HomeMy WebLinkAbout2019-055 20190103 Pathway Enterprises
GOODS & SERVICES AGREEMENT
PROVIDER: PATHWAY ENTERPRISES, INC.
CITY OF CONTACT: RICHARD SIMPSON
-.S H LAN D
20 East Main Street ADDRESS: 1600 SKY PARK DRIVE, SUITE NO. 101
Ashland, Oregon 97520 MEDFORD, OR 97504
Telephone: 541/488-5587
Fax: 541/488-6006 PHONE: 541-973-2728
FAX: 541-973-2729
EMAIL: rpspei gmail.com
This Goods and Services Agreement (hereinafter "Agreement") is entered into by and between the City of
Ashland, an Oregon municipal corporation (hereinafter "City") and Pathway Enterprises, Inc., a domestic
business corporation ("hereinafter "Provider"), for Janitorial Services.
1. PROVIDER'S OBLIGATIONS
1.1 Provide Janitorial Services as set forth in the "SUPPORTING DOCUMENTS" attached hereto and, by
this reference, incorporated herein. Provider expressly acknowledges that time is of the essence of any
completion date set forth in the SUPPORTING DOCUMENTS, and that no waiver or extension of such
deadline may be authorized except in the same manner as herein provided for authority to exceed the
maximum compensation. The goods and services defined and described in the "SUPPORTING
DOCUMENTS" shall hereinafter be collectively referred to as "Work."
1.2 Provider shall obtain and maintain during the term of this Agreement and until City's final acceptance
of all Work received hereunder, a policy or policies of liability insurance including commercial general
liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two
million dollars) per occurrence for Bodily Injury and Property Damage.
1.2.1 The insurance required in this Article shall include the following coverages:
• Comprehensive General or Commercial General Liability, including personal injury,
contractual liability, and products/completed operations coverage; and
• Automobile Liability
• Workers' Compensation
1.2.2 Each policy of such insurance shall be on an "occurrence" and not a "claims made" form, and
shall:
• Name as additional insured "the City of Ashland, Oregon, its officers, agents and
employees" with respect to claims arising out of the provision of Work under this
Agreement;
• Apply to each named and additional named insured as though a separate policy had been
issued to each, provided that the policy limits shall not be increased thereby;
• Apply as primary coverage for each additional named insured except to the extent that two
or more such policies are intended to "layer" coverage and, taken together, they provide
total coverage from the first dollar of liability;
• Provider shall immediately notify the City of any change in insurance coverage
• Provider shall supply an endorsement naming the City, its officers, employees and agents
as additional insureds by the Effective Date of this Agreement; and
• Be evidenced by a certificate or certificates of such insurance approved by the City.
Page I of 5: Agreement between the City of Ashland and Pathway Enterprises, Inc.
GOODS & SERVICES AGREEMENT
PROVIDER: PATHWAY ENTERPRISES, INC.
C I T Y OF CONTACT: RICHARD SIMPSON
ASHLAND
20 East Main Street ADDRESS: 1600 SKY PARK DRIVE, SUITE NO. 101
Ashland, Oregon 97520 MEDFORD, OR 97504
Telephone: 541/488-5587
Fax: 541/488-6006 PHONE: 541-973-2728
FAX: 541-973-2729
EMAIL: rrspeiggmail com
This Goods and Services Agreement (hereinafter "Agreement") is entered into by and between the City of
Ashland, an Oregon municipal corporation (hereinafter "City") and Pathway Enterprises, Inc., a domestic
business corporation ("hereinafter "Provider"), for Janitorial Services.
1. PROVIDER'S OBLIGATIONS
1.1 Provide Janitorial Services as set forth in the "SUPPORTING DOCUMENTS" attached hereto and, by
this reference, incorporated herein. Provider expressly acknowledges that time is of the essence of any
completion date set forth in the SUPPORTING DOCUMENTS, and that no waiver or extension of such
deadline may be authorized except in the same manner as herein provided for authority to exceed the
maximum compensation. The goods and services defined and described in the "SUPPORTING
DOCUMENTS" shall hereinafter be collectively referred to as "Work."
1.2 Provider shall obtain and maintain during the term of this Agreement and until City's final acceptance
of all Work received hereunder, a policy or policies of liability insurance including commercial general
liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 (two
million dollars) per occurrence for Bodily Injury and Property Damage.
1.2.1 The insurance required in this Article shall include the following coverages:
• Comprehensive General or Commercial General Liability, including personal injury,
contractual liability, and products/completed operations coverage; and
• Automobile Liability
• Workers' Compensation
1.2.2 Each policy of such insurance shall be on an "occurrence" and not a "claims made" form, and
shall:
• Name as additional insured "the City of Ashland, Oregon, its officers, agents and
employees" with respect to claims arising out of the provision of Work under this
Agreement;
• Apply to each named and additional named insured as though a separate policy had been
issued to each, provided that the policy limits shall not be increased thereby;
• Apply as primary coverage for each additional named insured except to the extent that two
or more such policies are intended to "layer" coverage and, taken together, they provide
total coverage from the first dollar of liability;
• Provider shall immediately notify the City of any change in insurance coverage
• Provider shall supply an endorsement naming the City, its officers, employees and agents
as additional insureds by the Effective Date of this Agreement; and
• Be evidenced by a certificate or certificates of such insurance approved by the City.
Page 1 of 5: Agreement between the City of Ashland and Pathway Enterprises, Inc.
1.3 All subject employers working under this Agreement are either employers that will comply with ORS
656.017 or employers that are exempt under ORS 656.126. As evidence of the insurance required by
this Agreement, the Provider shall furnish an acceptable insurance certificate prior to commencing any
Work under this Agreement.
1.4 Provider agrees that no person shall, on the grounds of race, color, religion, creed, sex, marital status,
familial status or domestic partnership, national origin, age, mental or physical disability, sexual
orientation, gender identity or source of income, suffer discrimination in the performance of this
Agreement when employed by Provider. Provider agrees to comply with all applicable requirements of
federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Provider agrees
not to discriminate against a disadvantaged business enterprise, minority-owned business, woman-owned
business, a business that a service-disabled veteran owns or an emerging small business enterprise
certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.I 10.
1.5 In all solicitations either by competitive bidding or negotiation made by Provider for work to be
performed under a subcontract, including procurements of materials or leases of equipment, each
potential subcontractor or supplier shall be notified by the Providers of the Provider's obligations under
this Agreement and Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws.
2. CITY'S OBLIGATIONS
2.1 City shall pay Provider the sum of $128,627.55 as provided herein as full compensation for the Work
as specified in the SUPPORTING DOCUMENTS.
2.2 In no event shall Provider's total of all compensation and reimbursement under this Agreement exceed
the sum of $128,627.55 without express, written approval from the City official whose signature appears
below, or such official's successor in office. Provider expressly acknowledges that no other person has
authority to order or authorize additional Work which would cause this maximum sum to be exceeded
and that any authorization from the responsible official must be in writing. Provider further
acknowledges that any Work delivered or expenses incurred without authorization as provided herein is
done at Provider's own risk and as a volunteer without expectation of compensation or reimbursement.
3. GENERAL PROVISIONS
3.1 This is a non-exclusive Agreement. City is not obligated to procure any specific amount of Work from
Provider and is free to procure similar types of goods and services from other providers in its sole
discretion.
a
3.2 Provider is an independent contractor and not an employee or agent of the City for any purpose.
3.3 Provider is not entitled to, and expressly waives all claims to City benefits such as health and disability
insurance, paid leave, and retirement.
3.4 This Agreement embodies the full and complete understanding of the parties respecting the subject
matter hereof. It supersedes all prior agreements, negotiations, and representations between the parties,
whether written or oral.
3.5 This Agreement may be amended only by written instrument executed with the same formalities as this
Agreement.
Page 2 of 5: Agreement between the City of Ashland and Pathway Enterprises, Inc.
3.6 The following laws of the State of Oregon are hereby incorporated by reference into this Agreement:
ORS 27913.220, 27913.230 and 279B.235.
3.7 This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws
principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the
Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in federal court,
in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party
expressly waives any and all rights to maintain an action under this Agreement in any other venue, and
expressly consents that, upon motion of the other party, any case may be dismissed or its venue
transferred, as appropriate, so as to effectuate this choice of venue.
3.8 Provider shall defend, save, hold harmless and indemnify the City and its officers, employees and agents
from and against any and all claims, suits, actions, losses, damages, liabilities, costs, and expenses of
any nature resulting from, arising out of, or relating to the activities of Provider or its officers,
employees, contractors, or agents under this Agreement.
3.9 Neither party to this Agreement shall hold the other responsible for damages or delay in performance
caused by acts of God, strikes, lockouts, accidents, or other events beyond the control of the other or the
other's officers, employees or agents.
3.10 If any provision of this Agreement is found by a court of competent jurisdiction to be unenforceable,
such provision shall not affect the other provisions, but such unenforceable provision shall be deemed
modified to the extent necessary to render it enforceable, preserving to the fullest extent permitted the
intent of Provider and the City set forth in this Agreement.
4. SUPPORTING DOCUMENTS
The following documents are, by this reference, expressly incorporated in this Agreement, and are collectively
referred to in this Agreement as the "SUPPORTING DOCUMENTS:"
• The Provider's letter dated June 19, 2018 attached hereto as "Exhibit A", Custodial Service
Minimum Standards (Service Requirements and Frequency of Service) attached hereto as
"Exhibit B" and the Costing Workbooks (City Hall, Community Development, Municipal
Court, Police Department, Police Substation, Service Center, Street/Shop Building, and Floors
in City Buildings) attached hereto as "Exhibit C".
5. REMEDIES
5.1 In the event Provider is in default of this Agreement, City may, at its option, pursue any or all of the
remedies available to it under this Agreement and at law or in equity, including, but not limited to:
5. 1.1 Termination of this Agreement;
5.1.2 Withholding all monies due for the Work that Provider has failed to deliver within any scheduled
completion dates or any Work that have been delivered inadequately or defectively;
5.1.3 Initiation of an action or proceeding for damages, specific performance, or declaratory or
injunctive relief;
5.1.4 These remedies are cumulative to the extent the remedies are not inconsistent, and City may pursue
any remedy or remedies singly, collectively, successively or in any order whatsoever.
5.2 In no event shall City be liable to Provider for any expenses related to termination of this Agreement or
for anticipated profits. If previous amounts paid to Provider exceed the amount due, Provider shall pay
immediately any excess to City upon written demand provided.
6. TERM AND TERMINATION
Page 3 of 5: Agreement between the City of Ashland and Pathway Enterprises, Inc.
6.1 Term
This Agreement shall be effective from July 1, 2018, and shall continue in full force and effect until
June 30, 2019, unless sooner terminated as provided in Subsection 6.2.
6.2 Termination
6.2.1 The City and Provider may terminate this Agreement by mutual agreement at any time.
6.2.2 The City may, upon not less than thirty (30) days' prior written notice, terminate this Agreement
for any reason deemed appropriate in its sole discretion.
6.2.3 Either party may terminate this Agreement, with cause, by not less than fourteen (14) days' prior
written notice if the cause is not cured within that fourteen (14) day period after written notice.
Such termination is in addition to and not in lieu of any other remedy at law or equity.
7. NOTICE
Whenever notice is required or permitted to be given under this Agreement, such notice shall be iven in
writing to the other arty g
p y personal delivery, by sending via a reputable commercial overnight courier, or
by mailing using registered or certified United States mail, return receipt requested, postage prepaid, to the
address set forth below:
If to the City:
City of Ashland
Public Works Department
Attention: Wes Hoadley
90 N. Mountain Avenue
Ashland, Oregon 97520
Phone: (541) 552-2355
With a copy to:
City of Ashland
Legal Department
20 E. Main Street
Ashland, OR 97520
Phone: (541) 488-5350
If to Provider:
Pathway Enterprises, Inc.
Attention: Richard Simpson
1600 Sky Park Drive, Suite 101
Medford, OR 97504
Phone: 541-973-2728
8. WAIVER OF BREACH
One or more waivers or failures to object by either party to the other's breach of any provision, term, condition,
or covenant contained in this Agreement shall not be construed as a waiver of any subsequent breach, whether
or not of the same nature.
9. PROVIDER'S COMPLIANCE WITH TAX LAWS
9.1 Provider represents and warrants to the City that:
9. 1.1 Provider shall, throughout the term of this Agreement, including any extensions hereof, comply
with:
Page 4 of 5: Agreement between the City of Ashland and Pathway Enterprises, Inc.
(i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS
chapters 316, 317, and 318;
(ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to
Provider; and
(iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of
the foregoing tax laws or provisions.
9.1.2 Provider, for a period of no fewer than six (6) calendar years preceding the Effective Date of this
Agreement, has faithfully complied with:
(i) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS
chapters 316, 317, and 318;
(ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to
Provider; and
(iii) Any rules, regulations, charter provisions, or ordinances that implement or enforce any of
the foregoing tax laws or provisions.
9.2 Provider's failure to comply with the tax laws of the State of Oregon and all applicable tax laws of any
political subdivision of the State of Oregon shall constitute a material breach of this Agreement. Further,
any violation of Provider's warranty, as set forth in this Article 9, shall constitute a material breach of
this Agreement. Any material breach of this Agreement shall entitle the City to terminate this
Agreement and to seek damages and any other relief available under this Agreement, at law, or in equity.
IN WITNESS WHEREOF the parties have caused this Agreement to be signed in their respective names
by their duly authorized representatives as of the dates set forth below.
CITY OF ASHLAND: PATHWAY ENTERPRISES, INC.:
By: By: i
2:~ 4^ City Administrator Signature
Printed Name Printed Name
Date Title
Z
Z / 1q,
ate
Purchase Order No. (W_9 is to be submitted with this signed Agreement)
APPROVED AS TO FORM:
A sistant City Attorney
-ZS
Date
Page 5 of 5: Agreement between the City of Ashland and Pathway Enterprises, Inc.
EXHIBIT A
SSA
,
Y Coiiittitill icatioii teauntork Professionalism opportunih'
)Pathw
Enterprises, Inc. Office: (541) 973-2728 Fax: (541) 973-2729
Property Service License #40205 CC8 License #!218417
June 19, 2018
Kari Olson
Purchasing Representative
City of Ashland
90 N. Mountain Ave.
Ashland, OR 97520
Dear Ms. Olson,
Pathway Enterprises is requesting a pricing adjustment for services for the City of
Ashland. The reason for the changes are as follows:
• The Department of Labor Wage Survey Data for Jackson County indicate that
the average wage paid to janitors in Jackson County in data dated May 2017 was
$14.26 per hour and $20.61 per hour for janitorial supervisors. We are
requesting an adjustment to 2017 established levels.
• Pathway has incorporated the cost of health and life insurances as well as
retirement for our employees. In the past Living Wage levels were adequate to
compensate these employee benefits but at this time Living Wage is no longer at
an adequate level to do this.
The impact of the State Minimum Wage law is creating high wage inflation on entry level
positions. In our area the wage forjanitors increase by $1.00 per hour for every $0.50
increase in minimum wage. A three-year wage history for Jackson County is as follows:
2015 - $12.25 / Hour
2016 - $13.08 / Hour
2017 - $14.26 / Hour
In total we are requesting an increase from $115,077.07 to $128,627.55 Annually. This
equates to an additional $13,550.48 for a 11.78% increase. I have attached the
minimum cleaning standards, and the Janitorial survey used to determine wages in
Jackson County.
The breakdown of this increase is as follows:
1600 Sk-,• Park Drive Suite No. 101 Medford, OR 97504 «~c«.patln~ a~ -iuc.otg illfo~~i PaIllway-iuc.org
a C
'otntututicatiott 'Ce:uIII%oIt Professionalism Enterprises, 1thwn
1 Office: (541) 973-2728 Fax: (541) 973-2729
Annual 2017 - 2018 2018 - 2019
City Hall 15,749.34 17,644.67
Community Development 24,075.62 27,345.36
Municipal Court 12,251.32 13,830.53
Municipal Court Offices 1,537.20 1,676.07
Police Department 22,794.65 25,326.67
Police Sub Station 1,790.50 1,991.38
Service Center 18,951.75 20,825.51
Street and Shop 6,655.73 8,029.57
Carpet and Hard Floors 11,270.96 11,957.79
Total 115,077.07 128,627.55
Increase Amount 13,550.48
Increase % 11.78%
1 appreciate your consideration and look forward to continued services at the City of
Ashland.
Sincerely,
Richard Simpson
Commercial Contracts Director
Pathway Enterprises, Inc.
1600 Shp Park Drive Suite No. 101 Medford, OR 97504 ~~«~~.puth~~n~-iuc.otg inib;i p:th~cap-iucotg
EXHIBIT B
Custodial Service Minimum Standards
Customer: City of Ashland
Facilities: City Hall, Community Development, Municipal Court, Police Department,
Police Sub Station, Service Center, Street and Shop
Service Requirements Frequency of Service
(3~ D
Q (D
(D E3 Ej
o
141
A. General, Private Offices, Lobby, etc. CL
1. Empty wastebaskets and recycle bins. Wash or
change liners as needed. (Contractor to supply X
liners)
2. Wipe down furniture, including chair arms and
legs, side tables, desktops, conference tables, X
reception base, etc.
3. Dust exposed filing cabinets, bookcases, X
shelves and lamps
6. Low dust horizontal surfaces to hand height
(70") including sills, ledges, moldings, window X
frames, shelves, picture frames, ducts, radiators,
etc.
7. High dust above hand height horizontal
surfaces, including shelves, moldings, ledges, X
vents, ducts, etc.
8. Spot clean desk tops when personal items are X
removed
9. Sweep and damp mop all resilient and hard X
surfaces
10. Clean reception lobby glass including front door X
and an other partition or lass door
11. Vacuum carpeted floors in their entirety, X
including under all floor mats
12. Remove all paper and debris on floors X
13. Remove fingerprints from doors and frames X
14. Dust blinds X
15. Remove dust and cobwebs from ceiling area X
16. Spot cleans ills on carpeted floors X
17. Remove scuff marks from hard floors X
18. Wipe down walls, as needed for large spots X
19. Dam Clean baseboards X
20. Empty outside trash, spot clean cans, replace X
liner
Service Requirements Frequency of Service
D D
(D m o o~ p ~Cn 0
a~ m
CD su
c r* 3 CD
CD W) CD
B. Restrooms & Showers
1. Clean, sanitize and polish all fixtures incl. toilet
bowls, toilet seats, urinals, hand basins, chrome X
fittings.
2. Remove spots/stains from wall areas adjacent to
hand basins X
3. Clean and polish all glass and mirrors. X
4. Empty all containers and disposals. Clean and
change liners as needed (Contractor to supply X
liners).
5. Empty and sanitize interior of sanitary container X
6. Spot clean walls, doors, light switches,
dispensers, metal partitions and lockers. X
7. Clean and sanitize metal partitions and lockers. X
8. Wash restroom walls & ceilings. X
9. Remove fingerprints from doors, frames, light
switches, kick/push plates, handles, etc. X
10. Refill all dispensers to normal limits - napkins,
soap, tissue, hand sanitizer, towel, cups, liners, etc. X
(Supplies furnished by County).
11. Dust all horizontal surfaces to hand height incl.
sills, ledges, molding, shelves, frames, ducts, X
heating outlets.
12. Dust all horizontal surfaces above hand height
incl. shelves, ledges, moldings, lights, lockers. X
13. Vacuum diffuser outlets. X
14. Clean area adjacent to diffuser outlets. X
15. Clean and sanitize shower areas. Remove all X
soil and soap scum.
16. Sweep, damp mop and sanitize all hard and X
resilient floors.
NOTE - ALL WATER FIXTURES WILL BE KEPT
CLEAN OF ALL STAINS AND MINERAL BUILD-
UP.
Service Requirements Frequency of Service
~ D
:o 9 9
c 0 to M ~
(D o o m <D v
fD B c B c
' ~ . N f11 ; . Al N 0
=r =r D I+
' A Q.
C. Lunchrooms (Vending)
1. Clean and sanitize tables & chairs, incl. X
pedestals or legs.
2. Clean and change liners in all containers and X
disposals (sanitize interior).
3. Clean sink area and fixtures to remove hard X
water build up and coffee staining.
4. Clean all cabinet facings and exteriors of X
appliances and equipment.
5. Remove fingerprints from doors, frames, light X
switches, kick/push plates, handles.
6. Sweep and mop floor. X
7. Dust all horizontal surfaces to hand height incl.
sills, moldings, ledges, shelves, frames, ducts, X
heating outlets, etc.
8. Dust all horizontal surfaces above hand height
incl. shelves, ledges, moldings, pipes, ducts, X
heating outlets, etc.
Service Requirements Frequency of Service
y
p = N M a
D (D U) a
o o av
CD (a
77 S_ N m ~ 0
D. Floors 1< C- M
1. Resilient and Hard
1. Dust, damp mop or sweep. X
2. Damp mop and sanitize restrooms, labs and X
exam rooms.
3. Machine scrub textured non finish floors to X
remove build up.
D. Floors D W M S-M Q S-A A AD
2. Carpet
1. Vacuum open areas. X
2. Vacuum entire carpet areas. X
3. Remove spots or stains. X
4. Machine extraction entire open areas.
5. Clean door mats. X
Service Requirements Frequency of Service
D
o o p v
D CD
cQ s a~
E. Furniture I< 1 V C
1. Fabric
1. Vacuum. X
2. Shampoo. X
E. Furniture D W M S-M Q S-A A AD
2. Plastic
1. Damp wipe. X
2. Complete clean. X
E. Furniture D W M S-M Q S-A A AD
3. Leather
1. Damp clean. X
2. Clean, reseal and polish. X
Service Requirements Frequency of Service
~ D
fJ D D x
;U ~
M 0 0 (n
CD M 0 CD
c X = N m m c
w 3 - - 0 0
1< I v CD
F. Windows
1. Clean Exterior - Outside. X
2. Clean exterior - inside. X
Service Requirements Frequency of Service
M o oN o
a~ CD k m
co D
C CD r+ r+ 3 C 3 c rt 0 0
-1 r+
0) fD Al fl1 W CD
G. Special Requirements a.
1. Gather recycled paper. X
2. Lock all exterior doors at designated time X
3. Clean exterior of front entry. X
4. Empty exterior trash receptacles. X
5. Clean & sanitize trash receptacles. X
GENERAL REQUIREMENTS:
➢ Leave notice on any observed irregularities (i.e. defective plumbing, unlocked doors,
lights left on, inventory requirements, restroom supplies required, etc.).
➢ Turn off all lights except those to be left on. Close windows and lock all doors.
➢ Cleaning to be completed between 5:OOPM and 4:OOAM.
➢ All custodial staff will comply with Additional Specifications, as stated below.
➢ Material Safety Data Sheets must be provided to the Customer for all cleaning materials
and chemicals.
Securi
1. All employees will have an acceptable security clearance check prior to working in the
building.
2. Employees working in law enforcement areas will be CJIS trained and approved.
3. All entrance doors must be locked after hours and kept that way. When dumping trash,
lock the door when you leave and let yourself in upon completion of dumping. All
interior doors that are locked must be relocked upon completion of cleaning. Note any
discrepancies of unlocked doors that are normally locked.
EXHIBIT C
Costing Workbook
For Janitorial & Grounds Maintenance
Contracts Under the
Qualified Rehabilitation Facilities Program
F ~
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
Project Costing Worksheet
The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula
or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to
be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials
consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the
following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item
charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also
completed on the following sheets. All these costs will vary depending upon your organization and the specifications
for the project. Each sheet will have an example calculation and further instructions for completion.
QRF Name Pathway Enterprises, Inc.
Project City of Ashland 2018-2019 City Hall
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) $ 1,008.28
Equipment, Tools & Subcontracting (from small equipment worksheet) $ 235.75
Subtotal1 $ 1,244.03
Labor
Direct Labor (from labor daily worksheet) $ 11,989.47
Overhead
See Overhead Worksheet $ 3,352.49
Delivery
Transportation (from Trans & Reserve worksheet) $ -
Total Before Margin $ 16,585.99
Reserve
Margin Held in Reserve (from Trans & Reserve worksheet) $ 1,058.68
Total Bid Yearly $ 17,644.67
Monthly $ 1,470.39
DAS Form #12 J
Revision 10-03 Page 1 Summary Sheet
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RAW MATERIALS Oregon Department of Administrative Services
Supplies Project Costing Worksheet
Pathway Enterprises, Inc.
City of Ashland 2018-2019 City Hall
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 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 0.0833 $ 0.27 $ 3.24
2 #10 QM HEPASTAT 256 4 GL/CS 21.72 0.2500 $ 5.43 $ 65.16
3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.1250 $ 2.56 $ 30.75
4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 1.0000 $ 0.88 $ 10.56
5 #98 LT DUTY SCOURING PAD 20/CS 0.72 1.0000 $ 0.72 $ 8.64
6 SUSTAINABLE EARTH #66 DISINFECTANT 42.40 0.1250 $ 5.30 $ 63.60
7 SUSTAINABLE EARTH #64 NUETRAL CLEANER 88.00 0.1250 $ 11.00 $ 132.00
8 SUSTAINABLE EARTH #70 WASHROOM CLEAN 97.44 0.1250 $ 12.18 $ 146.16
9 SS CLEANER POLISH 12-15 OZ/CS 6.01 0.0833 $ 0.50 $ 6.01
10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 1.0000 $ 2.01 $ 24.12
11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 0.1250 $ 1.11 $ 13.32
12 7" TOOTHBRUSH W/NYL BRST 12/CS 1.42 1.0000 $ 1.42 $ 17.04
13 ANGLE BROOM FLAGGED END W/ HDL 5.99 0.1670 $ 1.00 $ 12.00
14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 1.0000 $ 2.70 $ 32.40
15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 1.0000 $ 7.99 $ 95.88
16 LAMBSWOOL DUSTER 28" 312FH 4.93 0.2500 $ 1.23 $ 14.79
17 LAMBSWOOL DUSTER FLEXIBLE 33-58" OV 10.36 0.2500 $ 2.59 $ 31.08
18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 0.2500 $ 2.11 $ 25.26
19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 0.2500 $ 1.37 $ 16.41
20 "CLOSED FOR CLEANING" HANGING SIGN 25.10 0.0833 $ 2.09 $ 25.09
21 36" STD LAUNDERABLE DUST MOP GIN 12/ 11.45 0.1250 $ 1.43 $ 17.18
22 36" JUMBO DUST MOP FRAME 7.69 0.1250 $ 0.96 $ 11.54
23 60" FBRGLS INVADER MOP HDL SIDE GAT 16.44 0.1250 $ 2.06 $ 24.66
24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 0.2500 $ 4.42 $ 52.98
25 PAPER FILTER (10) SENSOR VAC FITS S 17.91 0.2500 $ 4.48 $ 53.73
26 BARKEEPERS FRIEND 20OZ BTL 2.65 1.0000 $ 2.65 $ 31.80
27 24 OZ BTL 1.25 1.0000 $ 1.25 $ 15.00
28 CLEANING TOWELS (60) 19.95 0.0833 $ 1.66 $ 19.94
29 DUSTPAN 2.65 0.2500 $ 0.66 $ 7.95
30 $ - $ -
31 $ $
32 $ $
33 $ $
34 $ $
35 $ $
36 $ $
37 $ $
38 $ $
39 $ $
40 $ $
Total $ 84.02 $ 1,008.28
Areas in green are formula driven.
Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month.
Annual Cost = Annual cost is computed by monthly cost times 12 months.
DAS Form #12 J
Revision 10-03 Page 2 Supplies Sheet
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enlerpris City of Ashland 2018-2019 City Hall
There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc).
In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead
amount is (whether as a percent or exact amount)
FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW!
Percent of Total Cost Method:
For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is
1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your
19.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see
worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the
figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage
of the total cost. If financial records are not available estimate the overhead expenses as best you can, estimate
OR other costs as best you can, and use the same formula to get a percentage.
2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method:
You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can
OR allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed)
3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method:
To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs
of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other";
please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for
inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your
entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours
which can be classified as management or administrative costs. (Including these costs into the direct labor hour total vdll
deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor
hours for the contract into the total projected labor hour for the current year.
Total Annual Direct Labor Hours
Input Total from Worksheet on Below
Overhead per labor hour $
Time required to complete contract 572
Total Assigned Overhead S
Worksheet WORK AREA:
Total Annual O erations 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 $ 44,500.00
Management Payroll Tax Expense $ 11,440.95
Management Medical Insurance $ 10,920.00
Management Pension Plan Expense $ 4,150.00 AGENCY REVENUES=5,675,312
Sales & Administrative Salaries $ 415,594.00 AGENCY INDIRECT EXPENSES = 1,105,315.95
Sales & Administrative Payroll Tax Expense $ 64,354.00 OVERHEAD % = 19%
Sales & Administrative Medical Insurance $ 40,055.00
Sales & Administrative Pension Plan Expense $ 10,200.00
Office Rent
Advertising and Public Education $ 14,855.00
Background Checks & Urinalysis $ 3,189.00
Professional & Accounting /Audit Fees $ 81,708.00
Training & Worker Safety _
Insurance $ 38,192.00
Telephone S 7,185.00
Utilities $ 20,452.00
Property Taxes/Licenses/Fees S 8,270.00
Dues & Subscriptions
Depreciation-office building $ 15,061.00
Depreciation-office equipment $ 14,893.00
Repairs & Maintenance-office $ 22,744.00
Cleaning and Maintenance $ 21,346.00
Office Equipment Rental S 7,886.00
Office Supplies $ 19,033.00
Postage & Freight $ -
Rehab $ 25,023.00
Miscellaneous Expense S 12,999.00
Bad Debts $
INTEREST EXPENSE $ 18,981.00
EMPLOYEE ACTIVITIES S 20,021.00
AUTO REPAIRS $ 15,807.00
MANAGEMENT CONTRACT $ 136,457.00
TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95
CPI Factor tram BLS I- fink below) 165% 1.65%
httoi's aov,ro~.mc=ve~~ htm
Total $ 1,123,553.66
DAS Form #12 J
Revision 10-03 Page 5 Overhead Computation Sheet
Delivery & Reserve Oregon Department of Administrative Services
Pathway Enterprises, Inc. Project Costing Worksheet
City of Ashland 2018-2019 City Hall
This category covers any costs associated with delivering your product or service to the buyer. A service
contract, for example, will likely include the costs associated with getting the individuals who will perform
the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair
are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per
mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on
State business. That's not to say your costs may be less or more. The labor required (the driver and the
workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the
state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile.
Services Contract
Miles Per Rate Per Daily Services per Annual
Delivery Description Service Mile Cost Year Trans Cost
1 caravan $ - $ -
2 $ - $
3 $ - $ -
4 $ - $ -
Margin
The law allows a "margin held in reserve" This is usually added as a percentage after all other costs
have been calculated. 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 Before Margin" 6.0%
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
IJ`~:xzi~1~
i
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
Project Costing Worksheet
The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula
or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to
be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials
consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the
following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item
charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also
completed on the following sheets. All these costs will vary depending upon your organization and the specification
for the project. Each sheet will have an example calculation and further instructions for completion.
QRF Name Pathway Enterprises, Inc.
Project City of Ashland 2017-2018 Community Development
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) $ 1,008.28
Equipment, Tools & Subcontracting (from small equipment worksheet) $ 235.75
SubtotalI $ 1,244.03
Labor
Direct Labor (from labor daily worksheet) $ 19,264.99
Overhead
See Overhead Worksheet $ 5,195.62
Delivery
Transportation (from Trans & Reserve worksheet) $ -
Total Before Margin $ 25,704.64
Reserve
Margin Held in Reserve (from Trans & Reserve worksheet) $ 1,640.72
Total Bid Yearly $ 27,345.36
Monthly $ 2,278.78
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 2017-2018 Community Development
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 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 0.0833 $ 0.27 $ 3.24
2 #10 QM HEPASTAT 256 4 GL/CS 21.72 0.2500 $ 5.43 $ 65.16
3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.1250 $ 2.56 $ 30.75
4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 1.0000 $ 0.88 $ 10.56
8 SUSTAINABLE EARTH #70 WASHROOM CLEANE 97.44 0.1250 $ 12.18 $ 146.16
9 SS CLEANER POLISH 12-15 OZ/CS 6.01 0.0833 $ 0.50 $ 6.01
10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 1.0000 $ 2.01 $ 24.12
11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 0.1250 $ 1.11 $ 13.32
12 7" TOOTHBRUSH W/NYL BRST 12/CS 1.42 1.0000 $ 1.42 $ 17.04
13 ANGLE BROOM FLAGGED END W/ HDL 5.99 0.1670 $ 1.00 $ 12.00
14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 1.0000 $ 2.70 $ 32.40
15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 1.0000 $ 7.99 $ 95.88
16 LAMBSWOOL DUSTER 28" 312FH 4.93 0.2500 $ 1.23 $ 14.79
17 LAMBSWOOL DUSTER FLEXIBLE 33-58" OV 10.36 0.2500 $ 2.59 $ 31.08
18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 0.2500 $ 2.11 $ 25.26
19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 0.2500 $ 1.37 $ 16.41
20 "CLOSED FOR CLEANING" HANGING SIGN 25.10 0.0833 $ 2.09 $ 25.09
21 36" STD LAUNDERABLE DUST MOP GN 12/ 11.45 0.1250 $ 1.43 $ 17.18
22 36" JUMBO DUST MOP FRAME 7.69 0.1250 $ 0.96 $ 11.54
23 60" FBRGLS INVADER MOP HDL SIDE GAT 16.44 0.1250 $ 2.06 $ 24.66
24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 0.2500 $ 4.42 $ 52.98
25 PAPER FILTER (10) SENSOR VAC FITS S 17.91 0.2500 $ 4.48 $ 53.73
26 BARKEEPERS FRIEND 20OZ BTL 2.65 1.0000 $ 2.65 $ 31.80
27 24 OZ BTL 1.25 1.0000 $ 1.25 $ 15.00
28 CLEANING TOWELS (60) 19.95 0.0833 $ 1.66 $ 19.94
29 DUSTPAN 2.65 0.2500 $ 0.66 $ 7.95
30 $ - $ -
31 $ - $
32 $ - $
33 $ - $
34 $ - $ -
35 $ - $
36 $ - $
37 $ $ -
38 $ $
39 $ - $ -
40 $ - $ -
Total $ 84.02 $ 1,008.28
Areas in green are formula driven.
Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month.
Annual Cost = Annual cost is computed by monthly cost times 12 months.
DAS Form #12 J
Revision 10-03 Page 2 Supplies Sheet
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enterpris City of Ashland 2017-2018 Community Development
Theare many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc).
Ie 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)
FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW!
Percent of Total Cost Method:
For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is
1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your
19.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see
worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the
figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage
of the total cost. If financial records are not available estimate the overhead expenses as best you can, estimate
OR other costs as best you can, and use the same formula to get a percentage.
2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method:
You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can
allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed)
0R
3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method:
To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs
of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other";
please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for
inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your
entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours
which can be classified as management or administrative costs. (Including these costs into the direct labor hour total vnll
deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor
hours for the contract into the total projected labor hours for the current year.
Total Annual Direct Labor Hours
Input Total from Worksheet on Below
Overhead per labor hour $
Time required to complete contract 910
Total Assigned Overhead S
Worksheet WORK AREA:
Total Annual O erations 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 $ 44,500.00
Management Payroll Tax Expense $ 11,440.95
Management Medical Insurance $ 10,920.00 AGENCY REVENUES=5,675,312
Management Pension Plan Expense $ 4,150.00 AGENCY INDIRECT EXPENSES= 1,105,315.95
Sales & Administrative Salares $ 415,594.00 OVERHEAD % = 19%
Sales & Administrative Payroll Tax Expense $ 64,354.00
Sales & Administrative Medical Insurance $ 40,055.00
Sales & Administrative Pension Plan Expense $ 10,200.00
Office Rent
Advertising and Public Education $ 14,855.00
Background Checks & Urinalysis $ 3,189.00
Professional & Accounting / Audit Fees $ 81,708.00
Training & Worker Safety
Insurance S 38,192.00
Telephone $ 7,185.00
Utilities $ 20,452.00
Property Taxes/Licenses/Fees $ 8,270.00
Dues & Subscriptions
Depreciation-office building $ 15,061.00
Depreciation-office equipment $ 14,893.00
Repairs & Maintenance-office $ 22,744.00
Cleaning and Maintenance $ 21,346.00
Office Equipment Rental $ 7,886.00
Office Supplies $ 19,033.00
Postage & Freight $ -
Rehab $ 25,023.00
Miscellaneous Expense $ 12,999.00
Bad Debts $
INTEREST EXPENSE $ 18,981 00
EMPLOYEE ACTIVITIES $ 20,021.00
AUTO REPAIRS $ 15,807.00
MANAGEMENT CONTRACT $ 136,457.00
TOTAL INDIRECT COSTS S 897,848.00 $ 207,467.95
CPI Factorfrorn BLS (see Cnk below) 1.65% 1.65%
htro bls ao:/ro9/mcstreQU ht,n
Total $ 1,123,553.66
DAS Form #12 J
Revision 10-03 Page 5 Overhead Computation Sheet
Delivery & Reserve Oregon Department of Administrative Services
Pathway Enterprises, Inc. Project Costing Worksheet
City of Ashland 2017-2018 Community Development
This category covers any costs associated with delivering your product or service to the buyer. A service
contract, for example, will likely include the costs associated with getting the individuals who will perform
the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair
are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per
mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on
State business. That's not to say your costs may be less or more. The labor required (the driver and the
workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the
state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile.
Services Contract
Miles Per Rate Per Daily Services per Annual
Delivery Description Service Mile Cost Year Trans Cost
1 caravan $ - $ -
2 $ - $ -
3 $ - $ -
4 $ - $ -
$ - $
Margin
The law allows a "margin held in reserve" This is usually added as a percentage after all other costs
have been calculated. 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 Before Margin" 6.0%
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
i,
(1 i
.1:~ i!•f. COI
1 g 5 9,, ,
Oregon State Department of Administrative Services
Procurement, Fleet, and Surplus Services
1225 Ferry Street SE, U140
Salem, Oregon 97301
(503) 378-4642
SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services
Project Costing Worksheet
The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula
or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to
be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials
consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the
following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item
charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also
completed on the following sheets. All these costs will vary depending upon your organization and the specification
for the project. Each sheet will have an example calculation and further instructions for completion.
QRF Name Pathway Enterprises, Inc.
Project City of Ashland 2018-2019 Municipal Court
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) $ 1,008.28
Equipment, Tools & Subcontracting (from small equipment worksheet) $ 235.75
SubtotalI $ 1,244.03
Labor
Direct Labor (from labor daily worksheet) $ 9,128.87
Overhead
See Overhead Worksheet $ 2,627.80
Delivery
Transportation (from Trans & Reserve worksheet) $ -
Total Before Margin $ 13,000.70
Reserve
Margin Held in Reserve (from Trans & Reserve worksheet) $ 829.83
Total Bid Yearly $ 13,830.53
Monthly $ 1,152.54
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 2018-2019 Municipal Court
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 SCRAPER W/5 RAZOR BLADES 10/13X 3.24 0.0833 $ 0.27 $ 3.24
2 #10 QM HEPASTAT 256 4 GL/CS 21.72 0.2500 $ 5.43 $ 65.16
3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.1250 $ 2.56 $ 30.75
4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 1.0000 $ 0.88 $ 10.56
5 #98 LT DUTY SCOURING PAD 20/CS 0.72 1.0000 $ 0.72 $ 8.64
6 SUSTAINABLE EARTH #66 DISINFECTANT 42.40 0.1250 $ 5.30 $ 63.60
7 SUSTAINABLE EARTH #64 NUETRAL CLEANER 88.00 0.1250 $ 11.00 $ 132.00
8 SUSTAINABLE EARTH #70 WASHROOM CLEAN 97.44 0.1250 $ 12.18 $ 146.16
9 SS CLEANER POLISH 12-15 OZ/CS 6.01 0.0833 $ 0.50 $ 6.01
10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 1.0000 $ 2.01 $ 24.12
11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 0.1250 $ 1.11 $ 13.32
12 7" TOOTHBRUSH W/NYL BRST 12/CS 1.42 1.0000 $ 1.42 $ 17.04
13 ANGLE BROOM FLAGGED END W/ HDL 5.99 0.1670 $ 1.00 $ 12.00
14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 1.0000 $ 2.70 $ 32.40
15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 1.0000 $ 7.99 $ 95.88
16 LAMBSWOOL DUSTER 28" 312FH 4.93 0.2500 $ 1.23 $ 14.79
17 LAMBSWOOL DUSTER FLEXIBLE 33-58" OV 10.36 0.2500 $ 2.59 $ 31.08
18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 0.2500 $ 2.11 $ 25.26
19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 0.2500 $ 1.37 $ 16.41
20 "CLOSED FOR CLEANING" HANGING SIGN 25.10 0.0833 $ 2.09 $ 25.09
21 36" STD LAUNDERABLE DUST MOP GN 12/ 11.45 0.1250 $ 1.43 $ 17.18
22 36" JUMBO DUST MOP FRAME 7.69 0.1250 $ 0.96 $ 11.54
23 60" FBRGLS INVADER MOP HDL SIDE GAT 16.44 0.1250 $ 2.06 $ 24.66
24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 0.2500 $ 4.42 $ 52.98
25 PAPER FILTER (10) SENSOR VAC FITS S 17.91 0.2500 $ 4.48 $ 53.73
26 BARKEEPERS FRIEND 20OZ BTL 2.65 1.0000 $ 2.65 $ 31.80
27 24 OZ BTL 1.25 1.0000 $ 1.25 $ 15.00
28 CLEANING TOWELS (60) 19.95 0.0833 $ 1.66 $ 19.94
29 DUSTPAN 2.65 0.2500 $ 0.66 $ 7.95
30 $ - $ -
31 $ $
32 $ $
33 $ $
34 $ $
35 $ $
36 $ $
37 $ $
38 $ $
39 $ $
40 $ - $ -
Total $ 84.02 $ 1,008.28
Areas in green are formula driven.
Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month.
Annual Cost = Annual cost is computed by monthly cost times 12 months.
DAS Form #12 J
Revision 10-03 Page 2 Supplies Sheet
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enlerpris City of Ashland 2018-2019 Municipal CouF rt
There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc).
In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead
amount is (whether as a percent or exact amount)
FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW!
Percent of Total Cost Method:
For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is
1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your
19 00 organization that go back a year or more. Add together the expenditures that make up the overhead cost (see
worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost- Divide the
figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage
0( the total cost. If financial records are not available estimate the overhead expenses as best you can, estimate
OR other costs as best you can, and use the same formula to get a percentage.
2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method:
You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can
OR allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed)
3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method:
To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs
of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other";
please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for
inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your
entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours
which can be classified as management or administrafive costs. (Including these costs into the direct labor hour total will
deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor
hours for the contract into the total projected labor hours for the current year.
Total Annual Direct Labor Hours
Input Total from Worksheet on Below
Overhead per labor hour $ -
Time required to complete contract 430
Total Assigned Overhead S
Worksheet WORK AREA:
Total Annual O erations 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 S 44,500.00
Management Payroll Tax Expense $ 11,440.95
Management Medical Insurance $ 10,920.00
Management Pension Plan Expense $ 4,150.00 AGENCY REVENUES =5,675,312
Sales & Administrative Salaries $ 415,594.00 AGENCY INDIRECT EXPENSES= 1,105,315.95
Sales & Administrative Payroll Tax Expense $ 64,354.00 OVERHEAD 19%
Sales & Administrative Medical Insurance $ 40,055.00
Sales & Administrative Pension Plan Expense $ 10,200.00
Office Rent
Advertising and Public Education $ 14,855.00
Background Checks & Unnalysis $ 3,189.00
Professional & Accounting / Audit Fees $ 81,708.00
Training & Worker Safety
Insurance $ 38,192.00
Telephone $ 7,185.00
Utilities $ 20,452.00
Property Taxes/Licenses/Fees $ 8,270.00
Dues & Subscriptions
Depreciation-office building $ 15,061.00
Depreciation-office equipment $ 14,893.00
Repairs & Maintenance-office $ 22,744.00
Cleaning and Maintenance $ 21,346.00
Office Equipment Rental $ 7,886.00
Office Supplies $ 19,033.00
Postage & Freight $ -
Rehab S 25,023.00
Miscellaneous Expense $ 12,999.00
Bad Debts $
INTEREST EXPENSE $ 18,981 00
EMPLOYEE ACTIVITIES S 20,021.00
AUTO REPAIRS $ 15,807.00
MANAGEMENT CONTRACT S 136,457.00
TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95
CPI Factorfram BLS (see tlnkbelow) 1.65% 1.65%
hito hM1\ v bls aovlro9/mostreau ht,
Total $ 1,123,553.66
DAS Form #12 J
Revision 10-03 Page 5 Overhead Computation Sheet
Delivery & Reserve Oregon Department of Administrative Services
Pathway Enterprises, Inc. Project Costing Worksheet
City of Ashland 2018-2019 Municipal Court
This category covers any costs associated with delivering your product or service to the buyer. A service
contract, for example, will likely include the costs associated with getting the individuals who will perform
the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair
are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per
mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on
State business. That's not to say your costs may be less or more. The labor required (the driver and the
workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the
state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile.
Services Contract
Miles Per Rate Per Daily Services per Annual
Delivery Description Service Mile Cost Year Trans Cost
1 caravan $ - $ -
2 $ - $ -
3 $ - $ -
4 $ - $ -
$ - $ -
Margin
The law allows a "margin held in reserve" This is usually added as a percentage after all other costs
have been calculated. 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 Before Margin" 6.0%
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
1~ 1
i
3
: ■
" nv.~
- .
X111? ~~:~Z:
Oregon State Department of Administrative Services
Procurement, Fleet, and Surplus Services
1225 Ferry Street SE, U140
Salem, Oregon 97301
(503) 378-4642
SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services
Project Costing Worksheet
The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula
or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to
be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials
consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the
following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item
charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also
completed on the following sheets. All these costs will vary depending upon your organization and the specifications
for the project. Each sheet will have an example calculation and further instructions for completion.
QRF Name Pathway Enterprises, Inc.
Project City of Ashland 2018-2019 Municipal Court Extra Rooms
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) $
Equipment, Tools & Subcontracting (from small equipment worksheet) $
Subtotal l $
Labor
Direct Labor (from labor daily worksheet) $ 1,257.05
Overhead
See Overhead Worksheet $ 318.45
Delivery
Transportation (from Trans & Reserve worksheet) $ -
Total Before Margin $ 1,575.51
Reserve
Margin Held in Reserve (from Trans & Reserve worksheet) $ 100.56
Total Bid Yearly F$ 1,676.07
Monthly $ 139.67
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 2018-2019 Municipal Court Extra Rooms
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 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 $ - $
2 #10 QM HEPASTAT 256 4 GL/CS 21.72 $ - $
3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 $ - $
4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 $ - $
5 #98 LT DUTY SCOURING PAD 20/CS 0.72 $ - $
6 SUSTAINABLE EARTH #66 DISINFECTANT 42.40 $ $
7 SUSTAINABLE EARTH #64 NUETRAL CLEANER 88.00 $ $
8 SUSTAINABLE EARTH #70 WASHROOM CLEAN 97.44 $ $
9 SS CLEANER POLISH 12-15 OZ/CS 6.01 $ $
10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 $ $
11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 $ $
12 7" TOOTHBRUSH W/NYL BRST 12/CS 1.42 $ $
13 ANGLE BROOM FLAGGED END W/ HDL 5.99 $ $
14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 $ $
15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 $ $
16 LAMBSWOOL DUSTER 28" 312FH 4.93 $ $
17 LAMBSWOOL DUSTER FLEXIBLE 33-58" OV 10.36 $ $ -
18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 $ $
19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 $ $
20 "CLOSED FOR CLEANING" HANGING SIGN 25.10 $ $
21 36" STD LAUNDERABLE DUST MOP GN 12/ 11.45 - $ $
22 36" JUMBO DUST MOP FRAME 7.69 $ $
23 60" FBRGLS INVADER MOP HDL SIDE GAT 16.44 $ $
24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 $ $
25 PAPER FILTER (10) SENSOR VAC FITS S 17.91 $ $
26 BARKEEPERS FRIEND 20OZ BTL 2.65 $ $
27 24 OZ BTL 1.25 $ $
28 CLEANING TOWELS (60) 19.95 $ $
29 DUSTPAN 2.65 $ $
30 $ $ -
31 $ $
32 $ $
33 $ $
34 $ $
35 $ $
36 $ $
37 $ $
38 $ $ -
39 $ $ -
40 $ $
Total $ $
Areas in green are formula driven.
Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month.
Annual Cost = Annual cost is computed by monthly cost times 12 months.
DAS Form #12 J
Revision 10-03 Page 2 Supplies Sheet
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway EnterpriE City of Ashland 2018-2019 Municipal Court Extra Rooms
There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc).
In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead
amount is (whether as a percent or exact amount)
FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW!
Percent of Total Cost Method:
For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is
1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your
19.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see
wod<sheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the
figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage
of the total cost. If financial records are not available estimate the overhead expenses as best you can, estimate
0R other costs as best you can, and use the same formula to get a percentage.
2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method:
You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can
OR allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed)
3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method:
To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs
of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other";
please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for
inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your
entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours
which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will
deflate the actual costs.) The vrorksheet vnll compute the overhead as a line item cost by dividing the total projected labor
hours for the contract into the total projected labor hours for the current year.
Total Annual Direct Labor Hours
Input Total from Worksheet on Below
Overhead per labor hour $
Time required to complete contract 62
Total Assigned Overhead $
Worksheet WORK AREA:
Total Annual O erations 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 Salanes $ 44,500.00
Management Payroll Tax Expense $ 11,440.95
Management Medical Insurance $ 10,920.00
Management Pension Plan Expense $ 4,150.00 AGENCY REVENUES=5,675,312
Sales& Administrative Salaries $ 415,594.00 AGENCY INDIRECT EXPENSES= 1,105,315.95
Sales & Administrative Payroll Tax Expense $ 64,354.00 OVERHEAD % = 19%
Sales & Administrative Medical Insurance $ 40,055.00
Sales & Administrative Pension Plan Expense $ 10,200.00
Office Rent
Advertising and Public Education S 14,855.00
Background Checks & Urinalysis $ 3,189.00
Professional & Accounting / Audit Fees $ 81,708.00
Training & Worker Safety
Insurance $ 38,192.00
Telephone S 7,185.00
Utilities $ 20,452.00
Property Taxes/Licenses/Fees $ 8,270.00
Dues & Subscdplions
Depreciation-office building $ 15,061.00
Depreciation-office equipment $ 14,893.00
Repairs & Maintenance-office $ 22,744.00
Cleaning and Maintenance $ 21,346.00
Office Equipment Rental S 7,886.00
Office Supplies $ 19,033.00
Postage & Freight $
Rehab $ 25,023.00
Miscellaneous Expense $ 12,999.00
Bad Debts $
INTEREST EXPENSE $ 18,981 00
EMPLOYEE ACTIVITIES $ 20,021.00
AUTO REPAIRS $ 15,807.00
MANAGEMENT CONTRACT $ 136,457.00
TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95
CPI Fadorfrom EILS(see fink below) 1.651G 1.65%
htte bls aov/ro91mostreau. him
Total $ 1,123,553.66
DAS Form #12 J
Revision 10-03 Page 5 Overhead Computation Sheet
Delivery & Reserve Oregon Department of Administrative Services
Pathway Enterprises, Inc. Project Costing Worksheet
City of Ashland 2018-2019 Municipal Court Extra Rooms
This category covers any costs associated with delivering your product or service to the buyer. A service
contract, for example, will likely include the costs associated with getting the individuals who will perform
the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair
are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per
mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on
State business. That's not to say your costs may be less or more. The labor required (the driver and the
workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the
state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile.
Services Contract
Miles Per Rate Per Daily Services per Annual
Delivery Description Service Mile Cost Year Trans Cost
1 caravan $ - $
2 $ - $ -
3 $ - $ -
4 $ - $ -
$ - $ -
Margin
The law allows a "margin held in reserve" This is usually added as a percentage after all other costs
have been calculated. 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 Before Margin" 70%
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
--A,
T r
A
F-I
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
Project Costing Worksheet
The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula
or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to
be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials
consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the
following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item
charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also
completed on the following sheets. All these costs will vary depending upon your organization and the specification
for the project. Each sheet will have an example calculation and further instructions for completion.
QRF Name Pathway Enterprises, Inc.
Project City of Ashland 2018-2019 Ashland Police Department
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) $ 1,008.28
Equipment, Tools & Subcontracting (from small equipment worksheet) $ 23575
Subtotal 1 $ 1,244.03
Labor
Direct Labor (from labor daily worksheet) $ 17,750.97
Overhead
See Overhead Worksheet $ 4,812.07
Delivery
Transportation (from Trans & Reserve worksheet) $ -
Total Before Margin $ 23,807.07
Reserve
Margin Held in Reserve (from Trans & Reserve worksheet) $ 1,519.60
Total Bid Yearly $ 25,326.67
Monthly $ 2,110.56
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 2018-2019 Ashland Police Department
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 SCRAPER W/5 RAZOR BLADES 10/13X 3.24 0.0833 $ 0.27 $ 3.24
2 #10 QM HEPASTAT 256 4 GL/CS 21.72 0.2500 $ 5.43 $ 65.16
3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.1250 $ 2.56 $ 30.75
4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 1.0000 $ 0.88 $ 10.56
5 #98 LT DUTY SCOURING PAD 20/CS 0.72 1.0000 $ 0.72 $ 8.64
6 SUSTAINABLE EARTH #66 DISINFECTANT 42.40 0.1250 $ 5.30 $ 63.60
7 SUSTAINABLE EARTH #64 NUETRAL CLEANER 88.00 0.1250 $ 11.00 $ 132.00
8 SUSTAINABLE EARTH #70 WASHROOM CLEAN 97.44 0.1250 $ 12.18 $ 146.16
9 SS CLEANER POLISH 12-15 OZ/CS 6.01 0.0833 $ 0.50 $ 6.01
10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 1.0000 $ 2.01 $ 24.12
11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 0.1250 $ 1.11 $ 13.32
12 7" TOOTHBRUSH W/NYL BRST 12/CS 1.42 1.0000 $ 1.42 $ 17.04
13 ANGLE BROOM FLAGGED END W/ HDL 5.99 0.1670 $ 1.00 $ 12.00
14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 1.0000 $ 2.70 $ 32.40
15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 1.0000 $ 7.99 $ 95.88
16 LAMBSWOOL DUSTER 28" 312FH 4.93 0.2500 $ 1.23 $ 14.79
17 LAMBSWOOL DUSTER FLEXIBLE 33-58" OV 10.36 0.2500 $ 2.59 $ 31.08
18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 0.2500 $ 2.11 $ 25.26
19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 0.2500 $ 1.37 $ 16.41
20 "CLOSED FOR CLEANING" HANGING SIGN 25.10 0.0833 $ 2.09 $ 25.09
21 36" STD LAUNDERABLE DUST MOP GN 12/ 11.45 0.1250 $ 1.43 $ 17.18
22 36" JUMBO DUST MOP FRAME 7.69 0.1250 $ 0.96 $ 11.54
23 60" FBRGLS INVADER MOP HDL SIDE GAT 16.44 0.1250 $ 2.06 $ 24.66
24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 0.2500 $ 4.42 $ 52.98
25 PAPER FILTER (10) SENSOR VAC FITS S 17.91 0.2500 $ 4.48 $ 53.73
26 BARKEEPERS FRIEND 20OZ BTL 2.65 1.0000 $ 2.65 $ 31.80
27 24 OZ BTL 1.25 1.0000 $ 1.25 $ 15.00
28 CLEANING TOWELS (60) 19.95 0.0833 $ 1.66 $ 19.94
29 DUSTPAN 2.65 0.2500 $ 0.66 $ 7.95
30 $ - $ -
31 $ $
32 $ $ -
33 $ $ -
34 $ $ -
35 $ $
36 $ $
37 $ $
38 $ $
39 $ - $ -
40 $ - $ -
Total $ 84.02 $ 1,008.28
Areas in green are formula driven.
Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month.
Annual Cost = Annual cost is computed by monthly cost times 12 months.
DAS Form #12 J
Revision 10-03 Page 2 Supplies Sheet
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enterpris City of Ashland 2018-2019 Ashland Police Department
~Thre many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc).
Iided 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)
FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW!
Percent of Total Cost Method:
For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is
1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your
19.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see
worksheet below). Now add this figure to the Ravi materials, Direct labor and Delivery for a total cost. Divide the
figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage
of the total cost. If financial records are not available estimate the overhead expenses as best you can, estimate
OR other costs as best you can, and use the same formula to get a percentage.
2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method:
You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can
OR allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed)
3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method:
To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs
of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other";
please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for
inflation or to conform to the current year budget. Next, input into the cell below (he total direct labor hours paid out by your
entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours
which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will
deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor
hours for the contract into the total projected labor hours for the current year.
Total Annual Direct Labor Hours
Input Total from Worksheet on Below
Overhead per labor hour $
Time required to complete contract 859
Total Assigned Overhead
Worksheet WORK AREA:
Total Annual Operations Use the area below to show how you arrived at the final figure
INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead
Management Salaries $ 44,500.00
Management Payroll Tax Expense $ 11,440.95
Management Medical Insurance S 10,920.00
Management Pension Plan Expense $ 4,150.00
Sales& Administrative Salaries S 415,594.00 AGENCY REVENUES=5,675,312
Sales & Administrative Payroll Tax Expense $ 64,354.00 AGENCY INDIRECT EXPENSES = 1,105,315.95
Sales & Administrative Medical Insurance $ 40,055.00 OVERHEAD 19%
Sales & Administrative Pension Plan Expense $ 10,200.00
Office Rent
Advertising and Public Education S 14,855.00
Background Checks & Unnalysis $ 3,189.00
Professional & Accounting / Audit Fees $ 81,708.00
Training & Worker Safety
Insurance $ 38,192.00
Telephone $ 7,185.00
Utilities $ 20,452.00
Property Taxes/Licenses/Fees $ 8,270.00
Dues & Subscriptions
Depreciation-office building S 15,061.00
Depreciation-office equipment $ 14,893.00
Repairs & Maintenance-office $ 22,744.00
Cleaning and Maintenance $ 21,346.00
Office Equipment Rental $ 7,886.00
Office Supplies $ 19,033.00
Postage & Freight S
Rehab $ 25,023.00
Miscellaneous Expense $ 12,999.00
Bad Debts $
Other: ` $ 18,981 00
Other:' $ 20,021.00
Other ` $ 15,807.00
Other:' S 136,457.00
TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95
CPI Factor from BLS (see 1,,k below) 1.65% 1.65%
hr, 56 aovlro9/mosVeau htm
Total $ 1,123,553.66
DAS Form #12 J
Revision 10-03 Page 5 Overhead Computation Sheet
Delivery & Reserve Oregon Department of Administrative Services
Pathway Enterprises, Inc. Project Costing Worksheet
City of Ashland 2018-2019 Ashland Police Department
This category covers any costs associated with delivering your product or service to the buyer. A service
contract, for example, will likely include the costs associated with getting the individuals who will perform
the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair
are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per
mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on
State business. That's not to say your costs may be less or more. The labor required (the driver and the
workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the
state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile.
Services Contract
Miles Per Rate Per Daily Services per Annual
Delivery Description Service Mile Cost Year Trans Cost
1 $ - $ -
2 $ - $ -
3 $ - $ -
4 $ - $
$ - $ _
Margin
The law allows a "margin held in reserve" This is usually added as a percentage after all other costs
have been calculated. 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.
i
i
Enter as a % of "Total Before Margin" 6.0%
i
~I
DAS Form #12 J
Revision 10-03 Page 6 Trans-Delivery and Margin Sheet
V
Costing Workbook
For Janitorial & Grounds Maintenance
Contracts Under the
Qualified Rehabilitation Facilities Program
i4r~4~k! ~4~
i - r1
i
\\869- /
Oregon State Department of Administrative Services
Procurement, Fleet, and Surplus Services
1225 Ferry Street SE, U140
Salem, Oregon 97301
(503) 378-4642
SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services
Project Costing Worksheet
The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula
or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to
be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials
consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the
following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item
charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also
completed on the following sheets. All these costs will vary depending upon your organization and the specifications
for the project. Each sheet will have an example calculation and further instructions for completion.
QRF Name Pathway Enterprises, Inc.
Project City of Ashland Police Sub Station 18-19
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) $ 271.29
Equipment, Tools & Subcontracting (from small equipment worksheet) $
Subtotal l $ 271.29
Labor
Direct Labor (from labor daily worksheet) $ 1,222.24
Overhead
See Overhead Worksheet $ 378.36
Delivery
Transportation (from Trans & Reserve worksheet) $
Total Before Margin $ 1,871.90
Reserve
Margin Held in Reserve (from Trans & Reserve worksheet) $ 119.48
Total Bid Yearly $ 1,991.38
Monthly $ 165.95
DAS Form #12 J
Revision 10-03 Page 1 Summary Sheet
RAW MATERIALS Oregon Department of Administrative Services
Supplies Project Costing Worksheet
Pathway Enterprises, Inc.
City of Ashland Police Sub Station 18-19
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 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 0.0833 $ 0.27 $ 3.24
2 #10 QM HEPASTAT 256 4 GL/CS 21.72 0.0833 $ 1.81 $ 21.71
3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.0833 $ 1.71 $ 20.49
4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 0.0833 $ 0.07 $ 0.88
8 SUSTAINABLE EARTH #70 WASHROOM CLEANE 97.44 - $ - $ -
9 SS CLEANER POLISH 12-15 OZ/CS 6.01 0.0833 $ 0.50 $ 6.01
10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 0.0833 $ 0.17 $ 2.01
11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 0.0833 $ 0.74 $ 8.88
12 7" TOOTHBRUSH W/NYL BRST 12/CS 1.42 0.0833 $ 0.12 $ 1.42
13 ANGLE BROOM FLAGGED END W/ HDL 5.99 0.0833 $ 0.50 $ 5.99
14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 0.0833 $ 0.22 $ 2.70
15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 0.0833 $ 0.67 $ 7.99
16 LAMBSWOOL DUSTER 28" 312FH 4.93 0.0833 $ 0.41 $ 4.93
17 LAMBSWOOL DUSTER FLEXIBLE 33-S8" OV 10.36 0.0833 $ 0.86 $ 10.36
18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 0.0833 $ 0.70 $ 8.42
19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 0.0833 $ 0.46 $ 5.47
20 CLOSED FOR CLEANING HANGING SIGN 25.10 - $ - $ -
21 36" STD LAUNDERABLE DUST MOP GN 12/ 11.45 $ - $
22 36" JUMBO DUST MOP FRAME 7.69 $ - $ -
23 60" FBRGLS INVADER MOP HDL SIDE GAT 16.44 - $ - $ -
24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 $ - $ -
25 PAPER FILTER (10) SENSOR VAC FITS S 17.91 0.0833 $ 1.49 $ 17.90
26 BARKEEPERS FRIEND 20OZ BTL 2.65 0.2500 $ 0.66 $ 7.95
27 24 OZ BTL 1.25 0.0833 $ 0.10 $ 1.25
28 CLEANING TOWELS (60) 19.95 - $ - $ -
29 DUSTPAN 2.65 0.0833 $ 0.22 $ 2.65
30 $ - $ -
31 $ - $
32 $ - $
33 $ $
34 $ - $
35 $ - $ -
36 $ - $ -
37 $ - $ -
38 $ - $
39 $ - $
40 $ $
Total $ 22.61 $ 271.29
Areas in green are formula driven.
Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month.
Annual Cost = Annual cost is computed by monthly cost times 12 months.
DAS Form #12 J
Revision 10-03 Page 2 Supplies Sheet
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enterpris City of Ashland Police Sub Station 18-19
There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc).
I 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)
FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW!
Percent of Total Cost Method:
For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is
1. Enter Overhead as a Percent of Total Costs equired for overhead. To calculate the overhead percentage, it is best to have financial records for your
19 00 organization that go back a year or more. Add together the expenditures that make up the overhead cost (see
worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the
figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage
of the total cost. If financial records are not available estimate the overhead expenses as best you can, estimate
0R other costs as best you can, and use the same formula to get a percentage.
2. Enter Allocated Overhead as a Dollar-Figure Sum r--~ Dollar-Figure Sum Method:
1 1 You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can
OR allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed)
3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method:
To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs
of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other":
please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for
inflation or to confonn to the current year budget. Next, input into the cell below the total direct labor hours paid out by your
entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours
which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will
deflate the actual costs.) The worksheet vdll compute the overhead as a line item cost by dividing the total projected labor
hours for the contract into the total projected labor hours for the current year.
Total Annual Direct Labor Hours
Input Total from Worksheet on Below
Overhead per labor hour $
Time required to complete contract 58
Total Assigned Overhead
Worksheet WORK AREA:
Total Annual Operations Use the area below to show how you arrived at the final figure
INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead
Management Salaries $ 44,500.00
Management Payroll Tax Expense $ 11,440.95
Management Medical Insurance s 10,920.00
Management Pension Plan Expense $ 4,150.00
Sales & Administrative Salaries S 415,594.00
Sales & Administrative Payroll Tax Expense $ 64,354.00
Sales& Administrative Medical Insurance $ 40,055.00 AGENCY REVENUES=5,675,312
Sales & Administrative Pension Plan Expense $ 10,200.00 AGENCY INDIRECT EXPENSES= 1,105,315.95
Office Rent OVERHEAD 19%
Advertising and Public Education $ 14,855.00
Background Checks & Urinalysis $ 3,189.00
Professional & Accounting / Audit Fees $ 81,708.00
Training & Worker Safely
Insurance $ 38,192.00
Telephone $ 7,185.00
Utilities $ 20,452.00
Property Taxes/Licenses/Fees $ 8,270.00
Dues & Subscriptions
Depreciation-office building $ 15,061.00
Depreciation-office equipment $ 14,893.00
Repairs & Maintenance-office $ 22,744.00
Cleaning and Maintenance $ 21,346.00
Office Equipment Rental $ 7,886.00
Office Supplies $ 19,033.00
Postage & Freight $
Rehab $ 25,023.00
Miscellaneous Expense $ 12,999.00
Bad Debts $
INTEREST EXPENSE S 18,981.00
EMPLOYEE ACTIVITIES $ 20,021.00
AUTO REPAIRS $ 15,807.00
MANAGEMENT CONTRACT $ 136,457.00
TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95
CPI Factor from BLS Isee rnk below) 1.65% 1.65%
btro /A,-, bi, a,0,9!,.-,- ht
Total $ 1,123,553.66
DAS Form #12 J
Revision 10-03 Page 5 Overhead Computation Sheet
Delivery & Reserve Oregon Department of Administrative Services
Pathway Enterprises, Inc. Project Costing Worksheet
City of Ashland Police Sub Station 18-19
This category covers any costs associated with delivering your product or service to the buyer. A service
contract, for example, will likely include the costs associated with getting the individuals who will perform
the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair
are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per
mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on
State business. That's not to say your costs may be less or more. The labor required (the driver and the
workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the
state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile.
Services Contract
Miles Per Rate Per Daily Services per Annual
Delivery Description Service Mile Cost Year Trans Cost
1 caravan $ - $ -
2 $ - $ -
3 $ - $ -
4 $ - $ -
$ - $ -
Margin
The law allows a "margin held in reserve" This is usually added as a percentage after all other costs
have been calculated. 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 Before Margin" 6.0%
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
-4 -
. . 1 t _
1 f t
rsXi ~
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i
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r \~CFt•'\\ •T
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
Project Costing Worksheet
The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula
or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to
be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials
consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the
following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item
charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also
completed on the following sheets. All these costs will vary depending upon your organization and the specification
for the project. Each sheet will have an example calculation and further instructions for completion.
QRF Name Pathway Enterprises, Inc.
Project Ashland Service Center 2018-2019
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) $ 1,008.28
Equipment, Tools & Subcontracting (from small equipment worksheet) $ 235.75
Subtotal1 $ 1,244.03
Labor
Direct Labor (from labor daily worksheet) $ 14,375.10
Overhead
See Overhead Worksheet $ 3,956.85
Delivery
Transportation (from Trans & Reserve worksheet) $
Total Before Margin $ 19,575.98
Reserve
Margin Held in Reserve (from Trans & Reserve worksheet) $ 1,249.53
Total Bid Yearly $ 20,825.51
Monthly $ 1,735.46
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.
Ashland Service Center 2018-2019
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 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 0.0833 $ 0.27 $ 3.24
2 #10 QM HEPASTAT 256 4 GL/CS 21.72 0.2500 $ 5.43 $ 65.16
3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.1250 $ 2.56 $ 30.75
4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 1.0000 $ 0.88 $ 10.56
8 SUSTAINABLE EARTH #70 WASHROOM CLEANE 97.44 0.1250 $ 12.18 $ 146.16
9 SS CLEANER POLISH 12-15 OZ/CS 6.01 0.0833 $ 0.50 $ 6.01
10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 1.0000 $ 2.01 $ 24.12
11 A-BEN-A-QUI VANDALISM PASTE 12-20 O 8.88 0.1250 $ 1.11 $ 13.32
12 7" TOOTHBRUSH W/NYL BRST 12/CS 1.42 1.0000 $ 1.42 $ 17.04
13 ANGLE BROOM FLAGGED END W/ HDL 5.99 0.1670 $ 1.00 $ 12.00
14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 1.0000 $ 2.70 $ 32.40
15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 1.0000 $ 7.99 $ 95.88
16 LAMBSWOOL DUSTER 28" 312FH 4.93 0.2500 $ 1.23 $ 14.79
17 LAMBSWOOL DUSTER FLEXIBLE 33-58" OV 10.36 0.2500 $ 2.59 $ 31.08
18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 0.2500 $ 2.11 $ 25.26
19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 0.2500 $ 1.37 $ 16.41
20 "CLOSED FOR CLEANING" HANGING SIGN 25.10 0.0833 $ 2.09 $ 25.09
21 36" STD LAUNDERABLE DUST MOP GN 12/ 11.45 0.1250 $ 1.43 $ 17.18
22 36" JUMBO DUST MOP FRAME 7.69 0.1250 $ 0.96 $ 11.54
23 60" FBRGLS INVADER MOP HDL SIDE GAT 16.44 0.1250 $ 2.06 $ 24.66
24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 0.2500 $ 4.42 $ 52.98
25 PAPER FILTER (10) SENSOR VAC FITS S 17.91 0.2500 $ 4.48 $ 53.73
26 BARKEEPERS FRIEND 20OZ BTL 2.65 1.0000 $ 2.65 $ 31.80
27 24 OZ BTL 1.25 1.0000 $ 1.25 $ 15.00
28 CLEANING TOWELS (60) 19.95 0.0833 $ 1.66 $ 19.94
29 DUSTPAN 2.65 0.2500 $ 0.66 $ 7.95
30 $ - $ -
31 $ $ -
32 $ - $ -
33 $ - $ -
34 $ - $
35 $ $
36 $ $ -
37 $ $ -
38 $ $ -
39 $ - $ -
40 $ $ -
Total $ 84.02 $ 1,008.28
Areas in green are formula driven.
Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month.
Annual Cost = Annual cost is computed by monthly cost times 12 months.
DAS Form #12 J
Revision 10-03 Page 2 Supplies Sheet
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway EnterpriAshland Service Center 2018-2019
There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc).
In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead
amount is (whether as a percent or exact amount)
FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW!
Percent of Total Cost Method:
For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is
1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your
19.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see
worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the
figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage
of the total cost. If financial records are not available estimate the overhead expenses as best you can, estimate
OR other costs as best you can, and use the same formula to get a percentage.
2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method:
You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can
allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed)
OR
3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method:
To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs
of the enure entity as detailed below. Line items which are not detailed below should be input into the cells marked "other",
please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for
inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your
entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours
which can be classified as management of administrative costs. (Including these costs into the direct labor hour total will
deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor
hours for the contract into the total projected labor hours for the current year.
Total Annual Direct Labor Hours
Input Total from Worksheet on Below
Overhead per labor hour 5
Time required to complete contract 702
Total Assigned Overhead S
Worksheet WORK AREA:
Total Annual O erations 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 $ 44,500.00
Management Payroll Tax Expense S 11,440.95
Management Medical Insurance S 10,920.00
Management Pension Plan Expense $ 4,150.00 AGENCY REVENUES= 5,675,312
Sales& Administrative Salaries $ 415,594.00 AGENCY INDIRECT EXPENSES 1,105,315.9S
Sales & Administrative Payroll Tax Expense $ 64,354.00 OVERHEAD % = 19%
Sales & Administrative Medical Insurance $ 40,055.00
Sales & Administrative Pension Plan Expense $ 10,200.00
Office Rent
Advertising and Public Education $ 14,855.00
Background Checks & Urinalysis $ 3,189.00
Professional & Accounting / Audit Fees $ 81,708.00
Training & Worker Safety
Insurance $ 38,192.00
Telephone $ 7,185.00
Utilities $ 20,452.00
Properly Taxes/Licenses/Fees $ 8,270.00
Dues & Subscriptions
Depreciation-office building $ 15,061.00
Depreciation-office equipment $ 14,893.00
Repairs & Maintenance-office $ 22,744.00
Cleaning and Maintenance S 21,346.00
Office Equipment Rental $ 7,886.00
Office Supplies $ 19,033.00
Postage & Freight S -
Rehab $ 25,023.00
Miscellaneous Expense $ 12,999.00
Bad Debts $
INTEREST EXPENSE S 18,981 00
EMPLOYEE ACTIVITIES S 20,021.00
AUTO REPAIRS S 15,807.00
MANAGEMENT CONTRACT S 136,457.00
TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95
CPI Factor from BLS (see Ink below) 1,65% 1.65%
h= bk aoWra9lmostreQU htm
Total $ 1,123,553.66
DAS Form #12 J
Revision 10-03 Page 5 Overhead Computation Sheet
Delivery & Reserve Oregon Department of Administrative Services
Pathway Enterprises, Inc. Project Costing Worksheet
Ashland Service Center 2018-2019
This category covers any costs associated with delivering your product or service to the buyer. A service
contract, for example, will likely include the costs associated with getting the individuals who will perform
the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair
are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per
mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on
State business. That's not to say your costs may be less or more. The labor required (the driver and the
workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the
state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile.
Services Contract
Miles Per Rate Per Daily Services per Annual
Delivery Description Service Mile Cost Year Trans Cost
1 caravan $ - $ _
2 $ - $ -
3 $ - $ -
4 $ - $ -
$ - $ -
Margin
The law allows a "margin held in reserve" This is usually added as a percentage after all other costs
have been calculated. 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 Before Margin" 6.0%
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
j-'~t I►
V ;I
F_
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
Project Costing Worksheet
The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula
or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to
be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials
consist of supplies, small equipment & tools, and large or special equipment. Each category is detailed on the
following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item
charge which is computed on the overhead sheet. Transportation or delivery and reserve computations are also
completed on the following sheets. All these costs will vary depending upon your organization and the specifications
for the project. Each sheet will have an example calculation and further instructions for completion.
QRF Name Pathway Enterprises, Inc.
Project City of Ashland 2018-2019 Street and Shop
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) $ 402.78
Equipment, Tools & Subcontracting (from small equipment worksheet) $ 25.57
Subtotal1 $ 428.36
Labor
Direct Labor (from labor daily worksheet) $ 5,593.83
Overhead
See Overhead Worksheet $ 1,525.62
Delivery
Transportation (from Trans & Reserve worksheet) $ -
Total Before Margin $ 7,547.80
Reserve
Margin Held in Reserve (from Trans & Reserve worksheet) $ 481.77
Total Bid Yearly $ 8,029.57
Monthly $ 669.13
DAS Form #12 J Pa e 1 Summary Sheet
Revision 10-03 g
RAW MATERIALS Oregon Department of Administrative Services
Supplies Project Costing Worksheet
Pathway Enterprises, Inc.
City of Ashland 2018-2019 Street and Shop
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 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 0.0833 $ 0.27 $ 3.24
2 #10 QM HEPASTAT 256 4 GL/CS 21.72 0.0833 $ 1.81 $ 21.71
3 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.0833 $ 1.71 $ 20.49
4 #63 LT DUTY SCRUB SPONGE 20/CS 0.88 0.0833 $ 0.07 $ 0.88
5 #98 LT DUTY SCOURING PAD 20/CS 0.72 0.0833 $ 0.06 $ 0.72
6 SUSTAINABLE EARTH #66 DISINFECTANT 42.40 0.0833 $ 3.53 $ 42.38
7 SUSTAINABLE EARTH #64 NUETRAL CLEANER 88.00 0.0833 $ 7.33 $ 87.96
8 SUSTAINABLE EARTH #70 WASHROOM CLEAN 97.44 0.0833 $ 8.12 $ 97.40
9 SS CLEANER POLISH 12-15 OZ/CS 6.01 0.0833 $ 0.50 $ 6.01
10 GLEME GLASS CLEANER 12-19 OZ/CS 2.01 0.0833 $ 0.17 $ 2.01
11 A-BEN-A-QUI VANDALISM PASTE 12-20 0 8.88 0.0833 $ 0.74 $ 8.88
12 7" TOOTHBRUSH W/NYL BRST 12/CS 1.42 0.0833 $ 0.12 $ 1.42
13 ANGLE BROOM FLAGGED END W/ HDL 5.99 0.0833 $ 0.50 $ 5.99
14 TRIGGER SPRAYER HEAD HD FOR 32 OZ B 2.70 0.0833 $ 0.22 $ 2.70
15 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 0.0833 $ 0.67 $ 7.99
16 LAMBSWOOL DUSTER 28" 312FH 4.93 0.0833 $ 0.41 $ 4.93
17 LAMBSWOOL DUSTER FLEXIBLE 33-58" OV 10.36 0.0833 $ 0.86 $ 10.36
18 MR CLEAN MAGIC ERASER ALL PURPOSE 6 8.42 0.0833 $ 0.70 $ 8.42
19 TURKS HEAD BOWL BRUSH POLY 12/CS BN 5.47 0.0833 $ 0.46 $ 5.47
20 CLOSED FOR CLEANING HANGING SIGN 25.10 - $ - $ -
21 36" STD LAUNDERABLE DUST MOP GN 12/ 11.45 - $ $
22 36" JUMBO DUST MOP FRAME 7.69 - $ $ -
23 60" FBRGLS INVADER MOP HDL SIDE GAT 16.44 0.0833 $ 1.37 $ 16.43
24 PREMIUM LOOP END MOP LGR GN 12/CS 17.66 0.0833 $ 1.47 $ 17.65
25 PAPER FILTER (10) SENSOR VAC FITS S 17.91 0.0833 $ 1.49 $ 17.90
26 BARKEEPERS FRIEND 20OZ BTL 2.65 0.2500 $ 0.66 $ 7.95
27 24 OZ BTL 1.25 0.0833 $ 0.10 $ 1.25
28 CLEANING TOWELS (60) 19.95 - $ - $ -
29 DUSTPAN 2.65 0.0833 $ 0.22 $ 2.65
30 $ - $ -
31 $ $
32 $ _ $
33 $ - $
34 $ $ -
35 $ $ -
36 $ $ -
37 $ $ -
38 $ $
39 $ $
40 $ - $ -
Total $ 33.57 $ 402.78
Areas in green are formula driven.
Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month.
Annual Cost _ Annual cost is computed by monthly cost times 12 months.
DAS Form #12 J
Revision 10-03 Page 2 Supplies Sheet
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OVERHEAD Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enterpri= City of Ashland 2018-2019 Street and Shop
Tare many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc).
In the space provided below, indicate how your organization allocates overhead to this particular contract, what items go into your overhead, and what that overhead
amount is (whether as a percent or exact amount)
FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW!
Percent of Total Cost Method:
For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is
1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your
19 00 organization that go back a year or more. Add together the expenditures that make up (he overhead cost (see
worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the
figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage
of the total cost. If financial records are not available estimate the overhead expenses as best you can, estimate
OR other costs as best you can, and use the same formula to get a percentage.
2. Enter Allocated Overhead as a Dollar-Figure Sum
I I1 Dollar-Figure Sum Method:
You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can
OR allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed)
3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method:
To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs
of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked'bther'';
please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for
inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your
entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours
which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will
deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor
hours for the contract into the total projected labor hours for the current year.
Total Annual Direct Labor Hours
Input Total from Worksheet on Below
Overhead per labor hour $
Time required to complete contract 247
Total Assigned Overhead $
Worksheet WORK AREA:
Total Annual Operations Use the area below to show how you arrived at the final figure
INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead
Management Salaries $ 44,500.00
Management Payroll Tax Expense $ 11,440.95
Management Medical Insurance S 10,920.00
Management Pension Plan Expense $ 4,150.00 AGENCY REVENUES = 5,675,312
Sales & Administrative Salaries $ 415,594.00 AGENCY INDIRECT EXPENSES= 1,105,315.95
Sales & Administrative Payroll Tax Expense $ 64,354.00 OVERHEAD 19%
Sales & Administrative Medical Insurance $ 40,055.00
Sales & Administrative Pension Plan Expense $ 10,200.00
Office Rent
Advertising and Public Education $ 14,855.00
Background Checks & Unnalysis $ 3,189.00
Professional & Accounting / Audit Fees $ 81,708.00
Training & Worker Safety
Insurance $ 38,192.00
Telephone $ 7,185.00
Utilities $ 20,452.00
Property Taxes/Licenses/Fees $ 8,270.00
Dues & Subscriptions
Depreciation-office building $ 15,061.00
Depreciation-office equipment $ 14,893.00
Repairs & Maintenance-office $ 22,744.00
Cleaning and Maintenance $ 21,346.00
Office Equipment Rental $ 7,886.00
Office Supplies $ 19,033.00
Postage & Freight $
Rehab $ 25,023.00
Miscellaneous Expense $ 12,999.00
Bad Debts $
INTEREST EXPENSE $ 18,981 00
EMPLOYEE ACTIVITIES $ 20,021.00
AUTO REPAIRS $ 15,807.00
MANAGEMENT CONTRACT $ 136,457.00
TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95
CPI Factorfrom BLS(- lnk belw,) 1.65% 165%
htt. fl-:, bl-> aov/ro9/mosu_a~ htm
Total $ 1,123,553.66
DAS Form #12 J
Revision 10-03 Page 5 Overhead Computation Sheet
Delivery & Reserve Oregon Department of Administrative Services
Pathway Enterprises, Inc. Project Costing Worksheet
City of Ashland 2018-2019 Street and Shop
This category covers any costs associated with delivering your product or service to the buyer. A service
contract, for example, will likely include the costs associated with getting the individuals who will perform
the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair
are all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per
mile. The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on
State business. That's not to say your costs may be less or more. The labor required (the driver and the
workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the
state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile.
Services Contract
Miles Per Rate Per Daily Services per Annual
Delivery Description Service Mile Cost Year Trans Cost
1 caravan $ - $ -
2 $ - $ -
3 $ - $ -
4 $ - $
$ - $ -
Margin
The law allows a "margin held in reserve" This is usually added as a percentage after all other costs
have been calculated. 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 Before Margin" 6.0%
DAS Form #12 J
Revision 10-03 Page 6 Trans-Delivery and Margin Sheet
e
Costing Workbook
For Janitorial & Grounds Maintenance
Contracts Under the
Qualified Rehabilitation Facilities Program
'NtltlN .'t I ~.~j
\\/859
Oregon State Department of Administrative Services
Procurement, Fleet, and Surplus Services
1225 Ferry Street SE, U140
Salem, Oregon 97301
(503) 378-4642
SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services
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 specification
for the project. Each sheet will have an example calculation and further instructions for completion.
QRF Name Pathway Enterprises Inc.
Project City of Ashland Facility Floors 18-19
Executive Director Signature:
Raw Materials
Per Time Use - Supplies (from supplies worksheet) $ 1,409.47
Equipment, Tools & Subcontracting (from small equipment worksheet) $ 1,353.30
Subtotal 1 $ 2,762.77
Labor
Direct Labor (from labor daily worksheet) F$- 6,205.57
Overhead
See Overhead Worksheet $ 2,271.98
Delivery
Transportation (from Trans & Reserve worksheet) $ -
Total Before Margin $ 11,240.32
Reserve
Margin Held in Reserve (from Trans & Reserve worksheet) $ 717.47
Total Bid Yearly $ 11,957.79
Monthly $ 996.48
DAS Form #12 J
Revision 10-03 Page 1 Summary Sheet
RAW MATERIALS Oregon Department of Administrative Services
Supplies Project Costing Worksheet
Pathway Enterprises Inc.
City of Ashland Facility Floors 18-19
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 20" BL 5300 FLOOR PAD 5/CS 4.64 1 $ 4.64 $ 55.68
2 20" BN 7100 FLOOR PAD 5/CS 6.36 1 $ 6.36 $ 76.32
3 20" RE 5100 FLOOR PAD 5/CS 4.64 0 $ - $ -
4 20" WH 4100 FLOOR PAD 5/CS 4.64 0.5 $ 2.32 $ 27.84
5 DOODLEBUG PAD BN 20/CS 1.31 1 $ 1.31 $ 15.72
6 SCOTCH BRITE SURF PREP PAD 14X20 10 12.36 0 $ - $ -
7 SCOTCH BRITE SURF PREP PAD 20" 10/C 8.69 0 $ $
8 SCOTCH BRITE SPP 4-5/8"X10" 20/CS 2.12 0 $ $
9 SCRAPER W/5 RAZOR BLADES 10/BX 3.24 0.5 $ 1.62 $ 19.44
10 DEFOAM IT PREM DEFOAMER 4 GL/CS 16.02 0.25 $ 4.01 $ 48.06
11 DIAMOND FLOOR FINISH 5 GL 52.10 0.5 $ 26.05 $ 312.60
12 VIAFRESH ODOR ELIM LEMON 4 GL/CS 20.50 0.125 $ 2.56 $ 30.75
13 GLOVE DISP NITRILE PWDRLS GP XLR GL 7.99 0.125 $ 1.00 $ 11.99
14 TANNIN STAIN REMOVER 6 CTS/CS 16.49 0.25 $ 4.12 $ 49.47
15 DIBS NEUTRALIZER ODOR COUNTER 2-90T 51.73 0.0625 $ 3.23 $ 38.80
16 BRAVO POWER FOAM STRIPPER 12-23 OZ/ 7.71 0 $ - $ -
17 PRO STRIP HVY DTY STRIPPER 5 GL 81.04 0.25 $ 20.26 $ 243.12
18 60" FBRGLS INVADER MOP HDL SIDE GAT 16.44 0.33 $ 5.43 $ 65.10
19 PREMIUM LOOP END MOP LGR GIN 12/CS 17.66 1 $ 17.66 $ 211.92
20 DOODLE SCRUB TILE & GROUT PAD (BLUE 7.17 1 $ 7.17 $ 86.04
21 PAPER FILTER (10) SENSOR VAC FITS S 17.91 0.0834 $ 1.49 $ 17.92
22 FOLEX GALLON 16.45 0.5 $ 8.23 $ 98.70
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 $ $
Total $ 117.46 $ 1,409.47
Areas in green are formula driven.
Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month.
Annual Cost = Annual cost is computed by monthly cost times 12 months.
DAS Form #12 J
Revision 10-03 Page 2 Supplies Sheet
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OVERHEAD - Oregon Department of Administrative Services
Overhead Costs Project Costing Worksheet
Pathway Enterpris City of Ashland Facility Floors 18-19
There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a percent of direct labor, etc).
FInthe 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)
FILL IN OIULY ONE OF THE THREE METHODS DETAILED BELOW!=
Percent of Total Cost Method:
For every dollar spent producing a final product, or providing a service, a certain percentage of that dollar is
1. Enter Overhead as a Percent of Total Costs required for overhead. To calculate the overhead percentage, it is best to have financial records for your
19.00 % organization that go back a year or more. Add together the expenditures that make up the overhead cost (see
worksheet below). Now add this figure to the Raw materials, Direct labor and Delivery for a total cost. Divide the
figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage
of the total cost. If financial records are not available estimate the overhead expenses as best you can, estimate
OR other costs as best you can, and use the same formula to get a percentage.
2. Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method:
You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can
allocate overhead items to this particular project. You can use the Worksheet as a tool (if needed)
OR
3. Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method:
To identify overhead costs, you need the financial records for your organization or division for the past year. Input all the costs
of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked "other";
please include a description. What you are trying to determine is a percentage, therefore, do not gross up the expenses for
inflation or to conform to the current year budget. Next, input into the cell below the total direct labor hours paid out by your
entire organization for the same period. These figures should be found on the year end payroll report. Do not include hours
which can be classified as management or administrative costs. (Including these costs into the direct labor hour total will
deflate the actual costs.) The worksheet will compute the overhead as a line item cost by dividing the total projected labor
hours for the contract into the total projected labor hour for the current year.
Total Annual Direct Labor Hours
Input Total from Worksheet on Below
Overhead per labor hour S
Time required to complete contract 308
Total Assigned Overhead S
Worksheet WORK AREA:
Total Annual Operations Use the area below to show how you arrived at the final figure
INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead
Management Salaries $ 44,500.00
Management Payroll Tax Expense s 11,440.95
Management Medical Insurance $ 10,920.00
Management Pension Plan Expense S 4,150.00 AGENCY REVENUES =5,675,312
Sales & Administrative Salaries $ 415,594.00 AGENCY INDIRECT EXPENSES = 1,105,315.95
Sales & Administrative Payroll Tax Expense $ 64,354.00 OVERHEAD % = 19%
Sales & Administrative Medical Insurance $ 40,055.00
Sales & Administrative Pension Plan Expense $ 10,200.00
Office Rent
Advertising and Public Education $ 14,855.00
Background Checks & Unnalysis S 3,189.00
Professional & Accounting / Audit Fees $ 81,708.00
Training & Worker Safety
Insurance $ 38,192.00
Telephone $ 7,185.00
Utilities $ 20,452.00
Property Taxes/Licenses/Fees $ 8,270.00
Dues & Subscriptions
Depreciation-office building S 15,061.00
Depreciation-office equipment S 14,893.00
Repairs & Maintenance-office $ 22,744.00
Cleaning and Maintenance $ 21,346.00
Office Equipment Rental $ 7,886.00
Office Supplies S 19,033.00
Postage & Freight $ -
Rehab $ 25,023.00
Miscellaneous Expense $ 12,999.00
Bad Debts $
INTEREST EXPENSE $ 18,981 00
EMPLOYEE ACTIVITIES $ 20,021.00
AUTO REPAIRS $ 15,807.00
MANAGEMENT CONTRACT $ 136,457.00
TOTAL INDIRECT COSTS $ 897,848.00 $ 207,467.95
CPI Factor from BLS (see rnk below) 3.15% 3.15%
F.YOI/::.: ~i bls novlra~'mostieou b[m
Total $ 1,140,133.40
DAS Form #12 J
Revision 10-03 Page 5 Overhead Computation Sheet
Delivery & Reserve Oregon Department of Administrative Services
Pathway Enterprises Inc. Project Costing Worksheet
Cit of Ashland Facility Floors 18-19
The State of Oregon reimburses employee use of their own vehicles on State business by the mile . The amount
reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA
web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance
and repair are considered part of Delivery costs. The labor required (the driver and the workers if they are on the
clock), should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the "Equipment,
Tools & Subcontracts" spreadsheet or "Trans & Reserve" spreadsheet within this workbook. It is not
permissable to capture costs in both spreadsheets.
It is permisible to use this spreadsheet to capture vehicle costs for the following situations:
(a) Transporting the individuals who will perform the service to the location where the service will be provided.
(b) Services dependent on vehicle in the provision of that service.
GSA - Privately Owned Vehicle (POV) Mileage Reimbursement Rates
Services Contract
Miles Per Rate Per Daily Services per Annual
Delivery Description Service Mile Cost Year Trans Cost
1 $ - $ -
2 $ - $ -
3 $ - $ -
4 $ - $ -
$ - $ -
Margin
The law allows a "margin held in reserve". The margin % can vary depending on the product or service
being offered and organizational, contractual and market variables specific to the project. Some research
will likely be required to come up with a percentage that not only allows for inventory and equipment
replacement, but is in alignment with industry standards and fair market value. Any percentage higher
than six percent (6%) will have to be justified to DAS.
Enter as a % of total cost of contract 6.0%
DAS Form #12 J
Revision 10-03 Page 6 Trans-Delivery and Margin Sheet
AC R DATE (MMIDD/YYYY)
CERTIFICATE OF LIABILITY INSURANCE 07/16/2018
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
PRODUCER CONTACT Kimberly Edwards
NAME:
Ashland Insurance Inc PHONE (541) 857-0679 FAX (541) 857-9883
AIC No Ext : AIC No):
801 O'Hare Parkway, Ste 101 E-MAIL kedwards@ashiandinsurance.com
ADDRESS:
INSURER(S) AFFORDING COVERAGE NAIC #
Medford OR 97504 INSURERA: Berkshire Hathaway Specialty Ins. Co
INSURED INSURER B: SAIF Corporation
Pathway Enterprises Inc INSURER C : Philadelphia Indemnity Ins Co
1600 Skypark Drive, Suite #101 INSURER D:
INSURER E :
Medford OR 97504 INSURER F :
COVERAGES CERTIFICATE NUMBER: 1819 Master REVISION NUMBER:
THIS'IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR ADDLISUBRI POLICY EFF POLICY EXP
LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER MMIDDIYYYY MMIDDIYYYY LIMITS
X COMMERCIALGENERALLIABIL.ITY EACH OCCURRENCE $ 1,000,000
DAMAGE TO RENTEI7
CLAIMS-MADE FRIOCCUR PREMISES Ea occurrence) $ 100,000
MED EXP (Any one person) $ 5,000
A X Professional Liability Y 47SPK25497302 07/01/2018 07/01/2019 PERSONAL & ADV INJURY $ 1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 3,000,000
X F-] PRO F-] LOC 3,000,000
POLICY JECT PRODUCTS - COMP/OP AGG $
OTHER: Professional Liability $ 1,000,000
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000
Ea accident
X ANYAUTO BODILY INJURY (Per person) $
A OWNED SCHEDULED 47RWS25497402 07/01/2018 07/01/2019 BODILY INJURY (Per accident)
$
AUTOS ONLY AUTOS
HIRED NON-OWNED PROPERTY DAMAGE $ 1,000,000
AUTOS ONLY AUTOS ONLY Per accident
Uninsured Motorist $ 1,000,000
UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 3,000,000
A X EXCESS LIAB CLAIMS-MADE 47SUM25497502 07/01/2018 07/01/2019 AGGREGATE $ 3,000,000
DED X RETENTION $ 10,000 $
WORKERS COMPENSATION X SPER TATUTE ERH
AND EMPLOYERS' LIABILITY YIN 500,000
B ANY PROPRIETOR/PARTNER/EXECUTIVE ❑ N/A 524679 04/01/2018 04/01/2019 E.L. EACH ACCIDENT $
OFFICERIMEMBER EXCLUDED? 500,000
(Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $
If yes, describe under 500,000
DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $
Directors & Officers Liability Each Occurrence $ 1,000,000
C Employment Practices Liability PHSD1261399 06/30/2018 06/30/2019 Each Occurrence $ 1,000,000
Retention $ 2,500
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
Certificate holder is included as Additional Insured for General Liability coverages with written contract. This form is subject to policy terms, conditions and
exclusions.
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
City of Ashland Purchasing ACCORDANCE WITH THE POLICY PROVISIONS.
90 N Mountain Ave
AUTHORIZED REPRESENTATIVE
Ashland OR 97520I~`"'"
@ 1988-2015 ACORD CORPORATION. All rights reserved.
ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD
POLICY NUMBER: 47-SPK-254973-02 COMMERCIAL GENERAL LIABILITY
CG 20 26 04 13
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - DESIGNATED
PERSON OR ORGANIZATION
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
Name Of Additional Insured Person(s) Or Organization(s):
An Independent Contractor is an Insured only for the conduct of your business and
solely while performing services for a client of the Named Insured, but solely
within the scope of services contemplated by the Named Insured;
Students in training while performing duties as instructed by the Named Insured.
Information required to complete this Schedule, if not shown above, will be shown in the Declarations.
A. Section II Who Is An Insured is amended to B. With respect to the insurance afforded to these
include as an additional insured the person(s) or additional insureds, the following is added to
organization(s) shown in the Schedule, but only Section III - Limits Of Insurance:
with respect to liability for "bodily injury", "property If coverage provided to the additional insured is
damage" or "personal and advertising injury" required by a contract or agreement, the most we
caused, in whole or in part, by your acts or will pay on behalf of the additional insured is the
omissions or the acts or omissions of those acting amount of insurance:
on your behalf:
1. In the performance of your ongoing operations; 1. Required by the contract or agreement; or
or 2. Available under the applicable Limits of
2. In connection with your premises owned by or Insurance shown in the Declarations;
rented to you. whichever is less.
However: This endorsement shall not increase the
1. The insurance afforded to such additional applicable Limits of Insurance shown in the
insured only applies to the extent permitted by Declarations.
law; and
2. If coverage provided to the additional insured is
required by a contract or agreement, the
insurance afforded to such additional insured
will not be broader than that which you are
required by the contract or agreement to
provide for such additional insured.
CG 20 26 04 13 @ Insurance Services Office, Inc., 2012 Page 1 of 1
Purchase Order
Fiscal Year 2019 Page: 1 of: 1
We
1 PF~IImllilfPPN-~1L
L1t7 T ?s ITP ~~1 73 T t7MENT
30
B City of Ashland
-
L ATTN: Accounts Payable 20 E. Main Purchase L Ashland, OR 97520 Order # 20190103
T Phone: 541/552-2010
O Email: payable@ashland.or.us .
V H C/O Purchasing Division
E PATHWAY ENTERPRISES INC 1 90 North Mountain Ave
N 1600 SKY PARK DR STE 101 P Ashland, OR 97520
D MEDFORD, OR 97504 Phone: 541/488-5354
O T Fax: 541/488-5320
R O
541 488-1536 Wes Hoadle
07/16/2018 509 FOB ASHLAND OR Cit Accounts Pa able
Janitorial Services - City
1 Janitorial Services - City Facilities 1 128,627.5000 $128,627.50
Approved by City Council 07/03/2018
Goods and Services Agreement
Beginning date: 07/0112018
Completion date: 06/30/2019
Project Account:
GL SUMMARY
082400 - 602352 $128,627.50
I
By: Date:
Authorized Signature - $128,627.60
FORM #3 CITY OF
ASHLAND
REQUISITION i, Date of request: 0711212018
Vendor Name Pathway Enterprises Inc.
Address, City, State, Zip 1600 Sky Park Dr. Ste 101 Medford, OR 97504
Contact Name Richard Simpson
Telephone Number 541-973-2728
Email address rpspei(@gmail.com
SOURCING METHOD
❑ Exempt from Competitive Bidding ❑ Emergency
❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form 413, Written findings and Authorization
❑ AMC 2.50 bate approved by Council: ❑ Written quote or proposal attached
❑ Written quote or proposal attached -(Attach co of council communication -(If council approval required, attach co of CC
❑ Small Procurement Cooperative Procurement
Less than $5,000 ❑ Request for Proposal (Copies on file) State of Oregon
❑ Direct Award Date approved by Council: Contract # QRF
El Verbal/Written quote(s) or proposal(s) -(Attach copy of council communication) ❑ State of Washington
Intermediate Procurement. ❑ Sole Source Contract #
GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract
$5,000 to $100,000 ❑ Written quote or proposal attached Agency
❑ (3) Written quotes and solicitation attached ❑ Form 114, Personal Services $5K to $75K Contract #
PERSONAL SERVICES El Special Procurement Intergovernmental Agreement
$5,000 to $75,000 ❑ Form #9, Request for Approval ❑ Agency
❑ Less than $35,000, by direct appointment ❑ Written quote or proposal attached Date original contract approved by Council:
❑ (3) Written proposals/written solicitation Date approved by Council: (Date)
❑ Form #4, Personal Services $5K to $75K Valid until: Date - (Attach copy of council communication)
Description of SERVICES Total Cost
Janitorial service: City facilities $128,627.50
$ 128,627.50
Item # Quantity Unit Description of MATERIALS Unit Price Total Cost
❑ Per attached quotelproposal TOTAL COST
Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately.
Project Number _ _ _ _ _ _ _ Account Number 0 8 2 4 0 0 _ - 6 0 2 3 5 2 _ $ _ 1 2 8, 6 2 750
Project Number Account Number
Project Number Account Number
IT Director in collaboration with department to approve all hardware and software purchases:
By signing this requisition form, ertify that the City's public contracting requirements have been satisfied. IT Director Date Support -Yes /No
Employee: / mar Department Head:
(44=
Equal to or greater thanI $5,000)
Department Manager/Supervisor.'/ City Administrato :
(Equal to or greater than $25,000)
1
Funds appropriated for current fiscal year./ NO - ;5 c
ance DID or- (Equal to orgreaterthan $5,000) Date
Comments: