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HomeMy WebLinkAbout2019-190 20181261 Pathway Enterprises inc. Contract for Janitorial Services — Fire Station #1 CONTRACTOR: Pathway Enterprises, Inc. I� CITY OF AS H LAN D CONTACT: Richard Simpson, Contract Services Director 20 East Main Street Ashland, Oregon 97520 ADDRESS: 1600 Skypark Drive, Suite 101 Telephone: 541/488-6002 Medford, Oregon 97504 Fax: 541/488-5311 TELEPHONE: 541-973-2728 FAX: 541-973-2729 EFFECTIVE DATE: April 1, 2018 COMPLETION DATE: June 30, 2019 COMPENSATION: $500.02 per month per the Costing Workbook attached as Exhibit C. ($6,000.28/YEAR) GOODS AND SERVICES TO BE PROVIDED: Janitorial services to be provided at Fire Station #1 per the attached Cleaning Specifications (areas to be cleaned and stated frequencies) attached as Exhibit D. ADDITIONAL TERMS: In the event of conflicts or discrepancies among the contract documents,the City of Ashland Contract for Goods and Services will be primary and take precedence,and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a manner that will not conflict with the said primary City of Ashland Contract. NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the CITY AND CONTRACTOR AGREE as follows: 1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such work. 2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Contractor must also maintain a current City business license. 3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later than the date indicated above and start performing the work under this contract by the beginning date indicated above and complete the work by the completion date indicated above. 4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the contract be prematurely terminated, payments will be made for work completed and accepted to date of termination. 5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of City. 6. Statutory Requirements: ORS 279B.220, 279B.225, 2798.230, 279B.235, ORS Chapter 244 and CRS 670.600 are made part this contract. 7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract is $20,688.86 or more, Contractor is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in this chapter, to all employees performing work under this contract and to any subcontractor who performs 50% or more of the work under this contract. Contractor is also required to post the notice attached hereto as Exhibit B predominantly in areas where it will be seen by all employees. 8. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses,judgments, subrogations, or other damages resulting from injury to any person (including injury resulting in death), or damage (including loss or destruction)to property, of whatsoever nature arising out of or incident to the performance of this contract by Contractor(including but not limited to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this contract). Contractor shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs, judgments, or other damages, directly, solely, and proximately caused by the negligence of City. 9. Termination: a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and delivered by certified mail or in person. c. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Contractor, or at such later date as may be established by City under any of the following conditions: Contract for Janitorial Services, Revised 06/20/2017, Page 1 of 5 . the City. e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein, excluding Workers' Compensation, but only with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work under this contract. The contractor's insurance is primary and non-contributory. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies, trust agreements, etc. shall be provided to the City. The Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-insurance. 17. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its -authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 18. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. 19. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further liability to Contractor. 20. Prior Approval Required Provision. Approval by the City of Ashland Council or the Public Contracting Officer is required before any work may begin under this contract. 21. Certification. Contract. all sign the certification attached hereto as Exhibit A and herein incorporated by reference. Contractor: City of Ashla d By By as ature Depar#me Head F—d)(14,'d C 0\i) (>.? Oaet, - S-447-6/ Prin.' Name Print Name 0.„�r1n05 3/2 g// Title Date W-9 One copy of a W-9 is to be submitted with Q ( f ( - the signed contract. Purchase Order No. Contract for Janitorial Services, Revised 06/20/2017, Page 3 of 5 4 • EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the contract documents, and has checked four or more of the following criteria: (1) I carry out the labor or services at a location separate from my residence or is in a specific portion of my residence, set aside as the location of the business. (2) Commercial advertising or business cards or a trade association membership are purchased for the business. ,:_ (3) Telephone listing is used for the business separate from the personal residence listing. \ (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed for two or more different persons within a period of one year. (6) I assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. 3 f/W W i g Contractor (Date) Contract for Janitorial Services, Revised 06/20/2017, Page 4 of 5 CITY OF ASHLAND , OREGON EXHIBIT B City of Ashland LIVING ALL employers described WAG E below must comply with City of Ashland laws regulating payment of a living wage. $14.81 •er hour effective June 30, 2017 (Increases annually every June 30 by the Consumer Price Index) Employees must be paid a portion of business of their 401K and IRS eligible living wage: employer, if the employer has cafeteria plans(including ten or more employees, and childcare) benefits to the has received financial amount of wages received by assistance for the project or the employee. - For all hours worked under a business from the City of service contract between their Ashland in excess of ➢ Note:"Employee"does not employer and the City of $20,688.86. include temporary or part-time Ashland if the contract employees hired for less than exceeds$20,688.86 or more. If their employer is the City of 1040 hours in any twelve- Ashland including the Parks month period. For more For all hours worked in a and Recreation Department. details on applicability of this month if the employee spends policy, please see Ashland 50%or more of the - In calculating the living wage, Municipal Code Section employee's time in that month employers may add the value 3.12.020. working on a project or of health care, retirement, For additional information: Call the Ashland City Administrator's office at 541-488-6002 or write to the City Administrator, City Hall, 20 East Main Street, Ashland, OR 97520 or visit the city's website at www.ashland.or.us. Notice to Employers: This notice must be posted predominantly in areas where it can be seen by all employees. CITY OF ASHLAND Contract for Janitorial Services, Revised 06/20/2017, Page 5 of 5 XGLI Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program 1";;;;V:4 `4. -14040 a i ml: fir.: #1 V t4 j:. _.._ pF o •1�i X859 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 Ashland Fire Department 2018 Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $ 119.16 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 53.28 Subtotal1 $ 172.44 Labor Direct Labor (from labor daily worksheet) $ 4.327.77 Overhead See Overhead Worksheet S 1.140.05 Delivery Transportation (from Trans&Reserve worksheet) I S - I Total Before Margin! S 5,640.26 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) I $ 360.02 I Total Bid Yearly $ 6,000.28 Monthly $ 500.02 DAS Form#12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises,Inc. Ashland Fire De.artment 2018 Raw Materials: This category is often spelled out in the Request for Offer(RFO).Language such as-Items to be provided by Contractor"will usually reflect Supplies or Raw Materials.In the case of a Service Contract this will likely include not only supplies required to perform the service each month,but also Equipment&Tools.In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract,for example,may require the following for month-Supplies. Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured-Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 SCRUBBING SPONGES $ 1 36 0.5000 $ 0.68 $ 8.16 2 BARKEEPERS FRIEND LIQUID $ 3.25 0.2500 $ 0.81 $ 9.75 3 $ - $ - 4 $ - $ - 5 $ - $ - 6 S - S - _ 7 UTILITY BRUSH $ 2.74 0.0833 $ 0.23 $ 2.74 8 ANGLER BROOM $ 6.27 0.0833 $ 0.52 $ 6.27 9 TOILET SCRUB BRUSH $ 4.35 0.0833 $ 0.36 $ 4.35 10 VINYL GLOVES LARGE $ 9.89 0.1667 $ 1.65 $ 19.78 11 LAMBSWOOL DUSTER S 4.90 0.0833 5 0.41 $ 4.90 12 DUST PAN $ 2.52 0.0833 5 0.21 $ 2.52 13 GLASS CLEANER $ 19.25 0 0833 5 1.60 $ 19.25 14 NUETRAL CLEANER $ 19.56 0.0833 5 1.63 $ 19.56 15 SANITIZER $ 16.99 0.0833 $ 1.42 $ 16.99 16 RESTROOM CLEANER $ 19.60 0.0833 $ 1.63 S 19.60 17 SPRAY BOTTLES $ 1.90 0.3333 $ 0.63 5 7.60 18 MOP HANDLE $ 6.29 0.0833 $ 0.52 S 6.29 19 LARGE MOP HEADS , 5.20 0.1667 $ 0.87 $ 10.40 20 5 (39.00) 0.0833 $ (3.25) $ (39.00) 21 $ - $ 22 $ - $ 23 $ $ _ - 24 $ _ $ - 25 $ - $ 26 $ - $ - 27 $ - $ 28 $ - $ - 29 $ - $ - 30 $ - $ 31 $ - $ - - 32 $ - $ 33 $ - $ - 34 S - $ - - 35 $ - $ 36 $ - $ - 37 $ - $ - 38 $ - $ 39 $ - $ 40 5 - $ - 41 S - $ - 42 $ - $ 43 - 5 $ - 44 $ $ - 45 $ - $ 46 $ - $ 47 $ - $ 48 $ - $ - 49 $ - $ - 50 $ - $ - Total $ 9.93 _ $ 119.16 Areas in green are formula driven. Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. DAS Form#12 J Revision 10-03 Page 2 Supplies Sheet - - I RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc. Ashland Fire Department 2018 The following Equipment&Tools are examples which may be required to do the job: Burnishing/Floor machines Carpet extractors SUBCONTRACTORS Blind cleaning machines Auto scrubbers Times per Sweepers Mop buckets and presses Description Cost per Time Year 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 MOP BUCKETS AND PRESSES $ 54.08 24 12 50% $ 27.04 100% $ 27.04 1 $ 27.04 5 VACUUM CLEANERS $ 524.82 24 12 50% $ 262.41 10% $ 26.24 1 $ 2614 0 12 7 12 8 12 9 12 10 12 11. 12 12 12 13 12 14 12 15 12 16 12 17 12 18 12 19 12 20 12 Areas in green are formula driven. Total $ 53.28 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 Toots LABOR Direct Labor Oregon Department of Administrative Services Pathway Costing Worksheet athway Enterprises,Inc. Ashland Fire Deparmenl 201R Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unamploy- Sub- Other Other Benefits Other Benefits DellylPer Times Annual/Total Annual Hours Description Hours Rate ductivlty Total 1 Total 2 comp% Total 3 meet% Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor 1 Main Restrooms 0.50 $14.81 100% $ 741 0.0765 $ 0.57 101% $ 022 2.56% 5 0.19 11.66% $ 0.86 $ 9.25 260 $ 2,404,31 130.00 2 Vacuuming 0.50 $14.81 100% $ 7.41 0.0765 S 057 3.01% 3 0.22 2.56% S 0.19 11.66% $ 0.86 S 925 104 $ 961.73 5200 3 Lobby 0.50 $14.81 100% $ 7.41 0.0765 $ 0.57 3.01% S 0.22 2.56% $ 0.19 11.86% $ 0,88 $ 9.25 52 $ 48066 26,00 4 Training Room 0.25 $14.81 100% $ 3.70 0.0765 S 0.28 3.01% S 0.11 2.56% $ 0.09 11.06% $ 0.43 S 4.62 52 S 240.43 13.00 5 Supervision 0.25 S 14.81 100% $ 3.70 0.0765 $ 0.28 - 3.01% $ 0.11 2.58% $ 0.09 11.88% S 0.43 S 4.82 52 $ 240.43 13,00 6 $ $ S - $ - $ - S 7 $ - $ - $ - $ S - S - S - 0.00 8 $ - $ - S - S - $ $ - $ - 0.00 9 $ S $ S - $ - S - s - o.00 10 $ - S $ S - $ - $ - $ - 0.00 11 S - S $ - $ - $ - $ - S - 0.00 12 13 5 - $ S - $ - $ - S - $ - 0.00 14 15 a - $ -• $ - S - $ - $ - $ • 000 18 17 S - S - S - $ - $ - $ - $ - 0.00 18 $ - s - $ - $ $ - $ S - 0.00 19 $ - $ - $ - $ - $ - $ - S - 0.00 20 $ - $ • $ • S - S - S - $ - 0.00 Total $ 38.99 Total $ 4,327.77 234.00 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. Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. Leave t.Holiday(20 days per yea 11.66% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). 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 lime 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 lime 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, M the indirect labor portion of Overhead. Direct labor Is beat 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 star.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 limes must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,firs)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=5).II could also be done by 8 people working at 50%productivity for 2 hrs,each.(8x.50=4,402=8) Once you know the total work hours per service or per dem,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'Compel 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 01580.00 par time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of S20,8(10.00 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 012 J Revision 10-03 Page 4 Direct Labor Sheet • OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris Ashland Fire Department 2018 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! ercent of Total Cost Method: For every dollar spent producing a final product,or providing a service,a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage,it is best to have finanaal records for your I organization that go back a year or more Add together the expencitures that make up the overhead cost(see 19.00%1 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 overnead expenses as best you can,estimate other costs as best you can and use the same formula to get a percentage • OF 2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method: i You can enter the dolar 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) O R to identify your costs • 3.Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method: • To identify overhead costs,you need the financial records for your organization or division for the past year Input all the costs of the entire entity as detailed below Line items which are not detailed below should be input into the cells marked"other: please include a description.What you are hying to determine is a percentage,therefore,do not gross up the expenses for • inflation or to conform to the current year budget.Nest,input into the yet 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.preluding these costs into the direct labor hour total veil 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 tabor 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 234 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 AGENCY REVENUES=5,675,312 Management Medical Insurance S 10,920.00 AGENCY INDIRECT EXPENSES=1,120,789.41 Management Pension Plan Expense $ 4,150.00 OVERHEAD%=19% Sales&Administrative Salaries S 416594.00 Sales&Administrative Payroll Tax Expense $ 64,354.00 Sales&Administrative Medical Insurance 5 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 S 81,708.00 Training&Worker Safety Insurance 3 38,192.00 Telephone S 7,185.00 Utilities S 20.452.00 Property Taxes/Licenses/Fees S 8,270.00 Dues&Subscriptions Cepreciation-office building $ 15,081.00 Depreciation-office equipment S 14,893.00 Repairs&Maintenance-office S 22,744.00 Cleaning and Maintenance S 21,346.00 Office Equipment Rental $ 7,886.00 Cffce Supplies $ 19,033.00 Postage&Freight $ - Rehab $ 25,023.00 Miscellaneous Expense 5 12,999.00 Bad Debts 5 - INTEREST EXPENSE S 18,981.00 EMPLOYEE ACTIVITIES $ 20,021.00 AUTO REPAIRS $ 15,807.00 MANAGEMENT CONTRACT $ 135,457.00 TOTAL INDIRECT COSTS $ 897,845.00 $ 207,467.95 CPI Factor from KS(cos Ink below) 3.15% 3,15% hne.rrcry vfl g000nsimonneyv.hqr Total I$ 1,140,133.40 I DAS Form Y12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services ,Pathway Enterprises, Inc. Project Costing Worksheet Ashland Fire Department 2018 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 ORE 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 - $ 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 6:1,, :�LET MEMBER Enterprises. 1 roc. Rebecca Simpson; CEO March 14, 2018 Cleaning Specifications for the Ashland Fire Department Administrative Offices 455 Siskiyou Blvd Pathway will provide the cleaning in the following areas at the stated frequencies. Pathway will supply the labor, cleaning materials, and cleaning equipment necessary to complete the work. Work will be performed in accordance with industry standard procedures and practices. Pathway employees will adhere to all station rules, OSHA requirements, and city ordinances. Work will include the following: 1. Admin Restrooms 5 days per week(Monday—Friday) a. Clean and sanitize toilets, urinals, sinks. b. Remove garbage, sanitize receptacles and reline. c. Clean and polish stainless steel and mirrors. d. Sanitize all touch surfaces with suitable disinfectant. e. Restock all paper and soap dispensers. f. Spot clean walls, doors, and ceilings. g. Remove dust form horizontal surfaces and vents. h. Sweep and mop floors. 2. Admin trash removal 3 days per week(Monday, Wednesday, Friday) a. Remove garbage from desk side trash cans, common area trash cans, and trash cans located within entrances and exits, sanitize receptacles, and reline. 3. Admin Vacuuming 2 days per week(Tuesday and Friday) a. Vacuum carpeted traffic lanes,offices,hallways, conference rooms, and all other carpeted space. 4. Admin Conference Room and Lobby cleaning 1 time per week(Friday) a. Clean, sanitize, and polish drinking fountain. b. Sanitize all touch surfaces with suitable disinfectant. c. Spot clean walls, doors, and ceilings. d. Remove dust form horizontal surfaces and vents. e. Spot clean interior glass and both sides of entry glass. f. Sweep and mop floors. Note: Caution will be used when dusting on or around displays in the lobby. • et El CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDUMYYY) 00/30/2017 THIS CERTIFICATE IS ISSUED ABA 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/1i),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED,the pollcy(lee)must have ADDITIONAL INSURED provisions or be endorsed,.• It SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A etatemsnt en this certificate does not canter rights to the certificate holder In lieu of such endorsement(s), PRODUCER Ur" Jodi Montoya • NA Ashland Insurance!no NONE (641IBfi7-0870 FAX 641 067-8859 wit I IAm no ( ) 001 O'Hare Parkway,ale 101 Men: Imanloya®eahlandlnourence.cam INSURERIE)AFFORDING COVERAGE MAID A Medford OR 07604 IBVABrkablm Hathaway Specialty N Ins.Co - INSURED . INBURERa: SAIF Corporation • Pathway Enlorpriees Ina,ODA:See various ODA'e In noise INSURERO: PHILADELPHIA 113008kypaik Drive,St lts 11101 INEURERO: INOURERE; Medford - OR 07604 INBURERP: ' COVERAGES CERTIFICATE NUMBER: 17/10 Master REVISION NUMBER: Da INDICATED. NOTIFYTHAT NDI GA POLICIES LISTED OR HAVE O ANY CONTRACT THE(THERE N WITH ES THE POLICY WHICH THIS CERTIFICATE MYDEI SUED R MAY PERTAIN,THE INSURANCE N CONDITION IN THE CONTRACT ORCRIIED DOCUMENT SUBJECT T TO AL TOE TERMS, EXCLUSIONS MAY DE CONDITIONS CFSU H POLICI S.LIMITS S H SHOWN MAY AFFORDED BEEN E REDUCED By CLAIMS. IB TOgLLTHETERM6, EXCLU810N3 ANO CONDITIONS OF SUCH POLICIES.LIMIT6 SHOWN MAY HAVE BEEN flEOECED By PAID NSR „ LTS TIPS OF INSURANCE Igen VVD POLICY NUMBER IPMMJower IPO 0 P LINTS )( COMMERCIALOENEML LIABILITY IFYY'0 FACH OCCURRENCE 1 1,000,000 ICWAIBiMDE ©OCCUR OALLAUTURbHTEO. 1,000,000 PREMISES(En comm.) • MED EXP(Any one poison) $ 20,000 A _ 475PK26407302 07101/2017 07/01/2010 PERSONAL SAOVINJURY 1 1,000,000 OENLA00REoATE LIMRAPPUESPER: GENERALADOREDATE 4 3,000,000 X policy❑jECT 111 too PRODUCTS-OOMPJOP A00 4 3,000000 OTHER: Abuse end Molestation s 3,000,000 AUTOMDa0E LIABILITY f Mg11N1eD111NOLELMOt $ 1,000,000 . )( ANMAUIO • BODILY INJURY(P,rpomon) 4 ' A OVMED SCHEDULED 47SPK26407302 07/0112017 07/01/2016 BODILYINJURY(Pat rddene $ _AUTOS ONLY _AUTOE (a e • HIRED HON•OWNED PRCPEEt l'AMAOE $ 1,000,000 ' —AUTOS ONLY _AUTOSONLY ' UNINSURED $ 1.000,000 )( UMBRELLA LIAO OCCUR EACH OCCURRNCE 3,000,000 E 1 EXcassuaa Cuuls.taoE 47SUM26407602 07/01/2017 07/01/2016 AOOREOATE _ 3,000,000 DED I I RETENTION 4 • q- T I WORKERS COMPENSATION 1 4TATUTE I IER H AND EMFLDYEtS'LIABILITY YIN B OOFFICER/MEIMBER EXCWEEEXECIRIVE f"'�I IIIA 624070 04/01/2017 04/0112018 EL MOHACCIDENT 6 500,000 IlAendelory In Nll) I I E.L OHMAGE-EAEMPLOYGE ; 000,000 • DyYIIO Owr EMTIONSbabn _ EL.DISEASE-POLICY LIMIT $ 600,000 . DIRECTORS&OFFICERS LIABILITY EACH OCCURRENCE 1,000,000 - C EMPLOYMENT PRACTICES LIAR PH8D1281300 06/10/2017 08/30/2016 EACH OCCURRENCE 1,000,000 RETENTION 2600 • DESCRIPTION OF OPERATIONS(LOCATIONS/VEHICLES(AGORA 101,Addlltonel Ramada Schedule,may bo ell,chod ll mars pace Is mulled) - This form Is subject to policy farms,candIllons and exclusions. . - CERTIFICATE HOLDER CANCELLATION • SHOULD ANY DP THEABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN City of Ashland •ACCORDANCE WITH THE POLICY PROVISIONS. 20 East Main SI AUTHORIZED REPRESENTATIVE Ashland OR 07820 I l r17� ®1088-2016 ACORD CORPORATION. All rights reamed. ACORD 25(2018103) The ACORD name and logo are reclaimed marks of ACORD • Purchase Order vas C ECORD - 1 i Fiscal Year 2018 Page: 1 of: 1 • ° Fli ltlR7B€ IIAQ A PEA-E I SFAS — ?;l61f "aV-- zi_ lI. -Do WENT B City of Ashland I ATTN: Accounts Payable Purchase L L 20 E. Main 20181261 Ashland, OR 97520 Order# T Phone: 541/552-2010 O Email: payable @ashland.or.us V H C/O Fire and Rescue Department E PATHWAY ENTERPRISES INC I 455 Siskiyou Blvd N 1600 SKY PARK DR STE 101 p Ashland, OR 97520 O MEDFORD, OR 97504 Phone: 541/482-2770 R T Fax: 541/488-5318 O ite-t ,e...=ay: 6 ' ! a1= _--____-_.S = }tQ3T 7n3— _ H� fE�HEiqe— - (541)488-1536 Brent Knutson �t or_NUe —Mfg @ aMrge o-la=1:11t-_ _ - B n _11– - 03/23/2018 509 FOB ASHLAND OR City Accounts Payable - Tvp#Mt No max— 14� _._r Janitorial Services Fire St#1 1 Janitorial Services 3 EACH $500.0200 $1,500.06 Location: Fire Station#1 (Contract for balance of current fiscal year April -June 2018) $500.02 per month Contract for Janitorial Services- Fire Station#1 Effective date: April 1, 2018 Completion date: June 30, 2019 Project Account: *************** GL SUMMARY *************** 071200-602220 $1,500.06 ■ By: � Date: ..7/2-7/ce Authorized Signature =Est TQfial -_ _= $1,500.06 1 ,�'O #A1 /,� 2y / ( y6 I CITY OF A request for a Purchase Order ASHLAND REQUISITION Date of request: 69-7 -(g. Required date for delivery: Vendor Name /0 41 eu if -.e_ �-c. ��-�,.r, �VR Address,City,State,Zip if di) , Y Contact Name&Telephone Number - 4.ZCa-s-� J n 4,2-z e-,...___ 7 r'9 3 70-6 Email address r7959,-C-Ur� 0_,''n2t-f , ejt, rr. I I SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form#13,Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached (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) g"-State of Oregoyn lc f ❑ Direct Award Date approved by Council: Contract it C.A. ❑ Ve bat ritlen quotes)orproposals) —(Attach copy of council communication) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract# ' GOODS&SERVICES • ❑ Applicable Form(#5,6,7 or 8) ❑ Other government agency contract $5,000 to$100,000 ❑ Written quote or proposal attached Agency ❑ (3)Written quotes and solicitation attached ❑ Form#4, Personal Services$5K to$75K Contract ft PERSONAL SERVICES ❑ Special Procurement Intergovernmental Agreement $5,000 to$75,000 ❑ Agency ❑ Form#9,Request for Approval ❑ Less than$35,000,by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council: ❑ (3)Written proposals/written solicitation Date approved by Council:- (Date) ❑ Form#4, Personal Services$5K to$75K Valid until: (Date) —(Attach copy of council communication) Description of SERVICES Total Cost Item# .Quantity Unit Description of MATERIALS lmit Price Tgtal Cost a �(/Yf p C �.ti -t— 57.v _cbl,, eIL' 716ZA-9. O° ( e.:—r..e 5--74rt , / ill Per attached quote/proposal TOTAL COST Project Number _ _ _ Account Number&7( 66 ern 0 i Account Number - Account Number - 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support-Yes/No By signing this re4isition fo I certify that the City's public contracting requirements have been satisfied. L /4 �� 'Employee: //l ' Department Head: (Equal tope reaterthan$5,000) Department ManagerlSupervisor: City Administrator: (Equal to or greater than$25,000) Funds appropriated for current fiscal year YES /NO /' tent). e Director-(Equal to or greater than$5,000) Date Comments: /7---/-1---e--4-'7d2-.-2 K.1-7 0.---C-C-'"( -ri,‘SO Form#3-Requisition ,