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HomeMy WebLinkAbout2023-086 PO 20240052- Pathways Enterprises Inc. CITY RECORDE Purchase Order D Fla' i • Fiscal Year 2024 Page: 1 of 1 • mll;gtl,l�l ,,'„11st-1 C.'�r"f4"� 0.i.14auK l T' , a ,- - . B City of Ashland • \ '13���� M141V�iPM }1, j�Il�;ayfly°hl �i�'IGi jl,a. G 111.1. .!e 5_k ate'„.ur w xa�aln v,l1.sl,.,a!4�I a(F.G��IIP ti. d,? ,u ATM: Accounts Payable ' L20 E. Main g7eurch . Ashland, OR 97520 I 20240052 T Phone: 541/552-2010 • 0 Email: payable@ashland.or.us i . 1 - V S C/O Recreation Division(Grove E • PATHWAY ENTERPRISES INC H 1195 East Main Street N 1600 SKY PARK DR STE 101 • D MEDFORD, OR 97504 . P Ashland,41/ 97520 0 Email:ACCOUNTING@PATHWAY-INC.ORG ; : Phone: 541/488-534.0 T Fax:'541/488-5314 �w. g m,-9 a�^m r �.,,;pl-,,, p n rhm ,;_2 � ^1L� �'�I'T' s '.:,� x��y li, ,I!:i�.rll. .a -r ;�e!�t ,�,�,-s,;�r!��,al.,�,,,_v��'��asun5;r,n v,,;; �; oma m�, ltlf _ O _ i'1 $1�a,.14;1 q c,_ I",� r. - I I 1 11_1 l u h.,IP 11 I I l ra! _ u _ _ J.L:1,191 r'� !„ 'ih:. - a �', a ; � �; a tiuJ,.,II II 1!°��.t lF! 19. 0 a"�61 i', (e, �a� _�u q�i�'i�I7fI+�° w11�'I dl,(�II � L1 If��Illlii,l9 I I'illlil-1�1.�@II � '�r�,�� _ eJ,_�I i �I�I��!'Ilty�',i�'��H��4 h�iti�ilf �m.�.,�, ��..,., ,n�mv :. CNFn „ _ m..A'i.I� �- ,.,. +� I ' 1 III . ..:, 'i' , i .111. „ t''i 9 f�� �_i � ,. ��, (541)488-1536 Rachel Dials g itD a 9 ll ,V_ 1” , ' fir' ' -r ' , � I!; I Irr 1"1, .,o-;i i� l 4 '• ! u�l e a �'{ ,��� 1ti a o o !3 i 3 E d -a a ! I ,! 1 Ila. 41 f 1;I L a fi ally rI � d it I�l�x=,CI .5 s'Cfi F:� "�= .I •� � A`,�,�q._ 1.�t. i I rl!!,�i I. � .,,� , l'f �, .P I���'���Q�I � �nilili. 08/03/2023 bb 509 FOB ASHLAND OR Ci Accounts Payable gg� !�f JYifiilll;,'.A1:,',.�'1 ;:,LAr!irlli{, ril. ;I.�I!'.6 '1'. i, 0. r. ny ' ''0,rl,ie.ii Ili ',. I':6,1i+.-!r d�J 1yt Ila ain CI L 7'1 .N I.i ti I I. ,�:h p 'ittp�{:t^qi�,�;' �4`� L.4 I+;J;� I ,! i .d ,l:.I - �,.. .� ; 1R.'.l�1 ,1 '' 9 :°47'5.71',:o Ulll,l I,li..ni...,i;�l. �i1.�1'I' ll!�'IP, „u!ru,,�,�m116Llllill4a Ril�lu�l� i 1F. �I 41 1�s ,..p.il,Ii�,R��l, .�F ,��tl!�d�61�'a�lilU • Parks Recreational Facilities I . 1. Janitorial Services 12.0 MO. $2,543.11 $30,517.32 Parks Recreation Facilities ' Approved by the City Council June•20, 2023 , . Agreement for Janitorial Services 1 Term: July-1, 2023 to'June 30, 2024 • . Project Account ************:,**GL SUMMARY-f,************** , • I 128625-604100. $30,517.32.j' :I • • •I IIli1,IT ''°411111!1 !I III III!�j11rd� !ISI! • t i1 i X11 uV IIII �It114 d�I v�(IIII�i�� I�If..p,4 11�,Iill��a1i11111ilf1iiA:',11 �Il�111 111,;!I!�I�;III'I1;�III1111! IFI I1rl�IIl l �:i 15 J 111111k !'G 4� B Date: U bil,li,,1,01011,1 1lIik1 •I , CORM #3. � CITY O F 3 •��, e �a ASH LAN D A request for 1 "i.tt�chase . REQUISITION! Date of request: ;:;06/0612022 ,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 ( i SOURCING METHOD ❑ Exempt from Competitive Bidding 0 Invitation to Bid ❑ .Emergency • O Reason for exemption: Date approved by Council: 0 Form#13,Written findings and Authorization O AMC 2.50 •_(Attach copy of council communication) 0 Written quote or proposal attached • . ❑ Written quote or proposal attached _ (If council approval required,attach copy of CC) O Small Procurement 0 Request for Proposal Cooperative Procurement • Not exceeding 55,000 • Date approved by Council: IC State of Oregon • 0 Direct Award _(Attach copy of council communication) Contract# QRF ❑ Verbal/Written bid(s)or proposal(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 0 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 Intergovernmental Agreement ❑ (3)Written bids&solicitation attached 0.Form#4,Personal Services$5K to$751( Agency PERSONAL SERVICES • Date approved by Condi: ❑ Annual cost to City does not exceed$25,000. Greater than$5,000 and less than$75,000 Valid until: (Date) Agreement approved by Legal and approved/sighed by O Less than$35,000,by direct appointment.• 0 Special Procurement City Administrator.AMC 2,50.070(4) O (3)Written proposals&solicitation attached 0 Form#9,Request for Approval 0 Annual cost to City exceeds$25,000,Council . ❑ Form#4,Personal Services$5K to$75K 0 Written quote or proposal attached approval required.(Attach copy of council communication) . Date approved by Council: • Valid until:_ .(Date) Description of SERVICES' I• .;r-;aq;e,N�:*=_";.i.�T �ALCOST:���:�.: s«.;.',��:> ;; Pathways Custodial Services for Recreation Facilities malti, -._-- _ ,?x- ; . Item# Quantity. Unit Description of MATERIALS Unit Price Total Cost ❑ Per attached quote/proposal 'TOTAL"COST=: Project Number _ _ Account Number 1 2 a 6 2 s.-.6 0'4 1 0 0 _ --r..r,_,. l � � Account Number Account Number • , ' , • *Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. 17'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. • • Employee: _ {l�e_;--t Department Head: 11 `^-{,_ / . � , ••qualtoorgre• •rthan$5,000) Department Manager/Supervisor: City Manager: :16, `_" ,, 1�n+� (Greater the •3510 ) Funds appropriated for current fiscal year ® NO P `� N 0..i Finance Direc or-(Equal to or'roe rthan$5,000) Date v j C • Comments: • Form#3-Requisition • • • . 1 n , ®;®, Council Business Meeting June 20,2023 1' fix,tf a;',tit =t Contract award to Pathway Enterprises,Inc. (OregonForward - Formerly QRF. ,Agenda,ll{teJJm'r�{J Program) for Janitorial Services I l\ Y,},..I �.S'!.t Mei._.Y�..., • q ,, • c,r ,F,, Michael Morrison • Operations Deputy Director • ` `t °0 ;Fram � f A° Ralph Sartain • Fire Chief °r 4=,!,',4•,1,74,";s ,w-,�+; Rachel Dials Interim Parks Director r,�; A.A., As" ,1 michael.morrison@ashland.or.us 541-552-2325' , f, s. t«'S's al41)1,' - - C • ontact, ,.:.4,,p,•ar ' •ralph.sartainaashland.or.us 541-552-2229 • l 14! `,`, ' rachet@dials@ashland.or.us 541-552-2260 ;ltegnTyped _ , I Requested by Council ❑ Update 0 Request for Approval ® Presentation 0 SUMMARY • • • 1 . This request is•'seeking approval to award a public contract to Pathway Enterprises,Inc.to provide janitorial services for City Facilities;Fire Station#1,Parks Recreation Facilities,and Parks Restrooms and Trash Services. Pathway Enterprises,Inc.is a local qualifiied.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 • • ' I • • BACKGROUND AND ADDITIONAL INFORMATION . .I - . • The following information;along with guidelines,procurement contractor lists and laws governing the ' Oregon Forward Program can be found online at: 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 physical,mental,and developmental disabilities.Through a network of qualified 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 rives 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. (1)(a)Except as provided in paragraph,(b) of thissubsection 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 Servicesestablished 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 1of2 . -- „5,' .. - 0 �i, • wag Council Business Meeting • FISCAL IMPACTS Funds are budgeted each fiscal year for janitorial services. Janitorial Services FY 2024 COA,Li nngT�v/age� ) r 1 tnr t *Z i :n xx)3i{31f ri 1 dry''i e4hf)$1Y'12f' 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 ' . • • • • • • Page2of2 . WA , . . ISM i wa Communication - Teamw•oik ' Professionalism . Opp'ortuui).. Enterprises, Inc. , Office: (541)973-2728 Far:(541)973-2729 Property Service License#40205 CCB License#218417 May 9, 2023 Rachel Dials . ' Recreation Superintendent , City of Ashland , 340 S. Pioneer Street • ' • Ashland, OR 97520 Dear Ms. Dials, • Pathway Enterprises is requesting a pricing adjustment foi.services for the City of Ashland Parks Department. The reason for the changes are as follows: • Incorporation of the updated Living Wage for the City of Ashland at$18.12 per hour. Supervisory wages were calculated at.1.3 times that of a worker.. This resulted in a - supervisory rate of$24.10 per hour.. 1 • July 1, 2023 rates for special projects workers will be $22.00 per hour. • Updates were incorporated for supply costs,"overhead expenses, and fringe expenses. In total we are requesting$30,517:32 annually. I have attached the State Costing Workbooks and minimum cleaning standards. • The monthly breakdown of costs are as follows: � I I ' Annual 2023-2024 Monthly Price #Weekly Services Nature Center 634.44 . 1 The Grove .553.89 1 . Senior Center 1,354.78 . .- . • 5. ..I Total . $2,543.11 S I appreciate your consideration and look forward to another year serving the City of Ashland t Parks Department. Sincerely, 1 . • 1 � ' I Richard Simpson , Commercial-Contracts-Director S Pathway Enterprises, Inc. 1600 Sky Park Drive Suite No..101 Medford.OR.97504 www.pathway-iuc_oig iufogpathway-iuc.org . Costing Workbook For Janitorial & Grounds ;Maintenance • Contracts Under the Qualified Rehabilitation Facilities Program • Yk kfi>I � !v a-.;e� _ •,. ;� s t�r� �;F � x n r t,j 'LE f '�, � ,,iY i'•i. I r1T 91 !! ,G'r,' i Y�'e�xr�t"+�yw�y %;,•,;-;44.7VIP-4,15 "011-,•.1 albl yy fsu :' t net , '.a � , 'C �'' a' !, o�j;~ ''rt _ • ` � ,11 9 I rI ft l i �1 ° V `� . h 3 °�, : 1 ;la � • VOA 9srnl { > 4r 9 '" 1 +t2 N zr,_I.. a�i 1 t i d 1i •, .�{ xs .SG k I r' 1.z.F. ,a 4fi .o.a_ 1 n{ao ate rowc5 yaa�sam. m - --:. \\/870 I' Oregon State Department of Administrative Services Procurement, Fleet, and SurplusIServices• 1225 Ferry Street SE, U140 Salem, Oregon 973011 - • (503)378-4642 `• • • • • • • 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 input to this sheet will beto 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. • J QRF Name Pathway;Enterprises,.lnc,:w,';',;z.a,��� Project City:ofAshland,Nature Center Jahitoria1,23-24 „„ .' ,., • Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $.,, •;.a_';,`: •- •517.44 Equipment,Tools&Subcontracting (from small equipment worksheet) $<_ = ;:246.44 ' Subtotal 1 .$, 763.88_ Labor Direct Labor (from labor daily worksheet) $ ;.;r- i; '„,4,971.96• • Overhead See Overhead Worksheet ` • $ Delivery . Transportation • (from Trans&Reserve worksheet) • Total Before Margin :;$ ; "•'.';;,7;156.48 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) !$ 'ti.,:; 456.80 Total Bid Yearly •$:; = +7,613.28 Monthly ,:$• :. .... .,,634.44 Work Area •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 Nature Center Janitorial 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 usuallyreflect Supplies or Raw Materials.In the case of a Service Contract this will likely include not only supplies requiredtoperform 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 br scouring pads Per Use/Per Item Manufactured-Supplies • • Item - Unit Units Needed . Monthly Annual • Price Per Month Cost Cost 1 Arsenal#10 Top Clean • $ 1.02 5.0000 :$,_=TI`" ... -,5:;100000• $ ,:: •,.;:;•':,',...-I,61.20= 2 Arsenal#2 Window Clean • $ 0.91 1.0000 $.' _. ".0.910000.. .$' •' '..10:92' 3 Arsenal#5 Restroom,Cl.eaner $ 1.32 1.0000 $ ; ._4W..I1'"'320000+ $...;ry;, .._' _::1.5:84'• 4 Arsenal#6 Vindicator $ 0.86: .2.0000 $. r .:;:1.720000 $... :. .a 7 -20.64•:. 5 Barkeepers Friend Liquid $ 5.92 1.0000 •$I.y= ' '. °"5:920000 $.4..'; 71.04 6 Barkeepers Friend.Stainless Steel Polish $ 5.92 0.1250 $_.: t, x0.740000. $ x::.2." 2.1. 8 88' ` 7 Barkeepers Friend Toilet Bowl Cleaner $ - 2.98 $ `" . J I':.= $............•.. . ' • 8 Wenco Aero Glass•Cleaner I $ 3.45 0.2500 $:.`..t .. 0 862500 5 ..10.35: 9 Ziz-O Paste' $ 5.82 0.2500 $ :.i;:`Y 1`:455000' $ _.___ :i.: -1..--T-1:j1.17.46; 10 Angler Broom $ 5.90 0.0833 $.N .�._ _r-0:49:1'667'.;$:.... '....... 5.`90', • 11 Cleaning Terry Cloth Rag $ 0.49 3.0000 '.$s =_• 1:462500 $ =:.`.. _.. 17:55" ' • • 12 Dust Mop 36"Frame $ 10.48 $;:,•: - =. - •$ .. ' s - 13 Dust Mop Handle $ 8.29 $ -= _ «:.. :-.` $ -. � 14 Dust Mop Head 36" $ 16.47 $ m= .....i $ } 15 Dust Pan $ • 9.60 0.16675 ;, ;a."•.1.600000 ,$,w 19.20 16 Easy Adapter hose • $ .27.76 ,$ rt _>.,:.. .` ':',.:l,,. $ ,:1.,a .ii;' s 17 High Rise Duster $ 9.08 0.0833 $-. _x-...:,.:0.756667.1'$'.:^Ms_ F 19.08 18 Melamine Erasing Sponge(24) • $ 26.70 0.0417 $' . .i-. 1.1:12500 $ ' - 13':35•- ' 19 Pro Guard Nitrile Gloves(400) $ 42.50 0.0833 : .,.,.....' 3°541'667. .$.....'.. '.• ;;!,=;-''42:50' 20 Scour Sponge White(Case) $ 38.40 0.0278 $,<:':. -. '.'•1''066667 $`.N..;: , . L'...:;2',.;:,1712:80', 21 Toilet Brush $ 1.87 0.0833 $ .• :::0.1'55833 $ :l..H�. ":..' -:':1.87 22 Trigger Sprayer w/Bottle. $ 2.40 0.2500 $:t . 0'.600000 $ ',._ :7.20 . 23 Unger Micro Washer Sleeve $ 1.95 $r f >:=% $ :aw= -;;::::-.;'..:J.66 . 24 Mop Head $ 3.83 '0.1667 5,' .::��0.638333 $1 w _:n �7.6• 6H • 25 Mopster W Fluid Resevoir ' $ 50.33 $:.. ••-$.. ''• ',. '26 60"Handle $ 8.755.. ,.. _.. _ < $s4! ,, ,_ 27 Sensor Bags(10 Pack) $ • 28.51 •'0.0278 $•:: .•'0`791.94444..;'.'..:.:;1:-.1-4;',..1-1;:..1',2-.7,;-‘•,.9.50' 28 Brute Caddy Bag , • $ 59.35 $1c . . , '... $�W:;: -`--'y • 29 Ninja T Bar $ 21.27 $_.' x " $. =,x . , 30 Chewing Gum Remover $ • 7.42 0.2500 .5'F. . .', '1855000 $ 1":n 3•':' 22.26 31 Deep Six Defoamer ' $ 12.11 0.0278 $_'. 47: 1'.n 0 336389 $..... _I .4:04'• •, ' 32 Take Down Fresh and Clean $• 20.53I$ti` .4.:.- : , 4$.k ', W.';:::,,:-",:'.:-.;:;-::,::-.:•- 33 Timesaver Floor Finish , - $ 26.62 0.1667 $' - :4:436667 $ :i..,'.'-'7.",.''7,-.`: ":": x'53.24 34 Heavy Duty Stripper. $ 18.45 ' 0,0833 6$ "=' •::'.',1."537500". $-. ;'- •18.45 35 Arsenal Nuetralizer Packs $ 0.45' 0.5000 $, s, 0:225000' $ ;.: ' . 2.70- 36 Folex Carpet Spotter $ • 16.25 0.0833 $;,, =1i354.1674'1....$`,...':, :... 16:25 • 37 Easy Shine Reusable Pouches $ 10.61 0.0833 ':$ .'i.... 7.,:.0c8841'67."..$._ . " ill 0.61; 38 20"Black Strip Pads $ • 6.00 0.2500 $r .i.:::.1:500000 $ ..2. :::18.00; 39 20"Brown Strip Pads $ 6.00 $ _'._ .. :.: , '.;- 40 20"Red Polish Pads $ 5.59 '.$;. ,, I_;w•' ;,_'-L'. _$-2-• __ .. _ 41 20"White.Polish Pads $ ' 4.26 $'` ._ ' .;;,_: , $ _,:• ..-_",., _..__... 42 Doodle Bug Pad $ 2.26 , 0.3300 '1r'::`.. .. '0-745800 ,2-.. s.::'�` :8.95: • 43 Doodle Scrub Grout Pad $ 24.73 $2:1: L , lr .-.;.2,, •+$M: . 44 3m Square Scrub Turf Pad $ 43.22 $•:+v .. .1: 2x2. ., . $�,f, 45 Square Scrub SPP Pad , $ 11.75x $ ,.�, . .wZsax', , :. $. ,r.,w.,. - ' 46 Square Scrub Black Pad $ 13.19 $.� .'". 04:' _ .::•Z:';:i:;:n-• -;;::::-.;'..:J.6'$ .a� %ut...aii ,..:+s '$E': 48 "$:2`:r _tom i, ,T,• ,-. u$f.,a,.` __.. 50 • •'$; _11,. " r 1; .-. $•.a ._ - ' . Total 41-117,-;..I.'- i';-:,-2.1311,19967,'I:s'- .- '3: .. • ...,: 517.44 • . • Areas in green:are'formu_la`Oriven _, , 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. . The following Equipment&Tools are examples which may be required to do the job: - ;SUBCONTRACTORS - Cost per . Burnishing/Floor machines Carpet extractors 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 : '$ S' 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. t$;;:,..':::::: ,-, x- • ' • . $ r$r. >t ISM-•••': ;::1 . , , • :$'' vi_- "" • 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 Brute Rubbermaid Can/Dolly .$100.72 36 _4,.::, 12_,"'.^,- +•33%i$ :,".:"----:_;-_,533:5V 100%1$7-;33.571 1 is' 33.57., - - 2 SensorXP15 Upright Vacuum $ 561.88 ' 36 112' .1-':.-:"",!----.--,:33%1$l'_!---;5187-.291= 100%1$4187:29, 1 $• :487:29. . 3 Pro Team Back Pack Vacuum $ 428.00 36 - }12 1=- '33%,$":,•t=744142.67.!, 100%•$:A142.67 ;$"- . ` - - 4lCordiess Backpack $ 1;215.00 36 12. 'a:. .33%t$ 2-._;405:00 - 100%:'$-.1.(405.001 t$' _.'"_` ' 5 Wave Break Down Press Combo Mc $ 76.72 36 --2.. -•--..--17!;r.r;.„. 33%7.$;"7;,!;,!"--,..l25:57; 100%i$',--.?,25:57l 1 3$i ;25.57b 6 BufferShroud $ 475.00 24 12•r.', .;50%!$ .,,1237.50^ 100%t$:4237.50. 's$ 7 Easy Shine Applicator Kit $ 376A8 12 127 r```-400%l$::::-";!;"'O.376:48:: 100% $:,376:481 5t *..fs , V 8 Hass 700 $ 2,590.00 60 _,121 L.. )20% 4_w4u518.002 100% ,$:w,51a.00: $'-;.;:,-..:ri".::::,,r,,:;-!0,---7. :t, 9 CRB Pro 45- $ 2,738.00 60 r--2.--Z,-)12'.l:.-!'Z-";,',5:::''^"r20%i5":,.:1,-,5547‘60 100%;$;!:547:60t a$' ` t --.' , 10 Square Scrub - $ 4,500.00 - ; _60 '_ 12 ..-320% $ _:x".900.00 100%.$'400.004 ;$ , • - 11 Buffer 20"w/tank $ 2,400.00 60 t '12. .,_ ^S20%t$-:-`1f2-A80:00; 100%;$;;480.00. :!$;:i."7.,:^---:_ :5. - 12 Wet/Dry /ac $ 1,250.00 36 - .12,'..!"!"---- :1:"-:"..l 33%t$!..-7-5 /416:67,i 100%.$x;416:67: i$ -.r ' 13 Cadet Carpet-Extractor $ '2,831.94 ' 60 12. .,20%'S _-:4566:39;' 100%'$'=1566.39, ;$ 14 Doodle Scrub $ 898.00 36 12; ", -3, -,33%-$`".4'299.33= 100%,$,:'299.33: .:$:: 15 SC351 Auto Scrubber $ 2,812.00 . 60 . :12; • - r•20% $.:-`,562:40': 100%+$:;562.401 - t$ '_: _ 16 Karcher BD 38/12 Auto Scrubber $ 3,800.00 60 ; _ 12 -;20%^$ "=x760.00+ 100% '$;:;760.00; 1$- 17 T-300 Auto Scrubber 87,514.00 60 : . '121'". : '20%,$ '1;502.80= 100% %$1;502.80: • :$ ;"""" • 18 Nautilus Extractor - $3,928.00 60 ,- '12' ".s 120%i$!."' '-'785.60 100%•$`.'•785.60 ;$' -. . 19 Trailer Mounted Pressure Washer $15,297.00 84 •""..12: }. 44%=5_--`2;185.29 100%:$2;185.292 ' 20 Cold Water Pressure Washer $866.00 • 60 12 " ^ ,420% $._ -173.20' 100% .$-"x173:20: >$i :_ ' 21 Carbon Fiber Water Fed Pole $4,336.76 i 60 ..- ;.12• ,";. '20%u $.':`� ° 867.35t 100% '$.:867.35;, :$ 22 12 • 23 ;12': 24 12 ^:S 25 12! - ; . Total :$:: '-::, °'- ,246.44' - . 'Areas,irtvgrOdn,_are formula Overt_ _ iv:-.„••••I - Useful LIfe of Assets=What is the estimated useful life of the equipment in months - ' - • Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. o V V . ' - Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation.. - Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs • associated with this project.(note:100%would be an item used only for this contract) . Projected.Unit Cost=Calculated by multiplying the unit cost per year times the project use. ' #of Units=Multiply by units needed to complete the contract/service. - . Annual Cost=Computed by project unit cost times the number of units. . • • Work Area V • DASForm#12J • Ravictnn 1 n_nn • Page 3 - _ - V 'Eauioment Tools - LABOR - Oregon Department of Administrative Services • Direct Labor ` Project Costing Worksheet ' Pathway Enterprises,Inc. . - City of Ashland Nature Center Janitorial 23-24 . • Worker Work •Hourly %Pro- Sub-. FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times AnnuallTotal Annual Hours • Description Hours Rate ductivity Total • Total2 comp% Total 3' meet% Total4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor - .Labor .. - 1 Janitor Weekly 2.00 $18.12 100% $ 36.24_ 0.0765 $ 2.77 2.69% $ 0.97 0.43% $ 0.16_ 29.11% $ 10.55 5 50.69 52 $ 2,636.07 104.0 2 Janitor Monthly - 0.50 $18.12 100% 5 9.06 0.0765 $ 0.69 2.69% S 0.24 0.43% S 0.04 29.11% 5 2.64 5 12.67 - 12 $ 152.08 6.0 3 Carpet .6.00 $22.00 100% S 132.00 0.0765 $ .10.10. 2.69% $ 3.55 0.43% 5 0.57 29.11% 5 '38.43 $ 184.65 2 $ 369.29 12.0 4 Hard Floors 1.00 $22.00 100% 5 22.00 0.0765 S -1.68 2.69% $ -0.59 0.43% 5 0.10 29.11% $ 6.40 5 30.77 2 $. 61.55 2.0 ' 5 Supervisor 1.00 5 24.10 100% S-24.10 0.0765 5--.-1.84 2.69% $ 0.65 0.43% S. .0.10 29.11% $ 7.02 S 33.71 52 $ 1,752,98 52.0 5 S _ $ .- S r'--,.. 0.0. 7 . 8 S. -- S S - . $ - 5 - 5 ' - S •' -- 0.0 9 S - S $ - $ $ - S - 5 - 0.0 10 • . S - S - $ - S - S - S .- • S - 0.0 • 11 S - S - $ - 5. - S - S - S - 0.0 .12 S - S - $ - S - 5 - 5 - 5- - - 0.0 13 - 5...,.._ $..- 5 ._ $.,. _ $ ,_-_ $ - $ - 0.0 14 5 - 5 - $ - - S - $ - .5 . - S 15 S,•:::_.: . 5 - 5 - $ • _ 5 5 - 5 _ 0.0 16_ 5....:_,•, $ - $ - $ - - 5 - 5 _ S.. - 0.0 17 - S, 5...., -- 5 - S - 5 - S. - 5 - 0.0 18 - $,cr_- $ - $ - $ - S _ - S- - 0.0 • • - 19 - - S -, :5. 5..,:=:v: 8.. S - S - - 5. - 0.0 - .PO - 5 .:: 5. d- Sr $ 21 .. $ 5"> $, S: .-. 5 _ , 5 - $" , - .. .0.0 22 S .7.'-,-±�. :5•-- --.c ..•_, • 23 5 $,,.:-r 5 5 -• 5.,.._:e.._ $ - S _. - ..:..,g-p 25 .. S -. . .5:, $,.,,_,-._, - 5_•', _ $ ., - 5 - 5 :>,..:, - 0.0 " 26 • 5',-,L-7.„' St. _5-:-:;_,c s,-- -..,•. S 5.., SC ,.,:.. - -0.0 - 27 ,5. " - 5,. - 28 S „ $sa 5a2_-;,.,a. 29 $ -: .5., ., 5 5 _ ...,..x.:,0.0 30 $•,. .S_ _•: S.•'--.>;.. 5.'--,.- t`. . S_ . S ,- - . ' $ ...-3,-.. ....:0,0 - • Total 5 -312.50Total 5 f 1 4,971.96 176.0 - • • Areas In green are formula,driven a s'" ' List"Other Benefits"Provided . Work Hours Breakdown total work hours'(see Overview)into hours or partial hours required per time or per item. - PTO/LEAVE _ ,.11.92% --- - Subtotal l=Computed by multiplying hours In work-hours by hourly rate(prevailing wage if.required)and then multiply by%productivity. Health Insurance 15.00% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Disabllily 0.80% - Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. 401 K_. _. 1.38% Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. .___ - - _ _- - Other Benefits%=Inpul'in this column if you calculate Other Benefits by a percentage. Subtotal 6=This column may be a combination of both Other Benefits%and Other Benefits Monthly S. • - 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 Oat dollar amount per monlh.Adjust amount to reflect 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,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 hlslher 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 projecL The first and perhaps most critical step is to Identify the walk 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 complied Into a Per-Time or Per-Item direct labor cost estimate.For example,Ina custodial contract,'6rst breakdown the work requirements Into component tasks such as,loading and unloading equipment,emptying trash . and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,elm(be sure to account for lime behveen Jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents the total number allows 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 10D%productivity for 4 hrs,each(2x4=8).It could also be done by 8 people working 01513%productivity for 2 hrs.each.(8x.50=4,4x2=8) - ' • Once you know the total work hours per service or per hem,ti'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 contra=il 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 lime or per hem,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$80.00 per time,required 5days 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(n this case you gel$1733.33Imonlh). DAS 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 Nature Center Janitorial 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 a final product,or providing a service,a certain percentage of that dollar is required far overhead.To calculate the overhead • . 4 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 items to this particular project.You can • use the Worksheet as a tool(if needed) • to identify your costs. / 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. • - . . Une 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 end 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 Ia 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 :$=::z`:^'*t":'=':" ' Time required to complete contract 1,,,"--M-1—.7-'",r,176 • ' I •Total Assigned Overhead ' ' • Worksheet • • • WORKAREA: . . • 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 • S 5,256.00 AGENCY INDIRECT EXPENSES=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 5 136,791.00 • , Sales&Administrative Pension Plan Expense . Office Rent $ 146,676.00 $ 82,078.00 . ' • Advertising and Public Education $ 52,038.00 . . ' • Background Checks&Urinalysis , . . . . Professional&Accounting/Audit Fees $ 109,128.00 - . . • Training&Worker Safety . • . • • Insurance ' Telephone , , . • • Utilities . Property Taxes/Licenses/Fees $ 31,566.00 $ 24,057.00 .•. ' • Dues&Subscriptions . $ ' 14,962.00 S 1,129.00 ' t • •. • • Depredation-office building •5 23,569.00 . • • Depreciation-office •equipment . S 56,308.00 •, Repairs&Maintenance-office • - . Cleaning and Maintenance Office Equipment Rental ' Office Supplies - S 21,283.00 $ 2,886.00 • ,_ • Postage&Freight 5 1,651.00 . • Rehab $ 3,011.00 - Miscellaneous Expense - Bad Debts • Vehicle Expenses •- . $ 65,322.00 S 168,563.00 Staff Expenses - 5 47,769.00 • . ' • Professional Services :-• 5 65,443.00 5 • 559,120.00 • ' . • TOTAL INDIRECT COSTS :;$31,368,949.00':'$:c•.--938,128:00: 0 , CPI Factor 1.40% . 1.40% I •• - • Total IF.$s-ce_.,,f... .y-.-..r-.:,:r2,339,376.08:-� • DAS Form#12 J Revision 10-03 Page 5 , • . Overhead Computation Sheet ' l • Delivery& Reserve Oregon Department of Administrative,Services Pathway Enterprises, Inc. . Project Costing Worksheet City of Ashland Nature Center Janitorial 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 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 • 4 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 • 1 I Costing Workbook For Janitorial & Grounds 'Maintenance Contracts Under the Qualified Rehabilitation Facilities Program l I . Y �k.} 4'44' Y �F14". Ii � 1,,,.,1 14 ' Y1 'e ,' liP '4:1k3t4 F' r r f ply i w d' }8a. ,s,..:,'-= _ r 4°`g,err v L.''` ( tti in Y^;k�� i r` „'1, � grS, lKpp t `"• s r H• ar i",':-:',.......: TSI Rl`T F 4 ,5� t 'Y fJ i� II altI .Il r}k•r....V111 *11 ,Ir. li4 � II 111ihIin11l c te, k _... aL Yllit 'j�nl.'.lM !!ti ri t4QF R! Y " tr ,r x.*E t. O F 1 cyrrl=`!% % Oregon State Department of Administrative Services Procurement, Fleet,and Surplus Services 1225 Ferry Street SE, U140 • Salem, Oregon 97301 (503)378-4642 r , F 1 • / • • SUMMARY OF ANNUAL COSTS 4 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 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.' • • , I QRF Name Pathway nterpns'es, lnc r w r ,,Et i ;X: • Project City of Ashlandrfacilty The_Grove Janitorial.2324 k- . Executive Director Signature: , Raw Materials , Per Time Use-Supplies (from supplies worksheet) $ ,;,, r k' , .:,.:;;;950.48 - . Equipment,Tools&Subcontracting •(from small equipment worksheet) Subtotal .$ x':" 1;196.92 • Labor • Direct Labor (from labor daily. worksheet) Overhead See Overhead Worksheet , - 4 $ ,•.- ;1;240.27 . Delivery • Transportation (from Trans&Reserve worksheet) $ ; °,- ;a-_• - • Total Before Margin ,$._,,•, ..-- z, *x,!1::6;247.90 • • Reserve • . Margin Held in Reserve .(from.Trans&Reserve worksheet) • $ *...; .r :.e398.80 .- Total Bid Yearly $ 6,646.70 Monthly $ --_ ._} 553:89 Work Area • ••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 facilty The Grove Janitorial 23-24 ii Raw Materials: k' This category is often spelled out in the Request for Offer(RFO).Language such as"Items to be provided by Contractor"will usuallyreflect Supplies or Raw Materials.In the case of a Service Contract this will likely include not only supplies requiredtoperform 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 r Per Use/Per Item Manufactured-Supplies Item Unit Units Needed Monthly Annual i' Price Per Month Cost i Cost 1 Arsenal#10 Top Clean $ 1.02 6.0000 .$5:Z.Z' d`x''.6::120000,a$ t,> :;* Vil. ._- ,7344` 2 Arsenal#2 Window Clean $ 0.91 1.0000 f$. ,„.v...itZ.0.910000 $'„fie: ` ;X,-r,10.92" 3 Arsenal#5 Restroom Cleaner $ 1.32 1.0000 $MEs.."MRWEIt320000 V,$ ,._, _m aw15.841' 4 Arsenal#6 Vindicator $ •0.86 2.0000 5. .gM•V t 1.7,20000 $M,,;;M:,' ,;20.64:: 5 Barkeepers Friend Liquid $ 5.92 0.5000 .$i.=p Wii2960000 $ <,,g35:521 6 Barkeepers Friend Stainless Steel Polish $ 5.92 '$ '."-.k, .'3s_: . ,-,M; : $iii' 'v :..V a . . ,<£' 7 Barkeepers Friend Toilet Bowl Cleaner $ 2.98 • $. ''Taa..,d-r tO 'Yte, a TIZ t _ .- -a 8 Wenco Aero Glass Cleaner $ 3.45 0.5000 $`_ : &71`v..ht1 725O00 .$MAF._ • 20.70' . 9 Ziz-O Paste $ 5.82 . 0.2500 $F =m V •1:455000 s$'zW;, .1_ 17.46}- ' 10 Angler Broom $ •5.90 0.1667 ;$im.Y_. ;. X0:983530;I$+ x wX1.180W • 11 Cleaning Terry Cloth Rag $ 0.49 5.0000 >$ iir +2.437500 $g.,t 4S. < =.2925:'. 12 Dust•Mop 36"Frame $ 10.48 0.0833 ,$ ` _}.0.872984 t$ >„_ :,.w 1,1=0.48. 13 Dust Mop Handle $ 8.29 0.0833 $ V,:x0:6905574..$..,. i ,, =w" X8.291: 14 Dust Mop Head 36" $ '16.47 - 0.2500 I$.;Y r_.s?4 11,7500x ,I$5.y.,,<.r 01>449.41.. 15 Dust Pan $ 9.60 0.1677 $ 1.J,7&:,1.609920. $_: 1 ' , a n7,19.32° . 16 Easy Adapter hose $ 27.76 '$ " $ 1. w 17 High-Rise Duster $ • 9.08 . 0.1667 ,5 =ma= 1:513636#.$._..: r,. sv 18.16'•_ 18 Melamine Erasing Sponge(24) $ 26.70 0.0833 '$4 . ;z ,.V 2224.1=10 ,$ ., ' ur,:;'*.26.69w 19 Pro Guard Nitrile Gloves(400) . $. 42.50 0.0833 !$ `. 3 541`667 {$r kms'° ' :-.. 42:50' 20 Scour Sponge White.(Case) , $ 38.40 0.0417 $ '>k" 1,711. 1.600000 'i$::E``I- 1 =19:207. 21 Toilet Brush $ , 1.87 0.2500 '$. t-Ii7�. 0.4675001 I$ ;tFY `i 5,xali-,1::-.1"5.613 22 TriggerSprayerw/Bottle $ 2.40 0.5000 $V71,r .... 1.200000 °$ 0 ¢ .., . '` 1;4:40` 23 Unger Micro Washer Sleeve . $ 1.95 0.2500 x$, . .-.r.�.r ..M0.49' $ .W .,_.iV .5:85:. 24 Mop Head ' . $ 3.83 • 0.2500 $ n10:957500` '$_.Nr: ,�'.. 11-.49=; • . 25 Mopster W Fluid Resevoir • $ 50.33 A5 .; t 4 . 7=: . 26 60"Handle $ 8.75 n$a' M 1_uu ,, .417.2 $WV,. r$ i,, Z4. .. 27 Sensor Bags(10 Pack) $ • 28.51 0.1667 $.a - S.,,Z=- 4751667a r$ . .., ..,t ,457.02, 28 Brute Caddy Bag V • $ 59.35 0.0833 .$ ac ...."..=w4 94'5833 $'' cr ..,.,r. ! I 59'.35` 29 Ninja T Bar $ 21.27 0.0833 $`; ,,,mss,#1.772500. $...,Rif.a,,,,1. 21`27s 30 Chewing Gum Remover $ 7.42 $ $ 31 Deep Six Defoamer $ 12.11 0.0833 .$.#z _„x,',,.''.1 008763 $z,.> Wz;;Q.a.x.,12.1:1 32 Take Down Fresh and Clean $ . 20.53 0.1667 1.5ga`�, V_.M.,,,L3.421'6675 $_ ;'` wmNi ,; , 41.06` 33 Timesaver Floor Finish $ 26.62 0.3333 $1,= 'u_ <Y V 8'873245 $..S i,4•0< i,:106 48; 34 Heavy Duty Stripper . $ 18.45 , 0.1677 $ :y'= ,17 3 094065t, .$ '" ` ,r . ''37..'13' 35 Arsenal Nuetralizer Packs $ 0.45 1.0000 $. i"t ::' 70'450000 $,,.._WiEu_.ai.< .5:40: • 36 Folex Carpet Spotter $ .16.25 0.2500 s$ ` ,Mai .4 062500 $., 9Zai_;n '48:.75, • 37 Easy Shine Reusable Pouches $ 10.61 0.2500 fi$ n'',P1 MO.' 02 652500 i 4$ '".•.x a,a 'S»„' . . X31.83;' 38 20"Black Strip Pads $ 6.00 0.5000 ..$ s`..`..slay 3."000000:•,$aall_ .a 36.00 39 20"Brown Strip Pads $ 6.00 $:i'w t +_i ,,:'fie' ° .lam.tz >$.iii,. 2 =-g 40 20"Red Polish Pads $ • 559 $ ' m,>-.V V- =:xs°i.i «$f„,. '4.+.. .'=.•0 41 20"White Polish Pads $ 4.26 • $ i;.0 25;1.7, . ...i 2N 4$511a,..,I... .A..:,06-yK,NS 42 Doodle Bug Pad $ 2.26 1.0000 $71 1,WZ`,,T2:260000 $UBSWLQW ..27.12' 43 Doodle Scrub Grout Pad 5. 24.73 :$ ' , U 3$r " is 44 3m Square Scrub Turf Pad $ 43.22 .$ 0. a 113-35Z',ATRa• 45 Square Scrub SPP Pad ' $ 11.75 $^' EBL< .,1'� R:401 V .11=2 v u_ '- "`s 46 Square Scrub Black Pad $ 13.19 $_: U.D. :rya tax a$_,ti#rxi,......tirbw� 4 "- =. , . 47 $Wsa d�3.3.0.41 '�.,+. Tc°.is&�1.L$.n..''..s,u N Sr-a'faMx7.;fg<. • .. 48 F$d.-P Z+i"=u ,=:..usr.021'.SCa's'$..'!+.a;::„ .^i wskcg ....... 49 • ii$11Mait K7`r m.S, ^,rV,..a'."as..$ ,nom: ti}vna�"�-•_, gib.3•r:4:i 50 $F.1 # . sT e.u.i= *'$i ji_.t, x,.f II? Total $ _` /V..> 79206643 $s p! `.'.i °F 950.'48=` 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 r 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 Description Time Times per Year Blind cleaning machines Auto scrubbers $ _, ; • Sweepers Mop buckets and presses • -.s,-----7--,-:,-;_ ,. 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. . •$„ _.: Note:Any asset purchased with grant money is not eligible for depreciation,however,the t$,-,.--•-•,'. '' cost to maintain the asset is an allowable expense and should be listed. $;r.; ' LABOROregon Department of Administrative Services _ Direct Labor Protect Costing Worksheet Pathway Enterprises,Inc. City of Ashland Tacitly The Grove Janitorial 23-24 • - Worker Work Bondy %Pro- Sub- FICA Sub- Workers Sub- Unempioy Sub- Other Other Benefits Other Benefits Daily/Per Times AnnualiTotal Annual Hours , • Desert•lion Hours Rate ductivi Total l Total 2 coo•% Total 3 ment% Total 4 Benefits% Monthl 5 SubTotal 6 Item Labor Per Yr. Labor Labor 1 Janitor Daily 1.25 $18.12 100% S 22.65 0.0765 $ 1.73 2.69% $ 0.61 0.43% $ 0.10 29.11% 5 6.59 5 31.68 52 $ 1,647.54 65.0 2 Carpets 8.00 $22.00 "10D% $176.00 0.0765 $ 13.46 2.69% $ 4.73 0.43% $ 0.76 29.11% $ 51.23 $ 246.19 2 $ 492.39 16.0 3 Hard Floors 10.00 $22.00 100% $220.00 0.0765 $ 16.83 2.69% S 5.92 0.43% 5 0,95 29.11% - $ 64.04 $ 307.74 2 S 615.49 20.0 , 4 5 - 5 - S - $ - - $ - S - $ 0.0 5 Supervisor 1.00 $24.10 100% S 24.10_ 0.0765 $ - 1.84 2.69% S 0.65 43.00% S - 10.38 29.11% S 7.02 S 43.97 24 5 1,055.29 24.0 • 6 5 - $ . _ S .-._ $ - - 5 - 5 - $ -- .. 0.0 7 - S - $ -- __ S - S - 5 - 5 $ - .0.0 8 _ S - $ - 5 - S - 5 - $ - 5 0.0 ' 9 $ - S - $ - 5 - - S - S - S - 0,0 ' • 10 S - $ - S - $ - S - S - 5 - 0.0 11 - S - S - $ - S - $ - S - - S ' - 0.0 . 12 - • 5 - 5 - S -- - 5 - 5 - 5 - 5 - 0.0 13 S.. $ $. - 5 -,. S S - 5..,.. .. 0.0 14 • 5 - 5 $ - S - 5. - S - $ - 0.0 • 15 5 .._.,,, 5 _ $ - 5 - S - 5 - $ - 0.0 16 $ - .5 - 5 - 5 - - 5 - 5 - $ - 0.0 _ 17 5 - 5 $ _ 5 - 5 - 5 - 5 - 0.0 18 $',. S --_ -. $..._ 5 5 _ 5 - $ - 0.0 • 19 S :5.e,_,,.. 5.-•,.•.: S .: • 5 _ S _ $ _ 0.0 • 20 • ` $ . 21 . . 0.0 $ - . 0.0 22 :5. l •F. ;5:,_,;;_.,,,, - S.z_. 5 ,.,,a.-,... 5- ,.$ _ $.- -- 0.0 23 _ - 24 -,S :-_- $'+'- ....,,. S, -. 5 •. ._ 25 26 - $, -_ $_ $..'__.. S••:= S.: $-. - $ �.. .. - - -.....•.0.0 27 .$ -; 5 _ _. -$ „ $ �_.. S:_..: :.,__...5. : :..: .0 28 5 :-- S.': .S . 5 ....`,.•_,_- .5 _, S -- S - . .:._ ., 0.0 - - 29 S-„._:... S -..- 5:,=;-c,.:-t• 30 - Total 5 629.59 Total 5 '3,810.71 .....125.0 Amos in green are formula dpven.K._•,_„ _ • List"Other Benefits"Provided • Work Hours=Breakdown total'work hours'(see Overview)into hours or partial hours required per lime or per item. PTO/LEAVE 11.92% . Subtotal 1=Computed by multiplying hours In work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. Health Insurance 15.00% _ • • subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.05%). . Disability 0.80% • Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. 401 K 1.38% . 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 may be a combination of both Other Benefits%arid Other Benefits Monthly S. • 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 itemlabor. 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 to reflect 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. . .. . Far purposes of costing a project,ifs 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 an the project or organization.For example,a supervisor may spend 50%of his/her lime 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 into Identify the work and break S down Into its component tasks.The description of work or specifications N 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 limes must be complied 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 is.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 Iask..Then,compile those estimates into a figure that represents • the total number of hours per service.That figure is the required'work hours'This numberwit slay the same regardless of haw many people are working.For example,13'work hours'can be accomplished by I person working 51100%productivity • for8 hrs.(1x6=8),ort people working 01100%productivity for4 hrs,each(2x4=8).II could also be done by 8 people working al 50%productivity fort hrs.each.(8x50=4,4a2=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-minimumwages based on productivity,require you to pay • a'prevailing wage'Check the contractt Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organtzatton 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 taker 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 580.00 per lime,required 5 days per week and 52 weeks per year,would give you en 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 812J ' Revision 10-03 Page 4 . Direct Labor Sheet • r • - OVERHEAD Oregon Department of Administmtive Services - Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland faciity The Grove Janitorial 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 a final product,or providing a service,a certain. 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 ' ' j , 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%I 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 items to this particular project.You can use the Worksheet as a tool(if needed) • I to identify your costs. 2. Enter Allocated Overhead as a Dollar-Figure Sum ' i I Percent of Total Direct Labor Method: To identifyoverhead 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 end,payroll report.Do not include hours which con be classified 3.Overhead as a Percent of Total Direct Labor Hours as management or administrative costs.(Including these costs into the direct labor • • I 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 Anqual Direct Labor Hours. I _ i ' Input Total from Worksheet on Below , , Overhead per labor hour ' rS."4Z.r"ui.T1,,`:. '' Time required to complete contract IP .f+a Y E'125. • Total Assigned Overhead ^'+:_F'.�.d- �4,t: 1 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_612,534,045 Management Payroll Tax Expense $ 5,256.00 AGENCY INDIRECT EXPENSES=2,339,376 ' Management Medical Insurance • $ 6,600.00 OVERHEAD%=18.66% Management Pension Plan Expense, - . Sales&Administrative Salaries 1 $ 561,845.00 I Sales&Administrative Payroll Tax Expense $ 90,906.00 • Sales&Administrative Medical Insurance $ 136,791.00 - 1 Sales&Administrative Pension Plan Expense • '' Office Rent' $ 148,676.00 $ 82,078.00 • Advertising and.Public Education $ 52,038.00 . Background Checks&Urinaysis • - ' Professional&Accounting/Audit Fees 5 109,128.00 I Training&Worker Safety Insurance • Telephone • Utilities - • PropertyTaxes/Licenses/Fees - $ 31,566.00 $ - 24,057.00 - Dues&Subscriptions - 1 $ 14,962.00 $ 1,129.00 0 Depreciation-office building $ 23,569.00 .f Depreciation-office equipment $ 56,308.00 ' 'Repairs&Maintenance-office • - { Cleaning and Maintenance - Office Equipment Rental - • 0 ' Office Supplies 5' 21,283.00 $ 2,886.00 - f , . Postage&Freight $ 1,651.00 - . , Rehab, $ 3,011.00 I ' • Miscellaneous Expense - . _ . Bad Debts Vehicle Expenses { $ 65,322.00 5 . 168,563.00 - Staff Expenses - $ 47,769.00 Professional Services a• n ` $ 65,443.00 $ 559,120.00 • m' TOTAL INDIRECT COSTS ' ';7$1.1,368,949.00 ':$.7.", 38;128.00, ' CPI Factor 1.40% 1.40% • 1. I Total I$_.-"F;Tr..f..Z.iii'-.f7,."'2;339;376.08Il DAS Form#12J, , " 0 . 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 facilty The Grove Janitorial 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 oh 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 5 6 • 78 $ r Y $ ! P$ T C 9 $ ._ 10 $ ,w. ,.$:.4. .:. . xN 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%I Work Area . • • • • DAS Form#12 J Revision 10-03 • • , • Page 6 . Trans-Delivery and Margin Sheet • • • Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation. Facilities Program 0—� Yf '4��•P ..,+ ttt.M.,•/ ' y AS,r}y ,9'4 }} ��", r' ` ?'-+� 'S• �t.1 7; r F 1f p 5'y�•a4,,}�e "° + r 1µal !�'w4 ,C✓ i7, y�i thS Gwk `b� '."•• 1 J w sCW7."°'M'`"�Y"} ha.� �ti�t#'.��""k r, -14* 6 ` �' is �E�,a e u n�u� t ��e l ' `,,;1�`�,;r� r'' ,�ys 4".M ..-. c: - ;'p " i Xt11%1;4 lr . g.t( {i • ♦ . e. a{ ,r 4 2 e Loss {iih e .i 1 rI [tyZa4 t ti'1 i n" ta.d.,rt Y34R 1•S t �� f ,�YRr-` t ,,�, �,, ,u 44•, e,. °l rir ` w} Tel f1J I tk`s r ,{r n: d • it di •,`L.IY�. �en '�, r '''� �" � r r.,i• t I (l I�� j I` ^�+ i[ t:l�l j5' 1. t`,` ' i ' i s`•,'jl g{�' • i.L_IJ L11 * ■s r'• k'.1Fa r y. .,�-•""�: '�.er' 'rr'� ryw� �rt • y 9 I :Ash.—• 'a•s" '��..,,Tt�{LC''��r.� . 1@gy+* ir'�13:,'4,.; , t wi t�y,ry at`rr { u ' 'r'ii,!?.,U 'i'g`,p5:.r« � Ri< ^7-�i�rd"�f'y3-� � u'i 2T `.S .�'S r r r.., ' L^.--.:.�•�r_.:.�Csa.a�_.,:..±��:�_..,_,,.:_- _...�.._......-_1N.?:..�.,�t Nt ya.4.w c:'e.-fl��'41y: • • — Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry (503)Street378-4SE, U140 • . • Salem, Oregon 97301 ' 642 ' • 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 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 yourorganization 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 Senior Center Janitorial 23-24" "`'`' ' '''" Executive Director Signature: • Raw Materials Per Time Use-Supplies' (from supplies worksheet)" Equipment,Tools&'Subcontracting (from small equipment worksheet) :ti$ - . ;44 246:::44" Subtotal 1 `,J$ .'w1;62299". Labor ' Direct Labor (from labor daily worksheet) V$51. .ac. _ .,.,f0 625.33: • Overhead See Overhead Worksheet Delivery • Transportation .• (from Trans&Reserve worksheet) . $ z :`i7 =- Total Before Margin ," `z { ' 15;281':95: Reserve Margin Held in Reserve (from Trans&Reserve worksheet) Total Bid Yearly„J$`. :<-l -16 257:'40 Monthly u$ _..,, x ___ •C f35'4 78 Work Area DAS Form#12 J Revision 10-03 Page 1 • Summary Sheet RAW MATERIALS .. . 1 Oregon Department of Administrative Services • Supplies • I Project Costing Worksheet • Pathway Enterprises, Inc. ' - ; - , • • • City of Ashland Senior Center Janitorial 23-24 • Raw Materials: i • 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 productsand soap .Broom and dustpan Cleaning chemicals or products Floor Wax . Spray bottles . • . . V • :Scrub brushes or scouring pads • • Per Use/Per Item Manufactured-Supplies (; . Item •• Unit Units Needed .Monthly , Annual - • Price Per Month Cost . Cost • 1 Arsenal#10 Top Clean $ 1.02 22.0000 $" 22:4,.40000: -.$, 269.28• . 2 Arsenal#2 Window Clean $ 0.91 2.0000i7,,.$ c.•,v,..'#.k...1,:820000; °.$_.' :',,21;84' 3 Arsenal#5 Restroom Cleaner $ 1.32 3.0000 t$", _,_,v, X3;960000':,$' :=;47.52, - 4 Arsenal#6 Vindicator $.. 0.86 7.0000 '$ -:r '""6.020000;;;$; ,- .,'72.24; • 5 Barkeepers Friend Liquid . $ 5.92 1.0000 ••"$ _.,.:5.920000'.,$:' :{7,1,.04x`: - J 6 Barkeepers Friend Stainless Steel Polish $ . 5.92 0.2500 '$ ..._„x.- ,,1::480000`r,$....:.:,:1:.:::,.....,..r,.....'...,-.,:v41'17:76:. ` - 7 Barkeepers Friend Toilet Bowl Cleaner $ 2.98 `$ _ ' •, 8 Wenco Aero Glass Cleaner • $ 3.45 0.5000 '?$771.` F ;�, „1'.725000,,.$-; ,. , • ,;'20.70': • • 9 Ziz-O Paste . $ 5.82 0.2500 $ ":"y„.1::455000:. '5a . ,, -,- .,, ;1.746; 10_Angler Broom . $ 5.90 0.1667 '�5 `�'" '; 1,0;983530 ,$, ... _ . c-11.80,". . 11 Cleaning Terry Cloth Rag $ 0.49 15.0000 "$ fA T�, 1 7:312500, ;,$;' :(,..-,-;:,..:%137:75;',". • 12 Dust Mop 36"Frame- $ 10.48 0.0833 ;'$ s' CA"87298.4 ,$: - ,•;, X10:48; . 13 Dust Mop Handle . $ 8.29 .0.0833 `$ ,' ,-•0.6905574 :' ,.-,,,', --51,-...,,':i-':'?":6:261 14 Dust Mop Head 36" $ 16.47 • 0.2500 '5 ,_.,u_.. 4.1;17500, -:$-' ,t ..r : .,.:49:411 15 Dust Pan $ .- 9.60 0.1677 ,:'$ •;.': 1;:609920 ..$: 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 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 Brute Rubbermaid Can/Dolly $100.72 36. 12 1:33% $ kr=-33:57 100% $ •:33.57 1 .$i :33.57: • 2 Sensor XP15 Upright Vacuum $ 561.88 36 121i-::!--..,..:`,`.N_25';,33%t$ ,..187.29.3 100% $ '187.29; 1 $; ' 187 2g . 3 Pro Team Back Pack Vacuum $ 428.00 3612 C•-} ,. =33%s$ c'142.67; ' 100% .$.'-;142.67] '$}, 41CardlessBackpack $ 1,215.00 36 ,---:,•,'::-1. -'.;-.-42 33% $ 40500; 100% $ 405.00` $ 5,Wave Break Down Press Combo Mc $ 76.72 36- _ _-=- 12•, . ._ 33% ':$'=„..;"`,V,25:57,. 100%'l$,:.''',25.'57/; 1 e$"= _: 25 57 ' - . 6 Buffer Shroud $ - 475.00 _ 24f-1.---; _-.•;112, >F inr50%i${';`,237:50:1 100% $2237..50; $ . ' 7 Easy Shine Applicator Kit $ 376.48 121 12k t 100%:$W37,-376:48',1 100% $ '376.48'l $y 8 Hoss 700 .$ ' 2,590.00 • 60 ..121 t_ ✓ :20% $ ,.,.1518:00 100% $,.'518:003- - .$u 9 CRB Pro 45 $ _2,738.00 ,. 60l..,..-..,Z.:-.11-121"`u7.- ,. ..,-20%t$ ,v"547 60s 100%a$u=547.605 $',Z _ , • ' 10 Square Scrub - $ 4,500.00 - 60 £ 12 ' .20"/°s$ X900 00-` • 100% $ 900.001 $ • • • 11 Buffer 20"W/tank $ 2,400.00 60 s r 12 ' 20% $ `480 00 100% $ 480;00? $• ` 2 . 12 Wet/Dry Vac •_$. 1,250.00 36 124.,.__ r33% $^a 416.67.4 100% $C 416.67 .$1 e 13 Cadet Carpet Extractor $ 2,831.94 60 a 12 k -n '20%f$31.7,2;;566:39,7 • 100% $ 56639, '$ 14 Doodle Scrub _$ 896:00 36 r.�,P. °?w.12.'t.. . _ ,133%t$, x,;299.33; 100% $.«299:33'- 5ss` 4r • . 15 SC351 Auto Scrubber $ 2,812.00 60 .4 ,_ 12ll j.": f!.;20%t$V,,t=56240;= 100% 'Vi-562:401,, $'a -_` - ' • _ -16 Karcher BD 38/12 Auto Scrubber $ 3,800.00 60 .4 12 r'r,1.... -:20% $..'=.760.00, 100%t$a 760.001 !$_' a ' , '17 T-300 Auto Scrubber $7,514.00 60 12(.:711%-a-2,,---11:44,20% $> 1,502i80v 100%11;602180J • 5--: • 18 Nautilus Extractor $3,928.00 60 ..121 r>.-, A. 120%t$,.._:78560k 100%••$?::785;601 .$4` 4V1- 19 Trailer Mounted Pressure Washer $15,297.00 84 _,..-.- .92; _. ._'1:4%+$'42485:29` 100% $2=1851291 =$ 20 Cold Water Pressure Washer $866.00 60 €r._ ;" <12i •r, '20°/ t$ ::.17320 100%tVil73203 `.$)M 21 Carbon Fiber Water Fed Pole • $4,336.76 60 < •,.:z X.,12E r .. .•.20%c$i*_>u=867.35 100% $ 867'351 :$I 22 .=n .x12,l' .k v,. i e 23121 r°ca.� ca a'r" 24 r K 25 3_c_.12.ry3 3 t g . : 7s _� 015.—A A Total - 246.4 4 x . • Areas in peenarefornuledrven . Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. . Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. Projected%Use=Enter project use percentage.If any of the equipment is used on more than one,project,be sure to include only that portion of the costs associated with this project.(riote:100%would be an item used only for this contract.) - . - Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. . • #of Units=Multiply by units needed to complete the contract/service. -- Annual Cost=Computed by project unit cost times the number of units. , Work Area : /- • LABOR Oregon Department of Administrative Services . Direct Labor Project Costing'Worksheet . Pathway Enterprises,Inc. - - - ' City of Ashland Senior Center Janitorial 23-24 ' Worker Work Hourly %Pro- Sub- RCA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times A nnual/Total Annual Hours ' Description Hours Rate declivity Total 1 Total 2 comp% Total 3- ment-% Total 4 Benefits% Monthly$ SubTotal S Item Labor Per Yr. Labor Labor _ •1 Janitor Daily 1.25 $18.12 100% $ 22.65 0.0765 S-. 1.73 2.69% S 0.61 0.43% 5 - 0.10 29.11% - S 6.59 5. 31.68 249 5, -7,889.19 _. 311.3 • • 2 Janitor Monthly 1.00 $18.12 100% S 18.12 0.0765 5 1.39 2.69% $ 0.49 - 0.43% $ 0.08 29.11% • _ 5--• •5.27 5 -25.35 12 5 . 304.16.' -- 12.0 3 Carpet 8.00 $22.00 100% S 176.00 0.0765 S 13.46 2.69% 5 4.73 0.43% $ 0.76 29.11%_ S 51.23__-$. 246.19 2 S.. 492.39_ 16.0 " 4 Hard Floors 10.00 $22.00 100% S 220.00 0.0765 5 16.83 2.69% S 5.92 0.43%1. 0.95 • 29.11% S ' '64.04 '5'-307.74 2 $ 615.49: _20.0 . 5 Supervisor 0.50 $24.10. 100%-S .12.05 0.0765 5 0.92 2.69% $ '0.32 0.43% 5 0:05 29.11% S-*° :.3.51 5.•. 16.06 52 $` 876:49 _.26.0 8 - $ _ 5, _ s.. - $.: S.' $ -:_ 1. ,.•� .. 0.0 _ 7 Windom 8.00 $20.00 100% 5 160.00 0.0765 $'. 12.24 2.69% $, 4.30 0.43% $. 0.69 29.11% 5 ': 46.58 S.'223.81. 2 $'. --.447 62 : '16.0 8 • S. .. S. $ -. 5- -, $-. ..-_ :5... 5 '.. , r, -. :•.:0.0• . 9 S 5..:.. $ - 10 $ '- _ 5- . $ '-.. S.. - _ _-$ 5 .. $.' - '-0.0; . 11 • .12 $ $- '$:a S-- $ _ S $ _i0.0, - - 14 5' 5. _.-:,- 5:..._ $". ,$ . _... $ ,,.__.•...: $ 3a :'.y.. ;`.':x.0.0 15 $. '.. '.1:.-i:- 5:. S.._.. _$ .- ::_: S, `s:S,. $ 'i..•: -.0.0: 16 . . S -'-- S_:_ S.`+_ S -�t:. ,$ ..-;,: 'S:•'•:-.•. - • 17 - $, ;_.,;• 'Si. -.°, $;:'•'. $ ,..::r-.... $ „ 5,-,--;•,‘,'_..v: S .+�;'a? . 'tR . :i0.0. • 18 f -_ $ S. ;c- ! .`, $r•s - S $ •- $ =`J0.0. • 19 S:. ._:.. $. _. $.,.:.1_;<- S :,_:.., 'S 5 $ x- ;:.-0.0 . ' 20 S--. -.,c. S.. _-_ ' 21 $. _,,. S,t. r=:: "$r;._... $;�;;'_, .'5 ,... !' $ --,.;- S ,-C- •10.0' ' 23 S $; ..:_-: $...,..._.:: $-t;_,.._;,:;. :$ 5 5. .;.gi .."`._, -Ie.° 24 $._::._ -S- $ :.::'-H' $ $, $ •$ --' ; n0.0- 25 $ S; .:'.._ 1,__..,=..,: S ;r-->:: _ '_S "- -„ S _. - , „5•..,_, sr, I . 27 • $'.-,.r-:. 28 5:-,--.c- Sea --.- $r,..,... $;_•..-;_., ,5 ., - $,•.,,-; S„".„ .•e:,',....„ .S0.05 29 • g.c:, $-• ni, -. 'S 5,-:_ 30 5- -, S.. S ' S _ S = 5 - =`f S .90.01 . . . Total 5, 851.63. Total 5•"'10,625 33 -"40%3'- 'Areas in green are fonnula-driven List"Other Benefits"Provided - • . Work Hours=Breakdown total'work hours'(sea Overview)into hours or partial hours required per time or per item. - PTO/LEAVE 11.92% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. Health Insurance 15.00% " • • Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.85%). Disability 0.80% • - Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Camp%. - 401 K 1.38% Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. - • • . Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. _ - _ __. _ __ _ __ Subtotal 6=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. - • . . 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 ' • Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated _ Other Other Benefits Mo.5=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,it's important to distinguish behveen direct and indirect labor.Indirect labor(supervision,administration,Inspection etc.)may lie captured as Overhead,and will he 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 blather 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 potion 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 dote 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 oreven - seconds,the times must be compiled Into a Per-Tune 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 lime 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 perservice.That figure Is the required'work hours.'This number will slay 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 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 contractl Also,be sure to add the appropriate'Other Payroll Expense'(OPE)far 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 wilt provide the service. For example,a service with direct labor cost 01580.00 per lime,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost pf$20,800.00 per year.(80 x 5=400,400 x 52=20,800).Far monthly cost divide the _ . annual cost by 12(In this case you get 51733.33/month). - " l DAS Form#12 J - Page 4 - -� Direct Labor Sheol - Revision 10-03 _ I • OVERHEAD Oregon Department of Administrative.Services Overhead Costs Project Costing Worksheet Pathway Enterpds City of Ashland Senior Center Janitorial 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! ! Far every dollar spent producing a final product,or providing a service,a certain 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%11 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 j Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are • l confident that you can allocate overhead Items to this particular project.You can ' • use the Worksheet as a tool(if needed) to identify your costs. _ 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. - • Une 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 end 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 hoursfor 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 iSl"'7'l;t'":.k-lir=Tt„,t ' - { - • Time required to complete contract h..w,:w*.4.'."tt"'401 - - Total Assigned Overhead Ixs „xa:-YC. . - , ' 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=2,339,376 - Management Medical Insurance $ 6,600.00 OVERHEAD%=18.66% - • Management Pension Plan Expense - . Sales&Administrative Salaries $ 561,845.00 / ' Sales&Administrative Payroll Tax Expense $ 90,906.00 . ' Sales&Administrative Medical Insurance -$ 136,791.00 Sales&Administrative Pension Plan Expense j - • Office Rent $ 146,676.00 $ 82,078.00 Advertising and Public Education $ 52,038.00 • Background Checks&Urinalysis • Professional&Accounting/Audit Fees $ 109,128.00 Training-&Worker Safety • Insurance . _ ' Telephone • Utilities • Property Taxes/Licenses/Fees $ 31,566.00 $ 24,057.00 - , Dues&Subscriptions $ 14,962.00 $ 1,129.00 - ; ' Depreciation-office building $ 23,569.00 , Depreciation-office equipment $ 56,308.00 • Repairs&Maintenance-office Cleaning and Maintenance • - Office Equipment Rental _ - . Office Supplies $ 21,283.00 $" 2,886.00 , I • Postage&Freight $ 1,651.00 Rehab $ 3,011.00 Miscellaneous Expense • Bad Debts Vehicle Expenses r $ 65,322.00 $ 166,563.00 - . Staff Expenses"i. ' $ 47,769.00 . Professional Services' ' $ 1 65,443.00 $ _ _ 559,120.00 ' r TOTAL INDIRECT COSTS r;$511;368,949.00:;:,$ 'C'""938;128.00 - CPI Fodor - 1.40% 1.40% 1 • Total {c?$ ain. "'r ' {'2;339;376:08/;) _ I , • • DAS Form#12J - • ' Revision 10-03 - Page 5 Overhead Computation Sheet • . Delivery&Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland Senior Center Janitorial 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 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 io 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 4 5 $YO.a. ' $ 6 @ 7 8 $ ;.r;. . $ .. 9 $ t ° .2 10 $ s . 7'.s $" 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 . . • . • • . . . . . . ' • • . , •• 1 - . . . • • ., • . • • AGREEMENT FOR JANITORIAL SERVICES : • npviDtRf. pithwayutexplists,Tue. • , . • , - • • . ci.T.Y .py. , . . • .. . . . , PROVIDER'S RichardSimpson • ' ASHLAND CONTACT• ': • . • . • . . 20•EattlVfain Street. ' • Al.tiltESS: 1600 Sky ParkDrive,Suite No. 101 • Ashland,oregon.97520 . .Medford,Oregon.975.04 \ • • Telephone: 541/488-5587 , • Fat. 541/488-6006 PIIONE: 54-1-07 -27.28: • • , , • 'EMAIL; Ipspei@gruail.dom . . • • - . ..• . .. . . . . . • • ashis..Goods and Services Agreement(hereinafter Agreement") :is•entered.into:by and between the City of • • . Ashland,-an Oregon.initioipal corporation (hereinafter "Ci*1) ,and. Pathway Enterprises,Inc., a domestic buSiness corporation Chereinafter Troyfder"),for Janitorial:Seriket. .1. PROVIDER'S OBLIQATIONS. ' . . . 1 - . ) 11 Provide janitorial services for City Facilities, Fire Station.#1,Parks Recreation Facilities,.and • .Parks:Restrooms.and Trash Services as set forth in the "SUPPORTING DOCUMENTS"attached . . . heretdand,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•herciAProvidedfor authority to exceed the maximum. compensation: The Odds .and: services defined and described in the • "SUPPORTIN6.-DOCUMENTS"shall hereinafter be collectively referred to as"Work" . ,• 1.2 Provider Shall,*Obtain and maintain during;the term.of thii Agreenient and tintil:City's final acceptance • of all Work received hereunder,a policy or policies of liability:insurance including oconierplal gdtidral. • • 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 Prot-yell:5r Damage. - 1.2.1 . TheinSurance required in this Article inchide the foaminverages: . • • Comprehensive General or commercial General Liability, including personal.injury, • • contractual liability,and products/completed operations coverage,and• • . ( • • Autoraoliile•Liability, • • • •Workers' Compensation • , • . 1.2.2 Each policy of Suoh.insurance shall be on an"occurrence"and net.0.:"clairns•inade form,and I • shall: . . • Name as additional insured "the City of Ashland, Oregon, its ()facers, agents and • . . employees" with respect to claims arising out Of the provision Of Work under this • , • Agreement;. • . • 1 • Apply toeach named and additiOnal riaMedl insured as though a separate policy had been • ,issued to each,provided that the policylindis.shall not be incr.oased•thoteby; • . • Apply as primary coverage for each additional named insured except to the extent that two • or more such policies Are intended to "layers"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()faders,employees and agents . . . . • • as additional insureds by the Effective Date of this Agreement;and • • , • • . • 1 Page 1 of& Agreementtetween:the City ofAshlana and Pathway Enterprises,Inc: •' , • • , , . . . . . . , . • • . • • •\.' ' • . • • • • a Be evidenced by a.certificate or certificates of such insurance approved by the City. • • 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, farn;]ial .status or domestic: partnership;• national origin, age; mental or physical disability, sexual orientation, gender identity'or source of in:Wine, suffer•discrimination in the performance of this • Agreement when employ.ed byProvider. Provider agrees to comply with all a pplicable•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 procurementsof materials .or leases of equipment, each . potential subcontractor or supplier shall b.e 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 Codeby paying a living wage,as defined • • in that•cliapter,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 required 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•SUPPQRTING DOCUMENTS. • • 2.2 In no event shall Provider's total of all compensation and reimbursement cinder 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()RF Program) • FY 2024 City Facilities *185;453.52' Fire Station#1 $4732.5 6 Parks.Recreatioa Facilities . ' 30,517.32 Parks Restrooms&.Trash SerVides 222,526.27 . , Total Amount • •$447,229.77 Z3 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. • Page 2 of.8: Agreenienthetween the City of Ashland end.I'athviray Enterprises,Inc. , • • • • . • • • , 3. 'GENEAAT.,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 tom other providers in its sole discretion. . • • 34 Provider is an independent contractor and not an employee or agent of the City for anSrpurrioe. • • • 33 Provider,is not entitled to,and expressly waives all claims to City benefits.such as health and disability insurance,paid leave,and retirement. , • 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 3:6 The•following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220,279E230 and 279B235. • • 3.7 This.Agreement shall be governed 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 exclusive jpri.klictionis•in federal court, in which case exclusive venue shall be in thofederal district 9Cnnt 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•otherresponsih.le for dainages•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,Agreeraent. • . • • 3.11 Deliveries will be F.O.B destination,Provider shall pay all transportation and handling charges for the • Goods.Provider is responsible and liable for loss or damage until Thisi inspection and acceptance of the Goods by the City. Provider remains liable for latent defects;fraud,and warranties. , • 3.1z The City may inspect and test the Goods. The City.may reject mon-conforming Goods and requite Provider to correct them without charge or deliver them at a reduced price, 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 ofAshiand and Pathvvay Enterprises,:Inc. • -• • • • . Agreement in whole or in part. This paragraph does not affect or litnit'the City's rights, including its rights under the Uniform Commercial code,ORS.Chapter 72(UCC). 3:13 Provider represents and warrants that the• Goods. are new; current, and fully warranted bX the manufacturer. Delivered Goods will comply with SUPPORTING.DOCUMENTS and be free from defects in labor,material and manufacture:Provider shallltrensfer all warranties to the City. 4. SUPPORTING DOCOMENTS The.follbwing documents are,by this reference,expressly;incorporated in this.Agreement,.and are collectively -referredto in this Agreement as the"SUPPORTING DOCUMENTS:" • . Oregon Forward Program Costing Workbook for CITY PAUCITIES; $185,453.52. • in total•we are requesting$185;453:52 annually for:cleaning services. The monthly breakdown of costs is.as follows: . • • Annual 2023-2024 Monthly Rate's weekly Services City Hall 2,105.86 - 5 -Coriimunity Development 2,808.21 3 Full,2 Partial Municipal Courts 1,738.06 3 Full,2.Partial Police Dept .. 4,009.83 . 7 . Serulce Center . 2;25843 4. Street Shop 877:25 3 Floor Services 1,462.45 TwlceAnnual . Total $15,260.69• . Oregon Forward Program Costing Workbook for FIRE STATION#1:$8,732.66 }Fire Station#1 Total Bid Yearly $8,732.66 Monthly $727.72 Oregon Forward Program Costing Workbooks for PARKS RECREATION FACiLFW S: $30,511:32 • In total we-are requesting.$30,517.32 annually. I have attached the State Costing Workbooks and minimum cleaning standards; • The monthly breakdoum dusts areas follows: • Annual 2023-2024 MoiithlyPrice #WeeklySefvices . • Nature Center . 6.34.44 1 . The Grove 55,89 1 ' • 'Senior Center 135418. 5 • Total • X2,543;11 • Page 4 of 8: Agreement between the City of Ashland and Pathway Enterprises,Tub. • • Oregon Forward Costing Workbook for PARRS RESTROOMS&TRASH SERVICES:$222,526.27 • Parks Restrooms Total Bid Yearly $222;526.27 Monthly $1.8,543.86 • • '5.. RENODIES • 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.all action or proceeding for damages,`specific performance, or declaratoryor injunctive•relief; 5.1.4 These remedies are cumulative to the extent the remedies are not inconsistent;and City may pursue • any.remedyor remedies singly,collectively,successively or in any order whatsoever. • ' • 5.2 . In.no event shall City be liable'to Provider for any•expensesrelatedto termination ofthis.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 6.1 Term • This Agreement shall be effective-July 1,2023 (the"Effective Date") and shall continue in,frill force and effect until June 30,2024,.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 atany 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. 62.3-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, suck notice shall be given in writing to the other party by personal delivery,.by sending via:a reprltable•commercial overnight courier,.or by moiling using registered or certified,United States mail,.return receipt requested, postage•prepaid, to the address set-forth below: If to the City;.l 1 City of Ashland • Attention:Wes Hoadley,Facilities Maintenance Supervisor(City Facilities) • • Attention:•Rachel Dials,Deputy Parks Director(Parks Recreation) • Attention:Michael$lack,Parks Director(Parks Restrooms) • Attention Ralph Sartain,Fire Chief(Fire Station#1) 20 R.Main Street • • Ashland,Oregon 97520 { Phone:(541)488-5354 • Page 5 of 8: Agreement between the.City of Ashland and Pathway Bnterprises,fi'nc. . • • • • • • ' With copy to; City of Ashland—Legal Department • 20 E.Main Street Ashland,OR.97520. Phone:(541)488-5350 • If to Provider: • ' Pathway Enterprises,Inc. Attn:Richard Simpson , . • 1600.Sky Park Drive,Suite No. 101. ': Medford,on.97504 • Phone:(541)973-2827 • 8. WAIVER OF BREACH One or more waivers or failures to object by eitherparty to the other's breach of any provision,term,condition, or covenant contained in this Agreement shall not be construedas a waiver of arty 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: (i). All tax Iaws 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 proi.risions. 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,of ordinances that.iniplement or enforce any of the foregoing tax laws or provisions. 92 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 toterminate this Agreementandto seek.damages and any other relief availableunder this Agreement,at law,or in equity. • • itcWITNESS WHEREOF the parties have caused.this Agreementto be signed in their"•xespective.names by. their duly authorized representatives as of the dates set forth below. , • Page.6 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. . i CITY.OF ASHLAND: PATHWAY ENT ,:''" ',S,"C.: Aril' By:. • ,/<_,..----!- , Signature 465pl ,LL, . V.33546,,Eati lq-a fchctr��. :5fk : f, Printed Name Printed•Name 7 `TZ- C9ni'V'okc4-s• rC(r'�' f Date . Title �.o .� 47".0- , -----/ ` 7/ DZ?� . 2D�� ,o y—�_ Date Purchase Order No. -7—.0' P � � (W-9 is to be submitted with this signed agreement) 21m O �� ) TO FORM: Assistant City Attorney 49/0 7-3 D to i 1 - { Page 7 of S: Agreement between the City of Ashland and Pathway Enterprises,Inc. • , 7 • • CITY OF ASHLAND, OREGON • • • • ,City of Ashland • • LIVING , ALL employers described WAGE • • below must comply with City of Ashland laws regulating . payment of a living wage. . $18.12 per hour,•efrfeat ke June 30,.20238 all ' The Living Wage isadjusted annually etrery ! ,• June 36 by the'Consumer Price Index. • Employees must be paid a portion of the business of • at health care,retirement, tieing wage: • their emptoyer,ifthe 401K,and.lRS•eligible . employer has ten or more • cafeteria plans.including employees,.and has received childcare)benefitsto the > For all hours worked under.} financial assistance for the_ employee's amount orwages. service contract between tisk �rojectorbusiness'from the employer and the Pity en • • City ofAshland over >• Note: For temporary and • • Ashland if the•contratt 423,335.05 parttime employees,the. exceeds$25,335.05 or more. Living Wage does notapply . r It their employer Is the City of to the fust 1040 hours worked •• For alihoursivorl{ed in Ashland,including the parks In any calendar year. For month;if the employee and-Recreation Deparanent •moradetails,please see • spends 50%omore.ofthe. Ashland Municipal Code. • emptayee'stirmothatmonth > in calculating the living wage, Section 3.12.020. . • working on a projector employers may add the value • • For additional information: Call the Ashland City Manager's office at 541-488-6002 or write to the.City Manager, City Hall,20 i ast•Main tired;Ashland,OR 97520,or visit The City's website at WWII Wail a end or.us• • • • Mice to Employers: This notice•must be posted in areas•where it can be seen by all employees. • CITY OF SHLAI Page 8 of.8: Agreement between the City of Ashland and Pathway Enterprises,Inc. • • • ® DATE(MMIDDIYYYY) A`�o CERTIFICATE OF LIABILITY INSURANCE . - • 06/30/2023 . 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 CONTA:CT Kimberly Edwards ' NAME Ashland Insurance Inc ran.Eat): (541)857-0679 FAx No): (5.41)857-9883 801 O'Hare Parkway,Ste 101nD RIEss: kedwards@ashlandinsurance.com ' . INSURER(S)AFFORDING COVERAGE NAIC# Medford ' .OR 97504 INSURER A: Philadelphia Indemnity Ins Co INSURED INSURERS: SAIF Corporation Pathway Enterprises Inc • . .. INSURER C: .• 1600 Skypark Drive;Suite#101 INSURER D: - • • • INSURERE: ' ' Medford • OR 97504 INSURER •F: • COVERAGES CERTIFICATE NUMBER: .•23 24 GL AU WC UM REVISION NUMBER: . ' THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEN 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 , ADDL SUER POLICY EFF POLICY EXP AN LTR , TYPE OF ISURCE' INSD WVD POLICY NUMBER ' • (MM/DDIYYYY) (MM/DDIYYYY) LIMITS • X COMMERCIAL GENERAL UABILITY . . EACH OCCURRENCE $ 1,000,• 000 • I DAMAGE TO RENTED 1000 • CLAIMS-MADE El OCCUR ; PREMISES(Ea occurrence) $ 0,0 X Abuse&Molestation Liability MED EXP(Any one parson) $ 5,000 A X Professional Liability Y • Y 'PHPK2574165 07/01/2023 07/01/2024 PERSONAL&ADV INJURY $-1,000,000. - GEN'LAGGREGATELIMITAPPLIESPER: GENERALAGGREGATE $ 3,000,000 • POLICY n 28,-. n LOG I PRODUCTS COMP/OP AGO $ 3,000,000 OTHER: Crime Empi Dishonesty . $•250,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 _ .. (Ea accident/ X ANYAUTO . I BODILY INJURY(Per person) $' . A OWNED —SCHEDULED Y Y •PHPK2574/6507/01/2023' 07/01/2024 BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS - HIRED NON-OWNED PROPERTY DAMAGE $ _ AUTOS ONLY _ AUTOS ONLY (Peraccldentl • • PIP-Basic' : $ 15,000 ' • X UMBRELLA LIAB . X OCCUR . EACH OCCURRENCE $ 3,000,000 ' A EXCESS LIABCLAIMS MADE PHUB871639 07/01/2023 '07/01/2024• AGGREGATE $ 3,000,000 • DED X RETENTION$ 10,000 $ WORKERS COMPENSATION • ! X STATUTE ER- • • AND EMPLOYERS'LIABILITY ANY PROPRIETOR/PARTNER/EX�CUTIVE YIN E.LEACHAACCIDENT . $ 1,0 ,000 . . B OFFICER /MEMBEREXCLUDED? NIA 524679 04/01/2023 04/01/2024 00 (Mandatory in NH) . EL DISEASE-EA EMPLOYEE $ 1,000,0 • 00 If yes,describe under 1. • 1,000,000 DESCRIPTION OF OPERATIONS below EL DISEASE-POLICY LIMIT $ • _ Each Occurrence $1,000,000 Directors&Officers Liability . A Employment Practices Liability PHSD1808810 06/30/2023 06/30/2024 Aggregate. • $1;000,000 • . • . 1 Retention $2,500 DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space Is required) The Cityjof Ashland,Oregon,its officers,agents and employees are included as Additional Insured for General Liability and Auto Liability coverages with written contract including Waiver of Subrogation and Primary and Non-Contributory coverage.This form Is subject to policy terms,conditions and 'S exclusions. ' j. • . • CERTIFICATE HOLDER CANCELLATION 0 i• . 0SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN .0 , • City of Ashland Oregon,.its officers,agents and employees ACCORDANCE WITH THE POLICY PROVISIONS. 20 E Main Street • ' • AUTHORIZED REPRESENTATIVE ��'�'+��� y/ . Ashland OR 97520 � a ✓ l • 1 ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016103) The ACORD name and logo are registered marks of ACORD, . • PI-GLD-HS(10/11)' • THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT.CAREFULLY. • GENERAL LIABILITY DELUXE ENDORSEMENT: HUMAN SERVICES This endorsement modifies insurance provided under the following:. • • COMMERCIAL GENERAL LIABILITY COVERAGE It is understood and agreed that the following extensions only apply in the event that no other specific coverage for • the indicated loss exposure is provided under this policy. If such specific coverage.applies,the terms, conditions and limits of that coverage are the sole and exclusive coverage applicable under this policy,unless otherwise noted on' this endorsement. The following is a summary of the Limits of Insurance and additional coverages provided by this endorsement. For complete details onspecific coverages,consult the policy contract wording. Coverage•Applicable Limit of Insurance Page# • Extended Property Damage Included .2 • Limited Rental Lease Agreement Contractual Liability $50,000 limit 2 • • Non-Owned Watercraft • Less than 58 feet 2 Damage to Property You Own,:Rent, or Occupy $30,000 limit 2 Damage to Premises Rented to You• ,' -$1,000,000 3 HIPAA Clarification 4 Medical Payments $20,000 5 Medical Payments-Extended Reporting Period 3 years 5 Athletic Activities Amended 5 Supplementary Payments-Bail Bonds • $5,000 5 • Supplementary Payment—Loss of Earnings . $1,000 per day 5 Employee Indemnification Defense Coverage . • $25,000 5 Key and Lock Replacement—Janitorial Services Client Coverage $10,000 limit 6 Additional Insured—Newly Acquired Time Period . . Amended 6 ' Additional Insured—Medical Directors and Administrators Included 7 Additional Insured-Managers and Supervisors (with.Fellow Included . 7 Employee Coverage) Additional Insured—Broadened Named Insured • Included . 7 Additional Insured—Funding Source Included 7 • Additional Insured—Home Care Providers , . Included • 7 • Additional Insured—Managers,Landlords,or Lessors of Premises Included 7 i Additional Insured—Lessor of Leased Equipment Included .7 Additional Insured-Grantor of Permits • Included 8 • , Additional'Insured—Vendor , Included 8 Additional Insured—Franchisor Included 9 • Additional Insured—When Required by Contract . Included 9 . Additional Insured—Owners,Lessees, or Contractors Included 9 — ,. • Additional Insured—State or Political Subdivisions Included 10 • Page 1 of 12 , • Includes copyrighted material of Insurance Services Office, Inc.,with its permission. ©2011 Philadelphia Indemnity Insurance Company • • PI-GLD-HS (10/11) Duties in the Event of Occurrence, Claim or Suit Included 10 • Unintentional Failure to Disclose Hazards Included 10 • Transfer of Rights of Recovery Against Others To Us F , Clarification 10 Liberalization. Included 11 Bodily Injury-includes Mental Anguish Included 11. Personal and Advertising.Injury—includes Abuse of Process, Included 11 . Discrimination • A. Extended Property Damage • - SECTION I—.COVERAGES, COVERAGE A BODILY.INJURY AND PROPERTY DAMAGE LIABILITY, Subsection 2. Exclusions, Paragraph a. is deleted in its entirety and replaced by the following:. • a. Expected or Intended Injury • "Bodily injury"or property damage" expected or intended from the standpoint of the insured. • .This exclusion does not apply to"bodily injury"or"property damage"resulting from the use of reasonable force to protect persons or property. B. Limited Rental Lease Agreement Contractual Liability SECTION I—COVERAGES, COVERAGE A. BODILY INJURY AND.PROPERTY DAMAGE ' LIABILITY, Subsection 2. Exclusions, Paragraph b.Contractual Liability is amended to include the 1 following: (3).Based on the named insured's request at the time of claim,we agree to indemnify the named insured for their liability assumed in a contract or agreement regarding the rental or lease of a premises on behalf of their client,up to$50,000. This coverage extension only applies to rental lease agreements. This coverage is excess over any renter's liability insurance of the client ' — C. Non-Owned Watercraft • • i .SECTION I—COVERAGES, COVERAGE A BODILY INJURY AND PROPERTY DAMAGE LIABILITY, Subsection 2. Exclusions, Paragraph g. (2) is deleted in its entirety and replaced by the . following: . . (2) A watercraft you dp not own that is: • • (a) Less than 58 feet long; and • • (b) Not being used to carry persons or property for a charge; ' This provision applies to any person,who with your!consent, either uses or is responsible for the use of a watercraft. This insurance is excess over any other valid and collectible insurance available to the insured whether primary, excess or contingent. D. Damage to.Property You Own, Rent or Occupy SECTION I—COVERAGES, COVERAGE A BODILY INJURY AND PROPERTY DAMAGE Page'2 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. • ©2011 Philadelphia Indemnity Insurance Company. • • • •, PI-GLD-HS(10/11) • • LIABILITY, Subsection 2. Exclusions, Paragraph j. Damage to Property, Item (1) is deleted in its entirety and replaced with the following: • • (1) Property you own, rent, or occupy, including any costs or expenses incurred by you, or any other person, organization or entity,;for repair, replacement, enhancement, restoration or maintenance of such property for any reason, including prevention of injury to a person or damage to another's property, unless the damage to property is caused by your client, up to a$30,000 limit., A client is defined as a person under your direct care and supervision. E. Damage to Premises Rented to You 1. If damage by fire to premises rented to you is not otherwise excluded from this Coverage Part, the word"fire"is changed to"fire,lightning,explosion, smoke, or leakage from automatic fire protective systems"where it appears in: a. The last paragraph of SECTION I-COVERAGES, COVERAGE A BODILY INJURY AND . PROPERTY DAMAGE LIABILITY, Subsection 2-Exclusions; is deleted in its entirety and • • replaced by the following: Exclusions c.through n.do not apply to damage by fire, lightning,explosion, smoke,or leakage from automatic fire protective systems to premises while rented to you or temporarily occupied by you with permission of the owner.A separate limit of insurance applies to this coverage as described in SECTION III-LIMITS OF INSURANCE. • b. SECTION III-LIMITS OF INSURANCE, Paragraph 6. is deleted in its entirety and replaced by the following: • Subject to Paragraph 5.above,the Damage To Premises Rented To You Limit is the most we will pay under Coverage A for damages because of�'property damage"to any one premises,while rented to you, or in the case of damage by fire, lightning, explosion, smoke, or leakage from automatic fire protective systems while rented to you or • temporarily occupied by you with permission of the owner. c. SECTION V-DEFINITIONS, Paragraph 9.a., is deleted in its entirety and replaced by the following: . • A contract for a lease of premises. However,that portion of the contract for a lease of • premises that indemnifies any person or organization for damage by fire,,lightning, • • explosion, smoke, or leakage from automatic fire protective systems to premises while rented to.you or temporarily occupied by you with permission of the owner is not an "insured contract"; • 2. SECTION IV-COMMERCIAL GENERAL LIABILITY CONDITIONS, Subsection 4.Other Insurance, Paragraph b. Excess insurance, (1) (a) (ii)is deleted in its entirety and replaced by the following: • That is insurance for fire, lightning, explosion,smoke, or leakage from automatic fire protective systems for premises rented to you or temporarily occupied by you with permission of the owner; S 3. The Damage To Premises Rented To You Limit section of the Declarations is amended to the greater of: • Page 3 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. ©2011 Philadelphia Indemnity Insurance Company • • PI-GLD-HS(10/11) • a. $1,000,000; or b. e•The amount shown in the Declarations as the Damage to Premises Rented to You Limit. This is the most we will pay for all damage proximately caused by the same event,whether such damage results from fire, lightning,explosion,smoke, orI leaks from automatic fire protective systems or any combination thereof. • 1 F. HIPAA SECTION I—COVERAGES, COVERAGE B PERSONAL AND ADVERTISING INJURY LIABILITY, is amended as follows:. ) • • { 1. Paragraph 1. Insuring'Agreement is amended to include the following: • We will pay those sums that the insured becomes legally obligated to payas damages because of a"violation(s)" of the Health Insurance Portability and,Accountability Act(HIPAA). We have the right and the duty to defend the insured against any"suit,""investigation,"or"civil proceeding" seeking these damages. However,we will have no duty to defend the insured against any"suit" . , seeking damages, "investigation,"or"civil proceeding"to which this insurance does not apply. 2. Paragraph 2. Exclusions is amended to include the following additional exclusions: • • This insurance does not apply to: I • a. Intentional,Willful, or Deliberate Violations • Any willful, intentional, or deliberate"violation(s)" by any insured. b. Criminal Acts j • • Any"violation"which results in any criminal penalties under the HIPAA. c. Other Remedies • Any remedy other than monetary dameges for penalties assessed. • d. Compliance Reviewsor Audits Any compliance reviews by the Department of Health and Human Services. 3. SECTION V—DEFINITIONS is amended to include thefollowing additional definitions: a. "Civil proceeding" means an action by the Department of Health and Human Services(HHS) arising out of"violations." ' • • • b. "Investigation" means an examination of an actual or alleged"violation(s)"by HHS. However, "investigation"does not include a Compliance Review. c. "Violation" means the actual or alleged failure to,comply with the regulations included in the HIPAA. • • Page 4 of 12 . Includes copyrighted material of Insurance Services Office, Inc.,with its permission. • • ©2011 Philadelphia Indemnity Insurance Company f; { • . • • PI-GLD-HS (10/11) G. Medical Payments_Limit Increased to$20,000, Extended Reporting Period If COVERAGE C MEDICAL PAYMENTS is not otherwise excluded from this Coverage Part: 1. The Medical Expense Limit is changed subject to all of the terms of SECTION III-LIMITS OF • INSURANCE to the-greater of: - C a. $20,000; or b. The Medical Expense Limit shown in the Declarations of this Coverage Part. 2. SECTION I—COVERAGE, COVERAGE'C MEDICAL PAYMENTS, Subsection 1.Insuring Agreement, a. (3)(b) is deleted in its entirety and replaced by the following: • (b) The expenses are incurred and reported to us within three years of,the date of the accident. H. Athletic Activities • SECTION I—COVERAGES, COVERAGE C MEDICAL PAYMENTS, Subsection 2.Exclusions, Paragraph e.Athletic Activities is deleted in itsentirety and replaced with the following: • e. Athletic Activities To a person injured while taking part in athletics. • I. Supplementary Payments SECTION I—COVERAGES, SUPPLEMENTARY PAYMENTS-COVERAGE A AND B are amended as follows: • 1. b. is deleted in its entirety and replaced by the following: • 1. b. Up to$5000 for cost of bail bonds required because of accidents or traffic law violations arising out of the use of any vehicle to which the Bodily Injury Liability Coverage applies.We do not have to furnish these. 1.d. is deleted in its entirety and replaced by the following: 1. d. All reasonable expenses incurred by the insured at our request to assist us in the investigation or defense of the claim or"suit", including actual loss of earnings up to$1,000 a day because of time off from work. J. Employee Indemnification.Defense Coverage • SECTION I—COVERAGES,SUPPLEMENTARY PAYMENTS—COVERAGES A AND B the following is added: . We will pay, on your behalf, defense costs incurred by an"employee"in a criminal proceeding occurring in the course of employment. • The most we will pay for any"employee"who is alleged to be directly involved in a criminal • proceeding is$25,000 regardless of the numbers of"employees,"claims or"suits"brought or persons or organizations making claims or bringing"suits. • Page 5 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. • ©2011 Philadelphia Indemnity Insurance Company . • • • •• ' PI-GLD-HS(10/11) • K. Key and Lock Replacement—Janitorial Services Client Coverage . ;I o SECTION I—COVERAGES,SUPPLEMENTARY.PAYMENTS: COVERAGES A AND B is amended to include,the following: We will pay for the cost to replace keys•and locks at the clients"premises due to theft or other loss to keys entrusted to you by your"client,"up to a$10,000 limit per occurrence and $10,000 - policy aggregate. • We will not pay for loss or damage resulting from theft or anyother dishonest or criminal act that 'you or any of your partners, members,officers,"employees", "managers", directors,trustees, authorized representatives.or any one to whom you entrust the keys of a"client"for any •• , purpose commit,whether acting alone or in collusion with other persons. The'following,when used on this coverage, are defined has follows: • • a. "Client" means an individual, company'or organization with whom.you have a written contract or work order for your services for a described premises and have billed for your services. b. "Employee" means: (1) Any natural person: (a) While in your service or for 30 days after termination of service; ' • (b) Who you compensate directly by salary,wages or commissions; and • • • (c) Who you have the'right to direct and control while performing services for you; or . (2) Any natural person who is furnished temporarily to you: • • (a) To substitute for permanent"employee"as defined in Paragraph (1)above,who is' • ' , on leave; or ! . (b) To meet seasonal or short-term workload conditions; ' • while that personis subject to your direction and control and performing services for you. (3) "Employee"does not mean: • - (a) Any agent, broker, person leased to youby a labor leasing firm,factor, commission• merchant, consignee, independent contractor or representative of the same general • character; or ' ' • (b) Any"manager,"director or trustee except while performing acts coming;within the scope of the usual duties of an"employee." • c. "Manager"means a person"serving.in a directorial capacity for a limited liability company. • ; L. Additional Insureds SECTION II—WHO IS.AN INSURED is amended as follows: 1. If coverage for newly acquired or formed organizations'is not otherwise excluded from this • Page 6 of 12 • Includes copyrighted material of Insurance'Services Office, Inc.,with its permission. ©2011 Philadelphia Indemnity Insurance Company` • • • • ' • • PI-GLD-HS (10/11) Coverage Part,Paragraph 3.a. is deleted in its entirely and replaced by the following: a. Coverage under this provision is afforded until the end of the policy period. 2. Each of the following.is also an insured: ' a. Medical Directors and Administrators—Your medical directors and administrators, but only while acting within.the scope of and during the course of their,duties as such. Such • duties do not include the furnishing or failure to furnish professional services of any physician or psychiatrist in the treatment of a patient. b. Managers and Supervisors—Your managers and supervisors are also insureds, but only with respect to their duties as your managers and supervisors. Managers and supervisors'who are your"employees"are also insureds for"bodily injury"to a co- • "employee"while in the course of his or her employment by you or performing duties • related to the conduct of your business. . This provision does not change Item 2.a.(1)(a) as it applies to managers of a limited . • liability company. c. Broadened Named Insured—Any organization and subsidiary thereof which you control and actively manage on the effective date of this Coverage Part. However, coverage does not apply to any organization or subsidiary notnamed in the Declarations as Named Insured, if they are also insured under another similar policy, but for its termination or the exhaustion of its limits of insurance. . • ' • d. Funding Source—Any person or organization with respect to their liability arising out of: (1) Their financial control of you;or • (2) Premises they own, maintain or control while you lease or occupy these premises. This insurance does not apply to structural alterations, new construction and demolition • operations performed by or for that person or organization. • e. Home Care.Providers—At the first Named Insured's option,any person or organization under your direct supervision and control while providing for you private home respite or foster home care for the developmentally disabled. • f. Managers, Landlords, or Lessors of Premises—Any person or organization with respect to their liability arising out of the ownership,maintenance or use of that part of the premises. • leased or rented to you subject to the following additional.exclusions: • This insurance does not apply to: (1) Any"occurrence"which takes place after you cease to be a tenant in that premises;or (2) Structural alterations, new construction or demolition operations performed.by or on. . behalf of that person or organization. g. Lessor of Leased Equipment—Automatic Status When Required in Lease Agreement. • With You—Any person or organization from whom you lease equipment when you and such person or organization have agreed in writing in a contract or agreement that such person'or organization is to be added as an additional insured on your policy. Such person or . Page 7 of 12: . Includes copyrighted material of Insurance Services Office, Inc.,with its permission. • ©2011 Philadelphia.Indemnity Insurance Company • . • • • • • PI-GLD-HS (10/11) • organization is an insured only with respect to liability for"bodily injury,""property damage" or "personal and advertising injury"caused,in whole or,in part, by your maintenance, operation • or use of equipment leased to you by such person or organization. A person's or organization's status as an additional insured under this endorsement ends when their contract or agreement with you for such leased equipment ends. • With respect to the insurance afforded to these additional insureds,this insurance does not apply to any"occurrence"which takes place after the equipment lease expires. • - . h. Grantors of Permits—Any state or political subdivisiongranting you a permit in connection with your premises subject to the following:additional provision: • (1) This insurance applies only with respect to•the following hazards for which the state or political subdivision.has issued a permit in connection with the premises you own, rent or J control and to which this insurance applies: • • (a) The existence, maintenance, repair, construction,erection, or removal of advertising signs, awnings, canopies, cellar entrances, coal holes, driveways, manholes, marquees, hoist away openings, sidewalk vaults,street banners or decorations and • similar exposures; • • (b) The construction, erection, or removal of elevators; or• • • (c) The ownership, maintenance, or use of any elevators covered by this insurance. Vendors—Only with respect to"bodily injury"or"property damage"arising out of"your products" which are distributed or sold in'the regulair course of the vendors business, subject. to the following additional exclusions: • • • (1) The insurance afforded the vendor does not apply to: (a) "Bodily injury"or"property damage"for which the vendor is obligated to pay - damages by reason of the assumption of liability in a contract or agreement.This exclusion does not apply to liability for damages that the vendor would have in the • absence of the contract or agreement; • • (b) Any express warranty unauthorized by you;, • (c) Any physical or chemical change in the product made intentionally by the vendor; (d) Repackaging, except-When Unpacked solelyy for the purpose of inspection, demonstration, testing,'or the substitution of parts under instructionsfrom the • • manufacturer, and then repackaged in the original container; (e) Any failure to make such inspections, adjustments,tests or servicingas the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products; • (f) Demonstration, installation, servicing or repair operations,except such operations • performed at the vendor's premises in connection with the sale of the product; • Page 8 of 12 • Includes copyrighted material of Insurance Services Office, Inc.,with its permission. • ©2011 Philadelphia Indemnity Insurance Company • • • • PI-GLD-HS (10/11). (g)•Products which, after distribution or sale by you, have been labeled or relabeled or used as a container, part or ingredient of any other thing or substance by or for the • vendor; or • (h) "Bodily injury"or"property damage"arising out of the sole negligence of the vendor " • for its own acts or omissions or those of its employees or anyone else acting on its behalf. However,this exclusion does not apply to: • (i) The exceptionscontained in Sub-paragraphs (d) or(f); or ,(ii) Such inspections, adjustments,tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in • • connection with the distribution or sale of the products. (2) This insurance does not applyto any insured person or organization,from whom you have acquired such products,or any ingredient, part or container, entering into, accompanying or containing. j. Franchisor—Any person or organization with respect to their liability as the grantor of a franchise to you. k. As Required by Contract—Any person or organization where required by-a written contract executed prior to the occurrence of a loss. Such person or organization is an additional insured for"bodily injury,""property dame eor"personal and advertising injury"but only for • liability arising out of the negligence of the named insured.The limits of insurance applicable to these additional insureds are the lesser of the policy limits or those limits specified in a contract or agreement. These limits are included within and not in addition to the limits of insurance shown in the Declarations I. Owners, Lessees or Contractors.—Any person or organization, but only with respect to liability for"bodily injury,""property damage"or"personal and advertising injury"caused, in whole or in part, by: (1) Your acts or omissions; or • (2) The acts or omissions of those acting on your behalf; in the performance of your ongoing operations for the additional insured when required,by a contract. With respect to the insurance afforded to these additional insureds,the following additional exclusions apply: This insurance does not apply to"bodily injury"or"property damage"occurring after: (a) All work, including materials, parts or equipment furnished in connection with such work', on the project(other than service, maintenance or repairs)to be performed by'., • • or on behalf of the additional insured(s)at the location of the covered operations has been completed; or (b) That portion of"your work"out of which the injury or damage arises has been put to its intended use by any person.or organization other than another contractor or • subcontractor engaged in performing operations for a principal as a part of the same project. • Page 9 of 12 Includes copyrighted material of Insurance Services Office, Inc:,with its permission. ©2011 Philadelphia Indemnity Insurance Company • • • PI-GLD-HS(10/11) • m. State or Political Subdivisions—Anystate.or political subdivision as required,subject to the following provisions: (1) This insurance applies only with respect to operations performed by you or on your behalf for which the state or political subdivision has issued a permit, and is required by contract. (2) This insurance does not apply to: . (a) "Bodily injury,""property damage" or"personal and advertising injury" arising out of • operations performed for the state or municipality;or (b)•"Bodily injury"or"property damage"included within the"products-completed .operations hazard." M. Duties in the Event of Occurrence, Claim or.Suit • SECTION IV—COMMERCIAL GENERAL LIABILITY CONDITIONS, Paragraph 2. is amended as follows: • a. is amended to include: This condition applies only when the"occurrence.or offense is known to: ' • . (1) You;if you are an individual; - • (2) A partner, if you are a partnership; or (3) An executive officer or insurance manager, if you are a corporation. . . b. is amended to include: • . ' . This condition will not be considered breached unless the breach occurs after such claim or"suit" • - is known to: (1) You, if you are an individual; (2) A partner, if you are a partnership; or .. • . (3) An executive officer orinsurance manager, if you are a corporation. N. Unintentional Failure To Disclose Hazards ! SECTION IV—COMMERCIAL GENERAL LIABILITY CONDITIONS, 6. Representations is amended to include the following: It is agreed that, based on our reliance on your representations'as to existing hazards, if you should unintentionally fail to disclose all such hazards prior to the beginning of the policy period of this Coverage Part,we shall not deny coverage under this Coverage Part because of such failure. O. Transfer of Rights of Recovery Against Others To Us • SECTION IV—COMMERCIAL GENERAL LIABILITY CONDITIONS,8.Transfer of Rights of • • Page 10 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. ©2011 Philadelphia Indemnity Insurance Company " ' • ' PI-GLD-HS(10/11) . • Recovery Against Others To Us.is deleted in its entirety and replaced by the following: If the insured has rights to recover all or part of any payment we have made under this Coverage Part, those rights are transferred.to us. The insured must do nothing after loss to impair them.At our request,the insured will bring "suit"or transfer those rights to us and help us enforce them. • • Therefore,the insured can waive the insurer's rights of recovery prior to the occurrence of a loss, provided the waiver is made in a written contract. P. Liberalization SECTION IV—COMMERCIAL GENERAL LIABILITY CONDITIONS, is amended to include the following: If we revise this endorsement to provide more coverage without additional premium charge,we" • • will automatically provide the additional coverage to all endorsement holdersas of the day the revision is effective in your state. Q. Bodily Injury—Mental Anguish 'SECTION V—DEFINITIONS, Paragraph 3. Is deletedin its entirety and replaced by the following: • • "Bodily injury"means: a. Bodily injury, sickness or disease sustained by a person, and includes mental anguish • resulting from any of these;and b. Except for mental anguish, includes death resulting from the foregoing (Item a. above)at any time. • R. Personal and Advertising Injury-Abuse of Process, Discrimination If COVERAGE B PERSONAL AND ADVERTISING INJURY IABILITY COVERAGE is not - otherwise excluded from this Coverage Part,'the definition of"personal and advertising injury"is amended as follows: 1.. SECTION V—DEFINITIONS, Paragraph 14.b. is deleted in its entirety and replaced by the following: • b. Malicious prosecution or abuse'of process; • • 2. SECTION V—DEFINITIONS, Paragraph 14.'is amended by adding the following: Discrimination based on race, color, religion, sex, age or,national origin, except when: •. • a. Done intentionally by or at the direction of,or with the knowledge or consent of: (1) Any insured; or • • • (2) Anyexecutive officer, director, stockholder, partner or member of the insured; • b. Directly or indirectly related to the employment,former or prospective employment, termination of employment,or application for employment of any person or persons by an • insured; • Page 11 of 12 • Includes copyrighted material of Insurance.Services Office, Inc.,with its permission. ©2011 Philadelphia Indemnity Insurance Company • • PI-GLD-HS(10111) c. Directly or indirectly related to the sale, rental, lease�or sublease or prospective•sales, rental, lease or.sub-lease of any room,dwelling or premises by or at the direction of any insured; or d. Insurance for such discrimination is prohibited by or held in violation of law, public policy, legislation, court decision or administrative ruling. • . The above does not apply to fines or penalties imposed because of discrimination.• ' • • • H • • • • • • • { • • • • 1 • , r • • Page 12 of 12 Includes copyrighted material of Insurance Services Office, Inc.,with its permission. ©2011 Philadelphia Indemnity Insurance Company • ' • • • • • • PI-GL-005 (07/12) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED •PRIMARY.AND NON-CONTRIBUTORY INSURANCE • This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART • SCHEDULE • Effective Date: 07/01/2023 Name of Person or Organization(Additional Insured): As per written contract • • • SECTION II—WHO IS AN INSURED is amended to include as an additional insured the person(s)or organization(s)shown in the endorsement Schedule, but only with'.respect to liability for"bodily injury," "property damage"or"personal and advertising injury"arising out of or relating to your negligence in the performance of"your work"for such person(s)or organization(s)that occurs on or after the effective date • shown in the endorsement Schedule. This insurance is primary to and non-contributory with any other insurance maintained by the person or organization (Additional Insured), except for lossresulting from the sole negligence of that person or • _ organization. • This condition applies even if other-valid and collectible insurance is available to the Additional Insured fora loss or"occurrence"we cover for this Additional Insured. The Additional Insured's limits of insurance do not increase our limits'of insurance, as described in ' • SECTION III—LIMITS OF INSURANCE. ' 0 'All'other terms, conditions,'and exclusions under the policy are applicable to this endorsement and remain unchanged. • Page 1 of 1 Includes copyrighted material of Insurance Services Office, Inc.,with its permission.