Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2022-155 Agrmt-Pathways Enterprises Inc
• Purchase Order • ECS MIS • C�TY RECORD Fi•scal Year 2023 Page: 1 of: 1 i 7 =i• 4,I 1I_���Cil 7 • D, rat - B City of Ashland ATTN: Accounts Payable C Purchase LL 20 E. Main Order# 20230.052 Ashland, OR 97520 T Phone: 541/552-2010 0 Email: payable@ashland.or.us • V PATHWAY ENTERPRISES INC H C/O Facilities Maintenance Div N -1600 SKY PARK DR STE 101 I 90 North Mountain Ave � P Ashland, OR 97520 D MEDFORD, OR 97504 O Email:ACCOUNTING PATHWAY-INC.ORG Phone: 541/488-5358 • R � @ 0 Fax: 541/552-2304 __fes – -- _ (541 488-1536 _ Wes Hoadle 1 11 �FiTab_ F i ; 171-'7N,Ziiil 1i , { i le-t = 06/28/2022 509 ' 1111W111111 FOB ASHLAND OR City Accounts Payable — Janitorial-City Facilities 1 Janitorial Services-City Facilities 1.0 • $175,193.88 $175,193.88 $14,599.49 per month • Total annual amount$175,193.88 • Approved by the City Council June 21, 2022 Contract for Janitorial Services Completion date: June 30, 2023 Project Account: ' *************** GL SUMMARY*************** 088400-602352 $175,193.88 • • • • • • F By: _ Date: Authorized Signature ; �'_' as ? _ = $175 193.88 FORM #3 ,a, , ., ,3 ,, ,- CITY OF requestA saedt' ASHLAND REQUISITION Date of request: 06128/2022 Required date for delivery: Vendor Name Pathway Enterprises,Inc. Address,City,State,Zip Contact Name&Telephone Number — Email address . — I SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Invitation to Bid ❑ Emergency ❑ Reason for exemption: Date approved by Council: 0 Form#13,Written findings and Authorization ❑ AMC 2.50 _(Attach copy of council communication) El Written quote or proposal attached ❑ Written quote or proposal attached _(If council approval required,attach copy of CC) ❑ Small Procurement ❑ Request for Proposal Cooperative Procurement Not exceeding$5,000 Date approved by Council: IC State of Oregon ElDirect Award (Attach copy of council communication) Contract# OregonForward ❑ VerbalfNritten bid(s)orproposal(s) 0 Request for Qualifications(Public Works) 0 State of Washington Date approved by Council: Contract# _(Attach copy of council communication) 0 Other government agency contract Intermediate Procurement 0 Sole Source Agency r- GOODS&SERVICES 0 Applicable Form(#5,6,7 or 8) Contract# Greater than$5,000 and less than$100,000 ❑ Written quote or proposal attached Intergovernmental Agreement ❑ (3)Written bids&solicitation attached 0 Form#4,Personal Services$5K to$75K Agency PERSONAL SERVICES Date approved by Council: 0 Annual cost to City does not exceed$25,000. Greater than$5,000 and 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 0 Annual cost to City exceeds$25,000,Council ❑ Form#4,Personal Services$5K to$75K 0 Written quote or proposal attached approval required.(Attach copy of council communication) Date approved by Council: Valid until: (Date) Description of SERVICES ' Janitorial Services-City Facilities FY 23 :TOTAL."COST=- OregonForward(Formerly QRF)-Approved by the City Council June 21,2022 ' ; _ , _ ' 175;:1-93�.88j A, Item# Quantity Unit Description of MATERIALS Unit Price Total Cost ❑ Per attached quotelproposal - ,�T,OTAileC ST; 1 $ Project Number -_ _ Account Number o a e 4 0 0.6 0, 2 3 5 2 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 Dale Support-Yes/No By signing this requisition form,l certify that the City's public contracting requirements have been satisfied, , De Head: ,�, 4.Le. Lo • Employee: partment `r jrAWA ,S7..1 to or I reater than$5,000) Department Manager/Supervisor: - '-'t'—Ma 'ager. :. ..Ir1111V' Alk • ' � ` -' (Greater than$35,gOQ� /��1 Funds appropriated for current fiscal year: .ES NO _ `, fl�UQnG!r/1Q�� r/ _1 anseDr r'=(fq to or greater than$5,000) Date Comments: Form 413-Requisition ' Purchase Order ,m. Fiscal Year 2023 Page: 1 of: 1 • 31c]V ]lcn l 'i rl r�rkil61 tai}PI iEs B City of Ashland __ - _ L ATM: Accounts Payable Purcfiase 20 E. Main 2023.0053 L Ashland, OR 97520 Order# T Phone: 541/552-2010 O Email: payable@ashland.or.us . V C/O Fire and Rescue Department E PATHWAY-ENTERPRISES INC I 455 Siskiyou Blvd N 1600 SKY PARK DR STE 101 D MEDFORD, OR 97504 P Ashland, 20 0 Email: ACCOUNTING°� T PATHWAY-INC.ORG Phone: 5411//4882-2-2770 Fax: 541/488-5318. O =Is]s[�4�®I79I6I] _��"-]®lelslG B l�31 I le3r_�—�•I-�[=, ] I 1 � -' -.- =I t l •�;_4-3[c]A-j3 541 488-1536 Emil Matlock '�((- Ele L-]E-[ec. r_!,]°° _•]el= ]e! ]E =�1:�E= =�i l!Jl _!_ =-� Ir_i t1_ g -- r - _ 1 - Y 1!2q_. =_ 06/28/2022 . 509 FOB ASHLAND OR Ci • a '- able Janitorial - Fire Station#1 • 1 Janitorial Services-Fire Station#1 1.0 $7,589.28 $7,589.28 $632.44 per month Total annual amount$7,589.28 Approved by the City Council June 21, 2022 • Contract for Janitorial Services Completion date: June 30, 2023 ' Project Account: **.,************ GL SUMMARY*************** • 071200-602352 • $7,589.28 • • • • By: Date: U 61(ale— Author.' _, __ed Signature ?'�[�h��a _, _ .7 589.28 • FORM #3 A�� �3 CITY OF M . �� ASHLAND A request for a Purchase Orrde REQUISITION . - Date of request • '06/01/2022 • Required date for delivery: • Vendor Name • • Pathway Enterprises,Inc. Address,City,State,Zip 1600 Skypark Dr.,Suite 201,Medford,OR 97504 • • Contact Name'&Telephone Number Richard Simpson 541-601-4550(cell)/541-973-2728.(office) - • Email address • rpspei@gmail.com • SOURCING METHOD 0 Exempt from Competitive Bidding. ❑ Emergency I] Reason for exemption: ORS 279.835 ❑ In4'itation to Bid ❑ Form#13,Written firidings and Authorization ❑ AMC 2.50 . Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached. _(Attach copy of council communication)• If council a..rovel re.uired,attach co. of CC ❑ Small Procurement ❑ Request for Proposal Cooperative Procurement Not exceeding$5;000 Date approved by Council: ❑ State of Oregon ❑ Direct Award • _(Attach copy of council communication) Contract# - ❑ Verbal/Written bid(s)or proposal(s) - ❑ Request for Qualifications(Public Works) • ❑ State of Washington Date'approved by Council: Contract# _(Attach copy of council communication) ❑ Other government agency contract Intermediate Procurement ❑ Sole Source • Agency • GOODS&SERVICES ❑ Applicable Form(#5,6,7 or 8) . .Contract# • • Greater than$5,000 and less than$100,000 ❑ Written quote or proposal attached - Intergovernmental Agreement . ❑ (3)Written bids&solicitation attached ❑ Form#4,Personal Services$5K to$75K • Agency PERSONAL SERVICES ❑ Special Procurement 0 Annual cost to City does not exceed$25,000. . Greater than$5,000 and less than$75,000 ❑ Form#9,Recuest for Approval Agreement approved by Legal and approved/signed by ❑ Less than$35,000,by direct appointment 0 Written quote or proposal attached City Administrator.AMC 2.50.070(4) ❑ (3)Written proposals&solicitation attached Date approved by Council: ❑ Annual cost to City exceeds$25,000,Council ❑ Form#4,Personal Services$5K to$75K . Valid until: (Date) approval required.(Attach copy of council communication) Description of SERVICES • . Total Cost Janitorial Services at Ashland Fire and Rescue Station 1 . , P . $632.44/mo • • •$. 7,589.E . Item# Quantity Unit Description of MATERIALS 'Unit Price Total Cost 0 Per attached quotelproposal • 'TOTAL_COST. . •$ . • • • Project Number • Account Number 0 7 1 2 0 0-6 0 2 3 5 2 - • 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: '' ri )l4 ►th&� Department Head: 444a C1C qual to or greater than$5,000) ' Department Manager/..uOrvisor: GiAdministrtor,-z�//G' i ,/t (Equal to or greate than$25,000) Funds appropriated for current fiscal year: YE /NO i . i! • ' Fin Rp r@et0r-tEat to• ,reefer than$5,000) 'Dat . . Comments: . • %' • Form#3-Requisition • Purchase Order FIFA 'aa • Fiscal Year 2023 Page: 1 of: 2 • •1:4:;;;=-.1 i,t p5T I i911�1..(:i B City of Ashland IATTN:Accounts Payable Purchase 20 E. Main Order* 20230054 Ashland, OR 97520 T Phone: 541/552-2010 . p Email: payable@ashland.or.us V PATHWAY ENTERPRISES INC H C/O Recreation Division (Grove N 1600 SKY PARK DR STE 101 I 1195 East Main Street 97520 D MEDFORD, OR 97504 P Ashland, 1/ 88-53 OR Email:ACCOUNTING PATHWAY-INC.ORG Phone: 541/488-53.40' °e T Fax: 541/488-.5314 i6§Isi�.. *__)§!- 541)488-1536 �_ _-'._! Rachel Dials..':.L.= -•-'-T,Ti -'�",. �:.��:.-a..•�..1�_��1�.kti�, � ����" - s .°• _r r _ b=r lir �`.-i_ . i - --- 06/28/2022 509 FOB ASHLAND OR Ci Accounts Pa able Janitorial -Parks Recreation . 1 PIONEER HALL 1.0 $20;683.71 $20,683.71 Janitorial $20,173.98 Floors.$509.73 • Total annual amount$20,683.71 • Project Account: • 2 THE GROVE 5 1.0 $5,222.80 $5,222.80 Janitorial $4,044.87 ' Floors$1,177.93 Total annual amount$5,222.80 • Project Account: ' 3 SENIOR CENTER 1.0 $15,317.14 $15,317.14 Janitorial $13,248.28 Floors$2,068.86 Total annual amount$15,317.14 Project Account: S . ) 4 NATURE CENTER 1.0 $7,338:93 $7,338.93 Janitorial $6,495.10 S 0 Floors$843.83 . Total annual amount$7,338.93 • Janitorial -Parks Recreation ' Totalamount per month$4,046.88 Total annual amount$48,562.56 Approved by the City Council June 21, 2022 Contract for Janitorial Services • • .. - Completion date: June 30, 2023 5 . • Project Account: 5 • ***************GL SUMMARY*************** • •. 125301 -602220 $5,222.80 125303-604100 $20,683.71 125304-602220 $7,338.93 5 • CONTINUED ON NEXT PAGE • Purchase Order 4/as Fiscal Year 2023 Page: 2 of: 2 da1,V AAL B City of Ashland I ATTN: Accounts Payable Purchase L Ashland, OR 97520 Order# 20230054 T Phone: 541/552-2010 0 Email: payable@ashland.or.us • V PATHWAY ENTERPRISES INC H CIO Recreation Division (Grove N1600 SKY PARK DR STE 101 I 1195 East Main Street D MEDFORD, OR 97504 P Ashland, OR 97520 0 Email:ACCOUNTING©PATHWAY-INC.ORG Phone: 541/488-5340 T Fax: 541/488-5314 0 • I _3° ,-. ,C _ _ - - - �__'1 Is .P �I a..r , i€ 1!�cl [F 541 488-1536 - Rachel Dial • s 06/28/2022 509 FOB ASHLAND OR • Cit Accounts Pa able nE [ - 126900-602352 $15 317.14 _ • • • • • • le I By: : AL A ' Date: (plai • Au horiz'd Signature $48.562.58 FORM#3 D CITY OF p ,-. . D ASHLAND \ ri•r-ItIRi-:;% ';i)' sl :_:i!•;i;ilfl:"c t i a�ltii i REQUISITION r 06/06/2022 Date of request _ • Required date for delivery: . 07(01/2021 Vendor Name Pathways Enterprises . Address,City,State,Zip 1600 Sky Park Drive Suite No.101 Medford,Oregon 97504 Contact Name&Telephone Number Richard Simpson • Email address - (541)973-2728 SOURCING METHOD ❑ Exempt from Competitive Bidding ` 0 Emergency ❑ Reason for exemption: ❑ Invitation to Bid 0 Form#13,Written findings and Authorization ❑ AMC 2.50 Date approved by Council: , 0 Written quote or proposal attached 111Written quote or proposal attached • (Attach copy of council communication) �(If council approval required,attach copy of CC), ❑ Small Procurement ❑ Request for Proposal Cooperative Procurement Not exceeding$5,000 Date approved by Council: ' 0 State of Oregon ❑ Direct Award _(Attach copy of council communication) Contract# QRF 0 VerballWritten bid(s)or proposal(s) . 0 Request for Qualifications(Public Works) 0 State of Washington Date approved by Council: Contract# i _(Attach copy of council communication) 0 Other goverment agency contract • Intermediate Procurement 0 Sole Source A • gency . GOODS&SERVICES 0 Applicable Form(#5,6,7 or 8) Contract# Greater than$5,000 and less than$100,000 ❑ Written quote or.proposal attached Intergovernmental Agreement ❑ (3)Written bids&solicitation attached ❑ Form#4,Personal Services$5K to.$75K Agency PERSONAL SERVICES ■ Special• , 0 Annual cost to City does not exceed$25,000. ' Greater than$5,000 and less than$75,000 ■ Approval Agreement approved by Legal and approvedlsigned by 0 Less than$35,000,by direct appointment ■ Written quote+ proposal attached City Administrator.AMC 2.50.070(4) ❑ (3)Written proposals&solicitation attached Date approved. 0 Annual cost to City exceeds$25,000,Council ❑ Form#4,Personal Services$5K to$75K . • approval required.(Attach copy of council communication) Description of SERVICES Total Cost , Janitorial Services for Recreation Facilities $ 48;562:56,:• . • • - Item# Quantity ,Unit Description of MATERIALS Unit Price Total Cost • See attached breakdown . ❑ Per attached quotelproposal TOTAL COST .:48;562:56 • Project Number - ' • Account Number - . 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,1 certify that the City's public contracting requirements have been satisfied. Employee: Department Head: i alto or greater than$5,000) Department Manager/Supervisor: fir :dministrator, . "//� qua!to or greater than$25,0 0) Funds appropriated for current fiscal year: S/NO / (/ IP ?-- . • -ID = E uo9 grealerthan$5,000) Dat •Co enls: - _ Form#3-Requisition • • FY23 Annual Cost FY23 Annual FY23 Total Annual Account Department Janitorial Flooring Costs Pathways 12530604100 Pioneer Hall $20,173.98 $509.73 -$20,683.71 125301.602220 The Grove $4,044.87 $1477.93 $5,222.80 • 126900.602352 Senior Center $13,248.28 $2,068.86 $15,317.14 125304.602220 Nature Center $6,495.10 $843.83 $7,338.93 $43,962.23 $4,600.34 $48.562.56 • . • • • • • • • '"'"_..__—,-s.�..—.�mz�am:....«...W..,sseaca-.anwa-r.mGcn,c...:.....r„P-_ ...,..x.+praa+m�..,�.,�.�,:,_,...�-,,.n,.o,�,�,ryc.....�,„„....,.�+®„m,m..• Purchase Order 11,41,1 Fiscal Year 2023 Page: 1 of: 1 • • J -. �cJ 17:6 Ejlsl .'7!IE, faSLEi3J�.3 C 7r- ' 4 0-f 3i,n `r p_144.1.1 �� � �1 I v11 v z B City of Ashland �_ = _ � ATTN: Accounts Payable • Purchase L A Main Order# 20230055 Ashland, OR 97520 T Phone: 541/552-2010 0" Email: payable@ashland.or.us . ✓ S C/O Parks Department E PATHWAY ENTERPRISES INC H Admin Office N 1600 SKY PARK DR STE 101 I 340 South Pioneer D MEDFORD, OR 97504 P Ashland, OR 97520 O Email:ACCOUNTING@PATHWAY-INC.ORG T Phone: 541/488-5340 R o Fax: 541/488-5314 •,_lefa tel.�_3(eI EI =6f§I@�sL-i—��.�=Isla ei -`��'.ie-fa�Ei )-..r�e:-1='E'( .!r =__@ 1 lF =P - ,_ _=_ -_. 3f i"'a` :�la'_IeL =— --_ (541) 488-1536 Michael Black Ei. S c3�ta=I=IE-I6c=i_..I2la(E)�EFI�b:iE�_o-er-EE❑�Ei33vl=ii=c'-==� [_'sem�':.,i.� 3_f --� .� __ -----�'..t i_ °E'r_I_iel`_ __. !i ei3..__ _ 06/28/2022 509 FOB ASHLAND OR • City Accounts Payable Janitorial -Parks Restrooms • 1 Janitorial Services-Parks Restrooms &Trash 1.0 $204,308.64 $204,308.64 $17,025.72 per month Total annual amount$204,308.64 Approved by the City Council June 21, 2022. Contract for Janitorial Services Completion date: June 30, 2023 . Project Account: 5 *************** GL SUMMARY*************** 121200-604100 $204,308.64 I . I By: � Date: IP / •• / _ = Autho'z—. Si:nature • [ eF E� 1E $204 308.64 , • , • . i • . , . . . • • • • . , . . . . • . . 0. . . . • v 9 F --.6ri • FORM . . • . A • . 60. ' P • LAND . coric.c,N-ii:t(A'a IP. i411:iii Oi-ii•v.':i* REQUISITION . • . Dete oft8quegt . 06/06/202 . • . . .1 ' • . Required date for delivery:.. . • . ' . . Vendor Name. . . Rethwaya'Enterprisea . . - • Address,City,States.Zip 1 600..Sky•Park Prlye.puite.No.101 Medford Oregon 97SO4 Contact Name&Telephone Number Richard Gimpson. . . . . . • Email address . . • LI • • . (541)973-2728 . ' . •• 1 SOURCING METHOD. . . . . 0 Exeliitfroin.CompetitiveBldding . 0. Invitation to Bid 0 Emergency • 11 Reason for exemption:: Date approved by Calmat • . 0 Form 4113,Written findings and Authorization P, • 0 AMC AMC: ' (Attach copy of council communication) - p Written quote Qt propyosal attached 0 Written quote or proposal attached (If council approval required attach copy of CC) -N 1 0 Small Procurement .1:l Request•for Proposal . Cooperative Procurement .. • Not exceeding$5,000 . • DateapprovedbY Council: • . - .. •II •6tate:cif Oregon.. . • • D Direct Award. , (Attach copy of council ebriminnication) Contract//.OR , 0 VerbalMfritten bid(s).or proposal(s) ' 0 Request for Qualifications(Public Works) 0.State of Washington Date approved by Counell: ' Contract#: • • . (Attach copy of council communication): 0 Other government agency contract Intermediate Procurement .:0 Sole Source • - Agency; . • i GOODS&SERVICES • • 0 Applicable Form('/5,'6,7 bri) . . CarititC0 • ' . Greater than$5,000•and less than$100;000' ID Written quote or proposal attached Intergovernmental Agreement. I D- 0.Written bida-&-solieltation attached .0 Form#4,Poracinal• erVibe$01<lo VW .Agency • . . . 1 PERSONAL SERVICES. Date.approved by.Counal: . El. Annual costo CV does not exceed$25,000... Greater than$5,00 and less then175,60 Valid until: - (Date) . Agreement approved by Legaland approved/signed by I El Less thmi$35000,by direct appointment 0 Special Procurement • City AdininiStrator,410...2,46.0,70(4) . I• 0 (3)Writtert:proPosala&catenation attached 0 Form lio.,Request for 0 :Annual Coat to City.exceedauvok Council . II il D Form 1/4,Personal Services$51( $75K 0 Written qtrote'orpreposal'attached: -approval required (Attach copy of council communication) • • tl ' Date approved by Council • . • . 'Valid until; Date' . Yi. . . . l'icription of SERVICES . . - . . - ., • TOTAL COT. , Pathways Custodial Servi6es fpr ParicalraSh removal and restroorn•oleaning . . . II . ., . ...,. . .. • • • .$..?04;30.laRic . f. .' ; .: II . . 11 . • . liteml..: Quan*y .. Unit: . Dp .4.ript ion Of MATERIALS. . .111Olt.Ptice. .T.0411'Cost , • • . I . . ' I • • • . . • . - - I • • • . • . . i • . . . li • . • ' • . • . • 1 • • • • - • • .,.. . 0 Per attachatiqtrololPiciPOW • • . . • .. • • - TOTAL COSh/ i . . , - . • • . • . Project Number . • Account Number -1 "g 4.4-tt. 0:•,13.. O 204;300:--4.-f..6 0. . 1 . . .- • , , Aocount•Nuniber , - . . Account Number . . . • .i. . .. . • . . . • I. . 1 • I , .. 4Expen.d.itute.njugt be charged tasihe-appropriateaawat numbers forthe Knead&to ateuratett reflect thweetual expenditures. ' • 1 • .. ItDirectorip collaboration with deparintentt&approve all hardware and software purchase's:: . li Director Date Support-Yes/No Ey$Igning this requisition fe.rm,I.ceitify..that.the ciliet.Plibk.'Onfraetiri requireme.et.s.00:b..fieli.Okfled, • s li•• '''''Aii-1.74-11')-- . . i• 1 t,.----r • Li\: - ' ! Employee:. l 41"L-4---- ' 1 L-Le.- -(c..--). Department Head; • • Air i 'Equal to or gre*er than Moo) . . . , . , Department•Manager1Supenrisor: Alyi,Ma :'.er4 i • . ' . ""- tOreatertlianWos • 'Fundsapproptlated.for.'Ourrent flsOal.year 'YES NO .14.10—ta • • 1411 44 0 lector-4,Eciiipl hoiXtiWer 11)015,000) ' Date Oentinents; • . . • . 'Form#3-Reguisition • . . . . • . • AGREEMENT FOR JANITORIAL SERVICES PROVIDER: Pathway Enterprises, Inc. • CITY o F ASHLANDPROVIDER'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: 541-973-2728 • . 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." 1.2 Provider shall obtain and maintain during the term of this Agreement and until City's final acceptance of all Work received hereunder,a policy or policies of liabilityy insurance including commercial general liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two million dollars)per occurrence for Bodily Injury and Property Damage. 1.2.1 The insurance required in this Article shall include the following coverages: • Comprehensive General or Commercial 'General Liability, including personal injury, contractual liability, and products/completed operations coverage; and • Automobile Liability. • Workers' Compensation 1.2.2 Each policy of such insurance shall be on an "occurrence" and not a"claims made" form, and shall: • Name as additional insured "the City of Ashland, Oregon, its officers, agents and employees" with respect to claims arising out of the provision of Work under this Agreement; • Apply to each named and additional named insured as though a separate policy had been issued to each,provided that the policy limits shall not'be increased thereby; • Apply as primary coverage for each additional named insured except to the extent that two or more such policies are intended to "layer" coverage and, taken together, they provide total coverage from the first dollar of liability; • Provider shall immediately notify the City of any change in insurance coverage • Provider shall supply an endorsement naming the City, its officers, employees and agents as additional insureds by the Effective Date of this Agreement; and Page 1 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. , 0 ' • • Be evidenced by a certificate or certificates of such insurance approved by the City. 1.3 All subject employers working under this Agreement are either employers that will comply with ORS 656.017 or employers that are exempt under ORS 656.126. As evidence of the insurance required by this Agreement,.the Provider shall furnish an acceptable insurance certificate prior to commencing any Work under this Agreement. • 1.4 Provider agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status, familial status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of this Agreement when employed by Provider. Provider agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes,,rules and regulations. Further, Provider agrees • not to discriminate against a disadvantaged business enterprise,minority-owned business,woman-owned business, a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055,in awarding subcontracts as required by ORS 279A.110. • 1.5 In all solicitations either by competitive bidding or negotiation made by Provider for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Providers of the Provider's obligations under this Agreement and Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws. 1.6 Living Wage Requirements: If the amount of this Agreement is $22,310.46 or more, Provider is •required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage,as defined in that chapter, to all employees performing Work under this Agreement and to any Subcontractor who performs 50% or more of the Work under this Agreement. Provider is also required to post the notice attached hereto as "Exhibit A"predominantly in areas where it will be seen by all employees. 2. CITY'S OBLIGATIONS 2.1 City shall pay Provider the sum per attached Oregon Forward Program Costing Workbooks as provided herein as full compensation for the Work as specified in the SUPPORTING DOCUMENTS. 2.2 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 FY 2023 (Formerly QRF Program) City Facilities $175,193.88 Fire Station#1 7,589.28 Parks Recreation Facilities ' . 48,562.56 Parks Restrooms&Trash Services 204,308.64 Total Amount - $435,654.36 • 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 andas 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. 3.2 Provider is an independent contractor and not an employee or agent of the City for any purpose. 3.3 Provider is not entitled to, and expressly waives all claims to City benefits such as health and disability insurance,paid leave, and retirement. 3.4• This Agreement embodies the full and complete understanding of the parties respecting the subject matter hereof. It supersedes all prior agreements,negotiations, and representations between the parties, whether written or oral. 3.5 This Agreement may be amended only by written instrument executed with the same formalities as this Agreement. 3.6 The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220,279B.230 and 279B.235. 3.7 This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this'Agreement in any other venue, and expressly consents that, upon motion of the other party, any case may be dismissed or its venue transferred, as appropriate, so as to effectuate this choice of venue. 3.8 Provider shall defend,save,hold harmless and indemnify the City and its officers,employees and agents from and against any and all claims, suits, actions, losses, damages, liabilities, costs, and expenses of • any nature- resulting from,.arising out of, or relating to the activities of Provider or its officers, employees, contractors, or agents under this Agreement. 3.9 Neither party to.this Agreement shall hold the other responsible for,,damages or delay in performance caused by acts.of God, strikes,lockouts, accidents,or other events beyond the control of the other or the other's officers, employees or agents. 3.10 If any provision of this Agreement is found by a court"of competent jurisdiction to be unenforceable, such provision shall not affect the other provisions, but such unenforceable provision shall be deemed modified to the extent necessary to render it enforceable, preserving to the fullest extent permitted the intent of Provider and the City set forth in this Agreement. 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 of Ashland 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 Goods are new, current, and fully warranted by the manufacturer. Delivered Goods will comply with SUPPORTING DOCUMENTS and be free from defects in labor,material and 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 FACILITIES: $175,193.88 The monthly breakdown of costs is as follows: Monthly Annual 2022 - 2023 Rates # Weekly Services City Hall ' 1,995.33 5 Community Development 2,661.01 3 Full, 2 Partial Municipal Courts 1,635.64 3 Full, 2 Partial Police Dept 3,813.07 7 Police Sub Station 182.78 1 Service Center 2,135.97 4 Street Shop 829.81 3 Floor Services 1,345.88 Total $14,599.49 • Oregon Forward Program Costing Workbook for FIRE STATION#1: $7,589.28 Fire Station#1 Total Bid Yearly $7,589.28 Monthly $632.44 • • Oregon Forward Program Costing Workbooks for PARKS RECREATION FACILITIES:$48,562.56 The monthly breakdown of costs are as follows: Annual 2022 - 2023 Monthly # Weekly Services Floor Services 383.36 Nature Center 541.26 / 1 Pioneer Hall 1,681.17 7 The Grove 337.07 1 Senior Center 1,104.02 5 Total $4,046.88 • Oregon Forward Costing Workbook for PARKS RESTROOMS&TRASH SERVICES: $204,308.64 Parks Restrooms Total Bid Yearly $204,308.64 Monthly $17,025.72 Page 4 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. • 5. REMEDIES 5.1 In the event Provider is in default of this Agreement, City may, at its option, pursue any or all of the remedies.available to it under this Agreement and at law or in equity, including, but not limited to: 5.1.1 Termination of this Agreement; 5.1.2 Withholding all monies due for the Work that Provider has failed to deliver within any scheduled completion dates or any Work that have been delivered inadequately or defectively; 5.1.3 Initiation of an action or proceeding for damages, specific performance, or declaratory or injunctive relief; 5.1:4 These remedies are cumulative to the extent the remedies are not inconsistent,and City may pursue any remedy or remedies singly, Collectively, successively or in any order whatsoever. 5.2 In no event shall City be liable to Provider for any expenses related to termination of this Agreement or for anticipated profits. If previous amounts paid to Provider exceed the amount due,Provider shall pay. immediately any excess to City upon written demand provided.r, 6. TERM AND TERMINATION 6.1 Term - This Agreement shall be effective July 1, 2022 (the "Effective Date") and shall continue in full force and effect until June 30,2023,unless sooner terminated as provided in Subsection 6.2. 6.2 Termination 6.2.1 The City and Provider may terminate this Agreement by mutual agreement at any time. 6.2.2 The City may, upon not less than thirty (30) days' prior written notice, terminate this Agreement for any reason deemed appropriate in its sole discretion. 6.2.3 Either party may terminate this Agreement, with cause,by not less than fourteen (14) days' prior written notice if the cause is not cured within that fourteen (14) day period after written notice. Such termination is in addition to and not in lieu of any other remedy at law or equity. 7. NOTICE Whenever notice is required or permitted to be given under this Agreement, such notice shall be given,in writing to the other party by personal delivery, by sending via a'reputable commercial overnight courier, or by mailing using registered or certified United States mail, return receipt requested, postage prepaid, to the address set forth below: • If to the City: City of Ashland' • 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.Main Street , Ashland, Oregon 97520 Phone: (541)488-5354 With a copy to: City of Ashland—Legal Department • 20 E. Main Street Ashland, OR 97520 ' Phone: (541)488-5350 Page 5 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. C , • • 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 be construed as a waiver of any subsequent breach,whether or not of the same nature. 9. PROVIDER'S COMPLIANCE WITH TAX LAWS 9.1 Provider represents and warrants to the City that: 9.1.1 Provider shall, throughout the term of this Agreement, including any extensions hereof, comply with: (i) All tax laws of the State of Oregon, including but not,limited to ORS 305.620 and ORS chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to • Provider; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or.provisions. • 9.1.2 Provider,for a period of no fewer than six(6) calendar years preceding the Effective Date of this Agreement, has faithfully complied with: (i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Provider; and (iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of the foregoing tax laws or provisions. 9.2 Provider's failure to comply with the tax laws of the State of Oregon.and all applicable tax laws of any political subdivision of the State of Oregon shall constitute a material breach of this Agreement. Further, any violation of Provider's warranty, as set forth in this Article 9, shall constitute a material breach of this Agreement. Any material breach of this Agreement shall entitle the City to terminate this ' Agreement and to seek damages and any other relief available under this Agreement,at law,or in equity. IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names by their duly authorized representatives as of the dates set forth below. S Page 6 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. •• PATHWAY E rer* + (PROVIDER): ISES C. (PROVIDER): CITY OF • SHL ND: • By: By: `Sig tire City Administrator ( 4h/Rat 6117k, Printed Name Tinted Name 7/7 LOW.*c ad- 1�. i-t(*c r �i�j Title Date � a Date 17-40 3 02—m�� �- _ ' to be submitted with this signed agreement.) Pure lase Order No. APPROVED AS TO FORM: • Assistant City Attorney Date ' • r , Page 7 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. 4. 'CITY OF ASHLAND, OREGON • City of Ashland . _ - - LIVING :LIVING ALL employers described WAG E below must comply with City of Ashland laws regulating payment of a living wage. . $17.02 perhour, effective June 30, 2022. The. Living Wage is adjusted annually everyormii Price Index . .:. June.30 by the.�Cansumer ; Employees must ire'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 • Jo- 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 of Ashland over n Note: For temporary and Ashland if the contract $24,050.68; part-time employees,the exceeds$24,050.68 or more. Living Wage does not apply • i 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,if the 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 living wage, Section 3.12.020. working on a project or employers may add the value For additional information: Call the Ashland City Manager's office at 541-488-€002 or write to the City Manager, City Hall,20 East Main Street,Ashland,OR 97520,or visit the City's website at www.ashland.or.us. Notice to Employers: This notice must be posted 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. AcG CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDD/YYYY) 06/30/2022 THIS CERTIFICATE IS ISSUED ASA MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE,ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER • CONTACT Kimberly Edwards NAME: Ashland Insurance Inc (Ale.N. Eat); (541)857-0679 FAX No): (541)857-9883 801 O'Hare Parkway,Ste 101 E-MAIL kedwards@ashlandinsurance.com • ADDRESS: INSURER(S)AFFORDING COVERAGE ' NAIC# Medford OR 97504 INSURER A: Berkshire Hathaway Specialty Ins.Co INSURED • INSURER B: SAIF Corporation Pathway Enterprises IncINSURER C: Philadelphia Insurance Company 1600 Skypark Drive,Suite#101 INSURER D: INSURER E: Medford OR 97504INSURER F: COVERAGES • CERTIFICATE NUMBER: 22 23 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 ADDLSUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD wVD POLICY NUMBER (MM/DD/YYYY) (MMIDD/YYYY) LIMITS X COMMERCIAL GENERAL LIABILITYEACH OCCURRENCE $• DAMAGE TO RENTED 1,000,000 CLAIMS-MADE n OCCUR PREMISES Ea occurrence) $ 100,000 . MED EXP(Any one person) $ 5,000 A YY 47SPK25497307 07/01/2022 07/01/2023 PERSONAL&ADV INJURY $ 1,000,000 GEN'LAGGREGATE LIMITAPPLIESPER: GENERAL AGGREGATE $ 3,000,000 POLICY n PRC- LOC • PRODUCTS-COMP/OPAGG $ 3,000,000 JECT OTHER: Crime Empl Dishonesty $ 216,000 • AUTOMOBILE LIABILITY - COMBINED SINGLE LIMIT $ 1,000,000 i (Ea accident) X ANY AUTO BODILY INJURY(Per person) $ A OWNED SCHEDULED Y Y 47RWS25497407 07/01/2022 07/01/2023 BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS _ HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY _AUTOS ONLY (Per accident) PIP-Basic' ' $ 15,000 X UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 3,000,000 A EXCESS LIAB CLAIMS-MADE 47SUM25497507 07/01/2022 07/01/2023 AGGREGATE $ 3,000,000 DED X RETENTION$ 10,000 $ WORKERS COMPENSATION X STATUTE ETH • AND EMPLOYERS'LIABILITY YIN 1000,000 B ANY PROPRIETOR/PARTNER/EXECUTIVE N NIA ( 524679 04/01/2022 04/01/2023 E.L.EACH ACCIDENT $ , OFFICER/MEMBER ER EXCLUDED? 1,000,000 (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under 1.000 ,000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ Each Occurrence $1,000,000 • Directors&Officers Liability • C Employment Practices Liability PHSD1710964 06/30/2022 06/30/2023 Aggregate $1,000,000 • Retention $2,500 DESCRIPTION OF OPERATIONS/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 AUTHORIZEDtributory cover• Ashland OR 97520 ,1.4 '�_� 1 • ©1988-2015 ACORD CORPORATION. All rights reserved. . ACORD 25(2016/03) . The ACORD name and logo are registered marks of ACORD • • . i U • • • This endorsement, effective 12:01AM: • Forms a part of Policy No.: Issued to: By: ' .per h e HUMAN & SOCIAL SERVICES GENE L ILITY COVERAGE ENDORSEIviENT THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. • This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE FORM 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 rioted 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 Limited Rental Lease Agreement Contractual Liability $50,000 limit Damage to Property You Own, Rent,or Occupy $30,000 limit Damage to Premises Rented to You $1,000,000 _ • HIPAA • Clarification Medical Payments $20,000 • Medical Payments—Extended Reporting Period 3 years Athletic Activities Amended Employee Defense Coverage $25,000 limit Key and Lock Replacement-Janitorial Services Client Coverage $10,000 limit Additional Insured—Newly Acquired Time Period Amended Additional Insured-Medical Directors and Administrators• Included Additional Insured—Managers and Supervisors(with Fellow Included Employee Coverage) Additional Insured—Broadened Named Insured • Included Additional Insured—Funding Source Included Page 1 'I BH-GL-011-02/2015 . Additional Insured—Home.Care Providers Included. Additional Insured—Managers, Landlords,or Lessors of Premises Included Additional Insured-Lessor of Leased Equipment Included Additional Insured—Grantor of Permits Included, Additional Insured-Vendor Included Additional Insured—When Required by Contract Included Additional Insured—Owners, Lessees,or Contractors Included Additional Insured—State or Political Subdivisions .Included Duties in the Event of Occurrence, Claim or Suit 0 Included Transfer of Rights of Recovery Against Others To Us Clarification Bodily Injury—includes Mental Anguish Included Personal and Advertising Injury—includes Abuse of Process, Included Discrimination Amendment of Liquor Liability Exclusion for Fundraising Events Included_ Definitions Amended r. Limited Rental Lease Agreement Contractual Liability Section I—COVERAGES,COVERAGE A—BODILY INJURY AND PROPERTY DAMAGE LIABILITY, Exclusion 2.b. Contractual Liability is amended to include the following: . (3) Assumed in rental lease agreement on behalf of a "client".This coverage extension requires the Named Insured to request this coverage at the time of claim,and will provide the coverage only on an indemnity basis,and up to a$50,000,aggregate limit.This limit is in addition to the limits provided by this policy. For the purpose of this Coverage Extension, "client" means a person who is under your direct care and supervision,including but not limited to a"resident". For the purpose of this Coverage Extension, "resident"means a person who is residing in and receiving care services provided by your operation. . II. • Damage to Property You Own, Rent or Occupy Section I-COVERAGES,COVERAGE A-BODILY INJURY AND PROPERTY DAMAGE LIABILITY,Exclusion 2.j. Damage to Property, Paragraph (1)is deleted 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. However, if the "property damage" is caused by your"client",we will pay up to a$30,000 aggregate limit for such damage. This limit is in addition to the limits provided by this policy; / 0 For the purpose of this Coverage Extension,"client" means a person who is under your direct care and supervision, including but not limited to a"resident". • For the purpose of this Coverage Extension; "resident" means a person who is residing in and receiving care services provided by your operation. • Page 2 of 12 I BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. j • III. Damage to Premises Rented to You 1. The last paragraph of Section I—COVERAGES,COVERAGE A—BODILY INJURY AND PROPERTY DAMAGE LIABILITY,Subsection 2. Exclusions;is deleted and replaced with the following: Exclusions c.through n.do not apply to: a. Damage by fire, lightning,explosion,smoke,or leakage from automatic fire protective systems;and b. Damage caused by a "resident"; ! to premises rented to you or temporarily occupied by you with the permission of the owner.A separate limit of insurance applies to this coverage as described in Section III LIMITS OFINSURANCE. 2. Section III-LIMITS OF INSURANCE, Paragraph 6. is deleted and replaced with the following. 6. Subject to Paragraph 5.above,the Damage To Premises Rented To You Limit is the most we will pay under COVERAGE A for damages because of"property damage": a. Resulting from fire, lightning,explosion,smoke,or leakage from automatic fire protective systems,or any combination thereof;and . b. Caused by a "resident"; 5 to any one premises, rented.to you or temporarily occupied by you with the permission of the owner. The Damage to Premises Rented to You Limit is the greater of: a. $1,000,000 for damages due to fire, lightning,explosion,smoke or leakage from automatic fire protective systems,or any combination thereof;or b. The amount shown in the Declarations as the Damage to Premises Rented to You Limit;and • c. $25,000 for all other damages caused bya "resident 3. Section IV—COMMERCIAL GENERAL LIABILITY CONDITIONS,Paragraph 4.b. Excess Insurance,Subparagraph (1)-(iii)is deleted and replaced with the following: (iii)That is property insurance forpremises,rented to you or temporarily occupied by you with the permission of the owner. - 4. Section V-DEFINITIONS, Definition 9. "Insured Contract", Paragraph a.is deleted and replaced with the following: a. 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,smoke,or leaks from sprinklers to premises while rented to you or temporarily occupied by you with the permission of the owner is not an "insured contract". Page 3 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. • 5. For the purpose of this For the purpose of this Coverage Extension,"resident" means a person who is residing in and receiving care services provided by your operation. IV. HIPAA 1. Section I—COVERAGES,COVERAGE B-PERSONAL AND ADVERTISING INJURY LIABILITY,Paragraph 1.Insuring Agreement is amended to include the following: a. We will pay those sums that the insured,becomes legally obligated to pay as"damages" because of a • "violation(s)"of the following regulations: (1) General Administrative Requirements(45 CFR§ 160 et seq.); (2) Administrative Requirements(45 CFR§ 162 et seq.);or (3) Security and Privacy(45 CFR§ 164 et seq.) as promulgated by the Department of Health and Human Services ("HHS") pursuant to the authority given to HHS under the Health Insurance Portability and Accountability Act("HIPAA")as may be amended from time to time and to which this insurance applies. • We will have the right and duty to defend you against any"suit", "investigation"or"civil proceeding" by HHS to which this insurance applies. However,we will have no duty to defend you against any"suit", • "investigation"or"civil proceeding"to which this`insurance does not apply.We may,at our discretion, investigate any"violation(s)" and settle any"damages"arising out of such "violation(s)". But,the amount we will pay for"damages"and "defense costs" islimited as described in Paragraph 3—HIPAA LIMITS OF INSURANCE of this section of the Human Service General Liability Endorsement below. b. This insurance applies only if HHS notifies you in writing during the policy period of the"investigation"or the "civil proceeding". 2. The following exclusions are added to Section I—COVERAGES,COVERAGE B—PERSONAL AND ADVERTISING INJURY LIABILITY, Paragraph 2.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 and any amendments thereto. c. Other Remedies Any remedy other than monetary damages for penalties assessed pursuant to HIPAA and any amendments thereto. Page 4 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. d. Compliance Reviews or Audits Any compliance reviews by HHS pursuant to HIPAA,and any amendments thereto, or any audits,whether or not requested by HHS. 3. HIPAA LIMITS OF INSURANCE With respect to the coverage provided by Section IV—HIPAA of this endorsement only,Section III—LIMITS OF • INSURANCE is deleted and replaced with the following: a. The Aggregate Limit of$100,000 is the most we will pay for all"damages"and/or"defense costs"regardless of the number of:. 1 (1) Insureds; (2) "Civil proceedings"brought against you by the HHS; (3) "Suits" brought against you by the HHS; (4) "Investigations"conducted by HHS,or • (5) "Violations"cited in such "civil'proceedings"or"investigation." 4. With respect to the coverage provided by this Section IV—HIPAA only,Section V—DEFINITIONS is amended to include the following additional definitions: • a. "Civil proceeding" means an action by HHS arising out of actual or alleged"violations" pursuant to HIPAA and any amendments thereto. b. "Damages" means civil penalties imposed by HHS pursuant to HIPAA and any amendments thereto. c. "Defense costs" means the costs incurred in connection with the defense of any"civil proceeding"or "investigation"or"suit" pursuant to HIPAA and any amendments thereto,including, but not limited to, legal fees and other defense costs. d.. "Investigation" means an examination by HHS of an actual or alleged "violation(s)"of HIPAA and any ameridments thereto. However, "investigation"does not include a compliance review. e. "Violation" means the actual or alleged failure to comply with the regulations included in the HIPAA and any amendment thereto. V. Medical Payments If COVERAGE C—MEDICAL PAYMENTS is not otherwise excluded from this Coverage Part: 1. The Medical Expense Limit is changed subject to all other terms of Section III-LIMITS OF INSURANCE to the greater of: a. $20,000;or Page 5 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. . b. The Medical Expense Limit shown in the Declarations of this Coverage Part. 2. COVERAGE C-MEDICAL PAYMENTS,Subsection 1.a.(3)(b) is deleted and replaced with the following. (b)The expenses are incurred and reported to us within three years of the date of the accident;and VI. Athletic Activities If COVERAGE C—MEDICAL PAYMENTS is not otherwise excluded from this Coverage Part: COVERAGE C—MEDICAL PAYMENTS,Exclusion 2.e.Athletic Activities is deleted and replaced with the following: e. Athletic Activities To a person}injured while taking part in organized athletic events, not including practices for such events. VII. Employee Defense Coverage The following is added to COVERAGE A—BODILY INJURY AND PROPERTY DAMAGE LIABILITY, Exclusion 2.a. Expected or Intended Injury,and COVERAGE B—PERSONAL AND ADVERTISING INJURY LIABILITY,Exclusion 2.a. Knowing Violation of Rights of Another: However,we will reimburse you for the sums that you voluntarily reimburse to your"employee"for the reasonable and necessary defense costs that the"employee" incurs in order to defend himself or herself against criminal charges made against him or her, but this insurance only applies if: 1. .The alleged acts out of which such criminal charges arise are alleged to have: a. Arisen out of and in the course of your employment of the"employee";and b. Been committed by your"employee" against a"client";and c. Taken place during that period of time that the"employee"was employed by you; and d. Taken place during the policy period and in the"coverage territory";and 2. All the criminal charges areeither dismissed without prejudice or your"employee" is found not guilty of all criminal charges by a court of law. 1 This exception does not apply to any reimbursement of sums that you voluntarily reimburse to your"employee" for the reasonable and necessary defense costs that he or she incurs in order to defend himself or herself against criminal charges made against him or her: 1. For any criminal charge(s)arising out of the ownership, maintenance,use or entrustment to others of any aircraft, "auto"or watercraft;or . 2. For any criminal charge(s)where your"employee" receives anything less than either a complete dismissal with,prejudice or a not guilty verdict on all charges, including without limitation,any deferred adjudication or similar finding of guilt that is held in abeyance for any reason, pending the completion of any remedial activity such as community service or counseling;or Page 6 of 12 BH-GL-01.1-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. • • 3. For any type of civil charge(s)whatsoever. For the purpose of this Coverage Extension, "client" means a person who is under your direct care and supervision,including but not limited to a "resident. The most we will pay under this defense extension is$25,000 aggregate limit. VIII. Key and Lock Replacement—Janitorial Services Client Coverage SUPPLEMENTARY PAYMENTS—COVERAGES,A AND B is amended to include the following: We will pay for the cost to replace keys and locks at the"business client's" premises due to theft or other loss to keys entrusted to you by your"business client". The most we will pay under this additional coverage for all loss or damage in any one"occurrence" and in the aggregate is$10,000. • • We will not pay for loss or damage resulting from any dishonest or criminal act committed(including theft)by you, any of your partners, members, officers, "employees", managers, directors,trustees,authorized representatives or anyone to whom you entrust the keys of a"business client"for any purpose,whether acting alone or in collusion with other persons. The following term,when used on this coverage only, is defined as follows: "Business 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. IX. Additional Insureds • 4 Section II—WHO IS AN INSURED is amended as follows. 1. If coverage for newly acquired or formed organizations is not otherwise excluded from this Coverage Part, Paragraph 3.a: is deleted and replaced with the'following. a. Coverage under this provision is afforded from when you acquire or form the organization,until the end of the policy period. 2. Each of the following is also an insured: a. Medical Directors and Administrators-Your medical directors and administrators, but only while acting within the scope of and during the course of-their duties as such.Such duties do not include the furnishing or failure to furnish professional services of any physician or psychiatrist in the treatment of a patient. b. Managers and Supervisors—Your managers and supervisors, 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•another"employee"while in the course of his or her employment by you or performing duties related to the conduct of your business. c. Broadened Named Insured-Any organization and subsidiary thereof which you control and actively Page 7 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. manage on the effective date of this Coverage Part. However,if other valid and collectible insurance is available to such organization or subsidiary,any coverage obligation will be limited as provided in Section IV.COMMERCIAL GENERAL LIABILITY CONDITIONS,4.Other 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.- 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. (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 a written contract or agreement that such person or organization is to be added as an additional insured on your policy.Such person or organization is an insured only with respect to liability for"bodily injury","property damage"or"personal and advertising injury"caused, in whole or in part, by your maintenance,operation or use of equipment leased to you by such person or organization. A person's or organization's status as an additional insured under this endorsement ends when their contract or agreement with you for such leased equipment ends. With respect to the insurance afforded to these additional insureds,this insurance does not apply' to any"occurrence"which takes place after the equipment lease expires. h. Grantors of Permits—Any state,governmental agency or subdivision, or political subdivision granting you a-permit in connection with premises you own, rent or control and to which this insurance applies, but only with respect to the following hazards: (1) 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;or (2) The construction,erection,or removal of elevators;or Page 8 of 12 BH-GL-011-02/2015 Includes.copyrighted material of Insurance Services Office,all rights reserved. (3) 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; (g) Products,which, after distribution or sale by'you, have been labeled or relabeled or used as a container,part or ingredient of any other thing or substance by or for the vendor;or (h) "Bodily injury"or"property damage"arising out of the sole negligence of the vendor for its own acts or omissions or those of its employees or anyone else acting on its behalf. However, this exclusion does not apply to: - (i) The exceptions contained in Sub-paragraphs (d)or(f);or (j) 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, accompanying or containing such products. j. 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 additional insureds are the lesser of the policy limits or those limits specified in a contract or agreement.These limits are Page 9 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. T , included within and not in addition to the limits of insurance shown in the Declarations k. Owners, Lessees or Contractors Any person or organization, but only with respect to liability for "bodily injury", "property damage"or"personal and advertising injury" caused, in whole or in part, by: (1) Your acts or omissions;or (2) The acts or omissions of those acting on your behalf; in the performance of your ongoing operations for the additional insured;or (3)When required by a contract. With respect to the insurance afforded to these additional insureds, the following additional exclusions apply: . This insurance does riot apply to"bodily injury"or"property damage"occurring after: (1) 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 (2) That portion of"your work"out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project. I. State or Municipality—any state or municipality 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 municipality has issued a permit,and is required by contract. (2) This insurance does not apply to: (a) "Bodily injury," "property damage" or"personal and advertising injury" arising out of operations performed for the state or municipality;or .i (b) "Bodily injury"or"property damage" included within the"products-completed operations hazard". X. Duties in the Event of Occurrence,Claim or Suit Section IV-COMMERCIAL GENERAL LIABILITY CONDITIONS, Paragraph 2. is amended as follows. 1. Subparagraph a. is amended to include the following: S • This condition applies only when the"occurrence"or offense is known to: (1) You, if you are an individual; (2) A partner,if you area partnership;or (3) An executive officer or insurance manager, if you are a corporation. Page 10 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. • • • 2. Subparagraph b. is amended to include: This condition will not be considered breached unless the,breach occurs after such claim or"suit" is known to: (1) You, if you are an individual; (2) A partner, if you are a partnership;or (3) An executive officer or insurance manager, if you are a corporation. Xl. Transfer of Rights of Recovery Against Others To Us Section IV—COMMERCIAL GENERAL LIABILITY CONDITIONS, Paragraph 8.Transfer of Rights of Recovery Against Others To Us is deleted and replaced with the following: If the insured has rights to recover all or part of any payment we have made under this Coverage Part,those rights are transferred to us.The insured must do nothing after loss to impair them.At our request,the insured will bring "suit"or transfer those rights to us and help us enforce them. Therefore,the insured can waive the insurer's Rights of Recovery prior to an "occurrence", provided the waiver is made in a written contract. XII. Bodily Injury-Mental Anguish Section V—DEFINITIONS, Paragraph 3. is deleted and replaced with the following: 3. "Bodily injury" means bodily injury,sickness or disease sustained by a person,including death, mental anguish, mental injury,shock or humiliation resulting from any of these at any time. XIII. 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,Section V—DEFINITIONS, Paragraph 14. "Personal and advertising injury" is amended as follows: 1. Subparagraph b. is deleted and replaced with the following: a. Malicious prosecution or abuse of process; 2. Subparagraph e.is deleted and replaced with the following: e. Oral or written publication,in any manner,of material that violates a person's right to privacy. As used in this subparagraph, publication includes the unauthorized release of your client's or your customer's individually identifiable medical information. 3. Section V—DEFINITIONS, Paragraph 14. is amended to include the following: h. Discrimination or humiliation against any third-party on account of religion, age, sex, handicap, appearance,health,mental disorder,marital status,race,color,creed or national origin,except when such discrimination or humiliation is: Page 11 of 12 I BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. • (1) Committed by,at the direction of,or with the knowledge of,you or any of your executives,officers or directors;or (2) Related,directly or indirectly,to your employment of any person or persons,or (3) Directly or indirectly related to the sale, rental, lease or sub-lease or prospective sales, rental, lease or sub-lease of any room,dwelling or premises by or at the direction of any insured;or . (4) Insurance for such discrimination is prohibited by or held in violation of law, public policy, legislation, court decision or administrative hearing. Theabove does not apply to fines or penalties imposed because of discrimination. XIV. Amendment—Liquor Liability Exclusion—Exception for Fundraising events Section I—COVERAGES,COVERAGE A—BODILY.INJURY AND PROPERTY DAMAGE LIABILITY,Exclusion 2.c. • Liquor Liability is amended by adding the following subparagraph: r This exclusion does not apply to"bodily injury"or"property damage"arising out of the selling,serving or furnishing of alcoholic beverages at any fundraising events. • • • Page 12 of 12 BH-GL-011-02/2015 • Includes copyrighted material of Insurance Services Office,all rights reserved. • . . • • Council Business Meeting • June 21 , 2022 • Agenda Item Contract award-to Pathway Enterprises Inc. (Oregon Forward Program/Formerly QRF Program) for Janitorial Services • Michael Morrison Public Works Superintendent From Ralph Sartain Fire Chief Rachel Dials Deputy Parks Director Michael Black Parks Director . michael.morrison(a�ashland.or.us (541) 552-2325 Contact • ralph.sartain at@ashland.or.us (541).552-2229 rachel.dials(c�ashland.or.us (541) 552-2260 michael.blackashland.or.us (541) 552-2251 SUMMARY This request is for approval to award a public contract to Pathway Enterprises;Inc.to provide janitorial services for City Facilities,Fire Station#1, Parks Recreation Facilities, and Parks Restrooms & Trash Services. Pathway Enterprises,Inc. is a local qualified Oregon Forward Program contractor that is qualified' to provide janitorial Services for the City of Ashland. The Oregon Forward Program was formerly known as the Qualified Rehabilitation Facility (QRF) Program. The term for the new Agreement for Janitorial, Services will begin on July 1, 2022, and end June 30, 2023. POLICIES, PLANS & GOALS SUPPORTED N/A ~ PREVIOUS COUNCIL ACTION The public contract previously awarded to Pathway Enterprises, Inc. was approved by the City Council on June 1, 2021, for a term beginning on July 1, 2021, and ending on June 30, 2022. ' BACKGROUND AND ADDITIONAL INFORMATION • The following_information, along with guidelines,procurement contractor lists and laws governing the Oregon Forward Programcan be found online at https://www.oregon.gov/das/Procurement/Pages/OregonForward.aspx The Oregon Forward Program,formerly known as the QRF Program,fulfills a state law supporting meaningful work opportunities for Oregonians living with physical,mental,and developmental disabilities.Through a network of qualified nonprofit contractors,a uniquely skilled and diverse workforce is trained and • employed to provide goods and services procured by state and local government agencies. Oregon Forward is a state-run purchasing program promoting meaningful Job opportunities for adults living with disabilities.Oregon's Department of k 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. • • Page 1 oft CITY OF ASHLAND • • I 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 on the procurement list that the Oregon Department of Administrative Services established under ORS 279.845 shall, in accordance with the department's rules,procure the product or service at the price the department establishes from a qualified nonprofit agency for individuals with disabilities, provided that the product or service is of the appropriate specifications and is available within the period the public agency requires. . • Costing workbooks are created and controlled by the State,per Richard Simpson at Pathway.Enterprises, Inc. The COA living wage is reviewed and updated each fiscal year by City staff and incorporated into the costing workbooks. The Oregon Forward Price Approval Request Form has been submitted to the Oregon Forward Program Director,Darvin Pierce, for his approval and signature. , , FISCAL-IMPACTS City, Parks and Fire departments budget each fiscal year for janitorial services. The proposed costs for FY 2023, including the costs for FY 2022 for comparison purposes, are as follows: Janitorial Services FY 2022 FY 2023 COA Living Wage $15:96 ... $17.02 '. City Facilities $144,183.88 $175,193.88 Additional Covid related janitorial services for City Hall and Police Department 16,785.67 N/A Fire Station#1 7,149.39 7,589.28 Parks Recreation Facilities 45,196.01 ' 48,562.56 Parks Restrooms & Trash Services 181,774.49 204,308.64 Total Amount $395,089.44 $435,654.36 STAFF RECOMMENDATION Staff recommends.the public contract for janitorial services be awarded to Pathway Enterprises, Inc. ACTIONS, OPTIONS & POTENTIAL MOTIONS 1. I move to approve the award of the public contract for janitorial services to Pathway Enterprises,Inc. ATTACHMENTS • Agreement for Janitorial Services Oregon Forward Program Costing Workbooks (Formerly QRF Program) • City Facilities . • Fire Station#1 • Parks Recreation Facilities • Parks Restrooms & Trash Services Page 2 of 2 CIITY OF• ASHLAND • STATEOF OREGON , c1i DEPARTMENT OF ADMINISTRATIVE SERVICES OREGON Forward ' Wilan exce one avar Oregon Forward Program orTiOig posablit Request for Price Approval Public Agency: CITY OF ASHLAND Oregon Forward Company: PATHWAY ENTERPRISES, INC. Product or Service: JANITORIAL SERVICES: Contract number(4aniendnient# if applicaWd)::OREGON FORWARD CONTRACTOR Proposed Prices (list all proposed prices and include the Statement of Services or •SpecifiCations,and costing,workhooks to justify proposed:prices with request): Product/Service Proposed Price monthi'each, etc) vnitS Oerlour, JANITORIAL-SERVICES - CITY FACILITIES $17.5J93.88 JANITORIAL SERVICES - FIRE STATION #1 $7,689.34 JANITORIAL SERVICES-PARKS RECREATION FACILITIES $48,562.56 JANITORIAL SERVICES-PARKS RESTROOMS&TRASH SERVICES S204,308;70 Public Agency and Oregon Forward Company agree the:proposed price and supporting docu tat'!) meets the requirements of OAR 125-0554030. .4/Ar T ,'date: 702-741- rlofrize; itblic Agency Signature 4,0 • (6 b1-2,t e phoneA 5-L117 0 (0 date: 6, zg22.. '5 Authorized Oregon Fo, ard Contractor Signature -- T.PSPEIVi-C7h101 CO .. . .Ti4Qgi Email Address. DAS has reviewed the submitted documentation supporting the price®offered by the Oregon Forward Contractor and approves the price for procurement of the above stated product or service in accordance-with OAR 125-055=0010. . aka"P Ge2A-C?e, it' 4 -date:6/10/2022 Oregon Forward Program Signature. Revised 2/26/2021 MEMBER aCoiiiniuni t1on T��.lut�4'U1'[� ProfessionalismOpput'tiuli_V rathW . nterprises, Inc. Office:(541)973-2728 Fax:(541)97S-2729 Property Service License#40205 CCB License#218417 • May 26, 2022 Wes Hoadley Maintenance and Safety Supervisor. City of Ashland 90 N. Mountain Ave. Ashland, OR 97520 . Dear Mr. Hoadley, Pathway Enterprises is requestinga pricing adjustment for the 22-23 contract period. The reason for the changes are as follows: • Incorporation of the updated Living Wage for the City of Ashland at$17.02 per • hour. Supervisory wages were calculated at 1.3 times that of a worker. This - resulted in a supervisory rate of$22.13 per hour. • • Updates for supply expenses, fringe expenses, and agency overhead. In total we are requesting Y, nn b "' ' q g ' ':;_1.9188 -fo cleaning services. The monthly breakdown of costs is as follows: • Montflly1 Annual 2022-2023 c': Rates #Weekly Services r City_kia ; 1,995.33 5 . ((,omm iti ty Development __ - 2,661.01 3 Full, 2 Partial ugalcnic ;courtspr 1,635.64 3 Full, 2 Partial . olice D p-t 3,813.07 7 *Po ice:- u5-Stat on-- 182.78 1 '1 C.Servie.G ne tet 3 2,135.97 4 Street 5tiop 829.81 .3 jl Floor-Service 1,345.88 , Total4fi599.49 1600 SkPark Drive Suite No.101 Medford,OR 97504 , y ' ` ww.pathway-inc.org infogpathw y-iuc.org . . ISS4, Enterprises, • athway Communkaiion Entemtises, Inc. Teamwork Professiondism Opportn7iity MMINNEMMMIIM=1 911121111ffillialWiNNININD IMMENIB ism...m. Office:(541)973-2728 Fax:(541)973-2729 " . ' . I appreciate your consideration and look forward to another year serving the City of Ashland. . , Sincerely, ' . • • -.•,--,,z.,..,e,5S-0",;-.g,., : - • • , Richard Simpson Commercial Contracts Director Pathway Enterprises, Inc. Cell 541-601-4550 - • Office 541-973-2728 , . • - • • . • ,• IlittHintittrafige . - • •. • • ,,,, :1 . . . • I I , . Fre#33yga: ) I 3. • i . ( . . • . • • . :J • i:rt_M:171 . • 1600 Sky Park Drive Suite:No.101 Medford,(JR 97.194 Nyyny.patksyly-ipc,.prg, info-gp!Ofwqy-inctorg • • • • • • • • • • • • • 'Costing Workbook • For Janitorial & Grounds Maintenance Contracts Under the • Qualified Rehabilitation Facilities Program • • • • • .• .• - _ _ . ..• . • N•- ••'" . , . • •••• -„ oi *"Ec., • I.•• ' , iwtir, • • r ,` :31; 1 a 6,AD tiati _ - • 7 • 0 • <,‘ • • MO. . : 0 •-rt • • -59 • • 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 Cityy;of Ashland•City Hall,Janitdrial 22-23'_, Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $- 1,003:88' Equipment,Tools&Subcontracting (from small equipment worksheet) •$ 246.44 Subtotaf1 '$. 1;250.32 Labor Direct Labor (from labor daily worksheet) $ . ., `16,468:20:. • Overhead See Overhead.Worksheet - $• - .4,788.79 • Delivery • Transportation (from Trans&Reserve worksheet) $ Total Before Margin $' . 22,507.31. Reserve • Margin Held in Reserve (from Trans&Reserve worksheet) $= ' • . :` `; ' 1,436.64 Total Bid Yearly $ 23',943.95 • Monthly..$ ' . • 1;995.33 • Work Area Wages used in this proposal are based on the City of Ashland Living Wage for 2022-2023. • • • • • • • • • • • • 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 22-23 • m 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 $• 0.93 22.0000 ••$_• ' . 20.460000 $:• ". .,245:52' 2 Arsenal#2 Window Clean $ 0.82 4.0000 -$ 3.280000 $. 1 -39.36 ' 3 Arsenal#5 Restroom Cleaner $ 0.67 4.0000 $__'_.-_;' ,.2.680000 $. ' 32.16 4 Arsenal#6 Vindicator $ 0.95 8.0000 $'- ' :''7.600000 $ '' ,91.20, 1 5 Barkeepers Friend Liquid • $ 4.25 1.0000 "$' _.__ ."',-.4.250000 $ ' .51%00' 6 Chewing Gum Remover $ 3.74 0.2500 :$' '., ',' . 0.935000 $ •. 11.22 7 Stay Brite Stainless Cleaner $ 3.95 02500 $`;,- 0.987917, $ • . 11.86' 8 Take Down Fresh and Clean $ 20.53 0.0416 $ 0.854048 5,: ' ' 10.25 • 9 Wenco Aero Glass Cleaner $ 2.24 1.0000 $- • 2.240000 $ - 26:88' 10 Ziz-O Paste ' $ 5.94 0.2500 $... . : 1.485000' $ ' , • . •-.17.82 11 Angler Broom $ 5.90 0.1667 $, ' .,.0.983530. $'_. '11.80' 12 Cleaning Terry Cloth Rag $ 0.49 t 5.0000 $'J`2 :- : - 2.437500' 5-'-• 29.25. 13 Dust Mop 36 Frame $ 3.20 ' 0.0833 $:• '. ...".' . 0.266560 $ , - -,' 3.20`' 14 Dust Mop Handle $ 6.80 0.0833 5-.- 0.566440 $-. - .. 6.80 15 Dust Mop Head 36" $ 8.27 0.1250 "$ ' 1.033750 $ ' . . 12.41' 16 Dust Pan $ 2.65 0.2500 $ V 0.662500 $ • - • 7.95 17 Easy Adapter hose $ 22.08 18 High Rise Duster $ 9.32 -0.1667 $ t r 1.55364.4. $ •• ••18:64; 19 Melamine Erasing Sponge(24) $ 27.50 0.0416 ;$' , ` • 1•.144000' '$- •13.73 20 Ninja T Bar $. 3.38 0.0833 '$. 0.281721' $ : . 3.38 21 Pro Guard Nitrile Gloves(400) $ 38.95 0.4167 $ 16.229167 $ , 194.75 22 Scour Sponge White(Case) $ 38.30 0.0833 $ • 3.190390 $ ... . . 38.28 23 Toilet Brush $ 1.83 0.5000 $ _ 0.92. $ .- . . 10.98 24 Trigger Sprayer w/Bottle • $ 2.40 1.0000 5,.,. 2.400000 '$, 28.80 • 25 Unger Micro Washer Sleeve $ 1.95 0.2500 Si,, 0.487500 $. 5:85r • 26 Mop Head ' $ . 9.35 0.2500 $_ . . . . '2.337500' $'' . 28.05 • 27 Mopster W Fluid Resevoir $ 44.63 $_ $ 28 20"Black Strip Pads .$ 3.58 $ - 29 20"Brown Strip Pads $ 3.74 • 30 20"White Polish Pads $ 4.26 $l $ ' 31 3m Square Scrub Turf Pad $ 43.22 $} ,. _ $, _ ' 32 60"Handle $ 7.30 $ $ 33 Deep Six Defoamer $ 12.11 • ;$',_: :. • V - . $ -_ -- 34 doodle bug pad $ 2.26 `$, -.- $ ,: . • ' • 35 Double Diamond Floor Finish $ 14.01 $ $ - . 36 Arsenal Nuetralizer Packs $ . 0.29 • $ $` 37 Easy Shine Reusable Pouches $ 10.61 38 Folex Carpet Spotter $ 13.25 "$ $ 39 Heavy Duty Stripper $ 18.45 • •$' _ $; 40 Sensor Bags(10 Pack) $ 15.14 0.1667 -$, ; •.2.523838 5'. '3029 41 Pro Team Vac Pack Bags(12 Pack) $ 18.56 $_.•_. . - $, V -. 42 Brute Caddy Bag $ 22.47 0.0833 :$;- -- 1.871751 $ 22.46 43 $ $ • - 44 :'$}�. • 45 - `-'$1- ------ -• -. $• ' ' • 46 $_. $ 47 $---- =.' $:�` - • 48 c$_ :.,. $ 49 $ 50• Total $j: _83.656755.•$-.__, 1,003.88. Areas jn green are formulatdriven': _ __ . 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. • l DAS Form#12 J V Revision 10-03 ' Page 2 Supplies Sheet RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc . . • The following Equipment&Tools are examples.which may be required to do the job: • SUBCONTRACTORS . Cost per Burnishing/Floor machines Carpet extractors _ Description Time Times per Year ' • Blind cleaning machines Auto scrubbers 5 - 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 $ - Icost 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 Easy Shine Applicator Kit $ 376.48 12 . 12 100% $ -376.48 100% $ 376.48 3 Pro Team Back Pack Vacuum $ 428.00 36 - 12 33% 5' 142.67 100% $ 142.67 $ ' 4 Sensor XP15 Upright Vacuum $ 561.88 36 12 33% $ - 187.29 100% $ .187.29 1 $ . ..- : 187.29 5 Wave Break Down Press Combo Mc $ 76.72 36 12 • 33% $ -25.57 100% $ 25.57 1 $ ' 25.57 6 SC351 SCRUBBER $ 2,812.00 60 12 20% $ . 562.40 100% $ 562.40: $ - 7 NAUTILUS EXTRACTOR $ 3,928.00 60 12 • . 20%-$' '-,785.60 100% $ 785.60 $ - 8 HOSS 700 $ 2,590.00 60 12 '20% $.: 518.00 100%.$' 518.00 9 CRB PRO 45 $ 2,738.00 60 .12 • , ,20%.$• .547.60 100% $ -547.60 $' 10 Buffer Shroud $ 475.00 24 . 12 - 50% $', 237.50 100% '$ -237.50 $ . 11 Square Scrub 5. 4,500.00 60 - 12 • 20% $'.:-900.00 100% $•.900.00 $- - '- • . 12 Buffer 20"w/tank $ 2,400.00 60 - 12 ; - - 20% $. .480.00 100% $• 480.00 $ . 13 Wet/DryVac -$ 1,250.00 36 ' - 12' - - - 33% $ 416.67. . 100% $ 416.67 14 Cadet Carpet Extractor $ . 2,250.00 60 • ' ' 12 ' . 20% $'-' 450.00 100% $ '450.00 $ 15 Cordless Backpack $ 1,215.00 36 , ' ,12 ;.. 33% .$" 405.00 100% $'-405.00 $ '. 16 Cleaning Cart -$ 135.50 36 - - .12 - 33% $, • -45.171 100% $ 45.17• $ - - 1712 • 18 - . .12 - 19 12_ .- . 12 - --. . 20 . , _ 21 12 - , . - - _ 22. - - 12 - . - . 23 12 24 12 - _ - 25 • . . •12 • . - _ • - Total $ •-• = 246.44, _Areas in_green are formula driven., , • Useful Life of Assets=What is the estimated useful life of the equipment in months - Depreciation Percentage=Depreciation is calculated bpi 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 • . -, • • .•••�- Dona 1 - Fnninmant Tnnlc LABOR • Oregon Department of Administrative Services Direct Labor Project Costing Worksheet • Pathway Enterprises,Inc City of Ashland City Hall Janitorial 22-23 • . Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times ,Annual/Total Annual Hours .. Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ 'SubTotal 6 Item Labor Per Yr. Labor Labor 1 Janitor Daily 2.50 $17.02_ 100%.$ 42:55 0.0755 $. 3.26 2.30%5$ -0:98 1.75% $ 0.74. 28.00% $ 11.91 '$' 59.44. 250 15' -14;860.59.: - 625:0'. 2 $ _ I . $ - 5:- - -$ _ • $ - -5... $ - -",A:0. 3 $ - _ $. - �S - $ $ - - $' $ - 0.0 4 $ •- $. ' _ - :5 _ 5 -$ _ $ $ _ 0:0 - 5 Supervisor 1,00 $22.13 100% $ 22.13 0.0765'$ 169 2.30%.5' 0.51, 1.75% $ 0.39 28.00% $ . '—0320 $ 30:92 ' 52.$ 1.607.61 52.0' 6 .S. _ 5,. _ -$, $ -. S - s . -- 7 $ - $ - :$ _$ - 8 5 $ i$. - 5 - • $ - -5 - $ _ 0.0 9 .,. S- - $ $ - .. '$ ' - - . .S 10 . _ $ § _- s -- - �S- 5 _ § . _ $ - _ D!0;. ' 11 5 - - $" _ • '$ _ $' • 5 • - $ - $' - _ ,0(0 • 12 • 5 _ $ - :$' $ - 13 5 - $ - . $, --_ $ - - $ - $ -. 14 . .:s - .g - $- _ $ - -$ .. 0:0. • 15 5 - $ - $ $ - $ - _ '$ _ • 16 S . - S- -- - i$ - $. _ 5 17 • $- .- $ _ $.. :_ .$. �$ - 5 $ 0.0 18 $ ,. - $ - $ - - - $ '- $ - --'.A:O. 19 - S - $ - t$ - $. _ '$ $ -- 0.0. - 20 $ - $ '--_ +§. - $ . - -$ • P1 . $ _ • § 5 - §- _ $ _ § $ ".�0:0• . 22 • $ ._ $' --_. -$- S. _ $ _ $ $. _ 0.0 23 5' - $ __• -S: $ -S.. _ S _ $ _ 0:0 ' 24 $ - $ $ $ - 25 $ - $ - -$' - $ $ - _ $ 26 $ - $' - _ ,$ - $ - . 27 $ $ _ $ - $ _ $ -. _ ` $ _ $ _ 0.0 • ' • 28 5 - $• - '$ - 5' - 29 $ - $ -, ,$ _ $ - 30 . _$ _ _5 - $ - $ - 5 - $ ' - $ - , 0:0, . • Total $- 90.36 Total $ 16,468:20'. • - 677.0' • 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. Health Insurance 16% • Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and thenmultiply by%productivity. PTO 6% 'Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% ' ' Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. • Other 2% • Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. - ' 'Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. Subtotal 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,end 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 time on a different contract. If their - . monthly benefit is$100,then only$50 would be allocated to this column. For purposes of costing a project,It's important to distinguish between direct and Indirect labor.Indirect labor(supervision,administration,Inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor Is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time In direct labor functions.The percentage may vary depending on the project or organization.For - example,a supervisor may spend 50%of his/her time In direct labor functions end 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. I Direct labor is best expressed as'work hours'.That Is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down Into its component tasks.The • • ' description of work or specifications in the contract is the place to start.Once the component tasks are identified,the next step Is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be compiled Into a Per-Time orPer-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.(he sure to amount for time between Jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure is the required'work hours.'This number will stay the same regardless of how many people are working.For example,8'work hours'can be accomplished by I person working at 100%productivity ' for 8 hrs.(1x8=8),ort people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity fort hrs.each.(8x.50=4,4x2=8) , Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,Including those on which you pay workers sub-minimum wages based on productivity,require you to pay a'prevailing wage'Check the contractl Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. Matching FICA . .• - Workers'Comp at your cost - ' Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per Item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. • For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12 fin this case you get 51733.33/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 City Hall Janitorial 22-23 , 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: IFILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product,or providing a service,a certain " • percentage of that dollar Is required for overhead.To calculate the overhead percentage,itis best 10 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. -- -• - - 20.00%1 If financial records are not available estimate theoverhead expenses as best you can,estimate other costs as best you can,and use the same formula to get a OR Dollar-Figure Sum Method: • ' You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items to this particular project.You can use the Worksheet as a tool(if needed) - to identify your costs. 2. Enter Allocated Overhead as a Dollar-Figure Sum• ,' , • I Percent of Total Direct Labor Method: • To Identity overhead costs,you need tie financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below. Una items which are not detailed below should be Input into the cells marked OR "other' please include a description.What you aretrying to determine is a percentage,therefore,do not gross up the expenses for Inflation or to conform to ' the currentyear 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 as management or administrative costs.(Including these costs into the direct labor - - Hours I hour total will deflate the actual costs.)The worksheet will compute the overhead as a line Rem cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. • Total Annual Direct Labor Hours I • ' Input Total from Worksheet on Below ' Overhead per labor hour $ - - . Time required to complete contract I • ' -•' 677 • Total Assigned Overhead I$•-'• • - . • Worksheet • WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead - Management Salaries ' . $ 224,660.00 Agency Revenue=$7,447,389^".^^Total Overhead=$1,524,647"^"^""1,524,647/7,447,389=20% Management Payroll Tax Expense $ 11,832.00 , Management Medical Insurance I $ . 35,850.00 • Management Pension Plan Expense $ 7,450.00 Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 Sales&Administrative Medical Insurance 6• 106,244.00 - Sales&Administrative Pension Plan Expense •$ 23,500.00 Office Rent . $ .33,600.00 Advertising and Public Education $ 21,261.00 $ 4,800.00 • Background Checks&Urinalysis ' $ 8,260.00 $ 1,650.00 . Professional&Accounting/Audit Fees $ 18,279.00 Training&Worker Safety $ 6,850.00 $ 825.00 , Insurance $ 32,414.00 Telephone $ 8,500.00 $ 7,350.00 , Utilities $ 14,035.00 $ 3,450.00 • Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 ' Dues&Subscriptions $ 6,371.00 $ 31,086.00 • Depreciation-office building $ 15,330.00 • Depreciation-office equipment $ 24,350.00 _ ' . Repairs&Maintenance-office $ 78,500.00 _ Cleaning and Maintenance - $ 45,600.00 Office Equipment Rental $ 7,427.00 - • Office Supplies $ 3,675.00 $ 650.00 - - • Postage&Freight $ 28,750.00 $ 450.00 Rehab ' Miscellaneous Expense - Bad Debts ' Contract.Management Fee: - $ 157,932.00 - .- Interest Expenses• ' • , . . , $ 16,337.00 Other," ' Other" ' ' . TOTAL INDIRECT COSTS $ 981,562.00 $t,•.522,035.00. 1 CPI Factor 1.40% s 1.40% - Total , -$ '-1,524,647:36' DAS Form#12 J • Revision 10-03 Page 5 Overhead Computation Sheet 4 j Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc ,Project Costing Worksheet City of Ashland City Hall Janitorial•22-23 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)Mileacie Reimbursement Rates • Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 $' 2 $ $ 3 , '$ 4 5 $. _ $. ; _ 6 :$ - $ ' : :. - 7 $ . - $ ' - 8 9 .$ - $. ,` 10 $ -• $ ' $ .- $ - Margin • The law allows a"margin held in reserve". The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment • replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)will have to be justified to DAS. Enter as a%of total cost of contract 6.0%I Work Area • • DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet 4 Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program • fl • e - IA* Irk‘4 • •••• - •' ' • er e-er. I" 'C'.1210,,rrk :Yr 4.4 'nf,i41:144.• I • ; 6. • qe, C 11 1.4r, e; Z. "t•.;;''' ; ) • • l• • • '011 r'• ..,••• rat. '".511 2S" ‘9V5- •2• )7. - - I - ' I; • Q Dal •sAV... ,0 E-yi • :0 g•"%:'•'• 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;Ina • • Project City of Ashland.Community Development Janitorial 22-23', Executive Director Signature: . . Raw Materials Per Time Use-Supplies • (from supplies worksheet) $, 1',003:88,. Equipment,Tools&Subcontracting (from small equipment worksheet) :$ 246.44. Subtotal 1 $ :" • • 1=,250.32 Labor Direct Labor (from labor daily worksheet) `$; 22,37944 Overhead •• See Overhead Worksheet . ,$'. . . • •6,386.42 • Delivery • • - Transportation • (from Trans&Reserve worksheet)• $ - Total Before Margin is: . , " .30,016.18 Reserve • Margin Held in Reserve (from Trans&Reserve worksheet) .$ ; . . 1,915.93' Total Bid Yearly $' "` 31',932.11 • Monthly $ - 2,661:01 • Work Area • Wages used in this proposal are based on the City of Ashland Living Wage for 2022-2023. • • • • • • • • • DAS Form#12 J Revision 10-03 Page 1 Summary Sheet • • • I � " RAW MATERIALS I Oregon Department of Administrative Services Supplies ' , Project Costing Worksheet • Pathway Enterprises, Inc : City of Ashland Community Development Janitorial 22-23 ' • 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 $ 0.93 22.0000 ,$, 20.460000 '$- - :' 245.52. • 2 Arsenal#2 Window Clean ' $ " 0.82 4.0000 $ 1 . 3.280000 $" 39.36 ' 3 Arsenal#5 Restroom Cleaner ' $ 0.67 4.0000 $ ' '. 2:680000 $ ,. 32,16. 4 Arsenal#6 Vindicator $ 0.95 8.0000 _$;` . , -- 7.600000 7.600000 $ 91.20 , . 5 Barkeepers Friend Liquid $ 4.25 1.0000 .'$. , - ,;' •:_, 4250000 $;' • - 51.00, 6 Chewing Gum Remover $ 3.74 0.2500 ,$ 0.935000 5- ^• 11,.22' • ' 7 Stay Brite Stainless Cleaner $ 3.95 0.2500 .$: ` _0.987917 $ - •• 11.86. . • 8 Take Down Fresh and Clean $ 20.53 0.0416 '$,' • ' 0.854048- $' • • ' , "'10.25- , 9 Wenco Aero Glass Cleaner $ 2.24 1.0000 ;:$- 2:240000 •$ - . .; .26.88 10 Ziz-O Paste $ 5.94 0.2500 $' 1.485000 $ . ` ' 17.82 11 Angler Broom $ 5.90 0.1667 .$__,, .' 0.983530 $, - , -. 11..:80' 12 Cleaning Terry Cloth Rag $ 0.491 5.0000 5 2.437500 $ ' : 29.25'. 13 Dust Mop 36"Frame• $ 3.20 0.0833 `$ ' '.;,0:266560 5' . '.' 3.20s- 14 .20'14 Dust Mop Handle $ 6.80 0.0833 •5, . • • 0.566440 5- 6.80 15 Dust Mop Head 36" $ 8,27 0.1250 r$ .- _ • '1:033750 $ ' 12,41_ 16 Dust Pan - $ 2.65 0.2500 '_$ -•0.662500. $1 ."7,95. 17 Easy Adapter hose • $ 22.08 $ - $ " . .` - 18 High Rise Duster $ 9:32 0.1667 -$:. • ',-•1.553644 -$ - " ,, 18.64' 19 Melamine Erasing Sponge(24) $ 27.50 0.0416 $ .•• •' 1.144000 .-$ • ' .13.73 _ 20 Ninja T Bar $ ' 3.38 0.0833 '5 - 0.281721 $ 1. '• 3.38 ' 21 Pro Guard Nitrile Gloves(400) $ 38.9.5 0.4167 ;$ _ :. 16.229167 $, 194.75 22 Scour Sponge White(Case) $ 38.30 0.0833 $ 3.190390' ,$ ,:- :38.28. • 23 Toilet Brush $ 183_ 0,5000 :$ ' 0.92 $ - : `. 10.98 24 Trigger Sprayer w/Bottle $ 2.40 .170000 _.$,•: , ' 2.400000 $ ;••. •28.80- 25 Unger Micro Washer Sleeve $ 1:95 0.2500 ,$.• 0.487500 $ ., . • ." 5:85 26 M p Head _ $ 9.35 0.2500 .$ -2.337500. $. : :28.05 27 Mopster W Fluid Resevoir $ 44.63 '' 28 20"Black Strip Pads • $ 3.58 $' __ $ - 29 20"Brown Strip,Pads $ ' 3.74 30 20"White Polish Pads $ 4.26 $ , $' 31 3m Sguare Scrub Turf Pad $ 43.22 $• $ - ' 32 60"Handle . $ 7.30 $, $ 33 Deep Six Defoamer $ 12,11 $ $ 34 doodle bug pad $ 2.26 • 35 Double"Diamond Floor Finish • $. 14.01 •5;.; - .$ '• .. , 36 Arsenal Nuetralizer Packs • $ 0.29 .$,,_ - $ - - ' . , 37 Easy Shine Reusable Pouches $ 10.61 .38 Folex Carpet Spotter $ 13.25 $ $ 39 Heavy Duty Stripper- . $ 18.45 ,$; - $ :, • • - 40 Sensor Bags(10 Pack) $ 15.14 0.1667 ,'$: - •-2:523838 $ . 30.29' 41 Pro Team Vac Pack Bags(12 Pack) \ $ 18.56 42 Brute Caddy Bag $ 22.47 0.0833 '$,., : 1:871751 5 - ' , 22.46 • ' 43 "$' - 44 $ $ 45 .$'-_,_. $ . 46 • $ $` 47 48 $-..- _- • $ • - • 49 50 , Total •$'_ •, . .83,656755, ••$• -_ 1,003:88' Arin, eas gree_n_are fo'rrriula driven,, ,_; Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units • needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. DAS Form#12 J • ' Revision 10-03 • Page 2 Supplies Sheet RAW MATERIALS • Oregon Department of Administrative Services • Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc ' . ' •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 - ;$ t - 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. V $V ' ' . $. • $ _ - $ . • 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% 5 -33.57- 1 $ '33.57 2 Easy Shine Applicator Kit $ 376.48 12 , 12 - 100% $. 376.48 100%'5 376.48 3 Pro Team Back Pack Vacuum $ 428.00 36 - 12 33% $ '142:67 100% $..142.67 $- - 4 Sensor XP15 Upright Vacuum $ 561.88 36 12 33% $ '187.29 100%.5' 187.29 • 1 $ ''- ' •'187.29, 5 Wave Break Down Press Combo Mc $ 76.72 36 - 12 33% $ .25.57- 100% $ 25.57 1 $ -.25.57-,' . 6 SC351 SCRUBBER $ 2,812.00 . 60 12 -20% $ 562.40 100% $ 562.40 $ - ---„ • 7 NAUTILUS EXTRACTOR $ 3,928.00 60 , 12 - - ` 20%•$ 785.60. 100% $ 785.60 $ 8 HOSS 700 • $ 2,590.00 60 - 12 - 20% 5. 518.00 100%.$'. 518.00 $' - 9 CRB PRO 45 $ 2,738.00 60 ' ;12 '. 20% $ 547.60 100% $ 547.60- $ 10 Buffer Shroud` $ 475.00 24 - 12 • . ' 50% 5.• 237.50. 100% .$ 237.50 . $:.• ' " 11 Square Scrub $ 4,500.00 60 • .12 - 20%•$_• • 900.00 100% 5.900.00 12 Buffer 20"w/tank $ 2,400.00 60 • ' 12 20% $..-'480.00' 100% $r 480.00 $- - 13 Wet/DryVac $ 1,250.00 •- 36 ' '12- 33% $` "416.67, 100% $-416.67- -$ -;- • - - 14 Cadet Carpet Extractor $ 2,250.00 . 60 • 12 : 20% $" •450.00. 100% $_'450.00 $ - . 15 Cordless Backpack $ 1,215.00 36 12 - 33% $ • 405.00 100% $i 405.00 • 16 Cleaning Cart $ 135.50 36 r` 12 _- 33% $. ' .45.17 _ 100% $ '45.17 18 :. 12 ,- 19 12 .i • .- - • . • . . • ' 20 • 12 . , - . 21 14 .. " 22 , 12. 23 \ _ . 12 . _ -. . „ • 24 12' - :. -. 25 .12 _ - - Total $`: _,• 246.44 Areas in green are formula driven, .. ' . • Useful Life of Assets=What is the estimated useful life of the equipment in months . Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. . Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs • • associated with this project.(note:100%would be an item used only for this contract) Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. ' #of Units=Multiply by units needed to complete the contract/service. • Annual Cost=Computed by project unit cost times the number of units. - - Work Area . • - ,•• • DAS Form#12 J • • pe.hcinn ln_nQ Pane 3 . FniiinmPnf Tools • - LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet • Pathway Enterprises,Inc City of Ashland Community Development Janitorial 22-23 _ Worker Work Hourly °A Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment% , Total 4 Benefits% Monthly$ SubTotal5 Item Labor Per Yr. Labor Labor • 1 Janitor2x 3.25 $17.02 100% $'55:32 0.0765 $- 4.23- 2.30%'5 1.27 1.75%'5: 0.97. '28.00% 5 - 15.49- 5' 77.28 104'$:' • 8,036.61--'- - -'338:0- 2 38:02 Janitor 3x 3.00 $17.02 100% $ 51'.06 0.0785 $.. :3.91 2.30%`$- --1'..17 1.75% $•r .0:89 28.00% $ -14.30 $ 71:33 156 $ 11:127.61 - 468.0' ' 3 r $ _ g' _ $. - '$- ..-. ' 5 - - $ $ = -: 0:0 s • 4 S --- $' - '5-- _ 5' - $ - $ - $ 5 Supervisor 2.00 $22.13 100% $ 44.26 0.0765.5• .3.39 2.30%,'5• 1.02' 1.75% $- 0.77 28.00%. • - $ 12.39. $ 61:83 52 $' 3,215.22 ' - 104.0 6 7 5 - $. _ -. $ _ S $ - $ - '5 - • :,0:o' 8 - -a - $ 5 5 • - . $ - - s - $ --. - 0.0 9 - • _ 5 - - $ -- $ - '5- - $ - $ $ - ' ' - 0.0- - s s 11 - $ - $_.' _ $ _ $ _ '5 - 5 - .5 - - 0.0' 12 $ $ - - $ S- _ $' - $ $ _ 0.0' 13 5 - 5 :.- $ ' - 5 _ 5 _ 5 14 s.' $.-.. a $ $ 15 $ - $' -- $ - S' - $ - $ • _ $ 16 '$ - _ gig. _-- $ - $ _ 5 • 17 $ - -- '$ - $ - -5 - _ $. _ g _ -a . '0:0 • 18 $ - ,$ , _ $ _ $ _ $ _ $ - g - ,-_-''b10 • ' 19 .$ -_ . $ ' - $- _ $ _ $ _ g ._ - 9 20 • $ - .S..____ $ _ $ . -. - $. - s - $ - - - - 0:0. 21 • $ _ $ -- $,_. - 9 - $ _.. $ -' 5 _ -'.0:0'. 22 $ - $. . - "S, __~ $... $ _ S _ 9. - 13 0l • 23 S- 5._ _ ". .s . , $• _. S _ •$ - - $ _. _ .- '0:0 . • 24 $ _ $ $--r -$ .. _ $ - .5 - - $ 25 -5 5 - $ $ g - _ g g _ .. ::0 0. .- 27 $ '9 :$ 9 : 28 3 - $. -- ,:s. - $ - 29 5 - $ •- • $ •5 $ - _ $ _ $ - '• 0.0. 30 - - $ $ - - �$. - 9 - . $ - $. $ - ---0.0' Total $ '210.44 Total 5 22,379.44 ' = 7910.0- ' • !Ar,eas'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. Health Insurance 16% • Subtotal 1=Computed by multiplying hours In work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. PTO 6% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% • Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other ' • 2% / • Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. . 'Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. Subtotal 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 - J 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. J. • • For purposes of costing a project,ft'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 thecontractrequirements.It should be noted that working supervisors could spend a percentage of their time in direct laborfunctlens_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'vark'heure.That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks am identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be In minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial'contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment.emptying trash • -and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between Jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure is the required'work hours."This number will stay the same regardless of how many people are working.For.example,8'work hours"can be accomplished by I person working at 100%productivity for8 hrs.(1x8=8),or2 people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity fort hrs.each.(8x.50=4,4x2=8) Once you know the total work boom per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub minimum wages based on productivity,require you to pay a'prevailing wage?Check the contract'Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. • Matching FICA Workers'Comp at your cost . ' • • Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$60.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12$n 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 Community Development Janitorial 22-23 • There are many different ways organizations allocate overhead Internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc). In the space provided below,Indicate how your organization allocates overhead to this particular contract,what items go into your overhead,and what that overhead ° amount is(whether as a percent or exact amount) • • • Percent of Total Cost Method: FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product,or providing a service,a certain percentage of that dollar is required for overhead.To calculate the overhead percentage,it is best to have financial records for your organization that go back a •• year or more.Add together the expenditures that makeup the overhead cost(see • worksheet below). Now add this figure to the Raw materials,Direct labor end 1. Enter'Overheadas a Percent of TotalCosts ' ' • • 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. •.- .- -, _ 20.00%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 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 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:Overheadas 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 - 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 • • • Input Total from Worksheet on Below • Overhead per labor hour $ •- Time required to complete contract •_ •. 910 Total Assigned Overhead I$ • • -- • • • • • Worksheet WORK AREA: . Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 224,660.00 Agency Revenue=$7,447,389 A.Y.`"Total Overhead=$1,524,647^^^^"^1,524,647/7,447,389=20% Management Payroll Tax Expense $ . 11,832.00 Management Medical Insurance $ 35,850.00 . Management Pension Plan Expense $ 7,450.00 Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 Sales&Administrative Medical Insurance $ 106,244.00 Sales&Administrative Pension Plan Expense $ 23,500.00 • Office Rent $ 33,600.00 Advertising and Public Education $ 21,261.00 $ 4,800.00 Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 Professional&Accounting/Audit Fees $ 18,279.00 Training&Worker Safety $ 6,850.00 $ 825.00 • Insurance $ 32,414.00 • Telephone $ 8,500.00 $ 7,350.00 Utilities $ 14,035.00 $ 3,450.00 Property Taxes/UcenseslFees $ 1,890.00 $ 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ 15,330.00 Depreciation-office equipment $ 24,350.00 Repairs&Maintenance-office $ 78,500.00 • Cleaning and Maintenance $ 45,600.00 - I Office Equipment Rental $ 7,427.00 Office Supplies _ $ . 3,675.00 $ 650.00 Postage&Freight $ 28,750.00 $ 450.00 Rehab Miscellaneous Expense Bad Debts Contract:Management Fee $ 157,932.00 • Interest Expenses, $ 16,337.00 Other.• ' • - • Other.'• .. .. . TOTAL INDIRECT COSTS V. 981,562.00. $ 522,035.00 • CPI Factor 1.40% 1.40% , Total I S, . - .1,524,647.36 • 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 Community Development Janitorial 22-23 • 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 $ - S. _ 2 $' - $. • '. 3 $; - $, - 4 I:$- 5 $: - $. _ 6 $' i 5 - 7 • 8 .$'\• i- • $ ' 9 - . ,`$. -- $ 10 •$ - ,$. _ • . $ . . - • . ;.$-. ... - • • Margin . • The law allows a"margin held in reserve".The margin %can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment • replacement, but is in alignment with industry standards and fair market value.Any percentage higher. • than six percent(6%)will have to be justified to DAS. r Enter as a% of total cost of contract 6.0% Work Area t -. • • 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. • ' 77 .4 • 10pp�.. x v� . L •. Y-' N• dIFGY . ,_ • . wIr I 5ni " r '? � Y • • • • .0 F 859 Oregon State Department of Administrative Services • Procurement, Fleet, and Surplus'Services • 1225 Ferry Street SE, U140 Salem, Oregon 97301 ' (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services ' 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 Enterprise's,Inc ;_ • ' , " Project City of Ashland;Municipal Couit22 23" . Executive Director Signature: , • Raw Materials • Per Time Use-Supplies (from supplies worksheet) '$ '_ •; ` ' 924:63 ' Equipment,$Tools&Subcontracting" (from small equipment worksheet) $ , - -246.44 $Subtotal 1 •$:, , ' 1,171.07 Labor 1 . Direct Labor. . (from labor daily worksheet) • '$... , .' ' : .1.3;353.42 Overhead' See Overhead Worksheet • $ , 3,925.54 Delivery Transportation • (from Trans&Reserve worksheet) $ - • Total Before Margin .$ .• . „ . 18,450.03.. Reserve Margin Held in Reserve (from Trans&Reserve worksheet) :$`-: : , •• 1;177.66' Total Bid Yearly $• ,'19,627.69, Monthly $• - " 1;635.64 Work Area Wages used in this proposal are based on the City of Ashland Living Wage for 2022-2023. • • 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 Municipal Court 22-23 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 aService 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 . ' Cleaningchemicals 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 $ 0.93 22.0000 '$ ,• . °,20.460000 ,5, 245;52. 2 Arsenal#2 Window Clean $ 0.82 4.0000 ;$ - 3:280000 '$ - 39:36' 3 Arsenal#5 Restroom Cleaner,. $ 0.67 4.0000 .$ "'. "::-,2:680000 $ - "32.16: 4 Arsenal#6 Vindicator $ ' 0.95 8.0000 '$ . '-7.600000 $ „"91.20' 5 Barkeepers Friend Liquid $ 4.25 ' 1.0000 Sr- •' '. -4.250000 $ .51.00 6 Chewing Gum Remover $. 3.74 0.2500 $' ^ - •=0.935000 '$i t •..•• 11.22 • 7 Stay Brite Stainless Cleaner $ 3.95 0.2500 $. 0.987917 .$ ' .11:86 ' 8 Take Down Fresh and Clean $ 20.53 0.0416 $ 0.854048' ,$, '. ,. • • ' 10.25: 9 Wenco Aero Glass Cleaner $ 2.24 1.0000 $ 2.240000 ,$.• - :.' 26.88 10 Ziz-O Paste . , $ 5.94 0.2500 :$ . •.1.485000 '$" ' '•`' -17.82 ' 11 Angler Broom $ 5.90 0.1667 $ ' ' - ' 0.983530 $' - --- 11.80', ' 12 Cleaning Terry Cloth Rag $ 0.49 5.0000 •$ •. • - , 2.437500 '$ ' 29.25 13 Dust Mop 36"Frame $ 3.20 0.0833 $ • ,: 0.266560,,$ • • - 3:20 14 Dust Mop Handle . . $ 6.80 0.0833 .$. •• . - • •,0.566440 $ `.6.80'' 15 Dust Mop Head 36" $ 8.27 0.1250 $ 1.033750' $ . '12.41 16 Dust Pan $ 2.65 0.2500 $ :0.662500 •$:.' ` ' - '. 7.95 17 Easy Adapter hose $ 22.08 $_ $- 18 High Rise Duster $ 9.32 0.1667 '$'. 1.553644 $• ::.18:64- 19 Melamine Erasing Sponge(24) $ •27.50 '0.0416 .$' -• 1.144000 '$ ' ' • 13.73; 20 Ninja T Bar $ 3.38 0.0833 $ - 0.281721 .$ , , -!'' •-•'::- 3.38 21 Pro Guard Nitrile Gloves(400) $ 38.50 0.2500 .$• . ' 9.625000'.$ . . •-"1.15.50'" 22 Scour Sponge White(Case) $ 38.30 0.0833 $ - 3.190390'"$,- 38.28 23 Toilet Brush $ 1.83 0.5000 $' •0.92 $' . 10.98' 24 Trigger Sprayer w/Bottle $ 2.40 1.0000 i$ •.'2:400000 $ .28.80' 25 Unger Micro Washer Sleeve $ 1.95 0.2500 $ • - 0.487500 .$ 5.85 26 Mop Head $ 9.35 0.2500 $'. ' 2:337500 '.$' '' '28.05 ' 27 Mopster W Fluid Resevoir - $ 44.63 28 20"Black Strip Pads - $ 3.58 $ .$ - 29 20"Brown Strip Pads $ 3.74 30 20"White Polish Pads "- $ 4.26 $ $. 31 3m Square Scrub Turf Pad $ 43.22 $': ' , - , - $ ' - 32 60"Handle • $ 7.30 33 Deep Six Defoamer $ 12.11 $, , " $ • • . 34 doodle bug pad • $ 2.26 35 Double Diamond Floor Finish $ 14.01 $ $. 36 Arsenal Nuetralizer Packs $ 0.29 $. $ , - -_ 37 Easy Shine Reusable Pouches $ 1 10.61 '$ ' . • ,'' , $ • ' . - • 38 Folex Carpet Spotter $ 13.25 $, $ • 39 Heavy Duty Stripper $ 18.45 40 Sensor Bags(10 Pack) $ 15.14 r 0.1667 '5' ' , . • 2:523838 $• '30.29 • 41 Pro Team Vac Pack Bags(12 Pack) $ 18.56 $' $ - • 42 Brute Caddy Bag $ 22.47 ' 0.0833 .$• ' 1.871751 '$ • ' - '22.46: • • 43 $ $. - - . • 44 45 $ j$_ - ' 46 • $ $. 47 48 $' $ ' 49 50 , Total $ = 77.052588.'-$. 924;63). ;Areas in.green areforrguIa driverE__ ,_ Monthly Cost=Monthly cost is computed by multiplying the total unit cost by the units • needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. DAS Form#12 J • Revision 10-03 ' ` Page 2 Supplies Sheet • RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc ` - The following Equipment&Tools are examples whichmay be required to do the job: • SUBCONTRACTORS • Cost per Bumishing/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 g, 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 Easy Shine Applicator Kit $ 376.48 12 " 12 100% $ , 376.48 100% $' 376.48 $ • . 3 Pro Team Back Pack Vacuum $ 428.00 36 - 12 .33%.$"- 142.67 100% $' 142.67 $ 4 Sensor XP15 Upright Vacuum $ • 561.88 36 12 33% $' 187.29.- 100% $ 187.29: 1 $ •• _., -"187.29. • 5 Wave Break Down Press Combo Mc $ 76.72 36 • - ' 12 '33% $ 25.57 100% $' 25.57- 1 $ .6 SC351 SCRUBBER $ 2,812.00 60 12 ' . -- 20% $ - 562.40 100%.5. 562.40' $• =" '-, ' 7 NAUTILUS EXTRACTOR $ 3,928.00 60 • , -12 - . 20% $ 785.60. 100% $ 785.60.. $ • • ' 8 HOSS 700 $ 2,590.00 60 . 12 . ' 20% $' ' 518.00 100% -$ 518.00 _ 9 CRB PRO 45 $ 2,738.00 60 12 :20% $ : 547.60" 100% .$ 547.60 . $ 10 Buffer Shroud $ 475.00 24 - . 12 - '50% $- 237!50 100% $ '237.50 • $ . 11 Square Scrub $ 4,500.00 60 ;12; 20% $_: 900.00; 100% $: 900.001 $ ; • 12 Buffer 20"w/tank $ 2,400.00 60 . - •12 ;i'20% $ .:-480.00: 100%•$ 480.00 •$•: 13 Wet/Dry Vac' $ 1,250.00 36 ,..12 : 33% $•'.• 416.67, 100% $ 416.67 14 Cadet Carpet Extractor $ 2,250.00 60 ' • - ' 12 - • ' '20% $ .- 450.00. 100% 5.-450.00 -5_, 1 _ _ ' • $: - 15 Cordless Backpack $ _ 1,215.00 36 —12 • .33%.$ .- $,'405.00:405.00 100% ' 16 Cleaning Cart $ 135.50 36 , '- -12 • • :—..33% $- -45.17 100% $ -45.17 $. 17 .12 18 12 19 12 . 20 12. - , , • 21 12 , 22 12 • 23 12 . 24 12 25 - -. X12 ,' -. . . .. ... - _ . . . Total $ - _ , .246.44 ' lAreas.in"green,areformula driven - _ . , v. 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. ' 0 • • Work Area ' • , DAS Form#12 J - "-"-'--'^^^ c^^= Cm tinmonl T^nlc LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet • Pathway Enterprises,Inc City of Ashland Municipal Court 22-23 • Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per ,Times Annual/Total Annual Hours 0 Description Hours Rate ductivity Total l Total2 comp% ' Total 3 ment% Total 4 Benefits% Monthly$ SubTotal5 Item Labor Per Yr. Labor Labor • '1 Janitor 2x2.50 $17.02 100% '9 42.55 0.0765 $ • 326 2.30%;9 0.98' 1.75% :$? - 0:74. 28.00% :5. 11.91'. S. "59.44 104'5 -..6,182:00--', -'260:0 2 Janitor 3x 1.50 $17.02 100%•$. 25.53' 0.0765''.5- 1.95 2.30%,".$' .0:59 1.75%`$ ' "'0.45' 28.00% :5.' - .7:15 $_ •35:67 156 $._- 5;563:80 : 234'0, 3 "$ $ .. '=- -;S -- :$ ' _ .5 .. .. - 5 - '$- ,,- - ...O:D' 4 $ $' - :$ - -§ _ $ - $ - 5 Supervisor 1.00 $2213 100% $ 22.13' 0.0765 $ 1.69 2.30%,5. ,0:51 1.75% $- 0.39 28.00% 5 . -6.20 5 30.92L 52 $ 1,607:61 - - - 32.0' 8 $ - -__. $. 7 -$.'_- $ $ r \.- 5 r - $ 7 $ . . _- ''0:0`. 8 $ - '$ - `$ - $' - $ - $ - 5' - _.. '.-'0.8 9 S - $. - '$ - ' $ •g 5- - $ - - -- 10 "0:0- 5 $ - S $ ' - - -5 ' _$ , $ - - - -,0 Or 11 $ - ,5.. _ r.5. - §. - $ - - $ - $ '- r:i0:0. _ 12 $ S -- 5: 5 . _ $ - _ g $ ,0':Or --' 13 $- •- '$ - '$--.: $ _ $ _ , 5 $: - --• -_ 0:0' 15 $ - . 5 - '5 --. $ . - $ - $ -. _ $ • • - _ 0.0 17 $' $ - ,5,. - $ - • 19 $ - $ :. - - -5.- _ g• _ , $ - - $ _ $ 20 5 = .§ -5. -_ 5 _ '§ _ $ _ $ - - - 0A` 21 $ . .$ . '5 $. - 23 §' _ $ •_ _ ;•$:' _ -g ._ 5 .. _ $. g' ---_. ..-0:0.. 24 $ •- '$ - 5 '$' - 5 •- $ :$ - : - .'Oi0. - 25 5 - $ _ -$-- _ .9 - § -• $ $ - - _ 0.0. 26 5 • 27 $ -; S - S. - .S 28 $ - $. ..5. - $ _ • $ - 5 $- __ 29 5 '5 - .5 .5 - ' S - S - $ - -.0:0 30 5' - - $ $ - $ - $ - ,g -_' Total .$ 126.02' Total $ -13;353:42 • .'546:0 • ;,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. Health Insurance 16% 'Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. PTO 6% . Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). ' Holiday 4% . • Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other 2% • Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. - , • • Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. - Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5- • Times Per Year=This is the days or shifts worked per year • . • Annual Total Labor= Times per year multiplied by daily/per item labor _ • Annual Labor Hours=Work hours multiplied by times per year . . 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$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 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 liours that will be required to complete a task or project.The first and perhaps most critical step Is to identify the work and break it down into Its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even • seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents . the total number of hours per service.That figure is the required'work hours'This number will stay the same regardless of how many people are working.For example,8'work hours'can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),ort people working at 100%productivity for4 his,each(2x4=8).It could also be done by 8 people working at 50%productivity fort hrs.each.(8x50=4,402=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.Same contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a'prevailing wage.'Check the contract)Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. Matching FICA . Workers'Comp at your cost • - Cost of other benefits paid by your organiiation(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 coma up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). - DAS Form#12 J • Revision 10-03 • Page 4Direct Labor Sheet OVERHEAD Oregon Departinent of Administrative Services Overhead Costs ., Project Costing Worksheet Pathway Enterpris City of Ashland Municipal Court 22-23 • 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: IFILL 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,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 end 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. 20.00%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 ere 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(d 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,yogi need the financial records for your organization or division for the past year.Input all the coils 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 beclassified 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 equal costs.)The worksheet w11hours1for computethecontrtheact overheadIntothe as aline item cost by dividing the fatal projected '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 ' 's- - - • , Time required to complete contract I ,•546 , Total Assigned Overhead Worksheet • WORK AREA: Total Annual Operations ,Use the area,below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 224,660.00 Agency Revenue=$7,447,389'T.Total Overhead=$1,524,647""^"""1,524,647/7,447,389=20% Management Payroll Tax Expense . $ 11,832.00 Management Medical Insurance $ 35,850.00 Management Pension Plan Expense $ 7,450.00 • Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 ' Sales&Administrative Medical Insurance $ 106,244.00 - Sales&Administrative Pension Plan Expense $ 23,500.00 Office Rent $ 33,600.00 ' Advertising and,Public Education $ 21,261.00 $ 4,600.00 - Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 ' Professional&Accounting/Audit Fees $ 18,279.00 . Training&Worker Safety $ 6,850.00 $ 825.00 • - Insurance $ 32,414.00 • Telephone $ 8,500.00 $ 7.350.00 '. Utilities , • - $ 14,035.00 $ 3,450.00 . Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 • • Dues&Subscriptions ' $ 6,371.00 $ 31,086.00 Depreciation-office •building $ '15,330.00 ' Depreciation-office equipment $ 24,350.00 Repairs&Maintenance-office $ 78,500.00 Cleaning end Maintenance $ 45,600.00 Office Equipment Rental $ 7,427.00 • • Office Supplies $ 3,675.00 $ 650.00 • Postage&Freight $ 28,750.00 $ 450.00 - Rehab Miscellaneous Expense ' Bad Debts Contract Management Fee , $ 157,932.00 Interest Expenses - $ 16,337.00 • Olhec• , Other:• -, . TOTAL INDIRECT COSTS $ -981,562.00.$ 522,035:00 ' CPI Factor 1.40% 1.40% . ' Total I-s, .. - ..1,524,647.36 I - DAS Form#12 J • I 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 22-23 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 wherethe service will be provided. (b) Services dependent on vehicle in the provision of that service. • GSA-Privately Owned Vehicle(POV)Mileage Reimbursement Rates • Services Contract ' Miles Per Rate Per Daily 'Services per Annual Delivery Description Service Mile Cost • Year Trans Cost 1 • 2 $> 3 4 $ '• - $ 5 s' - ' $ 6 $ -, $ 7 ;$ $ •. 8 - g $ . $: 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%I . Work Area ' • • • • DAS Form#12 J . Revision 10-03 • Page 6 Trans-Delivery and Margin Sheet • • • • • • • • • • Costing Workbook • • • For Janitorial & Grounds Maintenance • . Contracts Under the • Qualified Rehabilitation Facilities Program • • • r, b, : a• ti "s 9" Mr • • • • • xv+.:- t Fq@ ' ^.�.' �. ••�., �p Y. , 111,14", T• �' {Clr? i t.�• kJ I�. ITL Al - t ' �� .; CCC'C"' • 4 we11✓E➢i•� 02��1-994wi nil! $ 7_ �) _�� •..— •• • ) • • __g• 9 Oregon State Department of Administrative Services • Procurement, Fleet, and Surplus Services • • 1225 Ferry Street SE, U140 • • Salem, Oregon 97301 • (503) 378-4642 • • • • • • • • • • • f • • • ,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 Janiforial22-23 , Executive Director Signature: • Raw Materials • Per Time Use-Supplies (from supplies worksheet) $`,, . 1,488.27' Equipment,Tools&Subcontracting `(from small equipment worksheet) r '$ 389.11. " Subtotal1 $ "1,877.38 Labor Direct Labor (from labor daily worksheet) • $-.:... - .31,982.65• • Overhead . See Overhead Worksheet - $ ' " . . 9,151-.36:' • Delivery • Transportation (from Trans&Reserve.worksheet) Total Before Margin '$" • , • ' :'43,011.39 Reserve • Margin Held in Reserve (from Trans&Reserve worksheet) ,$ '2,745.41 Total Bid Yearly '$ ' ' 45,756.80 Monthly $'• - 3,813:07 • Work Area Wages used in this proposal are based on the City of Ashland Living Wage for 2022-2023. • • • • . 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 Police Department Janitorial 22-23 • , 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 $ 0.93 . 31.0000 .;$ ' ' 28:830000 '$', . 345.96', - 2 Arsenal#2 Window Clean $ 0.82 5.0000 $ • 4.100000 $` -49.20 -3 Arsenal#5 Restroom Cleaner $ 0.67 5.0000 $ 3.350000 $ • 40.20 4 Arsenal#6 Vindicator $ 0.95 10.0000 $ ' ' 9.500000 $ 114.00 • 5 Barkeeper Friend Liquid $ 4.25 2.0000 •$ • ,.8.500000 $ ' " ' :102.00' 6 Chewing Gum Remover $ 3.74 0.2500 ,$, ' 0:935000 •5--` .• .11.22 7 Stu Brite Stainless Cleaner $ 3.95 . . 0.2500 $.- - 0.987917 $ 11.86 8 Take Down Fresh and Clean $ 20.53 0.1667 ,5 3.422351. $" , - - 41.07 9 Wenco Aero Glass Cleaner _ $ 2.24 _ 1.0000 ;$. 2.240000 $ -• 26.88 10 Ziz-O Paste • $ 5.94 0.5000 ,$ , 2.970000 $. ' '35.64 11 Angler Broom ' $ 5.90 0.2500 $ 1.475000 $- - - , 17.70 12 Cleaning Terry Cloth Rag $ 0.49 20.0000 $ 9.750000 $ , . 117.00. 13 Dust Mop 36"Frame $ 3.20 0.0833 .$ . 0.266660, $ ' ' '3.20 14 Dust Mop Handle $ 6.80 0.0833 ',$ ,' .0.566440 $ ' .' •. .. 6.80 15 Dust Mop Head 36" $ 8.27 0.2500 '$ . - 2.067500, $ ' 24.81 16 Dust Pan •$ , 2.65 0.2500 $ ' 0.662500 $ .. -" 7.95 ' , 17 Easy Adapter hose $ 22.08 1$ - $ - , - 18 High Rise Duster $ 9.32 0.2500 $ 2.330000 $• ' -27.96' 19 Melamine Erasing Sponge(24) - $ 27.50 0.0833 $ ' 2.290750 $ ',. ' • 27.49, 20 Ninja T Bar $ 3.38 0.0833 $ '0.281721 , $ . ' 3.38, 21 Pro Guard Nitrile Gloves(400) $ 38.90 0.6667 $ 25.933333 $ 311:20 22 Scour Sponge White(Case) $ 38.30 0.0833 ,$ 3.190390 $ .:- .• •. 38.28, 23 Toilet Brush $ 1.83 0.5000 1$ 0.92 '$: - ' 10.98 24 Trigger Sprayer w/Bottle, $ 2.40 1.0000 $' ' 2.400000 $ 28.80. 25 Unger Micro Washer Sleeve $ 1.95 0.1667 $ . 0.325065 .$ ' ' 3.90 26 Mop Head $ 9.35 0.2500 $ 2.337500. $- ' 28.05 27 Mopster W Fluid Resevoir $ 44.63 $ $ . 28 20"Black Strip Pads $ 3.58 $ $ " 29 20"Brown Strip Pads $ 3.74 .$ - . $:- ':. . " - 30 20"White Polish Pads • $ 4.26 $ $ 31 3m Square Scrub Turf Pad $ 43.22 32 60"Handle $ 7.30 $ $ 33 Deep Six Defoamer , $ 12.11 $ $ 34 doodle bug pad • $ 2.26 $. ' - $ 35 Double Diamond Floor Finish $ 14.01 36 Arsenal Nuetralizer Packs $ 0.29 $ - $ - - - . 37 Easy Shine Reusable Pouches $ 10.61 . $ . - $" . . 38 Folex Carpet Spotter • $ 13.25 $ - $ -, , - 39 Heavy Duty Stripper $ 18.45 $ - $. . • - , 40 Sensor Bags(10 Pack) $ 15.14 0.1667 -$ 2.523838 .$ , . " 30.29 41 Pro Team Vac Pack Bags(12 Pack) $ 18.56 $.` $ • - 42 Brute Caddy Bag • $ 22.47 0.0833 $ ' ' •1.871751 $ ' .. , . 22.46 43 $ - $ ` - . 44 $' $:• - 45 • .$" $, . .- . 46 • $ $. 47 48 $% 49 ., - . 50 . -.. $ Total ,$ ' . 124.022616.. $ ' 1,488.27 .Area _s_in_ green`areformuja;driven._ _ r Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units • needed per month. , Annual Cost=Annual cost is computed by monthly cost times 12,months. DAS Form#12 J Revision 10-03 Page 2 Supplies Sheet -./ RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc • •The following Equipment&Tools are examples which may be required to do the job: . _ SUBCONTRACTORS Cost per - Burnishing/Floor machines Carpet extractors Description Time Times per Year Blind cleaning machines Auto scrubbers $. Sweepers Mop buckets and presses $ • -- - If any of this equipment is used on more than one project,be sure to include only that portion of _ 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. . `-$ - $ - / • $ $ . - r- 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% 5: '33.57 1 $ I • )33.57 ' 2 Easy Shine Applicator Kit $ 376.48 12 12 100% $• 376.48 100% $ 376.48 $ .; . 3 Pro Team Back Pack Vacuum $ 428.00 36 • - ' 12 • 33% $ 142.67- 100%"$ 142.67 1• $ / 142.67 4 Sensor XP15 Upright Vacuum $ 561.88 36 '' 12 • 33% $ 187.29 100% $. 187.29' 1, $ - , •187.29_ .5 Wave Break Down Press Combo Mc $ 76.72 36 • ' .12 -•.. ` 33% $ . 25.57 100% $ 25.57 1 '5 • . •,:..25.57 6 SC351 SCRUBBER $ 2,812.00 60 12 • • 20% $ 562.40 100% $ 562.40 - 7 NAUTILUS EXTRACTOR $ 3,928.00 60 -12 '20%-$ ' .785:60 100% $ 785.60 -$• . 8 ROSS 700 $ 2,590.00 60 . 12 . 20% $ 518.00 100% $ 518.00 $. ' 9 CRB PRO 45 $ 2,738.00 60 • 12 20% $ 547.60- 100% $ .547.60 10 Buffer Shroud $ 475.00 24 12 - 50% $ ---237.50' 100% $' 237.50 - $- - ' -- - . 11 Square Scrub $ 4,500.00 60 - _ 12 -.- • 20% $ •-'900:00 100% $i 900.00-- - •`•:.r'20/ $. 480:00 • 100/ $ •480.00 $' ' 12.Buffer 20"w/tank $ 2,400.00 60 .. 12 _ - 13 Wet/Dry Vac $ '1,250.00 36 - 12 ' - "33% $ "416.67 100% 5. 416.67 • 14 Cadet-Carpet Extractor $ 2,250.00 • 60 • - 12 ` ' '20% $ '•450.00+ 100% $ .450.00 $- • 15 Cordless Backpack $ 1,215.00 36 - .12 33% $-- 405.00:' 100% $' 405.00 $ •: 16 Cleaning Cart $ 135.50 36 -, 12 - • 33% $- 45:17 100% $: 45.17 • $• - . - 17 12 18 `12 - . ' - , . 19 12 '- - 20 "12 - - 21 12 . 22 12 ' 23 12 24 12 25 12 - . . , - _ Total $.'.. , . 389.11 • Areas in green are,formula;driven., ,_ • Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage= Depreciation'is calculated by dividing the contract life by the useful life. • • Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. Projected%Use= Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs - . • associated with this project.(note:100%would be an item used only for this contract) Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. - #of Units=Multiply by units needed to complete the contract/service. Annual Cost=Computed by project unit cost times the number of units. - - Work Area • • / . DAS Form#12 J ^-•-,-,--•n- Dono 7 Rn,nnmont Tnnlc LABOR _ _ Oregon Department of Administrative Services Direct Labor__ Project Costing Worksheet • Pathway Enterprises,Inc ' City of Ashland Police Department anitorial 22-23 ' - Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Dally/Per Times AnnualTotal Annual Hours Description Hours Rate -ductivity Total 1 Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor. Labor- 1 Janitor Daily 3.50 $17.02 . 100% $-'59.57 0.0765-$ ' 4.56 2.30% $, 1.37 1.75%_S' .104 28.00% $' 16.68• $ ..83,22 365 $'-:30;375:04 i`'' 7;277:5- . 2 $ - $ ' - . $:. ,S,_ _ _ -$ $ .S - - . 0.0 3 $ -:5 - _ ;§ -5 • _ .§ - - _. ' $ _ n 5 _ . '0.0' 4. 4 $ - �'S - 1$ -$ -.- _ $ _ $ _ $ . _ - - 0.0... 5 Supervisor 1.00 $22.13 100% $ 2213 0.0765 $ '1.69 2.30%:$.'0.51'' 1.75%-$ .0.39 28.00% $- 6.20 $ 30.92' 52 $ •. '1 607:61 i • 52 0 6 $ - 5' - $ _ $ - $ - $ - -$ - - -. -' - 0.0• • 7 $ - S ,$ - $ - $ - $ 3 ..0.0 • 8 $ - S _ - '$' - $ _ $ - ' $ - S - "0.0 9 $ $ '- $ $ -3 . -. $ - - $ b.0 10 $ •- $ .--. :$ $ _ § _ $ 11 - 5 - - .$ -;$ - $ ' - •$' - $ - $- - _ ,0:0 ' 12 $ :$ '$ _ $. $ - -�$ - •$ - - 10:0: 13 $ _ '.S. - :$� $ _ - $ -- $ - $ .. -: . ,0.0 14 $ ._ $ §,., $ $ $ $ _ p:0' - 15 $- - §. -§.- $ _ _ $ - . $ _ 16 $ §. $. $ .$ - - $ $ - - - 0:0 17 . $ - 5 ' _ ' -§ 5, - $ . - $ _ 18 $ .5,• - - 5.. - $' - .$.. ` _-_ 19 $ -S : - ,$.. § . $ § - -$ _ • - . 0:0- 20 S _ .§ _ _ _$ .- .$_. - 5, ' - $ - . 21 $ - §, - ,.§,. - -- 22 $ _ $ § -g - $ $ .5 - -._ - --.0.0-' 23 $ - S.: - • .5.- _ .§ _ .5' _ § ' - 5.. _ - - - , 0.0•. 24 $ - $- - - :$-' $ - $ . 25 • - • $ $ $' $ S $ $ _ --- ',0.0 26 $ - . $ : $ _ - S - . - $ 27 $ S s$ - 5.' . 28 $ - $. _ 5_ _ $ . - $ - '$ - $. • - - - .r0.0' - 29 . $ _ $, _ '5. $. _ . $ _ $ 30 $ .- 5 $: - $ - $•- $ - $ - -_ 0.0' Total $ .114.13' Total $ '31,982:65 ..... : 1,329:5 'Areas in green are_formula.ddven.,___2..; List"Other Benefits"Provided Work Hours=Breakdown total"work hours"(see Overview)into hours or partial hours required per time or per item. Health Insurance 16% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. PTO 6 • Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). . , Holiday 4% . ' Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. ' other 2% ' Subtotal 4=Computed by multiplying subtotal 1 by your'organization's Unemployment Insurance%. • Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. • . 'Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 . Times Per Year=This is the days or shifts worked per year • Annual Total Labor= Times per year multiplied by daily/per Item labor • - • Annual Labor Hours=Work hours multiplied by times per year Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated Other Benefits Mo.$=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 between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and willbe'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 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 other50%,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 identity the work and break it down into its component tasks.The description of work or specifications In the contract is the place to start.Once the component tasks are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even . seconds,the times must be compiled Into a Per-lime or Per-Item direct labor cost estimate.For example,In a custodial contract,first breakdown the work requirements Into component tasks such as,loading and unloading equipment,emptying trash • • • and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents the total number of hours per service.That figure Is the required'work hours'This number will slay the same regardless of how many people are working:For example,8"work hours'can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),ort people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity fort hrs.each.(8)(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 pmductMly,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 J Workers'Comp at your cost . Cost of other benefits paid by your organization(e.g.medical,dental,retirement•etc.) r i - Alter you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with'direct labor cost of$80.00 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#12 J Revision 10-03 • Page 4 Direct Labor Sheet • • • OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet ' • Pathway Enterpris City of Ashland Police Department Janitorial 22-23 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,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 Peicent 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. .. .- 20.00%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 costar 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 descripgon.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'Dlreet Laboi 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 tern cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. • • • Total Annual Direct Labor Hours • Input Total from Worksheet on Below Overhead per labor hour $, -:: • - Time required to complete contract [•. ., 1,330 • • Total Assigned Overhead I$ • - Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 224,660.00 Agency Revenue=$7,447,389""""""Total Overhead=$1,524,647""^"^"1,524,647/7,447,389=20% Management Payroll Tax Expense $ 11,832.00 Management Medical Insurance • $ 35,850.00 Management Pension Plan Expense $ 7,450.00 Sales&Administrative Salaries • $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 ' Sales&Administrative Medical Insurance $ 106,244.00 Sales&Administrative Pension Plan Expense $ 23,500.00 Office Rent $ 33,600.00 • Advertising and Public Education $ 21,261.00 $ 4,800.00 Background Checks&Urinalysis , $ 8,260.00 $ 1,650.00 • Professional&Accounting/Audit Fee $ 18,279.00 Training&Worker Safety $ 6,850.00 $ 825.00 Insurance - $ 32,414.00 Telephone - $ 8,500.00 $ 7,350.00 Utilities $ 14,035.00 $ 3,450.00 Property Taxes/Licenses/Fees $ \ 1,890.00 $ 450.00 Dues&Subscriptions - $ 6,371.00 $ 31,086.00 . Depreciation-office building $ 15,330.00 Depreciation-office equipment $ .24,350.00 Repairs&Maintenance-office $ 78,500.00 Cleaning and Maintenance $ 45,600.00 Office Equipmen Rental $. 7,427.00 ' Office Supplies $ 3,675.00 $ 650.00 • •• Postage&Freight $ 28,750.00 $ 450.00 • Rehab Miscellaneous Expense • Bad Debts ' Contract.Management-Fee, - $ 157,932.00 Interest Expenses. $ 16,337.00 Other.• • • Other.'' • _ • TOTAL INDIRECT COSTS $. 981,562.00 $ , 522,035.00 CPI Faster 1.40% 1.40% • Total I$ • - '' . 1;524,647.36 I • • DAS Form#12 J • Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc Project Costing Worksheet "City of Ashland Police Department'Janitorial 22-23 ' 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 $ •- 4 $ - $ ' 5 $ $ 6 • $. , _ . $ . - . 7 $ _ $ - . 8 . • $ - $ • 9 . $` . .._ . ' • $ - • 10 .$ - 5. . • . Margin • • The law allows a"margin held in reserve".The margin % can vary dependingon 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%1 • Work Area , • • • DAS Form#12 J • • Revision 10-03 Page 6 Trans-Delivery and Margin Sheet • • 1 • • • • • • • Costing Workbook • • • For Janitorial & Grounds Maintenance • • • • • Contracts Under the • Qualified Rehabilitation Facilities Program • • • • ,0 fi • viz rte #:4 t '4',••' r- -r. };;J "" .'117 y l 3`101-1. ut • • • NI\ 7 •Z • • • 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 speciallequipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also • completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each'sheet will have an example calculation and further instructions for completion. • • • QRF Name Pathway.Enterprises, Inc Project City of-Ashland Police Sub,Station Janitorial 22-23 _ • • Executive Director Signature: • Raw Materials - • Per Time Use-Supplies_ . (from supplies worksheet) ,$'' , - 20.1.18 Equipment,Tools&Subcontracting (from small equipment worksheet) • $ • . Subtotal 1 $ ,..:.:. , ..201.18 Labor Direct Labor (from labor daily worksheet) .$ -- 1,421.89. • Overhead See Overhead Worksheet •$ •• •. 438.67 ( Delivery . • Transportation (from.Trans&Reserve worksheet) $ . Total Before Margin' $ • , .2,061.75 Reserve • • Margin Held in Reserve (from Trans&Reserve worksheet) `$ 131.60 Total Bid Yearly'$; 2,193.35 Monthly $• ;. • ' 182.78 Work Area Wages used in this proposal are based on the City of Ashland Living Wage for 2022-2023. • • • • • • • DAS Form#12 J • Revision 10-03 • Page 1 • Summary Sheet • RAW MATERIALS - Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc . • . City of Ashland Police Sub Station Janitorial 22-23 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 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 $ 0.93 4.0000 $ ' • 3:720000: :'$.. 1 - `'4'4,64. 2 Arsenal#2 Window Clean • $ 0.82 0.5000 '$, .; 0.410000., $• • - '. 4:92 3 Arsenal#5 Restroom Cleaner $ 0.67 0.5000 $ , '0.335000 `5 4.02'- • • 4 Arsenal#6 Vindicator . $ 0.95 1.0000 5. -. „. 0.950000 $' ` -, -' 11.40'. 5 Barkeepers Friend Liquid . $ 4.25 ' 0.5000 $ '" ,' : '.2.125000 ".$• , ' ,25.50 6 Chewing Gum Remover • " . $ 3.74 $ $ ., . 7 Stay Brite Stainless Cleaner $ 3.95 $ $ 8 Take Down Fresh and Clean • $ 20.53 $,,. $ , 9 Wenco Aero Glass Cleaner $ 2.24 • 0.2500 .$ -. .'0.560000 $ . . .6:72 10 Ziz-O Paste $ 5.94 $ - $ 11 Angler Broom ' $ 5.90 0.0833 .,$- " ; 0.491470 $' -'•, 5.90 12 Cleaning Terry Cloth Rag ' $ - 0.49 2.0000 $ - .0.975000' $ - - .- 11.70. 13 Dust Mop 36"Frame • . $ 3.20 14 Dust Mop Handle • $ 6.80 $' $ . _". _ 15 Dust Mop Head 36" $ 8.27 $ $' 16 Dust Pan $ 2.65 . 0.0833 $ 0.220745 .5 •'2:65 • . 17 Easy Adapter hose $ 22.08 •$ $ 18 High Rise Duster $ 9.32 0.0833 ,$. 0.776356. $ - ''. - ,9'.32= 19 Melamine Erasing Sponge(24) • $ • 27.50 20 Ninja T Bar $ 3.38 21 Pro Guard Nitrile Gloves(400) $ 38.90 0.0833 $ ' 3.241667 .$'- -• 38.90 22 Scour Sponge White(Case) $ 38.30 0.0208 $ -0.797917 $ - - 9.58 . 23 Toilet Brush $ 1.83 0.0833 $ ', •0.15 $ : - - - 1.83: . 24 Trigger Sprayer w/Bottle $ 2.40 0.2500 ,$ 0.600000 $ .. ' . 7.20 25 Unger Micro Washer Sleeve • $ 1.95 •$ $' = . 26 Mop Head $ 9.35 0.0833 $ - '0.778855 $ , - .•? : 9.35 27 Mopster W Fluid Resevoir $ 44.63 • _$. - $ _ ' 28 20"Black Strip Pads $ 3.58 $ - 29 20"Brown Strip Pads $ 3.74 $ $ " - • 30 20"White,Polish Pads $ 4.26 $ $ - ; - 31 3m Square Scrub Turf Pad $ 43.22 $ $ 32 60"Handle $ 7.30 33 Deep Six Defoamer $ 12.11 $ $ - 34 doodle bug pad • $ 226 $: -_ $ .., ;•_ . . , 35 Double Diamond Floor Finish $ ' 14.01 $ $ '• 36 Arsenal Nuetralizer Packs $ 0.29 $ $ , . 37 Easy Shine Reusable Pouches $ 10.61 $! $' „ - 38 Folex Carpet Spotter $ 13.25 $:• '_ • $` 39 Heavy Duty Stripper $ 18.45 $ • ' . . - $ - - • 40 Sensor Bags(10 Pack) $ • 15.14 0.0417 .$,.. '' :'_.',0:630833 $ ._ -' 7.57 41 Pro Team Vac Pack Bags(12 Pack) $ 18.56 $ '• $ ; 42 Brute Caddy Bag $ 22.47 $ $ ...- 43 .-43 $ $ 44 $ - 45 . 46 $. $ 47 - - • $' $ 48 49 50 • Total $ . .•:-.167_65282' •$` ' 20:1:18. Areas:in_green.areeformula;driven:_._:___. ' Monthly Cost=Monthly cost is computed by multiplying the total unit cost by the units • needed per month. • Annual Cost=Annual cost is computed by monthly cost times 12 months. • DAS Form#12 J Revision 10-03 • Page 2 Supplies Sheet . \.. - • RAW MATERIALS - Oregon Department of Administrative Services • • Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc 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 id 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 $ - -. 2 Easy Shine Applicator Kit $ 376.48 12 - - . 12 •• 100% $ 376.48 100% $ '376.48 $ • • • 3 Pro Team Back Pack Vacuum $ 428.00 36 12 • ' ' 33% $- .142.67. 100% $• 142.67 $ 4 SensorXP15 Upright Vacuum $ 561.88 36 • 12 - 33% $ - 187.29-, 100% $ 187.29 $ - 5 Wave Break Down Press Combo Mc $ 76.72 36 - - 12 33% $ .25.57. 100% $ 25.57 $ 6 SC351 SCRUBBER $ 2,812.00 60 - 12 . •. 20% $ i 562.40 -100%:$• 562.40 $ . • 7 NAUTILUS EXTRACTOR • $ 3,928.00 60 .12 - 20% $ ..785.60' 100% $ 785.60 $ 8 ROSS 700 $ 2,590.00 60 12 20% $ 518.00 100% $. 518.00 .- ' '.9 CRB PRO 45 $ 2,738.00. 60 - - 12 --- .. 20% '$-- 547.60' . 100% $• 547.60 $ -, -- - - ' .10 Buffer Shroud $ 475.00 24 .• . 12 50% $-, 237:50 100% $ 237.50 11 Square Scrub $ 4,500.00 60 .: 12', •• •r- 20% -5 -• 900.00 100%.$` 900.00- 12 Buffer 20"w/tank $ •2,400.00 . 60 ' - -12. . - -. ,20% $ 480.00 100%•$' 480.00 $. 13 Wet/Dry Vac $ 1,250.00 36 12 • 33% $ - . '416:67 100% $ 416.67 $` " 14 Cadet Carpet Extractor $ 2,250.00 • 60 12 20% •$ '450.00: 100% $ 450.00 $ 15 Cordless Backpack $ 1,215.00 36 . . . ..12 . . .33% $ .405:00, . 100% $. 405.00. 16 Cleaning Cart $ 135.50 36 • . - 12 . . :- 33% $ - - 45.17 ' 100%-5" .45.17 $ • . 17 12 • 18 12' _ 19 12 . 20 12 • 21 12. . . 22 12 -- . • 23 12 _ ••- 24 12 ' _ - : , 25 12 • Total $ ( reas in-green areformladriven. " - 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 Ar• • ea • • • • • DAS Farm#12 J • ....... o^^�'� Cnrrinmonf Tnnle LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet Pathway Enterprises,Inc City of Ashland Police Sub Station Janitorial 22-23 „ Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total l Total 2 comp% Total 3 ment% Total 4 Benefits% 'Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor 1 Janitor Daily 1.00 517.02100% $" 17.02" 0.0765•.5" -1:30. 2.30%i$ 0:39'• 1.75%"$'-' '0.30_ 28.00% .$' ' 4:77 $ '•2378- 52'$ 1;236.40�`-'- -- -- -52:0 2 ,, 5r _ g. . ,.5_.. .5. "-5' - •$ - $ - --0:0: 3 • $- _ $ _ - :$ - $: _ $ _ -g - $ -- .0:0. 4 5' _ .$' - 5- - $ - 5 - S .- _ $ , --- 0.0 • 5 Supervisor 0.50 $22.13 100%.0'11.07 - 0.0765 $- 0.85 2.30%7$'-0.25 1.75% 5 :019 28.00% $ 3.10 •$ 15.46 12 5 185.49_ • 8.0 6 5 - 5 .. - ..$ $ -. 0 - S - .. $ _ __ 0.0 7 $ •- . $ •- ,$ '$ -s - $ $ _ , 10.0 . 8 $ - $ - - '$ S - • 5 $ - $ • - _ 0.0'. 9 $ - $ - :g . _ . $ _ - 5 _ $ _ - $ _ "-0.0 10 _ 5 - $ - '$. -, - $ - 8 ' - $ - $ - _I0.0' 11 $ - 15 , - .$ .- 5 - •5' - $ - $- 0.0 ' 12 $ $ _ . . ;$ - 5 _ 5 •- $ $ .13 - 5 - $ -. Y5: _ $• - $ ' - $ --, �s. 0.0; 14 . $ - $.' - 1$. - S -- 5. - 5 .- $. - ;0:0 15 $ $ - ''$-. g - $ 5- - $ - _ _. .---0:0 16 $ - $ _ ,;5 $ •- '$ - _ 5 - .5 _-_ -0.0 17 5 - - S -. - . 5 $ _ $ _ _ __ A.O. 18 . • 5 -5 ._$._ _,_ $' ._-_ $. - - 5 $ _ ._. -0.0- 19 $ - `$ - - ' 5' - $ - - ' $ - _ $ - $ - - .0:0 ' • 20 $, - - �-5 ;5.- 21 $ _ $ ,,$; -.. ' .: .. _010 22 : $ -. 'S - -5...-_ 5 5-- - _ $ _ S$ _ - .0.0.. 23 $ - $ --' - 'S '- g - - .$ - $' -- - • 24 • $ - $ "5- _ 5 $ - �$ $ _- . '0.0 25 8. - 5 - - ,$--_ 5 . _ $ - - 5 - 5 -_--- - io:o� 26 5 - $, _. -S` S. _ _ . $ - $ - $ _ 27 S $ 'S, - $ . - - $ $ $ ,:0:0 - 28 5- - $ - - ' $ - 5 29 $ .5'. ..$- - .$ _ . - 30 $ - '$ - -$ $•• - $ - $ - • $ Total _5 39.23: Total '$ • 1,421.89'• ::-58:0. . 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. Health Insurance 16% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. PTO 6% • Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% • Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other ' . 2% • Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. • Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly 5. . Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 - • ' Times Per Year=This is the days or shifts worked per year, Annual Total Labor= Times per year multiplied by daily/per item labor - - Annual Labor Hours=Work hours multiplied by times per year . • Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount 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 adifferent contract If their monthly benefit is$100,then only$50 would be allocated to this column. , • For purposes of costing a project,ti's Important to distinguish between direct 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 funs ions and the other 50%supervising.In that case you would Include 50%of that person's time as direct labor and capture the other50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. • Direct labor is best expressed as'work hours'.That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down Into its component tasks.The description of work or specifications in the contract is the place to start Once the component tasks are Identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be compiled Into a Per-Time or Per-Item direct labor cost estimate.For example,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 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 r the total number of hours per service.That figure Is the required'work hours.°This number will stay the same regardless of how many people are working.For example,8'work hours'can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),or2 people working at 100%productivity for 4 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 contract!Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. . Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) . After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the,daily cost by the number of days per year that you will provide the service. • For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks peryear,.would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(n this case you get$1733.33/month). . DAS Form#12 J • Revision 10-03 Page 4 Direct Labor Sheet 1 • ' OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet . Pathway Enterpris City of Ashland Police Sub Station Janitorial 22-23 ' 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 make up the overhead cost(see • 'i t 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. 20.00%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 gel 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 identity 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. Use 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 as management or administrative costs.(Including these costs into the direct labor 3.Overhead as a Percent of Total Dlret Labor' Hours I hour total will deflate the actual costs.)The worksheet will compute the overhead as a fine item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours ( . • Input Total from Worksheet on Below • Overhead per labor hour •$ - - Time required to complete contract. I -_..' 58 • Total Assigned Overhead' I$•" "' - Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead • Management Salaries $ 224,660.00 Agency Revenue=$7,447,389"`"."Total Overhead=$1,524,647"^^^"1,524,647/7,447,389=20% Management Payroll Tax Expense $ 11,832.00 Management Medical Insurance $ 35,850.00 Management Pension Plan Expense $ 7,450.00 t Sales&Administrative Salaries, $ 477,463.00 _ Sales&Administrative Payroll Tax Expense $ 36,526.00 Sales&Administrative Medical Insurance . $" 106,244.00 Sales&Administrative Pension Plan Expense '$ 23,500.00 Office Rent $ 33,600.00 Advertising and Public Education • $ 21,261.00- $ 4,800.00 _ , Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 , Professional&Accounting/Audit Fees $ 18,279.00 Training&Worker Safety $ 6,850.00 $ 825.00 , Insurance •• $ 32,414.00 ' Telephone $ 8,500.00 $ 7,350.00 Utilities $ 14,035.00 $ 3,450.00 Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 . Depreciation-office building $ 15,330.00 Depreciation-office equipment $ 24,350.00 Repairs&Maintenance-office $ 78,500.00 Cleaning and Maintenance • $ 45,600.00 Office Equipment Rental $ 7,427.00 Office Supplies $ 3,675.00 $ 650.00 Postage&Freight $ 28,750,00 $ 450.00 Rehab Miscellaneous Expense . • Bad Debts ContractManagement Fee., . ' $ 157,932.00 • interest Expenses $ 16,337.00 - Othen• •• Other - TOTAL INDIRECT COSTS $ 981,562.00 $' . 522,035.00 ' . ' CPI Feucr 1.40% 1.40% Total I$ . . 1,524,647.36 I , 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 Police Sub Station Janitorial 22-23 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 $.. ' ' - $ 5 $; . - $: 6 $' 7 $ - $ _ 8 9 $ - $ 10 $ • Margin The law allows a"margin held in reserve The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows-for inventory and equipment • replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)will have to be justified to DAS. • Enter as a%of total cost of contract I 6.0%I Work Area • . • ' 1 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 116 „?1:1- - •. \ .431.11171#144 = r '_ rte _ _ 0 . j� 1w� r Y � Z'an nkT, •- {ifS[r i, n�I I iv _ - _..^.. _ _l��t®_�.J�;b_385o7�_S- :fJdl�IF3�G.3T CJ` 2�J s- _ • • 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 Service Center Janitorial`22.23 Executive Director Signature: Raw Materials . Per Time Use-Supplies (from supplies worksheet) :$ Equipment,Tools&Subcontracting (from small equipment worksheet) •$ ' ` 246.44•" Subtotal 1 $ . ,. 1,286.57- Labor Direct Labor ' (from labor daily worksheet) $ ;`• 1.7,680:82, • Overhead See Overhead Worksheet ,$" :;. 5,126.32 Delivery • Transportation (from Trans&Reserve worksheet) • Total Before Margin $ 24,093.72' • Reserve Margin Held in Reserve . (from Trans&Reserve worksheet) :•$ :--• 1,537.90• • • Total Bid Yearly $ . .• 25,631.61. Monthly $. 2,135.9T • Work Area • (Wages used in this proposal are based on the City of Ashland Living Wage for 2022-2023. • • • • • • DAS Form#12 J • Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet • n • Pathway Enterprises, Inc ' City of Ashland Service Center Janitorial 22-23 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 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 UselPer Item Manufactured-Supplies Item Unit .Units Needed Monthly , Annual ' ' Price Per Month Cost Cost 1 Arsenal#10 Top Clean $ 0.93 22.0000 $' . - '20:460000;;`$_ - __,245.52 2 Arsenal#2 Window Clean $ 0.82 4.0000 E$=_ ,. _3280000';'$. . _ "39:36 3 Arsenal#5 Restroom Cleaner $ 0.67' 4.0000 $; 2168600 „$'__- '.,- '•321:16` 4 Arsenal#6•Vindicator $ 0.95 8.0000 ,$__ _ :: 7':600000. $'.__'__ , 91:20' 5 Barkeepers Friend Liquid $ 4.25 1.0000 _$.,.. , 4 250000 ,$.....,.,__ 51.00, 6 Chewing Gum Remover $ 3.74 0.2500 ;$.__ 0'035030: '$._ _• 11.22' 7 Stay Brite Stainless Cleaner • $ 3.95 ' 02500 $ . 0 987917 _$_._ - , 11.86 8 Take Down Fresh and Clean $ 20.53 ' 0.0416 $, ,0.8540'46- $ 10.25 9 Wenco Aero Glass Cleaner ' $ 2.24 1.0000 ;$I'_ 2:240000 $ .• ;26.88' 10 Ziz-O Paste" $ - 5.94 02500 $'.',_ 1.485000 $ . • .17.82' 11 Angler Broom " $ 5.90 0.1667 ;$• • 0.983530 $ ° ' ',. 11.80' 12 Cleaning Terry Cloth'Rag $ 0.49 5.0000 1$' 2.437500 '$ ' 29.25 13 Dust Mop 36"Frame $ 320 0.0833 •$ __, `0:266560" $ ,• _', ,3.20` 14 Dust Mop Handle ` $ 6.80 0.0833 .'$'`. ..;;_. . 0.566440, $ - " . ,,. .:•6.80 15 Dust Mop Head 36" $ 8.27 0.1250 $. 1.033750 $= . ' 12A1- 16 Dust Pan $ 2.65 0.2500 _$I 0.662500 $ 7.9.5.- 17 Easy Adapter hose $ 22.08 18 High Rise Duster $ 9.32 0.1667 •$i. 1.553644 t$ 18.64' 19 Melamine Erasing Sponge(24) $ 27.50 0.0416 `$ - •1'•.1'44000. '$ - '• '13.73' 20 Ninja T Bar $ 3.38 0.0833 $ : '0.281721 .$. ' 3.38' 21 Pro Guard Nitrile Gloves(400) $ 38.50 0.5000 $ "19.250000.'$•.-•; •,_, .231.00 22 Scour Sponge White(Case) $ 38.30 0.0833 '$ ' , -• 3:190390' $ ,38.28; 23 Toilet Brush $ 1.83 0.5000 ;'$ 0:92 $ . • .. "10.98 24 Trigger Sprayer w/Bottle $ ' 2.40 1.0000 $.. 2.400000 $ - - 28.80 25 Unger Micro Washer Sleeve $ 1.95 0.2500 ',$' 0.487500 $.':' • .: 5.85: 26 Mop Head $ ' 9.35 0.2500 ;$. ' ' 2.337500 $ _. :" '' 28.05 27 Mopster W Fluid Resevoir $ 44.63 :$• " • $ 28 20"Black Strip Pads $ 3:58 29 20"Brown Strip Pads $ 3.74 $.'_ _ - $°r' - 30 20"White Polish Pads $ 4.26 - 31 3m Square Scrub Turf Pad $ 43.22 . $• ;';, .„ $, 32 60"Handle $ 7.30 33 Deep Six Defoamer $ 12.11 $ $ 34 doodle bug pad $ 2.26 35 Double Diamond Floor Finish $ 14.01 $• - ' • " $: :• ' "' - 36 Arsenal Nuetralizer Packs $ .0.29 $_ $ 37 Easy Shine Reusable Pouches $ 10.61 ,.$'_ - • $ „ - 38 Folex Carpet Spotter $ 13.25 39 Heavy Duty Stripper ' $ 18.45 - _$. _ ' - ' $ • 40 Sensor Bags(10 Pack) $ 15.14 0.1667 $' _ ' .•2.523838 $..• ' 3029 f , 41 Pro Team Vac Pack Bags(12 Pack) $ 18.56 - 42 Brute Caddy Bag $ 22.47 0.0833 z$ _ _':11.871751 $=-• " ' ' ' 22:46 43 $. _' . $ • 44 , • 45 .S' -_ :$' •- -. 46 47 - $' 48 ${ $_ , 49 .'$'. _ $`' - - - __ 50 .$'__ - _ - $' • Total '-$ ,._. _ 86.677588' $:: _ ._ 1'.,040;13" ' eet are formula driven.` Areas_ ingr __.__ • • Monthly Cost= Monthly cost is computed by multiplying the.total unit cost by the units needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. • DAS Form#12 J • Revision 10-03 • Page,2 , Supplies Sheet r- RAW MATERIALS Oregon Department of Administrative Services ' • Equipment,Tools&Subcontractors • Project Costing Worksheet Pathway Enterprises,Inc . The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Cost per BZmishing/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. / •g _ -. 5_•-• _ • ' 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 Easy Shine Applicator Kit $ 376.48 12 - •12- 100% $: 376.46 100%.$ .376.48 $, :•. 3 Pro Team Back Pack Vacuum $- 428.00 36 .- 12 33% $ ' 142.67 100%-$. 142.67 $ 4 Sensor XP15 Upright Vacuum $ - 561.88 36 - ' 12 33% $, 187.29 100% $. 187.29" 1 $ . 187.29 5 Wave Break Down Press Combo Mc $ 76.72 36 - .. 12 - , , 33% $ . .25.57 100% $ 25.57 1 :$. . ' -25.57 6 SC351 SCRUBBER $ 2,812.00 60 . - 12 • 20% $ 2-:562.40 100% $'.562.40 -$ • 7 NAUTILUS EXTRACTOR $ 3,928.00 60 - 12' - 20% $. :'765.60 100% $'785.60. $ + • • 8 HOSS 700 $ 2,590.00 60 -12 20% $-.. 518.00. 100% .$-'518.00 $.. 9 CRB PRO 45 $ 2,738.00 60 - • •12 ', , 20% $ .547.60 100% $-.547.60 $ • 10 Buffer Shroud • $ 475.00 24 .,-12. - 50% $ 237.50. 100% $ 237.50 $ ' 11 Square Scrub $ 4,500.00 60 -12 } '.20% $ -=-900.00- 100% $ 900.00. $-- 12 Buffer 20"w/tank $ 2,400.00 60 = .:12. - _ -•,y20%•$...-'480:00 100%1 480.00 $' i . 13 Wet/Dry Vac' $ 1,250.00 36 "`, ,12. • .:33%`$- , 416.67 100% -$ 416.67 14 Cadet Carpet Extractor $ 2,250.00 60 --'12 - 20% 5' 450.00• - 100% 5-- 450:00: s: - 15 Cordless Backpack $ 1,215.00 • 36 _ - .;12 • - 33% -$ -' .405.00' 100%'5. 405.00 $_ ` 16 Cleaning Cart $ 135.50 36 --12 , . , -33% $ '-- 45.17, 100% 'Si- 45.1-7,- 17 12 - • • 18 12 - . 19 ' - .12 .. .. _. - 20 12 21 12 ' . . - . 22 • 12 23 - . . ''12 - _ i ' . - t •. ' . c, . . 24 - ..12 - , • 25 - 12 . - ' Total $ :246:44 • :Areas ingreenare formula driven:' . ' • Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage= Depreciation is calculated by dividing the contract life by the useful life. - • Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs • associated with this project.(note:100%would be an item used only for this contract.) Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. #of Units=Multiply by units needed to complete the contract/service. - • • Annual Cost=Computed by project unit cost times the number of units. • • • Work Area ' • • • . • 1. • DAS Form#12 J , o....;,.:....-,n no Pana 3 Fnuinmwnt Tools • LABOR . Oregon Department of Administrative Services - Direct Labor •• Project Costing Worksheet • Pathway Enterprises,Inc • ' City of Ashland Service Center Janitorial 22-23 ' Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours ♦r Description Hours Rate ductivity Total l Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor 1 Janitor Daily 3.25 $17.02 100%-$-55.32 0.0765 $ 4.23' 2.30%"S' 1.27 1.75% $-" -0:97 28.00% :S - 15.49''S' -77.28, 208 $ 16,073.2''' . 678.01. 2 $ --- $ _ 5 S - :5' _ S. - $. . - - ' - -0:0. 4 - $` -- 'SC - '.$, _ $ 8' - $ - $ . 0.0; . 5 Supervisor 120 $22.13 100% $I 22:13 0.0765 V. 1.69 2.30%'9. 0:51 1.7556 $ 0:39. 28.00% $ 620"'$ 30:92. 52 $ ,1,207.6t- -520 - . 6 $' - $ s - . $ ' . $ - $ . ;0' . '5.0- 7 $ - S. - •.5 - 5' - $' - $ = 5 - ' - _ o:o::. 8 s_ $ - :$ - 5' - $ - $ $ 9 s - .$ - .$ - - $ - $ .-- $ . - .5 - X0:0. 10 $ - - .5 $ $- ' - -0 $ - $ - . 0.0::. 11 $ - -_$ _. _ ($: - 5-''' -, $ - $- 12 ..5 = ..$'..-'•_ $ - $ $ >._.', 00:. 13 $ - S .5.. ,- $_ $ $ - 5, - i.•' 0:0' ' 14 $.'- $ - S. - $_ - S _ $ _ $ -- 0:0. 15 ' 5. 5'' - :5 $ - 5 - $ $ - 0.0 16 S - $ 'S :S- - .5 - $ _-. $ - - _0.0: 17 • $ '$. - '$ = . .5.. .. = - _$ - s :=:. .$ ., _0.0, 18 - $ $. - S. - $. ..Si E _ • $ 19 ,$ $, - $ - - ,$ - $ 20 $ - $:' - '$�_ _- $ - 5 - $ , -;'- '$'' 0.0:" • 21 '$ - . 5 1$' = $ - $ - - $ - 5 - . ..0.0 22 5 $ - $ . $ ' 0:0; 23 S" •' $ , • r$' _ - $'. '5 - $ - 5 '-02 ' 25 .5 - -$- : r5' - s - $ _ $. _ $ - 0..Or 26 $ - . $: l:$'. - $• $ - $ - .-_ S 0:0 ' 27 S --, S... - _ $ - $ - $ - $ --_ $ - . .. 28 $. -$ . '$'. - 5 - s - s '-- 5 - - -- 0:0. 29 $" $ - - - S' - $ - $ - • • 0,0, 30 ' .ST $'. --. '.$... _' $ ._ - • $ - $ - $ - -0:0' • ' Total '9 '108.19. Total $ : 17880.82'__ • 728:0. • • • ' IQreas ih,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. Health Insurance 16% Subtotal 1=Computed by multiplying hours in work hours by houdy rate(prevailing wage if required)and then multiply by%productivity. PTO . 6% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%).' Holiday . 4% r- • Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other 2% Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. - - Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. : -- - Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly S. - • Daily Per liens 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,It's Important to distinguish between direct and Indirect labor:Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussdd later.Direct labor is that which is • specifically identifiable as a part of the contract requirements.It should,be noted that working supervisors could spend a percentage of their time In direct labor functions.The percentage may vary depending on the project or organization.For ' example,a supervisor may spend 50%of his/her time In direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs. In the indirect labor portion of Overhead. - • Direct labor is best expressed as'Work hours'.That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down Into its component tasks.The ' description of work or specifications in the contract is the place to start.Once the component tasks are identified,the next step Is to estimate the time that will be required to accomplish each task.Since this estimated time may be In minutes or even seconds,the times must be compiled Into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash - and recycle containers,vacuuming,sweeping,cleaning sinks,waxing Floors,etc.(be sure to account far time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure is the required'work hours."This number will stay the same regardless of how many people are working.For example,8'work hours'can be accomplished by I person working at 100%productivity • for hrs.(1x8=8),or2 people working at 100%productivity for4 hrs.each(2x4=8):It could also be done by 8 people working at 50%productivity for2 hrs.each.(8x50=4,4x2=8) Once You know the total work hours per service or per'ftem,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 contractt Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. . • Matching FICA • Workers'Comp at your cost . Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement On a service contract multiply the daily cost by the number of days per year that you will provide the service. . For example,a service with direct labor cost of$90.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). • - • DAS Form#1$J Revision 10-03 Page 4 Direct Labor Sheet • • • OVERHEAD Oregon.Department of Administrative Services : Overhead Costs Project Costing Worksheet • Pathway Enterpds City of Ashland Service Center Janitorial 22-23 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 producingafinal product,orproviding aservice,acertain percentage of that dollar is required for overhead.To calculate the overhead - percentage,it Is best to have financial records for your organization that go back a year or more.Add together the expenditures that make up the overhead cost(see worksheet below). Now add thin figure to the Raw materials,Direct labor and 1. Enter Overhead;as a percent Total Costs' Delivery for a total cost.Divide the figure for overhead by the figure for total costs. 1' The result is a percent that represents overhead as a percentage of the total cost " ... 20.00%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 aDollar,-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. i 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 • ' • ,.thy current year budget Next,input into the cell below the total direct labor hours paid out by your entire organisation 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'Pereent 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 Time required to complete contract . . :728 • Total Assigned Overhead I'$. ' - .- • • • . Worksheet • WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS . ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 224,660.00 Agency Revenue=$7,447,389 nn^^^^Total Overhead=$1,524,647"^.."1,524,647/7,447,389=20% Management Payroll Tax Expense $ 11,832.00 • Management Medical Insurance • $ 35,850.00 ' Management Pension Plan Expense $ 7,450.00 • Sales&Administrative Salaries $ 477,463.00 " Sales&Administrative Payroll Tax Expense $ 36,526.00 • Sales&Administrative Medical Insurance $ 106,244.00 - • Sales&Administrative Pension Plan Expense $ 23,500.00 , ' Office Rent' $ 33,600.00 ( Advertising and Public Education $ 21,261.00 $ 4,800.00 Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 ' Professional&Accounting/Audit Fees $ 18,279.00 Training&Worker Safety $ 6,850.00 $ 825.00 Insurance $ 32,414.00 • Telephone $ 8,500.00 $ 7,350.00 • . Utilities $ 14,035.00 $ 3,450.00 , r Property Taxes/Licenses/Fees S 1,890.00 $ 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ 15,330.00 ' Depreciation-office equipment $ 24,350.00 . Repairs&Maintenance-office $ 78,500.00 Cleaning and Maintenance $ 45,600.00 • ' Office Equipment Rental , . $ 7,427.00 - Office Supplies $ 3,675.00 $ 650.00_ Postage&Freight $ 28,750.00 $ 450.00 • Rehab Miscellaneous Expense . Bad Debts - contract Management Fee $ 157,932.00 • . Interest Expenses. 5 16,337.00 , Others` ' 011ier' - , • . • ., • TOTAL INDIRECT COSTS .$ 981,562.00 $ - •522,035.00 - • CPI Factor 1.40% 1.40% • Total I$• .1,524,647.36.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 Service Center Janitorial 22-23 ' 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 perforni the service to the locationwhere the service will be provided. (b) Services dependent on vehicle in the provision of that service. • • GSA-Privately Owned Vehicle(POV1 Mileage Reimbursement Rates • Services Contract Miles Per Rate Per Daily Services per Annual • Delivery-Description Service Mile Cost Year Trans Cost 2 ,5' - • $ - 3 , $ _ $ •• 4 5 _$, 6 7 8 $ • ,$ -. . g $ $ - . 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 standardsand 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 I 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 • • • {{ v• • .. ., „ �""yrs .. ,,,,� �• ,( L .^,5. ezet 1 11[14, I? I (l '((p1ll�>—.. •� fi`'f ��4I t+ I '11 :i.' F e,„ y• r•1, a �rnor 5 • • • • • ( • • 11.•186'9 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 ihto 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'Aahland Street and='Shop Janitorial 22-23 • • Executive Director Signature: Raw Materials •• Per Time Use-Supplies . (from supplies worksheet) Equipment,Tools&Subcontracting (from small equipment worksheet) Subtotal 1 $ ,• - . " •„1-,124.60' Labor Direct Labor (from labor daily worksheet) $` - 6,244.12'. • Overhead See Overhead Worksheet $ : , 1,991.54 Delivery Transportation (from Trans&Reserve worksheet) Total Before Margin ,$ ;• ••9,360:26'• . Reserve • Margin Held in Reserve (from Trans&Reserve worksheet) $. - 597.'.46 Total Bid Yearly "$ . • • •• •,,-9,957.72 Monthly $ • - ;;.829.81' • Work Area Wages used in this proposal are based on the City of Ashland Living Wage for 2022-2023. • • • • • • • • • • • 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 Street and ShopJanitorial 22-23 • _-- 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. 1 _ • 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 $ 0.93 18.0000 ..5' ._ '' • :16.740000 '5,.`• . ' ` ',,.'200:88: ' 2 Arsenal#2 Window Clean $ 0.82 3.0000 -$`.._ , ,cr..• .2.460000 $ •- ' 29:52 - 3 Arsenal#5 Restroom Cleaner $ 0.67 3.0000 •$ . "",•2.010000::,$ 24.12• ' 4 Arsenal#6 Vindicator - $ 0.95 6.0000 5,_ '- .,--'5.700000' $ - "68:40 5 Barkeepers Friend Liquid $ 4.25 0.7500 :'$ .;3:187500 $ , .". 38.25 6 Chewing Gum Remover $ 3.74 0.2500 .5:, .: '0.935000' 5' '•• _ 11.22 7 Stay Brite Stainless Cleaner $ 3.95 0.2500 $_,.., - 0.987917 $" . .` ' 11.86 ' 8 Take Down Fresh and'Clean $ 20.53 9 Wenco Aero Glass Cleaner $ 2.24 1.0000 _5 •- ,2.240000' $`" , 26.88' 10 Ziz-O Paste $ 5.94 0.2500 `$ __ 1.485000 $' .'_, = 17.82:• \,11 Angler Broom $ • 5.90 0.1667 ,'$ ' ' 0.983530 $ -' '-• ''; 1.1.80- ( ' 12 Cleaning Terry Cloth Rag $ 0.49 5.0000 $ '.'2.437500 $ - :;" "29.25: \ • 13 Dust Mop 36"Frame $ 3.20 0.0833 $ n'' ';;:0.266560" $; 3.20 14 Dust Mop Handle $ 6.80 0.0833 ,$ 0.566440_, $ '. . . 6..80. 15 Dust Mop Head 36" $ 8.27 0.1250 '$ '; 1.033750 $' :,` .12.41 16 Dust Pan . . $ . 2.65 0.2500 1 " " -0.662500 $- ., 7.95, 17 Easy Adapter hose $ 22.08 5 $' 18 High Rise Duster $ 9.32 0.1667 ,$ _• • .' 1.553644. $ 18.64- 19 Melamine Erasing Sponge(24) $ 27.50 0.0416 _$. . ` •'..1.144000 $ ',i, ' "13.73 . 20 Ninja T Bar $ 3.38 0.0833 .$T__ • 0:281721 '$ • _ '\:,, 3.38' 21 Pro Guard Nitrile Gloves(400) $ 38.50 . 0.4167 $ . , 16.041667--$- • _ ;•: 192:50 22 Scour Sponge White(Case) $ 38.30 0.0833 $ - ' 3.190390'"$' - • _ ' . 38:28 23 Toilet Brush $ 1:83 0.5000 .$: .. _ • -• 0:92. $_ .10.98- 24 Trigger Sprayer w/Bottle $ 2.40 1.0000 ,$, -'2.400000'" -$.:-. . - 28.80 25 Unger Micro Washer Sleeve $ 1.95 0.2500 i$:__'__._ . ' 0:487500' ''$ ' ' 5.85' . 26 Mop Head $ 9.35 0.2500 '$ 2.337500, $': ".. 28.05. . 27 Mopster W Fluid Resevoir ` $ 44.63 :$ _ $ -• , 28 20"Black Strip Pads $ 3.58 $ $ e 29 20"Brown Strip Pads $ 3.74 30 20"White Polish Pads $ - 4.26 $ '. $- • 31 3m Square Scrub Turf Pad $ 43.22 $ $; ) 32 60"Handle $ 7.30 +:$r- - $_. : - '' ,- 33 Deep Six Defoamer $ 12.11 $_ $ 34 doodle bug pad $ ' 2.26 35 Double Diamond Floor Finish $ 14.01 $ $ 36 Arsenal Nuetralizer Packs $ 0.29 37 Easy Shine Reusable Pouches $ 10.61 38 Folex Carpet Spotter $ 13.25 $ $'•"r,;, 39 Heavy Duty Stripper $ 18.45 40 Sensor Bags(10 Pack) $ 15.14 0.0833 _$' ,, "=''.1•;261162 ,$' _' '15.13 41 Pro Team Vac Pack Bags(12 Pack) $ 18.56 $,:; -• :. : = $ "- 42 Brute Caddy Bag $ 22.47 0.0833 $ " -• 1:871751 $ . -. - ' 22.46: • 43 $, $ 44 45 46 47 - $':. . _ -- _ $ • - . 48 , L$____._.. - $,--.__ ; . _ 49 _$_- -. .._.. ___ $'.__ • 50 : ___ _. 7:..i....1•_,. ..:'.$. " Total $ ., 73A 80031k•$;: ' . 878.1.6" - Are_as•,in green;:are'formula dnueri_.'._._'. . • Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. ' Annual Cost=Annual cost is computed by monthly cost times 12 months. DASForm#12J • . Revision 10-03 Page 2 • Supplies Sheet • RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc The following Equipment&Tools are examples which may be required to do the job: t SUBCONTRACTORS . ' Cost per Burnishing/Floor machines Carpet extractors Description Time Times per Year Blind cleaning machines Auto scrubbers -$ 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 Easy Shine Applicator Kit $ 376.48 12 12 100% $, 376.48 100%.$ 376.48 $ 3 Pro Team Back Pack Vacuum $ 428.00 36 • 12 • 33% $ 142.67 100% $ 142.67 $• . 4 Sensor XP15 Upright Vacuum $ 561.88 36 12 33% $ -.187.29 100% 5.- 187.29 1 $ - • ' -187.29_ • ' 5 Wave Break Down Press Combo Mc $ 76.72 36 -. 12 33% $•. .25.57 100% $ 25.57 1 $ , .," 25.57 - 6 SC351 SCRUBBER $ 2,812.00 60 - 12 - 20% $ 562.40 100% $ 562.40 $ - 7 NAUTILUS EXTRACTOR $ 3,928.00 60 12 • 20%-5'. 785.60 100% $ 785.60 $" _ . i - • ` 8 ROSS 700 $ 2,590.00 60 1-2 20% $ -518.00 100% $ 518.00 $ -- 9 CRB PRO 45 _ $ 2,738.00 60 - 12 , _20% $ ". 547.60 100% $..-547.60 $ • 10 Buffer Shroud $ - 475.00 24 ',12 - 50% $• i. 237.50 100% $.;237.50 $_'. _ ' 11 Square Scrub $ 4,500.00 60 . 12' ,:_120% $, 900.00' 100% s•'900.00' $ -- - - 12 Buffer 20"w/tank $ 2,400.00 60 , • ;12 >'20P/ $ _.r.-480.00 100% $ ,480:00. 13 Wet/Dry Vac ' $ 1,250.00 36 - •12 " .33%:: $, ` 416.67 100% $ 416.67-, $ ' 14 Cadet Carpet Extractor $ 2,250.00 60 . _- -''12 -• ; 20% $ `'450.00 100% $.450.00 $ -+ _ 15 Cordless Backpack .$ 1,215.00 36 • ,12_ -33% 5' 405.00, 100% $:•405.00. .$'. • 16 Cleaning Cart $ 135.50 36 ' -,,12, - - - 33% $' '45.17 100% $ -45.17 '.$ -- ' -- - 17 12 . . . . 18 12• 19 12, - . 20 12 - - ' - . 21 •12. - - . ' . - 22 12 23 12 . _ -- 24 _••12 P ' 25 12' Total $,! - 246:44•_ Areas-in_g_reen;are formula driven:, Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per YearComputed by multiplying the total unit cost by the depreciation. = - Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note:100%would be an item used only for this contract.) Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. #of Units=Multiply by units needed to complete the contract/service. Annual Cost=Computed by project unit cost times the number of units. • Work Area " • • • I - • • DAS Form#12 J . r._.._,__......, o.,,-, f Cn„imm�nf Tnnic • LABOR . Oregon Department of Administrative Services Direct Labor • Project Costing Worksheet , Pathway Enterprises,Inc . City of Ashland Street and Shop Janitorial 22-23 • Worker Work Hourly %Pro- Sub.' FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times AnnuallTotal Annual Hours Description Hours • Rate ductivity Total l Total 2 comp% Total 3 meet% Total 4 Benefits% Monthly$ SubTotal 6 Item Labor Per Yr. Labor Labor 1 Janitor Dally . 125 $1722 100% $'. 21.28' 0.0765.$ .1:63. 2.30%'$ 0:49 1.75% $- ••0.37. 28.00% $ 5.96 -$- -29:72'. 156 $'. -.4;636:50.';- -- 1952 2 `5 . - : 41 _, :$r: $ _ $ $1• 3 .$i • i4` - '$ $'..: . $ - $ - ,S'.._. ' " • 0:01 r 4 . . .$ - $ -, :5. ., $ _ $ 5 Supervisor 1.00 $22.13 100% 5 22.13' 0.0765'$ 1:69. - 2.30%!$i 0.51' 1.75%'$_ 0.39' 28.00% $ ' 6.20 $ 30:92' 52 $ 1,607.61=r • 52.0. 7 :g. _ $ l$. ,_ '$-'., - $ $ $ 0..0. 8 $ $ 1$ $ $ s $ - - 010. 9 $ -- $- .$- - $,: - $ - $ $. 10 $ - - $ - i$'.. $. r ._ — • $ _ $ _ $ 0.0 • 11 $ _ $ t$ $ $ $ $ 010 . 12 • $. $ - i$i .$: - $ . - $ $= - - 0.0 13 • $ • - $ " _. • ;$. - • 14 $ - $. - :$ - $ - 15 . $r - $ - '4` -=' -$ - • - $ 1 - $ - $ _ _0:0 17 $ $ - ;-:- •$.._. $ r - $ $ - - 1 18 $ - $ .5. - r-' —."0:0 19 $ - $ --• ;$i '$' - $ ._ $ ._ - $- - • '0:0 20 $ - `$ i$' - $ $ $ $ 21 $ $ _ • $;. __ $ $ - $ ,; _ . $ :,• . _..-0:0-: . 22 - $ $ i$` $..' - $ - $ _ 5. 010 23 $: _ $ _- ;:$. _ - '$ - $ $ ' $- 0.0 ) 24 $ - $ • - - $- $' ' - $ 25 $ . • $ _ i$ .. $: 5 26 $ - 5- -: �$.- - $, ._ :$ _ $• _ ,$ 27 $ - - .5' r$. $_. $ _ $ _ $- - . ..--0.0 28 . '$ -• S - '.$!. $, - $ _ 5 - - 5 r. , . •0.0. 29 $' - $ - _, ,5. - '$ . - $ $-• - $ _ 0;0 30 $ - $ '5' .- • $. _ 5, g ' _ $ _ _ - - 0.0 . Total $ 80.84. Total $' 8,244112[._ -- 247(0 ' '.reas.in green_are formula driven._ _ ' • List"Other Benefits"Provided . Work Hours=Breakdown total'work hours"(see Overview)into hours or partial hours required per time or per item. _ Health Insurance 16% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. PTO 6% - . Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other . 2% • Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. . Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. • Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. . Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year • Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year - ' N. • 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 td this contract (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract If their - • monthly benefit is$100,then only$50 would be allocated to this column. • For purposes of costing a project,It's Important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would Include 50%of that person's lime as direct labor and capture the other 50%,as well as any other supervisory costs, in the Indirect labor portion of Overhead. . Direct labor is best expressed as'work hours'.That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step Is to Identify the work and break it down Into its component tasks.The description of work orspecifications In the contract Is the place to start.Once the component tasks am identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time maybe In minutes or even seconds,the times must be compiled Into a Per-Time or Per-Item direct labor cost estimate.For example.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 sum to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure Is the required'work hours.'This number will stay the same regardless of how many people are working.For example,8'work hours'can be accomplished by I person working at 100%productivity • for8 km.(1x8=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 km.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 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 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.Ona service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). . _ ' • DAS Form#12 J . Revision 10-03 - Page 4 Direct Labor Sheet J • OVERHEAD . ' Oregon Department of Administrative Services • Overhead Costs Projedt Costing Worksheet 1 Pathway Enterpris City of Ashland Street and Shop Janitorial 22-23 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) • j . • Percent of Total Cost Method: (FILL,IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product,or providing a service,a certain percentage of that dollar Is required for overhead.To calculate the overhead •• percentage,itis 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. -• - - - 20.00%I • The result is a percent that represents'overhead as a percentage of the total cost. If financial recordsarenot 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. Ente[.Allocated Overhead as aDollar-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 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 asa 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 I . Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract I '. ..247 Total AssignedOverhead I$ . •• . _ r - . Worksheet WORK AREA: • Total Annual Operations Use the area below to show how you,arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL J that you show as your total Overhead ' Management Salaries $ 224,660.00 • Agency Revenue=$7,447,389 nnnei'Total Overhead=$1,524,647^4"..1,524,647/7,447,389=20% 01 Management Payroll Tax Expense $ 11,832.00 • Management Medical Insurance $ 35,850.00 . Management Pension Plan Expense $ 7,450.00 . Sales&Administrative Salaries ' $ 477,463.00 . Sales&Administrative Payroll Tax Expense $ 36,526.00 Sales&Administrative Medical Insurance $ 106,244.00 ' Sales&Administrative Pension Plan Expense $ 23,500.00 - Office Rent $ 33,600.00 . - . Advertising and Public Education $ 21,261.00 $ 4,800.00 ' Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 . Professional&Accounting/Audit Fees $ 18,279.00 Training&Worker Safety $ 6,850.00 $ 825.00 Insurance $ 32,414.00 Telephone $ 8,500.00 $ 7,350.00 • Utilities $ 14,035.00 $ 3,450.00 Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 . Dues&Subscriptions $ 6,371.00 $ 31,086.00 • Depreciation-office building" $ 15,330.00 Depreciation-office equipment $ 24,350.00 ' Repairs&Maintenance-office $ 78,500.00 ' Cleaning and Maintenance $ 45,600.00 Office Equipment Rental $ 7,427.00 Office Supplies $ 3,675.00 $ 650.00 • ' Postage&Freight. $ 28,750.00 $ 450.00 . Rehab • - • Miscellaneous Expense Bad Debts Contract Management Fee , ' $ 157,932.00 Interest Expenses $ 16,337.00 . • Other.• . Other.' .- '_' TOTALINDIRECT COSTS $_ 981,562.00 $ - '522,035.00 , CPI Factor 1.40% 1.40% Total I$ ' 1,524,647.361 ' 1 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 Street and Shop Janitorial 22-23 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 .$, _ $ _ 5 $' $ 6 • $ - . . $' 7 $ , $ - 8 $ - `$: - g 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 . • - *pc : — • ll,lir; . . • cr " - .1111E , ,' • t n't I k "' -4 I I 4 . 1l Ar 10 . rPT- • • • • • • vf;n1. 110 • • 4 i)z • %.. • • 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&tool's, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets:All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. • • QRF Name Pathway Enterprises,.Inc . Project City of Ashland Facility Floors,22-23 Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) '$.' :',_2,308:02. Equipment,Tools&Subcontracting (from small equipment worksheet) :$ • : • :'856.22, • Subtotal1 $ •;' 3,164.24. Labor , • Direct Labor (from labor daily worksheet) •$".._.,"' 8,787.13. Overhead See Overhead Worksheet $':+''. 3;230.10'. Delivery ' Transportation (from Trans&Reserve worksheet) • .$ .':,;', - Total Before Margin .$_ = .:.-15,•18:1.47.- Reserve Margin Held in Reserve (from Trans&Reserve worksheet) -•'$` ' : 969.03 Total Bid Yearly $ . : . 16;150.50'' Monthly $• . , '1,345.88 • Work Area Wages used in this proposal are,based on the City of AshlandLivingWage for 2022-2023. r • 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 22-23 • ' 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 requiredto 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 $ 0.93 • 2 Arsenal#2 Window Clean $ . 0.82 $ $ 3 Arsenal#5 Restroom Cleaner • $ 0.67 4 Arsenal#6 Vindicator • $ 0.95 $._.._ $ - • 5 Barkeepers Friend Liquid • $. • 4.25 ,$ __.•_ _" - ' $ • ' - 6 Chewing Gum Remover• • $ 3.74 7 Stay Brite Stainless Cleaner $ 3.95 8 Take Down Fresh and Clean $ .20.53 $ $. • 9 Wenco Aero Glass Cleaner $ 2.24 $_ $ • • 10 Ziz-O Paste $ . 5.94 ' $__ $ 11.Angler Broom $ 5.90 $'__ $ • • 12 Cleaning Terry Cloth Rag ( $ 0.49 13 Dust Mop 36"Frame $ 3.20 14 Dust Mop Handle $ 6.80 •$ $ 15 Dust Mop Head 36" $ 8.27 • • 16 Dust Pan $ , 2.65 _$ $ 17 Easy Adapter hose • $ • 22.08• 18 High Rise Duster $ 9.32 $., ,,• $•'_ - 19 Melamine Erasing Sponge(24) ' $ 27.50 •$ - - $ ' 20 Ninja T Bar $ 3.38 • '$ $' • 21 Pro Guard Nitrile Gloves(1000) $ 45.29 $ $ 22 Scour Sponge White(Case) $ 38.30 !$ - $ • 23 Toilet Brush • $ 1.83 •$-- $' 24 Trigger Sprayer w/Bottle $ • 2.40 $ $. ' . 25 Unger Micro Washer Sleeve ' $ • 1.95 26 Mop Head $ 9.35 0.5000 _$ , 4.675000 $ _' , • -• 56.10' 27 Mopster W.Fluid Resevoir $ 44.63 . 28 20"Black Strip Pads $ 3.58 3.0000 ,-$' 10.740000 $ - .' 128.88: 29 20"Brown Strip Pads $ 3.74 2.0000 •$:'_,_- . ••7.472000 ,$_._ 89.66; 30 20"White Polish Pads $ 4.26 2.0000 1.,._:_____ -"8.520000 t$ 102:24 • 31 3m Square Scrub Turf Pad $ . 43.22 0.0833 ••:$, :"•3.600226 $' 43.20 ' 32 60"Handle $ 7.30 . ,0.1667 :$', 1.216910 $ ': ' ' 14.60' 33 Deep Six Defoamer $ ' 12.11 0.2500 $ ` __3:027500• '_ $ _ ' . ,. 36.33 , 34 doodle'bug pad • $ $• '2.26 2.0000 :4.520000 $• '_ 54.24 35 Time Saver Finish $ 133.00 0.6000 1$ - 79.800000 $. - . ,,•- 957.60- 36 Arsenal Nuetralizer Packs $ 0.29 5.0000 .$ • 1.45,0000 $ "' • . 17.40 37 Easy Shine Reusable Pouches $ 10.61 0.2500 :$ • 2.652000; $ 31:82 38 Folex Carpet Spotter $ 13.25 .2.0000 l'_$:,_ . ' 26.500000 $' '' ' :,318.00- 39 Heavy Duty Stripper $ . 18.45 2.0000 ,$,. 36.900000 $ ' '.;.442.80 40 Sensor Bags(10 Pack) $ 15.14 '0.0833 ',$ - 1:261162 $ , • •.:',.15.13 41IPro Team Vac Pack Bags(12 Pack) $ 18.56 $.:'_=, $ • 42 Brute Caddy Bag ' • • • $ 22.47 $, - • - $ 1 - 43 :.$ $ - 44 ' „$'- $' 45 • . 46- .$_ -_ 47 $ $_ 48 $' - - -- $ ' '' • 49 ;$ $ . 50 ) .'$: :.$: • - - ' Total .$ i_192334798'-'.$_ .._ '.2;308:02;: • .Areas in_green',are formula'driven'._'_ Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units • needed per month. • . Annual Cost=Annual cost is computed by monthly cost times 12 months. ' DASForm#12J Revision 10-03 Page 2 Supplies Sheet • . RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors • Project Costing Worksheet •Pathway Enterprises,Inc . The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS • Cost per Burnishing/Floor machines Carpet extractors Description Time Times per Year " Blind cleaning machines Auto scrubbers' $• Sweepers Mop buckets and presses • If any of this equipment is used on more than one project,joe 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 5% $ 1.68 $ ". , -_- 2 Easy Shine Applicator Kit $ 376.48 12 12 100% $ 376.48. 5% $ . 18.82 $' 3 Pro Team Back Pack Vacuum $ 428.00 36 - 12 33% $ 142.67 5% $ 7.13 $ 4 SensorXP15 Upright Vacuum $ 561.88 36 12 33% $ • 187.29 5% $' '9.36 $ - - 5 Wave Break Down Press Combo Mc $ 76.72 36 12 33% $ 25.57 5% $ ,1.28 3 $ - :.-3.84- • 6 SC351 SCRUBBER $ 2,812.00 60' 12 20% $ 562.40. 5% $ 28.12 . 1 $ - • :28.12. 7 NAUTILUS EXTRACTOR $ 3,928.00 60 12 - 20% $ 785.60 5% 5•- 39.28 1 -$ - ' • '39.28', 8 ROSS 700 $ 2,590.00 60 - _.12 20% 5.• 518.00- 5% •$ 25.90 1 $' . - -.25.90' • 9 CRB PRO 45 - $ 2,738.00 60 -, 12 ---20% .$- , 547.60 5% -$-, 27.38 1 ,$ t - ; 27.38 ' 10 Buffer Shroud $ 475.00 24 • 12- 50%-5.: 237.50', 5% $"',:11.88 1 $--: _ , • 11.88' 11 Square Scrub $ 4,500.00 60 . 12 •- . 20% $ --900.00' . " 5% 5' .45.00 1 -$- - 45.00 12 Buffer 20"w/tank $ 2,400.00 60 i, - 12 -..' ':,20% $.'•'480:00: 5% $ .24.00• 13 Wet/Dry Vac $ 1,250.00 36 " . --12' i• . . -33% $ . 416:67 5% .5' 20.83 1 $ •- - ._'20.83: ' 14 Cadet Carpet Extractor, $ • 2,250.00 60 V i"12 . , "20%'$ -I 450.00 5% •$ 22.50 1 7$ :, -. -22.50 15 Cordless Backpack $ 1,215.00 36 , 12 .33%-$ 405.00 5% $ 20.25 - " -$ - ' 16 Cleaning Cart $ . 135.50 36 -•- 12' - 33% $- ` 45.17 5% $ -` 2.26 $ _ 17 12 , 18 Periodics Van $ 36,450.00 72 .-, ,' 12` •- -: 17%:$. ,.6,075.00 10%'5.-607.50 1 ,5' ' 607.50 ' -- 19 12 20 , - 12 . 21 12 V • 22 12 . 23 12 r ' 24 12 - ' 25 12 - - - - . _ . Total $ t,. : 856.22 - • Areas in-green.are formula driven.: _ . Useful Life.of Assets=What is the estimated useful life of the equipment in months . Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. - - • Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. . - . Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note:100%would be an item used only for this contract.) • Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. . - • #of Units=Multiply by units needed to complete the contract/service. . V •V ' Annual Cost=Computed by project unit cost times the number of units. • ' • • - ' Work Area ' • • • DAS Form#12 J ' -_..-,_. Donn'1 . - Fnninmant Tnnlc • LABOR Oregon Department of Administrative Services Direct LaborProject Costing Worksheet Pathway Enterprises,Inc - . City of Ashland Facility Floors 22-23 • Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- 'Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours „ Description Hours Rate ductivity Total I Total 2 comp% Total 3 ment% Total 4Benefits% Monthly$ SubTotal 5 Item Labor PerYr. Labor Labor 1 City Hall Carpet 11.00 $20.00 100% $220.00 0.0765 5 18.83- Z30%.5. 5.06' 1.75% 5' 3.85: 28.00% .5' '61.80._$'.._307:34 2 $' 614188 -22.0 2 City Hall Herd FL 2.00 $20.00 100%-5' 40.00, 0.0765 5. 3.06' • 2.30%f$' 0.92. 1.75% $-.. 0:70: 28.00% $. 19:20. '$.. 55.88. 2 $ 111.76"r' ' 4:0'. 3 Comm Day Carpet 22.00 $20.00 100% 5.440:00 0.0765-$ 33:65 2.30%r$10.12; 1.75%,5. 770 28.00% S. 123120. $i'614168 2 $ 1,229.36-, 440- ` ' 4 Comm Dev Hard FL 4.00 $20.00 100%.S 80.00 0.0765 5 '6.12 - 2.30%i5`1.84 1.75% 5' 1.40 28.00% '.$ . 22.40.•'0 111.76 - 2 $ 22332'- 8.0, .5 Courts Carpet 8.00 $20.00 100%.5 160.00 0.0765 .S 1224' 2.30%4.. 3:68 1.75%'S - 2.80 28.00% $ -_44.80_$- 223.52 4 $ ' 894.06 32:0 6 Courts Hard FL 2.00 $20.00 100% 5. 40.00 0.0765 $ ' 3.06 2.30%%$ .0.92 • 1.75% 5' 0.70: 28.00% $ 11.20 $ 55:88 2 $' 111.76. ' '4.0 • 7 Police Carpet 12.00 $20.00 100%'$C 240:00 0.0765.$' 18.36' 2.30% 5.52' 1.75% $. 4.20 28.00% '$ • 67.20 5 33528. 2 $ - 870.56 . ' '24.0 8 Police Hard FL 32.00 $20.00 100%.$640:00' 0.0785 $ 48.96. 2.30%r$ 14.72 1.75% '$: 1.1'.20 28.00% $ 179.20 $-894.082 $ 1.788:16 - 64.0- 9 '$ - S - ;$: - $. _ 5 • 10 Service Ctr Carpet 8.00 §'20.00 100% 9 160.00 0.0765 5 12.24 2.30%-$ 3.68 1.75% $ 2.80 28.00% $ 44.80 5 -223,52 2 $ 447:04 . -- 16.0 11 Service Ctr Hand FL 20.00 $20.00 100% $400.00 0.0765 $ 30.60 2.30%.5' 9:20 1.75%.$"_-'7.00 28.00% $ 112.00 $ 558.80. 2 $ 1,117:60 40.0. 12 Streets Carpet 1.00 $20.00 100%'S 20.00 0.0765 $ ''1,53 2.30%:5 0.46 1.75% $ 0.35. 28.00% $ ' 5.80 $ 27:94` 2 $. - 55:88.""'P . "2.0 13 Streets Hard FL 10.00 $20.00 100%..$200.00 0.0765 $''15.30. 2.30%.$. 4.80 1.75% $ 3:50 28.00% $ 56.00. $ 279.40 2 $• 558.80' ._ - 20.0: 14 $ ._ $ _- i$ _ § - • $ -. $ - $ - 0.0 15 $ - 5' - "5, -• $ .- $ _ ;.§ _ $ - r ' 0.0 16 Supervision 15.00 $23.00 100% $345.00 0.0765 5- 26:39' 2.30%!:$. 7.94 .. 1.75% $ 6.04 28.00% 5 '.95.60 5- -461197' 2 0 963.93. 30.0• 17 ,5- '5 - $' ., $ _. '$ - - . $ - $ - 0.0' • .. 18 $ . ,_ .5'- - .- i$__ 5'.'- $• 19 $ . $' -,5 $. . $ _ - $ $ 20 • $ .$ -5; = $.' '--•? 21 ' $ - - $ - _ - :5 _ '§ -_" 5 - - $ $ 22 $ --- $ '5 ,§,. § _ $ $ - • 23 $ - $ s5'_._ $-. _§- - ...0:0.. 24 $ - $ -_- $ _ 5 ' -•- $ - :5 - - $' 25 $ - $ `5 S.. - - '5 - $ $ - 26 $- - $., - ;.§,. $. - .27 $ - S. - 'r§. $;. _ § If $ $ - '0.0' • 28 $ - ,$ -- I$ - .$. $ - 29 $ $ - -5. 30 . $' - . 5. : - ' ;$ ,.- ` Total $-4,170.05.. Total 5-:...'.8,787.13..'' ' - :310:0 - Areas in green_are forniula'diiven. ._- List"Other Benefits"Provided Work Flours=Breakdown total"work hours"(see Overview)into hours or partial hours required per time or per item. Health Insurance 16% . • Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. PTO . - 6% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% . Subtotal 3=Computed-by multiplying subtotal 1 by your organization's Workers Comp%. Other 2% - Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. .. Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. - Subtotal 5=This column maybe a combination of both Other Benefits%and Other Benefits Monthly$. - - Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year ' Annual Total labor= Times per year multiplied by daily/per item labor \ - Annual Labor Hours=Work hours multiplied by times per year Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated Other Benefits Mo.5=time to this contract. (e.g.Employee works 50%of their time on this contract,and 50%of their time on a different contract If their monthly benefit is$100,then only$50 would be allocated to this column. - • For purposes of costing a project,it's important to distinguish between direct and Indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is specifically Identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. . Direct labor Is best expressed as'work hours'.That Is,the total number of hours that will be required to complete a task or project The first and perhaps most critical step is to Identify the work and break it down Into its component tasks.The description of work or specifications In the contract Is the place to start.Once the component tasks are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even . seconds,the times must be compiled Into a Per-Time or Per-Item direct labor cost estimate.For example,In a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash ' . and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure is the required'work hours."This number will stay the same regardless of how many people are working.For example,8'work hours'can be accomplished by I person working at 100%productivity for 8 hrs.(158=8),or 2 people working at 100%productivity for 4 hrs.each(2)(4=8).It could also be done by 8 people working at 50%productivity for 2 hrs:each.(8x.50=4,4x2=8) ' Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay . a'prevailing wage.'Check the contract)Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. . Matching'FICA • Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per Item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the•number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12 fin 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 yorksheet Pathway Enterpris City of Ashland Facility Floors 22-23 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 METHODSDETAILED BELOW! For every dollar spent producing a final product,or providing a service,a certain percentage of that dollar Is required for overhead.To calculate the overhead 'percentage,It is best to have financial records for your organization that go back a • 1 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 end 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 - ,. ,. - - - '•. 20.00%' 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-Flgure,Surn - Percent of Total Direct Labor fVlethod' r - - I 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 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 Pereenf of Total'DlrecfL'abor Hours as management or administrative costs,(Including these costs ink:.the direct labor hour total will deflate the actual costs.)The worksheet will compute the overhead as a line item cost bydividing 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 5 . • Time required to complete contract I i• ;310 • Total Assigned Overhead I$ .- •-- . . • Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead 'Management -Salaries • $ 224,660.00 Agency Revenue=$7,447,389^.^."Total Overhead=$1,524,647^..".1,524,647/7,447,389=20% Management Payroll Tax Expense $ 11,832.00 I • Management Medical Insurance ' $ 35,850.00 Management Pension Plan Expense $ 7,450.00 • Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 • Sales&Administrative Medical Insurance $ 106,244.00 Sales&Administrative Pension Plan Expense $ 23,500.00 , Office Rent $ • 33,600.00 Advertising and Public Education $ 21,261.00 $ 4,800.00 - Background Checks&Urinalysis $ 8,260.00 5, 1,650.00 Professional&Accounting/Audit Fees $ 18,279.00 Training&Worker Safety $ 6,850.00 $ 825.00 • Insurance $ 32,414.00 Telephone $ 8,500.00 $ 7,350.00 • Utilities $ 14,035.00 $ 3,450.00 ' Property Taxes/Licenses/Fees $ 1,890.00 $ ' 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ .15,330.00 Depreciation-office equipment $ 24,350.00 Repairs&Maintenance-office ' $ 78,500.00 Cleaning and Maintenance $ 45,600.00 ' • Office Equipment Rental $ 7,427.00 Office Supplies $ 3,675.00 $ 650.00 . - Postage&Freight • $ 28,750.00 $ 450.00 Rehab Miscellaneous Expense • Bad Debts Contract Menageritent Fee• . $ 157,932.00 Interest Expehseb $ 16,337.00 • Other• - Other.•. TOTAL INDIRECT COSTS $. 981;562.00 9 522,035.00 , CPI Footer 1.401/o 1.40% Total _I$ . . .- . _.,1,524,647.36'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 22-23 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 $. _ .$_ - • •3 $ - $.,. 4 ' $ 5 $'. . $.. 6 • ..$ - • 8 • $:• $, - 9 S 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 • • • • • a - • DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet • pCommunication Teamwork Professionalism Oppnriwlii;�� Enterprises, Inc. Office:(541)973:2728 Fax:(541)973-2729 ' Property Service License#40205 CCB License#218417 May 26, 2022 ' • City of Ashland , 90 N. Mountain Ave. Ashland, OR 97520 L In regards to janitorial services at theAshlandFire Dtstrfet { Station:'' Pathway Enterprises is requesting a pricing'adjustment for janitorial services for the Fire District 1 Facility. The reason,for the changes are as follows: • Incorporation of the updated Living Wage for the City of Ashland at$17.02 per hour. Supervisory wages were calculated at 1.3 times that of a worker. This resulted in a supervisory rate of$22.13 per hour. • Updates'for supply expenses, and fringe expenses. This requested annus service amo is$7,589.28, 63244tnanthfy. I•appreciate your consideration and look forward to another year serving the City of Ashland. • Sincerely, ` --...,..4.„...,s,x.„ • Richard Simpson Commercial Contracts Director Pathway Enterprises, Inc. Cell 541-601-4550 Office 541-973-2728 1 1600 Sky Park Drive Suite No.101 Medford,OR 97504 www.pathway-iuc.org iufq@pathway-iuc.org Costing Workbook For Janitorial .& Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program 1 t at 4 'sa orS '''' ..t �".2' 57'lir f!rt—' .'i'-''':-6-11r; -7-.11'. '—a.---'—' -V.' g ... IN'' 1.2.4;;,1 v—i—I —ICI '4. ritt OIIIa —rfWJ 811 e®103.X5353.+Sq _ _ C:A , --- ' -if . 4955 �--,:".:• _ — w �...- �...i' I+-�-r-•vdTr `i f ✓.. ' -✓r l.- .'.l.s. a'a a _ r. • U- F`..•. ' ri- u rcX85 • Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem,•Oregon 97301 • (503)378-4642 • • • • • SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services 07302007 - Project Costing Worksheet • The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula • or linked to another work sheet.The only manual input to this sheet will be'to input the QRF name.The costs are to • be divided into five categories:Raw Materials,Labor,Overhead,Delivery and Resolve Costs.Raw materials consist of supplies,small equipment&tools,and large or special equipment.Each category is detailed on the following sheets.Labor costs is direct labor used to produce or service the contract.Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will vary depending upon your organization'and the specifications for the • project.Each sheet will have an example calculation and further instructions for completion. • • QRF Name Pathway.Enterprises,Inc. . Project Ashland;Fire Department Janitorial 22-23 • • Executive Director Signature: ' Raw Materials Per Time Use-Supplies (from supplies worksheet) ,$ " 215.38 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 53.28 Subtotal 1 $ 268.66 Labor , Direct Labor (from labor daily worksheet) $ _ 5,347.45 Overhead ' See Overhead Worksheet $.. _ • 1,517.87 • Delivery • • Transportation - (from Trans&Reserve worksheet) $ ' • Total Before Margin $ . 7;133.98 Reserve . Margin Held in Reserve (from Trans&Reserve worksheet) 1.$ . 455.36 Total Bid Yearly $'. 7,589.34 Monthly:$ '632.44' • • • • • • • • DAS Form#12 J • Revision 10-03 Page 1 Summary Sheet . i • RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet • •A. Pathway Enterprises,Inc. . Ashland Fire Department Janitorial 22-23 Raw Materials: This category is often spelled out in the Request for Offer(RFO).Language such as"Items to be provided by Contractor"will usually reflect Supplies or Raw Materials.In the case of a Service Contract this will likely include not only supplies required to perform the service each month,but also Equipment&Tools.In the case of a ' commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. • A custodial contract,for example,may require the following for month-Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads • Per Use/Per Item Manufactured-Supplies . Item Unit Units Needed Monthly Annual Price Per Month Cost Cost . • 1 SCRUBBING SPONGES $ 1.36 0.5000 ,$ 0.68 5. 8.16 2 BARKEEPERS FRIEND LIQUID $ 3.25 0.2500 $ 0.81 $ 9.75 3 $ - - •$ 4 $. $ . 5 •$ $ ' - 6 $ • - • $'. - 7 UTILITY BRUSH • $ 2.74 0.0833 $ 0.23 $. • 2.74 8 ANGLER BROOM $ 6.27 0.0833 $. 0.52 $ 6.27 9 TOILET SCRUB BRUSH $ 4.35 0.0833 $' 0.36 $ 4.35 10 NITRILE GLOVES LARGE $ .38.50 0.1667 $.' • 6.42 $ 77.00 11 LAMBSWOOL DUSTER $ 4.90 0.0833 $- • 0.41 $ 4.90 - 12 DUST PAN $ 2.52 0.0833 .$._ 0.21- $ 2.52 ' 13 GLASS CLEANER $ 19.25 0.0833 $,' 1.60 $ 19.25. • 14 NUETRAL CLEANER $ 19.56 • 0.0833 _$. 1.63• $ 19.56 15 SANITIZER $' 16.99 0.0833 $' , 1.42 $ , 16.99. 16 RESTROOM'CLEANER $ 19.60 0.0833 • 1.63 $ . 19.60 ' 17 SPRAY BOTTLES $ 1.90 0.3333 $, 0.63 $ 7.60 18 MOP HANDLE $ 6.29 0.0833 ,•$, • • 0.52 $ 6.29 19 LARGE MOP HEADS ' $ 5.20 0.1667 $ - 0.87 $ 10.40" • 20 I$ - $ - 21 . '$_ 22 $s $ 23 • :_$' _ • - . $ - 24 $' $ 25 . .$ • - $ •- , 26 5' - $ - ' , • 27 $.. $. - 28 , 29 • $' $ 30 $; .- $ i 31 - '$' •• - $ , • 32 $' $ 33 $ - •$ 34 :$ - '$' - , 35 • $ '$. - 36 37 $' $ 38 $. $ 39 $`' - •$•: -• • • 40 .$ - $ 41 $. $ • 42 $ $ - 43 $ . .. $ . 44, • $' . - '$ ' 45 $ _. - $ - 46 $' , - $ - • 47 $' $ • 48 _$_ , - '5 - 49 50 .$`.. - . $ - _ _ _ Total ,,$ _1!7.95 .$ 21.5.38' LAreasin green.�areformula4driuen.:_ _•_ • 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 dost times 12 months. • • • DAS Form#12 J • Revision 10-03 • Page 2 Supplies Sheet • RAW MATERIALS • Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc. - • Ashland Fire Department Janitorial 22-23 ' The following Equipment&Tools are-examples which may be required to do the job: `-- SUBCONTRACTORS Burnishing/Floor machines Carpet extractors Times per • Blind cleaning machines Auto scrubbers Description Cost per Time Year Sweepers Mop buckets and presses $. If any of this equipment is used on more than one project,be sure to include only that portion of the cost associated with this project. Do not include any vehicle or transportation costs in this schedule. $ . - Note:Any asset purchased with grant money Is not eligible for depreciation,however,the cost to maintain the asset is an allowable expense and should be listed. '$- • Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life .Percentage Per Year , %Use Unit Cost Units Cost 1 • 12 . ' • ' 2 - 12 - - - • 3 - 12 4 MOP BUCKETS AND PRESSES $. 54.08 24 • 12" 50% $ 27.04 100% $ 27.04 1 $ 27.04 5 VACUUM CLEANERS $- 524.82 ' 24 12 " 50% $ 262.41 10% $ 26.24. 1 $ 26.24'. . 6 12 7 12 8 12 9 12 • - 10 12 - 1112 12 12 • • ' - _ . 13 12 -- - . . . 14 12 - 15 12 16 12 17 - • 12 - ' 18 12 • - 19 12' - - . • 20 12 ' Total $ 53.28: [Areas in in green are formula driven_ , . Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. • - • Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. •. Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs ' • . associated with this project.(note:100%would be an item used only for this contract) Projected Unit Cost=.Calculated by multiplying the unit cost per year times the project use. . #of Units=Multiply by units needed to complete the contract/service. • Annual Cost=Computed by project unit cost times the number of units. • • DAS Form#12 J Revision 10-03 Page 3 Equipment Tools • • • LABOR ' Oregon Department of Administrative Services . Direct Labor :Project Costing Worksheet "-1 Pathway Enterprises,Inc. ` • Ashland Fire Department Janitorial 22-23 / • Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment% Total 4 Benefits% .Monthly 5 SubTotal 5 Item Labor Per Yr. Labor Labor _ _ 1 Main.Restrooms 0.50 $17.02 100% 5 8.51 0.0765-$ 0.65 2.30% $ 0.20 1.75% $ 0.15 28.00% $ '2.38 $ 11.89 260 $ 3,091.00 130.00 2 Vacuuming 0.50 $17.02 - 100% :$ 8.51 0.0765 $ 0.65 2.30% $ 0.20 1.75% $ 0.15 28.00% $ . -2.38 $ 11.89 104 $ 1,236.40 52.00 3 Lobby 0.50 $17.02 100% $ 8.51 0.0765.$ 0.65 2.30% $ 0.20 1.75% $ 0.15 28.00% 5- 2.38 $ 11.89 52 $ 618.20 26.00 4 Training Room 0.25 $17.02 100% $ 4:26 0.0765-$ ' 0.33 2.30% $ 0.10 1.75% $ 0.07 28.00% $ 1.19 $ 5.94 52 $ ' 309.10 13.00 5 Supervision 0.25 $22.13 100% $ 5.53 0.0765 $ " 0.42 2.30% $ 0.13 1.75% $ •0.10 28.00% $ 1.55 $ 7.73 12 $ 92.75 3.00 6 $ c_, $ _ $ _ $ _ - $ - _ $ - $ - 0.00 7 $ - $ $. $ $ - $ - S - 0.00 8 $ _ $ _ $- ; :$ - $ $ _ $ _ 0.00 9 $ - $. _ - $ ._ 5. ._ • $- - $ - $ - - 0.00 10 $ -• '-$: - $ - $ $ - $ - - $ - 0.00 11 5, ._ $ - $- $ . - $ - $ - $ - 0.00 12 $- $ $ - • $ _ :$- _ $ _ $ - 0.00. 13 5., _ .$ •_ . $ .- $ _ $ _ $ _ $ • - • 0.00 14 $ $ - $' - $' s-• 15 g - $ - $ . _ ..$ _ . $ _ $ _ $.. 0.00 16 $ •- $ - $. - $ -. $ $- - $ - - 0.00 17 $, _ $ - $ - $ _ $.- - $ - $ 18 - $ - . $ •$ _ $ .9 - $ - $ - 0.00 19 $ $ - $ - $ - $ - $ . - ' $ - 0.00 • 20 $ $ - - $ g _ $ - $ _ $ - 0.00 Total $ 49.34 Total $ 5,347.45 . 224.00 • lArea_s.in.green are formula driven.__ List"Other Benefits"Provided Work Hours=Breakdown total"work hours°(see Overview)into hours or partial hours required per.time or per item. • PTO+HOLIDAY 10.00% • Subtotal 1e Computed by multiplying hours in work hours by hourly rate(prevailing•wage if required)and then multiply by%productivity. LIFE+HEALTH INSURANCE .16.00% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). OTHER • 2.00% • • Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. • Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. • . Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. • Other Benefits Mo.5=Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. • Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. . Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 •• . Times Per Year.This is the days or shifts worked per year - - Annual Total Labor= Times per year multiplied by daily/per item labor - - • ' Annual Labor Hours=Work hours multiplied by times per year • - • For purposes of costing a project,it's Important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time In direct labor functions.The percentage may vary depending on the project or organization.For -� example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, . In the indirect labor portion of Overhead. Direct labor is best expressed as"Work hours°.That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to Identify the work and break it down into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks are Identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example;In a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning'sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure is the required"work hours.°This number will stay the same regardless of how many people are working.For example,8'work hours°can be accomplished by I person working at 100%productivity for • 8 hrs.(1x8=8),or 2 people working at 100%productivity for 4 hrs.each(2)(4=8).It could also be done by 8 people working at 50%productivity for2 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 of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) •- - After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. • .For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). . . • • . • DAS Form#12 J ' Revision 10-03 Page 4 Direct Labor Sheet • • • ,k • i OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway.Enterpris Ashland Fire Department Janitorial 22-23 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) • • e IFILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! Percent of Total Cost Method: • For every dollar spent producing a final product,or providing a service,a certain percentage of that dollar is 1. Enter Overhead as a Percent of Total Costs - required for overhead.To calculate the overhead percentage,it is best to have financial records for your _ _ - 20.00%I organization that go back a year or more.Add together the expenditures that make up the overhead cost(see • worksheet below). Now add this figure to the Raw materials,Direct labor and Delivery fora total cost. Divide the figure for overhead by the-figure for total costs.The result is a percent that represents overhead as a percentage of the total cost. If financial records are not available estimate the overhead expenses as best you can,estimate OR other costs as best you can,and use the same formula to get a percentage. . • • 2. Enter Allocated Overhead as-a:Doliar-Figure Sum Dollar-Figure Sum Method: IYou can enter the dotar amount you are allocating to overhead in the box if you are confident that you can - allocate overhead items to this particular project.You can use the Worksheet as a tool(if needed) OR to identify your costs. 3.Overhead as a Percent of Total Direct Labor HoursPercent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs •• •-. - of the entire entity as detailed below.Line items which are not detailed below Should be input into the cells marked"other"; please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for • inflation or to conform to the current year budget.Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which can be classified as management or administrative costs.(Including these costs into the direct labor hour total will deflate the actual costs.)The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the totalprojected labor hours for the current year. Total Annual Direct Labor Hours I• . . Input Total from Worksheet on Below Overhead per labor hour Time required to.complete contract I _ 224 • Total Assigned Overhead I$•" -_ Worksheet WORK AREA: . • Total Annual Operations Use the area below to show how.you arrived at the•final figure • INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries - $ 224,660.00 Management Payroll Tax Expense $ 11,832.00 - Agency Revenue=$7,447,389"i"""5 Total Overhead=$1,524,647""""""1,524,647/7,447,389=20% Management Medical Insurance $ 35,850.00 ` ' • Management Pension.Plan Expense $ 7,450.00 ' Sales&Administrative Salaries $ 477,463.00 • Sales&Administrative Payroll Tax Expense $ 36,526.00 • Sales&Administrative Medical Insurance $ 106,244.00 • Sales&Administrative Pension Plan Expense $ 23,500.00 • , Office Rent $ 33,600.00 • Advertising and Public Education $ 21,261.00 $ 4800.00 Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 Professional&Accounting!Audit Fees $ 18,279.00 Training&Worker Safety $ 6,850.00 $ . 825.00 Insurance • $ 32,414.00 • Telephone $ 8,500.00 $ 7,350.00 . i Utilities $ 14,035.00 $ 3,450.00 Properly Taxes/Licenses/Fees $ 1,890.00 $ 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ 15,330.00 Depreciation-office equipment $ 24,350.00 • - Repairs&Maintenance-office ' $ 78,500.00 Cleaning and Maintenance $ 45,600.00 Office Equipment Rental $ 7,427.00 • Office Supplies $ 3,675.00 $ 650.00 Postage&Freight ' $ 28,750.00 $ 450.00 Rehab • Miscellaneous Expense •Bad Debts Contract Management Fee. ' $ 157,932.00 Interest Expenses ' ' $ 16,337.00 • / • Oifior' • - Other.•' - TOTAL INDIRECT COSTS .$i 981;562:00.1$.. _..522;035.00,- . CPI Factor from BLS(see ink below) 3.15% 3.15% ytlp/Nnvw bis goviro9lmostreou htm Total Ls' - _ ' . 1;550;960;31 I 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 Ashland Fire Department Janitorial 22-23 The State of Oregon reimburses employee use of their own vehicles on State business by the mile . The.amount • reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance and repair are considered part of Delivery costs. The labor required (the driver and the workers if they are on the clock), should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the"Equipment, Tools &Subcontracts" spreadsheet or"Trans & Reserve" spreadsheet within this workbook. It is not permissable to capture costs in both spreadsheets. • It is permisible to use this spreadsheet to capture vehicle costs for the following situations: • (a) Transporting the individuals who will perform the service to the location where the service will be provided. • • (b) Services dependent on vehicle in the provision of that service. GSA-Privately Owned Vehicle(POV) Mileage Reimbursement Rates Services Contract Miles Per . Rate Per Daily Services per Annual Delivery Description Service • Mile Cost Year Trans Cost 1 .$ • .- 2 _$ - $ - 3 $ - - 4 $ - - $ - . $ -• . . • Margin The law allows a"margin held in reserve". The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher . than six percent(6%)will have to be justified to DAS. • Enter as a% of total cost of.contract 6.0% • • • • • DAS Form#12 J Revision 10-03 _ Page 6 Trans-Delivery and Margin Sheet I1�M�ER,t ' 1a wa Coinmunicadioll T I ainwol'li Professionalism Qpportllllily Enterprises, Inc. Office;(541)973-2728 Fax:(541)973-2729 Property Service License#40205 CCB License#218417 • May 26, 2022 Rachel Dials Recreation Superintendent City of Ashland 340 S. Pioneer Street Ashland, OR 97520 Dear Ms. Dials, • Pathway.Enterprises is requesting a pricing adjustment for services for the City of Ashland Parks Department. The reason for the changes are as follows: • Incorporation of the updated Living Wage for the City of Ashland at$17.02 per hour. Supervisory wages were calculated at 1.3 times that of a worker. This resulted in a supervisory rate of$22.13 per hour. • Updates were incorporated for supply costs, overhead expenses, and fringe expenses. In total we are requesting :; • : ,• annua ig I have attached the State Costing Workbooks and minimum cleaning standards. The monthly breakdown of costs are as follows: Annual 2022-2023 'Nlo thly£?!#Weekly Services ;LFlaor Sorvicesl, 383.36 ' NaturelCenter„ ry 541.26 1 Pioneer itgl :4; 1,681.17 7 • , he' }te • 337.07 1 4,-----,----- ....we Center y 1,104.02 5 .,5emor Total ($4,046.88 ', • I appreciate your consideration and look forward to another year serving the City of Ashland Parks Department. Sincerely, Richard Simpson Commercial Contracts Director Pathway Enterprises, Inc. : 1600 Sky Pork Drive Suite No.101 Medford,OR 97504 www.pathway-iuc.oig info:.pathway-ine.org Custodial.Service Minimum Standards Customer: City of Ashland Parks Department Facilities: The Grove,Nature Center, Oak Knoll Pro Shop,Parks and Recreation Office;Pioneer Hall and Community Center, Senior Center Service Requirements Frequency of Service ca c ri rt � � c `°' a • A. General, Private Offices, Lobby, etc. a. . 1. Empty wastebaskets and recycle bins. Wash or change liners as needed. (Contractor to supply X liners) 2.Wipe down furniture, including chair arms and legs, side tables, desktops, conference tables, X reception base, etc. 3. Dust'exposed filing cabinets, bookcases, X shelves and lamps . 6. Low dust horizontal surfaces to hand height (70") including sills, ledges, moldings, window X • frames, shelves, picture frames, ducts, radiators, etc. 7. High dust above hand height horizontal surfaces, including shelves, moldings, ledges; - . . X vents, ducts, etc. - 8. Spot clean desk tops Ven personal items'"are X removed • 9. Sweep and damp mop all resilient and hard X surfaces 10. Clean reception obby glass including front door X and any other partition or glass door 11. Vacuum carpeted floors:in their entirety, X ,including under all floor mats 14. 12. Remove all paper and debris on floors X l3. Remove fingerprints from doors and frames X 14. Dust blinds 1 X 15. Remove dust and cobwebs from ceiling area X u = X 16. Spot clean spills on carpeted floors 17. Remove scuff marks from hard floors X 18. Wipe down walls, as needed for large spots X 19. Damp Clean baseboards X 20. Empty outside trash, spot clean cans, replace X • liner • Service Requirements Frequency of Service CD Cco a A . Num * . E aN COgg EC: ' 0TTA)M" T. A) T. ozD CD -I , B. Restrooms &Showers - a. 1. Clean, sanitize and polish all fixtures incl. toilet bowls, toilet seats, urinals, hand basins, chrome X fittings. • • 2. Remove spots/stains from wall areas adjacent to hand basins X 3. Clean and polish all glass and mirrors. X 4. Empty all containers and disposals. Clean and change liners as needed (Contractor to supply• X liners). • 5. Empty and sanitize interior of sanitary container x • 6. Spot clean walls, doors, light switches, dispensers, metal partitions and lockers. X 7. Clean and sanitize metal partitions and lockers. ' X • 8. Wash restroom walls & ceilings: X 9. Remove fingerprints from doors, frames, light switches, kick/push plates, handles, etc. X 10. Refill all dispensers to normal limits- napkins, soap, tissue, hand sanitizer, towel, cups, liners, etc. X (Supplies furnished by County). • - r 11. Dust all horizontal surfaces to hand height incl. sills, ledges, molding;shelves, frames, ducts, X • heating outlets. 12. Dust all horizontal surfaces•above hand height incl. shelves, ledges, moldings, lights, lockers. X • 13. Vacuum diffuser outlets. X 14. Clean area adjacent to diffuser outlets. X 15. Clean and sanitize shower areas. Remove all X soil and soap scum. 16. Sweep, damp mop and sanitize all hard and resilient floors. X A NOTE-ALL WATER FIXTURES WILL BE KEPT CLEAN OF ALL STAINS AND MINERAL BUILD- 0 UP. • Service Requirements • Frequency of Service . CD m _. o 00 DtiCtrn C. Lunchrooms (Vending) 1. Clean and sanitize tables & chairs, incl. X pedestals or legs. 2. Clean and change liners in all containers and X disposals (sanitize interior). 3. Clean sink area and fixtures to remove hard X water build up and coffee staining. • 4. Clean all cabinet facings and exteriors of X appliances and equipment. ' 5. Remove fingerprints from doors, frames, light X switches, kick/push plates, handles. 6. Sweep and mop floor. • X 7. Dust all horizontal surfaces to hand height incl. sills,moldings, ledges, shelves, frames, ducts, X heating outlets, etc. • 8. Dust all horizontal surfaces above hand height incl. shelves, ledges, moldings, pipes, ducts, X ' heating outlets, etc. • Service Requirements Frequency of Service • • A > D ' cr D C 0 0 coo E. co -, • :, c pc-a �- �- T. ct D. Floors D � 4G p, CD 1.Resilient and Hard °' • 1. Dust, damp mop,or sweep. X 2. Damp mop and sanitize restrooms, labs and X exam rooms. 3. Machine scrub textured non finish floors to X remove build up. , D. Floors D W M S-M Q S-A A .AD 2. Carpet 1. Vacuum open areas. X 2. Vacuum entire carpet areas. X 3. Remove spots or stains. X • 4. Machine extraction entire open areas. ' • 5. Clean door mats. X . • Service Requirements Frequency of Service D � ti E. Furniture D c 31 w °1 0 1. Fabric c. 1. Vacuum. X • 2 Shampoo. X E. Furniture D W M S-M Q S-A A AD 2. Plastic 1. Damp wipe. X 2. Complete clean. X • E. Furniture D W M S-M Q S-A A AD 3. Leather 1. Damp clean. X 2. Clean, reseal and polish. • X Service Requirements Frequency of Service D A > D w+ F+ 3 C3 F.Windows c. 1. Clean Exterior- Outside. X 2. Clean exterior- inside. • X Service Requirements Frequency of Service Dg o oca A stn env c9 )4 (?) , G. Special Requirements D ¢ `< '< I • c. 1. Gather recycled paper.' X 2. Lock all exterior doors at designated,time X 3. Clean exterior of front entry.. X • 4. Empty exterior trash receptacles. X • • 5. Clean &sanitize trash receptacles. X GENERAL REQUIREMENTS: > Leave notice on any observed irregularities (i.e. defective plumbing,unlocked doors, lights left on, inventory requirements,restroom supplies required, etc.). > Turn off all lights except those to be.left on. Close windows and lock all doors. > Cleaning to be completed between 5:00PM and 4:00AM. > All custodial staff will comply with Additional Specifications, as stated below. • ➢ Material Safety Data Sheets must be provided to the Customer for all cleaning materials and chemicals. Security 1. All employees will have an acceptable security clearance check prior to working in the • building. 2. All entrance doors must be locked after hours and kept that way. When dumping trash, lock the door when you leave and let yourself in upon completion of dumping. All interior doors that are locked must be relocked upon completion of cleaning.Note any discrepancies of unlocked doors that are normally locked. S • • • • • • • • • • • • • • Costing Workbook • • For Janitorial & Grounds' Maintenance • Contracts Under the Qualified Rehabilitation Facilities Program • • • • • - - - _ ` �. • • 4! /j11(7I 5 r { tom RIS `1r`t• __ F < _ - •.p =- yrs.- • • .f.F 4w:S-- • • O O. • / • f••• • • x$59 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 dividedinto 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 facilty The'Grove Janitorial,22723• , , ' •. Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $ _ • ; ,459.29 Equipment,Tools&Subcontracting • (from small equipment worksheet) $ _ •246.44 • Subtotal 1 $ _ • 705.73 Labor Direct Labor (from labor daily worksheet) '$ 2;287.48 • Overhead . • See Overhead Worksheet $ -. . ' . 808.97 Delivery • Transportation (from Trans&Reserve worksheet) • Total Before Margin '$ 3,802:18 • Reserve . • Margin Held in Reserve - (from Trans&Reserve worksheet) $ ' ` , "242.69 Total Bid Yearly $ ' . • 4;044.87 Monthly $ • - 337.07 • Work Area • • • • DAS Form#12 J Revision 10-03 • Page 1 Summary Sheet , RAW MATERIALS Oregon Department of Administrative Services ` Supplies , Project Costing Worksheet Pathway Enterprises, Inc City of Ashland facilty The Grove Janitorial 22-23 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 arid-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 • $ 0.93 6.0000 $ , 5.580000' `$ 66:96 , 2 Arsenal#2 Window Clean • $ . 0.82 1.0000 $ • 0:820000 $ 9.84 3 Arsenal#5 Restroom Cleaner $ 0.67 1.0000 $ 0.670000 $ • 8.04 4 Arsenal#6 Vindicator $ 0:95 2.0000 :$ 1.900000 $ 22.80' 5 Barkeepers Friend Liquid $ 4.25 0.5000 $ 2.125000 $ 25.50 • 6 Chewing Gum Remover $ 3.74 - $ - ' '$ , - • 7 Stay Brite Stainless Cleaner $ 3.95 - $ $ - 8 Take Down Fresh and Clean $ 20.53 - $ - $ . - 9 Wenco Aero Glass Cleaner $ 2.24 0.5000 $ 1.120000 $ ' 13.44 10 Ziz-O Paste - $ 5.94 0.2500 $ v 1.485000 $ ' 17.82 11 Angler Broom ' $ 5.90 0.1667 $ 0.983530 '$ • • 1.1'.80 12 Cleaning Terry Cloth Rag $ , 0.49 5.0000 $ -. 2.437500 $ , 29.25 - . 13 Dust Mop 36"Frame $ 3.20 - 0.0833 $ - • 0.266560 $ ,3.20 ' 14 Dust Mop Handle $ 6.80 0.0833 $ 0.566440 $ - •6:80 15 Dust Mop Head 36" $ 8.27 0.2500 $ 2.067500 $ 24.81 16 Dust Pan $ 2.65 0.1677 $ ' 0.444405 $ • • 5.33 17 Easy Adapter hose $ , 22.08 $ - ' .$ - 18 High Rise Duster $ 9.32 0:1667 $ 1.553644 $ ' 18'.64 19 Melamine Erasing Sponge(24) $ 27.50 0.0833 '.5 2.290750 $ • - 27.49 • 20 Ninja T Bar $ 3.38 0.0833 $ 0.281721 $ • 3.38 • . 21 Pro Guard Nitrile Gloves(400) $ 38.50 ' 0.0833 $ 3.208333 $ ._ 38.50 22 Scour Sponge White(Case) $ 38.30 , 0.0417 $ 1.595833 $ 19.15 23 Toilet Brush $ 1.83 0.2500 $ , •0.46 $ ' •. 5.49 • 24 Trigger Sprayer w/Bottle $ 2.40 0.5000 '$ • 1.200000 $ 14.40• 25 Unger Micro Washer Sleeve $ . 1.95 0.2500 '$ 0:487500 $ • _ . 5.85 • • , 26 Mop Head $ 9.35 0.2500 $ 2.337500 $• ' •• 28:05. 27 Mopster W Fluid Resevoir $ 44.63 V $ - $ - , 28 20"Black Strip Pads '$ 3.58 $ - $ - - • 29 20"Brown Strom Pads• $ 3.74 $ ' - _ $ • . • 30 20"White Polish Pads $ 4.26 $ • _ :$ .. - 31 3m Square Scrub Turf Pad $ . 43.22. 32 60"Handle • $ 7.30 $ $ , . 33 Deep Six Defoamer $ 12.11 $ - $ 34 doodle bug pad $ 2.26 ,$ - $ - . , 35 Double Diamond Floor Finish - . $ 14.01 , • $ - • $ . - 36 Arsenal Nuetralizer Packs' $ . 0.29 $ - $ ' - ' • 37 Easy Shine Reusable Pouches $ 10.61 $ .- , $ - • 38 Folex Carpet Spotter $ 13.25 . $ - $ - • 39 Heavy Duty Stripper .$ 18.45 •$ $ • 40 Sensor Bags(10 Pack) $ 15.14 0.1667 .$ 2.523838 $ ' -30.29 41 Pro Team Vac Pack Bags(12 Pack) $ 18.56 $ • - $ - 42 Brute Caddy Bag $ 22.47 0.0833 $ 1.871751 $ 22.46 43 '$ $ 44 V _$ . -. ' $ 45 $. - $ 46 ':$ - $ - 47 $' $ . • 48 $ . - $ 49 V :$ _ - $ - 50 $ - $ _ , , - / ' Total !$ _ , 38.274305 $ • . 459.29. , 'Areas_ine� green arfoa"rmuldriven.., __; • . Monthly Cost= Monthly cost is computed by multiplying the total.unit cost by the units needed per month. • Annual Cost=Annual cost is computed by monthly cost times 12 months. DAS Form#12 J - Revision 10-03 . Page,2 Supplies Sheet • RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc • The following Equipment&Tools are examples whichmay 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. $. $ - . . $ 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- 33% $ 33.57 100% $ 33.57 1 $ ' ' ,:. • 33:57 2 Easy Shine Applicator Kit $• 376.48 12 12 100% $ 376.48 100% $ 376.48 . $ - - 3 Pro Team Back Pack Vacuum '5 428.00 36 12 - 33% $ 142.67 100% $ 142.67 -$ - - 4 Sensor XP15 Upright Vacuum $ 561.88 36 . . 12 33% $ 187.29 . 100% $ 187.29 1 $ 187.29 5 Wave Break Down Press Combo Mc $ 76.72 36 . 12 - 33% $ 25.57 100% $ 25.57 1 $ • 25.57 6 SC351 SCRUBBER 5 2,812.00 60 12 20% $ 562.40 100% $ 562.40 $ - ' 7 NAUTILUS EXTRACTOR $ 3,928.00 60 -. 12 20% $ 785.60 100% $ 785.60 $ 8 HOSS 700 $ 2,590.00 60 •• 12 20% $ " 518.00 100% $ 518.00 $ - 9 CRB PRO 45 $ 2,738.00 60 12 . 20% $ 547.60 100% $ 547.60 $ - 10 Buffer Shroud $ 475.00 24 : 12 •- - • 50% $ ' 237.50 100% 5 237.50 $ . - 11 Square Scrub $• 4,500.00 60 12 - ''20% 5,• 900.00' 100% $,• 900.00 •$ • -- 12 Buffer 20"w/tank $ 2,400.00 60 12 _ 20% $`-- 480.00 100% $ 480.00. . . $ - • • 13 Wet/Dry Vac $ 1,250.00 - 36 -12. _ . 33% $ ' 416.67 100% $ .416.67 •$ ' • - ' 14 Cadet Carpet Extractor $ 2,250.00 60 - 12 .`20% $ 450.00 100% $ 450.00 $ - 15 Cordless Backpack • $ 1,215.00 36 '12 33% $ 405.00 100% $ 405.00 $ - 16 Cleaning Cart $ 135.50 36 _. 12 - .33%' $ ' •45:17 100% $ _ '45.17 $ _ -_ 17 12 ,. • 18 12 ` ` , - - 19 12• -- _ _ • 20 12 • - , • • . .. - 21 - 12 ` • ., - - - . 22 12 i , 23 12- - , ' . 24 12 . 25 - 12' , - • _ - Total 5- - 246.44 • • • 'Areas in green are formula,driven:_ ,-, • Useful Life of Assets=What is the estimated useful life of the equipment in months . Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. - Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. . Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs• - • associated with this project.(note:100%would be an item used only for this contract.) • Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. _ . #of Units=Multiply by units needed to complete the contract/service. Annual Cost=Computed by project unit cost times the number of units. - Work Area • - • • • • - i • S • DAS Form#12 J ' Revision 10-03 Page 3 Equipment Tools LABOR • Oregon Department of Administrative Services Direct Labor `-' Project Costing Worksheet Pathway Enterprises,Inc • City of Ashland facilty The Grove Janitorial 22-23 Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity . Total 1 Total2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor 1 Janitor Daily 1.25 $17.02 100%•$''21.28 0.0765 $ - 1.63 2.30%-$ 0.49 1.75% $ 0.37 28.00% $ 5;96 $ 28.72 52 $ 1,545.50 - -65:0 2 $ _r- ..$ - �:5- - ,$ . - $ $ -. $ - . 0:0 . 3 $ - s - - $ __ $ - 0:0. 4 $ - $ - $ - . $ - $ $' - ._ 00 5 Supervisor 1.00 $22.13 100% S 22.13 0.0765 $ 1.69 2.30% $ 0.51 • 1.75% $ 0.39 28.00% S 6.20 $ 30.92 24 $ 741.97 '24:0 , ' 7 $ - $ - S -_ .$ _ $ - . $ - $ _ - 0:0, • 8 $- _ $ - $ -. 5 - '5 - $ ` - 5 - 0.0 9 5 - $ - 9 - $ - $ - $ - $ - • 0:0- 10 ` $ - $ - ' S 5 $ - S - S - 0.0' 11 • $ - $ $ - $ - $ 5 - $ - 0.0 12 5 - . 5` $ - , / 5 ' - $ . - $ - $ - .0.0 13 5 -• $ - $ - S - $ - $ - . $ - • 0.0 • 15 5 _S - g - . 5- - $ - 5 - S - 0.0 16 $ - $ - $ - 5 - $ - $ _ $ _ 0.0. 17 5 - $- - 9 - $ - 5' - 5 - $ - - 0.0 18 $ . - ' 5 - • 5 $ 5 - $ - $ - . ' --0:0 19 $ $ • _ $ - - $ - - $ - $ - 5 - -0:0- 20 $ 5 $ $ $ $ S. o:o` • ' 22 5 - $ - 5- - $ - $ - -$ - $ o:P 23 :$. $ _ - $ - $ _ - .5 - $ $ '0:0: . 24 $ - 5 - $ - $ - $ $ - $ - 0:0 25 $ . - 5 $ $ - • .5 $ - 5 - 0.0 26 - 5 - $ _ - $ . - $ - 5 - $ - . $' - 0' • 0. • 27 $' $. _. '-$ _ -8 - - $ - $ - $ - - - 0,0 • 28 . - $ - $ ' - _ 5 - $. _ _ $ - 5 $ - 0:0 29 $ - $ ----- $ 'S' - .5 $ 5 - 0f0. 30 $ - $ - $ - $ - 5. $ $ - 010 ' Total 5 60.64 Total $ 2,287.48 .89:0 • Areas in a, greenareformuldriven.. 1 •List"Other Benefits"Provided Work Hours=Breakdown total hours"(see Overview)into hours or partial hours required per time or per Item. / . Health Insurance 16% Subtotal 1=Computed by multiplying hours in work hours by howdy rate(prevailing wage if required)and then multiply by%productivity. PTO 6% • Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% . Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other 2% • Subtotal 4.Computed by multiplying subtotal 1.by your organization's Unemployment Insurance%. - • Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. Subtotal 5=This column maybe a combination of both Other Benefits%and Other Benefits Monthly$. _ • . Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 . l Times Per Year=This is the days or shifts worked per year •• • Annual Total Labor= Times per year multiplied by daily/per item labor . • Annual Labor Hours=Work hours multiplied by times per year . Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated - Other Benefits Mo.$=time toithis contract (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract If their _ monthly benefit is$100,then only$50 would be allocated to this column. For purposes of costing a project,it's important to distinguish between direct and Indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead.and will be discussed later.Direct labor is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time In direct labor functions.The percentage may vary depending on the project or organization.For • example,a supervisor may spend 50%of his/her time In direct labor functions and the other 50%supervising.In that case you would Include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the Indirect labor portion of Overhead. . Direct labor is best expressed as'work hours°.That Is,the total number of hours that will be required to complete a task or project The first and perhaps most critical step is to Identify the work and break It down into its component tasks.The description of work or specifications In the contract is the place to start.Once the component tasks are Identified,the next step is to estimate the lime that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be complied Into a Per-Time or Per-Item direct labor cost estimate,For example,Ina custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure is the required'work hours?This number will stay the same regardless of how many people are working.For example,8'work hours'can be accomplished by I person working 01100%productivity for 8 hrs.(1x8=8),ort people working at 100%productivity for hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity for2 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'Camp at your cost Cost of other benefits paid by your organization(e.g.medical;dental,retirement,etc.) I • • Alter you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the '" annual cost by 12(in this case you get$1733.33/month). - DAS Form#12 J - . Revision 10.03 Page 4 Direct Labor Sheet 4 • OVERHEAD • Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland facilty The Grove Janitorial 22-23 There are many different ways organizations allocate overhead Internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc). In the space provided below,Indicate how your organization allocates overhead'to this particular contract,what items go Into your overhead,and what that overhead amount is(whether as a percent or exact amount) • • Percent of Total Cost Method: FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product,or providing a service,a certain percentage of that dollar Is required for overhead.To calculate the overhead • percentage,itis best to have financial records for your organization that go back a - I 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. • •. _ . - • 20.00%I If financial records are not available estimate the overhead expenses as best you / can,estimate other costs es 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 fit needed) • to identify your costs. 2. Enter Allocated Overhead as a Dollar-Figure Sum Percent of Total Direct Labor Method: To identity 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 TotalDirectLabor Hours as management or administrative casts.(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 east by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. • • • Total Annual Direct Labor Hours I • • , Input Total from Worksheet on Below Overhead per labor hour $; • .• - • Time required to complete contract I- ' 89 • . ' Total Assigned Overhead I.a. -, - ' ` Worksheet WORK AREA: • • Total Annual OperationsUse 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 _ $ 224,660.00 Agency Revenue=$7,447,389 A"""""Total Overhead=$1,524,647^""""1,524,647/7,447,389=20% Management Payroll Tax Expense $ 11,832.00 . Management Medical Insurance $ 35,850.00 Management Pension Plan Expense _ $. 7,450.00 • Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.0D Sales&Administrative Medical Insurance $ 106,244.00 Sales&Administrative Pension Plan Expense $ 23,500.00 ' Office Rent $ • 33,600.00 • • Advertising and Public Education $ 21,261.00 $ 4,800.00 • Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 ' • Professional&Accounting/Audit Fees $ 18,279.00 • Training&Worker Safety $ _ 6,850.00 $ _825.00 . . • Insurance $ 32,414.00 I - Telephone $ 8,500.00 $ 7,350.00^ - Utilities $ 14,035.00 $ 3,450.00 Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 Dues&Subscriptions $ 6,371.00 $ • 31,086.00 Depreciation-office building $ .15,330.00 Depreciation-office equipment $ 24,350.00 •. Repairs&Maintenance-office $ 78,500.00 ' Cleaning and Maintenance $ 45,600.00 Office Equipment Rental $ 7,427.00 - . • Office Supplies $ 3,675.00' $ 650.00 Postage&Freight - $ 28,750.00 $ 450.00 Rehab _ Miscellaneous Expense , Bad Debts /' Contract Mariageriment,Fee "- • - 5 157,932.00 • ,Interest Expenses; ' '. $ 16,337.00 • Other.•• - • • (Other• • ' TOTAL INDIRECT COSTS $ 981,562.00 $ 522,035.00 . 1 CPI Factor • 1.40% 1.40% Total '�$' . ' •1,524,647.36 DAS Form#12 J • Revision 10-03 " Page 5 Overhead Computation Sheet Deliyery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc Project Costing Worksheet City of Ashland facilty The Grove Janitorial 22-23 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 $ - $ - 5 • $ - $ 6 7 ' $ , - $8 $ ' $ 9 $ - 10 $ • - $ $ . - Margin The law allows a"margin held in reserve".The margin%can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project.Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)will have to be justified to DAS. Enter as a% of total cost of contract 6.0% Work Area • • DAS Form#12 J Revision 10-03 Page-6 Trans-Delivery and Margin Sheet Costing Workbook • For Janitorial & Grounds Maintenance Contracts Under the ,, . Qualified Rehabilitation Facilities Program � ' aye i� ;„ s • • 4* 1 • . -. r - - ; .4 — L.-.1_,E".1.1-i‘.1 'liy;ri:savii,,,...).----, .irt---if — ,—- .-,,--,,... ',--, ,...7. f a rtea ',.i : _G =h�s' '," '' 77: - UF- O 854 Oregon State Department of Administrative Services ' Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 • r , . • • SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services ` revised:4/5/2011 Project Costing Worksheet The summaryy 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"Seiiior'Center Janitorial 22-23- . . Executive Director Signature: • Raw Materials Per Time Use-Supplies (from supplies worksheet) $ - .1,037.87 Equipment,Tools&Subcontracting (from small equipment worksheet) $ ' _ 246.44 Subtotal 1 $ '- 1,284.31 Labor Direct Labor (from labor daily worksheet) $ ` ;.' 8;51.9.42 Overhead • See Overhead Worksheet $ . '`. '2;649.66 Delivery Transportation (from Trans&Reserve worksheet) $ = Total Before Margin $ 12,453.39 rJ Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $, 794.90 • Total Bid Yearly $ . -13,248.28' • Monthly .$ , 1,104.02 Work Area • • • • DAS Form#12 J Revision 10-03 Page 1 Summary Sheet { r RAW MATERIALS Oregon Department of Administrative Services Supplies . Project Costing Worksheet Pathway Enterprises, Inc City of Ashland Senior Center Janitorial 22-23 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 $ 0.93 22.0000 $ 20.460000' $ • '- 245.52 2 Arsenal#2 Window Clean $ 0.82 2.0000 $ 1.640000 $ 19.68 3 Arsenal#5 Restroom Cleaner $ 0.67 3.0000 $ 2.010000 $ 24.12 4 Arsenal#6 Vindicator $ 0.95 7.0000 $ • 6.650000 $ 79.80 5 Barkeepers Friend Liquid $ 4.25 s 1.0000 $ 4.250000 $ . 51.00 6 Chewing Gum Remover . $ 3.74 0.2500 .$ . 0.935000 $ - 11.22 7 Stay Brite Stainless Cleaner $ 3.95 0.2500 $ • 0.987917 _$ • . - 11.86 8 Take Down Fresh and Clean • $ 20.53 0.1667 $ ' 3.422351 $ ' • 41.07 9 Wenco Aero Glass Cleaner $ 2.24 0.5000 $ 1.120000 $ .. 13.44 10 Ziz-O Paste $ 5.94 0.2500 $ 1.485000 $ ' - _ _ 17.82 11 Angler Broom $ 5.90 0.1667 $ 0.983530. $ . 11.80 • 12 Cleaning Terry Cloth Rag $ 0.49 15.0000 $, 7.312500 $ '' • 87.75 . 13 Dust Mop 36"Frame $ 3.20 0.0833 .$ 0.266560. $ ' 3.20 14 Dust Mop Handle $ 6.80 0.0833 $. 0.566440 $ 6.80 15 Dust Mop Head 36" $ 8.27 0.2500 $' 2:067500 $ 24.81 16 Dust Pan $ 2.65 0.1677 •$ 0.444405 $ 5.33 17 Easy Adapter hose • $ 22.08 $ - $ 18 High Rise Duster $ 9.32 0.1667 $ 1.553644 $ 18.64 19 Melamine Erasing Sponge(24) $ 27.50 ' 0.0833 $ '2.290750 $ „ 27.49 • 20 Ninja T Bar - $ 3.38 0.0833 .$ 0.281721 $: 3.38 21 Pro Guard Nitrile Gloves(400) $ 38.50 0.2500 :$ 9.625000 $' • 115.50 • • 22 Scour Sponge White(Case) $ 38.30 0.0833 $ 3.190390 .$ 38.28 23 Toilet Brush $ 1.83 0.2500 $ -0.46 $ 5.49 24 Trigger Sprayer w/Bottle $ 2.40 1.0000 $ 2.400000 $ -- 28.80 25 Unger Micro Washer Sleeve $ 1.95 0.2500 ;.$ 0.487500, $ 5.85 26 Mop Head $ 9.35 0.2500• $ 2337500 $ 28.05 , 27 Mopster W Fluid Resevoir $ 44.63 $ - - $ - 28 20"Black Strip Pads $ 3.58 $ - $ - -. ' • • 29 20"Brown Strip Pads -)• • $ 3.74 30 20"White Polish Pads $ " 4.26 • 1.0000 $ • 4.260000 $ 51.12 31 3m Square Scrub Turf Pad $ 43.22 I$ . v. ' - $ - - 32 60"Handle $ 7.30 0.0833 $ • -" . 0.608090 $ ", 7.30 33 Deep Six Defoamer $ 12.11 $ - $ 34 doodle bug pad $ 2.26 $ - $ - - 35 Double Diamond Floor Finish $ 14.01 $ - - $ - 36 Arsenal Nuetralizer Packs $ 0.29 ,$ - - $ _ 37 Easy Shine Reusable Pouches $ 10.61 • :$ - , - $ , • - 38 Folex Carpet Spotter $ 13.25 $ - $' - . 39 Heavy Duty Stripper ' $ 18.45 $ $ • - . • 40 Sensor Bags(10 Pack) $ 15.14 0.1667 :$ 2.523838 $ • 30.29 41 Pro Team Vac Pack Bags(12 Pack) $ 18.56 $ - - $ - 42 Brute Caddy Bag $ 22.47 0.0833 "$ 1.871751 $ - 22.46 _ 43 $ - $ • 44 •.$ • - $. -. • 45 $ $ - ' 46 - 47 $ _ - $ • - - 48 $'_.,_ - $ - . 49 $.__. ' - $ • • - • • 50 •.$ � ._ - $ - • Total $,__ -._._... _ .86.488886 $. • 1,037.87 Areas,in green are formula•driven._ _ _ Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units • needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. DAS Form#12 J • . • Revision 10-03 Page 2 Supplies Sheet RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc • . 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 - g 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 thi• s 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. • $. H $ • . $ $. -- 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 1-00% $ 33.57 - 1 $ - . • 33.57 . 2 Easy Shine Applicator Kit $ 376.48 12 12 100% $ '376.48 100% $ 376.48. $ _ . - 3 Pro.Team Back Pack Vacuum $ 428.00 36 12 33% $ . 142.67 100% $ 142.67 ' $ ' - 4 Sensor XP15 Upright Vacuum $ 561.88 • 36 12 . 33% $ 187.29 100% $ 187.29 1 $ -. 187.29 5 Wave Break Down Press Combo Mc $ 76.72 36 . 12 33% $ 25.57 100% $ 25.57 1 $ 25.57 6 SC351 SCRUBBER $ 2,812.00 • 60 12 20% $': '562.40 100% $ 562.40 $ . • - 7 NAUTILUS EXTRACTOR $ 3,928.00 60 12 20% $. 785.60 100% $ 785.60 $ • - 8 HOSS 700 $ 2;590.00 60 _ _ 12 • 20% $ 518.00 100% $ 518.00 $ . - 9 CRB PRO 45 $ 2,738.00 60 12 20% $ 547.60 100% :$ 547.60 $ - 10 Buffer Shroud- $ 475.00 . 24 12 ' . .50% $ '-:237.50 100% $' 237.50- $ ''. .. - _ 11 Square Scrub $ 4,500.00 60 , 12 • 20% $ , ' 900.00 -100% $ 900.00' $- • 12 Buffer 20"w/tank $ 2,400.00 60 12 _' 20% $ -480.00 100% $ 480.00 $ - ' 13 Wet/Dry Vac $ 1,250.00 .36 12 " ' "33% $ 416.67 --- 100% $-416.67 $ - - 14 Cadet Carpet Extractor - $ 2,250.00 60 12 • ,. 20% $ 450.00 100% $ 450.00. $ -• _ 15 Cordless Backpack $ 1,215.00 36 -12 33% $ 405:00 100% $_405.00 $' - _ 16 Cleaning Cart $ 135.50 36 _ 12. .33% $. 45.17 100% $- 45.17 . •$ 17 12 - ' . 18 12 . ' • ' 19 ' ' 12 - - - 20 - 12 ' , ' - 21 • -12' , ' " - . 22 • 12. - 23 12 . . - ' 24 ' 12 :. , - . • 25 12 • - Total $ 246.44 'Areas in green are formula,driven. . Useful Life of Assets=What is the'estimated useful life of the equipment in months Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. • Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. ' - Projected%Use=Enter project use percentage.If.any of the equipment is used on more than one project,be sure to include only that portion of the costs . associated with this project(note:100%would be an item used only for this contract.) 0 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 - • • • l • • • DASForm#12J • - Revision 10-03 Page 3 - Equipment Tools LABOR - Oregon Department of Administrative Services Direct Labor Project Costing Worksheet Pathway Enterprises,Inc' - City of Ashland Senior Center janitorial 22-23 Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits. Daily/Per Times Annuai/Total Annual Hours Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 meet% Total 4 Benefits% Monthly$ SubTotal5 Item Labor Per Yr. • Labor Labor 1 Janitor Daily . 1.25 317.02 100% $ 21.28. 0.0765 -$ 1.63 2.30% $: 0.49 1.75% $- 0.37 28.00% - $ 5.96 $ 29.72' 250 $- 7:430:29 : -312:5' 2 Janitor Monthly 1.00 $17.02 100% $ 17.02 0.0765 S. 1.30 2.30%'5' 0.39 1.75% $ 0.30 28.00% $ 4.77 $ 23.78' 12 $. 2813212.0 3 $ $ - $- - 5 - $ - ' $ - "0.0 4 $ $ - - $•.-_ $ - $ _ 5 - $' - _ 0.0: . 5 Supervisor 0.50 $22.13 100% $.11.07 0.0765 5-' 0.85 2.30% $ `0.25 1.75% 5 0.19 28.00% $ - 3.10 5 15:46_ 52 $ 803:61 26.0 6 -$ - $ - $ - 0 - $ - $ - $ ' - . 0:0. 7 $ - $ - $ $ - - 5 $ - S - 0.0 ' 8 $ - $ - . 5 - • $ - 5 - 9 - $ - 0.0 9 $ - ' $ - $ $ '$ - 0 - $ - • 0.0 ' 10 $ - $ - S -. 5- - $ - $ s - 010. . 11 $ - $ - $ - $ - $ - $ $ - 0.0 12 g - • .$ - S - $- - s _ $ _ $' - 0:0. • 13 .$ $ - $ - .$ . $ _ $. - $ - 0:0 14 . 5 - $ - $ _ - $ - $ - $ $ - 0.0' 15 $ -- - $ - $ g- _ $ - $ - $ - -0.0, 16 . $ - $ - $ -• $' - $ - $ - $ - "0:0" 17 9 - g - g _ $ - 5 - $ - $ - .- 0.0 18 $ - -S - $ - $ - 5 - $ 0 - - '0:0 19 5 '- $ -- $ - - $ - $ - 0 - 9 . - 0.0 - 20 $ - $ - $ - $ - -3- - $ - S - 0.0 . 21 . $ - $ $ - • $ - . S - $ - $ - 22 $.- - .$ g _ $ _ 5 - $ _ 5 - cmO:' 23 $ - $ .- $ $ $ 0. 9 - - .0.0 24 $ - $ _$ - $ - 3 - $ - $ - 0.0' 25 S - $ _$ _- $ - $ _ $ - $ - 0..0 26 - $ . - $ $ - 5 - , 5 - $ - . $ - .0.0. . 27 $ - $' - $ - $ - $ - $ - $ - • 0.0 28 • $ - $ _ _ $ - 5 - 5 _ $ - $ - o:O.. 29 $ - $ '5 - -$ - . $ - 5 - $ - .o:o 30 . _5 - $ - $ -_- $ - $ _ . $ _ $ - 0 0. • Total 5 68.96 Total $ 8,519.42 350.5' • tAreasin 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. Health Insurance 16% Subtotal 1=Computed by multiplying hours in work hours by heady rate(prevailing wage if required)and then multiply by%productivity. PTO 6% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday .4% • Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other 2% r _ • 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$. Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 -" ' • Times Per Year=This is the days or shifts worked per year - Annual Total Labor= Times per year multiplied.by daily/per item labor • i Annual Labor Hours=Work hours multiplied by times per year ' Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated • ' - ' ,Other Benefits Mo.$=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 between direct and Indirect labor.Indirect labor(supervision,administration,Inspection etc.)maybe captured es Overhead,and will be discussed later.Direct labor Is that which Is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. Direct labor is best expressed as'work hours'.That Is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down into its component tasks.The description of work or specifications In the contract is the place to start.Once the component tasks are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be In minutes or even seconds,the times must be compiled-into a Per-Time or Per-Item direct labor cost estimate.For example,In a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash . and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Nerd,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.°Thls number will stay the same regardless of how many people are working.For example,8"work hours'can be accomplished by I personworking at 100%productivity for8 hrs.(1x8=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 cuntrectl 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.) - •1 After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 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). • OAS Form#12 J • . Revision 10-03 . Page 4. Direct Labor Sheet . ,0 • • OVERHEAD • Oregon Department of Administrative Services • Overhead Costs , Project Costing Worksheet Pathway Enterpris City of Ashland Senior Center Janitorial 22-23 . 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 fthatdspent producing edfinal pro providing a the overhead'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 bank 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. • �. - _ - _ _ 20.00%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 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 a5 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 l • Input Total from Worksheet on Below Overhead per labor hour ,$' . - ' / Time required to complete contract I ` ' ' 351 Total Assigned Overhead I$• ' -- - - ' • • Worksheet • WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 224,660.00 Agency Revenue=$7,447,389""""""Total Overhead=$1,524,647"""^""1,524,647/7,447;389=20% Management Payroll Tax Expense $ 11,832.00 . Management Medical Insurance $ 35,850.00 - Management Pension Plan Expense $ 7,450.00 Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 38,528.00 Sales&Administrative Medical Insurance $ 106,244.00 Sales&Administrative Pension Plan Expense $ 23,500.00 • Office Rent $ 33,600.00 - Advertising and Public Education $ 21,261.00 $ 4,800.00 . Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 Professional&Accounting/Audit Fees $ 18,279.00 . Training&Worker Safety $ 6,850.00 $ 825.00 r ' Insurance $ 32,414.00 Telephone . $ 8,500.00 $ 7,350.00 . Utilities $ 14,035.00 $ 3,450.00 Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 . Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ 15,330.00 • . Depreciation-office equipment $ 24,350.00 . Repairs&Maintenance-office $ 78,500.00 _ Cleaning and Maintenance $ 45,600.00 Office Equipment Rental $ 7,427.00 . Office Supplies $ 3,675.00 $ 650.00 Postage&Freight • $ 28,750.00 $ 450.00 Rehab Miscellaneous Expense t Bad Debts Contract Management'Fee . $ 157,932.00 - tnteresPExpenses' - ' $ 16,337.00 Other' , `. - . Other.': _ TOTAL INDIRECT COSTS .$' ,981,562.00 $ 522,035.00 • • . CPI Factor 1.40% 1.40% Total I$i 1,524,647.36.E 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 Senior Center Janitorial 22-23 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 - 5 6 $ - $ 7 • $ - $ 8 $ • $ • • - 9 ,$ - . `$ 10 $ $ $ - $ Margin The flaw 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 • • ksf e • L 'lei \ L 'K "4. ... 1 1 41 T l ' /I" 'dr•id. ILA /1 ry • irbr-r-• 0 ,�..,: � 0 • /859 Oregon State Department of Administrative Services 1 . 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 sheetwill 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 Pioneer_Hall,Janitdr'ial 22-23. _ • . Executive Director Signature: • Raw Materials Per Time Use-Supplies (from supplies worksheet) • $' : „ •1,318.33• • Equipment,Tools&Subcontracting (from small equipment worksheet) $ _-'246.44 Subtotal1 $` 1,564,77 Labor • Direct Labor , (from labor daily worksheet) $a •. 13,363.97. • Overhead See Overhead Worksheet $•., •_ . .'.4,034.80 • • Delivery Transportation (from.Trans&Reserve worksheet) • • Total Before Margin $ - . _ . 18,963.54. Reserve Margin Held in Reserve (from Trans&Reserve worksheet) •.$ :., •..:1,210.44 Total Bid Yearly'$ . •.. . 20,173.98 Monthly $ 1,681.17 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 Pioneer Hall Janitorial 22-23 ' 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 Material's.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 •$ 0.93 31.0000 $' 28.830000 ,$ 345.96 2 Arsenal#2 Window Clean $ 0.82 4.0000 $ 3.280000 $ 39.36 3 Arsenal'#5 Restroom Cleaner $ - 0.67 4.0000 $ . • 2.680000 $ - :32.16 _ 4 Arsenal#6 Vindicator $ 0.95 . 10.0000 $ 9.500000 $ 114.00 5 Barkeepers Friend Liquid -$ • 4.25 1.0000 $ 4.250000, $ , ' -51.00 • • 6 Chewing Gum Remover - $ 3.74 0.2500 $ 0.935000 1$ . - 11.22 7 Stay Brite Stainless Cleaner $ 3.95 • 0.5000 :$ _ 1.975833 $ - 23.71 8 Take Down Fresh and Clean $ 20.53 0.1667 .$ 3.422351 $ - 41.07 i 9 Wenco Aero Glass Cleaner $ 2.24 0.5000 $ _ 1.120000 $ 13.44 . . 10 Ziz-O Paste $ 5.94 0.2500 $. 1.485000. $ 17.82 • 11 Angler Broom $ 5.90 0.1667 $ 0.983530 $ - •• 11.80. 12_Cleaning Terry Cloth Rag $ 0.49 20.0000 $ 9.750000 $ 117.00 13 Dust Mop 36"Frame $ • 3.20 0.0833 $ 0.266560 $ - - 3.20 14 Dust Mop Handle $ 6.80 0.0833 $ : 0.566440 $ . 6.80 15 Dust Mop Head 36" $ 8.27 0.2500 $ • 2.067500 $ 24.81 16 Dust Pan $ 2.65 0.1677 `$ 0.444405 $ . 5:33. 17 Easy Adapter hose $ 22.08 $ 18 High Rise Duster $ 9.32 0.1667' $. 1.553644 $ • 18.64 19 Melamine Erasing Sponge(24) ' $ 27.50 0.0833 $ - 2.290750 $ '27.49` ' 20 Ninja T Bar $ 3.38 0.0833 $ ' 0.281721 $, - 3.38 21 Pro Guard Nitrile Gloves(400) $ 38.50 0:4167 •$ _ - 16.041667 $• 192.50. . 22 Scour Sponge White(Case) • • •$ '38.30 0.0833 $ 3.190390 $ 38.28 23 Toilet Brush $ 1.83 0.2500 $. _ 0.46 $ "5.49 24 Trigger Sprayer w/Bottle $ 2.40 1.0000 $ .- 2.400000 $ : 28.80 25 Unger Micro Washer Sleeve $ 1.95 0.2500 $ 0:487500 $ 5.85 26 Mop Head $ 9.35 0.2500 =$ 2.337500 $ - 28.05 27 Mopster W Fluid Resevoir $ 44.63 $ - 28 20"Black Strip Pads $ 3.58 $ '• - $ - 29 20"Brown Strip Pads $ 3.74 .1 - $` • - , 30 20"White Polish Pads $• 4.26 . 1.0000 $ 4.260000 ,$ . 51.12 • 31 3m Square Scrub Turf Pad $ 43.22 $ -. - . • $ . . 32 60"Handle $ 7.30 0.0833 $ 0.608090 $ . - • . -7:30 . 33 Deep Six Defoamer ,$ 12.11 $ - $ - . - 34 doodle bug pad $ 2.26 ,$ , - $ - 35 Double Diamond Floor Finish $ 14.01 $' • - 36 Arsenal Nuetralizer Packs $ 0.29 $ $ 37 Easy Shine Reusable Pouches $ 10.61 $ $ 38 Folex Carpet Spotter $ 13.25 1$ . - $ - 39 Heavy Duty Stripper $ . 18.45 $ $ 40 Sensor Bags(10 Pack) $ 15.14 0.1667 $ 2.523838 $ . ' • - 30.29 41 Pro Team Vac Pack Bags(12 Pack) $ . 18.56 •$. ., - $- - ' 42 Brute Caddy Bag $ • 22.47 0.0833 $ 1.871751 $ 22.46 43 $ $ 44 $ - $ - . 45 :..$ $ 46 47 _V.. - $ - - 48 $_ - $ • 49 ,.$'- . - $ i . , - 50 _ Total $... . 109.860970' -5, - --• 1•,31:8.33 Areas.in"greenare formula.dniven._" _" j . 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 i . Supplies Sheet RAW MATERIALS • Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc ' • The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Cost per Burnishing/Floor machines Carpet extractors Description Time Times per Year Blind cleaning machines Auto scrubbers $- - . Sweepers Mop buckets and presses - $ - • If any of this equipment is used on more than one project,be sure to include only that portion of • $ - •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 Easy Shine Applicator Kit $ 376.48 12 12 100% $ 376.48 100% $ 376.48 $ , --- 3 3 Pro Team Back Pack Vacuum $ 428.00 36 12 33% $ 142.67 100% $ 142.67 $ ' - 4 SensorXP15 Upright Vacuum $ 561.88 36 12 33% $ -187.29 100% $ 187.29 1 $ - 187.29 5 Wave Break Down Press Combo Mc $ 76.72 36 - 12 33% $ 25.57 100% $ 25.57 1 $ - 25.57 6 SC351 SCRUBBER $ 2,812.00 60 • 12 . • 20% $ . 562.40 . 100% $ 562.40 $ • - 7 NAUTILUS EXTRACTOR $ 3,928.00 60 - 12 20% $: - 785.60 100% $ 785.60 $ ' . - • . 8 HOSS 700 $ 2,590.00 60 12 20% $ -518.00 . 100% $ 518:00 • $ - . • 9 CRB PRO 45 $ 2,738.00 60 - .. 12 -. 20% $ ' 547.60 100% $ 547.60. $ 10 Buffer Shroud - $ 475.00 24 - . 12 - .50% $• • 237.50 100%4 237.50 $ ' 11 Square Scrub $ 4,500.00 60 • 12 • ' 20% $ - 900.00 100% $' 900.00 $ - - 12 Buffer 20"wltank • $ 2,400.00 60 - '.12 20% $' .480.00' 100% $ 480.00• $ 13 Wet/DryVac $ 1,250.00 36 - - ' 12 33%•$- 416.67 100% $ 416.67 -$ - - 14 Cadet Carpet Extractor $ 2,250.00 60 12 ' .•20% $ -450.00- 100% $ 450.00 '$. - - 15 Cordless Backpack $ 1,215.00 36 12 '33% $.. 405.00 100% $ 405.00 ,-$ - - 16 Cleaning Cart $ 135.50 36 - -12' - - 33% $._ 45.17- 100% $ 45.17_, $. - - 17 12 , 18 12 - 19 12 - . . .. , 20 12 • ,- , 21 12 . - - . 22 12 , . • 23 12' . . 24 12,- 25 12 - ___ Total -$ . 246.44 :Areas in'green_ are are formula_ 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 10-03 Page 3. Equipment Tools . LABOR Oregon Department of Administrative Services • Direct Labor Project Costing Worksheet Pathway Enterprises,Inc • City of Ashland Pioneer Hall Janitorial 22-23 - Worker Work Hourly %Pro- Sub- FICA - Sub-" Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours �' Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 meet% Total 4 Benefits% Monthly$ SubTatal 6 Item Labor Per Yr. Labor _ " Labor 1 Janitor Dally 1.25 $17.02 100%'9'21.28. 0.0765 $' -1:63 2.30%-$"/.0.49' 1.75% $' "0.37_ 26.00% $ 5.96" $ 29.72. 365-6 10,848.23 456.3' 2 Janitor Monthly 6.00 $17.02 100% $"102.12 0.0765 $' 7.81' 2.30%.Si.'2.35. 1.75% $ ` 1:79 28.00% $ 28.59 $ 142.66" 12 $ 1;711.94'.--. 72:0. 3 $. _ $. ''$' - $. $ g i5. 0.0 ,. 4 _5,.. -. $ $ - $ -[ - . 9 _ - _$ = 5 Supervisor 0.50 $22.13 100% $ 11.07 0.0765 $ 0.85 2.30% $ 0.25 1.75% 9.- 0.19 28.00% $ • 3.10 $ 15.46, 52 $ 80381 ' 26.0 6 9 - $ $ $ - • $ - $ - $ __ 0'.0' • 7 5--- $ $ - $ $ _ $ -.. $ 8 $ $ $ ., $ $ $ - $ _ 0.0. 9 $ _ •$ _ $ _ 9 - $ $ - $ _. 00; 10 $ - $ - $ - $ - $ - $ $ 0.0'. • 11 $ - $. - _ $ - $ - $ - - $ - .. $ _ - _ . 0.0 12 $ , - $ . $ -. $ $ - $ $ ._. __0.0. 13 $ $ $-•- $ - $ $ _ $ 14 • $ -- $ -. ` $ '- : $ . $ ' - $ S - o:o' 15 $ -- $ - - $ - S. - $ $ $' - -- 0:0 16 $ _ $ $ _ $ 5 5 -_ 0.0- .17 $ $ - $ _ . $ -- $ - $ ,. - $ - 18 $ - '$ - $ - $ - $ 19 -$ -$ ` - $ - . $ S _-. $.. _ S _ - -0.0_ . 20 $ $_ $ - - $ $ $ $ _ ; 0:0. 21 $ - - $ 9' - $_. _ $ _ $ $ 22 $ - $ _ " -$ - $ - $ - -_ $ _ $ _. 0..11 . . 23 $ - $ - $. - $, - $ - $: - . $ - .24 - $ _$_ ___ $ - $ - _ $ _ $ $ - _-_. _.:0A- 25 $ - g. $. $ $ $ - $ ._ 0,0_ • _ 26 $ - $' - $' - $ - • $ - $ $ - 0.0 - 27 • $ $ $ • $ $ - $ - 5- 28 26 $ $ - $; _.. $ -- - $ • . 29 . $ - $ - $. - $ $ -' • 30 $' - ' "$. _-' $ - . $ _ $ _ $. _ $ Total $ 187.84 Total $ 13,363:97._ -:: _554.3 - • L i !Areasiri green afe.fom ula driven.---.' .I List"Other Benefits"Provided - • Work Hours=Breakdown total'Work hours°(see Overview)into hours or partial hours required per time or per item. Health Insurance 16% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. , PTO 6% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% • Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other 2% • - _Subtotal4=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 5. Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 • • Times Per Year= ° This is the days or shifts worked per year - Annual Total Labor= Times per year multiplied by daily/per item labor . • Annual Labor Hours=Work hours multiplied by times per year ' Input in this column if you calculate Other Benefits ase 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,ft's important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,Inspection etc.)maybe captured as Overhead,and will be discussed later.Direct labor is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, ' In the indirect labor portion of Overhead. Direct labor is best expressed as'work hours'.That is,the total number of hours that will be required to complete a task or project.The first and perhaps mast critical step Is to identify the work and break it down into its component tasks.The description of work or specifications in the contract Is the place to start:Once the component tasks are Identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be In minutes or even seconds.the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements Into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account fortime 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 em working.For example,8°work hours°can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),ort people working at 100%productivity for hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity fort hrs.each.(8)00=4,4x2=8) . Once you know the total work hours per service or per item,It's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a'prevailing wage?Check the contract)Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. Matching FICA • Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. • For example,a service with direct labor cost of$80.00 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 tin this case you get$1733.33/month). - . DAS Fonn#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 Pioneer Hall Janitorial 22-23 , 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 I amount is(whether as a percent or exact amount) • ' Percent of Total Cost Method: IFILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product,or providing a service;a certain percentage of that dollar is required for overhead. To•calculate the overhead I ' 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,Directlaborand 1. Enter Overhead as,aPercent'of Total Costs • Delivery fora total cost. Divide the figure for overhead by the figure for total costs. .. - _ _ 20.00%` The result Is a percent that represents overhead as a percentage of the total cost. Iffinandal 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. EnterAllocated Oderhead.as a Dollar-Figure Sum • Percent of Total Direct Labor Method: . - I - To identify overhead costs,you need the financial records for your organization or • divisionfor 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 TotaLDlrect Labor Hours r 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 hour �$', - - • Time required to complete contract • _ Total Assigned Overhead 1 5: .. -- • Worksheet WORK AREA:• Total Annual Operations . Use the area below to show how you arrived at the final figure , - INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries • $ 224,660.00 Agency Revenue=$7,447,389^^^^^^Total Overhead=$1,524,647.^,."1,524,647/7,447,389=20% i Management Payroll Tax Expense - $ 11,832.00 Management Medical Insurance $ 35,850.00 Management Pension Plan Expense- $ 7,450.00 Sales&Administrative Salaries $ 477,463.00 . Sales&Administrative Payroll Tax Expense. $ 36,526.00 Sales&Administrative Medical Insurance •$• 106,244.00 Sales&Administrative Pension Plan Expense $ 23,500.00 . Office Rent $ 33,600.00 ' • Advertising and Public Education $ 21,261.00 $ 4,800.00 , _ Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 , Professional&Accounting I Audit Fees $ 18,279.00 • 'Training&Worker Safety $ 6,850.00 $ 825.00 Insurance $• 32,414.00 ' Telephone $ 8,500.00 $ 7,350.00 Utilities ' $ 14,035.00 $ 3,450.00 Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 ' , • Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ 15,330.00 , Depreciation-office equipment $ 24,350.00 Repairs&Maintenance-office $ 78,500.00 Cleaning and Maintenance $ 45,600.00 ., Office Equipment Rental $ 7,427.00 Office Supplies , $ 3,675.00 $ 650.00 ' Postage&Freight I $ 28,750.00 $ . 450.00 _ .. ' Rehab • Miscellaneous Expense Bad Debts i ' ContractMenagenient Fee , , - 5. 157,932.00 • Interest,Ezpenses•3 , $ • 16,337.00 , — • , Other:.'$.. _ , Other..' . ., _ TOTAL INDIRECT COSTS $ 981,562.00 $ ''T.522,035.00- • CPI Factor • - 1.40% 1.40% • Total I'$r - , 1,524,647.36 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 Pioneer Hall Janitorial 22-23 . 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 inboth 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. w • • • GSA-Privately Owned Vehicle(POV) Mileage Reimbursement Rates Services Contract • Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile ' Cost • Year Trans Cost 1 . . $ - _. 2 $ ,_$_ - 3 • $ $ . .: _ 4 . • • '$ ;$. ' - ' • 5 $ _ • .$ _ 6 • $ - • • $. . 7 $ • 8 $ - • 9 $ _ $ ' 10 • $ - $ ` - $ . - $. ' - • Margin The law allows a"margin held in reserve".The margin% can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required.to come up with a percentage that not only allows for inventory and equipment • replacement, but is in alignment with industry standards and fair market value. Any percentage higher • than six percent(6%)will have to be justified to DAS. . . Enter as a% of total cost of contract . 6.0% Work Area . . • DAS Form#12 J •• • Revision 10-03' • Page 6 Trans-Delivery and Margin Sheet • • - 1 Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program • J4 4 tt Is 1.• -v .' — 1 Cir • 1 • yy�IQ� • 1 9 •,, • • �S 59 Oregon State Department of Administrative Services Procurement, 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 qn 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 ''I?athway Enterprises;Inc - • -' - ,_ Project City„of Ashland:,Parks Building Floors , Executive Director Signature: • - • • Raw Materials • Per Time Use-Supplies (from supplies worksheet) '$- - 683.34. • Equipment,Tools&Subcontracting (from small equipment worksheet) $ - , •284:55 Subtotal 1 $ • • - • :967.88' Labor • Direct Labor (from labor daily worksheet) $• ':2,436.37 • Overhead See Overhead Worksheet $ •-'920.07 Delivery Transportation (from Trans&Reserve worksheet) $ . • • Total Before Margin $ - . 4;324.32 . Reserve - Margin Held in Reserve ( (from Trans&Reserve worksheet) $= 276.02 Total Bid Yearly $ • - 4,600.34 Monthly $ -. - 383.36 • IWork Area • • • • - 1 • • DAS Form#12 J • Revision 10-03 Page 1. Summary Sheet •RAW MATERIALS • Oregon Department of Administrative Services SuppliesProject Costing Worksheet , Pathway Enterprises, Inc • . City of Ashland Parks Building Floors ' 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 $ 0.93 2 Arsenal#2 Window Clean $ 0.82 $ - $ - - l 3 Arsenal#5 Restroom Cleaner • $ 0.67. $ $ 4 Arsenal#6 Vindicator $ 0.95 $ $ .- 5 Barkeepers Friend Liquid $ 4.25 $' - $ - , 6 Chewing Gum Remover $ 3.74 .$ $ - ' 7 Stay Brite Stainless Cleaner - $ 3.95 $ - $ - . 8 Take Down Fresh and Clean • $ 20.53 0.0417 $ 0.855417 $ - • 10.27 9 Wenco Aero Glass Cleaner $ 2.24 $ $ 10 Ziz-O Paste $ 5.94 $ - $ ,- - • 11 Angler Broom $ 5.90 •$ - $ '. - 12 Cleaning Terry Cloth Rag • $. .0.49 2.0000 $• 0.975000 $ • - = 11.70 13 Dust Mop 36"Frame $ 3.20 $ - -. $ - 14 Dust Mop Handle $ • 6.80 $ -, $ - 15 Dust Mop Head 36" $ 8.27 $ - •- $ 16 Dust Pan $ 2.65 $ - $ - 17 Easy,Adapter hose $, 22.08 $ - $ ` - ' 18 High Rise Duster $ 9.32 .$ $ 19 Melamine Erasing Sponge(24) $ 27.50 ;$ $ ' 20 Ninja T Bar $ 3.38 $ - $ .-=. 21 Pro Guard Nitrile Gloves(1000). $ 45.29 0.0417 ;$ 1.887083 .5 . _ 22.65 22 Scour.Sponge White(Case) . $ 38.30 ,$ - $ = - 23 Toilet Brush $ 1.83 ;$' $ _- ' •24 Trigger Sprayer w/Bottle $ 2.40 $ . . - $ - 25 Unger Micro Washer Sleeve $ 1.95 - $ 26 Mop Head $ • 9.35 0.2500 $ 2.337500 $ • • 28.05 27 Mopster W Fluid Resevoir ' $ 44.63 • '$ $ 28 20"Black Strip Pads $ 3.58 0.5000 $ . 1.790000 $ 21.48 29 20"Brown Strip Pads $ - 3.74 0.5000 $ 1.868000 -5 22.42 • • 30 20"White Polish Pads $ 4.26 $ 31 3m Square Scrub Turf Pad $ • 43.22 32 60"Handle $ 7.30 0.1663 1$ .1.213990• $ 14.57 - • 33 Deep Six Defoamer $ 12.11 0.0833 .$• 1.008763 5, 12.11 34 doodle bug pad $ 2.26 1.0000 •"$• '2.260000 $ .- - 27.12 • 35 Double Diamond Floor Finish $ 14.01 1.5000 i$• 21.015000 $ ' 252.18 , 36 Arsenal Nuetralizer Packs $ 0.29 2.0000 '$ • 0.580000 $ . 6.96 37 Easy Shine Reusable.Pouches $ 10.61 0.5000 ;$ 5.304000 $' 63.65 38 Folex Carpet Spotter $ 13.25 0.5000 $ 6.625000 $, - 79.50 39 Heavy Duty Stripper $ 18.45 0.5000 .$ .9.225000 $ •110.70 • 40 Sensor Bags(10 Pack) $ 15.14 $ $ - . 41 Pro Team Vac Pack'Bags(12 Pack) \ $ 18.56 $. $ • 42 Brute Caddy Bag• $ 22.47 $ • - $ - • 43 $' $ . ' 44 45 $. . - $ . 46 • :$- •- ;$ - , '47 .$i' . _ - $ , - 48 `_$_ $ • 49 $_. - $ _ 50 $.._.. .$ ., - _ _ _ Total $' . 56.944753 $ - 683.34 Areas in green are formula driven._ j Monthly Cost'= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. DAS Form#12 J • Revision 10-03 Page 2 Supplies Sheet RAW MATERIALS Oregon Department of Administrative Services . Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc The following Equipment&Tools are examples which may be required to do the job: - SUBCONTRACTORS . • . Cost per Burnishing/Floor machines Carpet•extractors Description Time Times per Year. . Blind cleaning machines Auto scrubbers $ Sweepers Mop buckets and presses . • If any of this equipment is used on more than one project,be sure to include only that portion of $ the cost associated with this project. $ - $ - - Note:Any asset purchased with grant money Is not eligible for depreciation,however,the $ _ cast to maintain the asset is an allowable expense and should be listed. ,$ - . g' , • .. - $. $ _ $ - 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 • 5% $ 1.68 $ 2 Easy Shine Applicator Kit " $ 376.48 12 " 12 100% $- -376.48 5% $ 18.82 1 $ • . 18.82 • 3 Pro Team Back Pack Vacuum . $ 428.00 '36 - 12 ` - 33% $ 142.67 • 5% $ 7.13 $ - 4 Sensor XP15 Upright Vacuum $ 561.88 . 36 12 33% $ 187.29 5% $ 9.36 $ - 5 Wave Break Down Press Combo Mr$ 76.72 36 12 33% $ 25.57 5% $ • 1.28 $ - 6 SC351 SCRUBBER $ 2,812.00 60 12 " 20% $ 562.40 5% $ 28.12 1 $ - "' 28.12 -- . • . 7 NAUTILUS EXTRACTOR $ ' 3,928.00 60 . . 12 - 20% $ 785.60 5% $ .39:28 1 $ 39.28 - 8 ROSS 700 $ 2,590.00 60 12 .20% $ -518,00 5% $ - 25.90 1 $ - 25.90 9 CRB PRO 45 $ 2,738.00 ' 60 _ 12 . 20% $ . 547.60. 5% $ 27.38 1 $ . - -' 27.38 10 Buffer Shroud $ 475.00 24 • .. ',12 -- . 50% $ 237.50 5% $ -11.88' 1 $ . • 11.88 - 11 Square Scrub $ 4,500.00 ' 60 - - 12 " -20% $ i 900.00' ' 5% $' '45.00 1 .$' . - 45.00 ' 12 Buffer 20"w/tank $ 2,400.00 60 . -• ' .12 • .20% $ . 480.00. 5% $ -24.00 1 $ 24.00 . 13 Wet/Dry Vac $ 1',250.00 36 - 12 '33% $ i 416.67, 5% $ 20.83 2 '$ - .• -' 41.67- 14 Cadet Carpet Extractor . $ 2,250.00 60 - ' . '12 . . '20% $ 450.00 5% $ .22.50 1 $` '" 22.50 15 Cordless Backpack $ 1,215.00 36 -12 33% $ 405.00 5% $. 20.25 $ 16 Cleaning Cart $ 135.50 36 12 .33% $ ' ' ;45.17 5% $ _ 2.26. - 17 12 . 18 - . • 12 - ' ' • - : - 19 - '= 12 - - . 20 12 .. ' 21 . - 12 . , , . • 22 • 12 ' 23 -12'. ' . - 24 12 -- - . 25 12 . - ..- . - Total $ ' 284.55 CAreas in_green are formula driven: -, ._ ;. i . Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. - • 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 Equipment Tools - LABOR _ Oregon Department of Administrative Services Direct Labor Project Costing Worksheet Pathway Enterprises,Inc • City of Ashland Parks Building Floors Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times AnnualfTotal Annual Hours • Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal5 Item Labor Per Yr. Labor Labor _ 1 Pioneer Hard FL 4.00 $20.00 100% $ 80.00 0.0765 $ 6.12 2.30%$'. 1.84 1.75%_$ 1.40 28.00% $ 22.40_$ 111.76 2 $ 223.52 -` - - 8:0 2 Nature Carpet 6.00 $20.00 100% $12000 40765 $ 9.18 2.30% $"" 2'.76 1.75% $." 210 28.00% $ 33.60 $ 167:84 2 5 335.28. 12:0 3 Nature Hard FL 1.00 $20.00 100%,5 20.00 0.0765 $ 1.53 2.30%F$ 0.48' 1.75% $ 0.35 28.00% § - 5.60 $ 27.94 2 $ 55.88 - _ 20 • 4 Senior Ctr Carpet 8.00 $20.00 100% $160.00 0.0765'$ 12.24 2.30% $ 3.68 1.75% $ 2.80 28.00% $ 44.80 $ 223.52' 2 $ 447:04 16.0 5 Senior Ctr Hard FL 10.00 $20.00 100% $200.00 0.0765 $ 15.30 2.30%'$ 4.60 1.75% $ 3.50 • 28.00% $ ' 58.00 $ 279.40 2 $ 558.80 20.0 6 Grove Carpets 8.00 $20.00 100% $160.00 0.0765 $ 12:24 . 2.30% $ 3.68 1.75% 5 2.80 28.00% $ - 44.80 5 223.52 2 $ '447.04 16.0 7 Grove Hard FL 2.00 $20.00 100% $ 40.00 0.0765 $ 3.06 2.30%_S 0.92'_ 1.75% $ 0.70 28.00% 5 11.20 $ •55:88 2 $ 111.76 4.0 8 Supervisor 4.00 $23.00 100%.$. 92.00 0.0765 $ 7.04 2.30% $ 2.12 1.75% $ • - 1.61. 28.00% . 5 25.76 $ 128.52 2 $ 257.05 8.0 9 5 - $ - - $ - $ - - $ - 5 - $ - 0.0 10 $ .5. _ -$ $ _ $ - '$ - $ - 0:0 ' 11 $ -- $. - $ - $ - $ - - $ - $ - - 0:0 • 12 5, - • -5 - $ - $ - $ - $ $ - MO 13 $. - $ - $' - $ - 5 - $ -. $ - 00. 14 $ '- $ _. $ $ . - $ 5 - $ - 0.0. 15 . $ - $ - $ - $ - $ - $ - $ - so _ 16 $ - 5_ - - $ $ - . $ - $ - $ - 0.0 17 $ .- $' $ _-_ $ - $ - $ - $ _0.0. 18 $ - '$. _ 5 S _ . „_$ _ $ - _ 0:0 19 5 - $ •_ $ --. $ - 5 $ - $ - - - 0.0 20 $ - $- - -$ _ 5 - 'S --- - 5 - $ _ - 0.0 ' 21 $ - $ - 5 - $ - . ,$ - $ - $ - 0.0 22 $ _. $ - ,$ $ - $ - $ _ - $ - OM 23 5 - $ -- 1. $ - 5 - $ - $. - ' $ - •0:0 . 24 $ - $ - $ - $ - _$ - - $ - $ - -0.0 .25 $ - $ - $ - 5 -. $ - $ - - $ - -\ •0.0 26 . $ - $ _ :$ - . $ _$ - - $ - $ - _ 00 27 $ - $ - $ - $ - $ - $ - $ ' - 00 28 $ - $ • - .$ - _ S - $ - $ - $ - 0.0' 29 • . _5 - $ - $. -- $ _ ' • 5 _ $ - $ - _.0.0' 30 • $ '- $• - $ - S $ - $ - $ - _. 0.0 - . Total $1,218.18 Total $ 2,436.37 86.0 • !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. Health Insurance 16% Subtotai 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. PTO 6% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). I Holiday 4% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other • 2% . . Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. • • Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. Subtotal 5=This column maybe a combination of both Other Benefits%and Other Benefits Monthly$. . Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 - • • Times Per Year=This is the days or shifts worked per year . Annual Total Labor= Times per year multiplied by daily/per item labor ' Annual Labor Hours=Work hours multiplied by times per year • Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'.allocated Other Benefits Mo.$=time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit Is$100,then only$50 would be allocated to this column. . For purposes of costing a project,it's Important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,Inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is • specifically Identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time In direct labor functions.The percentage may vary depending on the project or organization.For • example,a supervisor may spend 50%of 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 other50%,as well as any other supervisory costs, • in the indirect labor portion of Overhead. - • Direct labor Is best expressed as'work hours'.That is,the total number of hours that will be required.to complete a task or project.The first and perhaps most critical step Is to identify the work and break it down Into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks em Identified,the next step Is to estimate the'tlme that will be required to accomplish each task.Since this estimated time may be In minutes or even • seconds,the times must be compiled Into a Per-Time or Per-Item direct labor cost estimate.For example,In a custodial contract,first breakdown the work requirements Into component tasks such as,loading and unloading equipment,emptying trash . and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure is the required°work hours.°Thls number will stay the same regardless of how many people are working.For example,8'wo'rk hours'can be accomplished by I person working 01100%productivity for 8 hrs.(1x8=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.(8x.50=4,4x2=8) , • Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay • a'prevailing wage'Check the contract)Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. Matching FICA _ Workers'Comp at your cost • Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. • Far example,a service with direct labor cost of$80.00 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 fin this case you get$1733.33/month). - DAS Form#12J - Revision 10-03 Page 4 Direct Labor Sheet J OVERHEAD' Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Parks Building Floors ' There are many different ways organizations allocate overhead Internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc). In the,space provided below,Indicate how your organization allocates overhead to this particular contract,what items go into your overhead,and what that overhead . amount is(whether as a percent or exact amount) • Percent of Total Cost Method: FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product,or providing a service,a certain percentage of that dollar Is required for overhead.To calculate the overhead - percentage,it Is best to have financial records for your organization that go back a year or more'.Add together the expenditures that make up the overhead cost(see - worksheet below). Now add this figure to the Raw materials,Direct labor and 1.Enter Overhead as-a Percent of Total Costs Delivery for a total cost. Divide the figure for overhead by the figure for total costs. i - The result Is a percent that represents overhead as a percentage of the total cost. • . .-. . - . 20.00%I If financial records are not available estimate the overhead expenses as best you 1 • 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 allocatingdo 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 aDollar-Figure Sum Percent of Total Direct Labor Method: I . 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 em not detailed below should be input into the cells marked • OR "other;please include a description.What you are hying to determine is a. percentage,therefore,do not gross up the'expenses for inflation or to conform to the current year budget.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 • 1 hour total will deflate the actual costs.)The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. / Total Annual Direct Labor Hours I . - Input Total from Worksheet on Below Overhead per labor hour .$ '..- Time required to complete contract I- -- ''- 86 l • Total Assigned Overhead I$. Worksheet WORK AREA: . Total Annual,Operations . Use the area below to show how you arrived at the final figure • INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries _ $ 224,660.00_ Agency Revenue=$7,447,389""""""Teta!Overhead=$1,524,647""""""1,524,647/7,447,389=20% . • Management Payroll Tax Expense $ 11,832.00 .. Management Medical Insurance $ 35,850.00 Management Pension Plan Expense $ 7,450.00_ • Sales&Administrative Salaries $ 477,463.00 , Sales&Administrative Payroll Tax Expense $ 36,526.00 • • • Sales&Administrative Medical Insurance• 9. 106,244.00 - Sales&Administrative Pension Plan Expense $ 23,500.00 . Office Rent $ 33,600.00 Advertising and Public Education $ 21,261.00 $ 4,800.00 Background Checks&Urinalysis $ 8 260.00 $ 1,650.00 Professional&Accounting/Audit Fees • $ 18,279.00 • , Training&Worker Safety $ 6,850.00 $ 825.00 ' • Insurance $ 32,414.00 Telephone $ 8,500.00 $ 7,350.00 Utilities $ 14,035.00 $ 3,450.00 • . Property Taxes/Licenses/Fees $ 1,890.00 •$ 450.00 • ' Dues&Subscriptions , .8 6,371.00 $ 31,086.00 • l Depreciation-office building 9 15,330.00 , Depreciation-office equipment $ 24,350.00 • Repairs&Maintenance-office $ 78,500.00 .. • • Cleaning and Maintenance 5 45,600.00 Office Equipment Rental $ • 7,427.00 ' Office Supplies $ 3,675.00 5 650.00 Postage&Freight $ 28,750.00 $ . 450.00 • Rehab . Miscellaneous Expense ' . • . Bad Debts Contract.Management Fee ,. $ 157,932.00 Interest Fxpenses • _ - $ 16,337.00 • Other.' . n . Other,.` - .. . • - . TOTAL INDIRECT COSTS $ 981,562.00 $ ''522,035.00' • CPI Factor 1.40% 1.40% Total I'$ ,._ 1,524,647.36-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 Parks Building Floors 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 $ r • 4 $ $ - 5 $ $ • 6 $ •- . $ 7 $. . - $ - • 8 $ 9 . $ ,$'.. 10 • $ , • Margin The law allows a"margin held in reserve".The margin% can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research. will likely be required to come up with a percentage that not only allows for inventory and equipment • replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)Will have to be justified to'DAS. Enter as. a% of total cost of contract I 6.0%I Work Area • • • DAS Form#12 J Revision 10-03 ' Page 6 Trans-Delivery and Margin Sheet 7 • • • • Costing Workbook • For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program • • • l! r# t• yr • �' i aep �1 i ti 1 1. •1111,1 ••-• • • "•li , y�y rte{ ! �1. 1 , ; •f, 1 • - VI,PW: IL-9�bil190u�•"��31 ��e �•4_ �S'=�� - • Fr21 :0 4 • • $; • • Oregon State Department of Administrative Services • • Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 • • Salem, Oregon 97301 (503)378-4642 • • • • • SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services revised:4/5/2011 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment&tools, and large or special equipment. Each category is detailed on the , following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also • completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. • QRF Name 1Pathway!Enterprises,'Inc Project 'City of Ashland Nature Center Janitorial 22-23 Executive Director Signature: • Raw Materials Per Time Use-Supplies (from supplies worksheet) :$ '325.47 Equipment,Tools&Subcontracting (from small equipment worksheet) .$ : 246:44 • Subtotal1 $ 571:91, Labor Direct Labor (from labor daily worksheet) $ : •'.4,234.46• Overhead See Overhead Worksheet = • $. ' 1,299.02 • Delivery ' Transportation (from Trans&Reserve worksheet) $ - • Total Before Margin $< • 6,105 39 • Reserve • Margin Held in Reserve (from Trans&Reserve worksheet) $. 389.71:. • Total Bid Yearly $ 6,495.10 z, Monthly $ 541.26 Work'Area " • } • DAS Form#12 J • Revision 10-03. Page 1 Summary Sheet J . . • RAW MATERIALS Oregon Department of Administrative Services • Supplies Project Costing Worksheet Pathway Enterprises,Inc ' City of Ashland Nature Center Janitorial 22-23 ' 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 $ 0.93 5.0000 $: 4.650000 $. 55:80 2 Arsenal#2 Window Clean $ 0.82 1.0000 $ .' • 0.820000 $ 9.84 3 Arsenal#5 Restroom Cleaner $ 0.67 - 1.0000 $ 0.670000 $ 8.04 4 Arsenal#6 Vindicator $ 0.95 2.0000 ;$ 1.900000 $ 22.80 5 Barkeepers Friend Liquid $ 4.25 1.0000 $. 4.250000 $ ' 51'.00 ' 6 Chewing Gum Remover $ 3.74 .0.2500 $ 0.935000 $ 11.22 . ' 7 Stay Brite Stainless Cleaner $ 3.95 ' 0.1250 $ • 0.493958 $ . ' 5.93 8 Take Down Fresh and Clean $ . 20.53 $ - $ -• - 9 Wenco Aero Glass Cleaner $ 2.24 0.2500 $ 0.560000 $. 6.72 10 Ziz-O Paste $ 5.94 0.2500 $ .1.485000 $ , ,17.82 11 Angler Broom • $ 5.90 • 0.0833 $ 0.491470 $ 5.90, 12 Cleaning Terry Cloth Rag $ 0.49 3.0000 $ 1.462500 $ ,17.55' 13 Dust Mop 36"Frame, $ 3.20 $ - $ 14 Dust Mop Handle $ 6.80 . . $. $ - 15 Dust Mop Head 36" $ 8.27 $ - $ -" • 16 Dust Pan ' $ 2.65 0.1667 "$ 0.441755 $ . • ' 5.30 17 Easy Adapter hose $ 22.08 $ $ . 18 High Rise Duster $ - 9.32 0.0833 $ 0.776356 :$ .. ..' '9.32" 19 Melamine Erasing Sponge(24) $ 27.50 0.0417 $ • 1.145375 $ .13.74 20 Ninja T Bar $ 3.38 . $ $ - 21 Pro Guard Nitrile Gloves(400) $ 38.95 0.0833 $ 3.245833 $ 38.95. 22 Scour Sponge White(Case) $ 38.30 0.0278 $ '1.063889 $ . . ' 12.77 ' 23 Toilet Brush ' $ 1.83 0.0833 '$ 0.15 $ ' . .1.83 . 24 Trigger Sprayer w/Bottle $ 2.40 0.2500 $ 0.600000 $_• ' ' 7.20 25 Unger Micro Washer Sleeve $ 1.95 $ - $ - 26 Mop Head $ 9.35 - 0.1667 $ 1.558645 $ ,, ' - '18.70' . 27 Mopster W Fluid Resevoir $ 44.63 $ - $_ • -- 28 20"Black Strip Pads $ 3.58 • $ $ 29 20"Brown Strip Pads .$ • 3.74 $ - $ - • - 30 20"White Polish Pads $ 4.26 $ $ - 31 3m Square Scrub Turf Pad $ 43.22 $ $ 32 60"Handle $ 7.30 •$ - 33 Deep Six Defoamer $ 12.11 $ - $ . S - - ' 34 doodle bug pad $ ' 2.26 $ - $ - . 35 Double Diamond Floor Finish $ 14.01 $ - $ - 36 Arsenal Nuetralizer Packs $ 0.29 $ - - $ . • - 37 Easy Shine Reusable Pouches $ 10.61 $ - . $ - 38 Folex Carpet Spotter $ 13.25 $, _ • $ - - • 39 Heavy Duty Stripper $ 18.45 $" $ 40 Sensor Bags(10 Pack) $ 15.14 0.0278 $ 0.420556 $ , • "5.05 41 Pro Team Vac Pack Bags(12 Pack) $ • 18.56 $ ' ' - - $ • - 42 Brute Caddy Bag $ 22.47 $. $ - ' 43 '$ - $ : - - . 44 $; - • $ _ 45 . $ . - $ . • 46 $:. $ _ • 47 $' $ _. 48 I $' _ $ .. • - 49 50 $ ' $ • - • _ Total $ 27.122776 $ '• 325.47" `Areas in green.are formula.driven: _ • Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost= Annual cost is computed by monthly cost times 12 months. DAS Form#12 J _ Revision 10-03 Page 2 Supplies Sheet . RAW MATERIALS . Oregon Department of Administrative Services • Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc , . . 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 Easy Shine Applicator Kit $ 376.48 . 12 12 ' 100% $ 376.48 100% '$ 376.48 $ - - 3 Pro Team Back Pack Vacuum $ 428.00 36 12 33% $ 142.67 100% $ 142.67 $ - - 4Sensor XPl5Upright Vacuum $ 561.88 36 12 . :33% -$ 187.29 - 100% $ 187.29 1. $ '187.29 5 Wave Break Down Press Combo Mc $ 76.72 36 12 33% $ 25.57 100% $ 25.57 1 $ ' 25.57 6 SC351 SCRUBBER $ 2,812.00 60 - 12 - 20% .$ 562.40 100% $ 562.40 7 NAUTILUS EXTRACTOR $ 3,928.00 60 12 20% $ - 785.60. 100% $ 765.60 $ • 8 ROSS 700 $ 2,590.00 60 '12 20% $ 518.00 100% $ 518.00 9 CRB PRO 45 $ ' 2,738.00 60 12 ' '20% $ 547.60 100% $ 547.60 $ - 10 Buffer Shroud $ 475.00 24 ' .. 12 ' ' s 50% $'.' '237.50 100% $. 237.50 - $ - _. - . 11 Square Scrub $ 4,500.00 60 - 12 -' 20% $=`-'900.00 100% $ 900.00 $ , • 12 Buffer 20"w/tank $ 2,400.00 60 • - 12 -- ,• 20% $ . 480.00 100% $"480.00. $ ' ' 13 Wet/Dry Vac $ 1,250.00 36 ' 12 . ` 33% $, 416.67 100% $ 416.67' $ ." - . 14 Cadet Carpet Extractor $ 2,250.00 60 , , , 12 '_.20% $,--450.00 100% $ 450.00 $ ' ' ' ., 15 Cordless Backpack $ 1,215.00 36 . .12 , 33% $ •, 405:00 100% $ 405.00' , $. - - • 16 Cleaning Cart $ 135.50 36 ' 12 .' 33% $' ,.45.17 100% $ .'45.17 • 17 _ 12 . - ' • .. . - , 18 12 , . 19 : 12 K- '20 • ' :•12 " 0 - 21 1-2 - ' _ . 22 12' . 23 -. 12 - . - - 24 12 .. .-, 0 • 25 _ 12 • Total $ 246.44 Areas in green.are.formula_driven: T ' _ Useful Life of Assets=What is the estimated useful life of the equipment in months - 0 Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. 0 ' - Unit Cost Per Year=Computed by multiplying.thetotal unit cost by the depreciation. 0 • • 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. - 0 . • Annual Cost='Computed by project unit cost times the number of units. - Work Area 0 0 • • .. • DAS Form#12 J • Revision 10-03 Page 3 Equipment Tools, • • LABOR Oregon Department of Administrative Services Direct LaborProject Costing Worksheet Pathway Enterprises,Inc • City of Ashland Nature Center Janitorial 22-23 ' • Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Dally/Per Times Annual/Total Annual Hours i. ' Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 •ment% Total 4 Benefits% 'Monthly$ SubTotal 5 Item Labor Per Yr. Labor - Labor • 1 Janitor Weekly 2.00 $17.10 100% '$ 34:20 0.0765 5. 2.62 2.60%-5' 0.89 1.42% $ -0.49 28.00% $ 9:58 S 47.77 52 S. 2;483.89 - - 104.0 2 Janitor Monthly 0.50 $17.10 100% $ 8.55 0.0765 $ 0.65 2.60%:$' 0.22 1.42% $ - 0.12 28.00% S 2:39 $ 11.94 12 $ 143.30 = 6.0 3 $ $, . _ ' $ - $ - $ _ $ $ -._- -- '0:0. ! 4 s• - $ _ $ $ - 5 - $ $ _ _0.0 ' , 5 Supervisor - 1.00 $22.13 100% $ 22.13 0.0765 $ 1.69. 2.60% $ 0.58 1.42% $ 0.31 28.00% $ 8.20 $ 30.91 52 $ 1,607.27' - 5210 6 $ - S. $ - $ - $ - $ - $ - -__ 0.0, 7 5 - $ - $ $ $ - S _ $ - . 0.0 8 $ - • 5- - $ -. $ - $ - ' $ - $ - 0.0 9 $' - $ - $ - $' $ - $ - $ - --0.0 10 $ - $ - $ - S - $ - $ - S. - 0.0. 11 ' $ - $ - - $ - $ - $ - $ _ ' $ 0.0 12 s - $- - S' 3 - - $ - $ $ - ' - .- 0.0 13 $ _ -. $-. $ - $ - • $ $ _ $ - 0.0. 14 , $ - $ - - $ - $- - $ - $ - .. $ - - 0.0 . 15 • $ - $• .$ $ $ _ $ 16 $ - • . .5'. $ $ __. $ - $ - 5. _ - ":0.0 . 17 $ - - •S - S. - $ - - $ ' - $ - $ _. -. --0:0 18 • $ - $ - $ $ - $ - - S - $ - 00 19 $ - $ - $ - 5 - $ ' - $ - $ 20 $ - $ - - $ - 5- - - 5 - 5 - $ - MO 21 $ - $ - 5. - $ - $ - $ - $ - - - - 0:0 22 $ - $. -_-- $ -_ $ - 5 - - 5 - $ - - --- 0.0. ' 23 .5 - '$ - $ - $ S - $ - $ - 0.0 - 24 $' - $ -• $ - $ - $ - $ - $ - -0.0 . 25 5 - -S. - $ - $ - $ - $ - 5 - _ -0.0 26 $ - E $ ' - $ - - $ - $ - $ - 010 27 $ S $ - ' 5_ • $ - $ - $ - - - 0.0 28 5. - $. _ - $ - S - - $' $ - $ _ .- •OA.. 29 $ - $ - $ $. . - . $ - $ - $ - 0.0,. 30 '$' - 9. $ - $ - $ _ $ - $ . Total $ 90.62 Total $ 4,234.46_ 162:0 (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. Health Insurance 16% • Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. PTO , 6% • • Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other. 2% Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance W. • Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. . Subtotal 6=This column may be a combination of both Other Benefits%and Other Benefits Monthly 5.' - . Daily Per Item Labor=.The sum of subtotals 1,2,3,4,and 5 • Times Per Year=This Is the days or shifts worked per year ' Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year - • - Input In this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount 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$50 would be allocated to this column. • • For purposes of costing a project,it's important to distinguish between direct end indirect labor.Indirect labor(supervision,administration,inspection etc.)maybe 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 time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs. " in the Indirect labor portion of Overhead. Direct labor Is best expressed as"work hours".That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step Is to identify the work and break It down into Its component tasks.The description of work or specifications in the contract la the place to start.Once the component tasks are Identified,the next step is to estimate the time that will berequired to accomplish each task.Since this estimated time maybe in minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,Ina custodial contract,first breakdown the work requirements Into component tasks such as,loading end unloading equipment,emptying trash ' _ and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure Is the required°work hours.'This number will stay the same regardless of how many people are working.For example,8'work hours°can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),ort people working at 100%productivity for hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity fort hrs.each.(8x.50=4,4x2=8) Once you know the total work hours per service or per item,It's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a'prevailing wage.'Check the contract]Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. • Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) 'After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement On a service contract multiply the daily cost by the number of days per year that you will provide the service. • For example,a service with direct labor cost of$80.00 per time,required 5 days per Week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For Monthly cost divide the t annual cost by 12(in this case you get$1733.33/month). . DAS Form#12 J • Revision 10-03 Page 4 • Direct Labor Sheet • • • • i , I , • ' OVERHEAD Oregon Department of Administrative Services' Overhead Costs Project Costing Worksheet ' Pathway Enterpris City of Ashland Nature Center Janitorial 22-23 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 telow,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: • IFILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product orprovidingaservice,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 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 is a percent that represents overhead as a percentage of the total cost. 1' ', - . - 20.00 •%� 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 am allocating to overhead in the box if you am • • 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.Whatyou 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 a88 Percent of Total Direct Labor WOUrs - "•• 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 I • ( • Input Total from Worksheet on Below Overhead per labor hour $.' .. - Time required to complete contract I' - 162 - ' Total Assigned Overhead !$... _ - - - - • • Worksheet . WORK AREA: • Total Annual Operations • Use the area below to show how you arrived at the final figure INDIRECT COSTS ' ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 224,660.00 Agency Revenue=$7,447,389"Am.'Total Overhead=$1,524,647^."..1,524,647/7,447,389=20% Management Payroll Tax Expense • $ 11,832.00 ' Management Medical Insurance • $ 35,850.00 . Management Pension Plan Expense $ 7,450.00 Sales&Administrative Salaries $ 477,463.00 , Sales&Administrative Payroll Tax Expense $ 36,526.00 Sales&Administrative Medical Insurance . $ 106,244.00 ' • Sales&Administrative Pension Plan Expense $ 23,500.00 . Office Rent $ 33,600.00 ' Advertising and Public Education $ 21,261.00- $ 4,800.00 Background Checks&Urinalysis $ 8,260.00 $ 1,650.00_ ., Professional&Accounting/Audit Fees $ .18,279.00 • Training&Worker Safely ' $ 6,850.00 $ 825.00 - ' Insurance $ 32,414.00 . Telephone $ 8,500.00 $ 7,350.00 , Utilities $ 14,035.00 $ 3,450.00 Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 . ' Depreciation-office building ' $ 15,330.00 . . Depreciation-office equipment $ ' 24,350.00 - • Repairs&Maintenance-office $ 78,500.00 , Cleaning and Maintenance $ 45,600.00 ' Office Equipment Rental $ 7,427.00 • Office Supplies '$ 3,675.00 $ 650.00 Postage&Freight $ 28,750.00 $ , 450.00 Rehab . Miscellaneous Expense Bad Debts pinkest Menagemeilt Fee' . r. ' $ 157,932.00 ' • interest'Expenses , - , ` $ 16,337.00 Other,* ,, , Other:• ', , TOTAL INDIRECT COSTS . •5• 981,562.00 $ • 522,035.00 ' • CPI Factor 1.40% 1.40% • Total I$ -•.-1,524,647.36• • DAS.Fora#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 Nature Center Janitorial 22-23 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 $ • $' 5 $ .- $ ? - 6 $ $ 7 0 _,$ - $. _ 8 $ $ 9 $ :' -• 10 $ - .$ -. • $ . -. $ - Margin The law allows a"margin,held in reserve".The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project..Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)will have to be justified to DAS. • Enter as a% of total cost of contract I 6.0%I Work Area • . . • • • • • • DAS Form#12 J 0 Revision 10-03 Page 6 Trans-Delivery and Margin Sheet • M&f.1BF1Y', ESA athwayCommunication Tea»i�eai'!i Professionalism Opportuuit; Enterprises, I11C. Office:(541)973-2728 Fax.:(541)973-2729 Property Service License#40205 CCB License#218417 May 26, 2022 City of Ashland • 90 N. Mountain Ave. Ashland, OR 97520 In regards toP,4 des room and- 'rash S'en-fieW15 Pathway Enterprises is requesting a pricing adjustment for janitorial services for the City • of Ashland Park restrooms. The reason for the changes are as follows: • Incorporation of the updated Living Wage for the City of Ashland at$17.02 per hour. Supervisory wages were calculated at 1.3 times that of a worker. This ' resulted in a supervisory rate of$22.13 per hour. • Adjustment of workbooks to incorporate an additional hour for Winter services. • Updates for supply expenses, and fringe expenses. • Incorporation of a second vehicle to provide services. In total we are requesting an increase from $181,774.49 to 204 0-8 64 annual';" This equates to an additional $22,534.15, a 12% increase I appreciate your consideration and look forward to another year serving the City of Ashland. Sincerely, Richard Simpson Commercial Contracts Director Pathway Enterprises, Inc. Cell 541-601-4550 Office 541-973-2728 1600 Sky Pork Drive Suite No.101 Medford,OR 97.594 www.pathway-inc.org infogpathlvay-inc,org • • • • • • • • • •. • • Costing Workbook • • For Janitorial & Grounds Maintenance • Contracts Under the Qualified Rehabilitation Facilities Program • • • • • . • . . • • -6 • • 04'; • . • • • . , n '• ;:•11..., I 1, , .1 ', • T4-, . lo‘ • cnof.. 1 ;?... 4: 114:1, "•,1 „1.t, : 2- • , '•r MN' - '• — • ••-• -.2 - • • • • • • 4 „ • _ • • F_ • „stS-t;" 7 • aal I- : - • •• •• Oregon State Department of Administrative Services • Procurement, Fleet, and Surplus Services . 1225 Ferry Street SE, U140 • Salem,.Oregon 97301 .• • (503)378-4642 • • . . • • • • • • • • • • S • • • • • 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 Park Restroom&Trash'.Services 22-23 .1 Executive Director Signature: - • Raw Materials • Per Time Use-Supplies (from supplies,worksheet) $ .•• . .. ..11;956.26 Equipment,Tools&Subcontracting (from small equipment worksheet) $. -- ..6:714.29' Subtotal 1 $,. • 1,8,670.55 Labor • • Direct Labor (from labor daily worksheet)• $• • '.,,'132,517.89. Overhead See Overhead Worksheet - • $ ' • . 40,861.74_' Delivery • ••Transportation (from Trans&Reserve worksheet) $ • . • Total Before Margin $' 192,050.18 • es Reserve •- • Margin Held in Reserve (from Trans&Reserve worksheet) $.,. 12,258.52. • - - Total Bid Yearly $. , ' 204,308.70 • • Monthly $ '. •17,025.72 Work Area • Wages used in this proposal are based on the City of Ashland Living Wage for 2022-2023.• - • • . • DAS Form#1.2 J Revision 10-03 Page 1 Summary Sheet • RAW MATERIALS Oregon Department of Administrative Services • - Supplies Project Costing Worksheet •1/4 Pathway Enterprises, Inc. City of Ashland Park Restroom&Trash Services 22-23 • , Raw Materials: This category is often spelled out in the Request for Offer(RFO).Language such as"Items to be'provided by Contractor"will usually reflect Supplies or Raw Materials.In the case of a Service Contract this will likely include not only supplies required to perform the service each month;but also Equipment&Tools.In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract,for example,may require the following for month-Supplies: Paper products and soap • Broom and dustpan Cleaning chemicals or products Floor Wax • • Spray bottles . Scrub brushes or scouring pads • • Per Use/Per Item Manufactured-Supplies. Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Handy Grabbers $ 22.50 0.5000 $ 11.250000' $ , 135.00 2 $ - $ . 3 Uniform Shirts $ 8.52 4.0000 $ . 34.080000 $ - 408.96 4 50'Hose $ • 35.00 0.2500 $ • ' 8.750000' $ 105.00 5 Gasoline Fuel ' $ 5.00 120.0000 $ 600.000000 $ • 7,200.00, . 6 Pro Guard Nitrile Gloves(400) $ 38.25 2.5000 ,$ 95.625000 $ ' 1,147.50 • 7 Scour Sponge White(Case) $ 38.30 0.2500 $ 9.575000, $ • 114.90 8 Toilet Brush $ 1.83 4.0000 $ - 7.320000- $ .. . 87.84 9 Trigger Sprayer w/Bottle $ 2.40 4.0000 $ 9.600000 $ • 115.20, , 10 Mop Head $ 9.35' 2.0000 $ 18.700000 $ . . • '224.40 11 Angler Broom $ 5.90 1.0000 $ • . 5.900000,, $ ' . • 70.80 12 Cleaning Terry Cloth Rag • $ 0.49 60.0000 $ 29!250000, $ ' ' • 351.00 13 Dust Pan $ 2.65 0.5000' $ 1.325000 $ - 15.90 14 Easy Adapter hose $ 22.08 0.2500 `$ . 5.520000 $ - 66.24 15 High Rise Duster $ 9.32 1.0000 $- 9.320000 $ .111.84 16 _ $ - $ - 17 Arsenal#5 Restroom Cleaner $ 0.67 60.0000 '$ . 40.200000 $ 482.40 • • 18 Arsenal#6 Vindicator $ 0.95 60.0000 $ 57.000000 $ -`684.00. 19 $ $ . 20 - • $ - $ - 21 Take Down Fresh and Clean $ 20.53 2.0000 $ . . 41.060000 $ ' 492.72 22 Ziz-O Paste $ 5:94 2.0000 ,$ 11.880000 $ '142.56 , • 23 $ - $ 24 '$ ' - $ ' 25 _ .$ $ - 26 $ - $• - 27 $ $ • 28 $ $ 29 $ - $ - 30 $ $ 31 $ - $ „ 32 $ -_ ' $ . 33 $ $ - 34 • $ - - $ - 35 .$ - $ 36 ' • $ - - $ - , •- • 37 $ $ 38 $ $ 39 $' - $ '. - 40 . . $ $ . 41 $ $ 42 $ ' - $ - 43 $ ' -- $ - 44 $ ' $ , - 45 • '$ ' - '$ , - 46 $ S - $ - 47 $ - $ - 48 $._ .- $ - 49 $ .. - $ . ' - ' 50 $ . - $ . - • . Total $_'_ ' 996.355000 $ . - 11,956.26' Areas in green are forr_nu_la driven___,_! Monthly Cost Monthly cost is computed by multiplying the total unitcostby the units needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. i DAS Form#12 J Revision 10-03 Page 2 ) Supplies Sheet RAW MATERIALS Oregon Department of Administrative Services ' Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc. - ' The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Cost per • Burnishing/Floor machines Carpet extractors Description Time Times per Year _ _ _ Blind cleaning machines Auto scrubbers $ Sweepers Mop buckets and presses • - .$ -- If any of this equipment is used on more than one project,be sure to include only that portion of $ S - $- the cost associated with this project. - $• Note:Any asset purchased with grant money is not eligible for depreciation,however,the cost to maintain the asset is an allowable expense and should be listed. _ $ " _ • $ - • . $ • - - . . _ $ . . • $ _ . r Equipment Unit Useful life: Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Nissan Vans $ 23,500.00 84 . 12 14% $ 3,357.14 100% $3,357.14 2, $ ' -6,714.29' 2 - 12 , 3 12 - 4 12 ' - 5 12 . 6 '- 12 . • . - . . • 7 • 12 - ' 8 . -12 '9 • 12 . - - 10 12 - - 11 . • - 12 - 12 • 12 - •' • 13 12 14 ','12 - •' , . 15 12 • 16 12 - . . 17 12' ' .. - - ' 18 • 12 ' - 19 • 12 - - ' 20 • - 12 • - ' 1 . 21 - 12 ' ' • - 22 12 23 12" . 24 12 •.• J -- - - • 25 12 . , . Total $ 6,714.29 ?Areas in green„are formula driven.-, ._ Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage=Depreciation is calculated by dividing the contract-life by the useful life. • Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include onlythat 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 J . • • .I DAS Form#12 J • - Revision 10-03 Page 3 Equipment Tools • • • LABOR Oregon Department of Administrative Services _ Direct Labor Project Costing Worksheet Pathway Enterprises,Inc. - City of Ashland Park Restroom&Trash Services 22-23 Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours } Description Hours Rate ductivIty Total l Total 2 comp% Total 3. ment% Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor 1 Janitor Summer 14.25 $17.02 100% $242.54. 0.0765 $ 18.55 2.30% $. 5.58' 1.75% 9.- 4.24 28.00% $ 67.91 $ 338.82 214 $'- 72;507.78; '- 3;049:5 2 Supervisor 1.50 $22.13 100% $ 33.20 0.0765 $ 2.54 2.30% $ .0:76 1.75% $' 0.58 28.00% - 5 9.29 $ 48.37 365 $ 16,926.30. 547.5 3 $ - $ - $ - $ - • $ - $ $ - 0.0 6 4 Janitor Winter 12.00 $17.02 100% $204.24 0.0765 $. 15.82 2.30% $ 4.70 1.75% $ 3.57 28.00% 5 .57.19 $ 255.32 151 5 43,083:82 1,812:0 5 - $ - $ - § - $ - § - $ - $ - - 0.0 6 $ - 5 $ - 9' - _ •5 - $ - $ - 0.0 7 $ - S. - $ •- $ - • $ - S $ - - 0.0- 8 .08 5 - $ - 5 • $. $ - $ - $ - "0.0 9 $ - $ - 9 - .5 - $ - $ - $ - - 0.0 10 5 - $ - . $ - $ $ - $ - $ - 0.0 11 • 9' - $ - $ - $ - $ - $ - $ - .0,0 12 $ -• ..5 - _$ - $ 9 - $ - 5, - . 0.0. 13 $ - $ - S - $ - $ - $ - $ - _ -0.0. .14 • $ - -. $ $ - - $ - - $ - - $ - $ - . 0.0 . 15 $ - $ - $ $ _, $ - $ - $- - 0.0. 16 §- _ $ - $ _ - $ -- § - $ _ $ _ 0.0 17 $ - $. - § $ - - $- - -§ - $ - 0.0 18 $ - - $. - $ - - $ - $ . - $ - - s . 19 $ - $ - $ - - $ - $ $ - $ - 0.0 - . 20 $ $ - $ -:- s - ' $ - s - - $ - 0.0" 21 $ .$ = S - $ - $ - $ - . - -- - 0.0 _ • 22 5. - $ - . $ - . . $ - $ - $ - $ 0.0 23 $ - $ - $ - $ - $ - § - $ - ' 0.0 24 $ - 5 - $ -- $ - $ - § - $ - 0:0 • 25 - $ .- $ - $ - $ $ - $ - $ - 0.0 26 $ - $' - $ ' - $' - $ - $ - • $ - 0.0 27 _$ - $ - 5 - $ - ' 5 - $ $ 0.0 28 • S - $ - $ - $ - S - $ $ - 0.0' 29 $ - $ - $ - $ $ . - 5 - . $ - 0.0.. 30 $ - $ - $ - $ . - $ - $ $ - 0.0.. Total $ 670.52. Total $ 132,517.88 5,409,0 ' ;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. Health Insurance - 16% Subtotal l=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity.. PTO • 6% - Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other 2% Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. t • Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. - . Subtotal 8=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This Is the days or shifts worked per year Annual Total Labor= Times per year multiplied by daily/per Item labor •., "- Annual Labor Hours=Work hours multiplied by times per year • Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated • Other Benefits Mo.9=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,ifs important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor Is that which Is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending 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 es direct labor and capture the other 50%,as well as any other supervisory costs, • in the indirect labor portion of Overhead. Direct labor is best expressed as'work hours'.That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step Is to identify the work and break it down Into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks are Identified,the next step is to estimate the time that will he required to accomplish each task.Since this estimated time may be In minutes or even . seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements Into component tasks such as,loading and unloading equipment,emptying trash • and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure là account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents • the total number of hours per service.That figure is the required'work hours.'This number will stay the same regardless of how many people are working.For example,8'work hours'can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),ort people working al 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity fort hrs.each.(8x.50=4,4x2=8) Once you know the total work hours pei service or per item,It's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a'prevailing wage.°Check the contractl Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. Matching FICA • Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) . After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requiremenL 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 01 980.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cast 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 S L •• { OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet • Pathway Enterpris City of Ashland Park Restroom&Trash Services 22-23 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: ' IFILL IN ONLY ONE OF THE THREE METHODS.DETAILED BELOW! For every dollar spent producing a final product,orprovldingaservice,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. • _ _ _... _ - 20.00%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 i 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: I •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'Pereept OfTotal Direct Labor Hour! - 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 cast by dividing the total projected labor hours for the contract into the • total projected labor hours for the current year. r • Total Annual Direct Labor Hours I / Input Total from Worksheet on Below . - , Overhead per labor hour .$._ - • Time required to complete contract I• - 5,409 Total Assigned Overhead l$. - .. • ' • • Worksheet WORK AREA: I • 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 $ 224,660.00 Agency Revenue=$7,447,389^^^^^^Total Overhead=$1,524,647^^^^^^1,524,647/7,447,389=20% Management Payroll Tax Expense $ 11,832.00 . ' Management Medical Insurance. $ 35,850.00 - I • • Management Pension Plan Expense $ 7,450.00 , Sales&Administrative Salaries _ $ 477,463.00 . . Sales&Administrative Payroll Tax Expense $ 36,526.00 Sales&Administrative Medical Insurance $ 106,244.00 _ • • Sales&Administrative Pension Plan Expense $ 23,500.00 Office Rent $ 33,600.00 Advertising and Public.Education $ 21,281.00 $ - 4,800.00 Background Checks&Urinalysis $ •8,260.00 $ 1,650.00 - . Professional&Accounting-/Audit Fees _$_ 18,279.00 , • Training&Worker Safety $ 6,850.00 $ 825.00 . Insurance $ 32,414.00 - . • Telephone $. 8,500.00 $ 7,350.00 ' Utilities • $ 14,035.00 $ 3,450.00 - . ' Property Taxes/Licenses/Fees $- 1,890.00 $ 450.00 • Dues&Subscriptions $ 6,371,00 $ 31,086.00 ' Depreciation-office building. $ 15,330.00 Depreciation-office equipment $ 24,350.00 Repairs&Maintenance-office $ 78,500.00 • Cleaning end Maintenance $ 45,600.00 • , Office Equipment Rental $ 7,427.00 • Office Supplies $ 3,675.00 $ 650.00 Postage&Freight • $ 28,750.00 $ 450.00 - Rehab , Miscellaneous Expense . • ' Bad Debts Contract Management Fee $ 157,932.00 ' Interest Expenses $ 16,337.00 . „Othe '. r - other,'! " ' - 0 - TOTAL INDIRECT COSTS $ 981,562.00 $. 522,035.00 ' CPI Factor • 1.40% 1.40% , • Total I$•' •. ... 1,524,647.36 DAS Form#12 J . Revision 10-03 ) Page 5 • Overhead Computation Sheet Delitery & Reserve Oregon Department of Administrative Services .Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland Park Restroom &Trash Services 22-23 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 $ 5 $ - 6 $ - $ • -. 7 8 $, - $ - . 9 $ $ 10 $ $ Margin • . The law allows a"margin held in reserve".The margin% can vary depending on the product or service . being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment - replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)will have to be justified to DAS. • • Enter as a % of total cost of contract I 6.01 Work Area • • • • • • • DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet 4 ••. • •