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HomeMy WebLinkAbout2023-085 PO 20240051- Pathways Enterprises Inc • Purchase Order g CITY RECORDER '� Fiscal Year 2024 Page: 1.of: 1 • of 51_ti rciCtills*J .F.F�uL�-EirO dr114 6, r B City of Ashland . . 6 ,N}��, ii �' Ni l%t��[I1 ? 1 _�' d J u: 110 r17P�;: a .t L ATTN: Accounts Payable ,:,: r yr I �I ,,:dLlml L 20 E. Main Purchase. Ashland, OR 97520 Order# • 0240051 T Phone: 541/552-2010 , O Email: payable@ashland.or.us V S C/O Parks Department E PATHWAY ENTERPRISES INC H Admin Office N 1600 SKY PARK DR STE 101 I 340 South Pioneer • D MEDFORD, OR 97504. P Ashland, OR 97520: OR Email: ACCOUNTING@PATHWAY-INC.ORG T Phone: 541/488-5340 O Fax: 541/488-5314 , �:I• fp;dl u:u',.. �nmm:7 "S�II�I"1"li ml':llll"IK I f61r�!!Ii11I'TW In1.:s 'yin/,'.:ipfi :-:Rv:-'::�-"A v-!:r•: :r ::� n:' :� u: - �h 11,4 u pC J,�r rr IKe. 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M _ -.. 6Pr._ Parks Restrooms &Trash Svcs . . 1 JanitorialServices V V 12.0 MO $18,543.86 $222,526.32 Parks Restrooms and Trash Services ..,, Approved by the City Council.June 20, 2023 :•'' Agreement for Janitorial Services / - • ` Term:' July 1,.2023 to June 30, 2024 Project Account: • *************** GL SUMMARY*************** . . • I- •I .128625-604100 $222,526.32. I • I •I 1 . • t • IIIII p; lullllf 111h�9 h II�,{f d rlj i'llr m ,;u Nl�llRJS IIINdIIli4i i!IIllp IISI I til 111 and I II IIII I I II�'III6i i4111411f II Illi IIIiI�II illll 11�1�! II f I I Il-I Ills I II I-)f�111 I • .. � � � i;1 III 1 i �')III��I jlf�II,dla)III�I11j1,14I1 IdIII�llglll� I�III�Iipi iI I� .,,q, CII!.lul llllll Illi . I IIIb li .fIf '�t IIIAIIIII: *Tit; 11 II pill 11,01'11 1111'1h'I�010 ri luilII1I Till By:VA, , Date. vi3 1,1 Ii,1,, LIj. , �111,': II IIolniI,II16r;.al I 1 r In,I'It)JII I1,:II,hili,,iI1114111'1,111111Aonzed Signature ;Alii.+y:�i':I1.1ktledli:;�;,111,111�1 lliEg •222 526.32 FORM #3o07--"(N. / CITY OF o A fc:;�1 s4,for Purchase Order�, .ASHLAND REQUISITION ' Date of request . ''- '0610612022 Required date for delivery: • Vendor Name . Pathways,Enterprises • Address,City,State,Zip 1600 Sky Park Drive Suite No.101 Medford Oregon 97504 • Contact Name&Telephone Number ' Richard Simpson • • Email address (541)973-2728 • SOURCING METHOD • LI Exempt from Competitive Bidding 0 Invitation to Bid • 0 .Emeraencv . , • ❑ Reason for exemption: Date approved by Council: 0 Form#13,Written findings and Authorisation • O AMC 2.50 _(Attach copy of council communication),' 0 Written quote or proposal attached , ❑ Written quote or proposalattached . _(If council approval required,attach copy of CC) - ❑ Small Procurement 0 Request for Proposal Cooperative Procurement• • Not exceeding$5,000 , Date approved by Council: I l State of Oregon '' 0 Direct Award _(Attach copy of council communication) Contract# QRF. 0 VerbalMritten bid(s)orproposal(s)• • 0 Request'for•Qualifications(Public Works) 0 State of Washington - Date approved by Council: Contract# (Attach copy of council communication) 0 Other government agency contract • Intermediate Procurement ❑ Sole Source - - . Agency - GOODS&SERVICES 0 Applicable Form(#5,6,7 or 8) Contract#.. • • Greater than$5,000 and less than$100,000 0 Written quote or proposal attached , Intergovemmentel Agreement - ❑ (3)Written bids&solicitation attached 0 Form#4,Personal Services$5K to$75K \ Agency • PERSONAL SERVICES Date approved by Council: 0 Annual cost to City does not exceed$25,000. Greater than$5,000-and lees than$75.000 Valid until: Date Agreement approved by Legal and approved/signed by O Less than$35,000,by direct appointment ❑ Special Procurement City Administrator,AMC 2.50.070(4) ❑ (3)Written proposals&solicitaton•attached 0 Form#9,Request for Approval 0 Annual cost to City exceeds$25,000,.Council O'Form#4,Personal Services$5K to$75K ❑ Written quote or proposal attached approval required.(Attach copy of council communication) --, Date approved by Council: Valid until: -' Date Description of SERVICES • ' -0-;.wla"j'gf"''`F., :i:rtra- '.AriV;yv`;c"e" !( Pathways Custodial Services for Parks trash removal and restroom cleaning 250:«0 :-altliftiOktr-: ,L,— 6,M :��s;:� y@@;224:053,P,9 �.Lw;. ' r;,,..,. l Item# Quantity Unit . Description of MATERIALS Unit Price Total Cost ❑ .Per attached quote/proposal W�TLOST a: tt•*24 -' >.y i' .-z 1. • Project Number _ Account Number 2 8 6 2 s.6 0 4• 1 0 0. ✓ '`rt;05:3: Account Number - ` • Account Number - 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. ,• • IT Director in collaboration with department to approve all hardware and software purchases: - " ' • iT Director Date Support-Yes/No By signing this requisition form,I certify that the City's public contracting requirements have been satisfied 4111 Ernployee:I�P.AL_ 0 Department Head: : •..altoor'creaty an55,000) Department Manager/Supervisor: City Manager: ✓® 2 %_.„,61- ' •(Greater than 35 000) , Funds appropriated for current fiscal'yea ' YE' 'NO *11 b.- 1 Al A . f • - Finance o rector:(Equal to• g terlhan$5,000,) O Comments; • Form#3-Requisition council' Business Meeting June 20,2023 • i; 'sl I ^PR ',1 Contract award to.Pathway Enterprises,inc. (OregonForward - Formerly QRF :'Agenda Item r Program) for Janitorial Services • ,1 RPRIERT1 Michael Morrison Operations Deputy Director • h Ralph Sartain , From �� • Fire Chief: • A4 Rachel Dials Interim Parks Director , michael.morrison aeashland.or.us. 541-552-2325* • • KContaotfrF3, t ralph.sartaintashland.or.us 541-552-2229 . _ dam , x Our y U rachel@dialseashland.or.us 541-552-2260 Item} kype 5i ks� 4J a Requested by Council ❑ Update 12Request for Approval ® Presentation ❑ SUMMARY This request is seeking approval to award a public contract to Pathway Enterprises,Inc:to provide' janitorial services for City Facilities,Fire Station 41,Parks Recreation Facilities,and Parks Restrooms ' and Trash Services.Pathway Enterprises,Inc.is a local qualified..Oregon Forward Program contractor that is qualified to provide janitorial services for the City of Ashland. The Oregon Forward Program was formerly known as the Qualified.Rehabilitation Facility (QRF) Program. The term for the new contract for• ' . Janitorial Services will begin on July 1,.2023,.and end June 30,2024. . POLICIES.PLANS&GOALS SUPPORTED • BACKGROUND AND ADDITIONAL INFORMATION • • The following information,along with guidelines,procurement contractor lists and laws governing the Oregon Forward Program can be found online at . •ti. • https://www.oregon.gov/das/Procurement/Pages/OregonForward.aspx -The Oregon Forward Program,formerly known as the.QRF Program,fulfills a'state law supporting meaningful work opportunities for Oregonians living With.. 0 physical,mental,and developmental disabilities.Through a network ofqualified nonprofit contractors,a uniquely skilled and diverse workforce.is trained and employed to provide goods and services procured by state and local government agencies, • Oregon Forward is a state-run purchasing program promoting meaningful Job opportunities for adults living with disabilities.Oregon's Department of. . Administrative Services(DAS)oversees a network of qualified nonprofit providers,Oregon Forward Contractors or OFCs,that fulfill.a variety of public agency product and service needs across the stale.The Oregon Forward program supports productive lives and helps create bright futures by fulfilling the needs.of state and local government agencies, • • ORS 279.850 Procurement of product or service; agreements for procurement;exceptions;preferences 0 • (1)(a)Except as provided in paragraph.(b) of this subsection and subject to paragraph(c) of this subsection, a public agency that intends to procure a product or service on the procurement list that the Oregon Department of Administrative Services established under.ORS 279.845 shall, in accordance with the department's rules,procure the product or service at the price the department establishes from a qualified • ' nonprofit agency for individuals with disabilities,provided that the product or service is of the appropriate • specifications and is available within the period the public agency requires. • Page 1 of 2 • Wag Council Business Meeting FISCAL IMPACTS Funds are budgeted each fiscal year for janitorial services. Janitorial Services FY 2024 s S i r $ r z n ^ i c t�f i x 1Wi "�`ug_r -z,t h w z ti• b { prod... k. 'f you k}r�{.k 3 tr s <f c t r 3.. .t� E t'iF' ci A 5, COALiving Wage 4#frt �' `ix t , ' ?+$T4Yr„Mz","r.° {, kb �e ea Y�x ��j�o- e � `��t k'.xi ice'..<»"Md.::;:•r �zi .L... 2....Y?.:..`.$.&�d'. a.z....Y.i tf 3a..:d..i. .€.1w.:.s at'...d... z:f.:1:vt±.44.a[:=.err ,3 titT i lic4 .1 ,.ae.Fc,191, "SOL City Facilities $185,453.52 • Fire Station #1 8,732.66 Parks Recreation Facilities 30,517.32 Parks Restrooms and Trash Services • 222,526.27 •Total Amount $447,229.77 • • • DISCUSSION QUESTIONS SUGGESTED NEXT STEPS Staff recommends the public contract for janitorial services be awarded to Pathways Enterprises,Inc. REFERENCES&ATTACHMENTS Costing Workbooks • City Facilities • Fire Station#1 • • • Parks Recreation Facilities • , Parks Restrooms and Trash Services • • • • • • • • • • • • • Page 2 of 2 • ESA n Communication Tramwot k Professionalism Opportunity Enterprises, Inc. Office:(541)973-2728 Fax:(541)973-2729 Property Service License#40205 CCB License#218417 • April 26, 2023 City•of Ashland 90 N. Mountain Ave. Ashland, OR 97520 .. In regards to Park Restroom and Trash Services: • Pathway Enterprises is requesting a pricing adjustment for janitorial services for the City of Ashland Park restrooms. The reason for the changes areas follows: • . • The workers providing these services have been subjected to increased volatility with people occupying park restrooms. These threatening and occasional physical encounters have led workers to choose not to perform these duties. In response to this, Pathway increased training to teach people how to deescalate • these events and increased support to workers. In addition, increases in . • compensation are needed to retain our employee base. The wage set with the City of Medford.is $19.10 per hour and this rate is proposed for.Ashland as well, Supervisory wages were calculated at 1.3 times that of a worker. This resulted in a supervisory rate of$24.83 per hour. Despite the wage increase of 12.2% Pathway was able to reduce certain aspects of overhead and fringe.expenses to reduce the overall increase request. In,total'we are requesting an increase from$204,30$ to $222,526.27 annually. This equates to an additional $18,218.27;•'an 8.9%increase . • I appreciate your consideration and look forward to another year serving the City of Ashland. Sincerely, Richard Simpson Commercial Contracts Director• • Pathway Enterprises, Inc. ' Cell 541-601-4550 Office 541-973-2728 1600 Sky-Park Dative Suite No.101 Medford,OR 97504 . , W1N- •.patthwa -inc_ovg info@pathway-inc_org' • • • • • • • • • Costing Workbook • For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program. • 1 ht• ' §�' q�l 14'1'1 1 kaolr of ' vi? w 7 l t. F � x � qtr FrisS ` t a. �� t$ti' iel'XP til r' !? . h rk q'4'14•s n�` ' ' (i. f. ' is T1f'h `S" � ;� `n • ♦1Q ��'f t-,4,` i/"rvt •�`''� `4• It u. !¢ , d. ''rk" •ir.°x . f"7 et � Ix deli $ -4`.V '�1. Y 1 a i �o �� d'Au� � ✓ J- � , k�a iet- ... gr1 tI 4 9 • C?:. a p�a �� tl `kiSx F t x�,. s X AFS�r S' j .. . rr � ra ;:11,f',' t+sk rxi r ld'a.l�i v.��m.As 4$6r�r ueA a r x• - , - It771 II 1 i ��� �� Y, rel rA4}wt+ A � t J•1 IT 1 x't�Y I- I ,. �i I '� 31. i� .• x �, .4 LJt k 11 l,r�n7; 17'/,. S 7. f':1 I nr • iii 1 ' rea i , • ` . • S:1 C I '.dui I• xsxAn •Ma�:?.11 ••••"! .4taf u • l tt fi-5 �x a Irv•' .r'�* ./.?1 f,�*' `' ., _xt "`�5.".,e .z r • t. _ n5;3_ , .y. te ;; • C s 91i _•G1 • $••9, • Oregon State Department of Administrative Services ' Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 • Salem, Oregon 97301 (503)378-4642 • • • II , • SUMMARY OF ANNUAL)COSTS Oregon Department of Administrative Services revised:4/5/2011 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual inputto this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment&tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will yary depending upon your organization and the specifications for the project Each sheet will have an example calculation and further instructions for completion. • QRF Name Pathway Enterprises, Inc Project City of Ashland Park Restroom&Trash'Services 23-24 Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) `$ k "'M -111956 26 Equipment,Tools&Subcontracting (from small equipment worksheet) $ ", 6,7t1429 Subtotal 1 E$ .`" 5 '. ,....18;670355`; Labor Direct Labor (from labor daily worksheet) Overhead See Overhead Worksheet $ s `41;52340 Delivery - Transportation (from Trans&Reserve worksheet) $ -wy rt.•• Total Before Margin WIS. a.4u=_=,w209;174.-69'. Reserve - Margin Held in Reserve (from Trans&Reserve worksheet) .41M-7A-F5. 1".§-R11-3351f58: Total Bid Yearly>$ `tl i x 222 52627.._ Monthly'$3. _. ,`_.}{..;r18'543'86,' Work Area Price increases from$204,308 to$224,053 for an increase of$19,745,9.6%. Park workers are Coincidentally.paid$1.00 per hour above living wage for hazard pay. The$19.10 per hour rate is the same pay rate currently paid by the City of Medford for the same services. - • DAS Form#12J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS , Oregon Department of Administrative Services • Supplies Project Costing Worksheet • ' Pathway Enterprises, Inc. City of Ashland Park Restroom&Trash Services 23-24 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 Handy Grabbers $ 22.50 ' 0.5000 .$ `:1;7;'".';''"=;1.1•.250000:;,;$. „-,;__,:::,.•.135.00; , 2 '$ ._ .,.,r. . •$;:,•••-, 3 Uniform Shirts $ 8.52 • 4.0000 -..5 L'7"'`34.080000':.$:', . ..•.',...: ::',408.96: • 4 50'Hose $ 35.00 0.2500 ;,$ ,L..:*1:::1: 8:750000';'5:. ::105.00; • 5 Gasoline Fuel I$ 5.00 120.0000 '$ .�: :: 1',600.000000;' ;$;. .. _ .7,200.00 6 Pro Guard Nitrile Gloves(400) $ 38.25 2.5000 1, :••;95.625000,, •$_ .1;147:50: 7 Scour Sponge White(Case) $ 38.30 0.2500 ..$ -`•9:575000; -$. .;114.90: 8 Toilet Brush $ 1.83 4.0000 ,57.77.-77773:320000; '$' ... °;87.84 9 Trigger Sprayer w/Bottle $ 2:40 4.0000 4,7.:7-7:779.600000; °$: ,:115.20; • 10 Mop Head . , .$ 9.35 2.0000 ;$7:77•'-'718700000.! '.,$.r:".''....-.. -;224:40 11 Angler Broom • $ 5.90 1.0000 'T-E:7-'::77,5,900000`.'.5.900000;' $ ;.70:80? 12 Cleaning Terry Cloth Rag $ 0.49• 60.0000 ;1$ ="-';'29:250000: $,' :- 351;00!; 13 Dust Pan $ . 2.65 0.5000 •.$•--. - :;.'`1.325000: $: ,,. ._t 15:90: 14 Easy Adapter hose $ . 22.08 0.2500 '1,"$.1r.1-'-''-'7','•,"7-5:520000:-- .$.".` ,_ ,..:`66.24! • 15 High Rise Duster $ 9.32 • 1.0000 ';'•.'$',--•-..7.-771,7,7T'''''91320000!.:$-.",`..•;', • ;:11,1:84' 16Y $ • 17 Arsenal#5 Restroom Cleaner $ 0.67 60.0000 !,`V.,777:1".•777-74.0:200000r; ;$.`•:'.,,,:..,- ..482;40 ' 18 Arsenal#6 Vindicator $ 0.95. 60.0000 f'$` :ii ;:"57:000000 '$` -'-,684.00 19 .$* c $.' 20 •: RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc. - The following Equipment&Tools are examples which may be required to do the job: • SUBCONTRACTORS • Cost per Burnishing/Floor machines . Carpet extractors V Description Time Times per Year Blind cleaning machines Auto scrubbers $ " 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. • 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 Nissan Vans $ 23;500.00 84 v} 12 .'114% Si:s3,357.14; 100%••$3,357:14, 2 .$n`- :67.14.29• 1 2 "7'12 .-'¢.;...3 r _'i i..1,c -. 3 12 s _, ., , 4 - 12 .- _. . • 5 :::7:---2:12, _ 6 ?.. . 12 - c - t -. 7 12 t''i 8 _ .124.. . . V 1 ' 9 . '...,-..::`,,:',.:--.<.;'-:..12, P.:':;11:1: :::::-.,t,,,:-.. .;. -: 10 .. 12 ,,:-::::•.-7.:_:,..=;t: :_-' ;>: *...-_;•:--:";•-•1 .' i 11 a -.2!'..:"'2'2.12::F:;. - . • 1212: k >� _ ,. 13 r. .12 .. • 14 r. •-'• ,12>.5::::-''..:7,'.:,',. - - • c..,v.? c - - - - :. 12_ l . 17 i:::::',':-: -'1_,-',,:-.12, ,. x ,;- . 18 x .�'., 19 3 £ - 20 12 , t .S .. _r, . 21 < '-5- 12 l- 22 r Vis. _12, _. *_t t_ . 23 — rS. 12s f _e AA-:. � 24 12 ' . " 3 i f& .i w. ` • 25 t �" 72r&�� ,�, #.t( r�_x y_Ai r -�a,. �:. v � a '5£ ra ;; Total .$k :16,714 29', Areas mgreen,areformula'dnven 3 ;t , Useful Life of Assets=What is the estimated useful life of the equipment in months - . - Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. ' Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. . Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note:100%would bean item used only for this contract) Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. . #of Units=Multiply by units needed to complete the contract/service. V Annual Cost=Computed by project unit cost times the number of units. • Work Area • • DAS Form#12 J Page 3 Revision 10-03 Equipment Tools 9 . t LABOR • - •Oregon Department of Administrative Services Direct Labor Project Costing Worksheet ' Pathway Enterprises,Inc. . ' . . - • City of Ashland Park Restroom&Trash Seniors 23-24 - • Worker Work Hourly . %Pro- Sub- FICA t Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits DailylPer Times Annual/Total Annual Hours . • Description Hours Rate ductivity Total 1 Total 2 •comp% Total 3 ment% Total 4 • Benefits% Monthly$ SubTotal 6 item Labor Per Yr. Labor Labor 1 Janitor Summer 14.25 5 19.10 100% 5 272.18 0.0765 5 20.82 2.69% 5-7.32 0.43% $• 1.18• 29.11% 5 79.23 5. 3110.73 214 5 81;475.48 3,049.5 2 Supervisor ' 1.50 S 24.93 100% 5 37.40 0.0765 5 2.86 2.69% S 1.01 0.43% 5. 0.16 29.11% 5. •10.89 5" 52.31 • 365 $ 19,092.88' t- -'547.5. ' 3 5. - 5 - 5 - 5 - • S - 5 -- S - 4 Janitor Winter 12.00 5 19.10 100% 5 229.20 0.0765 5 17.53 2.69% 5 6.17 0.43% 5 - 0.99 29.11% S• 66.72 $ 320.61 151 5.•-48,412.39• 1,812.0 . 5 S - 5 S _ 5 - - S $ - $ " - - - 0.0 • 7 5 5 - S S.r - .5•. $- 5. ' •'0.0 • 11 5 -. .5 .' '. y•P.=-�k0.01 • 12 S•- %• 'S, 5.. 0.0!. '13 $- ,,,. ' 5,.. $. S- >- ,$: _.,..$r. 5'•• ,..,......-"-.. -:"-l0.0! 14 • S t•- • S -.. „- ' 16 S• $ 5. .-_ •$....:._..- "$ ':'s $:.:• $ 17 'S'.: $,..:_. $ $. '•�_' S .:-.. ,$ - $ `-.:0.0! 18 5 5-. e_. .5, _ $' $' _-' $ 5 -. -T 0.0 - • `. • 19 • S - 5' - 5`. - • _ • 5 - :_0.0 • 20 5 .--. 5. 'Sr.``'_ $ .. :S s $ - _ •00 - 21S -- S" - 5 '$-^_ _.., 'S .=, .s -:- !S x''0.0 • 22 -- t'l0.01 23 -5" S'.-: -~. .$ 5,...,..._- 'S ._'_•$: ,5 t. °:/0.0- . 24 $' :5.. $.. $• '.5 5 5 ;.„ rg.0. • 25 5"' $ .- - • 28 • $:i.•_. .S`--' - $ _ .. 5';_..' .S _S.. .2 ,5: ,:-_ `.`-: -0.0' - 27 $,. .$'::... :5 $ -�,v.= .S :=-'.. $. 8 r:_ . ;.".,=::r0:01 - 26 S - $;,,...z• $ ... $ •..;z,: k$ -',:' .5 - -�". ,$'- :' .. ••-.-.a`;1.:_0.0, ` 29 S, $:. -- $, ,., $ ,.' $ •.-.;... S:.` $ ,._.. 0.0 . • 30 5 -- 5' -'-. $, ` 5 c '';_:..' S. -x - S _. $ ,:,_ a,,-}�,'°:0.0! - • - Total 5,'753.65 Total 5:.'148.98075 +5;409.0r • • • • - Areas in green ara,formula dhven.: - • List"Other Benefits'Provided Work Hours=Breakdown total work hours(see Overview)into hours or partial hours required per time"or per item_ Health Insurance "16% • - Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by Y productivity. PTO . ` . 6% • Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%).'. . Holiday, .4% - . - . • Sublotal 3=Computed by multiplying subtotal 1 by your organization's,Workers Comp%. 1 Other - 2% • 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. - • - .• ' Subtotal 6=This column maybe a combination of both Other Benefits%and Other Benefits Monthly 5. ` ' . 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 ' . • •• . • Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount toprefect this employees'allocated Other Benefits Mo.$=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. • For purposes of costing a project,ti's Important to distinguish between direct end indirect labor.Indirect tabor(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.Il 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 ororgantzation.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 lime as direct labor end 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 lc/Identify the work and break it down Into its component lasks-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 maybe In minutes or even - seconds,the times must be compiled Into a Per-Time or Per-Item direct labor cost estimate.For example,Ina 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,waving floors,etc.(he 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 slay the same regardless of how many people are working.For example,ewers hours'can be accomplished by I person working at 100%productivity far 8 hrs.(1x8=8),or 2 people working at 100%productivity for 4 hrs.each(2x4=8).It could also he done by 8 people working at 50%productivity for 2 his.each.(8x50=4,4x2=8) . Once you know the total work hours per service or per item,it's simply a mailer of assigning the appropriate wage to the hours.Same 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 el other benefits paid by your organizallon(e.g.meth al,dental,retirement,etc.) .,- • .• - • After you've established the direct labor cost per time or per tern,you can extend the time frame to come up with the annual requirement.Ona 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 580.00 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 cast by 12(In this case you get 51733.33/month). . - - - OAS Form#12J Revision 10-03. ' . . Page 4 _ 'Direct Labor Sheet - , OVERHEAD .' Oregon Department'of Administrative Services Overhead Costs - Project Costing Worksheet • Pathway Enterpris City of Ashland Park Restroom&Trash Services 23-24 - 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). - • Percent of Total Cost Method:" • FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing finalproduct,orproviding aservice,acertain percentage of that dollar is 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 1. Enter Overhead as a Percent of Total.Costs ,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. 18.66%1 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 OR 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 item's to this particular project.'You can ` • • - use the Worksheet as a tool Of needed) • .. to identify your casts. - , • 2. Enter Allocated Overhead as a Dollar-Figure Sum I 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 OR "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 payroll report.Do not include hours which can be classified 3.Overhead as a Percent of Total Direct Labor Hours ' 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 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 57.7. r'I't%w':"-'1m • _ ,.' - Time required to complete contract "•t's'-'r.1:i75(409 . 0 • , • Total Assigned Overhead 11,57)=17..:72.",5; . • Worksheet • WORK AREA: • Total Annual Operations Use the area below to show how you arrived at the final figure, INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead' • • Management Salaries $ • - 29,120.00 AGENCY REVENUES=$12,534,045 ' Management Payroll Tax Expense $ . 5,256.00 AGENCY INDIRECT EXPENSES P 2,339,376 Management Medical Insurance $ 6,600.00 - OVERHEAD%=18.66% • • ' Management Pension Plan.Expense - , • • Sales&Administrative Salaries 5 561,845.00 •• • Sales&Administrative Payroll Tax Expense . $ 90,906.00 • '. , . Sales&Administrative Medical Insurance'. $ 136,791.00 Sales&Administrative Pension Plan Expense _). - . �— Office Rent. . . $ 148,678.00 $ 82,078.00 - . " ; Advertising and Public Education $ 52,038.00 Background Checks&Urinaysis ,. • . • Professional&Accounting/Audit Fees $ 109,128.00 _ •0 Training&Worker Safety 0 0 0 - . Insurance 0 „ . Telephone ' ' • . 1 Utilities • Property Taxes/Ucenses/Fees ' $ 31,566.00 $ 24,057.00 0 ' • • Dues&Subscriptions $ 14,962.00 $ 1,129.00 . Depreciation-office building $0 23,589.00 0 • Depreciation-office equipment _ _ _ _ $_ _ 56,308.00 " • 0 • • -� Repairs&Maintenance-office • , • . • 0 / 0 Cleaning and Maintenance . • Office Equipment Rental . , Office Supplies $ 21,283.00 $ 2,886.00 -1 , Postage&Freight. $ 1,651.00 ' Rehab 5 3,011.00 • Miscellaneous Expense • 0 Bad Debts 0 Vehicle Expenses "a - $ 65,322.00 3 168,563.00- 0 ' 0 Staff Expenses t-. ' -.:•a 5 47,769.00 ,. Professional Services - , $ 65,443.00 5 559,120,00 - TOTAL INDIRECT COSTS $k,1;368;949:00%',$=!938;,128:00: , • .• , CPI Factor ' 1,40% 0 1.40% ' . .. Total I,$ .e,.; _v', .,4;. .;<2339:376.08?.1' . • DAS Form J _ I 'Revision 10-03 - Page 5 I_ ', Overhead Computation Sheet, Delivery& Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. ' Project Costing Worksheet City of Ashland Park Restroom&Trash Services 23-24 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 r 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 2 $. u' w xe.xt $w mow. . 3 $&Z?a.frIM 4 5 6 $ Q ...,k.� ..iw,,...b-h1 4'u$Sa:«•i.- ti e:A' a„c. 7 I +f g a t 8 $ �: .x^ $ _ 9 10 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% Work Area DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet • ' • •• • • • • • • • . . AGREEMENT FOR.JANITORIAL aRVICES • • •PIWITIDtRf. pathW4013,texpris Inc. • • cITY ,py, H LAN 13 • PROVIDER'S CONTACT z Richard Simpson • 0 East Main Street ADDRESS: 1600 Sky ParkDrive,Suite No. 101 • Ashland,Oregon.97520 . .Medford,Oregon 975. 04 : Telephone: 541/488'-587 Fax: 541/488-6006 • PHONE: 541-073-2728: • EMAIL; rpspei©groail.Coro • . • . • % •;This.Goods and Services Agreement (hereinafter "Agreement") is sriterPdinto by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and Pathway Enterprises,.Inc., a domestic .business corporation Chereinafter"Provider"),for Janitorial Servidet. . • • PROVIDER'S ow,x0A,noNs . • • _ 11 Provide janitorial services for.City Fire Station. Parka Recreation'Facilities, and .,Pa..r.hs:Restrooms•and Trash Services as set forth in the "SUPPO11.:11NO 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 DOOM/LENTS,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 pods -and services defined and described in the • "SUPPM.TINGljOCUMENTS"shall hereinafter be collectively referred to as"Work." 12 Provider shall obtain and:maintain during.the terra of this Agreement and final acceptance of all Work received here-ander,a policy or policies of liability insurance including 00201004 general liability insurance with.a combined single lunit, or the equivalent, of not less than $2,000;000.(two • Million dollars)per Occurrence for Bodily Injury and Property Patnage. 12,1 Twin§ukance required in this Article shall include the following coverages: • • Comprehensive 'General or Commercial General Liability, inclUcling personal injury, • , contractual liability,and Products/CoMpleted.operations coverage,and • Automobile.Liability, • • • Workers' Compensation ' • : 122 Each policy of such shall be On an"Occurrence"and not a"olainisinade form,and shall: • • Name as additional insured "the City of Ashland, Oregon,Oregon, its officers, •agents and • • employees" with respect to claims arising out Of the pOivision, 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 pi:Angela insurance coverage • Provider shall supply art endorsement naming the City,its officers, employees and agents as additional insureds by the Effective Date of this Agreement;and Page I.of& Agreementbetween.the City of Asbiaticl and Pathway EAterprises, • • • • • ' . • • • • • Be evidenced'by a..certificate or certificates of such insurance approved by the City. 1.3 All subject employers working under this'Agree hent 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 byProvider. Provider agrees to comply with all applicable requirements of federal and..state civil rights. nd rehabilitations 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. 13 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. 1.6 .Living Wage.Requirements: If the amount of this Agreement is $22,310.46 or more, Provider is • required to comply with Chapter 3;12'of the Ashland Municipal Code by paying a living wage,as defined in that'chapter,to all employees performing Work under this Agreement and to any Subcontractor who • performs 50% or more of the Work under this Agreement. Provider is also tequired to post the notice attached hereto as Exhibit A"predominantly in areas where it will be seen by all employees. 2. CITY'S OBLIGATIONS 2.1 City shall pay Provider the sum per attached Oregon Forward Program Costing Workbooks as provided herein as full compensation for the Work;as specified in'the SUPPORTING DOCUMENTS. • 22 In no event shall Provider's total of all compensation and reimbursement under this.Agreement exceed the not to exceed'(NTE) amounts as follows without express, written approval'from the City official • whose signature appears below,or such official's successor in office. • • Per attached Oregon Forward Program-Costing Workbooks (Formerly.QRF Program) FY 2024 City Facilities $185;453.52' Fire Station#1 .8,73/66 Parks.Recreation.Facilities' 30,517.32 Parks Restrooms&.Trash Services • 222,52647 . Total Amount $447,229.77 2.3 Provider expressly acknowledges that no•other person has authority to order or authorize additional Work which would.cause this .maximum sunt 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. Page 2 of.8:.Agreemient'between the City of Ashland and.Pathway Enterprises,Inc. • • • • 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'hi its sole • discretion. • • • • 3 PrOVider is an independent dontradtor.and not an employee qr agent ofthe City forai*purPOSo. • . 33 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 tfieparties respecting the subject matter hereof It supersedes all prior agreements,negotiations,and representations between the parties, . . . whether written or oral. 35 Tins Agreement may be amended only by written instrument executed with the same formalities as this Agreement. 3:6 The following laws of the State of Oregon are hereby incorporated by reference into this Agreement • . ORS 2.79B.40,279B.230 and 279B.235. S . • • 3.7 This.Agreement shall be&veined by the laws of the State Of OregOnwithOut 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 exClusivejurisdictionis-in federal court, in which,case exclusive venue shall be in the district 00W for the.distriet.Of Oregon. Each party expressly waives any and all rights to maintain an aetibli under this Agreement In any other venue,and expressly contents that, upon motion of theother party, any case may be•dismissed or its venue • • transferred;as appropriate,so as to effectuate this choice of venue. S • • • \ • 3.8 Provider shall defend,save,hold harmless and indemnify the City.and its Officers,employees and agents frOmand 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 paitY to this Agreement shall hold the otherresponslble AA;datUagos•pi delay in performance caused by acts of God,strikes,lockouts,accidents,or other events beyond the control.ofthe 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 shell not affect the other provisions;but such unenforceable provision,shall be deemed; • . modified to the extent necessary tc.!render it enforceable,preserving to.the;fullest extent permitted the. • • intent of Provider and the City set forth in this Agreement. ' . • • 3.11 Deliveries will be P.O.B destination.Provider shall pay all transportation,and handling ohargesfor the. • ' • • GoodS.Provider is responsible and liable for loss or damage until fhral inspection and acceptance of the - Goods by the City. Provider remains liable for latent defects,fraud; and warranties312 . The City may inspect and test the GoOds. The City.may reject mon-COnfmning Goods and require Provider to correct them without charge or deliver theta at•a reduced pike, as negotiated: If Provider • ' does not cure any defects within a reasonable time, the.City may reject the Goods and cancel this • • • Page 3 of 8: Agreement between the City Of Aslitand and PathWayEnterprises, • • • •