH#70 WASHROOM CLEANE 97.44 0.1250 $ 12.18 $ 146.16 9 SS CLEANER POLISH 12-15 OZ/CS 6.01 0.0833 $ 0.50 $ 6.01 10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 1.0000 $ 2.01 $ 24.12 11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 0.1250 $ 1.11 $ 13.32 12 7"TOOTHBRUSH W/NYL BRST 12/CS 1.42 1.0000 $ 1.42 $ 17.04 13 ANGLE BROOM FLAGGED END W/HDL 5.99 0.1670 $ 1.00 $ 12.00 14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 1.0000 $ 2.70 $ 32.40 15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 1.0000 $ 7.99 $ 95.88 16 LAMBSWOOL DUSTER 28"312FH 4.93 0.2500 $ 1.23 $ 14.79 17 LAMBSWOOL DUSTER FLEXIBLE 33-58"OV 10.36 0.2500 $ 2.59 $ 31.08 18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 0.2500 $ 2.11 $ 25.26 19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 0.2500 $ 1.37 $ 16.41 20 "CLOSED FOR CLEANING" HANGING SIGN 25.10 0.0833 $ 2.09 $ 25.09 21 36"STD LAUNDERABLE DUST MOP GN 12/ 11.45 0.1250 $ 1.43 $ 17.18 22 36"JUMBO DUST MOP FRAME 7.69 0.1250 $ 0.96 $ 11.54 23 60"FBRGLS INVADER MOP HDL SIDE GAT 16.44 0.1250 $ 2.06 $ 24.66 24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 0.2500 $ 4.42 $ 52.98 25 PAPER FILTER(10)SENSOR VAC FITS S 17.91 0.2500 $ 4.48 $ 53.73 26 BARKEEPERS FRIEND 200Z BTL 2.65 1.0000 $ 2.65 $ 31.80 27 24 OZ BTL 1.25 1.0000 $ 1.25 $ 15.00 28 CLEANING TOWELS(60) 19.95 0.0833 $ 1.66 $ 19.94 29 DUSTPAN 2.65 0.2500 $ 0.66 $ 7.95 30 $ - $ - 31 $ - $ - 32 $ - $ - 33 $ - $ - 34 $ - $ - 35 $ - $ - 36 $ - $ - 37 $ - $ - 38 $ - $ - 39 $ - $ - 40 $ ' - $ - Total $ 84.02 _ $ 1,008.28 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 RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc. City of Ashland 2017-2018 Community Development The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Bumishing/Floor machines Carpet extractors Times per Blind cleaning machines Auto scrubbers Description Cost per Time Year Sweepers Mop buckets and presses If any of this equipment is used on more than one project,be sure to include only that portion of the cost associated with this project. Do not include any vehicle or transportation costs in this schedule. $ Note:Any asset purchased with grant money is not eligible for depreciation,however,the cost to maintain the $ • asset is an allowable expense and should be listed. $ • Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Sensor Vacuum $ 551.46 36 12 33% $ 183.82 100% $ 183.82 1 $ 183.82 2 Wave Break Busket&Press $ 76.72 36 12_ 33% $ 25.57 100% $ 25.57 1 $ 25.57 3 Brute 44 Gal w Apron $ 79.07 36 12 33% $ 26.36 100% $ 26.36 1 $ 26.36 4 12 5 12 6 12 7 12 8 12 9 12 10 12 11 12 12 12 13 12 14 12 15 12_ Total $ 235.75 Areas in green are formula driven. Useful Life of Assets= What is the estimated useful life of the equipment in months Depreciation Percentage= Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year= Computed by multiplying the total unit cost by the depreciation. Projected%use= Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note: 100%would be an item used only for this contract.) Projected unit Cost= Calculated by multiplying the unit cost per year times the project use. #of Units= Multiply by units needed to complete the contract/service. Annual Cost= Computed by project unit cost times the number of units. DAS Form#12 J Revision 10-03 Page 3 Equipment Tools LABOR Oregon Department of Administrative Services _ Direct Labor Project Costing Worksheet • Pathway Enterprises,Inc. City of Ashland 2017-2018 Community Development Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor 1 Janitor 2x 3.25 $14.26 100% $ 46.35 0.0765 $ 3.55 2.60% $ 1.20 1.42% $ 0.66 29.60% $ 13.72 $ 65.47 104 $ 6,809.04 338.00 2 Janitor 3x 3.00 $14.26 100% $ 42.78 0.0765 $ 3.27 2.60% $ 1.11 1.42% $ 0.61 29.60% $ 12.66 $ 60.44 156 $ 9,427.91 468.00 3 Supervisor 2.00 $20.61 100% $ 41.22 0.0765 $ 3.15 2.60% $ 1.07 1.42% $ 0.59 29.60% $ 12.20 $ 58.23 52 $ 3,028.04 104.00 4 $ - _ $ - $ - $ - $ - $ - $ - 0.00 5 $ - $ - $ - $ - $ - $ - $ - 0.00 6 $ - $ - -$ - _ $ - $ - $ - $ - 0.00 7 $ - $ - $ - $ - $ - $ - $ - 0.00 8 $ - $ - - _$ - - $ - $ - $ - $ - 0.00 9 $ - $ - $ - $ - $ - $ - $ - 0.00 10 $ - $ - $ - $ - $ - $ - $ - 0.00 11 $ - $ $ - $ - $ - $ - $ - 0.00 12 $ - $ - $ - $ - $ - $ - $ - 0.00 13 $ - $ - $ - _$ - $ - $ - $ - 0.00 14 $ - $ - $ - $ - $ - $ - $ - 0.00 15 _$ - $ - $ - $ - $ - $ - $ - 0.00 Total $ 184.14 Total $ 19,264.99 910.00 Areas in green are formula driven. • List"Other Benefits"Provided Work Hours= Breakdown total"work hours"(see Overview)into hours or partial hours required per time or per item. PTO+HOLIDAY 11.53% Subtotal 1= Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. LIFE+HEALTH INSURANCE 16.43% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). 401 K 1.64 29.60% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%= Input in this column if you calculate Other Benefits by a percentage. Other Benefits Mo.$= Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year For purposes of costing a project,it's important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. Direct labor is best expressed as"work hours".That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents the total number of hours per service.That figure is the required"work hours."This number will stay the same regardless of how many people are working.For example,8"work hours"can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),or 2 people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity for 2 hrs.each.(8x.50=4,4x2=8) Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a"prevailing wage."Check the contract!Also,be sure to add the appropriate"Other Payroll Expense"(OPE)for your organization onto the wage. Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). • DAS Form#12 J Revision 10-03 Page 4 Direct Labor Sheet OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland 2017-2018 Community Development There are many different ways organizations allocate overhead internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc). In the space provided below,indicate how your organization allocates overhead to this particular contract,what items go into your overhead,and what that overhead amount is(whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product,or providing a service,a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs I required for overhead. To calculate the overhead percentage,it is best to have financial records for your 19.00%1 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 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) 3.Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below.Line items which are not detailed below should be input into the cells marked"other" please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to the current year budget.Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which can be classified as management or administrative costs.(Including these costs into the direct labor hour total will deflate the actual costs.)The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract .. Total Assigned Overhead I 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 $ 44,500.00 Management Payroll Tax Expense $ 11,440.95 Management Medical Insurance $ 10,920.00 AGENCY REVENUES=5,675,312 Management Pension Plan Expense $ 4,150.00 AGENCY INDIRECT EXPENSES=1,105,315.95 Sales&Administrative Salaries $ 415,594.00 OVERHEAD%=19% Sales&Administrative Payroll Tax Expense $ 64,354.00 Sales&Administrative Medical Insurance $ 40,055.00 Sales&Administrative Pension Plan Expense $ 10,200.00 Office Rent Advertising and Public Education $ 14,855.00 Background Checks&Urinalysis $ 3,189.00 Professional&Accounting/Audit Fees $ 81,708.00 Training&Worker Safety Insurance $ 38,192.00 Telephone $ 7,185.00 Utilities $ 20,452.00 Property Taxes/Licenses/Fees $ 8,270.00 Dues&Subscriptions Depreciation-office building $ 15,061.00 Depreciation-office equipment $ 14,893.00 Repairs&Maintenance-office $ 22,744.00 Cleaning and Maintenance $ 21,346.00 Office Equipment Rental $ 7,886.00 Office Supplies $ 19,033.00 Postage&Freight $ - Rehab $ 25,023.00 Miscellaneous Expense $ 12,999.00 Bad Debts $ - INTEREST EXPENSE $ 18,981.00 EMPLOYEE ACTIVITIES $ 20,021.00 AUTO REPAIRS $ 15,807.00 MANAGEMENT CONTRACT $ 136,457.00 TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95 CPI Factor horn BLS(see link below) 1.65% 1.65% htt l/wnv.bls.00v/ro9/mostreou.Mm Total I $ 1,123,553.66 DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet • Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2017-2018 Community Development This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ - 4 $ - $ - $ Margin The law allows a"margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%) will have to be justified to DAS. Enter as a % of"Total Before Margin" 6.0% Ii DAS Form #12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet r Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program 111.1g a _ E F' �\ /859.!' Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor,Overhead, Delivery and Reserve Costs. Raw materials consist of supplies,small equipment&tools,and large or special equipment.Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract.Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises, Inc. Project City of Ashland 2018-2019 Municipal Court Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $ 1,008.28 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 235.75 Subtotal 1 $ 1,244.03 Labor Direct Labor (from labor daily worksheet) $ 9,128.87 Overhead See Overhead Worksheet $ 2,627.80 Delivery Transportation (from Trans&Reserve worksheet) $ - Total Before Margin $ 13,000.70 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $ 829.83 Total Bid Yearly $ 13,830.53 Monthly_$ 1,152.54 DAS Form#12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland 2018-2019 Municipal Court Raw Materials: This category is often spelled out in the Request for Offer(RFO). Language such as"Items to be provided by Contractor"will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month,but also Equipment&Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract,for example, may require the following for month-Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured-Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 0.0833 $ 0.27 $ 3.24 2 #10 QM HEPASTAT 2564 GL/CS 21.72 0.2500 $ 5.43 $ 65.16 3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.1250 $ 2.56 $ 30.75 4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 1.0000 $ 0.88 $ 10.56 5 #98 LT DUTY SCOURING PAD 20/CS 0.72 1.0000 $ 0.72 $ 8.64 6 SUSTAINABLE EARTH#66 DISINFECTANT 42.40 0.1250 $ 5.30 $ 63.60 7 SUSTAINABLE EARTH#64 NUETRAL CLEANER 88.00 0.1250 $ 11.00 $ 132.00 8 SUSTAINABLE EARTH#70 WASHROOM CLEANE 97.44 0.1250 $ 12.18 $ 146.16 9 SS CLEANER POLISH 12-15 OZ/CS 6.01 0.0833 $ 0.50 $ 6.01 10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 1.0000 $ 2.01 $ 24.12 11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 0.1250 $ 1.11 $ 13.32 12 7"TOOTHBRUSH W/NYL BRST 12/CS 1.42 1.0000 $ 1.42 $ 17.04 13 ANGLE BROOM FLAGGED END W/HDL 5.99 0.1670 $ 1.00 $ 12.00 14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 1.0000 $ 2.70 $ 32.40 15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 1.0000 $ 7.99 $ 95.88 16 LAMBSWOOL DUSTER 28"312FH 4.93 0.2500 $ 1.23 $ 14.79 17 LAMBSWOOL DUSTER FLEXIBLE 33-58"OV 10.36 0.2500 $ 2.59 $ 31.08 18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 0.2500 $ 2.11 $ 25.26 19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 0.2500 $ 1.37 $ 16.41 20 "CLOSED FOR CLEANING"HANGING SIGN 25.10 0.0833 $ 2.09 $ 25.09 21 36"STD LAUNDERABLE DUST MOP GN 12/ 11.45 0.1250 $ 1.43 $ 17.18 22 36"JUMBO DUST MOP FRAME 7.69 0.1250 $ 0.96 $ 11.54 23 60"FBRGLS INVADER MOP HDL SIDE GAT 16.44 0.1250 $ 2.06 $ 24.66 24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 0.2500 $ 4.42 $ 52.98 25 PAPER FILTER(10)SENSOR VAC FITS S 17.91 0.2500 $ 4.48 $ 53.73 26 BARKEEPERS FRIEND 200Z BTL 2.65 1.0000 $ 2.65 $ 31.80 27 24 OZ BTL 1.25 1.0000 $ 1.25 $ 15.00 28 CLEANING TOWELS(60) 19.95 0.0833 $ 1.66 $ 19.94 29 DUSTPAN 2.65 0.2500 $ 0.66 $ 7.95 30 $ - $ - 31 $ - $ - 32 $ - $ - 33 $ - $ - 34 $ - $ - 35 $ - $ - 36 $ - $ - 37 $ - $ - 38 $ - $ - 39 $ - $ - 40 $ - $ - Total $ 84.02 $ 1,008.28 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 RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc. City of Ashland 2018-2019 Municipal Court The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Burnishing/Floor machines Carpet extractors Times per Blind cleaning machines Auto scrubbers Description Cost per Time Year Sweepers Mop buckets and presses $ • $ - If any of this equipment is used on more than one project,be sure to include only that portion of the cost associated with this project. $ _ Do not include any vehicle or transportation costs in this schedule. $ - Note:Any asset purchased with grant money is not eligible for depreciation,however,the cost to maintain the $ asset is an allowable expense and should be listed. Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Sensor Vacuum $ 551.46 36 12 33% $ 183.82 100% $ 183.82 1 $ 183.82 2 Wave Break Busket&Press $ 76.72 36 12 33% $ 25.57 100% $ 25.57 1 $ 25.57 3 Brute 44 Gal w Apron $ 79.07 36 12 33% $ 26.36 100% $ 26.36 1 $ 26.36 4 12 5 12 6 12 7 12 8 12 9 • 12 10 12 11 12 12 12 13 12 14 12 15 12 Total $ 235.75 Areas in green are formula driven. Useful Life of Assets= What is the estimated useful life of the equipment in months Depreciation Percentage= Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year= Computed by multiplying the total unit cost by the depreciation. Projected%Use= Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project. (note: 100%would be an item used only for this contract.) Projected Unit Cost= Calculated by multiplying the unit cost per year times the project use. #of Units= Multiply by units needed to complete the contract/service. Annual Cost= Computed by project unit cost times the number of units. DAS Form#12 J Revision 10-03 Page 3 Equipment Tools LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet Pathway Enterprises,Inc. City of Ashland 2019.2019 Municipal Court Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor . 1 Janitor 2x 2.00 $14.26 100% $ 28.52 0.0765 $ 2.18 2.60% $ 0.74_ 1.42% $ 0.40 29.60% $ 8.44 $ 40.29 104 $ 4,190.18 208.00 2 Janitor 3x 1.00 $14.26 100% $ 14.26 0.0765 $ 1.09 2.60% $ 0.37 1.42% $ 0.20 29.60% $ 4.22 $ 20.15 156 $ 3,142.64 156.00 3 Supervisor 1.00 $20.61 100% $ 20.61 0.0765 $ 1.58 2.60% $ 0.54 1.42% $ 0.29 29.60% $ 6.10 $ 29.12 52 $ 1,514.02 52.00 4 Add Carpet 7.00 $14.26 100% $ 99.82 0.0765 $ 7.64 2.60% $ 2.60 1.42% $ 1.42 29.60% $ 29.55 $ 141.02 2 $ 282.03 14.00 5 Office Additions 0.00 $14.26 100% $ - 0.0765 $ - 2.60% $ - 1.42% $ - 29.60%_ $ - $ - 208 $ - 0.00 8 $ - $ - $ - $ - $ - $ - $ - 0.00 7 $ - $ - $ - - $ - $ - $ - $ - 0.00 8 $ - $ - $ - , $ - $ - $ - $ - 0.00 9 $ - $ - '$ - $ - $ $ - $ - 0.00 10 $ - . $ - $ - _ $ - $ - $ - $ - 0.00 11 $ $ $ $ - $ $ - $ - 0.00 12 $ - $ - $ - $ - $ - $ - $ - 0.00 13 $ - $ - _ $ - $ - $ - $ - $ - 0.00 14 $ $ $ - $ - $ - $ - $ - 0.00 15 $ - $ - $ - $ - - $ - $ - $ - 0.00 Total $ 230.57 Total $ 9,128.87 430.00 Areas in green are formula driven. List"Other Benefits"Provided Work Hours=Breakdown total"work hours"(see Overview)into hours or partial hours required per time or per item. PTO+HOLIDAY 11.53% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. LIFE+HEALTH INSURANCE 16.43% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). 401 K 1.64% 29.60% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%= Input in this column if you calculate Other Benefits by a percentage. Other Benefits Mo.$= Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year For purposes of costing a project,it's important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. Direct labor is best expressed as"work hours".That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents the total number of hours per service.That figure is the required"work hours."This number will stay the same regardless of how many people are working.For example,8"work hours"can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),or 2 people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity for 2 hrs.each.(8x.50=4,4x2=8) Once you know the total work hours per service or per item,it's simply a maser of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a"prevailing wage."Check the contract!Also,be sure to add the appropriate"Other Payroll Expense"(OPE)for your organization onto the wage. Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). DAS Form#12 J Revision 10-03 Page 4 Direct Labor Sheet • • OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland 2018-2019 Municipal Court • 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 I required for overhead. To calculate the overhead percentage,it is best to have financial records for your 19.00%1 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. 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 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) aR 3.Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below.Line items which are not detailed below should be input into the cells marked"other;; please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to the current year budget.Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which can be classified as management or administrative costs.(Including these costs into the direct labor hour total will deflate the actual costs.)The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract 430 Total Assigned Overhead I$ - 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 $ 44,500.00 Management Payroll Tax Expense $ 11,440.95 Management Medical Insurance $ 10,920.00 Management Pension Plan Expense $ 4,150.00 AGENCY REVENUES=5,675,312 Sales&Administrative Salaries $ 415,594.00 AGENCY INDIRECT EXPENSES=1,105,315.95 Sales&Administrative Payroll Tax Expense $ 64,354.00 OVERHEAD%=19% Sales&Administrative Medical Insurance $ 40,055.00 Sales&Administrative Pension Plan Expense $ 10,200.00 • Office Rent Advertising and Public Education $ 14,855.00 Background Checks&Urinalysis $ 3,189.00 Professional&Accounting/Audit Fees $ 81,708.00 • Training&Worker Safety Insurance $ 38,192.00 • Telephone $ 7,185.00 Utilities $ 20,452.00 Property Taxes/Licenses/Fees $ 8,270.00 • Dues&Subscriptions Depreciation-office building $ 15,061.00 Depreciation-office equipment $ 14,893.00 Repairs&Maintenance-office $ 22,744.00 Cleaning and Maintenance _$ 21,346.00 Office Equipment Rental $ 7,886.00 Office Supplies $ 19,033.00 Postage&Freight $ - Rehab $ 25,023.00 Miscellaneous Expense $ 12,999.00 Bad Debts $ - INTEREST EXPENSE $ 18,981.00 • EMPLOYEE ACTIVITIES $ 20,021.00 AUTO REPAIRS $ 15,807.00 MANAGEMENT CONTRACT $ 136,457.00 TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95 CPI Factor from BLS(see link below) 1.65% 1.65% MN:/AVww.bls.Qov/ro9/mostrequ.hhn Total I $ 1,123,553.66 DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet 1 Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2018-2019 Municipal Court This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ - 4 $ - $ - $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%)will have to be justified to DAS. Enter as a % of"Total Before Margin" 6.0% DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet 1 Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program , 1 I 111 21 i 1 I _IL fx 01 fJ, e': I 1 859y Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor,Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment&tools,and large or special equipment.Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract.Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises,Inc. Project City of Ashland 2018-2019 Municipal Court Extra Rooms Executive Director Signature: Raw Materials __ Per Time Use-Supplies (from supplies worksheet) $ - Equipment,Tools&Subcontracting (from small equipment worksheet) $ - Subtotal1 $ - Labor Direct Labor (from labor daily worksheet) $ 1,257.05 Overhead See Overhead Worksheet [$ 318.45 Delivery Transportation (from Trans&Reserve worksheet) $ - J Total Before Margin$ 1,575.51 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $ 100.56 Total Bid Yearly $ 1,676.07 Monthly $ 139.67 DAS Form#12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland 2018-2019 Municipal Court Extra Rooms 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 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 - $ - $ - 2 #10 QM HEPASTAT 256 4 GL/CS 21.72 - $ - $ - 3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 - $ - $ - 4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 - $ - $ - 5 #98 LT DUTY SCOURING PAD 20/CS 0.72 - $ - $ - 6 SUSTAINABLE EARTH#66 DISINFECTANT 42.40 - $ - $ - 7 SUSTAINABLE EARTH#64 NUETRAL CLEANER 88.00 - $ - $ - ' 8 SUSTAINABLE EARTH#70 WASHROOM CLEANE 97.44 - $ - $ - 9 SS CLEANER POLISH 12-15 OZ/CS 6.01 - $ - $ - 10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 - $ - $ - 11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 - $ - $ - 12 7"TOOTHBRUSH W/NYL BRST 12/CS 1.42 - $ - $ - 13 ANGLE BROOM FLAGGED END W/HDL 5.99 - $ - $ - 14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 - $ - $ - 15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 • - $ - $ - 16 LAMBSWOOL DUSTER 28"312FH 4.93 - $ - $ - 17 LAMBSWOOL DUSTER FLEXIBLE 33-58"OV 10.36 - $ - $ - 18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 - $ - $ - 19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 - $ - $ - 20 "CLOSED FOR CLEANING"HANGING SIGN 25.10 - $ - $ - 21 36"STD LAUNDERABLE DUST MOP GN 12/ 11.45 - $ - $ - 22 36"JUMBO DUST MOP FRAME 7.69 - $ - $ - 23 60"FBRGLS INVADER MOP HDL SIDE GAT 16.44 - $ - $ - I 24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 - $ - $ - 25 PAPER FILTER(10)SENSOR VAC FITS S 17.91 - $ - $ - 26 BARKEEPERS FRIEND 200Z BTL 2.65 - $ - $ - 27 24 OZ BTL 1.25 - $ - $ - 28 CLEANING TOWELS(60) 19.95 - $ - $ - 29 DUSTPAN 2.65 - $ - $ - 30 $ - $ - 31 $ - $ - 32 $ - $ - 33 $ - $ - 34 $ - $ - 35 $ - $ - 36 $ - $ - 37 $ - $ - 38 $ - $ - 39 $ - $ - 40 $ - $ - Total $ - $ - 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 RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc. City of Ashland 2018-2019 Municipal Court Extra Rooms ' The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Burnishing/Floor machines Carpet extractors Times per Blind cleaning machines Auto scrubbers Description Cost per Time Year Sweepers Mop buckets and presses $ If any of this equipment is used on more than one project,be sure to include only that portion of the cost associated with this project. $ Do not include any vehicle or transportation costs in this schedule. $ _ Note:Any asset purchased with grant money is not eligible for depreciation,however,the cost to maintain the $ asset is an allowable expense and should be listed. $ Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Sensor Vacuum $ 551.46 36 12 33% $ 183.82 100% $ 183.82 0 $ - 2 Wave Break Busket&Press $ 76.72 36 12 33% $ 25.57 100% $ 25.57 0 $ - 3 Brute 44 Gal w Apron $ 79.07 36 12 33% $ 26.36 100% $ 26.36 0 $ - 4 12 5 12 6 12 - 7 12 8 12 9 12 10 12 11 12 12 12_ 13 12 14 12 15 12 Total $ - Areas in green are formula driven. Useful Life of Assets= What is the estimated useful life of the equipment in months Depreciation Percentage= Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year= Computed by multiplying the total unit cost by the depreciation. . Projected%Use= Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note: 100%would be an item used only for this contract.) Projected Unit Cost= Calculated by multiplying the unit cost per year times the project use. #of Units= Multiply by units needed to complete the contract/service. Annual Cost= Computed by project unit cost times the number of units. DAS Form#12 J Revision 10-03 Page 3 Equipment Tools LABOR Oregon Department of Administrative Services . Direct Labor Project Costing Worksheet Pathway Enterprises,Inc. City of Ashland 2018-2019 Municipal Court Extra Rooms Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor - 1 Janitor 2x $14.26 100% $ - 0.0765 $ - 2.60% $ - 1.42% $ - 29.60% $ - $ - 104 $ - 0.00 2 Janitor 3x $14.26 100% $ - 0.0765 $ - 2.60% $ - 1.42% $ - 29.60% $ - $ - 156 $ - 0.00 3 Supervisor $20.61 100% $ - 0.0765 $ - 2.60% $ - 1.42% $ - 29.80% $ - $ - 52 $ - 0.00 4 Add Carpet $14.26 100% $ - 0.0765 $ - 2.60% $ - 1.42% $ - 29.80%_ $ - $ - 2 $ - 0.00 5 Office Additions 0.30 $14.26 100% $ 4.28 0.0765 $ 0.33 2.60% $ 0.11 1.42% $ 0.06_ 29.60% $ 1.27 $ 6.04 208 $ 1,257.05 62.40 6 $ - $ - $ - $ - $ - $ - $ - 0.00 7 $ - $ - $ - $ - _ $ - $ - $ - 0.00 8 $ - $ - $ - $ - $ - $ - $ - 0.00 9 $ - $ - $ $ - $ - $ - $ - 0.00 10 $ - $ - $ - $ - $ - $ - $ - 0.00 11 $ - $ - _$ - $ - $ - $ - $ - 0.00 - 12 $ - $ - $ - $ - $ - $ - $ - 0.00 13 $ - $ - $ - $ - $ - $ - $ - 0.00 14 $ - $ - $ - $ - $ - $ - $ - 0.00 15 3 - $ - $ - $ - S - $ - $ - 0.00 Total $ 6.04 Total $ 1,257.05 62.40 Areas in green are formula driven. List"Other Benefits"Provided Work Hours=Breakdown total"work hours"(see Overview)into hours or partial hours required per time or per item. PTO+HOLIDAY 11.53% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. LIFE+HEALTH INSURANCE 16.43% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). 401 K 1.64% 29.60% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. Other Benefits Mo.$=Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year For purposes of costing a project,it's important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. Direct labor is best expressed as"work hours".That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents the total number of hours per service.That figure is the required"work hours."This number will stay the same regardless of how many people are working.For example,8"work hours°can be accomplished by I person working at 100%productivity for 8 hrs.(108=8),or 2 people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity for 2 hrs.each.(8x.50=4,4x2=8) Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a"prevailing wage"Check the contract)Also,be sure to add the appropriate"Other Payroll Expense"(OPE)for Your organization onto the wage. Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). • DAS Form#12 J Revision 10-03 Page 4 Direct Labor Sheet • OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland 2018-2019 Municipal Court Extra Rooms 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 11. Enter Overhead as a Percent of Total Costs I required for overhead. To calculate the overhead percentage,it is best to have financial records for your 19.00%1 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 can,estimate OR 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 3.Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below.Line items which are not detailed below should be input into the cells marked"other", please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to the current year budget.Next.input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which can be classified as management or administrative costs.(Including these costs into the direct labor hour total will deflate the actual costs.)The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year Total Annual Direct Labor Hours Input Total from Worksheet on Below, Overhead per labor hour $ - Time required to complete contract 62 Total Assigned Overhead Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 44.500.00 Management Payroll Tax Expense $ 11,440.95 Management Medical Insurance $ 10,920.00 Management Pension Plan Expense $ 4,150.00 AGENCY REVENUES=5,675,312 Sales&Administrative Salaries $ 415,594.00 AGENCY INDIRECT EXPENSES=1,105,315.95 Sales&Administrative Payroll Tax Expense $ 64,354.00 OVERHEAD%=19% Sales&Administrative Medical Insurance $ 40,055.00 Sales&Administrative Pension Plan Expense $ 10,200.00 Office Rent Advertising and Public Education $ 14,855.00 Background Checks&Urinalysis $ 3,189.00 Professional&Accounting/Audit Fees $ 81,708.00 Training&Worker Safety _ _ Insurance $ 38,192.00 Telephone $ 7,185.00 Utilities $ 20,452.00 Property Taxes/Licenses/Fees $ 8,270.00 Dues&Subscriptions Depreciation-office building $ 15,061.00 Depreciation-office equipment $ 14,893.00 Repairs&Maintenance-office $ 22,744.00 Cleaning and Maintenance $ 21,346.00 Office Equipment Rental $ 7,886.00 Office Supplies $ 19,033.00 Postage&Freight $ - Rehab $ 25,023.00 Miscellaneous Expense $ 12,999.00 Bad Debts $ - INTEREST EXPENSE $ 18,981.00 EMPLOYEE ACTIVITIES $ 20,021.00 AUTO REPAIRS $ 15,807.00 MANAGEMENT CONTRACT $ 136,457.00 TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95_ CPI Factor from BLS(see link below) 1.65% 1.65% htto://www.b1s.00viro9/mostreou has Total I $ 1,123,553.66 DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet • Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2018-2019 Municipal Court Extra Rooms This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ - 4 $ - $ - Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%)will have to be justified to DAS. Enter as a % of"Total Before Margin" 6.0% DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program t 001111 1 a. r. I r a. I ■ A r;.I;I IA f I &',. /OF- IC cp i _/2 `;...•/859' Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor,Overhead, Delivery and Reserve Costs. Raw materials consist of supplies,small equipment&tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract.Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises, Inc. Project City of Ashland 2018-2019 Ashland Police Department Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $ 1,008.28 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 235.75 Subtotall $ 1,244.03 Labor Direct Labor (from labor daily worksheet) $ 17,750.97 Overhead See Overhead Worksheet L$ 4,812.07 Delivery Transportation (from Trans&Reserve worksheet) $ - Total Before Margin $ 23,807.07 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $ 1,519.60 Total Bid Yearly $ 25,326.67 Monthly $ 2,110.56 DAS Form#12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland 2018-2019 Ashland Police Department Raw Materials: This category is often spelled out in the Request for Offer(RFO).Language such as"Items to be provided by Contractor"will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month,but also Equipment&Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract,for example, may require the following for month-Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured-Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 0.0833 $ 0.27 $ 3.24 2 #10 QM HEPASTAT 256 4 GL/CS 21.72 0.2500 $ 5.43 $ 65.16 3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.1250 $ 2.56 $ 30.75 4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 1.0000 $ 0.88 $ 10.56 5 #98 LT DUTY SCOURING PAD 20/CS 0.72 1.0000 $ 0.72 $ 8.64 6 SUSTAINABLE EARTH#66 DISINFECTANT 42.40 0.1250 $ 5.30 $ 63.60 7 SUSTAINABLE EARTH#64 NUETRAL CLEANER 88.00 0.1250 $ 11.00 $ 132.00 8 SUSTAINABLE EARTH#70 WASHROOM CLEANE 97.44 0.1250 $ 12.18 $ 146.16 9 SS CLEANER POLISH 12-15 OZ/CS 6.01 0.0833 $ 0.50 $ 6.01 10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 1.0000 $ 2.01 $ 24.12 11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 0.1250 $ 1.11 $ 13.32 12 7"TOOTHBRUSH W/NYL BRST 12/CS 1.42 1.0000 $ 1.42 $ 17.04 13 ANGLE BROOM FLAGGED END W/HDL 5.99 0.1670 $ 1.00 $ 12.00 14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 1.0000 $ 2.70 $ 32.40 15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 1.0000 '$ 7.99 $ 95.88 16 LAMBSWOOL DUSTER 28"312FH 4.93 0.2500 $ 1.23 $ 14.79 17 LAMBSWOOL DUSTER FLEXIBLE 33-58"OV 10.36 0.2500 $ 2.59 $ 31.08 18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 0.2500 $ 2.11 $ 25.26 19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 0.2500 $ 1.37 $ 16.41 20 "CLOSED FOR CLEANING"HANGING SIGN 25.10 0.0833 $ 2.09 $ 25.09 21 36"STD LAUNDERABLE DUST MOP GN 12/ 11.45 0.1250 $ 1.43 $ 17.18 22 36"JUMBO DUST MOP FRAME 7.69 0.1250 $ 0.96 $ 11.54 23 60"FBRGLS INVADER MOP HDL SIDE GAT 16.44 0.1250 $ 2.06 $ 24.66 24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 0.2500 $ 4.42 $ 52.98 25 PAPER FILTER(10)SENSOR VAC FITS S 17.91 0.2500 $ 4.48 $ 53.73 26 BARKEEPERS FRIEND 2007 BTL 2.65 1.0000 $ 2.65 $ 31.80 27 24 OZ BTL 1.25 1.0000 $ 1.25 $ 15.00 28 CLEANING TOWELS(60) 19.95 0.0833 $ 1.66 $ 19.94 29 DUSTPAN 2.65 0.2500 $ 0.66 $ 7.95 30 $ - $ - 31 $ - $ - 32 $ - $ - 33 $ - $ - 34 $ - $ - 35 $ - $ - 36 $ - $ - 37 $ - $ - 38 $ - $ - 39 $ - $ - 40 $ - $ - Total $ 84.02 $ 1,008.28 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 RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc. City of Ashland 2018-2019 Ashland Police Department The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Burnishing/Floor machines Carpet extractors Times per Blind cleaning machines Auto scrubbers Description Cost per Time Year Sweepers Mop buckets and presses $ If any of this equipment is used on more than one project,be sure to include only that portion of the cost associated with this project. $ Do not include any vehicle or transportation costs in this schedule. $ Note:Any asset purchased with grant money is not eligible for depreciation,however,the cost to maintain the $ asset is an allowable expense and should be listed. Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Sensor Vacuum $ 551.46 36 12 33% $ 183.82 100% $ 183.82 1 $ 183.82 2 Wave Break Busket&Press $ 76.72 36 12 33% $ 25.57 100% $ 25.57 1 $ 25.57 3 Brute 44 Gal w Apron $ 79.07 36 12 33% $ 26.36 100% $ 26.36 1 $ 26.36 4 12 5 12 6 12 7 12 8 12 9 12 10 12 11 12 12 12 13 12 14 12 15 12 Total $ 235.75 Areas in green are formula driven. Useful Life of Assets= What is the estimated useful life of the equipment in months Depreciation Percentage= Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year= Computed by multiplying the total unit cost by the depreciation. Projected%Use= Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note: 100%would be an item used only for this contract.) Projected Unit Cost= Calculated by multiplying the unit cost per year times the project use. #of Units= Multiply by units needed to complete the contract/service. Annual Cost= Computed by project unit cost times the number of units. DAS Form#12 J Revision 10-03 Page 3 Equipment Tools LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet ° Pathway Enterprises,Inc. City of Ashland 2018-2019 Ashland Police Department ' Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor 1 Janitor 4x 3.50 $14.26 100% $ 49.91 0.0765 $ 3.82 2.60% $ 1.30 1.42% $ 0.71 29.60% $ 14.77 $ 70.51 208 $ 14665.63 728.00 2 Supervisor 1.00 $20.61 100/ $ 20.61 0.0765$ 1.58 2.60% $ 0.54 1.42% $ 0.29 29.60% $ 6.10 $ 29.12 52 $ 1,514.02 52.00 3 Janitor Wed 1.50 $14.26 100% $ 21.39 0.0765 5 1.64 2.60% $ 0.56 1.42% $ 0.30 29.60% $ 6.33 $ 30.22 52 $ 1,571.32 78.00 4 $ - $ - $ - $ - $ - $ - $ - 0.00 5 $ - _$ - $ - _$ - $ - $ - $ - 0.00 6 $ - $ - $ - $ - $ - $ - $ - 0.00 7 $ - $ - $ - $ - $ - $ - $ - 0.00 8 $ - $ - $ - $ - $ - $ - $ - 0.00 9 $ - $ - $ - $ - $ - $ - $ - 0.00 10 $ - $ - $ - $ - $ - $ - $ - 0.00 11 $ - $ - $ - $ - $ - $ - $ - 0.00 12 $ - $ - $ - - $ - $ - $ - $ - 0.00 13 $ - $ - $ - - $ - $ - $ - $ - 0.00 14 $ - , $ - _$ - $ • _ $ - $ - $ - 0.00 15 $ - $ - $ - _$ - $ - $ - $ - 0.00 Total $ 129.84 Total $ 17,750.97 858.00 Areas in green are formula driven. List"Other Benefits"Provided Work Hours= Breakdown total"work hours"(see Overview)into hours or partial hours required per time or per item. PTO+HOLIDAY 11.53% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. HEALTH+LIFE INSURANCE 16.43% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). 401 K 1.64% 29.60% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%= Input in this column if you calculate Other Benefits by a percentage. Other Benefits Mo.$= Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year For purposes of costing a project,it's important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. Direct labor is best expressed as"work hours".That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents the total number of hours per service.That figure is the required'Work hours."This number will stay the same regardless of how many people are working.For example,8'work hours°can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),or 2 people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity for 2 hrs.each.(80.50=4,4x2=8) Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a"prevailing wage."Check the contract)Also,be sure to add the appropriate"Other Payroll Expense"(OPE)for your organization onto the wage. Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with,the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). DAS Form#12 J Revision 10-03 Page 4 Direct Labor Sheet it OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpn_City of Ashland 2018-2019 Ashland Police Department There are many different ways organizations allocate overhead internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc). In the space provided below,indicate how your organization allocates overhead to this particular contract,what items go into your overhead,and what that overhead amount is(whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: For every dollar spent producing a final product,or providing a service,a certain percentage of that dollar is 11. Enter Overhead as a Percent of Total Costs I required for overhead. To calculate the overhead percentage,it is best to have financial records for your 19.00%1 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 can,estimate OR other costs as best you can,and use the same formula to get a percentage. 12. 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 3.Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or division for the past year Input all the costs of the entire entity as detailed below.Line items which are not detailed below should be input into the cells marked"other"; please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to the current year budget.Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which can be classified as management or administrative costs.(Including these costs into the direct labor hour total will deflate the actual costs.)The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year Total Annual Direct Labor Hours I Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract I 858 Total Assigned Overhead I$ - 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 _ $ 44,500.00 Management Payroll Tax Expense _$ 11,440.95 Management Medical Insurance $ 10,920.00 Management Pension Plan Expense $ 4,150.00 Sales&Administrative Salaries $ 415,594.00 AGENCY REVENUES=5,675,312 Sales&Administrative Payroll Tax Expense $ 64,354.00 AGENCY INDIRECT EXPENSES=1,105,315.95 Sales&Administrative Medical Insurance $ 40,055.00 OVERHEAD%=19% Sales&Administrative Pension Plan Expense $ 10,200.00 Office Rent Advertising and Public Education $ 14,855.00 Background Checks&Urinalysis $ 3,189.00 Professional&Accounting/Audit Fees $ 81,708.00 Training&Worker Safety _ Insurance $ 38,192.00 Telephone $ 7,185.00 Utilities _$ 20,452.00 Property Taxes/Licenses/Fees $ 8,270.00 Dues&Subscriptions Depreciation-office building $ 15,061.00 _ Depreciation-office equipment $ 14,893.00 Repairs&Maintenance-office $ 22,744.00 Cleaning and Maintenance $ 21,346.00 Office Equipment Rental $ 7,886.00 Office Supplies $ 19,033.00 Postage&Freight $ - Rehab $ 25,023.00 Miscellaneous Expense $ 12,999.00 Bad Debts $ - • Other• $ 18,981.00 Other:* $ 20,021.00 Other:• $ 15,807.00 Other.• $ 136,457.00 TOTAL INDIRECT COSTS $ 897,848.00_$ 207,467.95 CPI Factor from BLS(see link below) 1.65% 1.65% htm:/Mwe.bls.pow/ro9/mosirequ.htm Total I $ 1,123,553.66 -- DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet • Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2018-2019 Ashland Police Department This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 - 2 $ - $ - 3 $ - $ - 4 $ - $ - Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%)will have to be justified to DAS. Enter as a % of"Total Before Margin" 6.0% DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program El II a pi 6 4. X. t* •. a-i.l• an -r 0F � • ...../859•- Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 • SUMMARY Oregon Department OF ANNUAL COSTS Ore artment of Administrative Services p Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor,Overhead, Delivery and Reserve Costs. Raw materials consist of supplies,small equipment&tools,and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract.Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises,Inc. Project City of Ashland Police Sub Station 18-19 Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $ 271.29 Equipment,Tools&Subcontracting (from small equipment worksheet) $ - Subtotal l $ 271.29 Labor Direct Labor (from labor daily worksheet) $ 1,222.24 Overhead See Overhead Worksheet $ 378.36 Delivery Transportation (from Trans&Reserve worksheet) $ - r Total Before Margin $ 1,871.90 g , Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $ 119.48 Total Bid Yearly $ 1,991.38 Monthly $ 165.95 DAS Form#12 J Revision 10-03 Page 1 Summary Sheet • RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland Police Sub Station 18-19 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 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 0.0833 $ 0.27 $ 3.24 2 #10 QM HEPASTAT 256 4 GL/CS 21.72 0.0833 $ 1.81 $ 21.71 3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.0833 $ 1.71 $ 20.49 4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 0.0833 $ 0.07 $ 0.88 8 SUSTAINABLE EARTH#70 WASHROOM CLEANE 97.44 - $ - $ - 9 SS CLEANER POLISH 12-15 OZ/CS 6.01 0.0833 $ 0.50 $ 6.01 10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 0.0833 $ 0.17 $ 2.01 11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 0.0833 $ 0.74 $ 8.88 12 7"TOOTHBRUSH W/NYL BRST 12/CS 1.42 0.0833 $ 0.12 $ 1.42 13 ANGLE BROOM FLAGGED END W/HDL 5.99 0.0833 $ 0.50 $ 5.99 14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 0.0833 $ 0.22 $ 2.70 15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 0.0833 $ 0.67 $ 7.99 16 LAMBSWOOL DUSTER 28"312FH 4.93 0.0833 $ 0.41 $ 4.93 17 LAMBSWOOL DUSTER FLEXIBLE 33-58"OV 10.36 0.0833 $ 0.86 $ 10.36 18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 0.0833 $ 0.70 $ 8.42 19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 0.0833 $ 0.46 $ 5.47 20 CLOSED FOR CLEANING HANGING SIGN 25.10 - $ - $ - 21 36"STD LAUNDERABLE DUST MOP GN 12/ 11.45 - $ - $ - 22 36"JUMBO DUST MOP FRAME 7.69 - $ - $ - 23 60" FBRGLS INVADER MOP HDL SIDE GAT 16.44 - $ - $ - 24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 - $ - $ - 25 PAPER FILTER(10)SENSOR VAC FITS S 17.91 0.0833 $ 1.49 $ 17.90 26 BARKEEPERS FRIEND 200Z BTL 2.65 0.2500 $ 0.66 $ 7.95 27 24 OZ BTL 1.25 0.0833 $ 0.10 $ 1.25 28 CLEANING TOWELS(60) 19.95 - $ - $ - 29 DUSTPAN 2.65 0.0833 $ 0.22 $ 2.65 30 $ - $ - 31 $ - $ - 32 $ - $ - 33 $ - $ - 34 $ - $ - 35 $ - $ - 36 $ - $ - 37 $ - $ - 38 $ - $ - 39 $ - $ - 40 $ - $ - Total $ 22.61 $ 271.29 Areas in green are formula driven. Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost= Annual cost is computed by monthly cost times 12 months. DAS Form#12 J Revision 10-03 Page 2 Supplies Sheet RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc. City of Ashland Police Sub Station 18-19 The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Bumishing/Floor machines Carpet extractors Times per Blind cleaning machines Auto scrubbers Description Cost per Time Year Sweepers Mop buckets and presses $ If any of this equipment is used on more than one project,be sure to include only that portion of the cost associated with this project. $ _ Do not include any vehicle or transportation costs in this schedule. $ Note:Any asset purchased with grant money is not eligible for depreciation,however,the cost to maintain the $ asset is an allowable expense and should be listed. Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 12 2 12 3 12 4 12 5 12 6 12 7 12 8 12 9 12 10 12 11 12 12 12 13 12 14 12 15 12 Total $ - Areas in green are formula driven. Useful Life of Assets= What is the estimated useful life of the equipment in months Depreciation Percentage= Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year= Computed by multiplying the total unit cost by the depreciation. Projected%Use= Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note: 100%would be an item used only for this contract.) Projected Unit Cost= Calculated by multiplying the unit cost per year times the project use. #of Units= Multiply by units needed to complete the contract/service. Annual Cost= Computed by project unit cost times the number of units. DAS Form#12 J Revision 10-03 Page 3 Equipment Tools LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet Pathway Enterprises,Inc. City of Ashland Police Sub Station 18-19 Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment % Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor • 1 Janitor 1.00 $14.26 100% $ 14.26 0.0765 $ 1.09 2.60% $ 0.37 1.42% $ 0.20 29.60% $ 4.22 $ 20.15 52 $ 1,047.55 52.00 2 Supervisor 0.50 $20.61 100% $ 10.31 0.0765 $ 0.79 2.60% $ 0.27 1.42°& $ 0.15 29.60% $ 3.05 $ 14.56 12 $ 174.69 6.00 3 $ - $ - $ - $ - $ - $ - $ - 0.00 4 $ - $ - $ - $' - $ - $ - $ - 0.00 5 $ - $ - $ - $ - $ - $ - $ - 0.00 6 $ - $ - $ - $ - $ - $ - $ - 0.00 7 $ - $ - $ - _ $ - $ - $ - $ - 0.00 8 $ - $ - $ - $ - $ - $ - $ - 0.00 9 $ - $ - $ - $ - $ - $ - $ - 0.00 10 $ - $ - $ - $ - _ $ - $ - $ - 0.00 11 $ - $ - $ - $ - -. $ - $ - $ - 0.00 12 $ - $ - $ - $ - _ $ - $ - $ - 0.00 13 $ - $ - $ - $ - $ - $ - $ - 0.00 14 $ - $ - ,$ - $ - $ - $ - $ - 0.00 15 $ - $ - $ - $ - _ $ - $ - $ - 0.00 Total $ 34.70 Total $ 1,222.24 58.00 Areas in green are formula driven. List"Other Benefits"Provided Work Hours=Breakdown total"work hours"(see Overview)into hours or partial hours required per time or per item. PTO+HOLIDAY 11.53% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. HEALTH+LIFE INSURANCE 16.43% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). 401 K 1.64% 29.60% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%= Input in this column if you calculate Other Benefits by a percentage. Other Benefits Mo.S= Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated time to this contract. (e.q,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year For purposes of costing a project,it's important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, • in the indirect labor portion of Overhead. Direct labor is best expressed as"work hours".That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents the total number of hours per service.That figure is the required"work hours."This number will stay the same regardless of how many people are working.For example,8"work hours"can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),or 2 people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity for 2 hrs.each.(8x.50=4,452=8) Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a"prevailing wage."Check the contract!Also,be sure to add the appropriate"Other Payroll Expense"(OPE)for your organization onto the wage. Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organizatiot(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). • DAS Form#12 J Revision 10-03 Page 4 Direct Labor Sheet OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Police Sub Station 18-19 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 11. Enter Overhead as a Percent of Total Costs 19.00%1 required for overhead. To calculate the overhead percentage,it is best to have financial records for your 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 can,estimate OR other costs as best you can,and use the same formula to get a percentage. 12. 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 3.Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below.Line items which are not detailed below should be input into the cells marked"other"; please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to the current year budget.Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which can be classified as management or administrative costs.(Including these costs into the direct labor hour total will deflate the actual costs.)The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract I 58 Total Assigned Overhead I$ - 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 $ 44,500.00 Management Payroll Tax Expense $ 11,440.95 Management Medical Insurance $ 10,920.00 Management Pension Plan Expense $ 4,150.00 Sales&Administrative Salaries $ 415,594.00 Sales&Administrative Payroll Tax Expense $ 64,354.00 Sales&Administrative Medical Insurance $ 40,055.00 AGENCY REVENUES=5,675,312 Sales&Administrative Pension Plan Expense $ 10,200.00 AGENCY INDIRECT EXPENSES=1,105,315.95 Office Rent OVERHEAD%=19% Advertising and Public Education $ 14,855.00 Background Checks&Urinalysis $ 3,189.00 Professional&Accounting/Audit Fees $ 81,708.00 Training&Worker Safety Insurance $ 38,192.00 Telephone $ 7,185.00 Utilities $ 20,452.00 Property Taxes/Licenses/Fees $ 8,270.00 Dues&Subscriptions Depreciation-office building $ 15,061.00 Depreciation-office equipment $ 14,893.00 Repairs&Maintenance-office $ 22,744.00 Cleaning and Maintenance $ 21,346.00 Office Equipment Rental $ 7,886.00 Office Supplies $ 19,033.00 Postage&Freight $ - Rehab $ 25,023.00 Miscellaneous Expense $ 12,999.00 Bad Debts $ - INTEREST EXPENSE $ 18,981.00 EMPLOYEE ACTIVITIES $ 20,021.00 AUTO REPAIRS $ 15,807.00 MANAGEMENT CONTRACT $ 136,457.00 TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95 CPI Factor from BLS(see link below) 1.65% 1.65% htp://www.bl5.aov/ro9/mosnequ.hen Total I $ 1,123,553.66 I DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland Police Sub Station 18-19 This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ - 4 $ - $ - $ Margin The law allows a"margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%)will have to be justified to DAS. • Enter as a % of"Total Before Margin" 6.0% DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program j ' + r (` 1IIt ' ' I1 ■ 11 sual I I ■ L : • I. .0 Vill I :z I l '-`/859 Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies,small equipment&tools,and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract.Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises,Inc. Project Ashland Service Center 2018-2019 Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $ 1,008.28 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 235.75 Subtotal1 $ 1,244.03 Labor Direct Labor (from labor daily worksheet) $ 14,375.10 Overhead See Overhead Worksheet $ 3,956.85 Delivery Transportation (from Trans&Reserve worksheet) $ - Total Before Margin $ 19,575.98 • Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $ 1,249.53 Total Bid Yearly $ 20,825.51 Monthly $ 1,735.46 DAS Form#12 J Revision 10-03 Page 1 Summary Sheet r RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. Ashland Service Center 2018-2019 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 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 0.0833 $ 0.27 $ 3.24 2 #10 QM HEPASTAT 256 4 GL/CS 21.72 0.2500 $ 5.43 $ 65.16 3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.1250 $ 2.56 $ 30.75 4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 1.0000 $ 0.88 $ 10.56 8 SUSTAINABLE EARTH#70 WASHROOM CLEANE 97.44 0.1250 $ 12.18 $ 146.16 9 SS CLEANER POLISH 12-15 OZ/CS 6.01 0.0833 $ 0.50 $ 6.01 10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 1.0000 $ 2.01 $ 24.12 11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 0.1250 $ 1.11 $ 13.32 12 7"TOOTHBRUSH W/NYL BRST 12/CS 1.42 1.0000 $ 1.42 $ 17.04 13 ANGLE BROOM FLAGGED END W/HDL 5.99 0.1670 $ 1.00 $ 12.00 14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 1.0000 $ 2.70 $ 32.40 15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 1.0000 $ 7.99 $ 95.88 16 LAMBSWOOL DUSTER 28"312FH 4.93 0.2500 $ 1.23 $ 14.79 17 LAMBSWOOL DUSTER FLEXIBLE 33-58"OV 10.36 0.2500 $ 2.59 $ •31.08 1 18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 0.2500 $ 2.11 $ 25.26 19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 0.2500 $ 1.37 $ 16.41 20 "CLOSED FOR CLEANING"HANGING SIGN 25.10 0.0833 $ 2.09 $ 25.09 21 36"STD LAUNDERABLE DUST MOP GN 12/ 11.45 0.1250 $ 1.43 $ 17.18 22 36"JUMBO DUST MOP FRAME 7.69 0.1250 $ 0.96 $ 11.54 23 60" FBRGLS INVADER MOP HDL SIDE GAT 16.44 0.1250 $ 2.06 $ 24.66 24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 0.2500 $ 4.42 $ 52.98 25 PAPER FILTER(10)SENSOR VAC FITS S 17.91 0.2500 $ 4.48 $ 53.73 26 BARKEEPERS FRIEND 200Z BTL 2.65 1.0000 $ 2.65 $ 31.80 27 24 OZ BTL 1.25 1.0000 $ 1.25 $ 15.00 28 CLEANING TOWELS(60) 19.95 0.0833 $ 1.66 $ 19.94 29 DUSTPAN 2.65 0.2500 $ 0.66 $ 7.95 30 $ - $ - 31 $ - $ - 32 $ - $ - 33 $ - $ - _ 34 $ - $ - 35 $ - $ - 36 $ - $ - 37 $ - $ - 38 _ $ - $ -.. 39 $ - $ - 40 $ - $ - Total $ 84.02 $ 1,008.28 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 RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc. Ashland Service Center 2018-2019 The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Burnishing/Floor machines Carpet extractors Times per Blind cleaning machines Auto scrubbers Description Cost per Time Year Sweepers Mop buckets and presses $ If any of this equipment is used on more than one project,be sure to include only that portion of the cost associated with this project. Do not include any vehicle or transportation costs in this schedule. $ Note:Any asset purchased with grant money is not eligible for depreciation,however,the cost to maintain the asset is an allowable expense and should be listed. Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Sensor Vacuum $ 551.46 36 12 33% $ 183.82 100% $ 183.82 1 $ 183.82 2 Wave Break Busket&Press $ 76.72 36 12 33% $ 25.57 100% $ 25.57 1 $ 25.57 3 Brute 44 Gal w Apron $ 79.07 36 12 33% $ 26.36 100% $ 26.36 1 $ 26.36 4 12 5 12 6 12 7 12 8 12 9 12 10 12 11 12 12 12 13 12 14 12 15 12 Total $ 235.75 Areas in green are formula driven. Useful Life of Assets= What is the estimated useful life of the equipment in months Depreciation Percentage= Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year= Computed by multiplying the total unit cost by the depreciation. Projected%Use= Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note: 100%would be an item used only for this contract.) Projected Unit Cost= Calculated by multiplying the unit cost per year times the project use. #of Units= Multiply by units needed to complete the contract/service. Annual Cost= Computed by project unit cost times the number of units. DAS Form#12 J Revision 10-03 Page 3 Equipment Tools LABOR Oregon Department of Administrative Services _ Direct Labor Project Costing Worksheet Pathway Enterprises,Inc. Ashland Service Center 2018-2019 Worker Work Hourly %Pro- Sub- RCA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor • • 1 Janitor 3.25 $14.26 100% $ 46.35_ 0.0765 $ 3.55• 2.60% $ 1.20 1.42% $ 0.66 29.60% $ 13.72 $ 65.47 208 $ 13,618.09 676.00 2 Supervisor 0.50 $20.61 100% $ 10.31 0.0765 $ 0.79 2.60% $ 0.27 1.42%-$ 0.15 29.60% $ 3.05 $ 14.56 52 $ 757.01 26.00 3 $ - $ - $ - $ - $ - $ - $ - 0.00 4 $ - $ - $ - _ $ - $ - $ - $ - 0.00 5 $ - $ - $ - $ - $ - $ - $ - 0.00 6 $ - 5 - $ - $ - $ - $ - $ - 0.00 7 $ - -$ - $ - $ - $ - $ - _$ - 0.00 8 $ - $ - $ - $ - $ - $ - $ - 0.00 9 _$ - _ $ - $ - $ - $ - $ - $ - 0.00 10 $ - $ - $ - - $ - $ - $ - $ - 0.00 11 $ - $ - $ - . $ - $ - $ - $ - 0.00 12 $ - $ - $ - $ - $ - $ - $ - 0.00 13 $ - $ - $ - $ - $ - $ - $ - 0.00 14 $ - $ - _ $ - $ - ,. $ - $ - $ - 0.00 15 _$ - $ - $ - _ $ - $ - $ - $ - 0.00 Total $ 80.03 Total $ 14,375.10 702.00 Areas in green are formula driven. List"Other Benefits"Provided Work Hours=Breakdown total"work hours"(see Overview)into hours or partial hours required per time or per item. PTO+HOLIDAY 11.53% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. HEALTH+LIFE INSURANCE 16.43% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). 401 K 1.64% 29.60% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. Other Benefits Mo.$=Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year For purposes of costing a project,it's important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. Direct labor is best expressed as'work hours".That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents the total number of hours per service.That figure is the required'Work hours."This number will stay the same regardless of how many people are working.For example,8'work hours"can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),or 2 people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity for 2 hrs.each.(8x.50=4,4x2=8) Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a"prevailing wage."Check the contract!Also,be sure to add the appropriate"Other Payroll Expense"(OPE)for your organization onto the wage. Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). DAS Form#12 J Revision 10-03 Page 4 Direct Labor Sheet • OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris Ashland Service Center 2018-2019 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 11. Enter Overhead as a Percent of Total Costs I 19.00%1 required for overhead. To calculate the overhead percentage;it is best to have financial records for your 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 can,estimate OR other costs as best you can,and use the same formula to get a percentage. • 12. Enter Allocated Overhead as a Dollar-Figure Sum I 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 OR allocate overhead dems to this particular project. You can use the Worksheet as a tool(if needed) 3.Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below.Line items which are not detailed below should be input into the cells marked"other"; please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to the current year budget.Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which can be classified as management Of administrative costs.(Including these costs into the direct labor hour total will deflate the actual costs.)The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract I 702 Total Assigned Overhead $ rWorksheet 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 $ 44,500.00 Management Payroll Tax Expense $ 11,440.95 Management Medical Insurance $ 10,920.00 Management Pension Plan Expense $ 4,150.00 AGENCY REVENUES=5,675,312 Sales&Administrative Salaries $ 415,594.00 AGENCY INDIRECT EXPENSES=1,105,315.95 Sales&Administrative Payroll Tax Expense $ 64,354.00 OVERHEAD%=19% Sales&Administrative Medical Insurance $ 40,055.00 Sales&Administrative Pension Plan Expense $ 10,200.00 Office Rent Advertising and Public Education $ 14,855.00 Background Checks&Urinalysis $ 3,189.00 Professional&Accounting/Audit Fees $ 81,708.00 Training&Worker Safety Insurance $__ 38,192.00 Telephone $ 7,185.00 Utilities $ 20,452.00 Property Taxes/Licenses/Fees $ 8,27.0.00 Dues&Subscriptions Depreciation-office building $ 15,061.00 Depreciation-office equipment $ 14,893.00 Repairs&Maintenance-office $ 22,744.00 Cleaning and Maintenance $ 21,346.00 Office Equipment Rental $ 7,886.00 Office Supplies $ 19,033.00 Postage&Freight $ - Rehab $ 25,023.00 Miscellaneous Expense $ 12,999.00 Bad Debts $ - INTEREST EXPENSE $ 18,981.00 EMPLOYEE ACTIVITIES $ 20,021.00 AUTO REPAIRS __$ 15,8.07.00 MANAGEMENT CONTRACT $ 136,457.00 • TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95 CPI Factor from BLS(see link below) 1 65% 1.65% MOO/Awns bls.aoviro9/mostrequ.him Total I $ 1,123,553.66 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 Ashland Service Center 2018-2019 This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan - 2 - 3 - 4 $ - $ - $ - $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%)will have to be justified to DAS. • Enter as a % of"Total Before Margin" 6.0% DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet r Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program t 1` , j 11 1! 1 s l a. .. ° � � . 3- - F-\o1 /859 __,..) Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503)378-4642 7 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor,Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment&tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract.Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises, Inc. Project City of Ashland 2018-2019 Street and Shop Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $ 402.78 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 25.57 Subtotal 1 $ 428.36 Labor Direct Labor (from labor daily worksheet) $ 5,593.83 Overhead See Overhead Worksheet $ 1,525.62 Delivery Transportation (from Trans&Reserve worksheet) $ - Total Before Margin $ 7,547.80 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $ 481.77 Total Bid Yearly $ 8,029.57 Monthly $ 669.13 DAS Form#12 J Revision 10-03 Page 1 Summary Sheet r. • RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc. City of Ashland 2018-2019 Street and Shop Raw Materials: This category is often spelled out in the Request for Offer(RFO).Language such as"Items to be provided by Contractor"will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month,but also Equipment&Tools. In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract,for example,may require the following for month-Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured-Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 0.0833 $ 0.27 $ 3.24 2_#10 QM HEPASTAT 256 4 GL/CS 21.72 0.0833 $ 1.81 $ 21.71 3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.0833 $ 1.71 $ 20.49 4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 0.0833 $ 0.07 $ 0.88 5 #98 LT DUTY SCOURING PAD 20/CS 0.72 0.0833 $ 0.06 $ _ _ 0.72 6 SUSTAINABLE EARTH#66 DISINFECTANT 42.40 0.0833 $ 3.53 $ 42.38 7 SUSTAINABLE EARTH#64 NUETRAL CLEANER 88.00 0.0833 $ 7.33 $ 87.96 8 SUSTAINABLE EARTH#70 WASHROOM CLEANE 97.44 0.0833 $ 8.12 $ 97.40 9 SS CLEANER POLISH 12-15 OZ/CS 6.01 0.0833 $ 0.50 $ 6.01 10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 0.0833 $ 0.17 $ 2.01 11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 0.0833 $ 0.74 $ 8.88 12 7"TOOTHBRUSH W/NYL BRST 12/CS 1.42 0.0833 $ 0.12 $ 1.42 13 ANGLE BROOM FLAGGED END W/HDL 5.99 0.0833 $ 0.50 $ 5.99 14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 0.0833 $ 0.22 $ 2.70 • 15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 0.0833 $ 0.67 $ 7.99 16 LAMBSWOOL DUSTER 28"312FH 4.93 0.0833 $ 0.41 $ 4.93 17 LAMBSWOOL DUSTER FLEXIBLE 33-58"OV 10.36 0.0833 $ 0.86 $ 10.36 18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 0.0833 $ 0.70 $ 8.42 I 19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 0.0833 $ 0.46 $ 5.47 20 CLOSED FOR CLEANING HANGING SIGN 25.10 - $ - $ - 21 36"STD LAUNDERABLE DUST MOP GN 12/ 11.45 - $ - $ - 22 36"JUMBO DUST MOP FRAME 7.69 - $ - $ - 23 60"FBRGLS INVADER MOP HDL SIDE GAT 16.44 0.0833 $ 1.37 $ 16.43 24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 0.0833 $ 1.47 $ 17.65 25 PAPER FILTER(10)SENSOR VAC FITS S 17.91 0.0833 $ 1.49 $ 17.90 26 BARKEEPERS FRIEND 200Z BTL 2.65 0.2500 $ 0.66 $ 7.95 27 24 OZ BTL 1.25 0.0833 $ 0.10 $ 1.25 28 CLEANING TOWELS(60) 19.95 - $ - $ - 29 DUSTPAN 2.65 0.0833 $ 0.22 $ 2.65 30 $ - $ - 31 $ - $ - I 32 $ - $ - 33 $ - $ - 1 34 $ - $ - 35 $ - $ - 36 $ - $ - 37 $ - $ - 38 $ - $ - 39 $ - $ - 40 $ - $ - Total $ 33.57 $ 402.78 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 RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc. City of Ashland 2018-2019 Street and Shop The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Burnishing/Floor machines Carpet extractors Times per Blind cleaning machines Auto scrubbers • Description Cost per Time Year Sweepers Mop buckets and presses $ If any of this equipment is used on more than one project,be sure to include only that portion of the cost associated with this project. Do not include any vehicle or transportation costs in this schedule. $ Note:Any asset purchased with grant money is not eligible for depreciation,however,the cost to maintain the asset is an allowable expense and should be listed. $ Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Sensor Vacuum $ 551.46 36 12 33% $ 183.82 100% $ 183.82 0 $ 2 Wave Break Busket&Press $ 76.72 36 12 33% $ 25.57 100% $ 25.57 1 $ 25.57 3 Brute 44 Gal w Apron $ 79.07 36 12 33% $ 26.36 100% $ 26.36 0 $ 4 12 5 12 6 12 7 12 8 12 9 12 10 12 11 12_ 12 12 13 12 14 12 15 12 Total $ 25.57 Areas in green are formula driven. Useful Life of Assets= What is the estimated useful life of the equipment in months Depreciation Percentage= Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year= Computed by multiplying the total unit cost by the depreciation. • Projected%Use= Enter project use percentage. If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note: 100%would be an item used only for this contract.) Projected Unit Cost= Calculated by multiplying the unit cost per year times the project use. #of Units= Multiply by units needed to complete the contract/service. Annual Cost= Computed by project unit cost times the number of units. DAS Form#12 J Revision 10-03 Page 3 Equipment Tools 7 LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet Pathway Enterprises,Inc. City of Ashland 2018-2019 Street and Shop Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment % Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor 1 Janitor 1.25 $14.81 100% $ 18.51 0.0765 $ 1.42 2.60% $ 0.48 1.42% $ 0.26 29.60% $ 5.48 $ 26.15 156 $ 4,079.81 195.00 2 Supervisor 1.00 $20.61 100% $ 20.61 0.0765 $ 1.58 2.60% $ 0.54 1.42% $ 0.29 29.60% $ 6.10 $ 29.12 52 $ 1,514.02 52.00 3 $ - $ - $ - $ - $ - $ - $ - 0.00 4 $ - $ - $ - • $ - $ - $ - $ - 0.00 5 $ - $ - $ - - $ - $ - $ - $ - 0.00 6 $ - $ - _ $ - $ - $ - $ - $ - 0.00 7 $ - $ - -$ - $ - $ - $ $ - 0.00 8 $ - . $ - $ - $ - $ - $ - $ - 0.00 9 $ - $ - $ • $ - $ - $ - $ - 0.00 10 $ - $ - $ - $ - $ - $ - $ - 0.00 11 $ - $ - $ - $ - _ $ - $ - $ - 0.00 12 $ - -$ - $ - $ - $ - $ - $ - 0.00 13 $ - $ - $ - $ - $ - $ - $ - 0.00 14 $ - $ - _$ - $ - $ - $ - $ - 0.00 15 $ - _$ - $ - $ - $ - $ - $ - 0.00 Total $ 55.27 Total $ 5,593.83 247.00 Areas in green are formula driven. List"Other Benefits"Provided Work Hours=Breakdown total"work hours"(see Overview)into hours or partial hours required per time or per item. PTO+HOLIDAY 11.53% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. HEALTH+LIFE INSURANCE 16.43% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). 401 K 1.64% 29.60% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%= Input in this column if you calculate Other Benefits by a percentage. Other Benefits Mo.$= Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year For purposes of costing a project,its important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. Direct labor is best expressed as"work hours".That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents the total number of hours per service.That figure is the required'Work hours.°This number will stay the same regardless of how many people are working.For example,8"work hours°can be accomplished by I person working at 100%productivity for 8 hrs.(108=8),or 2 people working at 100%productivity for 4 hrs.each(204=8).It could also be done by 8 people working at 50%productivity for 2 hrs.each.(8x.50=4,4x2=8) Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a"prevailing wage."Check the contractl Also,be sure to add the appropriate"Other Payroll Expense"(OPE)for your organization onto the wage. Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). • DAS Form#12 J Revision 10-03 Page 4 Direct Labor Sheet r • • OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpri<-City of Ashland 2018-2019 Street and Shop There are many different ways organizations allocate overhead Internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc). In the space provided below,indicate how your organization allocates overhead to this particular contract,what items go into your overhead,and what that overhead amount is(whether as a percent or exact amount) FILL IN ONLY ONE OF THE THREE METHODS DETAILED 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 I required for overhead. To calculate the overhead percentage,it is best to have financial records for your 19 00%I 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 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 3.Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below.Line items which are not detailed below should be input into the cells marked"other; please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to the current year budget.Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which can be classified as management or administrative costs.(Including these costs into the direct labor hour total will deflate the actual costs.)The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year Total Annual Direct Labor Hours I Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract I 247 Total Assigned Overhead $ - Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 44,500.00 Management Payroll Tax Expense $ 11,440.95 Management Medical Insurance $ 10,920.00 Management Pension Plan Expense $ 4,150.00 AGENCY REVENUES=5,675,312 Sales&Administrative Salaries $ 415,594.00 AGENCY INDIRECT EXPENSES=1,105,315.95 Sales&Administrative Payroll Tax Expense $ 64,354.00 OVERHEAD%=19% Sales&Administrative Medical Insurance $ 40,055.00 Sales&Administrative Pension Plan Expense $ 10,200.00 Office Rent Advertising and Public Education $ 14,855.00 Background Checks&Urinalysis $ 3,189.00 Professional&Accounting/Audit Fees $ 81,708.00 Training&Worker Safety Insurance $ 38,192.00 Telephone $ 7,185.00 Utilities $ 20,452.00 Properly Taxes/Licenses/Fees $ 8,270.00 Dues&Subscriptions Depreciation-office building $ 15,061.00 Depreciation-office equipment $ 14,893.00 Repairs&Maintenance-office _$ 22,744.00 Cleaning and Maintenance $ 21,346.00 Office Equipment Rental $ 7,886.00 • Office Supplies $ 19,033.00 Postage&Freight $ - Rehab $ 25,023.00 Miscellaneous Expense $ 12,999.00 Bad Debts $ - INTEREST EXPENSE $ 18,981.00 EMPLOYEE ACTIVITIES $ 20,021.00 AUTO REPAIRS $ 15,807.00 MANAGEMENT CONTRACT $ 136,457.00 TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95 • CPI Factor from BLS(see link below) 1.65% 1.65% httnihweiv hls.00v/ro9/rnostreou htrn Total I $ 1,123.553.66 DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland 2018-2019 Street and Shop This category covers any costs associated with delivering your product or service to the buyer. A service contract, for example, will likely include the costs associated with getting the individuals who will perform the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State business. That's not to say your costs may be less or more. The labor required (the driver and the workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile. Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 caravan $ - $ - 2 $ - $ - 3 $ - $ - 4 $ - $ - $ - $ Margin The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have been calculated. The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent (6%)will have to be justified to DAS. Enter as a % of"Total Before Margin" 6.0% DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet r Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program j.. I ... n : .._.IF ,I. I . ti , .OF • \N` -A't-,: ►►. :ice. Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 • SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor,Overhead, Delivery and Reserve Costs. Raw materials consist of supplies,small equipment&tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract.Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises Inc. Project City of Ashland Facility Floors 18-19 Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $ 1,409.47 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 1,353.30 Subtotal 1 $ 2,762.77_ Labor Direct Labor (from labor daily worksheet) $ 6,205.57 Overhead See Overhead Worksheet $ 2,271.98 J Delivery Transportation (from Trans&Reserve worksheet) $ - Total Before Margin $ 11,240.32 • Reserve _ Margin Held in Reserve (from Trans&Reserve worksheet) $ 717.47 1 Total Bid Yearly $ 11,957.79 Monthly $ 996.48 DAS Form#12 J Revision 10-03 Page 1 Summary Sheet F • RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Facility Floors 18-19 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 20"BL 5300 FLOOR PAD 5/CS 4.64 1 $ 4.64 $ 55.68 2 20"BN 7100 FLOOR PAD 5/CS 6.36 1 $ 6.36 $ 76.32 3 20"RE 5100 FLOOR PAD 5/CS 4.64 0 $ - $ - 4 20"WH 4100 FLOOR PAD 5/CS 4.64 0.5 $ 2.32 $ 27.84 5 DOODLEBUG PAD BN 20/CS 1.31 1 $ 1.31 $ 15.72 6 SCOTCH BRITE SURF PREP PAD 14X20 10 12.36 0 $ - $ - 7 SCOTCH BRITE SURF PREP PAD 20"10/C 8.69 0 $ - $ - 8 SCOTCH BRITE SPP 4-5/8"X10"20/CS 2.12 0 $ - $ - 9 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 0.5 $ 1.62 $ 19.44 10 DEFOAM IT PREM DEFOAMER 4 GL/CS 16.02 0.25 $ 4.01 $ 48.06 11 DIAMOND FLOOR FINISH 5 GL 52.10 0.5 $ 26.05 $ 312.60 12 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.125 $ 2.56 $ 30.75 13 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 0.125 $ 1.00 $ 11.99 14 TANNIN STAIN REMOVER 6 QTS/CS 16.49 0.25 $ 4.12 $ 49.47 15 DIBS NEUTRALIZER ODOR COUNTER 2-90T 51.73 0.0625 $ 3.23 $ 38.80 16 BRAVO POWER FOAM STRIPPER 12-23 OZ/ 7.71 0 $ - $ - 17 PRO STRIP HVY DTY STRIPPER 5 GL 81.04 0.25 $ 20.26 $ 243.12 18 60"FBRGLS INVADER MOP HDL SIDE GAT 16.44 0.33 $ 5.43 $ 65.10 19 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 1 $ 17.66 $ 211.92 20 DOODLE SCRUB TILE&GROUT PAD(BLUE 7.17 1 $ 7.17 $ 86.04 21 PAPER FILTER(10)SENSOR VAC FITS S 17.91 0.0834 $ 1.49 $ 17.92 22 FOLEX GALLON 16.45 0.5 $ 8.23 $ 98.70 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 $ 117.46 $ 1,409.47 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 RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises Inc. • City of Ashland Facility Floors 18-19 The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Burnishing/Floor machines Carpet extractors Times per Blind cleaning machines Auto scrubbers Description Cost per Time Year Sweepers Mop buckets and presses $ _ $ - If any of this equipment is used on more than one project,be sure to include only that portion of the cost associated with this project. $ Do not include any vehicle or transportation costs in this schedule. $ Note:Any asset purchased with grant money is not eligible for depreciation,however,the cost to maintain the $ asset is an allowable expense and should be listed. - Equipment Unit I Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 WAVE BREAK PRESS $ 76.72 36 12 33% $ 25.57 20% $ 5.11 3 $ 15.34 2 WINDSOR SENSOR VAC $ 551.46 36 12 33% $ 183.82 20% $ 36.76 1 $ 36.76 3 WET DRY VACUUM $ 780.00 24 12 50% $ 390.00 20% $ 78.00 1 $ 78.00 4 PACESETTER BUFFER $ 1,617.30 36 12 33% $ 539.10 20% $ 107.82 1 $ 107.82 5 SC351 SCRUBBER $2,812.00 48 12 25% $ 703.00 20% $ 140.60 1 $ 140.60 6 NAUTILUS EXTRACTOR $3,928.00 48 12 25% $ 982.00 20% $ 196.40 1 $ 196.40 7 HOSS 700 $2,590.00_ 48 12 25% $ 647.50 20% $ 129.50 1 $ 129.50 8 CRB PRO 45 $2,738.00 48 12 25% $ 684.50 20% $ 136.90 1 $ 136.90_ 9 HIGH PERFORMANCE FAN $ 225.00 36 12 33% $ 75.00 20% $ 15.00 2 $ 30.00 10 CLIPPER DUO $ 4,116.31 48 12 25% $ 1,029.08 20% $ 205.82 1 $ 205.82 11 DOODLE SCRUB $ 674.10 24 12 50% $ 337.05 20% $ 67.41 1 $ 67.41 12 SQUARE SCRUB $4,175.00 48, 12 25% $ 1,043.75 20% $ 208.75 1 $ 208.75 13 12 14 12 15 . 12 16 12 17 12 18 12 19 12 20 12 Total $ 1,353.30 Areas in green are formula driven. Useful Life of Assets= What is the estimated useful life of the equipment in months Depreciation Percentage= Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year= Computed by multiplying the total unit cost by the depreciation. Projected%Use= Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note: 100%would be an item used only for this contract.) Projected Unit Cost= Calculated by multiplying the unit cost per year times the project use #of Units= Multiply by units needed to complete the contract/service. Annual Cost= Computed by project unit cost times the number of units. DAS Form#12 J Revision 10-03 Page 3 Equipment Tools • LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet Pathway Enterprises Inc. City of Ashland Facility Floors 18-19 Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment % Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor I 1 City Hall Carpet 11.00 $14.26 100% $156.86 0.0765 $ 12.00 2.60%,.$ 4.08 1.42% $ 2.23 29.62% $ 46.46 $ 221.63 2 $ 443.25 22.00 2 City Hall Hard FL 2.00 $14.26 100% $ 28.52 0.0765 $ 2.18 2.60% $ 0.74 1.42% $ 0.40 29.62% $ 8.45 $ 40.30 2 $ 80.59 4.00 3 Comm Dev Carpet 22.00 $14.26 100% $313.72 0.0765 $ 24.00 2.60%_$ 8.16 1.42% $ 4.45 29.62% $ 92.92 $ 443.25 2 $ 886.51 44.00 4 Comm Dev Hard FL 4.00 $14.26 100% $ 57.04 0.0765 $ 4.36 2.60% $ 1.48 1.42% $ 0.81 29.62%_ $ 16.90 $ 80.59 2 $ 161.18 8.00 5 Courts Carpet 8.00 $14.26 100% $114.08 0.0765 $ 8.73 2.60% $ 2.97 1.42% $ 1.62 29.62% $ 33.79 $ 161.18 2 $ 322.37 16.00 6 Courts Hard FL 2.00 $14.26 100% $ 28.52 0.0765 $ 2.18_ 2.60% $ 0.74 1.42% $ 0.40 29.62% $ 8.45 $ 40.30 2 $ 80.59 4.00 7 Police Carpet 12.00 $14.26 100% $171.12 0.0765 $ 13.09 2.60% $ 4.45 1.42% $ 2.43 29.62% $ 50.69 $ 241.78 2 $ 483.55 24.00 8 Police Hard FL 32.00 $14.26 100% $456.32 0.0765 $ 34.91 2.60% $ 11.86 1.42% $ 6.48 29.62% $ 135.16 $ 644.73 _ 2 $ 1,289.47 64.00 9 Police High Speed 1.00 $14.26 100% $ 14.26 0.0765 $ 1.09 2.60% $ 0.37 1.42% $ 0.20 29.62% $ 4.22 $ 20.15 _ 24 $ 483.55 24.00 10 Service Ctr Carpet 8.00 $14.26 100% $114.08 0,0765_$ 8.73 2.60% $ 2.97 1.42% $ 1.62 29.62% $ 33.79 $ 161.18 2 $ 322.37 16.00 11 Service Ctr Hard FL 20.00 $14.26 100% $265.20 0.0765 $ 21.82 2.60% $ 7.42 1.42% $ 4.05 29.62% $ 84.48 $ 402.96 2 $ 805.92 40.00 12 Streets Carpet 1.00 $14.26 100% $ 14.26_ 0.0765 $ 1.09 2.60% $ 0.37_ 1.42% $ 0.20 29.62% $ 4.22 $ 20.15 2 $ 40.30 2.00 13 Streets Hard FL 10.00 $14.26 100% $142.60 0.0765 $ 10.91 2.60% $ 3.71 1.42% $ 2.02 29.62% $ 42.24 $ 201.48 2 $ 402.96 20.00 14 Grove Carpets 8.00 $14.26 100% $114.08 0.0765 $ 8.73 2.60% $ 2.97 1.42% $ 1.62 29.62% $ 33.79 $ 161.18 2 $ 322.37 16.00 15 Grove Hard FL 2.00 $14.26 100% $ 28.52 0.0765 $ 2.18 - 2.60% $ 0.74 1.42% $ 0.40 29.62% $ 8.45 $ 40.30 2 $ 80.59 4.00 16 $ - $ - $ - $ - $ $ - 17 $ - $ - $ - $ - $ - 0.00 18 $ - $ - $ - $ - $ - $ - $ - 0.00 19 $ - . $ - $ - $ - $ - $ - $ - 0.00 20 _$ - $ - $ - $ - $ - $ - $ - 0.00 Total $2,881.16 Total $ 6,205.57 308.00 Areas in green are formula driven. List"Other Benefits"Provided Work Hours=Breakdown total"work hours"(see Overview)into hours or partial hours required per time or per item. PTO+HOLIDAY 11.53% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. 401K+LIFE+HEALTH 18.09% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). 29.62% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. Other Benefits Mo.$=Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year 'For purposes of costing a project,it's important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. Direct labor is best expressed as"work hours".That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents the total number of hours per service.That figure is the required"work hours."This number will stay the same regardless of how many people are working.For example,8"work hours"can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),or 2 people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity for 2 hrs.each.(8x.50=4,4x2=8) Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a"prevailing wage."Check the contract!Also,be sure to add the appropriate"Other Payroll Expense"(OPE)for your organization onto the wage. Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). DAS Form#12 J Revision 10-03 Page 4 Direct Labor Sheet • OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Facility Floors 18-19 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 11. Enter Overhead as a Percent of Total Costs I • required for overhead. To calculate the overhead percentage.it is best to have financial records for your 19 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 can,estimate OR other costs as best you can,and use the same formula to get a percentage. 12. 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 OR allocate overhead items to this particular project. You can use the Worksheet as a tool(if needed) 13.Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below.Line items which are not detailed below should be input into the cells marked"other"; please include a description.What you are trying to determine is a percentage.therefore,do not gross up the expenses for inflation or to conform to the current year budget.Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which can be classified as management or administrative costs.(Including these costs into the direct labor hour total will deflate the actual costs.)The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours ) Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract I 308 Total Assigned Overhead ($ - Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 44,500.00 Management Payroll Tax Expense $ 11,440.95 Management Medical Insurance $ 10,920.00 Management Pension Plan Expense $ 4,150.00 AGENCY REVENUES=5,675,312 Sales&Administrative Salaries $ 415,594.00 AGENCY INDIRECT EXPENSES=1,105,315.95 Sales&Administrative Payroll Tax Expense $ 64,354.00 OVERHEAD%=19% Sales&Administrative Medical Insurance $ 40,055.00 Sales&Administrative Pension Plan Expense $ 10,200.00 Office Rent Advertising and Public Education $ 141855.00 Background Checks&Urinalysis $ 3,189.00 Professional&Accounting/Audit Fees $ 81,708.00 Training&Worker Safety Insurance $ 38,192.00 Telephone $ 7,185.00 Utilities $ 20,452.00 Property Taxes/Licenses/Fees _$ 8,270.00 Dues&Subscriptions Depreciation-office building $ 15,061.00 Depreciation-office equipment $ 14,893.00 Repairs&Maintenance-office $ 22,744.00 Cleaning and Maintenance $ 21,346.00 Office Equipment Rental $ 7,886.00 Office Supplies $ 19,033.00 Postage&Freight $ - Rehab $ 25,023.00 Miscellaneous Expense $ 12,999.00 Bad Debts $ - INTEREST EXPENSE $ 18,981.00 EMPLOYEE ACTIVITIES $ 20,021.00 AUTO REPAIRS $ 15,807.00 MANAGEMENT CONTRACT $ 136,457.00 TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95 CPI Factor horn BLS(see ink below) 3.15% 3.15% henJ/www.bls.uovirog/rnostreou.htm Total I $ 1,140,133.401 DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet 4 r • Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises Inc. Project Costing Worksheet City of Ashland Facility Floors 18-19 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 a AC ® DATE(MM/DD/YYYY) �„_ CERTIFICATE OF LIABILITY INSURANCE 07/16/201e 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 have ADDITIONAL INSURED provisions or 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 Kimberly Edwards NAME: Ashland Insurance Inc PHONE (541)857-0679 I FAX (541)857-9883 IA/C.No.Extl: (NC,No): 801 O'Hare Parkway,Ste 101 EMAIL : kedwards @ashlandinsurance.com INSURER(S)AFFORDING COVERAGE NAIC N Medford OR 97504 INSURER A: Berkshire Hathaway Specialty Ins.Co INSURED SAIF Corporation INSURER B: p Pathway Enterprises Inc INSURER C: Philadelphia Indemnity Ins Co 1600 Skypark Drive,Suite#101 INSURER D: INSURER E: Medford • OR 97504 INSURER F: COVERAGES CERTIFICATE NUMBER: 18 19 Master REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADUL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 DAMAGE TO-RENTED CLAIMS-MADE © OCCUR PREMISES(Ea occurrence) $ 100,000 MED EXP(Any one person) $ 5,000 A X Professional Liability Y 47SPK25497302 07/01/2018 07/01/2019 PERSONAL&ADVINJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: 3,000,000 PRO- GENERAL AGGREGATE $ X POLICY n JECT ( LOC 3,000,000 PRODUCTS-COMP/OP AGG $ OTHER: Professional Liability $ 1,000,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 (Ea accident) X ANY AUTO BODILY INJURY(Per person) $ A OWNED SCHEDULED 47RWS25497402 07/01/2018 07/01/2019 BODILY INJURY(Per accident) $ AUTOS ONLY _ AUTOS _ HIRED NON-OWNED PROPERTY DAMAGE $ 1,000,000 AUTOS ONLY _ AUTOS ONLY (Per accident) _ Uninsured Motorist $ 1,000,000 UMBRELLA LIAR X OCCUR EACH OCCURRENCE $ 3,000,000 A X EXCESS LIAB CLAIMS-MADE 47SUM25497502 07/01/2018 07/01/2019 AGGREGATE $ 3,000,000 - DED I XI RETENTION$ 10,000 $ WORKERS COMPENSATION XI STATUTE I I EORH AND EMPLOYERS'LIABILITY B ANY PROPRIETOR/PARTNER/EXECUTIVE Y� NIA 524679 04/01/2018 04/01/2019 E.L.EACH ACCIDENT $ 500,000 OFFICER/MEMBER EXCLUDED? (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ 500,000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ 500,000 Each Occurrence $ 1,000,000 Directors&Officers Liability C Employment Practices Liability PHSD1281399 06/30/2018 06/30/2019 Each Occurrence $ 1,000,000 Retention $ 2,500 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required) Certificate holder is included as Additional Insured for General Liability coverages with written contract.This form is subject to policy terms,conditions and exclusions. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN City of Ashland Purchasing ACCORDANCE WITH THE POLICY PROVISIONS. 90 N Mountain Ave AUTHORIZED REPRESENTATIVE ��'_�'�'� I/ Ashland OR 97520 �� ✓ �o&u I ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD POLICY NUMBER: 47-SPK-254973-02 COMMERCIAL GENERAL LIABILITY CG 20 26 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s): An Independent Contractor is an Insured only for the conduct of your business and solely while performing services for a client of the Named Insured, but solely within the scope of services contemplated by the Named Insured; Students in training while performing duties as instructed by the Named Insured. Information required to complete this Schedule, if not shown above, will be shown in the Declarations. A. Section II Who Is An Insured is amended to B. With respect to the insurance afforded to these include as an additional insured the person(s) or additional insureds, the following is added to organization(s) shown in the Schedule, but only Section III — Limits Of Insurance: with respect to liability for "bodily injury", "property If coverage provided to the additional insured is damage" or "personal and advertising injury" required by a contract or agreement, the most we caused, in whole or in part, by your acts or will pay on behalf of the additional insured is the omissions or the acts or omissions of those acting amount of insurance: on your behalf: 1. Required by the contract or agreement; or 1. In the performance of your ongoing operations; or 2. Available under the applicable Limits of 2. In connection with your premises owned by or Insurance shown in the Declarations; rented to you. whichever is less. However: This endorsement shall not increase the applicable Limits of Insurance shown in the 1. The insurance afforded to such additional Declarations. insured only applies to the extent permitted by law; and 2. If coverage provided to the additional insured is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. CG 20 26 04 13 ©Insurance Services Office, Inc., 2012 Page 1 of 1 ASN� Purchase Order 9, 4.1 RECORDER Fiscal Year 2019 Page: 1 of: 1 '1'S&RE C.01$" -- ._.l' e s(7 A=-6,6 _s=mP N B Ashland Parks Commission 4$. I ATTN: Accounts Payable Purchase L 20 E. Main 2 019 0 0 L 1 Ashland, OR 97520 Order# T Phone: 541/552-2010 O Email: payable @ashland.or.us ✓ H C/O Recreation Division (Grove E PATHWAY ENTERPRISES INC I 1195 East Main Street N 1600 SKY PARK DR STE 101 P Ashland, OR 97520 D MEDFORD, OR 97504 Phone: 541/488-5340 R R O Fax: 541/488-5314 z=y;813sjAL [a16L1 _1g3 .@ Et=1—= 1-( 5=1 1= i —_ 3- 1 -'g3Fjll:i_(2==?_?i=1==1g[�=-- 541 488-1536 _ Rachel Dials — �f_1{'��a®.a$=ate=i=a_�Cal®k @�slai_l°_ 3-€: -= - Isll _ _ i_( (; �_a_� �.-L .� �5=]a,1�1:_lal®;Aga a?o I e: -- 07/18/2018 5.09 _ FOB ASHLAND OR Parks Accounts Payable ) A� —_i•• '� ._f-1=1E3i(__3f__ is _— _-- _ .._- — i�� � _119 L9iH l=466:T$ —9We_ Janitorial Services- Parks 1 Janitorial Services- Parks Facilities 1 $67,212.5000 $67,212.50 Approved by City Council 07/03/2018 Goods and Services Agreement Beginning date: 07/01/2018 Completion date: 06/30/2019 Project Account: $8,177.32 Project Account: $27,746.27 Project Account: $7,557.47 Project Account: $20,917.33 Project Account: $2,814.11 ,...****..**....k* GL SUMMARY ****.******.*** 125301 -602118 $8,177.32 125303-604100 $27,746.27 125304-602220 $7,557.47 125305-604160 $20,917.33 125500 -602352 $2,814.11 I . By Date: Au orized _= �, gnature =R— __ $67,212.50 ` FORM #3 ' CITY OF . -') 7_49 / f6 6 ASHLAND REQUISITION Date of request: 1111111 Vendor Name RA 41 batM S Address,City,State,Zip ROM Sko IL Dr SIA it 101 Contact Name Telephone Number Email address SOURCING METHOD 'p Exempt from Competitive Bidding ❑ Emergency Reason for exemption: q'�1° ❑ Invitation to Bid (Copies on file) ❑ Form#13,Written findings and Authorization ❑ AMC 2.50 Date approved by Council:_ ❑ Written quote or proposal attached ❑ Written quote or proposal attached (Attach copy of council communication) _(If council approval required,attach copy of CC) ❑ Small Procurement Cooperative Procurement Less than$5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon ❑ Direct Award Date approved by Council:_ Contract# ❑ Verbal/Written quote(s)or proposal(s) _(Attach copy of council communication) ❑ State of Washington Contract# Intermediate Procurement ❑ Sole Source ❑ Other government agency contract GOODS&SERVICES ❑ Applicable Form(#5,6,7 or 8) Agency $5,000 to$100,000 ❑ Written quote or proposal attached Aoenract# ❑ (3)Written quotes and solicitation attached ❑ Form#4, Personal Services$5K to$75K Intergovernmental Agreement PERSONAL SERVICES ■ ❑ Agency _ $5,000 to$75,000 ■ Form#9,Request • Approval Date original contract approved by Council: ❑ Less than$35,000,by direct appointment ■ Written quote or proposal a • (Date) ❑ (3)Written proposals/written solicitation Date approved by • _(Attach copy of council communication) ❑ Form#4, Personal Services$5K to$75K Valid until: Date Description of SERVICES Total Cost C12101.71 COMIC( Vi-- Zoi 3/01191(' $ (fl 212. f 1 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost ❑ Per attached quotelproposal TOTAL COST Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Project Number -- — — Account Number - $—,— — —,— — e Project Number -— — — Account Number $—,— — —'— — - Project Number -— _ — Account Number - $—,- - -1- - -•- _ IT Director in ••• -boration with department to approve all hardware and software purchases: By signing this • ition form, ertify that the City's public contracting requirements have been satisfied. IT Director Dat- Support-Yes/No Employee IP h OS— Department Head: I +ual to or greater than$5,000) Department ManagerlSupervisor: City Administrator: (Equal to or greate than$25,000) for current fiscal year: / NO NO ' [(true Funds appropriated y F. ce Direct q"..,,,,....„......„,.. . qual to or greater than$5,000) Date Comments: Form#3-Requisition