HomeMy WebLinkAbout2010-196 Contract - Pathway Enterprises
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CITY OF CONTRACTOR: Pathway Enterprises, Inc.
ASHLAND CONTACT: Richard Simpson, Contract Services Director
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 655 Washington Street, Ashland, OR 97520
Telephone: 541/488-6002
Fax: 541/488-5311 TELEPHONE: 541-488-1536
DATE AGREEMENT PREPARED: November 23 2010 FAX: 541-488-5948
BEGINNING DATE: December 1 2010 COMPLETION DATE: June 30 2011
COMPENSATION: $29,017.83 - Per attached costing workbook as mutually agreed upon by QRF, DAS QRF
Coordinator and the Citv.
GOODS AND SERVICES TO BE PROVIDED: Janitorial Services - to be performed at the Parks and
Recreation Office, Ashland Community Center, Pioneer Hall and North Mountain Park Nature Center - per the
attached costina workbook.
ADDITIONAL TERMS:
NOW THEREFORE, pursuant to AMC 2,50.090 and after consideration of the mutual covenants contained herein the
CITY AND CONTRACTOR AGREE as follows;
1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and
expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and
materials required for the proper performance of such work.
2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel
assigned to the work required under this contract are fully qualified to perform the work to which they Will be assigned
in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are
so registered, licensed and bonded. Contractor must also maintain a current City business license.
3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later
than the date indicated above and start performin9 the work under this contract by the beginning date indicated
above and complete the work by the completion date indicated above.
4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and
expenses, the sum Specified above. Payments shall be made within 30 days of the date of the invoice. Should the
contract be prematurely terminated, payments will be made for work completed and accepted to date of termination.
Compensation under this contract, including all costs. and expenses of Contractor, is limited to $25,000.00, unless a
separate written contract is entered into by the City.
5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of
City.
6. Statutory Requirements: ORS 2798.220, 2798.225, 2798.230, 2798.235, ORS Chapter 244 and ORS 670.600 are
made part of this contract.
7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract
is $18,703 or more, Contractor is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a
living wage, as defined in this chapter, to all employees performing work under this contract and to any subcontractor
who performs 50% or more of the work under this contract. Contractor Is also required to post the notice attached
hereto as Exhibit B predominantiy in areas where it will be seen by all employees.
8. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses, judgments, subrogatlons, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of
whatsoever nature arising out of or Incident to the performance of this contract by Contractor (Including but not limited
to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this
contract). Contractor shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs,
Judgments, or other damages, directly, solely, and proximately caused by the negligence of City.
9. Termination: ,
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing
and delivered by certified mail or in person.
c. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of
written notice to Contractor, or at such later date as may be established by City under any of the following
conditions:
I. If Citv fundina from federal state countv or other sources is not obtained and continued at levels
Contract for Janitorial Services
Contract for Goods and Services Les. than $25,000, Revised 0712812010, Page 1 of 5
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sufficient to allow for the purchase of the indicated quantity of services;
Ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
Iii. If any license or certificate required by law or regulation to be held by Contractor to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
i. Either City or Contractor may terminate this contract In the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
Ii. Time Is of the essence for Contractor's performance of each and every obligation and duty under
this contract. City by written notice to Contractor of default or breach, may at any time terminate
the whole or any part of this contract if Contractor fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obllaation/lIabilitv of Parties. Termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c or d of this section, Contractor shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Contractor shall deliver to City all contract documents, information, works-in-progress and other property that are
. or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to
the termination date if such work was performed in accordance with the Contract.
10. Independent Contractor Status: Contractor Is an Independent Contractor and not an employee of the City.
Contractor shall have the complete responsibility for the performance of this contract
11. Non-discriminatlon Certification: The undersigned certifies that the undersigned Contractor has not discriminated
against minority, women or emerging small businesses enterprises in obtaining any required subcontracts.
Contractor further certifies that it shall not discriminate in the award of such subcontracts, if any. The Contractor
understands and acknowledges that it may be disqualified from bidding on this contract, including but not limited to
City discovery of a misrepresentation or sham regarding a subcontract or that the Bidder has violated any
requirement of ORS 279A.11 0 or the administrative rules Implementing the Statute.
12, Asbestos Abatement License: If required under ORS 468A. 710, Contractor or Subcontractor shall possess an
asbestos abatement license.
13. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Contractor shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all
persons employed by them, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
14. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible
in the performance of the contract work set forth In this document
15. ,Default. The Contractor shall be in default of this agreement if Contractor: commits any material breach or default of
any covenant, warranty, certification, or obligation it owes under the Contract; if It loses its ORF status pursuant to
the QRF Rules or loses any license, certificate or certification that Is required to perform the work or to qualify as a
ORF if Contractor has qualified as a ORF for this agreement; institutes an action for relief in bankruptcy or has
Instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases dOin9
business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in,
or delegate duties under, the Contract.
16. Insurance. Contractor shall at its own expense provide the following insurance:
a. Worker's Comoensatlon insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. General Liabllltv insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200.000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage, It shall include contractual liability coverage for the indemnity provided under this contract.
c. Automobile Llabilitv Insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, or ~ot Applicable for each accident for Bodily Injury and Property Damage,
including coverage for owned, hired or non-owned vehicles, as applicable.
d. Notice of cancellation or chanae. There shall be no cancellation, material change, reduction of limits or
inten~..not to renew the insurance coverage{s) without 30 days' written notice from the Contractor or its insurer(s) to
the Cirv.
Contract for Goods and Services tess than $25,000, Revised 07/2812010, Page 2 of 5
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e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and Its
elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages
required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work
under this contract. The contractor's insurance Is primary and non-contributory. The certificate will specify all of the
parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If
requested, complete copies of Insurance policies, trust agreements, etc. shall be provided to the City. The
Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
17. Governing Law; J'urlsdlction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines, Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought In a federal
forum, then It shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized
representative, hereby consents to the in personam juriSdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or Immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any claim or from the jurisdiction.
18. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BElWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITiNG AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE,IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
19. Nonapproprlations Clause. Funds Available and Authorized: City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor
understands and agrees that City's payment of amounts under this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In
the event City has Insufficient appropriations, limitations or other expenditure authority, City may terminate this
contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further
liability to Contractor.
20. Prior Approval Required Provision. Approval by the City of Ashland Council or the Public Contracting Officer Is
required before any work may begin under this contract.
21. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by
reference.
Contractor:
BY~"~
Signature -
~ e (' ('" "- S''VV'-f>S" DY""\
Print Name
City of ASh,_
I, ,
By ^
Department Head
D~ ?o~J,",-
Print Name
-
C--t;;o
Title
/JIY>/f(o,
Date
W-9 One copy of a W-9 is to be submitted with
the signed contract.
Funds appropriated for current fiscal year:
Finance Director
Date
Approved as to form:
Legal Department Date
Purchase Order No. LJ ~ & ,/.:2-
Contract for Goods and Services Less than $25,000, Revised 07/28/2010, Page 3 of 5
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EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Cantractor, under penalty of perjury, certifies that (a) the
number shown an the attached W-9 form is its correct taxpayer 10 (or Is waiting for the number to be
issued to. it and (b) Contractor is not subject to backup withholding because (i) it is exempt from
backup withhalding or (ii) it has nat been natified by the Internal Revenue Service (IRS) that it is ,
subject to. backup withholding as a result af a failure to. report all interest ar dividends, ar (Iii) the IRS
has natified it that it is no langer subject to.' backup withhalding. Contractor further represents and
warrants to City that (a) it has the pawer and authority to enter into and perform the wark, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractar
enforceable in accardance with its terms, (c) the work under the Contract shall be performed in
accardance with the highest prafessional standards, and (d) Contractar is qualified, professianally
competent and duly licensed to perform the work. Cantractor also certifies under penalty of perjury
that its business is nat in violatian af any Oregan tax laws, and it is a corporation authorized to act on
behalf af the entity designated above and autharized to. do. business in Oregan or is an independent
Contractor as defined in the contract documents, and has checked four or more of the following
criteria:
./
./
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. ....--
./
./
(1) I carry aut the labar ar services at a location separate fram my residence or is in a
specific partian of my residence, set aside as the lacatian af the business.
(2) Cammercial advertising or business cards ar a trade assaciatian membership are
purchased far the business.
(3) Telephone listing is used for the business separate from the personal residence listing.
(4) Labor or services are perfarmed anly pursuant to written contracts.
(5) Labor ar services are perfarmed for. two. ar more different persans within a period af one
year.
(6) I assume financial respansibility for defective warkmanship or for service not provided
as evidenced by the ownership of performance bonds, warranties, errars and omission
insurance or liability insurance relating to. the labor or services to. be pravided.
ca~~' ce:v
{t /30 / I'D
(Vate) /
Contract for Goods and Services Less than $25,000, Revised 07/28/2010, Page 4 of 5
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From: 11/29/2010 16:01
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11/~3/2010 ~US 16158 FAX 5414885314 Ashland parka and r~c
1ZI002/002
DEPARTMENT OF ADMINISTRATIVE SERVICES
Request for Price Approval
( llSTlX)/(lL MttD
(Product Or Service)
Total Price: $ 2.q .. On , g.3 . per 241lU $' (month, year, eaoh, doz.)
Requesting AgenOy;', k\Wrd flNUO 1- ~~^J
RequestingQRP: r.v~wcu..1? 'f ^W)Oft.SlS (..:lie..-
For
. Contract #
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Authorized Agency Signature
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Bmall Address
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Emall Address J
. date: \l/2.3/IO
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Agency and QRF agree the proposed price and supporting
documentation meets the requirements of OAR 125-055-0030.
. Phone#(~'li}ss"2.- 22CPO
. date: -111 "'2-'9) lO
. phone # S'l.( ( - t{ J V - 15" OJ.
.DASISPO has reviewed the submitted documentation supporting the
price offered by the QRF and approves the price for procurement of the
.8 ve sated pr , ct or service !n a~cordance with OAR 12?-055-0030.
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........::...." ..:.., -.....date:-...IlL~/...()lJ,J().._~"'_.,...~....,._...:.-,
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Revised
1/2612009
5PO
State Procul'enlent Office
Achieving Results Togerher
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~ PATHW-1 05/04/10
PRODUCER~ . THiS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
Wesbe:rn States IDS. - Medford HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
38 N, Central Ave Suite 100 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Medford OR 97501 I.
Phone: 541-779-1321 Fax:541-779-9187 iNSURERS AFFORDING COVERAGE NAiC#
INSURED INSURER k Philadelphia Ins Co
~ INSURER -B:
" INSURER c:
Pathway Enterprises, Inc.
655 Washington st INSURER D:
~shland OR 97520. INSURER E:
COVERAGES
THE POLICies OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT. TERM OR CONDIllON OF Alf'{ CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE WlAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BYTHE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,'EXCLUSIONS AND CON0l110NS OF SUCH .
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID ClAIMS.
L TR NSR lYPE OF INSURANCE . . POLICY NUMBER ;rffJ1MMf6~ D2'rW~'Mib~. LIMITS
~NERAL UABiLITY
A X X COMMERCIAlGENERALLlABlUTY PHPK565846
l CLAIMS MADE ~ OCCUR
A
~ESS / UMBRELLA UABIUTY
X ~ OCCUR 0 CLAIMS MADE
~ DEDUCTIBLE
xl RETEN110N $10,000
WORKERS COMPENSATION
AND EMPLOYERS' liABIUTY Y / N
AN'( PROPRlETORIPARTNERlEXEClIT1Vff'"-l
OFFICEPJMEMBER EXCLUDED? L-l
(Mandatory in NH)
Ifye9 dascrfbeunder
SPECIAL PROVISIONS below
OTHER
PHUB306719
EACH OCCURRENCE .1,000,000
05/11/10 05/11/11 PREMiSES Ea occurence1 .100,000
MED EXP (MY one person) .5000
PERSONAL & ADV INJURY .1,000,000
GENERAL AGGREGATE .3,000,000
PRODUCTS-COM~OPAGG .3,000,000
Emu Ben. 1000000
COMBINED SINGLE LIMIT .1,?00,000
05/11/10 05/11/11 (Eaaccidenl)
BODILY INJURY .
(Per person)
BODILY INJURY .
(Peraqcfdenl)
PROPERTY DAMAGE .
(Peraccldenl) ,
AUTO ONLY - EA ACCIDENT .
OTHER THAN EA ACC .
AUTO ONLY: AGO .
EACH OCCURRENCE .3,000,000
05/11/10 05/11/11 AGGREGATE .3,000,000
.
$
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E.L DISEASE - EA EMPLOYE .
E.L DISEASE - POLlCY LIMIT .
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~'LAGGRE~,L1MIT AP~S PER:
I I POlleY I I ~:8i I I LOG
~TOMOBILE LIABILITY
A ~ ~ MffAmO PHPK565846
L ALL OWNED AUTOS
~ SCHEDULED AUTOS
~ HIRED AUTOS
~ NON.QWNEO AUTOS
nRAGE LIABILITY
H A~ AUTO
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DESCRIPTION OF OPERATIONS / LOCATIONS J VEHiCLES J EXCLl,1SIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
Certificate holder is additional in~ured. ~
'.-
CERTIFICATE HOLDER
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPlRATIO
DATE THEREOF, THE ISSUING INSURER Will ENDEAVOR TO MAIL ~ DAYSWRlTTEN I:
. NOTICE TO THE CERllACATE HOlDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL.
IMPOSE NO OBLIGATION OR UABIUTY OF ANY KiND UPON THE INSURER, ITS AGENTS OR, .
REPRESENTATIVES.
THORlZED REPRES
City of Ashland
Attn: Kari Olson
90 N Mountain
shland OR 97520
ACORD 25 (2009/01)
. 0
. The ACORD name and logo are registered marks of ACORD
Page 1 of 1
~
rporation
IIh ~..S[
m,(IF1.atU2-I@
T(lIFfN1-eo~
OI\EOON WORK;RS CI;lUP;N",,.ICN
C:!IIT1~I~ TE Of INSURANCE
~LTQt
C:I!!!PIl'IPICA.T& ~OLDER:
CITY OF ASHLAND
ATT KARl OLSON
eo N MOUNTAIN
ASHLAND. OR 8Tfi2D
CITY Of ASHLAND
ATT KAI'lI OLSON
80 N MOUNT AI N
ASHLAND. OR Q7.2D
Ttt& po. Icy oflnsuranoe !irttd below heab"lJ!In. ue~io itIliJln~urt!l t'Ja.mtId b"low or' poJlO'j
poriod Indlcoted. iholn,u ron"" afforded hy Iho poU,V doaerlhod h....,n l..uhlllCl I. .11111.
\lrmt !lion, end 00 Mi of fiUOI1
POI.ICY NO. POL.lC'/ ~Rlno
S 11!lG10 !O~
INSIffli:Q,
PAi'r1llAY ENT~RPR.ISES
SiS WASH INmON 81'
ASHlAND, OR 97~o.l70S
ISllV.OAlO
11 IH/::laf 0
eROI(!!It or rtl!!ODJIICJo;
RUSS &CHWEIKEI\T
001 O'HARE PARKWAY #101
MEDFORD, OR e7~Cl4
LIMn" O. UAe4UTY
BodifV Injury by AccIdent $500,000 .och aC(i(l""1
Bodlljt Injury by Oioaa-. $50G.QOO ..oh omFIoY'l'
Bodily Inj~1Y hy 01,,,,.. ~!lOO,OOO FOlley IImll
CnCRJPTION 01' Q"'ERAIIONIIL.OCATJO~EC]"'L Ii'EMS:
IM~ORT.lNT,
iho DOvarie' osoorihod ob"", 10 In off&ct., cI iho 10,,,,, dalo oflhl< oorillicol.. It le lubl'"
to ch.aog, I!Ilany lImo In tha futur'6.
Thll corflflcate iGl i&tlJlcf .141 m:atl:al" of n,{ormaflc:n only 2nd conf.!nI' I'W) rtgh'lD to tM C8rtltfoata
helder. Thl, eertm~f9 dllbtl t1ot.mend, o~nd o.t dllet \hi CFJVt;U'iara alford.aJby tha poU13iM
.bow.
,l,UlHOIlIZED REPRIlUNT AlIVE
'I)r?~ r~ls--..
prGeitlent and CEO
INSURED
OITY RECORDER
http://1aserfiche.ashland.or.uslImageDisp1ay.aspx?cache=yes&sessionkey= WLlmageDisp,.. 11/18/2010
.
Pathway.
Enterprises, Inc.
ISSA ~,~~:~i
01'1 C1p~~;i~~ and .V1r.int;n;,nr.p.
November 18, 20 I 0
Rachel Dials
Recreation Superintendent
City of Ashland
340 S. Pioneer Street
Ashland, OR 97520
Ms. Dials,
I have prepared a cleaning proposal for your facilities based on my needs assessment and your
feedback. I have attached a statement of work for each building as well as the cooresponding
costing sheet for those services. In addition, I have included additional prices for requested
services you may have current or future need of. All of the pricing information incorporates the
Ashland Living Wage of$13.40 per hour. In summary my annual costing is as follows:
Parks and Recreation Office
Nature Center
Community Center & Pioneer Hall
$5,139.61
$3,946.09
$19,932.13
Total Annual Cost
$29,017.83
In addition to this annual price it will be necessary to get your current facilities cleaned so that
we can maintain them. In order to this Pathway will need to bring in a detail cleaning team to
restore the facilities. In doing this we will bill a one time amount of$600.00 and will work an
estimated 30 hours to perform restoration cleaning.
I trUly appreciate the partnership we have with the City of Ashland and hope that we have the
opportunity to serve you in the Parks facilities.
Sincerely,
Richard Simpson '
Contract Services Director
Pathway Enterprises, Inc.
655 Washington Street
Ashland, OR 97502
(541) 488-1536
(541) 601-4550
(541) 488-5948
.
.
Scope of Work
For
1anitorial Services
City of Ashland Parks and Recreation Facilities
Ashland, Oregon
November 11,2010
Drafted by Richard Simpson
Representing
Pathway Enterprises
1
A. DAILY NEEDS -
The following items are expected to be performed in sufficient frequency and with industry standard methods
that will ensure the "overall appearance of a clean and a well maintained area". The frequency of these services
will occur as outlined in the costing sheet for the pricing.
1. Remove Trash - Building Interiors
All common area waste receptacles and other trash containers within the service area(s) will be emptied each
day of service and returned to their initial locations. Boxes, cans, papers, etc., placed near a trash receptacle
and marked "TRASH" will also be removed. Any other items not marked as trash will not be removed. All
waste from trash receptacles will be removed from the area and emptied into a designated trash dumpster or
receptacle in such a manner as to prevent the surrounding area from becoming littered. Dumpster lids will be
kept closed. All litter on the ground immediately around trash dumpsters shall be swept up and placed in the
dumpster on a weekly basis. Interior and exterior of wastebaskets will be kept clean. All trash receptacles
will be lined with plastic liners. These liners will be replaced when obviously soiled or torn.
2. Dust Mop and/or SweepNacuum Non,Carpeted Floors
These areas are to include elevators and handicapped lifts. Prior to sweeping. vacuwning or dust mopping, all
surface litter such as paper, gwn, rubber bands, paper clips, spills, etc., will be removed. The entire area will
be thoroughly cleaned to remove dust, dry soil, and other surface debris. All areas under chairs, trash
receptacles. desks. coin-operated machines, and other furnishings, which are accessible. will be cleaned as
well. After cleaning, surfaces will be free of all visible soil and debris,
3. Damp Mop Spills - Non-Carpeted Floors
These areas include elevators and handicapped lifts. When stains and soil are not removed by the dry cleaning
methods. they are to be removed by damp mopping. After damp mopping, the floor surfaces will present a
uniform, clean appearance, free of spills, spots. film, and other stains. which can be removed by the applica.
tion of detergent from a well'wru~g damp mop.
4. .Wet Mop Entrances
Interior entrance mats will be removed and 'Cleaned. The surfaces will be cleaned prior to wet mopp.ing to
remove all loose soil and dust. All accessible areas will be mopped to remove all soil and non-permanent
stains. After mopping. the floor will have a uniform appearance with no streaks. film, swirl marks. detergent
residue, mop strings or other evidence of soil. Any splash marks will be removed immediately and there will
be no residue left on baseboards. The entrance mats will be replaced when the floor is completely dry.
5. Policing Exterior Entrances
RESERVED
6. Dust All Building Surfaces
Remove dust, lint, dry soil, and cobwebs from baseboards, radiator registers. moldings. ledges, door and
window casings. Venetian blinds, window sills and benches, chalk trays, handrails, walls, air and heat vents,
wind deflectors, light fixtures and open metal gratings. After dusting, these surfaces will have a uniform
appearance free from streaks, smudges, lint, and cobwebs; and soil will be completely removed from the area.
7. Dust Furniture
Remove all dust, lint, litter, dry soil. etc., from the surface of desks, chairs, cabinets. bookcases. shelves, and other
2
types of furniture and equipment. Items on top of furniture will not be disturbed or moved. After dusting, all such
surfaces will have a uniform appearance, free from streaks, smudges, dust, lint, litter, cobwebs, etc., with
complete removal of soil from the surface.
8. Spot Clean Tables, Pnblic Seating
Remove any non-permanent stains, spots, spills and pencil and pen marks from tables, stands, conference tables
and other furniture. The cleaning will not be of such a degree as to remove the finish or leave abrasive marks.
After spot cleaning, the surface will have a uniform appearance free from abrasive marks, film, stains, spots, and
pen and pencil marks.
9. Restore Furniture to Standard Arrangement
It) the process of normal daily room use, furniture is often displaced from its standard arrangement. Also, in
several areas, furniture must be moved to perform various cleaning tasks. Upon completion of the cleaning tasks,
the furniture will be arranged in the original pattern.
10. Dry Clean Cbalkboard and Whiteboards
RESERVED
11. Change Burned-out Ligbts
RESERVED
12. Empty Ashtrays and Receptacles
RESERVED
13. Clean Drinking Fountains
Remove all obvious soil, streaks, smudges, etc. from drinking fountains; then disinfect all porcelain and polished
metal surfaces including the orifice and drain.. After cleaning, the entire drinking fountain will be free from
streaks, stains, spots, smudges, scale, and other obvious removable soil.
14. Vacunm Carpets
Prior to vacuuming, all surface litter such as paper, gum, rubber bands, staples, paper clips, etc. will be removed.
Furniture and trash receptacles will be moved as necessary to vacuum underneath. After vacuuming the floor, it
will be free of all visible litter, soil, dust to include corners, under furniture, and next to the baseboards.
15. Wet Mop Non-Carpeted Floors
Prior to being mopped, the floor surfaces will be swept. Remove all soil and non-permanent sta.ins from the
entire area to be mopped. In rest rooms and shower rooms a germicidal detergent will be used. All accessible
areas will be mopped. Chairs, trash receptacles, etc. will be moved to mop underneath and not placed back on the
floor until it is dry. After mopping, the floors will have a uniform appearance with no streaks, film, swirl marks,
detergent residues, mop strings or other evidence of soil. There will be no splash marks or mop streaks left on
furniture, walls, baseboards, etc.
16. Clean Entrance Mats
Entrance mats including inlaid carpet located in either the exterior or the interior of entrances will be cleaned. If
vacuuming does not remove the affected soil, the mats will be taken outside and swept with a stiff broom until all
visible soil has been removed. Entrance mats, including recess mats, will be lifted to remove soil and moisture
underneath, and will then be returned to the normal location after cleaning.
3
.
17. Spot Removal Carpels
Carpets will be checked daily for stains. All stains greater than I" square inch will be treated with spot cleaning'
solutions, following the direction ofthe manufacturer for the specific carpet involved. Spot cleaning will continue
until as much of the stain as possible is removed. After cleaning to remove spots, the carpet should be free from
visible spots and stains.
18. Report Maintenance Items
Any item requiring maintenance or repair by Facilities Services shall be reported to designated City personnel.
Items like plugged toilets, leaking pipes. loose tile, inoperative lights, etc. are expected to be reported
immediately upon finding them. Emergency repairs during off hours (i.e. after 5:00 PM and before 8:00 AM)
such as broken pipes, floods, or serious roof leaks should be reported immediately after discovery to designated
security personnel.
19. Building Security - Locking and Unlocking
Building locking and unlocking protocols will be strictly followed. Once a building is locked, the custodian will
not open doors to allow a person to enter. Only people with keys and authorization are allowed in the City
buildings after hours. Security will be maintained .in the individual areas within the building during the whole
work shift. Doors to unattended, lockable rooms will be kept locked during the shift except whiie being serviced.
Any problem dealing with unauthorized personnel in the building, theft, or vandalism will be immediately
reported to City Police and Designated employees.
20. Sweep and Spot MopNacuum and Spot Clean Stairs
Stairs, landings and steps shall be swept and damp mopped or, if carpeted, vacuumed and spot cleaned. Hand
railings, ledges, grills, fire apparatus, doors, lights, window ledges, and radiators shall be dusted. Handrails will
be periodically washed with a germicidal cleaner solution. After cleaning, the surfaces will be free of lint, dust,
soil, and cobwebs. Flights include the landings and stairs or steps between landings.
21. Clean Tables, Counters, and Sinks
Remove any nonpermanent stains, spots, spills and build up from all tables, counters, and sinks, using a mild
detergent solution. In rest rooms and showers use a germicidal detergent solution. After washing, the counter and
sinks will have a uniform appearance, free from streaks, smudges, lint, etc., with complete removal of soil fr~m
the surface.
22. Spot Clean Internal Building Surfacesllnternal Glass
Remove smudges, finger prints, ball point pen marks, streaks, etc., from washable surfaces including stainless
steel, around light switches, doors, door handles, door operation buttons and Ciasings, telephone stations, interior
glass, window sills, bulletin boards anddisplay cases, walls, entry areas, laminated plastic surfaces, elevators,
kick and push plates, etc. Germicidal detergents will be used for spot cleaning in rest rooms and showers. After
cleaning, the surface will present a uniform appearance free of all smudges, fingerprints, stains, streaks, lint,
graffiti, etc.
23. Clean Entrance Glass - Both Sides
Completely clean both sides of entrance glass and the window immediately adjacent to the entrance doors. Spot
clean both sides of the entrance doors. After cleaning, the surface will present a uniform appearance free of all
smudges, fingerprints, stains, streaks, lint, etc. Areas adjacent to entrance glass, which are soiled by cleaning of
the glass, will be completely cleaned and restored.
4
.
24. Maintain Room Security
Locked rooms will be kept locked at all times. The only time a locked room will be unlocked is when the
custodian is working in the room. WHEN TIIE DOOR IS CLOSED AFTER SERVICING, IT IS TO BE
TESTED TO INSURE THAT IT IS LOCKED. The custodian will not unlock a locked room for anyone. An
internal building check slip will be completed and turned in daily to the Facilities Services' office when a TOC?m
normally locked is found unlocked. Any damage or operational problems with these doors should be reported to
Facilities Services for maintenance or repair.
- RESTROOMS & SHOWERS-
25. Clean Mirrors
Remove all non pennenant soil, streaks, smudges, film, etc. from the surface of mirrors. After cleaning, surface
will have no visible signs of streaks, smudges, lint, film, etc. and present a uniform, clean appearance. The frame
of the mirror and shelves and other adjacent areas also will be cleaned and free of dust.
26. Refill Paper Products Dispensers
a. Re,supply all paper towel dispensers to the proper level with the appropriate supplied paper products. Dispensers
will be wiped down with germicidal detergent after stocking.
b. Replace consumed toilet paper rolls and partial rolls that appear to be down to the last 10,15 sheets. The
dispensers will be wiped down with germicidal detergent after stocking.
c. Toilet seat cover dispensers will be filled with new package when empty or when Jess than six sheets remain in
package. The dispensers and adjacent surfaces will be wiped with germicidal detergent to remove handprints and
smudges after filling, '
d. All paper dispensers will be checked for proper operation after filling and inoperable dispensers will be reported
to the designated City personel on a daily basis,
27. Refill Soap Dispensers
Soap dispensers will be re - filled when empty. The dispensers and adjacent surfaces will be wiped with a
germicidal detergent to remove handprints and smudges after filling. The device will be checked after filling for
proper operation. Caked or dried soap will be cleaned from the orifice. Remove the semi-hardened soap from
spout ofliquid soap dispensers daily. Inoperable devices will be reported to designated rncilities personneL
28. Clean and Disinfect Sinks '
Completely clean and disinfect all exposed surfaces of the sink. A nonabrasive cleaner will be used on the
exposed hardware. After cleaning, the fixture will be free of all visible soil, streaks, oily smudges, residue
cleaning agents, etc. All metal hardware, such as faucet valves, drain and faucets; will be free of streaks, spots,
stains, etc. Inoperable or broken fixtures will be reported immediately to designated The City personneL Different
cloths, sponges, brushes and scouring pads will be used to clean the sinks and will be seperate from the ones used
for cleaning the commodes and urinals ensuring-no cross contamination.
29. Clean and Disinfect Toilets and Urinals
Completely scrub clean and disinfect all exposed surfaces (inside and out) of the toilets and urinals. A nonabra-
sive cleaner wiJI be used on the exposed hardware and all foreign material will be removed from the urinal drain
trap. A special set of sponge, cloths, scouring pads and brushes will be maintained and used on Iv for cleaning the
urinals and toilets. This is especially improtaitt to ensure cross contamination does not occur. After cleaning, the
toilet seat must be completely dried and placed in an upright position. All fixtures wiUbe clean and free of all
5
/
streaks, spots, stains, rings, foreign material, etc., including the metal hardware. Stopped up toilets will be
plunged to free the obstruction. Only if the obstruction cannot be dislodged completely will it be reported to
designated The City personnel.
30. De-scale Toilets and Urinals
Remove scale, scum, mineral deposits, rust stains, etc. from the interior oftoilet bowls and urinals. After
cleaning, toilets and urinals will be free from rings, mineral deposits, and rust stains, and will have a uniform
appearance.
31. Spot Clean Walls, Partitions, Doors, Remove Graffiti
Clean and disinfect partition walls, frames, partition doors, walls surrounding the urinal and toilet to remove
any nonpermanent stains, spots, streaks and graffiti. After cleaning the surface will have a uniform appearance
free from dust, lint, streaks, stains, and nonpermenant markings.
32. Clean Floor Drain
Remove grate if possible. Clean to remove all built,up deposits, embedded hairs, etc. from the grate and neck
of the drain. Replace the grate.
33. Mop and Disinfect Floor
Prior to mopping, the floor surface will have been swept to remove all loose dirt and soil. Mop the floor with a
germicidal detergent solution. After mopping, the floor will have a uniform appearance free of spots, spills,
stains, dirt, oily film, mop strings, standing water, etc.
34. Shower Walls, Floors and Ceilings
Completely clean and disinfect all walls, floors, and ceiling surfaces. Remove all stains, spots, rust stains,
mildew, and mineral deposits from walls, floors and ceilings. Replace shower curtains if mildew is present.
After cleaning, walls, floors and ceiling surfaces will have a uniform appearance free from non pennenant
stains, spots, oily smudges, film, mineral deposits, etc.
- OTHER AREAS-
35. Janitorial Areas
These areas must be kept clean and neat at all times. Supplies should be put in proper places as they arrive,
properly discarding all boxes, bottles, and papers.
36. VentslGrilles/Louvers
Maintain vents, grilles, and louvres so that hey are free of non pennenant marks, dust, soil at:1d dirt.
37. Kitchens and Microwaves
Common area kitchen and break areas can be found through out the designated contract area. It is expected
that the contractor will maintain kitchen areas by sanitizing all food contact surfaces and exterior surfaces of
supplied appliances. Kitchen sinks and plumbing are to be kept free of build up and polished after every
service.
38. Pioneer Hall and Community Center
6
.
The Pioneer Hall and Community Center are leased for events and require daily cleaning. When the contractor
cleans these areas they are expected to perform the following tasks:
a. Thoroughly sweep and mop all hard floor surfaces.
b. Remove all remaining garbage and clean trash receptacles.
c. Spot clean walls for marks and debris.
d. Clean entry doors and glass.
e. Scour kitchen sinks and disinfect all food contact surfaces.
f. Ensure that cabinetry is clean and free from soiling.
g. Inspect and if necessary clean inside of appliances.
h. Thoroughly clean bathrooms as prescribed in this statement of work.
i. Customers leasing the space are expected to clean up after themselves at the end of their event. If the
facility appears that the customer did not remove garbage, did not remove large spills, or ifthey caused out of
the ordinary cleaning needs the contarctor will write in the log a brief description of the issue and the amount
oftime it took to clean the areas impacted by the customer. This additional time will be billed at the agreed to
additional hourly rate.
SUPPLIES
Provided by the City of Ashland:
Trash Liners
Paper Products
Hand Soap
Provided by the Contractor:
Cleaning chemicals
Cleaning Supplies
Cleaning Equipment
7
.
Pathway,
Enterplises, Inc.
ISSA ..
. " MEMBER
, 'Th, ExI'"1s
on (IP]"li~~tJlld .V1r.'int;n;.nce
November 9,2010
Additional Services Pricing List
Nature Center Strip and Finish
$175.00 per occurance
Carpet Cleaning
$0.12 per square foot ($100 Minimum)
Pioneer Hall Strip and Wax
$450.00 per occurance
Pioneer Hall In place Drapery cleaning .
$12.00 per drape (6' x 8')
Additional Hourly Rate for Hall Cleaning
$ 20.00 per hour
,
Costing Workbook
For Janitorial & Grounds Maintenance
Contracts Under the
Qualified Rehabilitation Facilities Program
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. Arty 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
specifica~ions for the project. Each shee~ will have an example calculation and further instructions for completion.
QRF Name Pathwa Enle rises Inc.
Project Cit of Ashland Parks and Recreation Office
Executive Director SIgnature:
Raw Materials
Per Time Use. Supplies
Equipment, Tools & Subcontracting
(from supplies worksheet)
(from small equipment worksheet)
$ 332.16
$ 44.03
Subtotal 1 $ 376.19'
1$ 3,581:31
1,$ 873.73 I
1$ ,
Labor'
Direct Labor
(from labor daily worksheet)
Overhead
See Overhead Worksheet
Delivery
Transportation
(from Trans & Reserve worksheet)
Total Before Margln!"S
4,831.23 I
Reserve
Margin Held in Reserve
1$
308.38;1
5,139.61 I
428.30
(from Trans & Reserve worksheet)
Total Bid YearlY] $,'
Monthly'$
DAS Fonn #12 J
Revision 10-03
Page 1
Summary Sheet
RAW MATERIALS
Supplies
Pathway Enterprises Inc.
City of Ashland Parks and Recreation Office
Raw Materials:
This category is onen spelled Qut in the Request for Offer (RFO). Language such as -Items to be provided by
Contractor" IrViIl usually reflect Supplies or Raw Materials. In the case of a Service Contract this VYilllikely indude
not only supplies required to perform the service each month, but also Equipment & Toofs. In the case of a
commodity contract the Raw Materials will be figured on a Per Item Manufactured basis.
Oregon Department of Administrative Services
Project Costing Worksheet
A custodial contract, for example, may require the following for month - Supplies:
Paper products and soap
Cleaning chemicals or products
Spray bottles
Broom and dustpan
Floor Wax
Scrub brushes or scouring pads
Per Use/Per Item Manufactured - Supplies
1
2
3
4
5
6
7
6
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
2S
27
28
29
30
31
32
33
34
35
36
37
38
39
, 40
41
42
43
44
45
46
47
48
49
50
-Item Unit Units Needed Monthly Annual
Price Per Month Cost Cost
SCRUBBING SPONGES $ 1,36 1,0000 $ r~36 $ 16:32
CREAM CLEANSER $ 3.06 0.5000 $ :'1,53: $. 18;36_
#66 DISINFECTANT CLEANER $ 42.40 0.0500 $ '.~2, 12; $;< 25A4
#64 NUETRAl CLEANER $ 88.00 0.0500 $ ',~~4AO:' $f - 52.80
#70 WASHROOM CLEANER $ 97.44 0.0250 $ ~:. 2~44: $ -.~," 29.23,
#61 GLASS CLEANER $ 85.20 0.0250 :$ -2;13 '$';" 25.56;
UTILITY BRUSH $ 2.74 0.0840 ,$ ""O;23! $;'; " : 2:76',
ANGLER BROOM $ 6.27 0.0840 $ ::0.53'; $: .';'6:32.
TOilET SCRUB BRUSH $ 4.35 0.0840 $ O:37~ ,$:-, -:4.38
VINYL GLOVES LARGE $ 9.89 0.3000 .$ -- 2.97: $',' '-.35:60'
LAMBSWOOl DUSTER $ 4.90 0.0840 $ ,'_O:'41~ ,$' ,"4.94
DUST PAN $ 2.52 0.0840 $ ,;:O:21~ :$;:;: 2.54:
,$ '-:::':t:'~"{i" $V ~i". _~
$' '~';-~F;:: :$L: "",'
$ ,;" $. . :;':
$ .:",,' '$': ,.~;:, , ,
SPRAY BOTTLES $ 1.90 0.2500 $ _.0:48: :$~'~ 5.70
MOP HANDLE $ 6.29 0.0840 $ ''':0:53: $,' ' 6.34\
LARGE MOP HEADS $ 5.20 0.3300 $ ..~.1:72' $(' 20.59:
ORANGE GEL EXTREME $ 8.27 0.2000 $ :"-.1'.65 k 19.85',
14" WINDOW SQUEEJIE $ 8.95 0.0840 $ -,075' $'" 9:02-
14" STRIP WASHER $ 4.37 0.0840 '$' , .0.37: $,~, 0<,'.4:40'
PRO BUCKET $ 21.98 0.0840 $ :1':85' ,$. 22: 16~
MR CLEAN MAGIC ERASER $ 5.51 0.3000 $ , 1:65~ $' 19.84)
$ $ ,
$ , $ ,
$ , $ ,
$ , $
$ , $ '.
$ , $'
$ , $
$ , $ ,
$ , s
$ , $ ,
$ , '$'
$ , '$'
$ , $ --
$ , $
$ , $
$ , $ ,
$ , ;) $ ,
$ - ", $, ,
$ , $. ,
$ , $
$ , $ ,
$ , $
$ , $ ,
$ , $ ,
$ -- $ ,
,$ , $ , ,
Total $ .27.68' $ 332.16'
Areas in green are formula driven.
Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month.
Annual Cost = Annual cost is computed by monthly cost times 12 months. '
DAS Fonn #12 J
Revision 10-03
Page 2
Supplies Sheet
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OVERHEAD
OVerheadCosl!l
PalhwBy EnterprlsCi\yofAshlalld Parks and Recreaticn OflIce
There are many different ways organizations allocate overhead Internally (e.g" Percent of total costs, dollar figure sum, as a percent or 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 amouqt)
Orwogon Department 01 Administrative Sefvir:es
ProjectCostlngWor1ts~
r Enter Overhead as a Percent of Total Costs
IFILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOWI
Percent of Total Cost Method:
For every dollar 8l'ent produclng a final product, or providing a service, I eertalfl per eentageoftheldolllril
required fOl' oveth..d. Too;el....latell1eOl/emeadpelcenlage,itisbesttohll\le"n In<:illrecordsforyour
orglnizllioolhatgobackayearormore. AddtogelherlheelpendibJrKthllmakaupthecwerheadCOlI(l.ee
worl<shm belaw). Now add IIU <<gure to Ihe Raw materials, Dire<:! Isbor IIld Delivery for alabd COIL OIvlde
l2lallg.....foroverfle.dbythafigufl!fortotalcoslS.Ther~tisapercenllhal/ellflSenlsO\'erheadna
pelcwta;eofthatolalCOSlllfinan<;ialrecortbaranot..,..labl.l!$timatethaoverheade:q>ensesnbestyou
CIIl, "timale oIhercoslS as best you can, and uae the lime form" to gel a percentage.
H.llO%!
OR
2. Enter Allocated Overhead as a Dollar-Figure Sum
OR
Dollar-Figure Sum Method:
You can enter the dolIIf lIT10unl you are alOClI.ting to ovemead in lhe bOl il youare confident that you can
aDOC8le overhe3d items to HI pal1icularproje<:!. You can use lheWork:slleeln 1i0oi Qfneeded)
to identify your COSlS.
3. Overhead as a Percent of Total Direct Lebor Hours
Percent of Total Direct Labor Method:
To Identify overheod eosls, you need th. ~nanclalle<:Ol'ds lot your organization or division for lhe past year.l""ul all thl
cosb clltll enlltl entity es delailed below, Une items which are not detailed below shOOsd be input into Itle cella m.rked
-other"; plena include a desCl"ip~on. 'JVha1~ aretrying to determloa i. a percentage, ther.forl, del not gross up the
elCpCMulorinftationortoCOl'\lOfmtoltllcurrentyearbudget,N8>1,lnputinlolhecelbelClwthltotaldl'ectlaborhour. paid
outbyyou-enllreor""nizeticnforlhesameperiod.The$efigurushouIdbefoundcnlhevelfendp"l""oIreportDooot
include hour. wIIlch ean be classified IS management... Idminislnl1ivl 0011$. (Including fle.. costa into the direct labor
hour Illlal will deftata lhe eclualcoslS)Theworl:sheetwincomputethl""erheadas e linl item costb y<fvidinglhellllel
projectedlaborhouraforlheconnetinlcltlllolalorojectedllborhou,."forlhecurrentYCllf.' .
Total AnnualOirect Labor Hoora
InpulTclal from Worl:shffi on Below
Qvllfltel<l per labClf hour
'"
TlmereqUre<lloccmpleleeonlracl
TotllAuv.nadOvemead
WORK AREA:
Worksheet
Total Annual 0 rations
INDIRECT COSTS ORGANIZATION DEPARTMENTAL
ManagemenlSalariee
MenagemenlPayrollTe~Expense
Management Medical lmul'MCI
Management Pension Plln Expenaa
SalK & AdminlstretlYe SaIIl111
SatII&AdministrativePayrollTa>:Ellpense
Saf.. & AdmInistrilliYe Madic8I Instnnce
Sal..& AdmlnistrativePenslonPlan Elpense
OllielRent
Advef\lslngendPubUcEdueeUon
Background Checks & Urlnalyai.
Profeuicnel&AccounllnglAudllFees
Training & Worker Sefety
,~-
Telephone
lJIjU~1I
Property Taxesll..icenseslFeea
eull& &bscriptions
Depr.clllllon-oflicebuildng
Depr.elllllon-officeequlpmem
Repeira&Malntenenee-offiCl
ClllningandMainlenence
Ol'keEquI;ImentRental
-"""~
Postall"'&Freight
R.hab
MlScdeneousE>cpense
BedDobts
other:'
othlr:'
Other;'
0tIter:"
TOTAL INDIRECT COSTS
Use the area below to show how you arrived at the final figure
that you show as your total OVerhead
CI'l_hmll..S(scei"*~
.....-...--
,"'"'
,,~
,,~
IS
DASFonn~2J
RavIIIonl1Hl3
PagaS
OVecbasd Computation SllIet
Delivery & Reserve
Pathway Enterprises Inc.
Citv of Ashland Parks and Recreation Office
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.
Oregon Department of Administrative Services
Project Costing Worksheet
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, Privatelv Owned Vehicle (POVl Mileaae Reimbursement Rates
Services Contract
1
2
3
4
Miles Per Rate Per Dally Services per Annual
Delivery OescriDtion Service Mile Cost Year Trans Cost
$ , $ ,
$ , $ ,
$ , $ ,
$ , $ ,
$ , $ ,
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%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
Oregon State Department of Administrative Services
Procurement, Fleet, and Surplus Services
1225 Ferry Street SE, U140
Salem. Oregon 97301
(503) 378-4642
.
SUMMARY OF ANNUAL COSTS' Oregon Department of Administrative Services
07302007 Project Costing Worksheet
The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula
or linked to another work sheet The only manual input to this sheet will be to input the QRF name. The costs are to
be divided into five categories; Raw Materials. Labor, Overhead, Delivery and Reserve Costs. Raw materials
consist of supplies. small equipment & tools, and large or special equipment Each category is detailed on the
following sheets. labor costs is direct labor used to produce or service the contract. Overhead costs is a line item
charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also
completed on the following sheets. All these costs will vary depending upon your organization and the
specifications for the project. Each sheet will have an example calculation and further instructions for completion.
QRF Name Pathwa Enter rises Inc.
Project Cit of Ashland Parks and Recreation Nature Center
Executive Director Signature:
Raw Materials
Per Time Use - Supplies
EquJpment, Tools & Subcontracting
(from supplies worksheet)
(from small equipment worksheet)
$ 332.16
$ 44.031
Subtotal 1 $ 376.19
1$ 2,662,30 I
1$ - 670.83Q
1$
Labor
Direct labor
(from labor daily WOrksheet)
Overhead
See Overhead Worksheet
Delivery
Transportation
(from Trans & Reserve WOrksheet)
Total Before Marglnl $
3,709.32 I
Reserve
Margin Held in Reserve
(from Trans & Reserve worksheet)
1$
236.77 I
3,946.091
328.84
Total Bid Yearlyl $
Monthly. $
DAS Form #12 J
Revision 1()...()3
Page 1
Summary Sheet
RAW MATERIALS
Supplies
Pathway Enterprises Inc.
City of Ashland Parks and Recreation Nature Center
Raw Materials:
This category is often spelled out in the Request for Offer (~FO). Language such as "Items to be prqvided 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.
Oregon Department of Administrative Services
Project Costing Worksheet
A custodial contract, for example, may require the following for month - Supplies:
Paper products and soap
Cleaning chemicals or products
Spray bottles
Broom and dustpan
Floor Wax
Scrub brushes or scouring pads
Per Use/Per Item Manufactured - Supplies
1
2
3
4
5
6
7
8
.
10
11
12
13
14
15
16
17
18
,.
20
21
22
23
24
25
26
27
28
2.
30
31
32
33
34
35
36
37
38
3.
40
41
42
43
44
45
46
47
46
4.
50
Item Unit Units Needed Monthly Annual
Price Per Month Cost Cost
SCRUBBING SPONGES $ 1.36 1.0000 $ 1,36 :$~';- _,16~32'
CREAM CLEANSER $ 3.06 0.5000 $' , 1-.53: $;;';'X:18~36
#66 DISINFECTANT CLEANER $ 42.40 0.0500 $ , 2i12' $:;':~:-~\t7.25A4
#64 NUETRAL CLEANER $ 88.00 0.0500 $" " -~'4~4O: :$v.:~"':::j:52:BO:
#70 WASHROOM CLEANER $ 97.44 0.0250 ,$';" 2:44~ :$'6'>~:~:': 29:23'
#81 GLASS CLEANER $ 85.20 0.0250 $ ';;'2:131 :$~:-:i:~;#25~56~
UTILITY BRUSH $ 2.74 0.0840 $ "0:23: $~r-;?,; :,:';2176
ANGLER BROOM $ 6.27 0.0840 $' 0:53: $:;tr:'~"'::-6:32'
TOILET SCRUB BRUSH $ 4.35 0.0840 $ 0,37: :$lli.""L';;':;',4!38
VINYL GLOVES LARGE $ 9.89 0.3000 $.- ,'[2.97':: '$~.35'.60
LAMBSWOOL DUSTER $ 4.90 0.0840 $' '.~ 0~4.H :$1Jif'~1~~;,''':'4:94
DUST PAN $ 2.52 0.0840 $'.' ::-cO:2t: :$"~"';:C2:54'
$ ,"':"'~l", ~$f;!I:W:,o...'~~~'::},
. .~..;''''"
$ ,:",."",,-,.,..;., i$~~~~i",~;r,:::.
.'....-',,'l;"
$, "'-",':'" l$':J'.'-:'!::'~;;,'.f',g:;"
)..,:,.-:"."
'$' '" ~'",. :$;:~f~,:!,:',~:~:~:.;'
SPRAY BOTTLES $ 1.90 0.2500 $' 0:48! :$'~~,<~e 5;70;
MOP HANDLE $ 6.29 0.0840 :$' '." "0;53:- l$~lnl..::;.'_6:34,'
LARGE MOP HEADS $ 5.20 0.3300 '$ .~'1:72; :$'ri. ;,;:;' 20:59;
ORANGE GEL EXTREME $ 8.27 0.2000 $ ~_'t:65j .$'i::-:;~?;:,:19:85'
14" WINDOW SQUEEJIE $ 8.95 0.0840 $ <0.75f f$1'J."{.~~'~:'''S:02
14" STRIP WASHER $ 4.37 0.0840 $. ;/0;37'; i$t[:"';):,/4~40:
PRO BUCKET $ 21.96 0.0840 $ '. 1~B5i ;$~":. ;';'22::16'
MR CLEAN MAGIC ERASER $ 5.51 0.3000 $ 1.65', ,M; 19.84
$ '; ~. - $' ,
,$ $\ ,
$ , $: ,
$ " $" ,
$ , '.'-~ $. ,
$ , '" $c, "
$ , $~
$ $'
s , $ ,
$ , $
$ , $
$ , $ ."
$ , $
'$, , $'
$ , $
$ , $ ,
$ , $-- "
$ , $'
$ , '$ ,
$ , $ , .
$, , ,$ --
$ , l$ ,
$' , . :$ , ,
$ , .$, ,
$ , '$ ,
$ , $ ,
Total $ 27.68' $ 332.16
Areas In green are formula dnven.
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
.
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OVERHEAD
OverheildCostt
PBlhwsy EntllrprisCltyof Ashland Parks and Recrutian Nalln Cenler
O"'5l0nOepartmentofAdmlnlstnrtlvaSefv!ces
Project Costing Woritsheet
There are many different ways organizations allocate overhead Internally (e.g., Percent of total costs, dollar figure sum, as a percent of dll'1let labor, ete).
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)
IFILL IN ONLY ONE OF THE THREE METHOOS DETAILED BELOWI
Percent of Total Cost Method:
FOl"fNerydonarlpentproduclng.~n.lproducl,orprovid"'g.se(Vice..certalllpe<<:enlll~Oflllatdollaris
.equiredlaroYtihud.Tocalc:ulalelheoverhe.dpercentage,i1labltSlloh"".financl81rece>rdsforyour
0I118n1zadonlhelllobaeklye.OfmOl'a. Addtogetherlheexpendlu'l!Ilhalmakauplhaoverh.adcosl(lea
workaheel below). Now add this 11I1JICI 10 the Raw materials, Dired labor and 0elIv1!fY lor a \CIIa1 cost Divide
thefigtl(efgroverheadbytheflg~refllfloWCOf,!!I: Theresult~apercentlhetrep<eSentsgverheadllSe
percenttgeofthetolalcost. Illinendal records ere notavaileble esUmalll the ovem.aad expenses lIS best you
elIn,es.~maleothercoslSlISbestyoucan,enduselheS8melormulalogelapercMtage.
1. Enter OVerhead as a Percent of Total Costs
H.
OR
2. Enter Allocated Overttead at a Dollar-FIgure Sum
OR
Dollar-Figure Sum Method:
Youoan enter the doll... am"":'tyou are aUocatIf\9 to overheed In \he b(llliryouareconfide11ltha\you can
anggete overhead jjema k> thi. partic~lar project. You elIn us.a the WOOeheelllS e tool Of needed)
loidenb 'f(Iurcosts
13. Overttead as a Percent of Total DIrect Labor Hours
Percent of Total Direct Labor Method: '
To ldentily overheacl COIlts, you need Ihe financial recofds for your lIfganiuti()J'1llfdMsionfor lI1epastyear, I npul all the
CI;Ilaoflheenlire enblyasdelailedbelllW,Une;lemswhid1arenotdela~edbelow should be input into the celh1 melked
"other"; pTene include e description. WhatyCIU arelfyingtodetermine iaapelcenlege,lherefOle ,oonotgr0S3upthe
expenses. fllf innabon or to conform 10 the current year budget Neld, Input inlo the cd below tho total <ired labOf hou"s peid
lIUtbY'fO'.""enIlreOlganlzaUonf"'the"meperiod.Thes.enguresshouldbefo~ndootheye.endpayrllll,opcrtDonot
include hourswtolcll can b, c1n$ified as management Of edministrative costs. (Incl~d-'ng Ihase coob ink> the diledlebOf
hOUltclalwilldell.atetheactualcosts,lThe_kaheelwiBcompulatheoverheadnalineilemeoslbyd'ividinglhetotal
projecled labor hours IOf the contract intolhtl lotal projected Iabllf hours fllf Ihe currenl year.
,...
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Inpul Total tom Worl<sheet 00 8elow
OVerhead p8flabllfho~r
Time'equiredlo~omplele~onpact
'"
TOUIAuigned OVem-.ad
I
WORK AREA:
Worksheet
Total Annual 0 ratlons
INDIRECT COSTS ORGANIZATION DEPARTh4ENTAL
ManBgemenlSalaries
Management Payroll Tu Expense
ManegementMedlCllllnswance
M..,agemBflI PensIon I'll", &panse
Sales &AdministreliveSllIarIes
Salee& AdminIstralillePayroll TIIXExpense
Sal"s&Administral:lv"Meclc8llnsllfanc8
Sal... & Administrai:ive Pension Plan Ellpense
OlllceRenl
AdvertislnllendPublicEct.>cation
BadgtullndChecb&Urinatysi8
Proiesslon8l&AcccuntlnllllWdtFees
Training & Worker Salely
lnsuraooe
Telephone
utilities
Property Tuesn.icensesIFeee
D~es&SIilKflptione
OepreciaUon-lll'ficebuild1ng
~ec:illllon-officeequipmenl
Rep8lrs&Main~flIce
Clea.ningandMaintenance
orn~eEqu...mentRenlal
om~aSUpp"es
PosIIIll" & Freight
......
MiscellaneouaExpense
BadOebb
Other:"
OIher:"
other;"
0Iher:"
TOTAL INDIRECT COSTS
Use the area below to show how you arrived at the final figure
that you show as your total Overhead
CPl_"""BLSl_bllOlowl
_,_"'---
T....
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1$.
OASForm'12J
~isk:n\().(I3
Page 5
OVsrhead Computation Sheet
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Delivery & Reserve
Pathway Enterprises Inc. .
Citv of Ashland Parks and Recreation Nature Center
The State of Oregon reimburses empioyee 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 beiow 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), shouid 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.
Oregon Department of Administrative Services
Project Costing Worksheet
It is permisible to use this spreadsheet to capture vehicle costs for the following situations:
(a) Transporting the individuais 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 - Privatelv Owned Vehicle (PO\/) Mileaoe Reimbursement Rates
Services Contract
Miles Per Rate Per Daily Services per Annual
Deliverv Descriction 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%1
DAS Form #12 J
Revision 10-03
Page 6
Trans-Delivery and Margin Sheet
,') .
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Costing Workbook
For Janitorial & Grounds Maintenance
Contracts Under the
Qualified Rehabilitation Facilities Program
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
07302007
Oregon Department of Administrative Services
Project Costing Worksheet
The summary sheel 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 Pathwa Enter rises Inc.
Project Cit of Ashland Parks and Recreation Pioneer Hall & Communit Center
,
Executive Director Signature:
Raw Materials
Per Time Use - Supplies
Equipment, Tools & Subcontracting
(from supplies worksheet)
(from small equipment worksheet)
'$
$
Subtotal1 $
1,129.76
44.03
1,173:79.
14,173.95 I
Labor
Direct Labor
(from labor daily worksheet)
1$
Overhead
See Overhead Worksheet
1$
3,388.46.1
Delivery
Transportation
(from Trans & Reserve worksheet)
1$
Total Before Marglnl.$
18,736.20;1
Reserve
Margin Held in Reserve
1$
1,195.93 I
19,932.131
1,661.01.,
(from Trans & Reserve worksheet)
Total Bid Yearlyl $
Monthly $
DAS Form #12 J
Revision 10-03
Page 1
, Summary Sheet
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RAW MATERIALS
Supplies
Pathway Enterprises Inc.
CiN of Ashland Parks and RecreaUon Pioneer Hall & Communitv Center
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 'Nilllikely include
not only supplies required to perform the service each month, but also Equipment & Toofs. In the case of a
commodity contract the Raw Materials will be figured on a Per Item Manufactured basis.
Oregon Department of Administrative Services
Project Costing Worksheet
A custodial contract, for example, may require the follavving for month - Supplies:
Paper products and soap
Cleaning chemicals or products
Spray bottles
Broom and dustpan
Floor Wax
Scrub brushes or scouring pads
Per Use/Per Item Manufactured - Supplies
Item Unit Units Needed Monthly Annual
Price Per Month Cost Cost
SCRUBBING SPONGES $ 1.36 3.0000 $ 4:08'i :$:; ':'.~,Y48:96
CREAM CLEANSER $ 3.06 1.0000 $, -3:06~ ;$~<~36:72i
#66 DISINFECTANT CLEANER $ 42.40 0.2500 $ 10:60\ $~..:127.~20;
#64 NUETRAL CLEANER $ 88.00 0.5000 '$' A4.0m '$~528:00
#70 WASHROOM CLEANER $ 97.44 0.0250 $ '2:441 :$r.-'lJ~Z;:29;231
#61 GLASS CLEANER $ 85.20 0.0250 '$ 2:13( ~$!H'--N25~56;
UTILITY BRUSH $ 2.74 0.0840 $' .,0:23; ~$:;;';-:iJ!2!76
ANGLER BROOM $ 6.27 0.0840 $ 0:53 :$~:;''''~6:32:
TOILET SCRUB BRUSH $ 4.35 0.0840 $',' '.0:37,i :nY:~1:4~38'.
VINYL GLOVES LARGE $ 9.89 1.2500 $; "_12:36: :$~~...t~1~8:35
LAMBSWOOL DUSTER $ 4.90 0.0840 k ",,-," 0~41i ~$1f'1e!-Z..4:94:
DUST PAN $ 2.52 0.0840 T - -~,O;21f :$t'Wcl"!i-2:54',
$' .. :'s"'-.;r-;: ;$W'ti!I~~'\:.t,
$' -,:,,;~., $\?~;':;'~~;.,
$; "::--;, l_$!lli'ft'';t,~~::.t:,'.'.
$. ;', ';,i.':':,,;:_~.i f$:r';4?'/-::::~j.
SPRAY BOTTLES $ 1.90 0.2500 $' , ' 0.48: $rr:;y~,;;~"- 5;70,l
MOP HANDLE $ 6.29 0,0840 $ 0.53: f$:;,t"m;"c6:34'
LARGE MOP HEADS $ 5.20 0,5000 '$ 2.6m :'$~;:..';~~.~31~20
ORANGE GEL EXTREME $ 8.27 0.2000 ,$ 1~65\ '$~/~-:::J;:i19;85'
14" WINDOW SQUEEJIE $ 8.95 0.0840 '$ , '0:75~ !$!}!,~:-;-:';-:':;9:02
14" STRIP WASHER $ 4,37 0.0840 $ " 0:37i $J::,';'!tt:.,;,;:' 4~40
PRO BUCKET $ 21.98 0.0840 $, 1.85: :$~':~;::~:'-' 22:16'
MR CLEAN MAGIC ERASER $ 5.51 1.0000 $ 5:51 :$~ f':'~\' 66~ 12'
$ ," $,", 'J ,
$ , $:t: ,
$ - , $~ -
$ ,- $:'" "
$ - $.., "
$ , $. -
$ $'
$ $', ,
$ '$ ,
$ , '$ -
$ , $ -
$ , $ -
$ " $ "
$ - $ -
$ - $ , ,
,$ - $ -
$ , $
$ , , $ -
$ $;: ,
$ , $" "
-
, $ - - $ .. -
'$ '$t., ,;" 'rl-~-'
.$ , '$' < -
.$ - '$
$ , " $,
$ - $' ,
Total $, 94.-15 $ 1,129.76
1
2
3
4
5
6
7
8
.
10
11
12
13
14
15
18
17
18
"
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
J
Areas in green are fonnula 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. .
OAS Form #12 J
Revision 10-03
Page 2
Supplies Sheet
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OVERHEAD
OIIerheldCwb
PathwBY Enterpriseit)' of Ashland P.ks end Recreation PIoneer Hen & Community Center
There are many different ways organiutlons allocate overhead Intemally (e.g., Percent or total costs, dollar figure sum, as a percent or direct labor, ete).
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)
ONgOflOepartmentofAdmlrllstrativeServices
. PnljIlCt Costing worbMet
IFILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOWI
Percent of Total Cost Method:
Foreverydollarspenlproduclng a ~nll produc~ or pmvlding a service,. certain percenlllll" oflhat dollar it
t8'luired for overhead. To calculale the OI/erhelHl percentage, ~is bulla hS\/a ~n.ndar re<:ords for your
orgln;ZII~onlhalgobao;k.yearO(more. Addtogelherthanpendiluresthalmakeuplhecverheadcosl(see
worbheel below). Now 1M this fig...... to the Raw mllerials, Direct IabCll and Delivery for a total cost Divide
lheftll\l"elorC/\/emeadbylheftllUfefClltolalcosD.The'esuUisapen:entlhatltpl"_overheadasa
percentage olthe 10111 eesl. If\in:;lncial records are nlllnailable estimBle the ovrmead expenses n bntyou
can,estimateothereoslll..beslyoucan,andusetheumeformulatogetapercenlage.
11, Enter Overhead as I Percent of Total Costs
11.00%1
OR
2. Enter Allocated Overfield IS a Dollar-FIgure Sum
OR
Dollar-Figure Sum Method:
Y<XJc:anenlerlhedollaramcuntyou8l"eal~ti"llIoOYrmeaclinlheb""iIYOUll"eCCl'lMentlhalyoucan
allocale overhead ilemalC Ihia particular project. You """ use theWOI"bheet as a tool e,lneeded)
10 Identify casb
3, Overhead IS a perr::ent of Totll Direct Llbor Hours
Percent of Total Direct Labor Method:
Toidentifyoverheadcosls,y<luneedlheftnanc;a1,ecOl"<Isfo'yourOl"ganlntionOl"dMsicn fo'the past year. l/llut eU the
costs clthe errtife entilV as detded belew, Uoo items which are nol detailed below shoukl be inplll inlo the cells mlrked
"olher"'; please inc:lude a desaiption. WhIt you are trying todelermine Is a percentagrt,ll>e'elore, do not gr O&Suplhe
expensesfDlinftationorfoconformfolhecurrentyearbudgel.Nen,npulinlothecdbelcwlhetolaldtedlaborl>otnpaid
outbyycurenti:eorganiuticnlcrtheume period. These ftgurn shculd be found on the year end payrcll repcrl. 00 not
Include hour. which can be classified as management 01" admlni1.b'llive costs. (Includr.g these coslll into the dired labor
hour Ictal will deflate the actuat costs) Thewo,ksheet",,;1I compute the overhead as a line ilem costby dividing the ICtal
projec!edlabor hours for the CDI'1lraclinlolhetol.al p,ojected labo, hours lor llle curren ,....~a'.
Total Aonual OirectLabo, Hou,a
InpulTctelfromWDlkr.heelonElelow
OVemeacl per labor hour
Time required to complete contract
Total"ss ne<lOVerhud
WORK AREA:
Worksheet
Total Annual 0 rations
INDIRECT COSTS ORGANIZATION OEPARTMENTAl
M.,BgemenlSalaries
MMagemenl Payroll Tax Expenu
MlUlBgemenl Medical Insurance
MMBgement ~nsion Plan Expense
SIlln&AdminlstndiveSalaria
Sales & Administrative Payroll Ta &pense
Sala&AdministraliveMedlctllnsurar1c>e
Sala&AdminislrativePenalonPlllnExpense
Office Rent
AdIIertlslng and Public EducaUon
Backg'ound Checks & UrlnalYllI.
Prefealional&AcccunlinglAudltFees
Training &Worker Safcly
I.....Broce
Telephone
--
Pr"9IIrtYTues1l..lcens.esJees
Du.a & Subscriptions
Oepreelnen-office bu~ding
Oftpreelnon-offlceequlpmenl
Repairs & MaintenBncB-ofllca
Cleaning and Mainteoance
omcaEqulpmentRootal
OtIlceSupplies
Poste~&F,eight,
......
MJaceIlaneouaExpense
BedOebll
OIl1er;'
OIl1er;"
OIl1er;"
Other:"
TOTAl.. INDIRECT COSTS
Use the area below to show how you arrived at the final figure
that you show as your total Overflead
CPr_tomSl3(sM"'~
,,~
,-
-,_.........-......-
,...
is
OASForrn.,2J
RsvlslonlQ-03
Page'
OverhndComputaf!cnSheet
t'1t' ·
.
Delivery & Reserve
Pathway Enterprises Inc.
Citv of Ashland Parks and Recreation Pioneer Hall & Communitv Center
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 caiculation. 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. Vehide 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.
Oregon Department of Administrative Services
Project Costing Worksheet
It is permisible to use this spreadsheet to capture vehicle costs for the following situations:
(aj 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 - Privatelv Owned Vehicle IPOVl Mileaae Reimbursement Rates
Services Contract
1
2
3
4
Miles Per I Rate Per Daily Services per Annual
Deliverv Descriotion Service Mile Cost Year Trans Cost
$ - $ -
$ - $ -
$ - $ -
,$ - $ -
$ - $ -
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.
.
60%1
Enter as a % of total cost of contract
DAS Form #12 J
Revision 10-03
Page 6
Trans-Delivery and Margin Sheet
lill Y HI:LlUi1UCn
Page 1/1
..
\-.
Ashland Park Commission
20 E MAIN ST_
ASHLAND, OR 97520
(541) 488-5300
I'
DA,E
12/2/2010
II
-' PO NuMBER
00042
-"1
VENDOR: 003566
PATHWAY ENTERPRISES INC
655 WASHINGTON STREET
ASHLAND, OR 97520
SHIP TO:
FOB Point:
Tenns: net
Req. Del. Date:
Special Inst:
Req. No.:
Dept.:
Contact: Rachel Dials
Confirming? No
~;~-:rQuanti&:P:j ~rUnf{li'- :.!,: T..:",;~J ,"" .:;:~,: "'De~\:rjiltloh_ -- . 'J;':.'''. .....,. '--, -- ':"-"--: : 'Uhii~iice ' Ext\jiFic.e=:~X _ {
-
Janitorial Services to be performed at 29,017.83
the Parks & Recreation Office,
Community Center, Pioneer Hall and
North Mountain Park Nature Center
Contract for Goods & Services
Beginning date: December 1,2010
Completion date: June 30, 2011
Insurance required/On file
SUBTOTAL 29017.83
BILL TO: TAX 0.00
FREIGHT 0.00
TOTAL 29,017.83
-jJ ~r ~ccount~NumiJer;,_,,:-;:t~ ::l(?~ '~ProJect Numb"at" . -ll--~ :::~~~---~:AmQurit .: c' A"ccoul1t)ilimbel'" -.: '" :~ '-P"rojecfNumBef',~ -- ~~ ,~:;_; _rAmolrni~;t;2:;'
';w: .' -, .. --
E 21 1 1 2.02.06.6041 6 29 01 7.83 /
~.$- ? /"i6;?o!>
Authorized Signature
VENDOR COpy
j F()RM #3 I
CITY Of
ASHLAND
A request for a Purchase Order
REQUISITION
Date of request:
Required date for delivery:
Ya~)ruw.i)J1f\L f (t\((!Y'tx'" \ )::kc
iS~ IU(]\~,~..st. As~tY'd~~<;;f
cl\AAt(.'.l\lYIns.o CmheJ (iM rrJ\ s\{1-Lj-~~-IC;jlo
)\-/1-'-1-)((\ -c;q'-fg
~
Vendor Name
Address, City, State, Zip
Contact Name & Telephone Number
Fax Number
SOLICITATION PROCESS
D Exemot from Comoetitive Biddina D Emeraencv
Reason for exemption: D Invitation to Bid (Copies on file) D Written findings attached
Oate approved by Council: D Quote or Proposal attached
D Small Procurement Coooerative Procurement
Less than $5.000 D Reauestfor Prooosal (Copies on file) D State of Oregon
Note: Total contract amount, including any Date approved by Council: Contra,t #
amendments may not exceed $6,000 D State of Washington
Intermediate Procurement D Sole Source Contract #
GOODS & SERVICES D Written findings attached D Other government agency contract
$5.000 to $100.000 D Quote or Proposal attached Agency
D (3) Written quotes attached Contract #
PERSONAL SERVICES D SDecial Procurement D Intergovernmental Agreement
$5.000 to $75.000 D Written findings attached Agency
D Less than $35;000, by direct appointment D Quote or Proposal attached Contract #
D (3) Written proposals attached Date aooroved bv Council: Date approved by Council:
Description of SERVICES
Jm \ ffiAcJ) W VlUIJ ~tD I?G (Uv11~ utI-- -I'W-- r Il11AU f.- ''-
flu.. o~hu...-) If. COV1'i\.Vv\.t~ (e,.J(,Q.. 'J p\W1/ Hzv.J -j:..rV dh-dVI.o IN\Itu ".
(\CtM..LfrC.. -.
Item # Quantity Unit Description of MATERIALS
Total Cost
t,~t. 011. "Y~.
Unit Price
Total Cost
~ Per attached QUOTE
TOTAL COST
$
Project Number _u n_" _n Account Number 21L .1l-. .DL-cJ.i. .(Pay.L\uO ccount Number _u. n. __.. n. nnn
Account Number ___. __' __' __' ______ Account Number ___. __. __. __. ______
'Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expendftures accuretely. Attach extra pages if needed,
By signing this requisffion fonn, I certify that the infonnation provided above meets the City's public contracting requirements,
upon request. ~
Employee Signatu'r ; . (vu2. D ~ Department Head Signature: '
e documentation can be provided
Additional signatures (if applicable):
Funds appropriated for current fiscal year: ~ I NO
~...p .. 7----
Finance Director -
,.-'%A
/ Date
Comments:
G: Finance\Procedure\AP\Forms\Form #3 - Requisition .
Updated on: 12/112010