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2023-088 PO 20240054- Pathways Enterprises Inc.
CITY RECORbER Purchase O rd e r • Fiscal Year '2024 Page: 1 of: 1 — II IN19CIltli�J '��I(p�luri��` �1r'1 �;� R�, %� B L�IL"y.J1 .�i mjll w-p��� .1 `Rt ASAP"�T 1 1,7��'P oh ,�Y' I Il1�la�@ ra��pldd 11I� Ffr��i ;��4n ala+��V�ql �j��rp'��'� City of Ashland II�I'l,110iil,'4111ia°i41�IpiIIP"lull i �h�II O'f,�y�Jd611�Hrll'�IiI�Illllli I!nil!p14�. , ahlki4 ATTN: Accounts Payable 20 E. Main Purchase : 20240054 Ashland, OR 97520 • Order# 1- Phone:.541/552-2010 O Email: payable@ashland.or.us E •PATHWAY ENTERPRISES INC H C/O Facilities Maintenance Div N 1600 SKY PARK DR STE 101 I 90 North MountainAve D MEDFORD, OR 97504 P Ashland, OR 97520 R Email:ACCOUNTING@PATHWAY-INC.ORG Phone: 541/4.88-5358 '. � Fax: 541/552-2304 • �� � pn,�„Y.�,r mmun� �nww,•'�uu u „ -4`Wi u�. °°gym.o � Ipnn�� 1 im�m!'�' n r , 6 Y .' , �-� � Iia mm'.1.: ::1, II; �i .t * c !�I 1'a.i ) I MarVON .. .(541)488-1536 { 7.- Wes Hoadley Il'�I�""F.IYe'd`8 �Bybl9dMi�.1J'` MplGw�a9H"� 'BP q LL� ..I�'"�AnM1 I nl �,iC tll+:. �yy�� yp '�"� r� � tatarr d 9 ' °, -�.eI MIA1���C,e�i-: oar � Ih"qf�I�i" SIIi a y,l" 1 �,��I�„�,.I gWal �,y u,I u'^ ,�Im NN�ritiilllI Iii p q1 ,�q lir I, II F 1.� iJ- 1 i :_,, -.'D ' v 6i I' 19m"I• F,A� .:+Q.�I' .L.khip HO.11,41 gg11��+08/03/2023 509 ASHLANDORAccountsPayable d 1 k Immi lam pnp lI'I nI4 rgi*..0 Pi.1, a. 111' 1'111 .I I ep ',NI 1 � c+ud�k�l[ce' CityP ble ...,'Id�lti, ,l�,+lt�i�� 91t1� (' llfll, �- ��P�� ' :.:p.��I „I,h811i11'„4 '��N �`�IIIE;�Ii� �;.'ail�si ; iv 01�,i� �ll�'llh Vii'�h.�l.h City Facilities 1 Janitorial Services . 12.0 MO $15,260.69 $183,128.28 City Facilities Approved.by the City Council June 20, 2023// ' Agreement for Janitorial Services . Term: July 1, 2023 to June 30, 2024 • • - Project Account: S ' ***************GL SUMMARY.*************** j ' 088400-602352 v $183,128.28 /” .I . 1 I• � • • • • • • • • 77I'1 1"� 3'm"�'4 �4nd II°l ki' 1 14'1101 �I�lrip ,ill� I�II 111,� �� illi itl 1'411%4 l /111!itibIll!f ll�l 1,14„l"pl �I1 ,61i11i1If1111111 1"111�� 7 IIIII1 tIl id16.3 Il;11114;11ijg1,,11 C1�lnllll�I IIII - • III1'1'(h4l;1 11111,11r; 'lii lllSliin111IrIIlli1 I I1�'I�IIIIII' Y � , lip'Ill,,114 B 11111 1,111 1 I II ih,11 111;p��11111 Ill F4�y1�11 V By': Date: 411/ E ,I py Cll' ,�I�t I hl110'�Ilh,1021 l�y Authorized Signature !41"SII,,,11,1.�4u_„411I"I'L14!���i1f1511l'l' I�1�� ,!J.,•�1:.v !:ll�lp II,4,aa 183 12828 L ,,AlAidipp FORM #3c TY OF Purchase . e D � ,z, c AALAND A request fora Purchas Orokr . REQUISITION Date of request: 08/03/2024 • - Required date for delivery: • Vendor Name PATHWAY ENTERPRISES,INC. Address,City,State,Zip ' Contact Name&Telephone Number Email address. • • SOURCING METHOD ) ❑ Exempt from Competitive Bidding ❑ Invitation to Bid 0 Emergency ❑ 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) ❑. Small Procurement 0 Request for Proposal • Cooperative Procurement Not exceeding$5,000 Date approved by Council: iJ State of Oregon - O Direct Award _(Attach copy of council communication) Contract# OreponForward • ❑ VerballWritten bid(s)or proposal(s) 0 Request for Qualifications(Public Works) ❑ State of Washington Date approved by Council: Contract# • - (Attach copy of council communication) ' 0 Other government agency contract " Intermediate Procurement ' • ❑ Sole Source Agency GOODS&SERVICES " 0 Applicable Form(#5,6,7 or 8) Contract# ' Greater than$5,000 and less than$100,000 0 Written quote or proposal attached Intergovernmental Agreement ❑ (3)Written bids&solicitation attached " '❑ Form#4,Personal Services$5K to$75K Agency.. • PERSONAL SERVICES Date approved by Council:_ 0 "Annual cost to City does not exceed$25,000. Greater than$5,000 and less than$75,000 Valid until: (Date) Agreement approved by Legal and approved/signed by ❑ Less than$35,000,by direct appointment 0 Special Procurement City Administrator.AMC 2.50.070(4) ❑ (3)Written proposals&solicitation attached 0 Form#9,Request for Approval '❑ Annual cost to City exceeds$25,000,Council: ❑ Form#4,Personal Services$5K to$75K 0•Written quote or proposal attached approval required.(Attachcopy Of council communication) Date approved by Council: ' Valid until: - - (Date) Description of SERVICES - JANITORIAL SERVICES-$15 260.69 PER MONTH ,rv''` �,t, € TOTALICOST,; J,,' Approved by the City Council on June 20,2023 {s°`185,453�'S2" ° ' i " ,, �y.,,,;f,, 771Q t �`, �r �r ���yb �.isr'«� yv Item# ' Quantity Unit Description of MATERIALS Unit Price Total Cost • ❑ Per.attached_quotelproposai , TCTAL'lCOST V, ?; yds Cs - ,r , f _ f '! a u.Project Number--- - —'--- Account Number 0.e 8 4 0 0.6 0 2.3 5 2 -" v . N . .. Account Number Account Number - ' • *Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. " IT Director in collaboration with department to approve all hardware and software purchases: , IT Director ' Date Support-Yes/No By signing this requisition form,I certify that the City's public contracting requirements have been satisfied. ' , • Employee: Department He. "'�• ri -�. 2 • / TrI -F l ,"5�00Q) Department Manager/Supervisor: City:Manager: L .�0 ( eater an$35 Olt) Funds appropriated for current fiscal year: .YES/ NO klinA D'ctor(Equua'AAA."realerthan$5,000) t, iv Comments: • Form#3-Requisition ; Fa Council Business Meeting June 20, 2023 r25:',q7:57;71:7,a1F Contract award to Pathway Enterprises,Inc. (OregonForward Formerly QRF Agendalltem'i 1 _rt> Program) for Janitorial Services .,'', , {; > Michael Morrison Operations Deputy Director Frgn WMa' ,{ ') Ralph Sartain 'Fire Chief ; t ,. ,' r Rachel Dials Interim Parks Director michael.morrisorwaashland.or.us 541-552-2325 Contacft .r ralph.sartain(6ashland.or.us 541-552-2229 racheIr dialseashland.or.us 541-552-2260 Item=Type: f Requested by Council ❑ Update ❑ Request for Approval ® Presentation ❑ SUMMARY This request is seeking approval to award a publiccontract 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 qualified Oregon Forward Program contractor that • is qualified to provide janitorial services for the City of Ashland. The Oregon Forward Program was formerly knownas the Qualified Rehabilitation Facility (QRF) Program. The term for the new contract for Janitorial Services will begin on July 1,2023,and end June 30,2024. POLICIES,PLANS&GOALS SUPPORTED BACKGROUND AND ADDITIONAL INFORMATION The following information,along with guidelines,procurement contractor lists and laws governing the • Oregon Forward Program can be found online at: https://vwvw.oregon.gov/das/Procurement/PageSJOregonForward.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 state.The Oregon Forward program supports productive lives and helps create bright futures by fulfilling the needs•of state and local government agencies. • ti ORS 279.850 Procurement Of product or service; agreements for procurement;exceptions;preferences. (1)(a)Except as provided in paragraph (b) of this subsection and subject to paragraph (c) of this subsection, a public agency that intends to procure a product or service ori the procurement list that the Oregon Department of Administrative Services established under ORS 279.845 shall,in accordance with the department's rules,procure the product or service at the price the department establishes from a qualified. nonprofit agency for individuals with disabilities,provided that the product or service is of the appropriate specifications and is available within the period the public agency requires. Page 1of2 1' WSIA was Council Business Meeting FISCAL IMPACTS Funds are budgeted each fiscal yearfor janitorial services. Janitorial Services F,Y 2024 .CC*k'+l#E rlgWage IIli5at6Y:c £ Ca -a :Pi3fit y itt a:I"77 tkt`# i:kf dij 5.q�fa i.$ 8£1V City Facilities $185,453.52 Fire Station #1 8,732.66 Parks Recreation Facilities 30,517.32 Parks Restrooms and Trash Services 222,526.27 Total Amount $447,229.77 DISCUSSION QUESTIONS • SUGGESTED NEXT STEPS Staff recommends the public contract for janitorial services be awarded to Pathways Enterprises, Inc. REFERENCES&ATTACHMENTS Costing Workbooks • •. City Facilities . • Fire Station#1 '• Parks Recreation Facilities • • Parks Restrooms and Trash Services • • • • • • Page 2 of 2 . • 11 • IPM • AGREEMENT FOR JANITORIAL SERVICES PROVIDER:. PathwayEnterprises,Inc. CITY of ASH LAND " PROVIDER'S CONTACT:. Richard Simpson 20 East Main Street � ADDRESS: 1600 Sky Park Drive,Suite No. 101 Ashland,Oregon 97520 Medford,Oregon.97504 • Telephone: 541/488-5587 Fax: 541/488-6006 PHONE: 541-973-2.728: EMAIL: rpspei®gmail.com ;This Goods and Services Agreement (hereinafter. "Agreement")is entered into by and between the City of Ashland,'an Oregon municipal corporation (hereinafter "City") and Pathway Enterprises, Inc., a domestic business corporation("hereinafter"Provider"),for Janitorial Services. 1. PROVIDER'S OBLIGATIONS 1.1 Provide:janitorial services for City Facilities, Fire Station#1, Parks Recreation Facilities, and - Parks Restrooms and Trash Services as set forth in the "SUPPORTING DOCUMENTS" attached• . • hereto and,by this reference,incorporated herein. Provider expressly acknowledges that time is of the essence of any completion date set forth in the SUPPORTING DOCUMENTS, and that no waiver or extension of such deadline may be authorized except in the same manner as herein provided for authority to exceed the maximum compensation. The goods 'and services defined and described in the "SUPPORTING DOCUMENTS"shall hereinafter be collectively referred to as"Work." 12 Provider shall obtain and maintain during.the term of this Agreement and until City's final acceptance of all Work received hereunder,a policy or policies of liability..insurance including commercial general liability insurance witha combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars)per occurrence for Bodily Injury and.Property Damage. 1.2.1 The insurance required in this Article shall include the following coverages: " • Comprehensive General or Commercial General Liability, including personal injury, contractual liability,and products/completed operations coverage;.and • Automobile Liability. • Workers' Compensation 1.2.2 Each policy of such insurance shall be on an"occurrence"and not a"claims made"form,and shall: • Name as additional insured "the City of Ashland, Oregon, its officers, agents and employees" with respect to claims arising out of the provision of Work under this Agreement; • Apply to each named and additional named insured as though a separate policy had been issued to each,provided that the policy limits shall not be increased thereby; • • Apply as primary coverage for each additional named insured except to the extent that two or more such policies are intended to'"layer" coverage and, taken together,they provide total coverage from the first dollar of liability; �. •V Provider shall immediately notify the City of any change in insurance coverage . • • Provider shall supply an endorsement naming they City,its officers, employees and agents as additional insureds by the Effective Date of this Agreement;and • Page 1 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. ' • • • • Be evidenced by a certificate or certificates of such insurance approved by the City. 13 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 thegrounds of race, color,religion, creed, sex,marital status,. familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer'discrimination in the performance of this Agreement when employed by Provider..Provider agrees to comply with all applicable requirements of federal andstate civil rights and rehabilitation statutes, rules and regulations. Further,Provider agrees not to discriminate against a disadvantaged business enterprise,minority-owned,business,woman-owned business, a business that a service-disabled veteran owns or an emerging small business,enterprise certified under ORS 200.055,in awarding subcontracts as required by ORS 279A.110. 1:5 In all solicitations either by competitive bidding or negotiation made by Provider for work to be performed under a subcontract, including procurements of materials or leases of equipment, each . potential subcontractor or supplier"shall be notified by the Providers of the Provider's obligations under this Agreement and Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws. 1.6 Living Wage Requirements: 'If the amount of this Agreement is $22,310.46 or more, Provider is required to comply with Chapter 3:12 of the Ashland Municipal Code by paying a living wage,as defined in that chapter,to all employees performing Work under this Agreement and to any Subcontractorwho 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 Workas specified in the SUPPORTING DOCUMENTS. 22 In no event shall Provider's total of all compensation and reimbursement under this.Agreement exceed the not to exceed (NTE) amounts as follows without express, written approval from the City official whose signature appears below,or such official's successor in office.. Per attached.Oregon Forward Program Costing Workbooks (Formerly QRF Program) FY 2024 • City Facilities . $185,453.52 Fire Station#1 8,732.66 Parks Recreation.Facilities 30,517.32 Parks Restrooms&Trash Services 222,526.27 Total Amount $447,229.77 2.3 Provider expressly acknowledges that no other person has authority to.order or authorize additional Work which would cause this maximum'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: Agreement between the City of Ashland and Pathway Enterprises,Inc. • • 3. GENERAL PROVISIONS 3.1 This is a non-exclusive Agreement. City is not obligated to procure any specific amount of Work from Provider and is free to procure similar types of goods and services from other providers in its sole discretion. 32 Provider is an independent contractor and not an employee or agent of the City for any purpose. 3.3 Provider is not entitled to,and expressly waives all claims to City benefits:such as health and disability insurance,paid leave,and retirement. - • 3.4 This Agreement embodies the full and complete understanding of the parties respecting the subject matter hereof It supersedes all prior agreements,negotiations,and representations between the parties, whether written or oral. 3.5 This Agreement may be amended only by written insttunient.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.220,2798.230 and 279B.235. 3.7 This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws. principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue,and expressly consents that, upon motion of the other party, any case may be dismissed or its venue transferred,as appropriate,so as to effectuate this choice of venue. . 3.8 Provider shall defend,save,hold harmless and indemnify the Cityand 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 relatingto the activities of Provider or its officers, employees,contractors,or agents under this Agreement. 3.9 Neither party to this Agreement shall hold the other responsible for damages or delay in performance • caused by acts of God,strikes,lockouts,accidents,or other events beyond the control of the other or the other's officers, employees or agents. • • 3:10 If any provision of this Agreement is found by a court of competent jurisdiction to,be unenforceable, such provision shall not affect the other provisions,but such unenforceable provision shall be deemed modified to the extent necessary to render it enforceable,preserving.to the fullest'extent permitted the intent of Provider and the City set forth in this Agreement. ' 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 final inspection and acceptance of the Goods by the City. Provider remains liable for latent defects,fraud,and warranties. • 3.12 The City may inspect and test the Goods, The City may reject non-conforming Goods and require 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 Pathway Enterprises,Inc. . Agreement in whole or in part. This paragraph does not affect or limit the City's rights, including its rights under the Uniform Commercial Code,ORS Chapter 72(UCC). 3.13 Provider represents and warrants that the. Goodsare new, current, and fully warranted by the manufacturer. Delivered Goods will comply with SUPPORTING DOCUMENTS and be free from defects in labor,materialand manufacture.Provider shall transfer all warranties to the City. 4. SUPPORTING DOCUMENTS The•following documents are,by this reference,expressly incorporated in this.Agreement,and are collectively referred to in this Agreement as the"SUPPORTING DOCUMENTS:" • Oregon Forward Program Costing Workbook for CITY FAC]LITIES:.$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 Rates Weekly Services City Hall 2,106.86 5 • Community Development 2,808.21 3 Full,2 Partial , MUniclpal Courts 1,738.06 . 3 Full,2 Partial . Police.Dept 4,009.83 . 7 Service Center . -, 2,258,03 4.• • Street Shop 877.25 3 • Floor Services . 1,462.45 Twice Annual. .. 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 FACILI'T'IES:839,517:32 - In total we are requesting.$30,517.32 annually.I have attached the State Costing Workbooks and minimum cleaning standards, The monthly Weekday'of costs areas follows: Annual 2023-2014 Monthly Price #WeeklySetvices . Nature Center . 634.44 1 The Grove 553;89 1 Senior Center 1,354.78' 5 • Total • $2,543.11 • • • Page 4 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. • • • Oregon Forward Costing Workbook for PARKS RESTROOMS&TRASH SERVICES:$222,526.27 Parks Restrooms Total Bid.Yearly $222,526.27 Monthly • $18,543.86 • 5. REMEDIES • 5.1 In the event Provider is in default of this Agreement, City may, at its option, pursue any or all,of the remedies available to it under this Agreement and at law or in equity,including,but not limited to: • 5.1.1 Termination of this Agreement; 5.12 Withholding all monies due for the Work that Provider has failed to deliver within any scheduled • completion dates or any Work that have been delivered inadequately or defectively; 5.1.3 Initiation of an action or proceeding for damages, specific performance, or declaratory or injunctive'relief; • 5.1.4 These remedies are cumulative to the extent the remedies are not inconsistent,and City may pursue • any,remedy or remedies singly,collectively,successively or in any order whatsoever. 5.2 . In no event shall City be liable to Provider for any expenses related to termination of this Agreement or for anticipated profits.If previous amounts paid to Provider exceed the amount due,Provider,shall pay immediately any excess.to City upon written demand provided. • 6. TERM AND TERMINATION . 6.1 Term This Agreement shall be effective July 1,2023(the"Effective Date") and shall continue in full force and effect until June 30,2024,unless sooner terminated as provided in Subsection 6.2. 6.2 Termination 62.1 The City and Provider may terminate this Agreement by mutual agreement at any time. 62.2 The City may,upon not less than thirty(30) days'prior written notice,terminate this Agreement for any reason deemed appropriate in its sole discretion. 6.2.3.Either party may terminate this Agreement,with cause,by not lessthanfourteen(14)days'prior written notice if.the cause is not cured within that fourteen(14) day period after written notice. Such termination is in addition to and..not in lieu of any other remedy at law or equity. 7. NOTICE Whenever notice is required or permitted to be given under this Agreement, such notice shall be given in writing to the other party by personal delivery,by sending via a reputable commercial overnight courier, or by mailing using registered or certified United States mail, return receipt requested,postage prepaid, to the address set forth below: . If to the City: 1, City of Ashland • Attention:Wes Hoadley,Facilities Maintenance Supervisor(City Facilities) • Attention:Rachel Dials,Deputy Parks Director(Parks Recreation) • Attention:Michael Black,Parks Director(Parks Restrooms) • Attention:Ralph Sartain,Fire Chief(Fire Station#1) 20 E.MainStreet Ashland,Oregon 97520 • Phone:(541)488-5354 • Page 5 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. ' I • • I • With a copy to; City of Ashland Legal Department J • 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,OR 97504, • Phone:(541)973-2827 • 8. WAIVER OF BREACH One or more waivers or failures to object by either party to the other's breach of any provision,term,condition, • or covenant contained in this Agreement shall not beconstrued as a waiver of any subsequent breach,whether or not of the same nature. 9. PROVIDER'S COMPLIANCE WITH TAX LAWS 9.1. Provider represents and warrants to the City that: 9.1.1 Provider shall, throughout the term'of this Agreement,including any extensions hereof, comply with: (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 apolitical subdivision of the State of Oregon applicable to Provider;and (iii) Any rules,regulations,charter provisions,or ordinances that implement or enforce any of the foregoing tax laws or provisions. 9.1.2 Provider,for a period of no fewer than six(6)•calendar years preceding the Effective Date of this Agreement, has faithfully complied with: 0 (i) All tax laws of the State of Oregon,including but not limited to ORS 305.620 and ORS chapters 316,317,and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Provider;and (iii) Any rules,regulations,charter provisions,or ordinances that implement or enforce any of the foregoing tax laws or provisions. • 9.2 Provider's failure to comply with the tax laws of the State of Oregon and all applicable tax laws of any political subdivision of the State of Oregon shall constitute a material breach of this Agreement. Further, • any violation of Provider's warranty, as set forth in this Article 9,shall constitute a material breach of this Agreement. Any material breach of this Agreement shall entitle the City to terminate this Agreement and to seek damages andany other relief available'under this Agreement,at law,or in equity. • IN WITNESS WHEREOF the parties have caused.this Agreement to be signed in their respective.names by their duly authorized representatives as of the dates set forth below. . • Page 6 018: Agreement between the City of Ashland and Pathway Enterprises,Inc. • 'CITY OF ASHLAND: / PATHWAY ENT z•A" S S C.: •By: lin-liAradeeeW By: Signature grilBerre-r—gr.- \I\ ,5e.pilk, Le-,-55a-cet 11111 Ctra Printed Name Printed Name 7/7/7---3 , ContVik(4-5" Oir'ecte • • Date Title 202,3 • Date Purchase Order No. rePe9 (W-9 is to be submitted with this signed agreement.) ‘ TO FORIVI: Assistant City Attorney • /' 49, 0 7 Dite • . • • • • Page 7 018: Agreement between the City of Ashland and Pathway Enterprises,Inc. I I • • • • - • • • CITY OF ASHLAND, OREGON • " • . . City of Ashland LIVING • ALL employers described WAG E below must comply with City of Ashland laws regulating • payment of a living wage. • • • $18.12 per hour,effective'June 3O,2023. • • Wish • The Living Wage is adjusted annually every ' June 30 by the Consumer Price index. J • • Employees must be paid a portion of the business of of health care,retirement, living wage: their employer,if the 401K,and IRS eligible employer has ten or more cafeteria plans(including -employees,and has received childcare)benefits to the s For all hours worked under a financial assistance for the employee's amount of wages. • service contract between their • project or business from the • employer and the City of • City ofAshland over Note: For temporary and • Ashland if the contract $25,335.05: part-time employees,the exceeds$25,335.05 or more. Living Wage does not_apply If their employer Is the City of to the first 1040 hours worked For all hours worked in a Ashland,including the Parks In any calendar year. For month,lithe employee and•Recreation Department. -• more:details,please see spends-50%or more of the Ashland Municipal Code employee's time In that month > In calculating the riving 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 East Main Street,Ashland;OR 97520,or visit the City's website at tluww asliland.ar uss. Notice to Employers: This notice must be posted in areas•where it can be seen by all employees. CITY OF ASHLAND • • Page 8 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. . • • ACORO® . DATE(MM/DD/YYYY) • `� 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.BETWEENTHE 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 NAMCONTECT Kimberly Edwards Ashland Insurance Inc PHONE (541)857-0679 ' FAX (541)857-9883 (A/C,No,Ezq: (A/C,No): 801 O'Hare Parkway,Ste 101 • E-MAIL kedwards@ashlandinsurance.com • • ADDRESS: • - INSURER(S)AFFORDING COVERAGE NAIC# Medford ' OR' 97504 . Philadelphia Philadelphia Indemnity Ins Co INSURED • - • INSURER B: SAIF Corporation , Pathway Enterprises Inc - INSURER C: • 1600 Skypark Drive,Suite#101 '' - INSURER D: • . INSURER E: • 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 BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD ' INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. - • INSR AODL SUBR POLICY EFF • POLICY EXP LTR ' TYPE OF INSURANCE INSD WVD POLICY NUMBER • (MM/DD/YYYY) (MM/DDIYYYY) LIMITS X COMMERCIAL GENERAL UABIUTYEACH OCCURRENCE $ 1,000,000 ' DAMAGE TO RENTED 1000 CLAIMS-MADE n OCCUR PREMISES(Ea occrin0,0 ence) S , X Abuse&Molestation Liability • MED EXP(Any one person) $ 5,000 • A X Professional Liability Y Y PHPK2574165 07/01/2023 07/01/2024 PERSONAL B ADV INJURY s 1,000,000 GEN'LAGGREGATE LIMIT APPLIES PER: 'GENERALAGGREGATE $ 3,000,000 POLICY JET n LOC PRODUCTS-COMP/OPAGG $ 3,000,000 OTHER: • Crime Empl Dishonesty $ 250,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 • . , (Ea accident) - X ANY AUTO BODILY INJURY(Per person) $ A OWNED SCHEDULED Y Y PHPK2574165 07/01/2023 07/01/2024 BODILY INJURY(Per accident) $ AUTOS ONLY _AUTOS" HIRED • NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY AUTOS ONLY • (Per acddent) • • PIP-Basic $ 15,000 X UMBRELLAUAB X OCCUR • EACH OCCURRENCE $ 3,000,000 A EXCESS UAB CLAIMS MADE PHUB871639 • . 07/01/2023 07/01/2024 AGGREGATE $ 3,000,000 DED. X RETENTION$ 10,000 • $ • WORKERS COMPENSATION X STATUTE ETH • AND EMPLOYERS'LIABILITY ' B ANY PROPRIETOR/PARTNER/EXECUTIVE Y� N/A 524679 04/01/2023 04/01/2024 E.L.EACH ACCIDENT $ 1,000,000 OFFICER/MEMBER EXCLUDED? I • (Mandatory In NH) EL DISEASE-EA EMPLOYEE $ 1,000,000 If yes,describe under 1,000,000 DESCRIPTION OF OPERATIONS below • EL DISEASE-POLICY LIMIT $ Directors&Officers Liability - Each Occurrence $1,000,000 • A Employment Practices Liability PHSD1808810 06/30/2023 06/30/2024 Aggregate. $1,000,000 • , Retention $2,500 DESCRIPTION OF OPERATIONS I LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached If more space Is required) - The City of 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 • exclusions. - • 'CERTIFICATE HOLDER " CANCELLATION " ' • • • SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN •City of Ashland Oregon,its officers,agents and employees ACCORDANCE WITH THE POLICY PROVISIONS- 20 E Main Street . ' ' AUTHORIZED REPRESENTATIVE . , • Ashland OR 97520 4. 0‘,4.✓ - ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016/03) _ The ACORD name and logo are registered marks of ACORD • • PI-GLD-HS (10/11) . ' THIS ENDORSEMENT CHANGES THE POLICY: PLEASE READ IT CAREFULLY. .1 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 on specific coverages,consult the policy contract wording. Coverage Applicable Limit of Insurance Page# Extended Property Damage Included 2 Limited Rental Lease Agreement ContractualLiability .. $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 f $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 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 a f Additional Insured—State orPolitical 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 Clarification 10 Liberalization Included • 1.1 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 ' 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 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 do 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 0 • 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. 0 • ©2011 Philadelphia Indemnity Insurance Company • • r • . t 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$30,00.0 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. Thelast 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 wewill 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; • 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: The amountshown 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, or leaks from automatic fire protective systems or any combination thereof. 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 pay as 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 followingadditional exclusions: This.insurance does not apply to: • a. Intentional,Willful, or Deliberate Violations • Any willful, intentional, or deliberate"violation(s)" by any insured. • b. Criminal Acts Any"violation"which results in any criminal penalties under the HIPAA. c.. Other Remedies Any remedy other than monetary damages for penalties assessed. d. Compliance Reviews or Audits Any compliance reviews by the Department of Health and Human Services. 3. SECTION V—DEFINITIONS is amended to include the following 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 • • PIrGLD-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: 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 its entirety 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$50.00 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 followingis 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 • SECTION I—COVERAGES, SUPPLEMENTARY PAYMENTS—COVERAGES'A AND B is amended to include the following: r 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 any other 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 keysof a"client"for any purpose commit,whether actingalone or in collusion with other persons. The following,when used onthis coverage, are defined as 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: I (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 a permanent"employee"as defined in Paragraph (1)above;who is on leave; or (b) To meet seasonal or short-term workload conditions; while that person is subject to your direction and control and performing services for you. (3) "Employee"does not mean: (a) Any agent, broker, person leased to you by 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 isnot otherwise excluded from this . Page 6of12 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 endof the policy period. 2. Each of thefollowing 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. 0 . 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 not named 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 anadditional 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 yourmaintenance, 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 takesplace after the equipment lease expires. h. Grantors of Permits—Any state or political subdivision granting 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 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. i. Vendors—Only with respect to"bodily injury" or"property damage"arising out of"your products" which are distributed or sold in the regular course of the vendor's 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 solely for the purpose of inspection, demonstration, testing, or the substitution of parts under instructions from the manufacturer, and then repackaged in the original container; (e) Any failure to make 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; (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 8of12 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"nor"property damage"arising out of the sole negligenceof 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 exceptions contained 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 apply to any insured person or organization,from whom you have acquired such products, or any ingredient, part or container, entering into., accompanyingor: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 damage"or"personal and advertising injury" but only for liability arising out of the negligence of the named insured.The limits of insurance applicable to these addit'onal insureds are thelesser 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 far"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 beenput 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 9of12 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—Any state 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 insurancedoes 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 g (3) An executive officer or insurance 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 10of12 . • Includes copyrighted material of Insurance Services Office, Inc.,with its permission. ©201.1 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 recoverall 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 holders as of the day the revision is effective in your state. Q. Bodily Injury—Mental Anguish SECTION V—DEFINITIONS, Paragraph 3. Is deleted in 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 LIABILITY 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) Any executive 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 S • Includes copyrighted material of Insurance Services Office, Inc.,with its permission. Co 2011 Philadelphia Indemnity Insurance Company • • • • • PI-GLD-HS (10/11) • c: Directly or indirectly related to thesale,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. - • • • • •• • • • • • - 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 V 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 loss resulting 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 for a loss or"occurrence"we cover for this Additional Insured. , The Additional Insured's limits of insurance do not increase our limits of insurance, asdescribed in V SECTION III—LIMITS OF INSURANCE. V 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. • GEMZETA wathayCommunication Teamwoi k Professionalism Opportunity Enterprises, Inc. Officer(541)973-2728 Fax:(541)973-2729 •Property Service License#40205 . CO License#218417 April 26,2023 Wes Hoadley Maintenance.and Safety Supervisor. City of Ashland 90 N. Mountain Ave. Ashland, OR 97520 . . Dear Mr. Hoadley, Pathway Enterprises is requesting a pricing adjustment for the 23-24 contract period. The reason for the changes are as follows: f • • 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 • V . resulted in a_supervisory rate of$24.1.0 per hour. • Updates for supply expenses, fringe'expenses, and agency overhead. In total we are requesting $185,453.52 annually for cleaning services. The monthly breakdown of costs is as follows: Annual 2023-2024 Monthly Rates #Weekly Services V City Hall 2,106.86 5 Community Development 2,808.21 ,3 Full, 2 Partial : ' Municipal Courts , 1,738.06. . 3 Full,2 Partial. ' Police Dept 4,009.83, 7• ' Service Center 2,258.03 4 V Street Shop 877.25 3 • Floor Services. 1,462.45. Twice Annual Total $15,260.69 1600 Sky Park Drive Suite No.101 Medford,OR 97,504 . WNIPW_pathway-inc_org iufogpnthway-inc.org SA at wa 7:: Communication leam«ork Professionalism OPPortu117 Enterprises, Inc. Office:(541)973-2728 Fax:(541)973-2729 appreciate your consideration and look forward to another year serving the City of Ashland. Sincerely, Richard Simpson Commercial Contracts Director • ' ' • - ' Pathway Enterprises, Inc: Cell 541-601-4550 Office 541-973-2728 • • • 1600 Ski ParkDlyve Suite No 101 Medford,OR 97504 • www.pathwal-inc.org info@pathway-inc.oig • i• • Costing Workbook For Janitorial & Grounds Maintena:4oe Contracts Under the Qualified Rehabilitation Facilities Program 1 �'�c •w ��€ lI�'I1 ��x�� INi ' 114P 4.4{"1 .44 S "°: ‘1' F',}k X , arrN»iwrXr'w� rcAvi o $A�s� v 4 1,1 OM, 4 Aw14; 7; n r rti2dT i2d y; � � a7 ' xwr„ .1r ,•d;. '^` J'i ^G'AS.°^ �'{ q)'' S$`� r .:..: f �' fid,'Wei*, ^'fl s 1 tir; c M>ila s 1"xd tg 41, 4114, 41 A1 �i,? t� ",Aiv4 priz ir, �aAi'{., k kL19L � . ,w .�: 14144 .} _ilr 7.:gITJ .G. {3 f• v]1 I ui�$'-la_�:`•; >x S gg„ 1+ �l IIs�7f76 �rIIC a• �II 1�3�1� ' 1,1 �f A 1 w a i r d t•-1.1-1 " fyi 11 tt mow. 4td.15•" ! z st. .11�.S ?ii-gfe k5V ' «'"v` ft 4,11 }04 1 'lir* +1Na" { adam' 'Y.., ;2.1 ' iJ • Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon .97301 (503) 378-4642 . • • • • • • 'SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services , revised:4/5/2011 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment&tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce!or service the contract.Overhead costs is.a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following.sheets.All these costs will vary depending upon your organization and the specification's for the project. Each sheet will have an example calculation and further instructions for completion. • QRF Name Pathway Enterprises, Inc. Project City of Ashland Facility.Floors 23-24:- . Executive Director Signature: . Raw Materials • Per Time Use-Supplies - (from supplies worksheet) Equipment,.Tools&•Subcontracting' (from small equipment worksheet) A$ r . :'862:04: Subtotal 1 t$ :_3,37710.1: Labor ' Direct Labor (from labor daily worksheet)• Overhead See Overhead Worksheet ' _°$ A:3;27.41.1, Delivery Transportation • (from Trans&Reserve worksheet) Total Before Margin ''$ (.116;496:38" Reserve Margin Held in Reserve - (from Trans&Reserve worksheet) • '$ W-.7.'A • 1;052:96- Total Bid Yearly •'$g,,.ixk>,_t x.:.:17 549:34° Monthly;'$s.__ _ 1'462:45: • , 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 Facility Floors 23-24 • Raw Materials: This category is often spelled out in the Request for Offer(RFO).Language such as"Items to be provided by , Contractor"will usually reflect Supplies or Raw Materials.In the case of a Service Contract this will likely include not only supplies required to perform the service each month,but also Equipment&Tools.In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract,for example,may require the following for month-Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads • • Per Use/Per Item Manufactured-Supplies . Item Unit Units Needed Monthly Annual , Price Per Month Cost ' Cost 1 Arsenal#10 Top Clean $ 1.02 • !S.:7:7-7 ,,__,::, .$ 2 Arsenal#2 Window Clean $ 0.91 ,$_=`_`" �:":`.,'"E=`. • -.;;,:$., - . ; 3 Arsenal#5 Restroom Cleaner $ • 1.32 •$:•_-,::-.1 " ,F '$' . s 4 Arsenal#6 Vindicator $ 0.86 • •$ $ . - • , -, 5 Barkeepers Friend Liquid $ 5.92 -,$,,,,,:::,,,,-:',..',-.,, T:':' $•, - 6 Barkeepers Friend Stainless Steel Polish $ 5.92 t$ ',- $ 7 Barkeepers Friend Toilet Bowl Cleaner •$ 2.98 $ : $ - 8 Wenco Aero Glass Cleaner $ 3.45 ,$; .; _- $ , . 9 Ziz-O Paste $ 5.82 1 • - ::.:•' $. ' 10 Angler Broom $ 5.90 n$,....,,,.-- _-=.. •-.- ' '$ ) ;. - 11 Cleaning Terry Cloth Rag $ 0.49 . 7;,-.$ .,._"7';'_.,•-- $ .; • : , 12 Dust Mop 36"Frame " $ :10.48 • x$: r;_,-. ._.: •$' _.-- 13 Dust Mop Handle $ 8.29 $•., $ 14 Dust Mop Head 36" $ .16.47 $ ' ' 4' ' 7$ - 15 Dust Pan $ ' 9.60 $A _.,.__. 16 Easy Adapter hose $ 27.76 ;$`:'.""_'-.;; -,=" $ • 17 High Rise Duster $ 9.08 `($ -, ':•:$. ., _ 18 Melamine Erasing Sponge(24) ' $ 26.70 $ ;T r; $ °. _ , . 19 Pro Guard Nitrile Gloves(400) $ 42.50 • i$ l -- ' `' $ ., 20 Scour Sponge White(Case) $ 3840 $;-77:-.7"'"`="- "`' $ 21 Toilet Brush $ 1.87 -$,""'" '." �-::=--:i'"'� .:'• $ - . . 22 Trigger Sprayer w/Bottle $ 2.40 , $;"-:, w_ =' .. $. _-.. .23 Unger Micro.Washer Sleeve $ 1.95 $77,7,•"°".`,r'" ''••,--"' ' $,- • -_ 24 Mop Head $ $.83 0.5000 •$"77'--.:7-1i916000'! $ i., .,22!98 25 Mopster W Fluid Resevoir $ . 5033 26 60"Handle $ 8.75 0.1667 $'-" -`---.':"1.:4583331 •$ ";17:50. ` 27 Sensor Bags(10 Pack) $. 28.51 0.0833 :$7.-'• -T -"2.3758331. $ : . - . - 28:51" 28 Brute Caddy Bag . ' $ • 59.35 '$`.•:.".:777"1-7--."'' . .,; $ 21.27 •.$•,E. r ,r,.,. ,•; $::: -:; 29 Ninja T Bar $ - . • 30 Chewing Gum Remover $ 7,42 ,d$ `' $ 31 Deep Six Defoamer $ 12.11 0.2500 :$ 7f-i `3.:027,500; $•. 36:33 , 32 Take Down Fresh and Clean $ 20.53 - :$ „ ._. :' $ , ,-,, 33 Timesaver Floor Finish $ 26.62 3.0000 '$'.--`:•-,177'-"..•779.860000' ;$ 958.32 34 Heavy Duty Stripper $ 18.45 2.0000 ,$ '",36!9000001'$.. . _ '-.: 442:80_ 35 Arsenal Nuetralizer Packs $ 0.45 . .5.0000 ;$ : 7.72:250000°.$ -- _ , 27.00 36 Folex Carpet Spotter , $ 16.25 2.0000 s:7 .'-:32:500000 $, •, :. , -390:00 37 Easy Shine Reusable Pouches $ 10.61 02500 '$.'`'`:'.`-" 2:652500,' '$ •. - :: 11;83• 38 20"Black Strip Pads $ . 6.00 , 3.0000 .1.5;':7" ;,-18.000000' •$ ' 216.00. 39 20"Brown Strip Pads $ 6.00 2.0000 ::$;",••'_;•:112:000000 $ .. . 144:00 40 20"Red Polish Pads $ 5.59 ,$"1, -,••,:•_":-,' ;• =.i •• : $ ' •.:, 41 20"White Polish Pads $ 4.26 2.0000 ;$• .,% ;;":'•1:520000, '$ : 102:24- 42 Doodle Bug Pad $ 2.26 ' 2.0000 -'$-•!-_--;.'7:-::-- 4:520000: $ • - 54.24- ' 43 Doodle Scrub Grout Pad $ 24.73 •$[:-.':.:::•":••••,•••• ; $ , 44 3m Square Scrub Turf Pad $ 43.22 0.0833 ;'$ 73:601.667',$ _; 43.22'. 45 Square Scrub SPP Pad $ 11.75 '$, 7. _ ' $ ' 46 Square Scrub Black Pad $ 13.19 $ $ 47 :$. '$. .. -... 48 • :$'..: : - -- ' $ 49 _ 4$"•7•,-;••''•; T,-,,. - ;-=' 50 Total •$."-•?,;•.`,7209.580833: $ .•-'-•-2;514.97• Areas in green•are formula driven,w - • 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 i 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 equipmerit 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 ,F - 12.. - ='.33%;-$1'; 33:57) - 100% :$;_:'''33:57: 2 SensorXPl5 Upright Vacuum $ 561.88 36 - 12' r - '':33%0 r$ s-218729- 100% •$:%-187:29 $ _ 3 Pro Team Back Pack Vacuum $ 428.00 36 . . _12' f .x33°/ t$_;;.-_,:142.67•. 100% .$ -142.67 $ 4lCordless Backpack $ 1,215.00 36 . _ 12' ' =33% 5 :405:00; 100%;$1--405.00' $ - - - 5 Wave Break Down Press Combo Mc $ 76.72 - 36 12- i.33%l'•-;',:-..1;..25!57.: 5% $+ •1.28: 3 :$; r 3.84;. 6 Buffer Shroud - " $ 475.00 24 12,.;. . X50%it$+ ;..:237.50 5% $'.;-11.88; 1 ;$` - '11:88. 7 Easy Shine Applicator Kit $ 376.48 12 -12: •- - x'.100%t$ _::376.48' 100%;$'::376:48;: ;$1 8 Hoss 700 $ 2,590.00 60 -. = - 12A ti :"20"/ F$ :•;.518.00:,' 5% $r_'°25:90. 1 i$.'' - .25.90 ' • 9 CRB Pro 45 $ 2,738.00 60 r ; LABOR • Oregon Department of Administrative Services Direct Labor - Pathway Enterprises,Inc. Project Costing Worksheet City of Ashland Facility Floors 23-24 Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemptoy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total l • Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal5 Item Labor Per Yr. Labor Labor 1 City Hall Camel 11.00 $22.00 100% 5242.00 0.0765 $ 18.51 2.69% S 6.51 0.43% S 1.05 29.11% S 70.45 S 338.52 2 5 677.03 ... • 22.0 • 2 City Hall Hand FL 2.00 S 22.00 100% $ 44.00 0.0765 S 3.37 ' 2.69% S 1.18 0.43%s S 0.19 29.11% S 12.81 5 61.55 2 $ 123.10 4.0 3 Comm Day Carpet 22.00 $22.00 100% S 484.00 0.0765 5 37.03 2.69% $ 13.02 0.43% S 2.10 29.11% $ 140.89 $ 677.03 2 $ 1,354"07 • -44.0 4 Comm Day Hard FL 4.00 5 22.00 100% S 88.00 0.0765 $ 6.73 2.69% $ 2.37 0.43% 5 0.38 29.11% 5 25.62 5 123.10 2 $ 246.19 .__.. 8.0 • 5 Courts Camel 8.00 522.00 • 100% S 178.00 0.0765 $ 13.46 2.69% $ 4.73 •0.43% $ 0.76 29.11% S 51.23 S 248.19 4 5 984.78 . • 32.0 6 Courts Hard FL 2.00 522.00 100% 5 44.00 0.0765 5 3.37 2.69% 5 1.18 0.43% S 0.19 29.11% $ 12.81 $ 61.55 2 $ 123.10 . 4.0 7 Police Carpet 12.00 '5 22.00 100% S 284.00 0.0765 5 20.20 2.89% S 7.10 0.43% S 1.14 29.11% S 76.85 $ 369.29 8 Police Hard FL 32.00 5 22.00 100% 5 704.00 0.0765 5 53.86 2.69% 5.18.94 0.43% 5 3.05 29.11% $ 204.93 S 984.78 2 5 1,969.55 ,. 64.0 9 5 - 5 - 5 - 5 - _ 10 Services Ch Carpet. 8.00 S 22.00 100% S 176.00 0.0765 5 13"46 2.69% S 4.73 0.43% 5 0.76 29.11% $ 51.23 $ 246.19 11 Service Clr Hard FL 20.00 5 22.00 100% $440.00 0.0785 S 33.66 2.69% S 11.84 0.43% S 1.91 29.11% 5 128.08 5.- 615.49 2 5. __1,230.97 - 40.0 12 Streets Carpet 1.00 522.00 100% 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 S' 58155 °�-20 13 Streets Hard FL 10.00 $22.00 100% $220.00 0.0765 S 16.83 2.69% S 5.92 0.43% S... 0.95 • 29.11% S. 64.04 5 307.74 2 5 615.49 °.' <420"0:. 14 5 - 15 5 - S. $ . _ $. 5 _: 5 ,- $ ;.~•,;-.:0.0 16 Supervision 15.00 $29.26 100% $438.90 0.0765 5 33.58 2.69% 5 11.81 0.43% 5 t89 29.11% 5 127.76 5-.613.93 ' 2 5- -1,22787 '.,x30.0: 17 $ - . S S - 18 5 - $ - $ - $ - $ $ S e=t 0:0' 19 $. - S. _ S. 5 - $ $;'. - 5 .,pe0.0.. _ 20 . S - 5. - 5. - S. - $ - S.--.- 5 ,_ 0.0'. 21 / 5 - • $ - $:. - S - $'....: - $_... • $ -x0.0- 22 S - $ 5 5-..., _ $ $y.: 5 b.0' 23 $ .- S.. - $ - 5 - S S 5 _ y.,0.0: • .24 5- - S - S. - 25 t $ - 5 S - $ $ - 5 - $ -.--0.0' 26 5 - 5-. _ 5 - 27 $ - S... - S - S S $. _ $ x .:J.0"0 28 $ - $ - S.. _. 5 .S. $. $ „00: . 29 S. - ' S - S. - $. - 5 .- $ .,,- $ 40.0; _ • 30 $ - 5 - 5 - S• - $ 5.. $ `yh6 ,-,--•0.0 Total $4,676.14 Total 5,. 9,844.66 r"310.0 • Areas in green are formula driven. List"Other Benefits"Provided Work Hours=Breakdown total"work hours'(see Overview)into hours or partial hours required per time or per item. PTO/LEAVE 11.92% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. Health Insurance 15.00% " Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Disability 0.80% • Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. 401 K 1"36% Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%=Input in this column if you calculate Other Benefits by a percentage.-. _ Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly S. Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 r Times Per Year=This is the days or shifts worked per year • . •' ' Annual Total Labor= Times per year multiplied by daily/per item labor • Annual Labor Hours=Work hours multiplied by times per year Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated _ _ Other Benefits Mo.$=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 behveen 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 hislher Owe 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 n m , umber of hours that will be required to complete a task or project The first and perhaps most critical step Is to Identify the work and break it down into its component tasks.The description of work or specifications In the contract is the place to start.Once the component tasks-are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated lime maybe in minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,In a custodial contract,first breakdown the work requirements Into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure Is the required Vrorts hours.'This number will May the same regardless of how many people are working.For example,8'work hours'can be accomplished by I person working 91100%productivity for 8 hrs.(1x8=8),or 2 people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity for 2 hrs.each.(8x50=4,402=8) Once you know the total work hours per service or per gem,ifs 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'prevasng wage."Check the conlractl 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 o1 other benefits paid by your organization(e.g.medical,dental,retirement.etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement On a service contract multiply the daily cost by the number of days per year that you will provide the service. -For example,a service with direct labor cost of 580.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of 520,800.00 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 51733.33/month). - • DAS Form/112J Revision 10-03 Page 4 - Direct Labor Sheet i - OVERHEAD Oregon Department of Administrative Services Overhead Costs, Project Costing Worksheet • Pathway Enterpris City of Ashland Facility Floors 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! r every dollar spent producingafinalproduct,orprovidinatethecerhead in 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 1 • 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 coils. 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 td 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. 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 cellbelowthe 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 hours for the contract into the I total projected labor hours for the current year. ' Total Annual Direct Labor Hours • I .. _ Input Total from Worksheet on Below Overhead per labor hour- $.,!'..7'.1',i.`1,';',,:, . . Time required to complete contract .1 1.'.a^`7.',";':+'.«.310 -, • Total Assigned Overhead 14F=,•&Y,,?w'r>s-:•.c: - • • 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 i Sales&Administrative Salaries $ 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 , . 'S 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 . Postage&Freight $ 1,651.00 • . Rehab • ' $ 3,011.00 Miscellaneous Expense Bad Debts Vehicle Expenses • $ 65,322.00 $ 168,563.00 Staff Expenses r'• - $ 47,769.00 Professional Services;__•. .. j $ 65,443.00 $. 559,120.00 • TOTAL INDIRECT COSTS 5$.1;368,949.00'.$. .938;.128:00, • CPI Fodor 1.40%. ' 1.40% i Total Ih$-t'.'+. ...' :F2,339;376.08:.I • DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. ,Project Costing Worksheet City of Ashland Facility Floors 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 r Service Mile . : . Cost Year Trans Cost 2 4 S -, w., •7 $ti 5 6 4$ G b 5 5 . V •9 $ . .$,etii .•. . 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 0 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 • • • • • • • • • • • • • • • • • • • • Costing rkboo•k • F®r Janitorial •Grounds Maintenance Contracts Underthe Quaiifie�l Rehabi9itate®n Facilitoe� Program • .p4''+ & �°ah` , k'�yFfi/411..;,..n4,0'..!1;�� 13` rs f� 3� t 4e + ° €n & "vas } f 6 ��'�` J,�y�l�3Sr�,�t�•�As z!>"��7 s ��t4:90�� ' f,rsi rizr ��.# k�� u4�P� '��.r ry'',F t� u,Fn rv'.°'t�^ '� i a } illi�tz yzd � 45- S. YM1 R. M i 1:,., tea, 1/4 • 1r a} •-; 5-di r�",a�d•16, .( �i 1.3. �t infq i'i1 fi i, I[ I Ila , . �.':T:r r �'i 1 i it �� . p i a�.. • 1 l.- '-'' • tr .lea m,.ut+sx ' 3 ':'-1.:' t i.' �>. ;'f' 1.,�'"}'k`?.^ • .4` �l r y y b,Ci ti- ",kw..""'''xS`"'r r...-� J '' Y7-•. s {v , –.•a 3 �s.r� i�iY"L7{ `L3 3 v y ti''m. ..}Lnp i,,,,'.�:ik'�' k6 ice-,, „p',—;.,a',r.:• .r '4 7- tF ,�4Y ' .`� ''v.��,�w.r•M:..-_,s_..._._.r2't..a'..__':.L,�. ._:W_.eaa:'b..,��:i}�.'��.�M��s+lt�..�wi±'".�',•'a.3..tr«Y�"�.",L.'�w,''�iw� • r• • F. a eny,f O x'859 • Oregon State Department of Administrative Services Procure• ment; Fleet,and Surplus Services • • • 1225 Ferry Street SE, U140 �. Salem, Oregon 97301 . • • • • (503) 378-4642 , • • 1 . • • . . • 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 your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. • QRF Name Pathway Enterprises, Inc. " • • Project City of Ashland Police Department Janitorial'23-24 Executive Director Signature: • Raw Materials Per Time Use-Supplies • (from supplies worksheet) 3$s "°u • =1.729'145 Equipment,Tools&Subcontracting (from small equipment worksheet) Subtotal 1v$02.Z2 - 2,1,1856�s Labor Direct Labor (from labor daily worksheet) Overhead ' See Overhead Worksheet Delivery Transportation. (from Trans&Reserve worksheet) • • • • Total Before Margin ?$ . _. .::45;230: - ' RAW MATERIALS Oregon Department of Administrative Services • Supplies Project Costing Worksheet ' . Pathway Enterprises, Inc. . City of Ashland Police Department 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 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 31.0000 •$V,�.._ „ 31620000i. $•::. ..... ,.379.44, . 2 Arsenal#2 Window Clean $ • 0.91 5.0000 ;i$ T_,_,: :4.550000 .$;+. ':54:60 - 3 Arsenal#5 Restroom Cleaner $ 1.32 . 5.0000 ;$. _ l f .6'600000; .,$•,...•-•'---,:.,:z :79.20; • 4 Arsenal#6 Vindicator $ • 0.86 10.0000 n$ r = Y;,. :;8:6000001 ,$,- 103.20, _ • • 5 Barkeepers Friend Liquid . $ 5.92 v 2.0000 $ ra`fi11 8400001 $', .., . 142.08 ' 6 BarkeepersFriend Stainless Steel Polish' $ . 5.92 0.2500 :$ '- 1, r=_, A:480000 $.5 ,'._.,:,,, .;;17.76.: • 7 Barkeepers Friend Toilet Bowl Cleaner '$ 2,98 . . 7$ 3.1• , t $,' - - 8 Wenco Aero Glass Cleaner $ 3.45 1.0000 : 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 , $100.72 v 36 ,'"--,.4-`,';'A-',„12--.,,K. ,'33% ;$'; ','",-V..33.571 -- --100% S.5,'33.57•`.' 1' $;'! o-33.57, _ 2 Sensor XPI5 Upright Vacuum $ _561.88 36 12< .-X33%!$ . :187.29 100% $`;`187.29, 1 '$:N 187.29 3 Pro Team Back Pack Vacuum $ 428.00 36 f.a,. 12r ,:%. 1 33% $ -.':?142.67; 100%,V,-142-.674. 1 $r., '- ;142.67. 41Cordless Backpack $ 1,215.00 36 , 12 , 33% $ 405`00; 100% $ 405;00' s$` 5 Wave Break Down Press Combo Mc $ 76.72 3612 ._ as 33% $ -.x25.57;' 100% $..,25.57. 1 $'_`. • ;• . 25.57.: ' 6 Buffer Shroud • - $ 475.00 24 12, 'W 50%r$-?;237.50 100%i$1",'!237,50'/ S. • 7 Easy Shine Applicator Kit $ 376.48 12 12. ... 2:::100% ,.$1.".;,,,..=.::-..376.481 100%.5.,"'376.48 .. i$;= t 8 Hoss 700 • $ 2,590.00 60 R 12,t :20%/$;",`,,E,13,.-',518.00.i . 100% .$i e'.,518 00? ;$, 9 CRB.Pro 45 5 2,738.00 60 , -,12.t, _( 1 -20% $F>.".;1547:60.# 100%>$f`547.60," t;$ - 10 Square Scrub $ 4,500.00 60 - ,..,;:`. 12 ,_-, , _,_:20%,5i„x'5,900.00? 100% $::900.00'; r$'`... ._ , .,: _ 11 Buffer 20 w/tank $ 2,400.00 60f',32.,.77-2- ',12T.,l_:t :a20% $. 480.001 100% $.:480.00; 15-- , .,:a, 12 Wef/Dry Vac $ 1,250.0D 36 12 e_: ,.y 33%r$- 3416.67 . ' 100%.$.'3416.67' `$r, -• y ;;;` - 13 Cadet Carpet Extractor $ 2,831.94. 60 _. `' 12! '.:'.,t° 20%!$1.-E- 566:39'.` 100% $„"566.39/, - '$'< `` " 14 Doodle Scrub $ 898.00 36i.5-=.2.Y-1775-'412;s•:a t ; $. ," 33%t ,;;299.33" 100% .$.: s$s�'•299.33 b a. •-? _.i% .- - _..-- - - - 15 SC351 Auto Scrubber _ $ 2,612.00 . 60 _1° 12 --`._y `20% $F .1562.40 - 100%r$i"w562.40F `.$r, , .16 Karcher BD 38/12 Auto.Scrubber $ 3,800.00 60 ▪ 12 20% $ :760.00u 100% $ x:760.00 $i - 17 T-300 Auto Scrubber • $7,514.00 - 60 , _:, 12?./„-.�;< ,..,,,?20%t$..�.1,502.80_, 100%.$1,502180< $,:>, • x - ' 18 Nautilus Extractor $3,928.00 60 `.i12i r .'20%_$,,.,-,785.60x 100%.5..:785.601 .$ 19 Trailer Mounted Pressure Washer $15,297.00 84 , _12. :«A4% $;-.:,;2,185.291 100%-$218529; $_- `- - '20 Cold Water Pressure Washer . $866.00 60 <12v r, _i.w ..•;20%t$y..173 20 100% $,.173120'4 :$ x-'4,' ,-,!-:.;,;-,,v-.. .,,._ � ' • 21 Carbon Fiber Water Fed Pole • $4,336.76 60 ,--.-.44::::&,:•'.-.1V:i..>. M`20% .$.,.7867.353 100% !$!-,...-4367.351 :$1;-1,,V.--: -. .2-':-.::V•-, - 22V • 12 _ e'er- V 24 x',t12, ?x. €.. - > 25 .M;,s . 12: _ . ,Z. _, Firt.,. i.,x_ve. _ _ .x ,:.i,.. ..�g�,, s. Total $i • 389.11/: , ,"Areas in greenba a formula'''driven r ' Useful Life of.Assets=What is the estimated useful life of the equipment in months • ' . . Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. - - Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. Projected%Use=Enter project use percentage.If any Of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note:100%would bean item used only for-this contract) . Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use.- #of Units=Multiply by units needed to complete the contract/service. ` - AnnualCost=Computed by project unit cost times the number of units. - . • Work Area - DAS Form#12J Revision 10-03 ' Page,3 V Equipment Tools LABOR ' - .Oregon Department of Administrative Services DIrect Labor . Protect Gostin Worksheet , • Pathway Enterorisos.Inc. • CitvorAshland Polies Depmtmantlaiterial 23.24 ' .. • • _ Worker Work 'Hourly %Pro- Sub. FICA .Sub- Workers .Sub- Unemolov Sub- Other Other Benefits Other Benefits Daily/Per Times AnnuaVfotal 'Annual Hours • • Description Hours Rate ductivity Total 1 Total 2 'camp% Total3 rent% Total 4 Benefits% Monthly i SubTotal 6 Item Labor Per Yr. Labor Labor 1 Janitor Daly 3.50 f 10.12 1W% 5..6.42 0.0765 S ..4.85 2.69% S''1.71_ 0,43% $. ..0.27 29.11% $ 18.46 5 88.71 365 5 32,380.54 1,277.5 2 SupnMelan 1.00 5 24.10 . .100%.5=-2410 00765 5 ...184 2.69%5.'0.65 0.43% 5.'....0.10 29.11% S 7.02 $ 33.71 52 5 1,753.01 52.0 • 3 S 5-.--• $ $ $ S E 0.0 • q • E.�. S - S 5-- S S E 5 5 • S 5- S 5 5 S 0.0 • 6 :5=.- E-.. 6 5 5. 0 0 • 0.0 7 '5 - E - 0 0 $ E 5 0.a B 5'. 5 .. S 0- E S • $ 0.0 ' 9 5 5 $ _5 . 5 5 '�5 0.0 , • iD S - E 5 $ 5 5. 0.0 . '11 0 ' �S. 5 S 5 5 S 0.0 12 .S S - 5 5 $ • E 6 0.0 13 • • • 0 5 ' . S 5 5 5 5 - 0.0 • 14 $ • 5 f 0 $ 5 $ 0.0 15 5' 5 $ 5 $ S $ • 0.0 16 • f E . S 5 • S ' S S 0.0 17 6 3 $ 5 S 5 5 0.0 10 S $ 'S E $ 5 E 0.0 19 . 'S 0 5 5 5 S 5 0.0 • 20 f • S 5 ' 5 5 5 5 . 0.0 . • 21 . • . E ' S 5 5 f 5 . 5 0.0 22 5 5 E S 5• 5 . E 0.0 . S1 • S 5 S E S 5 5 0.0 24 5 - 5 5 5 S 5 $ 0.0 25 '5 5 5 . 5 . S S ' S 0.0 • -26 ' E ' S $ 5 . - 5 3 E 0.0 ' 27 S S - 5 5 , ' • 5 5 .'E 0.0 28 ' 5 5 5 S - 5 0 ' 5 0.0 29 s 5 5 5 • 5 E 5 0.0 30 . . S • S 5 5 S $ 5 0.0 ' Total E 12243 Total 5 34,133.55 1,329.5 .1 ' • Areas in greeh are formula drlvsh: • List-Other Benefits"Provided 'Work Hours.Breakdown total hours(see Overview)Into hours dr partial hours required per limo or per Item. - P70/LEAVE 11.92% , • Subtotal 1.Computed by multiplying hours In work hoots by hourly rate(prevailing wage If required)and than multiply by%productivity, Health Inmaneo 15,00% Subtotal 2•Computed by multiplying subtotal 1 by FICA%(os ofJuy 2002 7.65%). Dhab/ly a.05% • Subtotal 3•Computed bymuidpklng subtotal 1 by your arganbaon's Workers Comp%. .401K 1.38% ' Subtotal4.Computed by multiplying subtotal 1 by your argenhanon's Unemployment Insurance%, ' , • • • other Benefits%•Input In this column U you oaleulato Other Bonofits by a percentage. - . Subtotal 5•This column may be a combination of both Other Benefits%and Other 0000110 Monthly S. • '. • Daily Per Item Labor•The sum of subtotals 1,2,3,4,and 5 . • Times Per Year.This is the days or shirts worked par yoar ' , • Annual Total Labor• Times per year multipled by dolly/parhem labor ' • ' • , • Annual Labor Hours Work hours multlpfed by times par poor . •• Input In this column If you calculate Other Benefits as a fat dollar amount par month.Adjust amount to reboot this employees'allocotod ' . ' • other Benefits Mo.5•lima to this contract(o.g,Employee works 50%of their time on this contract.and 50%of their time on a different contract.lfthoIr - monthly bone@ Is 5100,then only S50 would bo egoealod to this column. ' •For purposes of costing a project it's bnportant to distinguish between direct and indirect labor.Indirect lobar(supalvlslon,adminiktratian,Impaction etc.)may bo clplurod as Overhead,and edt be discussed later.Direct labor is that which Is spool/Wally Identifiable as o pad of rho contract requirements.It should be naiad that working supervboro could spend a percentage of their Umo in direct isber functions.The pereeniago may vary dapondbrg on the prosectororganization.For example,o supervisor may spend 50%of hhrhsr time In drool labor functions and the ether 50%supervising.In that ease you would Include 50%of that person's Ume as direct labor and capture the other 50%,as wog as any other supervisory costs, In tho Mead labor portion of Overhead. Direct labor is bast expressed no work hour'.That to.the total number of hour,that will be required to complete a task or project.The Aral and perhaps most critical stop is to Montt/tho work and brook it down into Its compenoM tasks.Tho decedptbn of work or specifiations in the contract Is the place to slam Ones the component Woks aro identified,tho noxi Mop Is to animal.,the Uma that will ba required to accomplish each task 51nce this eodmatad limo may bo In minutes or even seconds,the limos must be compiled Into a Por.Thno or Por-Item direct labor cost oslimoto.For example,Inc custodial contract first breakdown the work raquiremento into eamponont tacks such as,loading and unloading equipment emptying rash and recycle containers,vacuuming,swvaeptng,cleaning Mnko,waxing floor.,etc.(be sum to account fortime batman jobs also).Hootestimato tho Umo regulrod for each component task.Then,compile Noso esUmatos Into a figure that rrpreoanO • ' the total number of hours peroerviee.That figura Is the required work hours.-This number will clay the somoremorel000 of how manypoapio are working.For example,B work hour.an be accemptohod by I person working at 700%produetiviy . for 8 hrs.(1x8.8),or people working of 100%productivity for 4 hro.each(2x4.0).It could also be done by B pbople working at 50%productivity for tun.each.(8x.50.4,410.8) Ona you know the total work hours pot cervico or per Item,it's simply a manor ofeaatgning Ore opproprllo wage to the hours.Same eantmets,IncludIng meas on which you pay worker,sub-minimum wages basad on productivity,roquha you to pay ' • a'prevailing wear'Check Os con/rae0 Jlbo,be aro to odd tho appropriate"Othor Payroll Expense-(OPE)for your argentation onto the wage. ' MetoMng FICA . •. ' Workers'Comp at your cool . Cost°rather benefits paid by your orgoebation(0.5.medial,dental.retirement etc.) ' And you've eslabfshod rho direct labor cost par Uma or paritom,you can extend the lime horns to came up with the annual roqulromant Ona sorvice contract muv/py the dolly cost by tho numborof days For year that youwfl provide mo oervlco. • For example,a sorviao with direct labor eon 01580.00 per Unto.raqulrod 5 days par weak and 52 wool.,par goat would who you an annual direct labor east of 520,800.03 por.year.(80 x 5.400,400 x 52.20.800).Far monthly cost divide tho annual con by 12(tnthis ase you got 51733.33/month). • - ' • • • • • • • • • • • 1 ( . ` • • OAS Form 512J . ' • Revision " . Pogo4 DlrcottaberShent • • ' OVERHEAD Oregon Department of Administrative Services • Overhead Costs Project Costing Worksheet • Pathway Enlerpris City of Ashland Police Department Janitorial 23-24 There are many different ways organizations allocate overhead internally(e.g.,Percent of total costs,dollar figuresum,as a percent of direct labor,etc). In the space providedbelow,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 • percentage,it is best to have financial records for your organization that go back a, year or more.Add together the expendituresthat make up the overhead cost(see i 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%IIf financial records are not available estimate the overhead expenses as best you N 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 overheadin 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 . Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or di• vision 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 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 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 :Sa".1r.r m:;c-c=.774' - , - ' Time required to complete contract IS's"2.:i51£ 'l 1f330 Total Assigned Overhead - I,&t .-z-.11:r-.n - • • worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure , i 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% i; , Management Pension Plan Expense Sales&Administrative Salaries 5 561,845.00 - - I - Sales&Administrative Payroll Tax Expense $ 90,906.00 - - - • Sales&Administrative Medical Insurance- $ 136,791.00 -_ . 1 , Sales&Administrative Pension Plan Expense -- Office Rent' \ ' . $ 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 8,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 , ' ' . ., Postage&Freight $ 1,651.00 • - Rehab $ 3,011.00 , - - Miscellaneous Expense - Bad Debts - I - - • Vehicle Expenses :;''; s $ 65,322.00 $ 168,563.00 • - Staff.Expenses $ 47,769.00 Professional Services _ $ 65,443.00 $ 559,120,00 • TOTAL INDIRECT COSTS 'S-1:366;949;003!z$4S g'1938;128:00r " CPI Foster '1.40% 1.40% ; - I Total ' r 1417.12.2,:L.'2,;:.","'.=•72,339,376.08'1 DAS Form#12J - • Revision 10-03 Page 5 '. r Overhead Computation Sheet Delivery& Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Projecf Costing Worksheet City of Ashland Police Department 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 onthe clock), should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the"Equipment, Tools.&Subcontracts" spreadsheet or"Trani& 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 4y $` . . 5 • 6 $ M $ Q _4..u�w; 7 • 8 9 472 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 S 6.0% . Work Area • • DAS Form#12 J . Revision 10-03 ' Page 6 Trans-Delivery and Margin Sheet • l Costing Workbook For Janitorial & Gr®'ands' Maintenance Contracts Under the Qualified Rehabilitatiot Facileties Program w ar! �, .� A ' ���-s r}' ' ^: ?t" 7-47,5 j . Sa.Y r liy,<s,�tQ ! t , t i.' u.tA `,,rt,� ,„, > .„ k,< . . , , y k„ 4,4,.:' , ars ,,,, ..,„,„,„-„,.37.,...,,,,,,,,," ; rQr 1 , 0a T ' ! 1c �{t T" ,' "'7iix A ,e �`� , .'f,.� }i, y '<nYM1py,` ",, 'aft d j£ a ,t 1! ' , 4 i ! I 44 ,0; ? } "14 f i,`,-:4 , „,1.t.r., f.',,E'-, �-r- ° 1! t .. Ria ox w 1 Ma e Fzt ,j ;. .11-..-,',. i ^C." a s ��"a��t_x�� �� 5 s+ � � � yr. lia • i-gWit•.. Ar . ! S: � e`,,i `'_ULU �'' 0 4..�..1 T h 1 Y•ti. f 'A q. .+ �t ""( ...,;•,,'t a6�'� ®"m5_ ..,.. a ra,sy '',+�€"�"�""{,�.� 3�ti" a,� 'H ct ? a� exr m c.,., Px'� ,....;:q-,,,44-7-6-474;.t 5 41., ,f,ON r 14't, l4 7 r C r :,4 9.—*4.. rJ e mt,{. , "r5.1- *• k 4,w9 ti_ 7/7 -^ 9tYw EL i6t,.2�w,,, wit ...ttw�4w L. , \ I • 8 -9 Oregon State Department of Administrative Services • Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 , (503)378-4642 I 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 your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway Enterprises, Inc. Project . City of Ashland City Hall Janitorial 23-24 Executive Director Signature: . Raw Materials Per Time Use-Supplies (from supplies worksheet) r$ 1 206150- Equipment,Tools&Subcontracting (from small equipment worksheet) Subtotal 1 e;$ ,,.`:2:; .. 1`452:94' Labor Direct Labor (from labor daily worksheet) Overhead See Overhead Worksheet $..:_..>s -•� 4;,7.17:68' Delivery Transportation (from Trans&Reserve worksheet) <..•..., �. Total Before Margin $ : 23765393 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) • Total Bid Yearly s'$' ,::25;282:32'' Monthly 5$CAT._: ,E210686' Work Area • • 1 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 City Hall 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 usually reflect Supplies or Raw Materials.In the case of a Service Contract this will likely include•not • onlysupplies required to perform the service each month,but also Equipment&Tools.In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. • A custodial contract,for example,may require the following for month-Supplies: • • Paper products and soap Broom and dustpan . Cleaning chemicals or products Floor Wax - Spray bottles Scrub brushes or scouring pads • Per Use/Per Item Manufactured-Supplies . Item .. Unit Units Needed - Monthly Annual - Price Per Month Cost I Cost - 1 Arsenal#10 Top Clean $ 1.02 22.0000 $ 7 1, 22x'40000::$-; ,F. ._ . , ..269.28; 2 Arsenal#2 Window Clean $ 0.91 4.0000 $ „; 3.640000', c$ , - :;43.68,- 3 ;43.68;3 Arsenal45 Restroom Cleaner $ 1.32 4.0000 r 3 =;`e 5:280000 :$;: • ,. f.-83.36- 4 Arsenal#6 Vindicator $ 0.86 8.0000 3$!.1..." 2:',,''T'..'.'4",:, 6:8800001,,$ ,•, - ,82:56 5 Barkeepers Friend Liquid • $ 5.92 1.0000 �$ __,,...t ;.5.920000i.• .$: .-: . .71.04:. 6 Barkeepers Friend Stainless Steel Polish $ 5.92 •0.2500 ,,$ b.:' ,.1:480000': $;, x17.76; 7 Barkeepers Friend Toilet Bowl Cleaner $ 2.98 ;$ - . ,' :$, ; 8 Wenco Aero Glass Cleaner $ 3.45. 1.0000 1$;:'-'''..:.''''-‘7.:`";_v•.-...3:450000: $., _. •. ",:.41.40 9 Ziz-O Paste $ 5.82 0.2500 ?f$ ‘ <" ;1,.455000: $:: ~17.46 ' 10 Angler Broom $ 5.90 0.1667 "..:$.1,17.7:7:;-:7'..F."7.:0":983333`.. ;-$ - __. X11:80, 11 Cleaning Terry Cloth Rag $ . 0.49 5.0000 ''$ 'I.7';:a2:437500. ,$c. , 29.25. 12 Dust Mop 36"Frame $ 10.48 0.0833 $ - ;0:873333"z$, ;10.48= 13 Dust Mop Handle $ 8.29 0.0833 $ +z"; ,+0.690833,`I$ a."•8:29? 14 Dust Mop Head 36 • $ 16.47 0.1667 ;:$z a 2.7.45000 ;$ .:32:94'..' 15 Dust Pan $ 9.60 -0.2500 ;$ ,V w' 2:400000f '$= .., - `;28.80, 16 Easy Adapter hose $ 27.76 v ?$a -; ,. - . .:••,. : ;$; 17 High Rise Duster $ 9.08 _ 0.1667 il$ 1.513333:.$, :.,18.16: 18 Melamine Erasing Sponge(24). $ 26.70 0.0417 $ _ X1;.112500 ,$;. °,--13.35 ' 19 Pro Guard Nitrile Gloves(400) $ 42.50 0.4167 $, ,' :17.:708333 $_ 212:50; ' 20 Scour Sponge White(Case) $ 38.40 0.0833 n$ `"- , 3:200000% $ e38.40: ' 21 Toilet Brush $ 1.87 0.5000 A$ __r"'', •";,0:935000'.''$_. .',11:22• 22 Trigger Sprayer w/Bottle $ 2.40 1.0000 °$ "2'.400000 $, ._ x28:80' ' 23 Unger Micro Washer Sleeve $ 1.95 0.2500 `:$° . .<. I• _..0:49' '.$ • °5:85' 24 Mop Head - $ 3.83 0.2500 '',$"7r="7:75.C72,:2;0:957500+ $•" , :11.49; 25 Mopster W Fluid Resevoir " $ 50.33 i$ .}s_ • .,, ,,." $c -,:".•.--..-".':-.€.1:";:•;'.. • • 26 60"Handle $ 8.75 'i$ w n ,,.o-';` a'$' _ - 27 Sensor Bags(10 Pack) $ 28.51 0.1667 `$ ;, 4:751667a'$,_"'., „-,.-..1- 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 33% $ ::33'57'- 100% $ =33.57- 1 $•' .33.57, _- 2 Sensor XP15 Upright Vacuum $ 561.88 36 -_,-;,-712!:> .'33%'6',,',1-'18729,, 100% '$';187.29-, 1 $ss: 187.29, 3 Pro Team Back Pack Vacuum $ 428.00 36 12 "33% $ 14287'; 100% $e 142.67„ $ .41Cordless Backpack ,$ 1215.00 • 3612 33% '$ 405.00° 100% $ 405.00•, $ 5 Wave Break Down Press Combo Mc $ ` 76.72 36 -4 12 , =33%-4,--,'..-,•.::25.57 100% $, •=`25.57-1 1 $.<< 25.57: 6 Buffer Shroud $ 475.00 2412 ',:50% $ .F: 237.50! 100% :,$;.:237:503 S 7 Easy Shine Applicator Kit $ 376.48 12 . ',7""_"":,12t ,;=''"-;',..100%1V-',_''.376'A&: 100% $'.376.48x $'; ° _ 8 Noss 700 $ 2590.00 60 t 12+,,'",_:---'_--.""•;:,,a!20%,$'0.'.,-..!'518100;'..,. 100% $:,_518.00; .$i:,--. 9 CRB Pro 45 $ 2,738.00 60 ,-,:2.--:-. ." _12-!,IK,..,,,:-;",Y, ''20%'5- s:547:60, 100% .5;..:547:60') • 10 Square Scrub $ 4,500.00 60 124"_-.' _-_.`,A,20% $ :900.00; 100% '$''900.00? t$": 11 Buffer 20"w/tank - $ 2,400.00 60 „-±, 12 1 - .,.. ,°;20% $ ':4.480.004 100% '6',-',),'480.001 •$^` "' 12 WeUDryVac $ 1,250.00 36 12 =-:33°/ $..,_.416;67.* 100% $x:;416.67.; r$;'4 • 13 Cadet Carpet Extractor $ 2,831.94 60 12- c, 20% $ '566.39= 100% $ x566:391 +$t' - 14 Doodle Scrub $ 898.00 36a•`q. 12-,---,a m -•,;33% $.>w„299:33° 100% $„299:33; $a ?r• ' 15 SC351 Auto Scrubber $ 2,812.00 60 f..;,-,-.ii.:-..;.7',12;'‘',. ....-_-,',..:-.:).20% $ ;-.562.40= 100% '$.<"•"562;40;': $`` t"' • 16 Karcher BD 38/12 Auto Scrubber $ 3,800-00 60 .1 12n r_v_,.-_'�20%a8,.._ "760.00; 100%;$;'-'760.00: $`_ 17 T-300Auto Scrubber $7,514.00 - 60 . 12 .;',-;.,:::.;A: 21::)%a$1, 1,502 80; 100%:$11;502:80: ,$',-_-'-'-'1_.".t. 18 Nautilus Extractor -$3,928.00 60 - 12, , ,. '20%.$x.=r`,-785:60,, 100% $f-:785;60.`: ;:$a•.,•'•,•,-5,•7.--;-,:-- ;•"•,,,-----,',/, 19 Trailer Mounted Pressure Washer $15,297.00 84 r - 12-•,,,:;:),--f,::7_,-...444%` $ ==2:185.29:4 100%12,185291 :$' . 20 Cold Water Pressure Washer $866.00 60t''''_.,4'_--.7;:.'12.T;,- --.i",---20%r$ .-173.20. 100% $.:,..173.20. $c 21 Carbon Fiber Water Fed Pole $4,336.76 60 ::11.''',1,`..i1":12;,, ,;20%f$:1.1 867:35: 100%";$",'..867.35, 2212_z 1 1, ._ 23 _ _>,-a?...T'°12 V ..- - s ?h, T 24 - t,: ,125x ',4 ,+1` y 25 _ t:-I. -:',..,_...,',124`rix._r. x. _,k•? :a - , .. f:• Total :$T ..,-?'`;246.44, Areasiin green:are formula"dnven ,- ; Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. - • Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. - Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note:100%would be an item used only for this contract) • Projected Unit cost=Calculated by multiplying the unit cost per year times the project use. -- • #of Units=Multiply by units needed to complete the contract/service. - Annual Cost=Computed by project unit cost times the number of units. ' • • Work Area - - DAS Form#12 J Revision 10-03Page 3 Equipment Tools • LABOR .. Oregon Department of Administrative Services Direct Labor - Protect Costing Worksheet - P• athway Enterprises,Inc. . City of Ashland City Hall Janitorial 23-24 - - Y • Worker - Work Hourly %Pro- Sub-. FICA- Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times AnnuaUTotal Annual Hours • Description Hours ' Rate ductivity Total 1 Total 2 comp% Total 3 ment% 'Total 4 Benefits'% Monthly SubTotal6 Item Labor Per Yr. Labor Labor ' - 1 Janitor Daily 2.50 $18.12 100% S 45.30 0.0765 $ 3.47 2.69% 5 1.22 0.43% $ 0.20 29.11% $ 13.19 $ 63.37 , 250 S ' 15,841.75 - ' 625.0 2 Supervision 1.00 $24.10 100% S 24.10 0.0765 S 1.84 2.69% $ 0.65 0.43% 5 0.10 "29.11% $ 7.02 S. 33.71 52 S 1,753.01 - . 52.0 5 - $ - - $ - $ - • S - $ - S. •0.0 - 4 $ - S - _ $ - S - $ - $ 5 , 0.0 ' $ - S. - • S - $ - $ . 6 S - S - S - _ $ - $ - S - S - 0.0 ' 7 $ - S - S - - 5 - 5 8 • S - S - S - 5 - • S • - S - 9 - $ - S - 5 - 5 - $ 10 - S - 5 - - $ - S - • S. - S S.__:_ _.,-.0.0 11 $ - $ - S - 12 $ - $ - S - $ -• 13 S - $ - S - S - $ - $,. _ $ _;0.0 14 S .- S - 15 $ - S. - 5 _ 5 - 18 - 5 - 5 - S - 5 ' - 17 S - 5 - S - 5 - 5 S. .. S 0.0. 18 _ ' S. - S, - S - S. - . . S S, .- $ .'s"0.0 . 19_ S. $ - 5 - •$ _ 0.0 . 21 ' • $, - 5 - '22 . 23 - $ $ .. - 5 - 24 $. - _ - $. - S - ' S. . - • 25 5 - 5' - $ - - $ - $ _. - $. - - S _ 0.0• 26 S. - &. -. S- -_ S 5 �:a- S: ... - S .. t,. 0.0 27 5 - 5. - S- _ 5 _ 5' _ $.-. $ - 0.0 . 28 5 - $ - 5 - • 5 - 29 .. 5 - $ - 5 - 5 - • 5-',.. _ $-,,. $ _ -,...0.0 ' - 30 .. S - S. _ $ - S - S''.. - $- $ • 0.0- • _ Total S. 97.08 Total , 5- 17,594.76 ':' ._. c.677.0 • • Areas in green are formula driven. ` - . •• List"Other Benefits"Provided Work Hours=Breakdown total work hours'(see Overvie• w)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 7.65%). ' i ' Disability ' 0.80% Subtotal 3=Computed by multiplying subtotal 1 by your organization's.Workers Comp%. ' i _ . . ' .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 5=This column maybe 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 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. . ' - - .. • For purposes of costing a project,H'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 hislker 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 511%,as well as any ether supervisory costs, in the Indirect labor portion of Overhead. . - . . ' Direct labor Is best expressed as'work hours'.That Is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step Is to Identify the work and hieak 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 lime may be in minutes or even . seconds,the times must be compiled Into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash • and recycle contalners,vacuuming,sweeping,cleaning sinks,waxing 0oors,'etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents - the total number of hours per service.That figure Is the required'work hours:This numberwill slay the same regardless of how many people am working.For example,8'work hours'Can be accomplished by I person working at 100%productivity ' • for8 hrs.(1x8=8),or 2 people working al 100%productivity for 4 his.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 Rem,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 contracll Also,he 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.) ' • / • Amer you've established the direct labor cost per(lme or per Hem,you can extend the lime frame to come up with the annual requlremenL On a service contract multiply the daily cost by the number of days per year that you will provide me service. - For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,600.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you gel$1733.33/month). . • DAS Form#12J . Revision 10-03 ' 'Page 4 • ' Direct Labor Sheet •OVERHEAD - Oregon Department of Administrative Services` , 1 Overhead Costs .-� Projebt Costing Worksheet Pathway Enterpris City of Ashland City Hall 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 prisregga final edforproduct,orprovidinatethece,acertain percentage of that dollar is required for overhead.To calculate the overhead - • percentage,it is best to have financial records for your organization that go back a • - year or more.Add together the expenditures that make up the overhead cost(see worksheet below). Now add this figure to the Raw'materials,Direct labor and 1. Enter Overhead as a Percent of Total Costs, Delivery for a total cost. Divide the figure for overhead by the figure for total.costs. The result is a percent that represents overhead as a percentage of the total cost. • 18.66%1 If financial records are not available estimate the overhead expenses asbest 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. • . • - 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 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 • - 1. . • a line item cost by dividing the total projected labor hours for the contract into the • - - total projected labor hours for the current year. , • • Total Annual Direct Labor Hours •,. ,. ' Input Total from Worksheet on Below . •• Overhead per labor hour 76,,,,-.it".�-"=5"-° - Time required to complete contract 1 -"-r,°^:1677 - , • Total Assigned Overhead l.$'-/int ,..z.' �:.t-,-- ' - . • • 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% I- ' ' Management Pension Plan Expense ' - I • ' Sales&Administrative Salaries $ 561,845.00 . . Sales&Administrative Payroll Tax Expense $ 90,906.00 Sales&Administrative Medical Insurance $ 136,794.00 - Sales&Administrative Pension Plan Expense I Office Rent $ 146,676.00 5' 82,078.00 • Advertising andPubltc 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 0 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 Postage&Freight S 1,651.00 Rehab $ 3,011.00 Miscellaneous Expense • . ' 0 • Bad Debts Vehicle Expenses $ 65,322.00 $ 168,563.00 Staff Expenses - $ . 47,769,00 • • Professional Services- ' 5 65,443.00 $ 559,120,00 • • TOTAL INDIRECT COSTS ".„$11,368,949.00.;:$1;i-938;128:00, . CPI Fodor - , 1.40% - 1.40% - Total $ti''-'t:'1 'Y'-' ?t.2,339,376:08:J . • ' DAS Fonn#12 J _ . . Revision 10-03 _ Page 5 • - Overhead Computation Sheet \ J 1 1 Delivery & Reserve • Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland City Hall 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 Cast. 1 2 3 4 5 $.. $, ' 6 r $.., 8 9 $ $ 10 $ �$a c • 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.Anypercentage 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 • • • • Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the • Qualified .Rehabilitation Facilities Program ar{a�`tae `' 1 �rs6rv:�i ( k w • �rk� b • tra , x � � ds d 't �k ° ?wnh F 1 v"� t -t"at `i�l ! "47'°�;,)1y}3,Oy�10 " ui�k. ,, ufts , ,! �4 . tt ( 7 66 - rpk • t 1�r1 a. 171 • k`'kik } 17 ..L^ , ' Cc e. N4 YLF'!A7'dRi1 u0. k k'9F ! n �•! .�k*A t rrd 5 U b� U� 9:.. t ,?s 11 ti 144N1'11r, 4i »' 1 9( ICryS �j +3y�Fel • Nt iL.e..^-r�-^x=a.+�.:8:t_tti.i_.i.._.:.n'c".'"..�.��_.. �..''.�� -���a«Xw- .^'n,d.51�•.:+•ti [85`x`3-` Oregon State Department.of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 . Salem, Oregon 97301 (503)378-4642 I .1 • c' SUMMARY OF ANNUAL COSTS Oregon.Department of Administrative Services revised:4/5/2011. Project Costing Worksheet The summary sheet is linked to the othersheets 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 wiltbe 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.AU these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. • QRF Name Pathway Enterprises,,lnc•. s m..za t.., - PYTA . Project City;;of.Ashlantl Service:Genter Janitorial,23 24 .,.. - Executive Director Signature: • Raw Materials Per Time Use-Supplies . (from supplies worksheet) " $ 5" t•51;280.54 Equipment,Tools&Subcontracting (from small equipment worksheet) $ :.246.44. Subtotal I $ 1;526.98 Labor • Direct Labor • (from labor daily worksheet) Overhead See Overhead Worksheet $ „ :' 5,056.19 �" Delivery Transportation • (from Trans.&Reserve worksheet) $._•_;r ,{,, ;. - i Total Before Margin Reserve 'Margin Held in Reserve (from Trans&Reserve worksheet) $. -.c '1,625.78 Total Bid Yearly • Monthly Work Area DAS Form#12 J Revision.10-03 . Page 1 Summary Sheet RAW MATERIALS - -• Oregon Departrpent of Administrative Services SuppliesProject Costing Worksheet .Pathway'Enterprises, Inc. , City of Ashland Service 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 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 $' -,x- x-22:440000 $- 6,.'' ,269.28". . 2 Arsenal#2 Window Clean • - $ 0.91 • 4.0000 $`-_` , _x3':640000.r5 1iI U., --< 2 43 68.- 3 Arsenal#5 Restroom Cleaner - $ ' 1.32 . 4.0000x$; .... A F5t280000 $,T.ri ._l": .63'x36'• ' 4 Arsenal#6 Vindicator ' : .$ 0.86 8.0000 '$r 4u', 2.6.880000„ ,$nr' " "s X82.56: 5 Barkeepers Friend Liquid . ,- $ . 5.92 1.0000 $i"4; y- i 5920000 $T r I:W, 7104= • . 6 Barkeepers Friend Stainless Steel.Polish $ 5.92 0.2500 V$1t21:%, 1'.480000 $' a1 'E 1776u 7 Barkeepers Friend Toilet Bowl Cleaner $ 2.98 '$ %xi. t`. kt .'s°$ ., ,1MM` 8 Wenco Aero Glass Cleaner $ 3.45 ' 1.0000 '$'t.1z l•'_1;•., 4t450000 $ ...I -,.',__"-a :41:40: 9 Ziz-O Paste .$ 5.82 0.2500 $4itk 0.1".455000 $sw..i° ' j ...a: s 17 46v • 10 Angler Broom $ 5.90 0.1667 $•,£ LI:i? . 10.983333, $ 11`:80. . 11 Cleaning Terry Cloth Rag $ • 0.49 5.0000 .$w` <i r:."2:437500 $ M,' : M ',29:25 ,12 Dust Mop 36"Frame - $ 10.48 0.0833 $,= ..4•_'0.87-3333" $ 4 ,10:48'1 13 Dust Mop Handle $ -8.29 • 0.0833 $ Kx`4I; .1:0:690833 $ 't :8.29' • 14 Dust Mop Head 36" $ , 16:47 0.1667 $. x 1y 2.745000 5 u 32:941 15 Dust Pan • . $ 9.60 0.2500 $� ' ' ;;"2.400000 $= ,-` '28`80' • 16 Easy Adapter hose $- 27.76 $4 r .y m$ . ' 17 High Rise Duster ' . $ • ` 9.08 0.1667 $ . Yi.=.•.ti.1.51333 ,$ .:er .,.. -i ,.18.16"• 18 Melamine Erasing Sponge(24) $ 26.70 0.0417 $ <u, 1.1';12500 $j cce+z �,, '1'3.35 19 Pro Guard Nitrile Gloves(400) - $ 42.50 0.5000 $ X21.250000, $x 'tl .255.00' . 20 Scour Sponge White(Case) $ 38.40 0.0833 .$w:u .--_> 3.200000 $z :;":a' •38.40 21 Toilet Brush • • • $ -1.87 0.5000 °$i:; .I .Ta`0'935000 $ }a'',... x::(11?22F 22 Trigger Sprayer w/Bottle $ 2.40 .1.0000 $ ';..:I `o..."•:2.400000 $ t'ri `k t 28.80, • 23 Unger Micro.Washer Sleeve $ 1.95 0.2500 .$ s '-0.49.1 $ _ f °:5:85:: . 24 Mop Head $ 3.83 ` ' 0.2500 $.: 3 ,. ..-s 0.957500“ $ $ 11'49 25 Mopster W Fluid Resevoir $ 50.33 . • 5-'^'r 1 Via, moi; `MJ I•$ ' 26 60"Handle $ 8.75 .5,r y r .: :al ,,.. F.n',i,•i$...-5 • •27 Sensor Bags(10 Pack) • ` $ - 28.51 ' •• 0.1667 $ 4 75:1.667 5.` 57.02- 28 Brute Caddy Bag ' • : . $ 59.35 0.0833 $4=_.'.,E Y'4.945833i e.5 .. . 5; . .1.59.35 29 Ninja T Bar $ 21.27 0.0833 •$: RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors . Project Costing Worksheet Pathway Enterprises,Inc. • - - , • The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Cost per Burnishing/Floor machines Carpet extractors . . Description Time Times per Year . Blind cleaning machines Auto scrubbers •1$,-:.',.. Sweepers Mop buckets and presses • – __ $_.. ,r•:=° 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. $ a 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 14,. :r, ,12.,-"<; .w.: , 33% $,, 33557`. 100%l$�3,is33:57. 1 r$ •s 133i57r 2 Sensor XP15 Upright Vacuum $ 561.88 36 _.l6,a0-AZ:lt...- >:n;`033%.$.,,x-187:29; 100%..$°:'...187,i29‘. 1 $' _ 5< 187;29? ' 3 Pro Team Back Pack Vacuum $ 428.00 36r.,..-`. .'.4_44A2.:.`. - 33%'$a,-;', ..142.67-1 100%Z$4142.67:1 l$s 41Cordless Backpack $ 1,215.00 36 121 - r.,33% $0. :x`405:00 100%.$.:405:00= c$,, ,, 'lr 5 Wave Break Down Press Combo Mc $ 76.72 3612 ..x- a33%i$ -!: LABOR - • • Oregon Department of Administrative Services Direct Labor, Project Costing Worksheet Pathway Enterprises,Inc. ' • City of Ashland Service Cenlerlanilorial 23-24 • Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- ,Unemploy- Sub- Other Other Benefits- Other Benefits Dally/Per "Times Annual/Total Annual Hours Description Hours ' Rate declivity Total 1 Total 2 comp% Total 3 ment% Total 4 _Benefits% Monthly 5- SubTotal 5 Item Labor Per Yr. _ Labor_ Labor 1 Janitor Daily 3.25 S 18.12 100% $ 58.89 0.0765,S 4.51 2.69% S 1.58 0.43% S 0.25 29.11% 5 17.14 $ 82.38 206 S 17,134.44 ,676.0 • 2 Supervision 1.00 $24.10 100% $ 24.10 0.0765 S 1.84 2.69% S 0.65 0.43% S 0.10 29.11% S 7.02 S 33.71 52 S 1,753.01 ' - .,r. 52.0 , 3 S - $ - 5 - S - S - S - S - •> •0.0 • 4 • S. - 5 - 5 - $ - 5 5 - 5 - 5 - • 5 - S - $, - 6 5 - $ - S - S - - S - S - 5 0.0 7. 5 - $ - S 5 - • S S - .5 - S . - 5 - 5. - 9 5 $ - 10_ _ • 5 - 5 - $ - --5 - 5'.- 11 S - 5 - 5 - S - 5'.._ _ 5,.. S• :.. .- . x:0.0- , 12 - . . 5 - $ - S. - $ - 14 5 - S - S. . - $ - _S:_:, - .5,,,,.... -5z,... ,_x;0.0. ' 15_ . .5 - - $ - 5 - 5 - $._.,. _ __ 5-:• - S - '' 0.0 18 $- S - 5 - $ - 17 . S.. $:. - $ - 18 S - 5. 5. $ _ S S. S _ '3-0.0 • 195 - $. . 5.. - 5. .. S Sr . , . - 20_ 5 - 23 • $ _ $. $. $...:. '__.- $ - .-:. 5.;,. $ ::`00 , 24 $ - $. - 5 - 25_ $ - 5 - 5 - 5.. - • $ - $`..... _- S `_.•: .0.0 ' 26 , . $, - 5 - S. $, .. 5 .....:.c:.. :. -. - $ s' ..;:_ -;:I0.0 - 27 - 5 - 28 • 5. - $._... .. 5. - $` $ $ $ ":..r` `• ,'1:.,,.:.x:0.0 _ 29 5 - 30 - 5 -- 5 - $ - S _ �- Total_ 5-116.09 •• Total S. '.18,887:45 728.0 • • ' Areas in green are formula driven. List"Other Benefits"Provided - Work Hours=Breakdown total"work hours'(see Overview)into hours or partial hours required per time or per item. PTO/LEAVE' . 11.92% . - Subtotal 1.=Computed by multiplying hours in work hours by handy 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%). 1 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 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$.' • Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 w ' Times Per Year=This is the days or shifts worked per year . . Annual Total Labor= Times per year multiplied by daily/per item labor . Annual Labor Hours=Work hours multiplied by times per year • - -• • • Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'.allocated • Other Benefits Mo.$=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,It's important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,Inspection etc.)may be captured as Overhead,and will be dismissed later.Direct labels that which is . specifically identifiable as a part of the contract requirements.It should he noted that working supervisors could spend a percentage of their lime in direct labor functions.The percentage may vary depending an the project or organization.Far example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In That case you would Include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, In the indirect labor portion of Overhead. • Direct labor Is best expressed as'work hours'.That Is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step Is to Identify the work and break it dawn 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 he required to accomplish each task.Since this estimated lime maybe in minutes or even seconds,the times must ha complied Into a Per-Time or Per-Item direct labor cost estimate.Far example,Ina custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash • • and recycle containers,vacuuming,'sweeping,cleaning sinks,waxing 0bers,etc.(he sure to account for time between jabs also).Next,estimate the time required far each component task.Then,compile those estimates into a figure that represents the total number of hours per service.That figure Is the required'work hours:This number will stay the same regardless of how many people are working.For example,8"work hours'can be accomplished by I person working at 100%productivity for 8 hrs.(tx8=8),ort people working at 100%productivity for4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity fort hrs.each.(8x50=4,4x2=8) Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a"prevailing wage.'Check the contracll Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. .� . _ - . _ _ Matching FICA . - ' Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) • After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost 01 180.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of 520,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). ` DAS Form#12 J Revision 10-03 •' Page 4 Direct Labor Sheet - • • • • • • • OVERHEAD Oregon Department of Administrative Services ' Overhead Costs Project Costing Worksheet Pathway Enterpris,City of Ashland Service 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 afinal product,orproviding aservice,acertain percentage of that dollar is required for overhead.To calculate the overhead percentage,Itis best to have financial records for your organization that go back a ' year or more.Add together the expenditures that makeup 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%( 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 • . Percent of Total Direct Labor Method: To Identify overhead costs,you need the financial records for your organization or / . division for the past year.Input all the costs of the entire entity as detailed below. . Line items which are not detailed below should be input into the cells marked ' OR "other::please include a description.What you are trying to determine Is a • • percentage,therefore,do not gross up the expenses for inflation or to conform to i 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 Hoursas 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 Annual Direct Labor Hours I - _ Input Total from Worksheet on Below . Overhead per labor hour S :. _,_, • . '- Time required to complete contract 1 • 'i tc`-:728 • • • Total Assigned Overhead I:$,U7-3:^s:^.:.,:.e::.^„.: • 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 Office Rent $ 146,676.00 $ 82,078.00_ ” Advertising and Public Education $ 52,038.00 Background Checks&Urinalysis k, . Professional&Accounting/Audit Fees $ 109,128.00 . Training&Worker Safety Insurance Telephone --- -• _ Utilities • Property Taxes/Llcenses!Fees $ -31,566.00. $ 24,057.00 • Dues&Subscriptions $ 14,962.00 $ 1,129.00 _ r Depreciation-office buildirig $ 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 - '. - - Postage&Freight $ • 1,651.00- " Rehab $ 3,011.00 • . ' Miscellaneous Expense . _ _ _ Bad Debts - Vehicle Expenses -.P. - 5 65,322.00 $ 168,563,00 • • Staff Expenses . $ 47,769.00 Professional Services $ 65,443.00 5 559,120.00 ` TOTAL INDIRECT COSTS 15=1;368949.00....$ T,' a1:938.128.00:. • • • CPI Factor , 1.40% 1.40% • 1 • Total I$r'.:-?;i i`:"! {2,339,37.6,08,' - . . . • DAS Form#12 J . Revision 10-03 Page 5 Overhead Computation Sheet I Delivery &Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. . Project Costing Worksheet City of Ashland Service 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 maonly 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 thefollowing situations: (a)Transporting the individuals who will perform the service to the location where the service will be provided. (b) Services dependent on vehicle inthe 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 3 4 $ $., F r a: r 7 I 8 91 10 $ _ $ fF : !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%o-.of total cost of contract 6.9% 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 Faciloties Program • ,»r'in Ns •�• n {4 .,t a h t ��i[go �(�i'�-'`,, i Sr.4% t S � �',t r .J°' t t � it Y kNt+i dp�}J �'1" jtS ;12i7figt €'1' k v t S° k 'w A^'1G �� I �y, li' yt Y.3•� 7•;,440,7,. F.. � Y 8 (��5�� � x ii,'� e St: i tyn - -A04 A !tf 15 Frt Mw` 10.4 _ S L s s SNs L S!rA,[ rC°'Eu,j • is t,1.yr 4.�. � '��..�� ii'��?k'� yt'� �us>,N 'S .rf lsrrtl SAI '!�)}� 3�' ''st t '��,�� M(I • ...�s_._IIff c f �y ,� G„j� 1 I I' f 41^JF{t{xfl Stj�11 .FS}frr; fi7.��f {:i' .t � OrY r ��'':IS 431- ,..� L, ,p((((jttj .r j ttt S ,. z+ • L"Gj' tt j 44 ,•Cil 4J N ns 39 L^1e GG "4]IYIYy¢ ®�S `r r 1- s„ki'a y'£ 3,7 ^rs,w�i �}�FiS '1 .- lt-,-.,i'e^aw, `d'^�'-n r*'i•' ��SI- c.��ur' S�° _r.1•1= • • vy,pf-:-:.0 11)‘:••g. � .. (. •z • . `\ 869•/ Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services • 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 • •• • • , • SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 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. QRF Name Pathway Enterprises, Inc. ` Project City of Ashland Community Development Janitorial 23-24 Executive Director Signature: Raw Materials • Per Time Use-Supplies (from supplies worksheet) Equipment,Tools&Subcontracting (from small equipment worksheet) $ 246:44+ Subtotal 1 Labor • Direct Labor (from labor daily worksheet) $z 23 935:55'- Overhead See Overhead Worksheet 6 288::15 Delivery • - Transportation (from Trans&'Reserve worksheet) Total Before Margin ?$ a. ;;;_31;676:64• Reserve Margin Held in Reserve . (from Trans&Reserve worksheet) Total Bid Yearly `.$ ;;33;698.55. Monthly $ < ..., 2 808j21i,: 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 Enterprise , Inc. - City of Ashland Community Development 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 usually reflect Supplies or Raw Materials.In the case of a Service Contract this will likely include•not • only supplies required,to perform the service each month,but also Equipment&Tools.In the case of a commodity contract the Raw Materials will be'figured on a Per Item Manufactured basis. . • A custodial contract,for example,may require the following for month-Supplies: Paper products and soap Broom and dustpan • • Cleaning chemicals or products Floor Wax • Spray bottles Scrub brushes or scouring pads , Per Use/Per Item Manufactured-Supplies , ' - Item Unit Units Needed • Monthly Annual Price Per Month V Cost . Cost 1 Arsenal#10 Top Clean v $ 1.02 . 22.0000 i.$, >`'22A40000-.<$,'r _ .", 269:28&. 2 Arsenal#2 Window Clean , $ • 0.91 • 4.0000 ,'$ i :3.640000?.'$,11•7.-',..,:,,:,-.,;•-', ."43.68• s 3 Arsenal Restroom Cleaner . $ . 1.32 .4.0000 c$ `":5:280000-:5-26.J:',,-,.,• 63:36:{ , . 4 Arsenal#6 vindicator .• 1 $ 0.86 8.0000 .$ ,,,": "6:880000.1$:`. . .. 1,.:,:82:561 5 Barkeep'ers,Friend Liquid • $ 5.92 v 1.0000 `$ -'5.920000„ '$ '. •71:04; • 6 Barkeepers Friend Stainless Steel Polish $ 5.92 0.2500 '$u _:`" r >1,.480.000. ;$:: . . .:17:76'. • 7 Barkeepers Friend Toilet Bowl Cleaner $ 2.98 '$ .` .",_." : "4 i $!>. . . . ti-"`•- J .8 Wenco Aero Glass Cleaner ; '5 V 3.45 1.0000 5.$7:77. 7.7'..7:31450000.! '$.:: .Y41:40 9 Ziz-O Paste $ . 5.82 0.2500 $ N°, , ,;1,:455000; $'., . :•:;17:46; 10 Angler Broom' ' $ 5.90 0.1667 1$'7,77.7:,..--.1,::,7--.0i983333,',- ,$, ;'11.80 11 Cleaning Terry Cloth Rag $ "0.49 5.0000 $ 'F' r';2.437500;•^,$".„:,.',4.^- : -.i 29.25'. 12 Dust Mop 36"Frame $ 10.48 0.0833 '$ . - , t, • ,0.873333, 5,: 1,10:48i• • '13 Dust Mop Handle $ .8.29 0.0833 ;`$ _. 3.`_.'-:0.690833' --$i; , . ',8:29: 14 Dust Mop Head 36" • $ 16.47 0.1867 °;$ .,. _P• , °2.7_45000, °,$` ;32.94-: 15 Dust Pan . . $ 9.60 0.2500 u$ _,:* . ;2.4.000001;•$': ,, x28.80:' 16 Easy Adapter hose $ '. 27.76 1;7:3' tri a .7,,i i. .$.:: . 17 High Rise Duster.. . 5 9.08 , 0.1667 '',$7,"':'-‘770.'.7-',',"...M51,3333! 5.'.1`‘•-v.--"..; . . ; 18.16; 18 Melamine Erasing Sponge(24) $ • 26.70 0.0417 ,x`$._ 1'.1;12500• '$;r :LL -r,13:35;: , • 19 Pro Guard Nitrile Gloves(400) 5 ' 42.50 0.4167 $ ,a. _._ f. 1,7.7083331,`$;" ,. 212:50 20 Scour Sponge White(Case) • $ 38.40 ' • 0.0833 i✓$ . . :;3.2000001 •$,.; .38:40. • ' 21 Toilet Brush • $ 1.87 0.5000 ?.$ ::.: ,. • .0.935000 ;'$; u:- ,' :11-.22; 22 Trigger Sprayer w/Bottle $ 2.40 1.0000 •`:$ 7."' 2 400000' •!$..,,:-••!."-;.- !, T ▪28.80'. 23 Unger Micro Washer Sleeve $ 1.95 0.2500 .$ r-^1•. ° i '.0'49/ $:: ^5:85: 24 Mop Head V $ 3.83 0.2500 s`$. .._'0.957500N '$ ;:i =•11.49 • • • 25 Mopster W Fluid Resevoir • $ : 50.33 ' :+.$ ...'•:$ 26 60"Handle $ ) 8.75 v$' ' .:='a ,-'`:$', _ ,. 27 Sensor,Bags(10 Pack) -- $ 28.51 0.1667.•; .$ „1. ;.4.7.51667 i$: • ='i". ,:57:02' ' 28 Brute Caddy Bag $ ' 59.35 " • 0.0833 :5T °' 4.945833 r;$;' •;;.4-...-.""'.=59.35 ' 29 Ninja T Bar . $ 21.27 -,$ .. _z: . . •,.$<:' M ,;_ -(.-;,".47fivi 30 Chewing Gum Remover $ 7.42 0.2500 :15 _' • : ..1.855000 $" ."'22.26. 31 Deep Six Defoamer $ 12.11 w$ ;:F c '".ev.,V k..F ;$"' .: ,=5:;::',';. 32 Take Down Fresh and Clean $ 20.53 5'.r__.. f. . . .."?:$ _ • .- 33 Timesaver Floor Finish $ 26.62 • :$@ , ,",. u' _,,_ ..9 i$-,,,. .,, c:-.:,.-.„1-',-)1447,-,,- • 34 Heavy Duty Stripper - .•" $ 18.45 ".$' f. .. $_, :. • 35 Arsenal Nuetralizer Packs $ 0.45 • '$....V , $. .. ' 36 Folex"Carpet Spotter $ 16.25 -$ I .:':h :, `':$' • ,;•',•;..,',:,-,`:','•• 37 Easy Shine Reusable Pouches . $ 10.61 -.0,:-..::.''.:!--v:72,,•• •-•..:,', -$-•"-',".....';',.--... "-. 38 20"Black Strip Pads ) $ . 6:00 :$ .):: " .• , ,:_ .. ..`,..$` , ;.:_ • 39 20"Brown Strip Pads $ 6.00 ;.$ ' 2. ;_ E , : $ ..."., i'''::." 40 20"Red Polish Pads 5 5.59 $ ,' .. $r` , 41 20"White Polish Pads $ 4.26 - 42 Doodle Bug Pad ' " • $ 2.26 V :$,,,.;-,.,,r-'..:7 v'... ._ ,$`' :_--' 43 Doodle Scrub Grout Pad $ 24.73 vii-",'n--,-7.rfrr - V. . .$r _.. 77, 44 3m Square Scrub Turf Pad 5• 43.22 ` . '',$;, `:77;'7-..7::,5'...:.r.-:,-,7,77:,•,:-.7,. '.$> ,. q 45 Square Scrub SPP Pad • $ 11.75 ,1,$-,•.T,':„.7,-77.-''.:;, '"''..r;17..1;;;'•• :$' ::'-'?'::...',2', _Square Scrub Black Pad' $ .13.19 ;f5 . .:x:>„ :,. _, ;i '$, „ _:f-.: • 47 ,';$.. 48 • , "T":..7.7-3.-.:-;;-,77-7;',7•7'.:'„,..,r '$r-.1:-;':.-.,r r 49 • :3.$r, ...$: -, ., - . 50 . ,:$7.:::-.P:-.3-7-,•,72.7.7". .^:-.71,':,;".'. $, „ _,. . Total r.$;;2,:::•117-?:-,';',7100:541667.1 $ ,1'1,206=507 Areas m green are forriuladr e ,_u i • Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units • V needed per month. ' • Annual Cost=Annual cost is computed by monthly cost times 12 months. DASForm#12J • Revision 10-03 . Page 2 • Supplies Sheet . • I . 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 #01 Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units • Cost - - 1 Brute Rubbermaid Can/Dolly• • $100.72 36 ;:'..-',.",":.-`,-.12l,;-5--•-r,:"L",:l'-'33%".,.$F,!•,q1::33:57... .100% ."..$n:33:57,.. 1 :1-::,',,,,,),''r,'„.33.57 . ___ , - • . 2 Sensor XP15 Upright Vacuum $ 561.88 - 36 ct,,"••_:-.f-12:1,-:',-,'.=,,,:-. 33%T$P: .187.29-, 100%IS'L.'7,187:291 $ 187.29 3 Pro Team Back Pack Vacuum $ 428.00 . 36i".••,:,', 12: 'i.'"'..-:::',,P'•.:f,33%l$r_f:ZA42:67.,: 100%1:.,142:67, ',$l".;',;:"-i•J.74:;':.";-,::1• 1,-.", '---Y 41Cordless Backpack $ 1,215.00 36 '„,;•"_'.2....=.5.,t,.-;-.12il i:::";-- ...-,."..." '33% •V.-11;1.,":40&001 100%li,"-„:405.004 ,$z.:-,-_-,;,....-,,:•.:,:,'...•...i,.; .,-„-.. 5 Wave Break Down Press Combo Mc $ 76.72 . 36 -..12", ...•..:-•:i%'2.1.-•;:r..l33%F5i",",--,i'25l57J 100%!$r•-;;,,25:57,) 1 ;$"4":",4"-_-<"*-",',:,:=-.25.57J 6 Buffer Shroud $ 475.00 24 ",":' 12':.,:•"•"-"?."z",.--.ii,-,,,,,•50%'5 237.50 100%c,SE.,237:502 . . • 7 Easy Shine Applicator Kit $ 376.48 12 12 100%4 376.48 100%100%f$;:-',376:48,: $.0:-":,;•-`",;;:f.'- 1.--...:,_ 8 Hoss 700 $- 2,590.00 , 60 ,'.",t,f.-.:-:nt12-Z C.,"-:.;:::::4`1:20% 5. 518.00 100%7.V,-,1518:01Y, l'it::."2:%-.,.,'‘,..--„,..;;;:-",,2 • . 9 CRB Pro 45 $ 2,738.00 60 l.,2::::."'";,"'ilf"-12?, .'•*11.,,,, ,z,-..20%i•$;',""ii,:3,--.;"047i601 100%•:$1f5547:60/ fr.:!"-z...;"..--2:727,,?.'-.":5- --:"V. . 10 Square Scrub $ 4,500.00 N :,a:::,,Vf::'.12,.1,-,:;.-:,?.-.'...:::\-:-',20%i$ 000.00? 100%2$F.-900:00) ;$7--..... ,,..1-,:-Xli:'1.. . 11 Buffer 20"w/tank $ 2,400.00 60 i,.... ,1a,-•, :.-1D:,'i,:::5:,,7.:... .1-n-•-20%l$Y.;:•?,17460.001", 100%:l$Z,:4130.00: -,.$C,t_-51:3A -...-•:-..:,,,,:y=:L , 12 Wet/Dry Vao $ 1,250.00 36f,?..f121 Q, .,,-4-....--.233%1:$1'•t"-"4-F416:67i, 100%i5l"f-y416:67,4 IY:Yii',7.•'?5:!-:!:, .-'-,=,--:, - 13 Cadet Carpet Extractor , $ 2,831.94 60 •".",•-":••:"--,312'1".•:'2,'...1"J"q",!;20%7Vi`j'..:7-566:39f, 100% Vi'5661391 . f$1,:‘,-;7:;,.5•, .i.7-2 ., 14 Doodle Scrub - $ 898.00 36 fr.4',". .,4112-g."".:";:i.,."......•;',::'.f,::33%lizt,,1:,299.33.; •100%(.5A.:299:33 ,v4,-.::,:..r:.,:, V.,""••=z,". ' • 15 SC351 Auto Scrubber , $ 2,812.00 00 „,..,1,4:,-;,..".:;::',12',l F-I-,:::T5,7720%:,$!4.:1,!562:40:: 100%-..Si•-662:40•;'. .•'$F.• ",,,r,v.,",:r.-ilf?,'..": "."14-::T: - — 16 Karcher BD 38/12 Auto Scrubber $ 3,800.00 60 l••,'r-',.,..:.'..,-._-'A2.5,..7,-;:,,, ,%,20% si.;••---460:00-•-. - 100% 5Z760:001 $5.•7:-Z.F2--::_,irj•,:f.,..',,,_- .`P,i , 17 T-300 Auto Scrubber $7,514.00 60 e:Y_V,:.4',3,712"4i:7L'-'7,-':=•220%!$1:•":-11502i80? 100%41;50180% ,$w_tf.,!-• ,,Z,7",--:-1,:V,,',":,:;• ;-:',. V 18 Nautilus Extractor 63,928.00 60 :"":, ..";1;',,I.;1Z l",,, ,:k-t.124`,-,:kil20%,$ 785:60. 100%I$:Z:785:60i ' ,:$•.1F•""•„',-, „,,,,?-••;,.;:"= -.- . . . 19 Trailer Mounted"Pressure Washer . $15,297.00 84gri:i.,::-.i. ,-ci-12:1.','',-,:s----1-7,A',14%i$;:t.";2:185l29i 100%4218529”. $4"4,.... .?..::-..t.',".... . -:"- 20 Cold Water Pressure Washer $866.00 60i-d•.•"---.--',...,,,,:tt.:,'"il 2i,,,.,.,!:,.'4::-:::...51;i:.,20%i$5,„:11,17312CU 100%14-173;20J 4;:i,,.4,;;;;;5::,;v...J..z.;-,:,-,: .-'-:' V. 21 Carbon Fiber Water Fed Pole $4,336.76 60 '0.2.-:?.:;:n7-P•12i f-,:t";;;";.7-;,:',,,t,20%t-,M":5186735‘:. 100% $V 867.35 .$Vil--,.:'.:"• :,-","- ,'Z,.'-',--:,:. 22 - ,:"±t4":-".-•;-.X,12"; 47,f,f.:'; -11","0-,5-"'S---,",. .,;,,,,,k,,:::::„.:,,,A.,;,5,,,z,A.-.:•?,,,:.„,•j " 23 ' tV1.•-'..,;57.l,•-.12il 1Y.f.V-4A:,V....1=l:-.-.-, ..7.i5-.K4`.;:t . :i':., :,'i:.i,":- .:-,P 4-•..";,Z3i... ,•"..;;A:Zt.lf-2 " 24 t.-.:-*YfeiltAZ f5':; . ..K;1- -iet.:?,-1 . e.:; -77j. - 7r'.1.-jtf-Wa=re,1-.', .,:::47, ,,'::.,i 25 - - - ".,`-',N,,,T7.7, C42,1 i-.`f-i'a::',1", 1;.t.4,Z3.1'." ...R-;..-Vg.:: 1•*.•U:?,.,Ne.,.!: ",,t•.•;'F',.;,F, "1"4.%;`.7?!,•,, ,',-ze;1 . V Total ,•,$V.n'.',I.Jltke•L,l'.;"246:441 • ArpasIrratpernare'folinUlaArivqn -i,T,AV,i;' ,1 • . , 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. . • 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 , - • . . , . • . • ---, . , . • . _ . , . , . - . . . . DAS Form#12 J • Revision 10-03 , Page 3 . V Equipment Tools • , . ° • • LABOR Oregon Department of Administrative Services • • ' Direct Labor _ . Project Costing Worksheet • Pathway Enterprises,Inc. - • - - . City of Ashland Community Development Janitorial 23-24 .. Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per .Times Annual/Total Annual Hours ' Description Hours Rate declivity Total l Total 2 . comp% Total 3 ment% Total 4 Benefits% Monthly 5 SubTotal5 Item Labor Per Yr. Labor Labor • 1 Janitor2x 3.25 $18.12 100% $ 58.89 0.0765 S 4.51 2.69% S" 1.58 - 0.43% $ 0.25 29.11% 5 . 17.14 5' 82.38 104 $. _8,567.22. - ' .338.0 2 Janitor 3x 3.00 $18.12 100% 5 54.36 0.0785 $ 4.16 2.69% $ 1.46 0.43% $ 0.24 • 29.11% $ .15.82 S .76.04 156 5," 11,562.30 "..-- - 468.0 • 3 Supervision 2.00 $24.10 100% S 48.20 0.0765 $ 3.69 2.69% $ 1.30 • '0.43% 5 0.21 29.11% $ 14.03 S 67.42 52 S 3,506.03 •'104.0 -4 5: - - $ - $ - $ - 5 $ - 5 - $ - . S $ - S t - $ - 0.0 6 S' - 5 - $ 7 5 - $- _ $ - S - - S.. S• - $, 0.0 . 8 $ _ $ - S - 9 $ - 5 - - S. - $ - • S. $.. - $. ,. 0.0 ' 10 S - S - : 5:.. - 5 - 11 $ 5 - 5'' $ ,,,_ $ 5...,., $ - 0.0 12 S $,. $ S S _ $: - $ - :.0.0 13 $. S,' _ $.:r.. $ _ $. $ -: S q4 0.0 .. 14 $•,._:. 5,.., $ :,..._ 5..,, :_ S ':-.'=: $ 5 -11"-' ..,,;.e;,:.?'0:0 , - .15 $,., '._ $•, S :..- $. ..::,_.. $ _ 5 $' .r•., .."t 0.0 1617 5' _ $ •- $'-. $ '..._. $ - 5 P,-.. $ '-,:•;g.0 .. 5 S .^ $, $.i,. • ,.: .._r:.....„0.0 - 18 $y: _. 5,,:..._. $:..: '$.: '.w-. • $ ,,. -> S --. S. '<:.;0.0 b 19 S •_.,, $...... $ S. S =:; $ $ .,,:'•C ::,'50.0. 20• - $, ,.°=: $' -:, S'% & $ '-':: '$.- $ .x-.:r ,•:,�-":i:0:0: 21 , $,-'. .-1 r .>;0.0• ' 22 $ $:: _ $,... _ $°, $ $ :..�<.; - S ;"., _• m. •,.i 0.0: 23 $... _ $; $'. ,_ 5'-- 5 _ $... _ S :t0.0! • 24 - 5:.'_ $.. ._ $>. _.- S. .S $ $ u ':`'d0.0'_ 25 25 5.. $, S:... $. .. '$,. $ •$ ',r c.=fir :-:0.0; 26 5_ _ .'$;::'., $".. -; .5 -::;_:. :S ..v_; $ $ ^`,;�":-10.0' 27 - $: S: 5•;: -. 5 ' 0.0'. 29 . 30 • $. - 5,_ _. $,_, - Total 5. 225.84 Total S. 23,935.55'i"•:J.S 5,:910.0 • Areas in green are formula driven: - . " ' List"other Benefits"Provided . ' _ Work Hours=Breakdown total'work hours'(see Overview)into hours or partial hours required per time or per item. - PTO/LEAVE 11.92% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity.. Health Insurance ' 15.00% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%).• _ Disability 0.80% •'. .• .. Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. ' -401 K 1.38% • Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. _ . . . • 011ier Benefits%=Input in this column if you calculate Other Benefits by a percentage. . • • • Subtotal s=This column may be a combination of both Other Benefits%and Other Benefits Monthly S. ' • Daily Per Item Labor=The_ sum of subtotals 1,2,3,4,and 5 ' Times Per Year=This is the days or shifts worked per year • . • ' Annual Total Labor= Times per year multiplied by daily/per item labor • Annual Labor Hours=Work hours multiplied by times per year Input in this column if you calculate Other Benefits as a fiat dollar amount per month.Adjust amount to reflect this employees'allocated _ _ Other Benefits Mo.$=time to this contract.(e.g.Employee works 50%of their time on this contract,and 50%of their time on a different contracL If their .. - monthly benefit is$100,then only$50 would be allocated to this column. _ For purposes of costing a project,8's impodant to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor Is that which Is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their lime In direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time In direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the Indirect labor portion of Overhead. - Direct labor is best expressed as'work hours'.That is,the total number of hours that will he required to complete a task or project.The first and perhaps most critical step Is to identify the work and break 8 down into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks are Identified,the next step Is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,In a custodial contract,first breakdown the work requirements into component tasks such as,Loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing goers,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents - the total number of hours per service.That figure is the required'work hours.'This number will stay the same regardless of how many people are working.Far example,8'work hours'can be accomplished by I person working at 100%productivity _. , for 8 hrs.(1x8=8),ort people working al 100%productivity for 4 hrs.each(2x4=8).,It could also be done by 8 people working at 50%productivity for 2 hrs.each.(8x,50=4,4x2=8) • - Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a'prevailing wage.'Check the contract'Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. _ _ ' Matching FICA . - - • Workers'Comp at your cost - ' Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) ' . , - After you've established the direct labor cost per time or per item,you can extend the lime frame to come upwuh the annual requirement.On a service contract multiply the daily-cost by the numberof days per year that you will provide the service. - For example,a Service with direct labor cost of$60.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of 520,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you gel$1733.33/month). - - - DAS Form 812J c., -- - - - 0 .. - - - - Revision 10-03 Page 4 Direct Labor Sheet • • • OVERHEAD Oregon Department of Administrative Services ' Overhead Costs ' Project Costing Worksheet Pathway Enterpris City of Ashland Community Development 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 percentageof 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 fora total cost. Divide the figure for overhead by the figure for total costs. The result isa 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) to identity 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. • Lines 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 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 Annual Direct Labor Hours 1 _ Input Total from Worksheet on Below Overhead per labor hourSIZ.-P._',',Yr,.';',7'7? Time required to complete contract I;r rz-;'1"13910 , , , Total Assigned Overhead 11,1M4m rrrtM:a- + , , I Worksheet . WORK AREA: Total Annual Operations • Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ ' 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 - i 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 I Office Rent $ 146,676.00 '5 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 , $ 65,322.00 $ 168,563.00 Start Expenses .- s ., $ 47,769.00 Professional Services r $ 65,443.00 $ 559,120.00 • • TOTAL INDIRECT COSTS '' 16%1,368,949.00:+'S I.41.938,128.00.. . CPI Factor 1.40% 1.40% ' I Total I SA"w'=a x t o fr'' :T'2,339;378.08:.1 I DAS Form#12 J ' Revision 10-03 • I Page 5 'Overhead Computation Sheet i . Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland Community Development 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 1 2• 3 � $� 4 rJ 6 $, 7 � 8 1 2$a 9 "„W rya 0. 3v 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 • Costing, Workbook . For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program @ r ci, r 1.%,:4 4 �H7' �L ,r r a�,:•;:-,..,•;,,,,•!..,..4.w.,,,pr t'• .+ rpt a I R,l 'rz E .••;-,',";0'',00:t•,1', 'w ,Y r Lr�1 f [ r' _ . t+aJp"1 r, i� tr k � ill;.l'-'44.',,,,,-.J.,':;, * f r,,iN ° 1;1,...,.. 1".114',"1,..'!,..;' lt,. f fyr , '�u, t)`p{y1 h.1 rf"ar� ) `n. 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A. rs"rM' ::e r•�. �.. i LL..,ti.=e.�k t...�ircri.4' 9k,t• �f O 18w9 • • • _ ' Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services • • 1225 Ferry Street SE, U140 • Salem, Oregon 97301 (503) 378-4642 • . • SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 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. QRF Name Pathway Enterprises, Inc. Project City of Ashland Municipal Court 23-24" Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) 1A1206.50 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 246.44 Subtotal 1 1'1111452:94 Labor Direct Labor (from labor daily worksheet) a$ '•>` :14;260:51 Overhead See Overhead Worksheet $,._t• : >: 3;891.86 Delivery Transportation (from Trans&Reserve worksheet) Total Before Margin ;$.,ti< -F< <... _-.=.;19,60532 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) Total Bid Yearly r$} z'' ' 2085672• .. Monthly r$1:, ,:Az.. - ;:1+;73806, Work Area ' • DAS Form#12 J Revision 10-03 - Page 1 Summary Sheet • RAW MATERIALS Oregon Department of Administrative Services Supplies - ' • Project Coating Worksheet Pathway Enterprises,Inc. . . , • • .City of Ashland Municipal Court 23-24 • • • . Raw Materials: This category is often spelled out in the Request forOffer(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,butalso 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 . • 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 ':$__ , ..,10. .;22:4400001, '$3'r ?,..:269.2& • 2 Arsenal#2 Window Clean • $ 0.91 4.0000 I$ g7,: 713:640000,'',$'. ;43:68; • 3 Arsenal#5 Restroom Cleaner $ : 1.32 ' 4.0000 i$ ;. , ;5:280000, -4.',3,-,. .;,-,. ...,..,,, ,I,,,..,,,,63.361. 4 Arsenal#6 Vindicator ' $ 0.86, 8.0000 1, ;,I'< :;6:880000 :,$;. „.,_.._ .r,82.56i .5 Barkeepers Friend Liquid • . $ • 5.92 1.0000 $ { ,. '' :5.920000 r$ ' •:,7:1:04:: - • 6 Barkeepers Friend Stainless Steel Polish $ 5.92 0.2500 $ ,;",?,,•,.:' r X1:480000 '$ .';',,,'-',1,-.,1•:::--.•.,-:::-:';,:-:..:.;17:7.6r.: ' ,7 Barkeepers Friend Toilet Bowl Cleaner $ 2.98 "$, •, ,., ,k, . ' $;.,_ ' • 8 Wenco Aero Glass Cleaner $ 3.45 1.0000i$ ._,•.:x3.450000„ ,$ Y 1 •.,, k.,,,41,A0..,: ' 9 Ziz-O Paste $ 5.82 ' 0.2500 4:7::',74C3.7: 73-.'71":.455000":.r$,'::,7-':;'... . :, 17:46'. 10 Angler Broom i $ 5.90 0.1667 ''r$ T;; s=`0;983333' ".$= .,.C, ;. . .. :.11.80; 11 Cleaning Terry Cloth Rag . - $ 0.49 5.0000 2$ c!}r r.n A2.437500s $;i,'' .. - ".-29:25` 12 Dust Mop 36"Frame $ 10.48 • 0.0833 .$ ;' 3'- 1;;01873333 $1 •i; •::10.48` , 13 Dust Mop Handle • . $ 8.29 0.0833 ~.$ , '- , ":0.690.8331'7.$•',:.7-;-_,', ,;8.29; • 14 Dust Mop Head 36" , $ 16.47 0.1667 = 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 33% $ 33 57; 100% $ .33.57°'' 1 $,.' %33.57- . - ' 2 Sensor XP15 Upright Vacuum $ 561.88 36 _,..12 , ,::'33%`$•1 -481.29,,>.: 100% $. 18729" . 1 )5.•-• ',.,-'1-..f"`----,'.':.,•.187.29., 3 Pro Team Back Pack Vacuum $ 428.00 36 ' 12 i€ 33%‘,$'"-Z,„',..142!67.4 100% $ .142.672 - 5 - 41Cordless Backpack - $ 1,215.00 36 12 r z .33% $t 405001 100% $ 405.00+ 16.!,1,1',.4:-, - - .5 Wave Break Down Press Combo Mc $ 76.72 36 - 12 . -33°/ $ •;25 571 100% $ `25:57. 1 $,' 25 57 6 Buffer Shroud • $ 475.00 24 fi 12 50% $ 237 50 100% $-:•-;237.'50,.',f $,: 7 Easy Shine Applicator IGt $ • 376.46 12 t„.. ,12", +100% $cam >376.48R 100%r$ 376.48 5` `k • . 8 Noss 700 $ 2,590.00 60 12 20%;I 518.00: 100% S -518.00% $- 9 CRB Pro 45 i $ 2,738.00 60 .?.-4,7•4'. 1- ..-.212i. .:? :20% $ 3 1547 60u 100%451::-,547:60) $t= 7 10 Square Scrub - - $ 4,500.00. 6012 ' 20% $ -.900.00:' 100% •$ x900.00. $•u - 11 Buffer 20"w/tank $ 2,400.00 60s 12 .2,420% $ .it480.00 - 100%4a480.00{ •$+ 12 Wet/Dry Vac $ 1,250.00 3612i A 0.33% $ "4.1667% 100%4$ 416:67 $ t` '13 Cadet Carpet Extractor $ 2,831.94 60 '-, 12°, .'t20%:V.:':-.256&:39.'. 100% 'S t 566:39' $+. `?•• 14 Doodle Scrub • $ - 898.00 36 „ : 12-?-_ 33% 5. ,:iz 299:33°S 100% $ .299.337 . -- =$s r 15 SC351 Auto Scrubber $ 2,812.00 60 12: . 4 .. ,:20% $s'""i7562.40. 100% $ `562.40.± :$'' 16 Karcher-BD 38/12 Auto Scrubber $ 3,800.00 - 60 12 20°/ z8Q---:-. 760:130: 100% $ 760.00° $1 - -17 T-300 Auto Scrubber $7,514.00 60 t �._<<12, o r tZ '-` -----'----- " ' 20/o $ 1 502 80 100%�$1 502 80- $ 18 Nautilus Extractor . $3,928.00 - 60 12 N 20% $ 78560; 100%.1$2`.,-78560. ° $ - - --- 19 Trailer Mounted Pressure Washer $15,297.00 84 12 14%f$ 2185 29 100% $2185.29: $- - _20 Cold Water Pressure Washer $866.00 60 =r 12 20%k$ ;:173 20e 100% $ :173.20: $<" - • 21 Carbon Fiber Water Fed Pole $4,336.76 60 , -,.12.A:..s_ -20%1V.V;:867:355-:867.35- 100% $ 867.35; $.6 : 2212 { b . 2312 i.{`r t - 24A2'f o 25 .. ,12 a, ;in ..s_. €-`.zu. ._.r,' ^.u. ,_._r-..._ Total .$- ,.:3._.w..246.44 i . Areas iii greenare formula dnven w _,; Useful Life of Assets=What is the estimated useful life of the equipment in months • Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. - • Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. . Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs - associated with this project.(note:100%would be an item used only for this contract.)' - . Projected Unit.Cost=Calculated by multiplying the unit cost per year times the project use. ' - - #of Units=Multiply by units needed to complete the contract/service. - , - Annual Cost=Computed by project unit cost times the number of units. Work Area . • DAS Form#12 J • Page 3 • Equipment Tools - Revision 10 03 9 - _ LABOROregon Department of Administrative Services ' . ' Direct Labor Project Costing Worksheet • Pathway Enterprises,Inc. - . City of Ashland Municipal Court 23-24 - Worker Work Hourly %Pro- Sub-' FICA . Sub- Workers Sub- Unemploy- Sub- Other Other.Benefits Other Benefits Dally/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total l Total 2 comp% Total 3 meet% Total 4 Benefits% Monthly$ SubTotal 5- Item Labor Per Yr. Labor Labor - 1 Janitor2x 2.59 $18.10 - 100% 5 45.25 0.0765 S - 3.46 2.69% S 1.22. 0.43% S 0.20 29.11% S 13.17 S 63.30 104 S 6,582.89 260.0 2 Janitor 3x - 1.50 S 18.10 100% $ 27.15 0.0765 5 2.08 . 2.69% 5 0.73 0.43% 5 - 0.12 29.11% 5 7.90 S 37.98 156 5•- 5,924.60 • • - 234.0 I . - 3 Supervision 1.00 $24.10 100% 5 24.10 0.0765 $ 1.84 2.69% 5 0.65 0.43% S 0.10 29.11% S.. 7.02 S 33.71 •52 S. 1,753.01. - - .'52.0 - ' 4 5• - S - 5 S - $ - • 5 5 - • 6 $ - S - S - S - S -- $ - S. - S• - 5 - . 8 - - S - • 10 $ - . 11 • $.... - . : $a _ $.. _ 12 5 _ 5. - $.;;-. $.,^ :__.,.. 13 $ _., S $.. _ $ - S =:-: $ $. o• z• .0'. • 14_ _ '-_ $..... _ $ .:•..., . .;, $,. '-. S- �..h x._0_0 . 15 -16 • S:.-'- $ - •, '$ $._..... $ ,":. - 5=.. _.., $, •...n z:,�0.0. 17 - S, - S•...- S'. $• ':°.-. $ -... $ r,:-,.•. $ -".;" 0.0! 18 . . $:::.- .. $. - $�:.. $. -: •$ $:. :- S, ;; , .,r 0.0'.. 19 $.. _.. $.. "-.. $ •i= $.`:.:.:_- - '$ i.,-:-'' 5 ....� - 5 .ar ..-, .0.0: •- ' 20 S.. . $. S•.._..-- 5 _:. $ - S - $ '0.0 -:. S -�.t". ,e.� 3`"0.0• .., . . 22 5=. $. ,. 5....._, S :'r>_.:. S ". Sr _.: 5.. , 0.0 • 23 - 24 - g_. 5....>., - $, $ >_.:, $.: .- :.:.. $. $ +,. +:; .`..tO0 - • 25 &_. S.. _ $.._ $,.,:- - 5 --:`y $ S ....., }.0.0 28 • $.... --- $. $, S' ,• _-! S -•_+:� $..;:;._ S ..•:, ...:::.0.0; - - -27 $ _ S. --. - $...,_. $::, $. C.; $ 7;: $ • i._?, ^<0.0. _ ' _ 28 $. _. $:*., _ • $: --._. S t:--:+ $ w.-_:r $ • - S ., .'<0.0 . • 29 - S- S'`. - .S 5 ...... $ .• 'S ".'. $ _ _>: O.OI ' ' 30 $. S„ 5,:, S I_. $ -., $. .: .- $ • �. ;is 0.0:. - • - •- •, ,. Total $-134.99 Total 5:'•"14,26051 ... +,546.0 • • Areas in green are formula•driven. List"Other Benefits"Provided - C - . Work Hours=Breakdown total"work hours'(see 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%). i • .- 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 5=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- limes 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 Benefits Mo.S=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 S50 would be'allocated to this column.; - - - For purposes of costing a project,g's important to distinguish between direct and Indirect labor,Indirect labor(supervision,administration,Inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor.Is that which is specifically Identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time In direct labor functions.The percentage may vary depending on the project or organization.For - example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising,In that case you would Include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the Indirect labor portion of Overhead.- Direct labor Is best expressed as'work hours'.That is,the total number of hours that will he required to complete a task or project.The first and perhaps most critical step Is to Identify the work and break it down Into its component tasks.The description of work or specifications In the contract is the place to start.Once the component tasks are Identified,the next step Is to estimate the time that will be required to accomplish each!ask.Since this estimated time may be In minutes or even seconds,the times must be compiled Into a Per-Time or Per-Item direct labor cost estimate.For example,In a custodial contract,first breakdown the work requirements info component tasks such as,loading and unloading equipment,emptying trash ' and recycle containers,vacuuming,sweeping,Leaning sinks,waxing floors,etc.(be sure to account for lime between jobs also).Next,estimate the time required far each component task.Then,compile those estimates Into a figure that represents • - the total number of hours per service.That figure Is the required"work hours.'This numberwill 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 people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8.people working at productivity for hrs.each.(8x50=4,4x2=8) ' - Once you know the total work hours perservice or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,Including those an which you pay workers sub-minimum wages based on productivity,require you to pay . _ - _ a'prevailing wage:Check the contra,all Also,be sure to add the appropriate'Other Payroll Expense'(OPE)far your organization onto the wage. _ - ,. _._ __ . - - _ .. . _._._.___. __.__. .___ _ ___. __.-__ .. • Matching FICA •- ... - --- Workers'Comp al your cost . - • - . Cost dottier benefits paid by your organization(e.g.medical,dental,retirement,etc.) _ • . - - After you've established the direct labor cost per lime or perifem,you can extend the lime 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 ofS80.00 pertime,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). - - DAS Form#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 Municipal Court 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 afiinalproduct,orproviding aservice,acertain percentage of,that dollar Is required for overhead.To calculate the overhead - percentage,it is best to have financial records for your organization that go back a year or more.Add together the expenditures that makeup 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 - I 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 Percent of Total Direct Labor Method: ' , • To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below. • Line items which are not detailed below should be input into the cells marked OR "other';please Include a description.What you are trying to determine is a . , percentage,therefore,do not gross up the expenses for inflation or to conform to - •• the current 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 I a line item cost by dividing the total projected labor hours for the contract into the • . total projected labor hours for the current year. Total Annual Direct Labor Hours ' I I Input Total from Worksheet on Below • . ( - ' Overhead per labor hour 9s,,,,zr•Tz,:Yra...?•-7 • Time required to complete contract 17,77-.1.',.77 7546 • Total Assigned Overhead IVSMT-"::;'.:r,;_K` - • 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% . I I 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 • Office Rent . $ 146,676.00 $ 82,078.00 t • Advertising and Public Education " - $ 52,038.00 .. • Background Checks&Urinalysis - • - . Professional&Accounting/Audit Fees $ 109,128.00 < ' Training&Worker safety - - - ' • Insurance - • - • _ • -. Telephone • Utilities I . 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 • Postage&Freight - $ 1,651.00 Rehab $ 3,011.00 '. • ' Miscellaneous Expense . • Bad Debts • Vohlelo Expenses , l', , $ 65,322.00 $ 168,563.00 staff Expenses ,;. $ •47,769.00 - • ' ProfessionalServices t $ 65,443.00' $ 559,120.00 • < ' , TOTAL INDIRECT COSTS :-SA.1i368,949.00::$ -:r938.128.00 • CPI Fodor • 1.40% 1.40% Total •$„„•„' :"'ET"—Z7.2,339,376:081 • ' • DAS Form#12 J - - Revision 10-03 , • . Page 5 ' Overhead Computation Sheet • Delivery&Reserve • Oregon Department of Administrative Services • Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland Municipal Court 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. I 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 • r F.. ,"' �, � 1 • $ 3 $ $ 4 $ 6 ?$ t; air,.' ..uiw:.'i: $,.a':{wk�x,l,.a...�..,Yi J Mfia E • 8 I a$4 i. M 9 $. parrs.! 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 6M% • • Work Area • • • ' • DASForm#12J Revision 10-03•, Page 6 Trans-Delivery and Margin Sheet ' I I • • Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the : ' • Qualified Rehabilitation Facilities Program • 77F' 77. 7 7477{i",7 M -d t r , 7 �• 4P1-0004t' Y p,LJ'iS {" net as VSA'1 X`IPZ.41/4',.0`tjla S.h�dL'''1> t & j't �1 4 iF.,,��sl* - " j� xyM d�7' W i 'PI- "4 �y '' CW,Calf .t5 �y{ • LiA a .45. Ali ltirocra 11, : i' 4 ;i4Wc.157 _ tc _ .1A1 `1 d qk fr sl P a te"s,�1tG ryr 'T ' k ir1i � ` ' ; a � ,.'"`'.'�� a.e.:�__.•;:e.l'}.__•_•,�.__,_ ..._. .._x�'.. �1'ri.—fir.x- 6,-1'a3`1:' Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 {503) 378-4642 • • • • - SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 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 ari example calculation and further instructions for completion. • QRF Name P„athway;Enterpri5es;lncr,u I`.."....x,° f .,L .'.tE':.. : . iW,.,.' "> Project City.'.ofAshlandIStreet and;Shop Jarntorial„,23 24 • Executive Director Signature: • . • Raw Materials • . Per Time Use-Supplies (from supplies worksheet) Equipment,Tools&Subcontracting (from small equipment worksheet) $ _' •:246.44 ' Subtotal1 ,$.-;. Labor • Direct Labor . • (from labor daily worksheet) ' Overhead . See Overhead Worksheet • $ • . Delivery Transportation (from Trans"&Reserve worksheet) ;$, '; .;-"•:T" _;, - . • . Total Before Margin Reserve . Margin Held in Reserve • • (from Trans&Reserve worksheet)• $ ,,....r 631.62 • . Total Bid Yearly $ '•':;10,527.06 Monthly $ :f” a,.877.25 • Work Area . I • • • s • • • • i DAS Form#12 J . •Revision 10-03 Page 1 Summary Sheet • 1 t RAW MATERIALS Oregon Department of Administrative Services , • Supplies • Project Costing Worksheet Pathway Enterprises,Inc. City of Ashland Street and Shop 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 or scouring pads i . Per Use/Per Item Manufactured-Supplies •• • Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Arsenal#10 Top Clean $ 1.02 -18.0000 .T$ _ 18:360000 $r :i s , ; 220:32'•` 2 Arsenal#2 Window Clean $ - 0.91 3.0000 •'$1.:_'= N=i:2:730000 $r ;4 - 32.76: 3 Arsenal#5 Restroom Cleaner $ 1.32 3.0000 $ i .3r '3 960000< $ V.,,Wxs` ' 47.52c . 4 Arsenal#6 Vindicator $ • 0.86 6.0000 $'"_12s� ,'5 1'60000 '$ K61.92 '5 Barkeepers Friend Liquid $ 5.92 0.7500 $ °' c4"440000"$ 53 28: 6 Barkeepers Friend Stainless Steel Polish $ 5.92 0.2500 V.._'s=+si °xx'1.480000 a$=at`.! 1. 17 76.: 7 Barkeepers Friend Toilet Bowl Cleaner $ 2.98 u$rb l r= `' . *`U' $O '`''T`'` a' 8 Wenco Aero Glass Cleaner ! $ 3.45 1.0000 $ b x• .-uf3.4500001=$''....;Lit.,e -i= 141.40i' 19 Ziz-O Paste $ 5.82 0.2500 $.c 1'..455000 $'' ,17:46: 10 Angler Broom $ 5.90 0.1667 $_.11 ' 0.983530 x$= ->.. ,,_x.rF, 11.801 11 Cleaning Terry Cloth Rag . $ 0.49 • 5.0000 $ .r t x:.+2.437500` $ '. S. "' 29 251' 12 Dust Mop 36"Frame $ 10.48 0.0833 $ '-0.872984 $ •.�t 10 48:. 13 Dust Mop Handle $ 8.29 0.0833 $ ,'0:690557 $ •a 8 29: 14 Dust Mop Head 36" $ 16.47 0.1250 '$i ' 2.058750 '$u E;k .: ,;24 71$= 15 Dust Pan $ 9.60 ,0.2500 15 -_2 _ 2:400000 $0 ',:x•28 80': 16 Easy Adapter hose $ •27.76 $ I- i _,' ,$ W ` i 17 High Rise Duster $ 9.08 0.1667 $Y�i z. ' 1.513636 1 1,i _18:16• ,18 Melamine Erasing Sponge(24) - $ - 26.70 0.0416 $ k- i'1':110720 $' z e' -- ,11'3.33''}. 19 Pro Guard Nitrile Gloves(400) $ 42.50 0.4167 .$2"',.'s, k:;17:708333 "$u' >"_ ` l- 212.50: 20 Scour Sponge White(Case) $ 38.40 0.0833 <$ r r 3.1'98720 w$ `- 38-38. 21 Toilet Brush $ 1.87 0.5000 .$,: r,_-.s:=_0935000,15 r;`...a t tU::` 11.22 • 22 Trigger Sprayer w/Bottle • $ 2.40 1.0000 $ 2 400000 '$ w x28:80 23 Unger Micro Washer Sleeve $ 1.95 0.2500 $.,0:;;:{._.�_ .: .c0`49' $--:a'IF .__a is'5'.85 24 Mop Head $ 3.83 0.2500 $ : - -0 957500 $ ' ._ 11.49:` 25 Mopster W Fluid Resevoir ' $ 50.33 $a. -Z. . Z_"- '$4 = "£ s ' : • 26 60"Handle $ 8.75 $ = = t..., $1_.kY.; ` . 5:.. 27 Sensor Bags(10 Pack) $ - 28.51 1 -.5 '- 5 a $ 28 Brute Caddy Bag $ 59.35 $+:;': ._;_` r. ,w",l=i$ ..z' .-,-,!1v:E,0 .. 29 Ninja T Bar • $ 21.27 0.0833 .$'--1 „14L-:=:.,1.7.-72500: $ : 21:27. • =30 Chewing Gum Remover . $ • 7.42 0.2500 $ `=1 y 1.855000 ,$ _' _ l•': 22=26; .. 131 Deep Six Defoamer - $ - 12.11 .$,: "i..._.71 ,:i..- ... $,a.::.^'t r, " j 32 Take Down Fresh and Clean $ • 20.53 $ s .`.,a'_-E:• g $,L �. va -K t s't' ;33 Timesaver Floor Finish $ 26.62 $ s - +`.� i;� ,$l.--`" ' .mIs a - �i' • 34 Heavy Duty Stripper $ 18.45 -$.z,.a,wa..;°x z,.a $.;1 `" ._v;T`w a •- 35 Arsenal Nuetralizer.Packs .$ ' 0.45 r$: .' as,>,:-:,of ",.2 "$ :'-.- 1•----- -n rs`.. 136 Folex Carpet Spotter $ 16.25i$ -n.,-.w-_.;§: .-L. --ZZ i".$,;-•" `y, . 37 Easy Shine Reusable Pouches $ -10.61 • il$. SPeZ- ._ iiT, `i $EgKi .38'20"Black Strip Pads -5 6.00 `$a ' S..Y•.:131 $ 39 20"Brown Strip Pads ' $ 6.00 "$i%y �s-�T'' ..Y` Y .54 -E a ' '40 20"Red Polish Pads $ . ' 5.59 $_t` '?'rVAIC,14:a_ ;•:$ '- TNM -•_ 41 20"•White Polish Pads , $ 426r$' °O.i'?` ,3 :$•:.-1R '-ai`=-' a- 42 Doodle Bug Pad $ 2.26 -$ t- .' �� ''?z; '5' -? ' . 43 Doodle Scrub Grout Pad $ • 24.73 $r". 21.2 ..__ra, ,`t-$,..I alt <` E•: 1,i 44 3m Square Scrub Turf Pad $ 43.22 .1$italk"w.Ii i_S_:.` ` giE.` _11: ' . 45 Square Scrub SPP Pad • $ 11.75 $.,Mf&giate' + k-....lAs..$;0.,`i aE.<3. ,- J,; '46 Square Scrub Black Pad $ 13.19 $r';It .- --, t,.1, ,' ' `$ . , - ,, ,tE • !47 _$t rF a ,..'_r, ,, - j ._$ -- ni.,•.v s" c ai'-`r - :48 • • $;is.M r..•,r_ry`w. a.uu` i.$ W...._ ,.. t.._. :49 • 0.1 :-_, --_.:-w y._$u- __,s '::, • ..-- '50 - 5`-' _ t_t�. ' 1i. r -,-!,i `- '-. • Total $f..= ."82 41:7230 a$f ...w.I- 9�' 989.01;' Areas in green are formula'driven s : . 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. i. - The following Equipment&Tools are examples which may be required to do the job: - - SUBCONTRACTORS Cost per Burnishing/Floor machines Carpet extractors Description Time. o 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. $= i$ Note:Any asset purchased with grant money is not eligible for depreciation,however,the ::$ f,.•-•!•--,7-:`•74 cost to maintain the asset is an allowable expense and should be listed. - :: , _,,: ,$ , i$'"_�_ `:d ,•:$'.-.-•••-„-:,. ,-s 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 $100.72 36 12:,; :; .--133%r$ %♦33:571 100/ 5;;:4333.57 1 i$ ter-n33;5711 • 2 Sensor XP15 Upright Vacuum $ 561.88 36 12 ;',--:;-",;',.:',-;5- 33%' .i$'..-..';'.1871.29i 100%+$: 187:2T 1 i$ ;53;='^187;29. 3 Pro Team Back Pack Vacuum $ 428.00 36 - ..,12,'` _:,_ .33%}$---.'_142.67; 100%f.$ 142.67 ;$:,.; - 41Cordiess Backpack - $ 1,215.00 36 : ,' - 12 f ' .z'33%i$Y 4405:00; 100%s$e=405:001 ;$ , 5 Wave Break Down Press Combo Mc $ 76.72 36 12 ,-`- .-, --2'4';433%i$,-.7:-';.-..525.57, 100%:$- 25:57` '1 ;$ 7".-Z.:;-. .".:7,-_'-:'',25.57' - 6 Buffer Shroud $ 475.00 24 ...; ,;;'f..-,...12'; _ -::50%;$1.;',„,-,237:50; 100%=$1:237150 ;$ .--- 7 Easy Shine Applicator Kit $ 376.48 12r.:-.;..,.';,r,-..-4,_-41 2',, ;100°/u :$ -•+376:481 100% $»--376148; i$ , x 8 Hass 700 $ 2,59400 60 , 12 %.., :',f''-;.:,:i'''i 20%',V.:-r:518:00x 100%:$i;.518:00'a '5...,.,-; M• t - 9 CRBPro45 $ 2,738,00 60 ;:•`. , 12 -a •+=120%3$ ..-=4547:60: 100/i$c:547.601 ,$. - s . ;_:1 10 Square Scrub $ 4,500.00 60 _',- :-• 12- :-20%•$ =.:.',900.00; 100%`,$:;'900:00 :$ -_. • 11 Buffer 20"w/tank $ 2,400.00 60 :.•-_-4.,-.....-;',12:f;-.7.:...:-.:,-._:- 20%;',$',;;;-.A80.00.'; 100%?.$'480.001 ,$- 12 Wet/DryVac $ 1,250,00 36 .., ---7 -12' == ,?.:33°/u`$ x:•,416.67' 100/'$-416.67 i$ -= LABOR • Oregon Department of Administrative Services Direct Labor - Project Costing Worksheet Pathway Enterprises,Inc. _ City of Ashland Street and Shop Janitorial 23-24 Worker Work Hourly %Pro- •• Sub- FICA Sub- Workers •Sub- Unemploy- Sub- Other Other Benefits Other Benefits Dally/Per Times Annuailfotal Annual Hours • Description Hours Rate declivity Total Total comp% Total3 meet% Total Benefits% Monthly5 SubTotal5 Item Labor Per Yr. Labor Labor 1 Janitor Daily 1.25 $18.12 100% S 22.65 0.0765 $ 1.73 2.69% 5 0.61 0.43% 5 0.10 29.11% S 6.59 5 31.68 156 $ 4,942.63 195.0 2Supervision 1.00 $24.10 100% 5 24.10 0.0765 $ 1.84 2.69% $ `0.65 0.43% $ 0.10 29.11% 5, 7.02 $ 33.71 - 52 5 1,753.01 52.0 3 _ $ - 5 - $ - S - $ _ S _ $ - 0.0 4 $ - $ - S - $ - $ _ $ _ $ - 0.0 __.__ 5 - _. - .._. .- 5 ._- $ - - - S' -- 5 - - _ -- s - - s - 5 .-- 0.0 . _. 6 S S - - S .- $ $ , - $ - $ - .-.- - 0.0 7 • $ $ - $ - 5 --. - $ - S - 5 . -- .0.0- 8 s, - $ - 5 - $ - S . - 5. - $ - 0.0 9 S - 5 - 5 - S - • S - $ - $ .- - 0.0 10 - 5 $ - $ - 5 - - $ - - $ _ $ - 0.0 _ 17 S - $ - $ - S _ $ _ S _ $ - 0.0 12 5. - 5 - $ $ - S - S S - 0.0 • 14 S - 5 - S - $ - $ - ' $ - S - 0.0 15 S .- - $ - $ - 5 - 5 - $ - • $ - 0.0 16 5- ...- :. $ _. $ - 'S - $ - $ - S - 0.0 17- S - $ 5 - 0.0 . 18 5 19 S-,.r $..,..�_. $ S ..- - S - 0.0 20S•- _ sr-• $ $ $ .. - $ - S - 0.0 21 .$;.,_:� $,...._,.. $,y----' $- $. .--._ - $ _ $ - 0.0 23 .S' $,_.,.•,__. S ._ $..,__._ $ _ 5 - 24 �$ 5;. - $ - $- 27 _ 28 -- $ .S, :` 5' $,..,a o-,,- , 30 - .$-----:'., S., :_ $ Total S..-65.40 Total -57' '6,695.64 -, -.247.0 - Areas in green are formula driven :3 List"Other Benefits"Provided Work Hours=Breakdown total%volk hours'(see 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 7.65%). . 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 youcalculateOther Benefits by a percentage. - subtotal 5=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 flat dollar amount per month.Adjust amount to reflect this employees'allocated • Other Benefits Mo.5=time to this contract.(e.g,Employee works 50%of their time on this contract,and 50%of their lime 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 his/her lime In direct labor functions end the other50%supervising.In that case you would Include 50%of that person's lime as direct labor and capture the other 50%,as wet 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 fust end perhaps most critical step Is to Identify the work and break it down Into Its component tasks.The description of work or specifications In the contract Is Ike place to start Once the component tasks are Identified,the next step Is to estimate the lime 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 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 lime required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure Is the required'work hours'This number will stay the same regardless of how many people are working.For example,8 work hours'can be accomplished by I person working at 100%productivity for 6 km.(158=8),ore people working 01 100%productivity for 4 hrs.each(214=8).Il could also be done by 8 people working at 50%productivity for 2 hrs.each.(8x.50=4,4x2=8) Once you know the total work hours per service or per item,it's simply a mallet of assigning the appropriate wage to the hours.Some contracts,Including those on which,you pay workers sub-minimum wages based an productively,require you to pay • a'prevailing wage.'Check the conlractl 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 benefds paid by your organization(e.g.medical,dental,retlfereent,etc.) AOer you've established the direct labor cost per lime or per item,you can extend the time frame to come up with the annual requlremenL 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 380.00 per lime,required 5 days perweek and 52 creeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cast by 12(ethic case you get 51733.33/month). DAS Form#12 J Page 4 Direct Labor Sheet Revision 10.03 • - . • e- . OVERHEAD Oregon Department of Administrative Services Overhead Costs ' Project Costing Worksheet ' Pathway Enterpds City of Ashland Streetand•Shop 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 lhe'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. 18.660/4 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 Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below. • • Line items which are not detailed below should be input into the cells marked OR "other:please Include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to . t 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 . 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 i total projected labor hours for the current year. • • Total Annual Direct Labor Hours I ' . • • . Input Total from Worksheet on Below Overhead per labor hour I r.S.,.70.`:l10,1i::',":.:' , Time required to complete contract I.••••';7,1.4","°7:1-7,°.:247. j Total Assigned Overhead I''SM°:-°7,73Mi s ' • Worksheet • WORK AREA: . . Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries • - - $ 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 -5 136,791.00 • Sales&Administrative Pension Plan Expense Office Rent. $ 146,676.00 $ 82,078.00 • Advertising and Public Education $ 52,038.00• I - Background Checks&Urinalysis•. - ' • Professional&Accounting!Audit Fees . $ 109,128.00 Training&Worker Safety . - Insurance • Telephone - Utilities . ' 0 • Property Tates/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 Rental0 ' Office Supplies . $ 21,283,00 $ 2,886.00 ' Postage&Freight . $ 1,651.00 - Rehab • $ 3,011.00. • Miscellaneous Expense - - 0 Bad Debts Vehicle Expensed •-, $ 65,322.00 $ 168,563.00 Staff Expenses-•-, y '$ 47,769,00 Professional Services - $ 65,443,00 $ 559,120,00 • TOTAL INDIRECT COSTS +$A;368;949:00.;.$ SP.-"l:"938;128,00. CPI Fodor .:1.40% 1.40% 0 I . . Total I S:r. i'"1.. ,,2,939;376,08,1 DAS Form#12 J • , • Revision 10-03 • 0 ` Page 5 Overhead Computation Sheet . Delivery& Reserve Oregon Department of Administrative Services .` Pathway Enterprises, Inc. Project Costing Worksheet. , City of Ashland Street and Shop Janitorial 23-24 The State of Oregon reimburses employee use of their own vehicles on State businessby 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)Seivices dependent on vehicle in the provision of that service. 1 , 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 €$ Grua $ 4 5 $} 7 $ ,is"s .i' W..'a+ 6.,s:0. k.• 8 4+ ,�t� 4 , @@s 4 a 10 $E G V ` `. 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