HomeMy WebLinkAbout2012-072 CONT Addendum - Pathway Enterprises ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR JANITORIAL SERVICES FY 2011-2012
Addendum made this 10th day of April, 2012, between the City of Ashland ("City") and
Pathway Enterprises. Inc. ("Contractor").
Recitals:
A. On June 29, 2011, City and Contractor entered into a "City of Ashland Contract for
Janitorial Services FY 2011-2012" (further referred to in this addendum as "the
agreement').
B. The parties desire to amend the agreement to modify the scope of services to add
the maintenance of the Senior Center located at 1699 Homes Avenue and increase the
compensation for the additional scope of services.
City and Contractor agree to amend the agreement in the following manner:
1. The scope of services is modified to add the maintenance of the Senior Center at an
annual cost of$16,066.62 ($1,338.89/Month) per the Costing Workbook attached as
Exhibit A.
2. Except as modified above the terms of the agreement shall remain in full force and
effect.
CONTRACTOR: CITY OF AA7LAND:
BY7, r 5 So BY e/S%�
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ranY Date Nl/LIIL
DATE Ll l 1 1 zO l z
Purchase Order#
Acct. No.: OZOto450e -�
(For City purposes only)
1-CITY OF ASHLAND,ADDENDUM TO CONTRACT FOR JANITORIAL SERVICES FY 2011-2012
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D YAR MELT P 4 DJVIINIS`tR-& ,, V SERVICES
Request for.<Prtce Approval
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DASISPO has 'ev�e«ed the submitted docuriientation supporting fhc 1 •„ ,
price offered by �Tt�QRT?and approves thep�tce for Piocurotnent qtb . i.
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112dt2009 Stmte,ProcuretneiifO ffbi e - t
AchleJingResults.Togeiher
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Costing Workbook
For Janitorial & Grounds Maintenance
Contracts Under the
Qualified Rehabilitation Facilities Program
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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 Pathway Enterprises Inc..
Project I City of Ashland Parks and Recreation Senior Cen ter
Executive Director Signature:
Raw Materials
Per Time Use-Supplies (from supplies worksheet) $ 870.96
Equipment,Tools&Subcontracting (from small equipment worksheet) $ 44.03
Subtotal 11 $ 914.99
Labor
Direct Labor (from labor daily worksheet) $ 11,456.31
Overhead
See Overhead Worksheet $ 2,731.33
Delivery
Transportation (from Trans&Reserve worksheet) $
Total Before Margin '$ 15102.62
Reserve
Margin Held in Reserve (from Trans&Reserve worksheet) $ 964.00
Total Bid Yearly $ 16,066.62
Monthlyl $ 1,338.89
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 Parks and Recreation Senior 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 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 1.0000 $ 1.36 $- 16.32
2 CREAM CLEANSER $ 3.06 1.0000 $ 3.06 $ 36.72
3 #66 DISINFECTANT CLEANER $ 42.40 0.1000 $ 4.24 $ .50:88
4 #64 NUETRAL CLEANER $ 88.00 0.1000 $ 8.80 $ 105.60
5 #70 WASHROOM CLEANER $ 97.44 0.0250 $ 2.44 $ 29.23
6 #61 GLASS CLEANER $ 85.20 0.0250 $ 2.13 $. 25.56
7 UTILITY BRUSH $ 2.74 0.0840 $ 0.23 $ 2176
8 ANGLER BROOM $ 6.27 0.0840 $ - 0.53 $ 6.32
9 TOILET SCRUB BRUSH $ 4.35 1 0.0840 $ 0.37 $ 4.38
10 VINYL GLOVES LARGE $ 9.89 1 0.5000 $ 4.95 $ 59.34
11 LAMBSWOOL DUSTER $ 4.90 0.0840 $_ 0.41. $. 4,94
12 DUSTPAN $ 2.52 0.0840 $< 0.21 $ ,2.54
13 PRO STRIP $ 48.26 0.2000 $ 9.65 $ 115.82
14 OPTIMUM FINISH $ 52.16 0.3000 $ 15.65 $ 187.78
15 BLACK PADS 20" $ 19.24 0.1500 $ $ 34.63
16 FOLEX CARPET CLEANING SOLUTION $ 16.21 0.1200 $- ' 1.95 $ 23.34
17 SPRAY BOTTLES $ 1.90 0.2500 $ 0.48 $ 5.70
18 MOP HANDLE $ 6.29 0.0840 $ 0.53- $ 6.34 _
19 LARGE MOP HEADS $ 5.20 0.5000 $ 2.60 1 $ 31.20
20 ORANGE GEL EXTREME $ 8.27 0.2000 $ 1.65 $ 19.85
21 14"WINDOW SOUEEJIE $ 8.95 0.0840 $ - 015 $ 9.02
22 14"STRIP WASHER $ 4.37 0.0840 $ 0.37 $ 4.40
23 PRO BUCKET $ 21.98 0.0840 $ 1.85 $ 22.16
24 MR CLEAN MAGIC ERASER $ 5.51 1.0000 $ 5.51' $ 66.12 ,
25 $ - $
26 $ $
27 $ $
28 $ $
29 $ $ -
30 $ $
31 $ ' $
32 $ $
33 $ $
34 $ $
35 $ $
36 $ $
37 $ $
38 $ $
39 $ $
40 $- $
41 $ $
42 $ $
43 $ _ $
44 $ $
45 $ $
46 $ $
47 $ $
4e $ $
4s $ $
50 $ $
Total Is 72.58 1 $ 870.96
;Areas in green are formula dri ven._
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 Oregon Department of Administrative Services -
Wamead Costs Project Costing worksheH
Padrway Enterplis City w Ashland Pass and Reweagan Senior Center
FETph are many tliflerenl ways organ lzatlons allocate overhead Internally(e.g.,Percent of total costs,delta figure sum,as a percent of direct labor,etc).
provldetl below,Indicate how your organlzatlon allocates overhead to this particular contract,what Items go Into your overhead,and whatthat overhead
amount Is(whether as a percent or exact amount)
FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW!
Percent of Total Cost Method:
For every tlollar spent produang a final product,or providing a servim,a certain Pencenlsge of Mat dolar is
1. Enter Overhead as Percent of Total Costs required for ovednead. To calcdaM Me ovemead percentage a is besno have financal.atoms for your
I 00 6 orgallbdgon eat go back is year or more.Add together Me expaMil Tres Nat make up Me overhead cast(see
wossheet below). Now add Nis figure to the Raw materials,Direct labor and Delivery for a total cost. Divide Me
figure for overhead by Me figure for twat wide,The result Is a Pemurs Mat represents overhead as a recorded
of Me total cost. If financial records are rat available estimate tM midlead axp m as best you ran,estimate "
OR what costs as best you con,and use the same formula M gel is percentage.
2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method:
! 1 1 You can enter the dollar amount you are allocating to overhead In to box if you are confident Mat you can
alkwate overhead Items to this paNCUlar prgatl. You non use Me Worksheet as a tad(if need d)
OR to identify your costs.
3.Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method:
To Identify evehead casts,you need are(manual records for your orgadzaden or division for the Past year.Input all fie costs
M the entire entity as detailed below,lire Items Which are ride counted below should W input Into Me dolls marked"other;
pease rhetude a description what you are firing to dwwminer is a percentage.therefore,do rot gross up the exPamas for
inflation or to conform to Me anent year budget,Next,input into Me roll below the twat direct labor hours pad out by your
entire organowtim for die same period.These figures should W found m Me year and payrdl repair Do rout include hours
shich Can IM Cla al ed as management or administrative wst5,(Including"se Costs into the direct labor hour rest set
deflate Me actual costs.)The werksheet will Compdo she awarded as a hM Item cost by dvairg Me total projected lmor
hours rid Me tonal into the total projected order hwas for Me curare,year.
Total Annual Direct tabor Hours
Input Twat tram Worksheet on Balmy
Diversified Par labor law
Time required m..plate conduct 863
Twat A..l nod Warhead $
Worksheet WORK AREA:
Total Annua[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
• Management Palo Tax Expense
Management Medical Insurance
Management Persian Plan Expense
Sales&Administrative Salaries
Sales&Atlminisbagve Payroll Tax Expense
Sales is Admirbtraave Medical Insurance
Sala.&Administrative Pension Plan Expanse
Office Raw
AdveNsing and Pudic Education ,
Background!Checks&UrbWysis
Professional&Accounting/Audit Fees
Training&Worker Safety
Insurance
Telephone
utlltges
Property TaxeslUCensesrFees
Dues&Subsin tions
Depeaationolfice balding
Depledadon-cf ce equpment
Repairs&Maintererceaffica
Clearing and Maintenance r
Office Equipment Rental
Office Supplies
Postage&Freight
Rehab
Miscellaressis Expense
bed Dews _
Other• ... .... .
Odle.:.• .
Other.-
TOTAL
TOTAL INDIRECT COSTS
ce,'.. ametalsubili 5.15% or.
[(m
Twat M•ewReay„
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DAS Form#12 J
Revision l0oQ Page 5 overhead Cord".Sheaf
Delivery & Reserve Oregon Department of Administrative Services
Pathway Enterprises Inc. Project Costing Worksheet
Citv of Ashland Parks and Recreation Senior 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 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 $ '- w $
2 $ $
3 $ ; $
q $ r _; $
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
CITY RECORDER Page 1 / 1
Ashland Park Commission I DATE : PO NUMBER'
20 E MAIN ST. 7/21/2011 00051
ASHLAND, OR 97520
(541)488-5300
VENDOR: 003566 SHIP TO:
PATHWAY ENTERPRISES INC
655 WASHINGTON STREET
ASHLAND, OR 97520
FOB Point: Req.No.:
Terms: net Dept.:
Req.Del.Date: contact: Rachel Dials
Special Inst: Confirming? No
Quantity. Unit - .. Description Unit Price- Ext.Price
THIS IS A REVISED PURCHASE ORDER
Janitorial Services FY 2012 29,275.07
Contract for Goods and Services
Beginning date: July 1, 2011
Completion date: June 30, 2012
Insurance required/On file
Approved by City Council JuIV 19, 2011
6.00 Mos Processed change order 01/09/2012 272.16 1,632.96
Contract Amendment- 12/16/2011
The scope of services is modified to
add the maintenance of the Oak Knoll
Pro-Shop Restrooms for an annual cost
of$3,265.87 ($272.16/Month)
3.00 Mos Processed change order 4/16/2012 1,338.89 4,016.67
Contract Amendment-4/10/2012
The scope of services is modified to
add the maintenance of the Senior
Center(1699 Homes Avenue) for an
annual cost of$16,066.62
($1,338.89/Month)
SUBTOTAL 34 924.70
BILL TO: _ TAX 0.00
FREIGHT 0.00
TOTAL 34,924.70
Account Number Project Number Amount Account Number', - Project Number - Amount..
E 211.12.02.06.60416 34 924.70
�r
Au �ized Signat re L VENDOR COPY
FORM #10 CITY OF
CONTRACT AMENDMENT APPROVAL REQUEST FORM ,�S H LAN D
Request for a Change Order
Name of Supplier I Contractor I Consultant: 2 c� Car G Total amount of this
_
;� � contract amendment: ,
Purchase Order Number: c-
Title/Description: > >
d=!' G.�P_idG. r1Y��..t�Vcr'• �.•�:✓ ci+—._r+'�.,�--``-7
L1 Per attached contract amendment
Contract Amendment 29 . ( 7
Original contract amount $ 5 100 %of original contract
Total amount of previous contract amendments ) G /a of original contract
Amount of this contract amendment (�/f �� `� ��' ' G. 7 l✓ o
/o of original contract
TOTAL AMOUNT OF CONTRACT $ v2 ' �G. % "• —%of original contract
In accordance with OAR 137-047-0800:1)The amendment is within the scope of procurement as described in the solicitation documents,Sole Source notice or approval of Special
Procurement.2)The amendment is necessary to comply with a change in law that affects performance of the contract.3)The amendment results from renegotiation of the terms and
conditions,including the contract price,of a contract and the amendment is advantageous to the City of Ashland,subject to all of the following conditions:a)goods and services to be
provided under the amended contract are the same as the goods and services to be provided under the unamended contract;b)The City determines that with all things considered,the
amended contract is at least as favorable to the City as the unamended contract c)The amended contract does not have a total term greater than allowed in the solicitation document,
contract or approval of a Special Procurement.An amendment is not within the scone of the procurement if the City determines that if it had described the changes to be made by the
amendment in the procurement documents,it would likely have increased competition or affected award of contract
Contract amendment is within the scope of procurement: YES s/ NO' (if"NO",requires Council approval lAttach coov of CC.)
Sourcing Method: ,
SMALL PROCUREMENT-Less than$5,000 INVITATION TO BID or COOPERATIVE PROCUREMEN l QRF or'
❑'YES",the total amount of contract and REQUEST FOR PROPOSAL EXE PTION PURSUANT TO AMC O
cumulative amendments:5$6,000. ❑ 'YES',the total amount of cumulative YES',the total amount of original contract and
❑If'NO",amount exceeding authority requires amendments<25%of original contract amount or cumulative amendments s$t 00K for Goods&
Council approval.Attach copy of Council $250,000 whichever is less. Services,s$75K for Personal Services,<$50K for
Communication. ❑ If'NO',amount exceeding authority requires Attorney Fees.
❑ Exempt—Reason: Council approval.Attach copy of Council ❑ If'NO',amount exceeding authority requires
Communication. Council approval.Attach copy of Council
❑ Exempt—Reason: Communication.
❑ Exempt—Reason:
INTERMEDIATE PROCUREMENT SOLESOURCE. EMERGENCY PROCUREMENT
Goods&Services-$5,000 to$100,000 ❑ 'YES',the total amount of cumulative ❑ Written Findings:Document the nature of the
Personal Services -$5,000 to$75.000 amendments<_25%of original contract amount or emergency,including necessity and circumstances
❑ 'YES',the total amount of cumulative $250,000 whichever is less. requiring the contract amendment
amendments<25%of original contract amount. ❑If'NO",amount exceeding authority requires ❑ Obtain direction and written approval from City
❑ If'NO',amount exceeding authority requires Council approval.Attach copy of Council Administrator
Council approval.Attach copy of Council Communication. ❑ If applicable,attach copy of Council
Communication. ❑ Exempt—Reason: Communication
❑ Exempt—Reason: I ❑ Exempt—Reason:
SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT
❑"YES',the total amount of original contract and cumulative ❑"YES',the original contract was approved by City Council,
amendments are within the amount and terms initially approved by Provide date approved by City Council: (Date)
Council as a Special Procurement. If'NO',Council approval is required.Attach copy of Council Communication.
❑ If'NO',amount exceeding authority requires Council approval. ❑ Contract amendment approved and signed by City Administrator.
Attach copy of Council Communication.
Project Number Account Number
______
Account Number •_ -
'Expenditure must be c rg o the appro hate ac unt numbers for the financials to reflect the actual expenditures:' accur ty. Attach extra pages if needed.
ployee Signatur f)A 1 l J De ment Head Signa l rCA
(Equal to or greaten n$5 00)
Funds appropriated for current#scat year: YES / NO i" '� p —a--_ U-
Finance Director(Equal toorgre er than$5,000) ate
Comments:
Form#10—Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1,4/10/2012