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Home My WebLink About2021-078 PO 20220027- Pathway Enterprises Inc Purchase Order 11/410 Fiscal Year 2022 Page: 1 of: 1 • B City of Ashland IATTN:Accounts Payable Purchase 20 E. Main Order# 20220027 Ashland,OR 97520 T Phone:641/552-2010 O Email: payable@ashiand.or.us • • VS 0/0 Parks Department E PATHWAY ENTERPRISES INC H Admin Office N 1600 SKY PARK DR STE 101 IP 340 South Pioneer D MEDFORD, OR 97504 Ashland, OR 97520 O Email:ACCOUNTING@PATHWAY-INC.ORG T Phone:541/488-5340 R o Fax: 5.41/488-5314 • 541 488-1536 Black ==-tr:°F t�1�,.�=��r�i-- -- 5 509 = FOB ASHLAND OR P ks Accounts oun s Paable _7, {-_ Parks Restrooms 1 Janitorial Services 1.0 $181,774.49 $181,774.49 PARKS RESTROOMS • Approved by the City Council June 1,2021 Agreement for Janitorial Services Completion date: June 30,2022 • Project Account: ***************GL SUMMARY*************** • 121200-604100 $181,774.49 • • • • • • • By: %f Date: 2/9///:°07/ = —= Author, Signature ' _ _� .. - '181 774.49 • FORM#3CITY OF ASH LAN 1 REQUIS1ITION Date of request: 0611512021 • Required dale for delivery: 0710112021 Vendor Name Pathways Enterprises Address,Oily,State,Zip 1600 Sky Park Drive Suite No.101 Medford,.Oregon 97604 Contact Name&Telephone Number . Rlohard Simpson Email address (641)973-2728 SOURCING METHOD ❑ puma from Conmoltlivo Riding ❑ Emsrrrencv ❑ Reason for exemption: ❑ invitation to Did D Form 1113,Written findings end Authorization ❑ AMC 2.60 Date approved by Council: 0 Written quote or proposal attached ❑ Written quote or proposal attached (Attach copy of council communication) (If council approval required,attach copy of CC) • LI Small Procurement U Jteauost for Pronosak cooperative Procuromenk ]Lat exceeding$3,000 • ' Date approved by Council:' b State of Oregon Direct Award (Attach copy of council communication) Contraottl ORF 0 VerbailWritten bld(s)or proposai(s) p Jteuuast for Qualifications(Public Works) ❑ Stale of Washington Dale approved by Council: Contract 0 i (Attach copy of council communication) ❑ Other government agency contract Intermediate Procurement ❑ Sole Source Agency' • GOODS&SERVICES ❑ Applicable Form(85,6,7 or 0) Contract 0 Greeter than$5,000 mid loss than$100,000 ❑ Written quote or proposal attached Interoovernmental Arrreement b (3)Written bids&solicitation attached 0 Form 84,Personal Services$5K to$75i( Agency • pERSONAL SERVICES 0 Sneclal Procurement ❑ Annual cost to City does not exceed$26,000, Granter than 36.000 and fess than$76,000 ❑ Form 119,Request for Approval Agreement approved by Legal and approved/signed by ❑ Less than$35,000,by dkest appointment ❑ Written quote or proposal attached City Administrator,AMC 2,60,070(4) ❑ (3)Written proposals&solicitation attached Date approved by Council: 0 Annual cost to City exceeds$26,000,Council . . ❑ Form i14,Personal Services$5K to$76K Valid until: (Dale) , approval required.(Attach copy of council communication) . Description of SERVICES • Total Cost Pathways Custodial Services for Parka trash removal and restroom cleaning ' $ 181,774,49 Item it quantity Unit Description of MATERIALS Unit Price Total Cost ❑ Per attached quotelproposal TOTAL COST Project Number ,. Account Number I a 1 2 0 0.0 0 A i n a $181774,4g, Account Number • Account Number • 'Expenditure Hurst be chanted to the appropriate account ntrnibers for the!tnanalals to accurately relied the actual expenditures. IT Director in collaboration with department to approve all hardware and software purchases: IT Director Date Support-Yes/No By signing this requisition form,I certify that the Clly'spubllo contracting requirements have been sailsifed. Employee: Department Head: �� (Equal to or greater than$5,000) DepartmentManagerlSupervleor; , City Ad 1 ; at in _' trot to or prowler thai$25,000) Funds appropriated for current fiscal year: —'VES%NO �`/� ,_/if ... i • Finan :D rector-fEqunlfo or rank has$5,aoo) Dale Comments: Form 83-Requlsifan • • Council Business Meeting June 1 , 2021 Contract award to Pathway Enterprises Inc. (Oregon Forward Agenda Item. Program/Formerly QRF Program) for Janitorial.Services Michael Morrison Public Works Superintendent From Ralph Sartain Interim Fire Chief Rachel Dials Recreation Superintendent Michael Black Parks Director michael.morrison@ashland.or.us (541) 552-2325 ralph.sartain a@,ashland.or.us (541) 552-2229 Contact rachel.dialsashland.or.us (541) 552-2260 michael.blackc@ashland.or.us (541) 552-2251 SUMMARY This request is for approval to award a public contract to Pathway Enterprises,Inc.to provide janitorial •services for City facilities,Fire Station#1,Parks Recreation facilities, and Parks Restrooms. Pathway Enterprises, Inc. is a local qualified Oregon Forward Program contractor that can provide janitorial services for the City of Ashland. The Oregon Forward Program was formerly known as the Qualified Rehabilitation Facility (QRF)Program. The term for the attached Agreement for Janitorial Services will begin on July 1, 2021 and end on June 30, 2022. POLICIES,PLANS & GOALS SUPPORTED N/A PREVIOUS COUNCIL ACTION The public contract previously awarded to Pathway Enterprises, Inc. was approved by the City Council on June 16, 2020 for a term beginning on July 1,2020 and ending on June 30, 2021. BACKGROUND AND ADDITIONAL INFORMATION The following infaunation, along with guidelines,procurement contractor lists and laws governing the Oregon Forward Program can be found online at https://www.oregon.gov/das/Procurement/Pages/OregonForward.aspx The Oregon Forward Program,formerly known as the QRF Program,fulfills a state law supporting meaningful work opportunities for Oregonians living with physical,mental,and developmental disabilities.Through a network of qualified nonprofit contractors,.a uniquely skilled and diverse workforce Is trained and employed to provide goods and services procured by state and local government agencies. Oregon Forward is a state-run purchasing program promoting meaningful job opportunities for adults living with disabilities.Oregon's Department of Administrative Services(DAS)oversees a network of qualified nonprofit providers,Oregon Forward Contractors or OFCs,that fulfill a variety of public • agency product and service needs across the state.The Oregon Forward program supports productive lives and helps create bright futures by fulfilling the needs of state and local govemment agencies. • • Page 1 of 2 CITY OF ASHLAND ORS 279.850 Procurement of product.or service; agreements for procurement;exceptions;preferences. (1)(a) Except as provided in paragraph (b) of this subsection and subject to paragraph (c)-of this subsection, a public agency that intends to procure a product or service on the procurement list that the Oregon Department of Administrative Services established wider ORS 279.845 shall, in accordance with the department's rules,procure the product or service at the price the department establishes from a qualified nonprofit agency for individuals with disabilities, provided that the product or service is of the appropriate specifications and is available within the period the public agency requires. Costing workbooks are prepared by Pathway Enterprises, Inc. after the COA Living Wage is reviewed and -updated each fiscal year by city staff. Request for Price Approval forms have been submitted with costing workbooks to State of Oregon, Department of Administrative Services (DAS) for pricing approval. FISCAL IMPACTS City, Parks and Fire departments budget each fiscal year for janitorial services. The proposed FY 2022 costs for janitorial services are as follows: - Janitorial Services Total Amount City Facilities $144,183.88 Additional Covid related janitorial services for City Hall and Police Department $16,785.67 Fire Station#1 $7,149.39 Parks Recreation Facilities $45,196.01 Parks Restrooms $181,774.49 STAFF RECOMMENDATION Staff recommends the public contract for janitorial services be awarded to Pathway Enterprises, Inc. ACTIONS, OPTIONS &POTENTIAL MOTIONS 1. I move to approve the award of the public contract for janitorial services to Pathway Enterprises, Inc. ATTACHMENTS Agreement for Janitorial Services Oregon Forward Program Costing Workbooks (Formerly QRF Program) • City Facilities • Additional Covid related janitorial services for City Hall and Police Department • Fire Station#1 _ • Parks Recreation Facilities • Parks Restrooms • Page 2 of 2 CITY OF INS HLAN D STATE OF OREGON DEPARTMENT OF ADMINISTRATIVE SERVICES 0 REGtfKi Forviard i'dv When r,erpsno enn Oregon Forward Program Request for Price Approval Public Agency: CITY OF ASHLAND • Oregon Forward Company: PATHWAY ENTERPRISES, INC. JANITORIAL' Product or Service: SERVICES Contract number(&amendment#if applicable) Proposed Prices.(list all proposed prices and include the Statement of Services or Specifications,and costing workbooks to justify proposed prices with request). Unit (per Product/Service Proposed. Price hour• moth,each, etc.) • CITY FACILITIES $144183.88 ANNUAL COST ADDITIONAL COVID RELATED SVCS CITY HALL&POLICE DEPARTMENT $16 785.67 ANNUAL COST FIRE STATION #1 $7,149 39 ANNUAL COST PARKS RECREATION FACILITIES $45,196.01 ANNUAL COST PARKS RESTROOMS $181,774A9 ANNUAL COST , . .Public Agency and Oregon Forward Company agree the proposed price and supporting documentation in ts t I ,,equirements of OAR 125-055-0031 date Si/6/z( Authorized Public Agency Signanow aelaft, e ajlitiamof, r ,phone# 3-,5-2- 2o Email Address date5 h 7 /a:Q. 1 4:61uthorize', 0i•ego4 Forward '--actor Signature clone# C!11 —973- 7:72g Email Address DAS has reviewed the submitted documentation supporting the price(s)offered by the Oregon Forward Contractor and approves the price for procurement of the above stated product or service in accordance with OAR 125-0554030. Darvin Pierce geit:a211y2sii d by Darvin Pierce DDai t 0 g.0n7e.05 19:42:57-07'00' date: 7/5/2021 , :Oregon Falwat'd Progs'am SignatUre Revised 24012Q21 AGREEMENT FOR JANITORIAL SERVICES PROVIDER: Pathway Enterprises, Inc. CITY OF PROVIDER'S CONTACT: Richard Simpson ASHLAND 20 East Main Street ADDRESS: 1600 Sky Park Drive, Suite No. 101 Ashland,Oregon 97520 Medford, Oregon 97504 . Telephone: 541/488-5587 Fax: 541/488-6006 PHONE: 541-973-2728 EMAIL: rpspei@gmail.com This Agreement for Janitorial Services (hereinafter "Agreement") is entered into by and between the City of Ashland, an Oregon municipal corporation (hereinafter "City") and Pathway Enterprises, Inc., a domestic nonprofit corporation("hereinafter"Provider"), for Janitorial Services. 1. PROVIDER'S OBLIGATIONS 1.1 Provide janitorial services for City-owned buildings and facilities including,but not limited to: City Hall, the Ashland Police Station, the Ashland Municipal Court, the Community Development Building, Fire Station #1, Parks and Recreation facilities, and Parks and Recreation restrooms as more fully 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; Page 1 of 8: Agreement between the City of Ashland and Pathway'Enterprises,Inc. 4- 1 • 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 Date insurance approved by the City. 1.3 All subject employers working under this Agreement are either employers that will comply with ORS 656.017 or employers that are exempt under ORS 656.126. As evidence of the insurance required by this.Agreement, the Provider shall furnish an acceptable insurance certificate prior to commencing any Work under this Agreement. 1.4 Provider agrees that no person shall,on the grounds of race,color,religion, creed, sex,marital status, familial 'status or domestic partnership, national origin, age, mental or physical disability, sexual orientation, gender identity or source of income, suffer discrimination in the performance of this Agreement when employed by Provider. Provider agrees to comply with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Further, Provider agrees not to discriminate against a disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business enterprise certified under ORS 200.055, in awarding subcontracts as required by ORS 279A.110: 1.5 In all solicitations either by competitive bidding or negotiation made by Provider for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor•or supplier shall be notified by the.Providers of the Provider's obligations under this Agreement and Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws. 1.6 Living Wage Requirements: If the amount of this Agreement is $22,310.46 or more, Provider is required to comply with Chapter 3.12 of the Ashland Municipal Code by paying a living wage, as defined in that chapter, to all employees performing Work under this Agreement.and to any Subcontractor who performs 50% or more of the Work under this Agreement. Provider is also required to post the notice attached hereto as "Exhibit A" predominantly in areas where it will be seen by all employees. 2. CITY'S OBLIGATIONS 2.1 City shall pay Provider the sums as set forth in the attached Oregon Forward Program Costing Workbooks as full compensation for the Work as specified in the SUPPORTING DOCUMENTS. Page 2 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. • 2.2 In no event shall Provider's total of all compensation and reimbursement under this Agreement exceed the "Not To Exceed" (NTE) amounts as follows without the express,written approval from the City official whose signature appears below, or such official's successor in office. Pursuant to the attached Oregon Forward Program Costing NTE Amount Workbooks (Formerly QRF Program) City Facilities $144,183.88 Additional Covid related janitorial services at City Hall and Police $16,785.67 Department Fire Station#1 $7,149.39 Parks Recreation Facilities $45,196.01 Parks Restrooms $181,774.49 2.3 Provider expressly acknowledges that no other person has authority to order or authorize additional Work which would cause this maximum sum to be exceeded and that any authorization from the responsible official must be in writing. Provider further acknowledges that any Work delivered or expenses incurred without authorization as provided herein is done at Provider's. own risk and as a volunteer without expectation of compensation or reimbursement. 3. GENERAL PROVISIONS 3.1 This is a non-exclusive Agreement. City is not obligated to procure any specific amount of Work from Provider and is free to procure similar types of goods and services from other providers in its sole discretion. 3.2 Provider is an independent contractor and not an employee or agent of the City for any purpose. 3.3 Provider is not entitled to, and expressly waives all claims to City benefits such as health and disability insurance,paid leave, and retirement. 3.4 This Agreement embodies the full and complete understanding of the parties respecting the subject matter hereof. It supersedes all prior agreements,negotiations, and representations between the parties, whether written or oral. 3.5 This Agreement may be amended only by written instrument executed with the same formalities as this Agreement. 3.6 The following laws of the State of Oregon are hereby incorporated by reference into this Agreement: ORS 279B.220,279B.230 and 279B.235. 3.7 This Agreement shall be governed by the laws of the State of Oregon without regard to conflict of laws principles. Exclusive venue for litigation of any action arising under this Agreement shall be in the Circuit Court of the State of Oregon for Jackson County unless exclusive jurisdiction is in.federal court, in which case exclusive venue shall be in the federal district court for the district of Oregon. Each party expressly waives any and all rights to maintain an action under this Agreement in any other venue, and expressly consents that, upon motion of the other party, any case may be dismissed or its venue transferred, as appropriate, so as to effectuate this choice of venue. Page 3 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. • 3.8 Provider shall defend,save,hold harmless and indemnify the City and its officers,employees and agents from and against any and all claims, suits, actions, losses, damages, liabilities, costs, and expenses of any nature resulting from, arising out of, or relating to the activities of Provider or its officers, employees, contractors, or agents under this Agreement. 3.9 Neither party to this Agreement shall hold the other responsible for damages or delay in performance caused by acts of God, strikes, lockouts, accidents, or other events beyond the control of the other or the other's officers, employees or agents. 3.10 If any provision of this Agreement is found by a court of competent jurisdiction to be unenforceable, such provision shall not affect the other provisions,but such unenforceable provision shall be deemed modified to the extent necessary to render it enforceable, preserving to the fullest extent permitted the intent of Provider and the City set forth in this Agreement. 3.11 Any deliveries will be F.O.B destination. Provider shall pay all transportation and handling charges for the Goods. Provider is responsible and liable for loss or damage until final inspection and acceptance of the Goods by the City. Provider remains liable for latent defects,fraud, and warranties. 3.12 The City may inspect and test any Goods. The City may reject non-conforming Goods and require Provider to correct them without charge or deliver them at a reduced price, as negotiated. If Provider does not cure any defects within a reasonable time, the City may reject the Goods and cancel this Agreement in whole or in part. This paragraph does not affect or limit the City's rights, including its rights under the Uniform Commercial Code, ORS Chapter 72 (UCC). 3.13 Provider represents and warrants that the Goods are new, current, and fully warranted by the manufacturer. Delivered Goods will comply with SUPPORTING DOCUMENTS and be free from defects in labor,material and manufacture.Provider shall transfer all warranties to the City. 4. SUPPORTING DOCUMENTS The following documents are,by this reference,expressly incorporated in this Agreement,and are collectively referred to in this Agreement as the "SUPPORTING DOCUMENTS": • Oregon Forward Program Costing Workbook for CITY FACILITIES: $144,183.88 Annual Janitorial Annual Floor Annual Costs Monthly Annual Pricing Price Allocation Price Allocations All Services Price Allocation City Hall 22,270.09 1,115.54 23,385.63 1,948.80 Community Development 26,766.94 2,231.08 28,998.02 2,416.50 Municipal Courts 21,413.55 1,544.59 22,958.14 1,913.18 Police Department 33,405.14 4,805.40 38,210.54 3,184.21 Service Center 13,362.05 2,402.70 15,764.76 1,313.73 Street and Shop 10,021.54 943.92 10,965.46 913.79 Police Sub Station 1,670.26 2,231.08 3,901.34 325.11 $128,909.56 $15,274.32 $144,183.88 $12,015.32 Page 4 of 8: Agreement between therCity of Ashland and Pathway Enterprises,Inc. • • Oregon Forward Program Costing Workbook for additional Covid-related janitorial services at CITY HALL and POLICE DEPARTMENT: $16,785.67 Annual Janitorial Monthly Annual Pricing Price Allocation Price Allocation City Hall 4,417.28 - 368.11 Police Department 12,368.39 1,030.70 $16,785.67 $1,398.81 • Oregon Forward Program Costing Workbook for FIRE STATION#1: $7,149.39 Fire Station#1 Total Bid Yearly $7,149.39 Monthly $595.78 • Oregon Forward Program Costing Workbooks for PARKS RECREATION FACILITIES: $45,196.01 Annual 2021 - Total Annual Weekly 2022 Janitorial Floors Cost Services Pioneer Hall 18,907.82 407.27 19,315.09 7 The Grove 3,830.25 1,018.18 4,848.43 1 Nature Center 6,090.74 712.72 6,803.46 1 Senior Center 12,396.31 1,832.72 14,229.03 5 Total $41,225.12 $3,970.89 $45,196.01 • Oregon Forward Costing Workbook forPARKS RESTROOMS: $181,774.49 Parks Restrooms Total Bid Yearly $181,774.49 Monthly $15,147.87 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; Page 5 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. l \ ` 5.1.3 Initiation of an action or proceeding for damages, specific performance, or declaratory or injunctive relief; 5.1.4 These remedies are cumulative to the extent the remedies are not inconsistent, and City may pursue any remedy or remedies singly,collectively, successively or in any order whatsoever. 5.2 In no event shall City be liable to Provider for any expenses related to termination of this Agreement or for anticipated profits.If previous amounts paid to Provider exceed the amount due,Provider shall pay immediately any excess to City upon written demand provided. 6. TERM AND TERMINATION 6.1 Term This Agreement shall be effective July 1, 2021 (the "Effective Date"), and shall continue in full force and effect until June 30,2022,unless sooner terminated as provided in Subsection 6.2. 6.2 Termination 1 - 6.2.1 The City and Provider may terminate this Agreement by mutual agreement at any time. 6.2.2 The City may, upon not less than thirty (30) days' prior written notice, terminate this Agreement for any reason deemed appropriate in its sole discretion. 6.2.3 Either party may terminate this Agreement, with cause, by not less than fourteen (14) days' prior written notice if the cause is not cured within that fourteen(14) day period after written notice. Such termination is in addition to and not in lieu of any other remedy at law or equity. 7. NOTICE Whenever notice is required or permitted to be given under this Agreement, such notice shall be given in writing to the other party by personal delivery,by sending via a reputable commercial overnight courier, or by mailing using registered or certified United States mail,return receipt requested,postage prepaid,to the address set forth below: If to the City: City of Ashland • Attention: Wes Hoadley, Facilities Maintenance Supervisor(City Facilities) • Attention: Rachel Dials, Recreation Superintendent(Parks Recreation) • Attention: Michael Black,Parks Director(Parks Restrooms) • Attention: Ralph Sartain,Interim Fire Chief(Fire Station#1) 20 E. Main Street Ashland, Oregon 97520 Phone: (541) 488-5354 With.a copy to: , City of Ashland—Legal Department 20 E. Main Street Ashland, Oregon 97520 Phone: (541) 488-5350 Page 6 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. If to Provider: Pathway Enterprises, Inc. Attn: Richard Simpson 1600 Sky Park Drive, Suite No. 101 Medford, Oregon 97504 Phone: (541) 973-2827 8. WAIVER OF BREACH One or more waivers or failures to object by either party to the other's breach of any provision, term, condition, or covenant contained in this Agreement shall not be construed as a waiver of any subsequent breach,whether or not of the same nature. • 9. PROVIDER'S COMPLIANCE WITH TAX LAWS 9.1 Provider represents and warrants to the City that: 9.1.1 Provider shall,throughout the term of this Agreement,including any extensions hereof,comply with: (i) All tax laws of the State of Oregon,including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Provider; and (iii) Any rules,regulations, charter provisions,or ordinances that implement or enforce any of the foregoing tax laws or provisions. 9.1.2 Provider, for a period of no fewer than six (6) calendar years preceding the Effective Date of this Agreement, has faithfully complied with: (i) All tax laws of the State of Oregon,including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318; (ii) Any tax provisions imposed by a political subdivision of the State of Oregon applicable to Provider; and (iii) Any rules,regulations, charter provisions,or ordinances that implement or enforce any of the foregoing tax laws or provisions. 9.2 Provider's failure to comply with the tax laws of the State of Oregon and all applicable tax laws of any political subdivision of the State of Oregon shall constitute a material breach of this Agreement. Further,any violation of Provider's warranty,as set forth in this Article 9,shall constitute a material breach of this Agreement. Any material breach of this Agreement shall entitle the City to terminate this Agreement and to seek damages and any other relief available under this Agreement, at law, or in equity. Page 7 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. 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 ENTERP '-►`' NC. (PROVIDER): By: By: . Adam Hanks, City Manager Pro Tern Signa 107/2 / a)Clor S rnrl5 c�n • Date Printed Name c��qY Title GQ_-0 e9 7 ( /5) ZOz1 ere,,2e Date 02 Purchase Order No. ®o Id/ (W-9 is to be submitted with this signed agreement.) 7-o o2-,efl °fig a-49 ev 41,07 APPROVED AS TO FORM: ssistantsi/�� City Attorney 96e 2, 2 ' 2 / Date • Page 8 of 8: Agreement between the City of Ashland and Pathway Enterprises,Inc. ' ® � DATE(MMIDD/YYYI') `�D CERTIFICATE OF LIABILITY INSURANCE 06/03/2021 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 . (A/C. Ext): (541)857-0679 jn/c,No): (541)857-9883 801 O'Hare Parkway,Ste 101 ADDRESS: kedWards@ashlandinsurance.com • INSURER(S)AFFORDING COVERAGE NAIC# Medford OR 97504 INSURER A: Berkshire Hathaway Specialty Ins.Co INSURED INSURER B: SAIF Corporation Pathway Enterprises IncINSURER C: Philadelphia Insurance Company 1600 Skypark Drive,Suite#101 INSURER D: , INSURERE: Medford - OR 97504 INSURER F: + ' COVERAGES CERTIFICATE NUMBER: 21 22 GL AU WC UMB 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. NOTVNTHSTANDING 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 ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MMIDD/YYYY) LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED ._ CLAIMS-MADE n OCCUR ' PREMISES(Ea occurrence) $ 100,000 — MED EXP(Any one person) $ 5,000 A Y Y 47SPK25497305 07/01/2021 07/01/2022PERSONAL&ADV INJURY $ 1,000,000 GENLAGGREGATE LIMITAPPLIES PER: - GENERALAGGREGATE $ 3,000,000 X POLICY n jEa LOCPRODUCTS-COMP/OPAGG $ 3,000,000 OTHER: Crime Empl Dishonesty $ 125,000 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 • (Ea accident) _ X ANYAUTO BODILY INJURY(Per person) $ A OWNED SCHEDULED Y Y 47RWS25497405 07/01/2021 07/01/2022 BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $ AUTOS ONLY • _ AUTOS ONLY (Per accident) PIP-Basic $ 15,000 X UMBRELLA LIAR X OCCUR EACH OCCURRENCE $ 3,000,000 A EXCESS UAB CLAIMS MADE 47SUM25497505 07/01/2021 07/01/2022 AGGREGATE $ 3,000,000 • DED X RETENTION$ 10,000 - $ WORKERS COMPENSATION X STATUTE ER AND EMPLOYERS'LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE YIN E.L.EACH ACCIDENT $ 1000,000 B OFFICER/MEMBER EXCLUDED? n , N/A 524679 04/01/2021 04/01/2022 (Mandatory in NH) E.LDISEASE-EAEMPLOYEE $ 1,000,000 If yes,describe under 1•0 , 00000 DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ , Each Occurrence $1,000,000 Directors&Officers Liability Employment Practices Liability PHSD1541762 06/30/2021 06/30/2022 Aggregate $1,000,000 ' Retention $2,500 DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space Is required)' The City of Ashland,Oregon,its officers,agents and employees are included as Additional Insured for General Liability and Auto Liability coverages with written contract including Waiver of Subrogation and Primary and Non-Contributory coverage.This form is subject to policy terms,conditions and exclusions. • CERTIFICATE HOLDER CANCELLATION • _ SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN City of Ashland Oregon,its officers,agents and employees ACCORDANCE WITH THE POLICY PROVISIONS. 20 E Main Street AUTHORIZED REPRESENTATIVE Ashland OR 97520 • 44410a ' ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25(2016103) The ACORD name and logo are registered marks of ACORD { This endorsement, effective 12:01AM: _ Forms a part of Policy No.: Issued to: By: - HUMAN 8c SOCIAL SERVICES GENERAL B L ENDORSEMENT THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE FORM - It is understood and agreed that the following extensions only apply in the event that no other specific coverage for the indicated loss exposure is provided under this policy. If such specific coverage applies,the terms, conditions and limits of that coverage are the sole and exclusive coverage applicable under this policy,unless otherwise noted on this endorsement. The following is a summary of the Limits of Insurance and additional coverages provided by this endorsement. For complete details on specific coverages,consult the policy contract wording. • Coverage Applicable Limit of Insurance Limited Rental Lease Agreement Contractual Liability $50,000 limit Damage to Property You Own, Rent,or Occupy $30,000 limit Damage to Premises Rented to You $1,000,000 HIPAA Clarification Medical Payments $20,000 Medical Payments—Extended Reporting Period 3 years Athletic Activities Amended Employee Defense Coverage $25,000 limit Key and Lock Replacement—Janitorial Services Client Coverage $10,000 limit • Additional Insured—Newly Acquired Time Period Amended Additional Insured-Medical Directors and Administrators Included Additional Insured—Managers and Supervisors(with Fellow Included Employee Coverage) Additional Insured—Broadened Named Insured - Included Additional Insured—Funding Source Included • Page 1 l BH-GL-011-02/2015 • Additional Insured—Home Care Providers Included - • Additional Insured—Managers, Landlords,or Lessors of Premises Included Additional Insured-Lessor of.Leased Equipment Included Additional Insured—Grantor of Permits Included Additional Insured-Vendor Included Additional Insured—When Required by Contract Included Additional Insured—Owners, Lessees,or Contractors Included Additional Insured—State or Political Subdivisions Included Duties in the Event of Occurrence,Claim or Suit Included Transfer of Rights of Recovery Against Others To Us Clarification Bodily Injury—includes Mental Anguish Included Personal and Advertising Injury—includes Abuse of Process, Included Discrimination Amendment of Liquor Liability Exclusion for Fundraising Events Included . • Definitions - Amended I. Limited Rental Lease Agreement Contractual Liability Section I—COVERAGES,COVERAGE A—BODILY INJURY AND PROPERTY DAMAGE LIABILITY,Exclusion 2.b. Contractual Liability is amended to include the following: (3) Assumed in rental lease agreement on behalf of a"client".This coverage extension requires the Named Insured to request this coverage at the time of claim,and will provide the coverage only on an indemnity. basis,and up to a$50,000 aggregate limit.This limit is in addition to the limits provided by this policy. For the purpose of this Coverage Extension,"client"means a person who is under your direct care and supervision, including but not limited to a"resident". For the purpose of this Coverage Extension, "resident" means a person who is residing in and receiving care services provided by your operation. II. Damage to Property You Own, Rent or Occupy Section I—COVERAGES,COVERAGE A—BODILY INJURY AND PROPERTY DAMAGE LIABILITY, Exclusion 2.j. Damage to Property,Paragraph(1)is deleted and replaced with the following: (1) Property you own, rent,or occupy,including any costs or expenses incurred by you,or any other person, organization or entity,for repair,replacement,enhancement,restoration or maintenance of such property for any reason, including prevention of injury to a person or damage to another's property. However,if the "property damage"is caused by your"client",we will pay up to a$30,000 aggregate limit for such damage. This limit is in addition to the limits provided by this policy; For the purpose of this Coverage Extension,"client" means a person who is under your direct care and supervision, including but not limited to a"resident". For the purpose of this Coverage Extension, "resident" means a person who is residing in and receiving care services provided by your operation. Page 2 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. • III. Damage to Premises Rented to You 1. The last paragraph of Section I—COVERAGES,COVERAGE A—BODILY INJURY AND PROPERTY,DAMAGE LIABILITY,Subsection 2.Exclusions;is deleted and replaced with the following: Exclusions c.through n.do not apply to: • a. Damage by fire, lightning,explosion,smoke,or leakage from automatic fire protective systems;and b. Damage caused by a "resident"; to premises rented to you or temporarily occupied by you with the permission of the owner.A separate limit of insurance applies to this coverage as described in Section III—LIMITS OF INSURANCE. 2. Section III-LIMITS OF.INSURANCE, Paragraph 6.is deleted and replaced with the following. 6. Subject to Paragraph 5.above,the Damage To Premises Rented To You Limit is the most we will pay under COVERAGE A for damages because of"property damage": a. Resulting from fire, lightning, explosion,smoke,or leakage from automatic fire protective systems,or any combination thereof;and b. Caused by a "resident"; to any one premises, rented to you or temporarily occupied by you with the permission of the owner. The Damage to Premises Rented to You Limit is the greater of: a. $1,000,000 for damages due to fire,lightning,explosion,smoke or leakage from automatic fire protective systems,or any combination thereof;or b. The amount shown in the Declarations as the Damage to Premises Rented to You Limit;and c. $25,000 for all other damages caused by a"resident". 3. Section IV—COMMERCIAL GENERAL LIABILITY CONDITIONS,Paragraph 4.b. Excess Insurance,Subparagraph (1)(iii) is deleted and replaced with the following: (iii)That is property insurance for premises rented to you or temporarily occupied by you with the permission of the owner. 4. Section V—DEFINITIONS, Definition 9."Insured Contract",Paragraph a.is deleted and replaced with the following: a. A contract for a lease of premises. However,that portion of the contract for a lease of premises that indemnifies any person or organization for damage by fire,smoke,or leaks from sprinklers to premises while rented to you or temporarily occupied by you with the permission of the owner is not an "insured contract". . i Page 3 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. 5. For the purpose of this For the purpose of this Coverage Extension, "resident"means a person who is residing in and receiving care services provided by your operation. • • • IV. HIPAA • 1. Section I—COVERAGES,COVERAGE B—PERSONAL AND ADVERTISING INJURY LIABILITY,Paragraph 1.Insuring Agreement is amended to include the following: a. We will pay those sums that the insured becomes legally obligated to pay as"damages" because of a "violation(s)"of the following regulations: (1) General Administrative Requirements(45 CFR§160 et seq.); (2) Administrative Requirements(45 CFR§162 et seq.);or (3) Security and Privacy(45 CFR§ 164 et seq.) as promulgated by the Department of Health and Human Services ("HHS") pursuant to the authority given to • HHS under the Health Insurance Portability and Accountability Act("HIPAA")as may be amended from time to time and to which this insurance applies. We will have the right and duty to defend you against any"suit","investigation" or"civil proceeding" by HHS to which this insurance applies. However,we will have no duty to defend you against any"suit", "investigation"or"civil proceeding"to which this insurance does not apply.We may,at our discretion, investigate any"violation(s)"and settle any"damages" arising out of such "violation(s)". But,the amount we will pay for"damages" and"defense costs"is limited as described in Paragraph 3-HIPAA LIMITS OF INSURANCE of this section of the Human Service General Liability Endorsement below. b. This insurance applies only if HHS notifies you in writing during the policy period of the"investigation"or the "civil proceeding". 2. The following exclusions are added to Section I—COVERAGES,COVERAGE B—PERSONAL AND ADVERTISING INJURY LIABILITY, Paragraph 2. Exclusions: This insurance does not apply to: a. Intentional,Willful,or Deliberate Violations Any willful, intentional,or deliberate"violation(s)" by any insured. b. Criminal Acts • Any"violation"which results in any criminal penalties under the HIPAA and any amendments thereto. c. Other Remedies Any remedy other than monetary damages for penalties assessed pursuant to HIPAA and any amendments - thereto. • Page 4 of 12 BH GL 011 02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. d. Compliance Reviews or Audits Any compliance reviews by HHS pursuant to HIPAA, and any amendments thereto,or any audits,whether or not requested by HHS. 3. HIPAA LIMITS OF INSURANCE With respect to the coverage provided by Section IV—HIPAA of this endorsement only,Section III—LIMITS OF INSURANCE is deleted and replaced with the following: a. The Aggregate Limit of$100,000 is the most we will pay for all"damages"and/or"defense costs"regardless of the number of: (1) Insureds; (2) "Civil proceedings"brought against you by the HHS; (3) "Suits" brought against you by the HHS; (4) "Investigations"conducted by HHS,or (5) "Violations"cited in such "civil proceedings"or"investigation." 4. With respect to the coverage provided by this Section IV—HIPAA only,Section V—DEFINITIONS is amended to include the following additional definitions: a. "Civil proceeding" means an action by HHS arising out of actual or alleged"violations" pursuant to HIPAA and any amendments thereto. b. "Damages" means civil penalties imposed by HHS pursuant to HIPAA and any amendments thereto. c. "Defense costs" means the costs incurred in connection with the defense of any"civil proceeding"or "investigation"or"suit" pursuant to HIPAA and any amendments thereto,including, but not limited to, legal fees and other defense costs. d. "Investigation" means an examination by HHS of an actual or alleged "violation(s)"of HIPAA and any amendments thereto. However,"investigation"does not include a compliance review. e. "Violation" means the actual or alleged failure to comply with the regulations included in the HIPAA and any amendment thereto. V. Medical Payments • If COVERAGE C—MEDICAL PAYMENTS is not otherwise excluded from this Coverage Part: 1. The Medical Expense Limit is changed subject to all other terms of Section III—LIMITS OF INSURANCE to the greater of: a. $20,000;or Page 5 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. b. The Medical Expense Limit shown in the Declarations of this Coverage Part. 2. COVERAGE C-MEDICAL PAYMENTS,Subsection 1.a.(3)(b) is deleted and replaced with the following. (b)The expenses are incurred and reported to us within three years of the date of the accident;and VI. Athletic Activities If COVERAGE C—MEDICAL PAYMENTS is not otherwise excluded from this Coverage Part: COVERAGE C—MEDICAL PAYMENTS,Exclusion 2.e.Athletic Activities is deleted and replaced with the following: e. Athletic Activities To a person injured while taking part in organized athletic events, not including practices for such events. VII. Employee Defense Coverage The following is added to COVERAGE A—BODILY INJURY AND PROPERTY DAMAGE LIABILITY, Exclusion 2.a. Expected or Intended Injury,and COVERAGE B PERSONAL AND ADVERTISING INJURY LIABILITY,Exclusion 2.a. Knowing Violation of Rights of Another: However,we will reimburse you for the sums that you voluntarily,reimburse to your"employee"for the reasonable and necessary defense costs that the"employee" incurs in order to defend himself or herself against criminal charges made against him or her, but this insurance only applies if: 1. The alleged acts out of which such criminal charges arise are alleged to have: a. Arisen out of and in the course of your employment of the"employee";and b. Been committed by your"employee" against a"client"; and c. Taken place during that period of time that the"employee"was employed by you;and d. Taken place during the policy period and in the"coverage territory";and 2. All the criminal charges are either dismissed without prejudice or your"employee" is found not guilty of all criminal,charges by a court of law. This exception does not apply to any reimbursement of sums that you voluntarily reimburse to your"employee" for the reasonable and necessary defense costs that he or she incurs in order to defend himself or herself against criminal charges made against him or her: 1. For any criminal charge(s)arising out of the ownership, maintenance,use or entrustment to others of any aircraft,"auto" or watercraft;or 2. For any criminal charge(s)where your"employee" receives anything less than either a complete dismissal with prejudice or a not guilty verdict on all charges,including without limitation,any deferred adjudication or similar finding of guilt that is held in abeyance for any reason, pending the completion of any remedial- activity such as community service or counseling;or Page 6 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. 3. For any type of civil charge(s)whatsoever. For the purpose of this Coverage Extension,"client"means a person who is under your direct care and • supervision, including but not limited to a"resident. The most we will pay under this defense extension is$25,000 aggregate limit. •VIII. Key and Lock Replacement—Janitorial Services Client Coverage SUPPLEMENTARY PAYMENTS—COVERAGES A AND B is amended to include the following: We will pay for the cost to replace keys and locks at the"business client's" premises due to theft or other loss to keys entrusted to you by your"business client". •The most we will pay under this additional coverage for all loss or damage in any one"occurrence"and in the aggregate is$10,000. - We will not pay for loss or damage resulting from any dishonest or criminal act committed(including theft)by you, any of your partners, members, officers, "employees", managers, directors,trustees, authorized representatives or anyone to whom you entrust the keys of a"business client"for any purpose,whether acting alone or in collusion with other persons. The following term,when used on this coverage only,is defined as follows: "Business client" means an individual,company or organization with whom youhave a written contract or work order for your services for a described premises and have billed for your services. IX. Additional Insureds Section II—WHO IS AN INSURED is amended as follows. 1. If coverage for newly acquired-or formed organizations is not otherwise excluded from this Coverage Part,Paragraph 3.a. is deleted and replaced with the following. a. Coverage under this\provision is afforded from when you acquire or form the organization until the end of the policy period. 2. Each of the following is also an insured: a. Medical Directors and Administrators-Your me tical directors and administrators, but only while . acting within the scope of and during the course of their duties as such.Such duties do not include the furnishing or failure to furnish professional services of any physician or psychiatrist in the treatment of a patient. • b. Managers and Supervisors—Your managers and supervisors,but only with respect to their duties as your managers and supervisors. Managers and supervisors who are your"employees"are also insureds for"bodily injury"to another"employee"while in the course of his or her employment by you or performing duties related to the conduct of your business. c. Broadened Named Insured-Any organization and subsidiary thereof which you control and actively Page 7 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. manage on the effective date of this Coverage Part. However, if other valid and collectible insurance is available to such organization or subsidiary, any coverage obligation will be limited as provided in Section IV.COMMERCIAL GENERAL LIABILITY CONDITIONS,4.Other Insurance. d. Funding Source-Any person ororganization with respect to their liability arising out of: (1)Their financial control of you;or (2)Premises they own, maintain or control while you lease or occupy these premises. This insurance does not apply to structural alterations, new construction and demolition operations performed by or for that person or organization. e. Home,Care Providers - Any person or organization under your direct supervision and control while • providing for you private home respite or foster home care for the developmentally disabled. f. Managers,Landlords,or Lessors of Premises-Any person or organization with respect to their liability arising out of the ownership,maintenance or use of that part of thepremises leased or rented to you'subject to the following additional exclusions: This insurance does not apply to: • (1) Any"occurrence"which takes place after you cease to be a tenant in that premises. (2) Structural alterations, new construction or demolition operations performed by or on behalf of that person or organization. g. Lessor of Leased Equipment—Automatic Status When Required in Lease Agreement With You—Any person or organization from whom you lease equipment when you and such person or organization have agreed in a written contract or agreement that such person or organization is to be added as an additional insured on your policy.Such person or organization is an insured only with respect to liability for"bodily injury","property damage"or"personal and advertising injury"caused,in whole or in part, by your maintenance,operation or use of equipment leased to you by such person or organization. A person's or organization's status as an additional insured under this endorsement ends when their contract or agreement with you for such leased equipment ends. With respect to the insurance afforded to these additional insureds,this insurance does not apply to any"occurrence"which takes-place after the equipment lease expires. h. Grantors of Permits—Any state,governmental agency or subdivision,or political subdivision granting you a permit in connection with premises you own, rent or control and to which this insurance applies, but only with respect to the following hazards: (1) The existence, maintenance, repair,construction, erection,or removal of advertising signs,awnings, canopies,cellar entrances,coal holes,driveways, manholes,marquees, hoist away openings, sidewalk vaults,street banners or decorations and similar exposures;or (2) The construction,erection,or removal of elevators;or Page 8 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. (3) The ownership, maintenance,or use of any elevators covered by this insurance. i. Vendors—Only with respect to"bodily injury"or"property damage"arising out of"your products"which are distributed or sold in the regular course of the vendor's business,subject to the following additional exclusions: (1) The insurance afforded the vendor does not apply to: . (a) "Bodily injury"or"property damage"for which the vendor is obligated to pay damages by reason of the assumption of liability in a contract or agreement.This exclusion does not apply to liability for damages that the vendor would have in the absence of the contract or agreement; (b) Any express warranty unauthorized by you; • (c) Any physical or chemical change in the product made intentionally by the vendor; (d) Repackaging,except when unpacked solely for the purpose of inspection,demonstration, testing, or the substitution of parts under instructions from the manufacturer, and then repackaged in the original container; • (e) Any failure to make such inspections,adjustments,tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products; (f) Demonstration, installation,servicing or repair operations, except such operations performed • at the vendor's premises in connection with the sale of the product; (g) Products which, after distribution or sale by you, have been labeled or relabeled or used as a container,part or ingredient of any other thing or substance by or for the vendor;or (h) "Bodily injury"or"property damage"arising out of the sole negligence of the vendor for its own acts or omissions or those of its employees or anyone else acting on its behalf. However, this exclusion does not apply to: (i) The exceptions contained in Sub-paragraphs(d)or(f);or (j) Such inspections,adjustments,tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or:sale of the products. 1 \ (2) This insurance does not apply to any insured person or organization,from whom you have acquired such products, or any ingredient, part or container, entering into,accompanying or containing such products. j. As Required by Contract-Any person or organization where required by a written contract executed prior to the occurrence of a loss.Such person or organization is an additional insured for"bodily injury," "property damage"or"personal and advertising injury" but only for liability arising out of the negligence of the Named Insured.The limits of insurance applicable to these additional insureds are the lesser of the policy limits or those limits specified in a contract or agreement.These limits are Page 9 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. included within and not in addition to the limits of insurance shown in the Declarations k. Owners, Lessees or Contractors- Any person or organization, but only with respect to liability for "bodily injury","property damage" or"personal and advertising injury" caused, in whole or in part, by: (1) Your acts or omissions;or (2) The acts or omissions of those acting on your behalf; • in the performance of your ongoing operations for the additional insured;or (3)When required by a contract. With respect to the insurance afforded to these additional insureds, the following additional exclusions apply: This insurance does not apply to"bodily injury"or"property damage"occurring after: (1) All work, including materials, parts or equipment furnished in connection with such work, on the project(other than service,maintenance or repairs)to be performed by or on behalf of the additional insured(s)at the location of the covered operations has been completed;or (2) That portion of"your work"out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project. I. State or Municipality—any state or municipality as required,subject to the following provisions: (1) This insurance applies only with respect to operations performed by you oron your behalf for which the state or municipality has issued a permit,and is required by contract. (2) This insurance does not apply to: (a) "Bodily injury," "property damage"or"personal and advertising injury"arising out of operations performed for the state or municipality;or (b) "Bodily injury"or"property damage"included within the"products-completed operations hazard". X. Duties in the Event of Occurrence,Claim or Suit Section IV-COMMERCIAL GENERAL LIABILITY CONDITIONS,Paragraph 2.is amended as follows. 1. Subparagraph a. is amended to include the following: 0 This condition applies only when the"occurrence"or offense is known to: (1) You,if you are an.individual; (2) A partner, if you are a partnership;or (3) An executive officer or insurance manager, if you are a corporation. Page 10 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. • 2. Subparagraph b.is amended to include: This condition will not be considered breached unless the breach occurs after such claim or"suit" is known to: (1) You, if you are an individual; (2) A partner,if you are a partnership;or (3) An executive officer or insurance manager, if you are a corporation. Xl. Transfer of Rights of Recovery Against Others To Us Section IV—COMMERCIAL GENERAL LIABILITY CONDITIONS,Paragraph 8.Transfer of Rights of Recovery Against Others To Us is deleted and replaced with the following: If the insured has rights to recover all or part of any payment we have made under this Coverage Part,those rights are transferred to us.The insured must do nothing after loss to impair them.At our request,the insured will bring "suit"or transfer those rights to us and help us enforce them. Therefore,the insured can waive the insurer's Rights of Recovery prior to an "occurrence", provided the waiver is made in a written contract. XII. Bodily Injury-Mental Anguish - Section V—DEFINITIONS, Paragraph 3. is deleted and replaced with the following: 3. "Bodily injury" means bodily injury,sickness or disease sustained by a person, including death, mental anguish, mental injury,shock or humiliation resulting from any of these at any time. XIII. Personal and Advertising Injury—Abuse of Process,Discrimination If COVERAGE B—PERSONAL AND ADVERTISING INJURY LIABILITY COVERAGE is not otherwise excluded from this Coverage Part,Section V-DEFINITIONS,Paragraph 14. "Personal and advertising injury" is amended as follows: 1. Subparagraph b. is deleted and replaced with the following: • a. Malicious prosecution or abuse of process; 2. Subparagraph e. is deleted and replaced with the following: e. Oral or written publication,in any manner,of material that violates a person's right to privacy. As used in this subparagraph, publication includes the unauthorized release of your client's or your customer's individually identifiable medical information. , 3. Section V—DEFINITIONS, Paragraph 14. is amended to include the following: h. Discrimination or humiliation against any third-party on account of religion, age, sex, handicap, appearance,health,mental disorder,marital status,race,color,creed or national origin,except when such discrimination or humiliation is: Page 11 of 12 BI-1-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. (1) Committed by,at the direction of,or with the knowledge of,you or any of your executives,officers or directors;or (2) Related,directly or indirectly,to your employment of any person or persons,or (3) Directly or indirectly related to the sale, rental, lease or sub-lease or prospective sales,rental, lease or sub-lease of any room,dwelling or premises by or at the direction of any insured;or (4) Insurance for such discrimination is prohibited by or held in violation of law, public policy, legislation, court decision or administrative hearing. The above does not apply to fines or penalties imposed because of discrimination. XIV. Amendment—Liquor Liability Exclusion—Exception for Fundraising events Section I—COVERAGES,COVERAGE A—BODILY INJURY AND PROPERTY DAMAGE LIABILITY, Exclusion 2.c. Liquor Liability is amended by adding the following subparagraph: This exclusionidoes not apply to"bodily injury"or"property damage"arising out of the selling,serving or furnishing of alcoholic beverages at any fundraising events. • • • • • • • • • Page 12 of 12 BH-GL-011-02/2015 Includes copyrighted material of Insurance Services Office,all rights reserved. OregonForward Program . . exit:,6-d- ,4-- (Formerly QRF Program) COSTING WORKBOOKS i-iatII\ T ,T a communication Tnamwoi'l; Professionalism Opportunity Enterprises, Inc. office:(541)973-2728 Far:(541)973-2729 Property Service License#40205 CCB License#218417 i May 3, 2021 Wes Hoadley , Maintenance and Safety Supervisor City of Ashland 90 N. Mountain Ave. Ashland, OR 97520 Dear Mr. Hoadley, Pathway Enterprises is requesting a pricing adjustment for janitorial services for the City of Ashland. The reason for the changes are as follows: -- • Incorporation of the updated Living Wage for the City of Ashland at $15.96 per hour. Supervisory wages were calculated at 1.3 times that of a worker. This resulted in a supervisory rate of$20.75.per hour. • Updates for supply expenses, fringe expenses, and agency overhead. • Floor services that were present in Municipal Courts were moved to the floor cost workbook. In total we are requesting an increase from $139,649.52 to $144,183.88 annually. This equates to an additional $4,534.36 for a 3.25% increase. I have attached the minimum cleaning standards that are in effect for this contract. The breakdown of this increase is as follows • Annual Janitorial Annual Floor Annual Costs Monthly Annual Pricing Price Allocation Price Allocations All Services Price Allocation City Hall22,270.09' 1,115.54 23,385.63 1,948.80 Community Development 26,766.94 2,231.08 28,998.02. 2,416.50 Municipal Courts ' 21,413.55 1,544.59 22,958.14 1,913.18 Police Department 33,405.14 4,805.40 38,210.54 3,184.21 Service Center 13,362.05 2,402:70 15,764.76 1,313.73 Street and Shop ,10,021.54 943.92 10,965.46 913.79 . Police Sub Station 1,670.26 2,231.08 3,901.34 325.11 $128,909.56 $15,274.32 . $144,183.88 $12,015.32 1600 Sky Park Drive Suite No.101 Medford,OR 97504 www.pathway-iuc.org infoepathway-iuc.org f athwayc .m..uicalion Teamwork Professionalism Opportunity Enterprises, Inc. Office:(541)973-2728 Fax:(541)973-2729 • I appreciate your consideration and look forward to another year serving the City of Ashland. Sincerely, Richard Simpson Commercial Contracts Director Pathway Enterprises, Inc. Cell 541-601-4550 Office 541-973-2728 1600 Sky Park.Drive Suite No,101 Medford,OR 97504 ww w.pathy ay-iuc.arg info pathway-inc.org 1 • OregonForward Program ' . . I (Formerly QRF Program) . • COSTING WORKBOOKS Costing Workbook • • For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program ni -yam,0',c �Cwa �,.iit- t, ur, �}{,`; .i` N.,-1'‘'''' i.._n+41 i..^..� F ll • '� 1� e 1 y,r y . am. .{. . . .a-1 7�...,f-"_ ., +9^ • • • / fti _F� s<T 4•'r`r/ 1p •$S9 Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services . • 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503)378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services revised:4/5/2011 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to. be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment&tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to prodyce 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 eathway;Enterprise"s, Inc _ Project Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $. 4,888.75 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 1,671.27 Subtotal 1 •$ 6,560.02 Labor Direct Labor (from labor daily worksheet) $ 88,833.05 Overhead See Overhead Worksheet $ 25,781.91 Delivery Transportation (from Trans&Reserve worksheet) $ • - Total Before Margin-$ 121,174.99 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $ 7,734.57 • • Total Bid Yearly $ 128,909.56 Monthly $ • 10,742.46 Work Area Wages'used in this proposal are based on the City of Ashland Living Wage for 2021 -2022. • 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 0 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 r Per Use/Per Item Manufactured-Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Arsenal#10 Top Clean $ 0.93 100.0000 '$•,F 93:000000 $ .. 1,116:00'. 2 Arsenal#2 Window Clean $ 0.82 20.0000 $'•-,''_;:., .16.400000. $ ' .. '196.80': 3 Arsenal#5 Restroom Cleaner $ 0.67 20.0000 .$ ,13:400000 $ •, ..'160:80 4 Arsenal#6 Vindicator • $ 0.95 40.0000 .$i.,. 38:000000 ,$ ' •'456.00' 5 Barkeepers Friend Liquid $ 4.25 6.0000 ,$': :', . "25:500000. $ -:..306:00 6 Chewing Gum Remover $ 3.74 1.0000 '-$r - .. 3.740000 $ ". ,44:88 7 Stay Brite Stainless Cleaner $ 3.95 1.5000 -$''' ': 5.927500 $ . ,71:13 8 Take Down Fresh and Clean $ 20,53 1.0000 $ .`, 20.530000 $ , ' 246.36 9 Wenco Aero Glass Cleaner $ 2.24 4.0000 .$: . . 8.960000 $ ' 107.52. 10 Ziz-O Paste $ 5.94 1.0000 $i'i : 5:940000; '$:•'.; ': ` -71.28 11 Angler Broom $ 5.90 1.0000 '$;: '.'5.900000 '$ ' -, ,..':,'.70.80', 12 Cleaning Terry Cloth Rag $ 0.49 50.0000 _$` :.: • .24.375000` '$ .':" '. '. 292;50: 13 Dust Mop 36"Frame $ 3.20 0.5000 $ 1.600000 .$- - •' ' ' , 19.20, 14 Dust Mop Handle $ 6.80 0.5000 ,$:. " " - 3.400000 '$. ..• ' •. ••- ,40:80 15 Dust Mop Head 36" $ 8.27 1.0000 •$;-., • '' 8.270000. $ -' 99.24•. • -16 Dust Pan $ 2.65 1.0000 $..._ - - '.:'2:650000. $ .. . 31.80 17 Easy Adapter hose $ 22.08 18 High Rise Duster $ 9.32 1.0000 '$; • . 9.320000 5 . ' ' 1.11:84 19 Melamine Erasing Sponge(24) $ 27.50 0.2500 $, 6.875000 .$ • ' ;''.82.50 20 Ninja T Bar $ 3.38 0.5000 '$' , . • 1.691000' $ ' ••• 20.29- 21 Pro Guard Nitrile Gloves(1000) $ 45.29 1.0000 $ '" •45.290000 $. : ' 543.48 22 Scour Sponge White(Case) $ 38.30 0.2500 $:" .;.=,'• 9:575000 •5 - :' . 114:90.. 23 Toilet Brush $ 1.83 2.0000 $ .:- ' .3:66' $ . '. • •, 43.92 24 Trigger Sprayer w/Bottle $ 2.40 5.0000 $, ' 12.000000' `$' -•144'.00' 25 Unger Micro Washer Sleeve $ 1.95 1.0000 $:< , • 1:950000'.: '$ ,;• 23:40 26 Mop Head $ ' 9.35 1.0000 $ . ' ' :,'9.350000' $ . . '- 112.20 27 Mopster W Fluid Resevoir $ 44.63 - 0.0833 '$ -3.717679 $ 44.61'., 28 20"Black Strip Pads $ 3.58 $ $ 29 20"Brown Strip Pads $ 3.74 30 20"White Polish Pads $ 4.26 31 3m Square Scrub Turf Pad $ 43.22 32 60"Handle $ 7.30 $' - $ ,- 33 Deep Six Defoamer $ 12.11 $''. $ 34 doodle bug pad $ 2.26 $r - - $. _ -- 35 Double Diamond Floor Finish $ 14.01 $ - • $ - 36 Arsenal Nuetralizer Packs $ 0.29 $ $.• ._:. 37 Easy Shine Reusable Pouches $ 10.61 38 Folex Carpet Spotter $ 13.25 39 Heavy Duty Stripper $ 18.45 40 Sensor Bags(10 Pack) $ 15.14 1.0000 $ ' ':15.1.40000 '$ ' 181.68 41 1 Pro Team Vac Pack Bags(12 Pack) $ 18.56 $'. .. $ - 42 Brute Caddy Bag $ 22.47 0.5000 '•$,.< - . 11.235000 $ ` - 134.82. 43 $ r . .__ $ 44 $t. :$ .- 45 '$. ... -' $ ' _. .. -. 46 $''', $ -. 47 48 $- , • $ ' - 49 r$ $ 50 $r i$, Total I5 4.0.7.3.961.79 $ ,' . •' :888.751 'Areas in'green are formula driven : Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. DAS Form#12 J Revision 10-03 Page 2 Supplies Sheet RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Cost per Burnishing/Floor machines Carpet extractors Description Time Times per Year Blind cleaning machines Auto scrubbers $. Sweepers Mop buckets and presses $ - - _ If any of this equipment is used on more than one project,be sure to include only that portion of $ the cost associated with this project. $ $ - $ - Note:Any asset purchased with grant money is not eligible for depreciation,however,the _$'.- , - cost to maintain the asset is an allowable expense and should be listed. $, - $, $ $ _ Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Brute Rubbermaid Can/Dolly $ 100.72 36 --12 33% '$' -33.57 100% $ 33.57 . 6 $ '.• : 201A4' 2 Easy Shine Applicator Kit $ 376.48 12 12 ' ' 100% $.. 376.48 109%'$ '376.48 $ _ - - 3 Pro Team Back Pack Vacuum $ 428.00 36 12. 33% $ - 142.67 100% $ 142.67 $- 4 Sensor XP15 Upright Vacuum $ 561.88 36 12 • 33% 5 ' 187.29. 100% 5. 187.29 6 $. • ' 1,123.76' 5 Wave Break Down Press Combo Mc $ 76.72 36 12. 33% $ - 25.57 100% 5.. 25:57_ 10 $ •• - 255.73. 6 SC351 SCRUBBER $ 2,812.00 60 12 20% $', 562.40 100% $ 562.40 $. 7 NAUTILUS EXTRACTOR $ 3,928.00 60 . 12 20% $ ..785.60 100%.$ 785.60 $ . 8 ROSS 700 . $ 2,590.00 60 12: ' ..20% $ '518.00 100% S.516.00 $ . - 9 CRB PRO 45 $ 2,738.00 60 '. 12. 20% '$.- '547.60 100% .5 .547.60 $ •. ..- 10 Buffer Shroud $ 475.00 24. _ - 12 50% ,$ .237.50 100% $ 237.50 $ 11 Square Scrub $ 4,500.00 60 • • .12 • _ '20%:$• .-..900.00 100% $ %900.00 $ 12 Buffer 20"w/tank $ 2,400.00 60 „ .12 •: ,20%'$ ; .480.00 100% 5 '480:00 13 Wet/Dry Vac $ 1,250.00 36 . • 12 ., '33% $ 416:67 100% $!.416:67'. 14 Cadet Carpet Extractor $ 2,250.00 60 - 12 " •: •20% $ 450.00 100% $ 450.00. $ 15 Cordless Backpack - $ 1,215.00 36 12•, 33% $ 405.00 100% $ 405.00 $.. 16 Cleaning Cart $ 135.50 36 12: '33% '$' 45.17. 100% '5''-45.17.. 2 $5'. . .90.33 17 • 12 .' -. 18 - 12 ' • ' _ 19 . "12 . . 20 12 - 21 ' 12 .. 22 12 . 23 12' - . .. • - 24 12' . .. . 25 12 - • ' Total $ .`-1,671.27 Afeas,in.green are.formula driven. Useful Life of Assets=What is the estimated useful life of the equipment in months • Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. . Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note:100%would be an item used only for this contract.) Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. #of Units=Multiply by units needed to complete the contract/service. ' Annual Cost=Computed by project unit cost times the number of units. Work Area • DAS Form#12 J ° Revision 10-03 .' Page 3 Equipment Tools • LABOR Oregon Department of Administrative Services Direct Labor • Project Costing Worksheet Pathway Enterprises,Inc 0 • Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annualgotal Annual Hours Description Hours Rate ductivity Total t total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ Subtotal 5 Item Labor Per Yr. Labor Labor 1 City Hall 2.50 $15.98 100%'0 39.80 0.0765 $ -`3.05. 2.60%-5• 1.04 1.42% $- 0.57 28.00%_ 1 11:17.'$ "-55.73 208 5. -•1:1,591.49 • 520:0. 2 Comm Dev. 2.50 $15.98 100%"g- 39.90 0.0765 $ 3.05. 2.60% 0' 1.04 1.42%.$ -- 0.57 28.00% 5' - " 11.17,_$' 55.73 250 $ ' 13,832.08' '825.0. 3 Municipal Courts 2.00 $15.98 100% $ '31.92 0.0765 $• •2.44 2.60%$ 0.63 1.42% $' '0.45 28.00% $ ' ..:8.94 5. 44:58 250 -5: ''.14;145:67 . _ _500.0 4 Police Department 3.00 $15.96 100% $ 47.88- 0.0765 $ 3.68 2.60% $ '1.24 1.42% $ 0.68 28.00% $--'.' .13.41 E 66.87: 260 $ 17,387.24.-` -• 780.0 5 Service Center 1.50 $15.98 100% $ 23.94 0.0765 $ '1.83. 2.60% $ 0.62 1.42% $ 0.34 28.00% 8' ' '1.70 5- '33.44' 208 $' " 8,954:90': ' 312.0 6 Street and Shop 1.50 515.96 100% $ 23.94 0.0765 $• 1:83 2.60% $ 0.62 1.42% 3• "0.34 28.00% 5.' - 6.70-5 . 33.44. 156-5'.-.'5,216.17 : '234:0 7 Police Sub Station - 0.75 $15.96 100% 5 11.97- 0.0765'$ 0:92 2.60% S'.0.31 1.42% -$_ 0.17 28.00% 9 - --3.35 $-•16.72 52 $ • 869.36 .•' 39.0' 8 $ $ - $ $ _ - §. s _0.0 . 9 Supervision 3.00 $20.75 100% 5- 62.25 0.0765.$ 4:76 2.60% 5.'1.62, 1.42% $ 0.88' 28.00% 5-' ' ,17.43: $ 88.94 250 $ ..21,736.14-' '750.0 10 5• .-', $ s'.. _ §.. .-.: $' $ :$c. 11 '$ '_.-. 9'' ,$' _ $' -$• E'. $.' _ 0:0 12 $ '$:. $1' § $ $ 5'.':•. 0:0 • 14 $ _ - _5 $ ° 0.0 15 .$ - $ $ $. • - 16 $ 17 - 18 $' -'- 5. - 19 $ § '5' = 20 21 22 s--:, $ $' § _. 5,- - _ . $ - _ 23 24 .5 - $ - .$- - $ : -• $ - $.• 5;, • _ ' - • 0.0 25 5 --.. '$ : - 26 $ ._ 5: - .5. - - $- _ $. •$_ - :3' ._,,.:-.'- .70:0' 27 $' - $ $- - 5 - $ ---' $. - $' . '._:/::,.1- ''....•.0.0 . 29 $ $. §__ .$ §.-..: r'._ s-.' •_' $' :... `' t,_'..-..0.0 30 '5' :$ 5., $ - 5. r. - _ §.,. _, •$ .= .. : 0.0 Total $ 393.45 Total $- .86,833.05' 3;760.0 • Areas in greeri are formula driyen.:, •List"Other Benefits"Provided Work Hours=Breakdown total"work hours°(see Overview)into hours or partial hours required per time or per item. Health Insurance 16% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. PTO 6% Subtotal 2°Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% • Subtotal 3°Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other 2% Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. i Subtotal S=This column maybe a combination of both Other Benefits%and Other Benefits Monthly$, , Daily Per Item Labor-The sum of subtotals 1,2,3,4,and 5 Times Per Year-This is the days or shifts worked per year i I Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated Other Benefits Mo,$=time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. For purposes of costing a project,it's important to distinguish between direct and Indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is specifically Identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of theirtime in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would Include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. Direct labor is best expressed as'work hours'.That Is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to Identify the work and break It down Into its component tasks.The description of work or specifications In the contract is the place to start.Once the component tasks are Identified,the next step Is to estimate the time that will be required to accomplish each task.Since this estimated time may be In minutes or even seconds,the times must be compiled Into a Per-Time or Per-Item direct labor cost estimate.For example,Ina custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing foam,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents the total number of hours per service.That figure is the required'work hours.°This numberwi8 stay the same regardless of how many people are working.For example,8'work hours°can be accomplished by I person working at 100%productivity for 6 hrs.(1x8=8),ort people working at 100%productivity for4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity fort hrs.each.(8x50=4,4x2=8) Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a'prevailing wage.'Check the cantractl Also,be sure to add the appropriate'Other Payroll Expense°(OPE)for your organization onto the wage. Matching FICA ' Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) Alter you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the , annual cost by 12(in this case you get$1733.33/month). DAS Form#12 J Direct Labor Sheet Revision 10.03 • Page 4 OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris 0 There are many different ways organizations allocate overhead internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc). In the space provided below,indicate how your organization allocates overhead to this particular contract,what items go Into your overhead,and what that overhead amount is(whether as a percent or exact amount) • Percent of Total Cost Method: (FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product,or providing asenriee,acertain percentage of that dollar is required for overhead.To calculate the overhead percentage,it is best to have financial records for your organization that go back a year or more.Add together the expenditures that make up the overhead cost(see worksheet below). Now add this figure to the Raw materials,Direct labor and 1. Enter Overhead as-a Percent of Total Costs - _ Delivery fora total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. -- -•. -- - -. . . - 20.00%l If financial records are not available estimate the overhead expenses as best you can,estimate other costs as best you can,and use the same formula to get a OR Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overread in the box if you are confident that you can allocate overhead items to this particular project.You can use the Worksheet as a tool(if needed) to identify your costs. 2: Enter.Allocated Overhead as a Dollar-Figure Sum I Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below. Line Items which are not detailed below should be Input into the cells marked OR "other;please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to the current year budget Next,Input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which can be classified 3.Overhead as a Percent of Total Direct Labor Hours ••. as management or administrative costs.(Including these costs into the direct labor hour total will deflate the actual costs.)The worksheet well 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 I 3,760 Total Assigned Overhead I$. " - Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 224,660.00 Agency Revenue=$7,447,389"""^""Total Overhead=$1,524,647"."^4 1,524,647!7,447,389=20% Management Payroll Tax Expense $ 11,832,00 Management Medical Insurance - $ 35,850.00 Management Pension Plan Expense $ 7,450.00 • Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 • Sales&Administrative Medical Insurance $ 106,244.00 - Sales&Administrative Pension Plan Expense $ 23,500.00 Office Rent $ 33,600.00 Advertising and Public Education $ 21,261.00 $ 4,800.00 • Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 Professional&Accounting/Audit Fees $ 18,279.00 Training&Worker Safety $ 6,850.00 $ 825.00 Insurance $ 32,414.00 Telephone $ 8,500.00 $ 7,350.00 Utilities $ 14,035.00 $ 3,450.00_ Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ 15,330.00 Depreciation-office equipment $ 24,350.00 . Repairs&Maintenance-office $ 78,500.00 Cleaning and Maintenance $ 45,600.00 Office Equipment Rental $ 7,427.00 • Office Supplies $ 3,675.00 $ 650.00 Postage&Freight $ 28,750.00 $ 450.00 Rehab Miscellaneous Expense Bad Debts GohlracLManagernent,Fee.. - $ 157,932.00_ interest Expenses- - ' - ` , $ 16,337.00 Other.' • • •Other..' TOTAL INDIRECT COSTS' '-5 981,562.00 .$ 522,035.00 CPI Fetter 1.40% 1.40% Total I-$" • . • 1,524,647.36 I ' DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery &Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc Project Costing Worksheet 0 The State of Oregon reimburses employee use of their own vehicles on State business by the mile. The amount reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA web site. This standard reimbursement is the standard_for QRF cost calculation. Gas, oil, vehicle maintenance and repair are considered part of Delivery costs.The labor required (the driver and the workers if they are on the clock), should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the"Equipment, Tools&Subcontracts" spreadsheet or"Trans& Reserve" spreadsheet within this workbook. It is not permissable to capture costs in both spreadsheets. • It is permisible to use this spreadsheet to capture vehicle costs for the following situations: (a)Transporting the individuals who will perform the service to the location where the service will be provided. (b)Services dependent on vehicle in the provision of that service. GSA-Privately Owned Vehicle(POV) Mileage Reimbursement Rates Services Contract Miles Per Rate Per Daily ' Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 $ - $: 2 $. •3 $ :.; .- $ • .,. 4 $.. - $ • .. - 5 $ • $ _ • 7 $ =',.' •:-: $ - 8 $••. .$ 9 .$ - $.. - 10 Margin The law allows a"margin held in reserve".The margin% can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project.Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)will have to be justified to DAS. • Enter as a% of total cost of contract 6.0% • Work Area DAS Form#12J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program y I ( \ /� i,1 `.� 4`,.''''.:'13‘..,'-, . , ^r: L, am " S {. -11 _ i t n �Y i� V mo i-' +�` S N 1,74.,."-.1.`4'. v-; '+. '— ,..'�. I. c y t d1 , 'li l 1 I • t.1, ' (`.,`' a Jy e [.L `�'ea��.4i�e'��5��,.^Aar^�lB c'3es e9 ..,, x,�. - 4 ...f.:,.$.!/:.1.6:45/. .:,. ./„(T > ( G, �.J',,FI r 'k :n.);..1-',"-:-.. • �:DA. 4_5`3 Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 . Salem, Oregon 97301 (503)378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services revised:4/5/2011 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name. The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment&tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway+Enterpr:.ises Inc: • 1 Project 'City of.'Ashland.Facihty>Floors 2;1-22_ L , , Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) •$ - 2,191.02 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 1,639.86 Subtotal $ 3,83087 Labor • Direct Labor (from labor daily worksheet) .$ • 7,472.12 Overhead See Overhead Worksheet $ 3,054.86 Delivery Transportation (from Trans&Reserve worksheet) _'$ Total Before Margin .$ 14,357.86 Reserve • Margin Held in Reserve (from Trans&Reserve worksheet) $' . 916.46 Total Bid Yearly $. 15,274:32 • Monthly $ 1,272.86 Work Area Wages used in this proposal are based on the City of Ashland Living Wage for 2021 -2022. 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 21-22 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 pperform the service each month,but also Equipment&Tools.In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. • A custodial contract,for example,,may require the following for month-Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per.Item Manufactured-Supplies • Item Unit Units Needed Monthly Annual • Price • Per Month Cost Cost 1 Arsenal#10 Top Clean• $ ' 0.93 l'$:-• . '. .-:,•-.'..2:12••,'.l:$' -. ' 2 Arsenal#2 Window Clean $ 0.82 3 Arsenal#5 Restroom Cleaner $ 0.67 '$ ':: :'. N-, : .. .-,.$ 4 Arsenal#6 Vindicator $ 0.95 i V•• - $•` , 5 Barkeepers Friend Liquid $ 4.25 ''$ ' ,• $ :_a '' ':\• 6 Chewing Gum Remover $ 3,74 $'. .'$-," 7 Stay Brite Stainless Cleaner $ 3.95 -.0.±.--• :"..:. `. - .•':. $•..; - ::':: - 8 Take Down Fresh and Clean $ 20.53 :$i-.: '" _ : - ' ,$ -.-:':,i:. - 9 Wenco Aero Glass Cleaner $ 2.24 0' • , 5 •$ , :"_':.'':;,`='• : 10 Ziz-O Paste $ 5.94 $•''`,, . • '',-:;•.] .$' ,, "` :':$ $',., - '- 11 Angler Broom $ 5.90 ,,:,.:'-1•:, 12 12 Cleaning Terry Cloth Rag $ 0,49 i'.$,'::,,,:•!. ,•_!.'i.::-',' •-'. • $• 13 Dust Mop 36"Frame $ 3.20 :$ - - , $ - -, ' 14 Dust Mop Handle $ 6.80 - 15 Dust Mop Head 36" $ 8.27 $' - - . .; $ : ' . .: ; ,-.• 16 Dust Pan $ 2.65 17 Easy Adapter hose $ 22.08 I-,$:' 18 High Rise Duster $ 9.32 ,,.$' :'-:•:,• -". _ : '$:. - 19 Melamine Erasing Sponge(24) $ 27.50 '$.. `-. - '".':.•' V-- : ', • , - 20 NinjaTBar . $ 3.38 21 Pro Guard Nitrile Gloves(1000) $ 45.29 '$ .- '. .$ - ,::. ::: ::- 22 Scour Sponge White(Case) $ 38,30 ,$`,-- --. $ .. =_ 23 Toilet Brush $ 1.83 $ 24 Trigger Sprayer w/Bottle $ 2.40 25 Unger Micro Washer Sleeve $ 1,95 ',$%: • -- --• $•:"'' .--• • ,":.""-,:-; .:- - 26 Mop Head $ 9.35 0,5000 '$. 4.675000' ,$: --.; 56:10 27 Mopster W Fluid Resevoir $ 44.63 $. $• - 28 20"Black Strip Pads $ • 3.58 .3.0000 3$ • ;;10.740000,'$ .••, ,::128:88' 29 20"Brown Strip Pads $ 3.74 2.0000.;$r' . ±',7.472000 •$'- _. '•••:-,89.36 30 20"White Polish Pads $ 4.26 2.0000 i$'..; - - . •:8.520000•:$,- - :,-..,:1102:24' 31 3m Square Scrub Turf Pad $ 43.22 0.0833 i$; .•3.600226' $ ' •43:20' 32 60"Handle $ 7,30 0.1667 .;$''-.•:.:,"'= --1,216910 •$', -• 2'._••• . :`.14:60,- 33 Deep Six Defoamer $ 12.11 0.2500 •$' '.3:027500. t.$- t.- 36:33:. 34 doodle bug pad $ 2.26 2.0000 ,$`' 'r•:,4.520000 $ ; . 54.24 35 Double Diamond Floor Finish $ 14.01 5.0000 ;$,.-. '' - .'70.050000. .$ . "840.60' 36 Arsenal Nuetralizer Packs $ 029 5,0000 i$r •, ;:` ;1.450000' $: ; '.'.17:40: 37 Easy Shine Reusable Pouches '$ 10.61 0.2500 I'$..:-•:••• :"2.652000'.i$';•• :'_•:`':_ :::`31:82. 38 Folex Carpet Spotter $ 13.25 2.0000 i$ s- ' :'',;26.500000 $ - '318'.00 39 Heavy Duty Stripper $ 18.45 2.0000 :$` . , • .36.900000 ..$'::'---.,••• ::442.80 40 Sensor Bags(10 Pack) $ 15.14 0.0833 :-$;.. .;--_'. '''."• 1.26.1162 $,'-•.: : : ::.15:,13' 41 Pro Team Vac Pack Bags(12 Pack) $ 18,56 $ ` '.,. $,': '=:.- , 42 Brute Caddy Bag $. • 22.47 i 43 i$'•, .• .$ • _ ,> -.,_ ' 44 45 46 47 , '$ ,:` - • ,$' - . .r+•_:-, 48 $" - ':$: `'~ -. 49 • i$,,,•-, . $,.' - 50 !.$•:u $ Total 3:$ ":;•:;[..---:••••=.1 82.584798'.,$:.-: .'•: 2,191`:02' :Areas intreenzare forrt uis;driven.; :•. Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. DASForm#12J Revision 10-03 Page 2 Supplies Sheet . RAW-MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors - Project Costing Worksheet Pathway Enterprises,Inc - The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Cost per Burnishing/Floor machines Carpet extractorsDescription Time Times per Year Blind cleaning machines Auto scrubbers Sweepers Mop buckets and presses g, If any of this equipment is used on more than one project,be sure to include only that portion of $ the cost associated with this project. $' $' -- $. - - Note:Any asset purchased with grant money is not eligible for depreciation,however,the •$ . . - cost to maintain the asset is an allowable expense and should be listed. $ . - - • $, - $.-...=: $. .. - $•' _ Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Brute Rubbermaid Can/Dolly $ 100.72 36 '12 - -33% "$- - -33.57 20% $. -6.71- .5 - - - 2 Easy Shine Applicator Kit $ 376.48 12 12 `.100% -$ ' 376:48. 20%,$ 75.30 $- - - 3 Pro Team Back Pack Vacuum $ 428.00 36 . 12 . '33%-5. 142.67. 20%':$ ..28.53 $•.- 4 Sensor XP15 Upright Vacuum $ 561.88 36 12 ' 33% .$-• .187.29 20% $ 37.46. 1 $_, - 37.46.- 5 Wave Break Down Press Combo Mc $ 76.72 36 • 12 ' - '33% $ ','25.57 20% $ 5.11 3 $ • 15:34 6 SC351 SCRUBBER $ 2,812.00 . 60 • 12 ' ' • 20% ,$.- 562.40. 20% '$''112.48 1 •$. .112,48' 7 NAUTILUS EXTRACTOR $ 3,928.00 60 ' 12 • .- ,20% .$ 785.60 20%'$ 157:12' 1 5" .`-157:12. 8 ROSS 700 $ 2,590.00 60 - 212 - •'. 20% $: -518:00. 20% $ 103.60 1 $.- -. :' .103.60. 9 CRB PRO 45 $ 2,738.00 60 .- :--12 .; :20% .5 --_547.60 20%'$ .109:52 1 $' .109.52 10 Buffer Shroud $ 475.00 24 . :12 '50%'-$ 237.50 20% $.- 47.50. 1 $ ..' . -.-•47:50. 11 Square Scrub $ 4,500.00 60 12 : ' 20% $ 900.00 20% $ .180.00 1 .5, - • - 180.00' 12 Buffer 20"w/tank $ 2,400.00 60 • 12 :. •.. :20% $ 480.00 20% $-'96.00' 1 $, "-:96.00' 13 Wet/Dry Vac $ 1,250,00 36 " 12 ": 33% •$- .416,67 20% $• '83,33 1 $:'= _ ' >83.33. 14 Cadet Carpet Extractor $ 2,250.00 60 - 12 - 20% •$ 450.00 20% $•.'90:00 1 '$:"_- .-r'.- -.-90:00 15 Cordless Backpack $ 1,215.00 36 12' . 33% $ 405.00 20% '$ .81:00 $" 16 Cleaning Cart $ 135.50 36 12. ' 33% $ 45.17 20% $ '..9.03 $; 17 12 18 Periodica Van $ 36,450.00 72 " • 12 ' ' 17% $ ,6,075,00 10% $' 607.50 1 $ .' '607.50 19 .. .12 20 - • 12 •. - 21 12 . 22 .12. . - , - 23 12 - ' 24 1P ' 25 12 . . - ' Total $ . ';1,639.86 Areas irr green are.formuladriven. Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note:100%would be an item used only for this contract.) Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. #of Units=Multiply by units needed to complete the contract/service. Annual Cost=Computed by project unit cost times the number of units. • Work Area • DAS Form#12 J Revision 10-03 Page 3 Equipment Tools LABOR Oregon Department of Administrative Services ' Direct Labor Project Costing Worksheet • • Pathway Enterprises,Inc City of Ashland Facility Floors 21-22 • Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate declivity Total 1 Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal 6 Item Labor Per Yr. Labor Labor 1 City Hall Carpet 11.00 $15.96 100% $175.56. 0.0765 $ 13.43" 2.60% $ 4.56 1.42% $_"_ '2.49 28.00% -5' 49:16--s:245.20. 2 $' ' 490.41 "' , 22:0 2 City Hall Hard FL 2.00 $15.86 100% $ 31.92 0.0785 $ 2.44 2.60% $ 0.83 1.42% $ " 0.45 28.00% _$ '-8.94 $ 44.58' 2 18 _ 89.17 - _4.0 3 Comm Dev Carpet 22.00 S 15.96 100% $,351.12 0.0765 $ 26.88 2.60%rS 9.13 1.42% $ 4.99 28.00% $ - 98.31 '$ 490:41 2.5 '980.82 ' _ •44.0 .. 4 Comm Dev Hard FL 4.00 $15.96 100% $ 63.84 0.0765 $ -4.88 2.80% $•-1.66 1.42% .$ 0.91 28.00% $. : 17.88 $: 89:17 2 $• 178.33' .a.0 5 Courts Carpet 8.00 $15.96 100% $127.68 0.0785 $ 9.77 2.60% $ '3.32 1.42% $ : 1.81 28.00% $ 35!75 $ 178.33 4 5• '-•713.32 • - 32.0 • 8 Courts Hard FL 2.00 $15.96 100% $..31.92 0.0765 $ -2.44 2.60% $' 0.83 1.42% $ ' 0.45 28.00% S . '-8.94' $ --44.58. 2'S -89:17. 4:0. 7 Police Carpet 12.00 $15.96 100% $191.52- 0.0765 $ •14.65 2.60%•5'-4:98 1.42% $ 2.72 28.00% 5 .' 53.63• $.:287.50 2•$' -.534.99 • 24.0. 8 Police Hard FL 32.00 $15.96 100% $510.72 0.0765 $ 39.07 2.60% $ 13.28 1.42% $ '7.25 28.00% -5' - 143.00 $ `713.32 2 9 -1.428:65 ' - 64.0. 9 Police High Speed 1.00 $15.96 ' 100% $ 15.96 0.0765 $ "1.22 2.60% $ 0.41 1.42% $ 0.23 28.00% $ •4.47 $ 22.29 24 $'- 534:99 - ' 24:0 10 Service Ctr Carpet 8.00 $15.96 100%.$127.68. 0.0765-$ 9.77 . 2.60% 5' 3.32. 1.42%,$- _ 1.81• 28.00% $ -.'35.75 .9 178.33 2 $ .'356.66' 16.0 11 Service Cir Hard FL 20.00 $15.96 100% $319:20 0.0765'$ 24.42 2.60% $ '8.30 1.42% $- '4.53 28.00%s $ . "89.38. $ 445:83 2'5891.65' - 40.0 12 Streets Carpet 1.00 $15.96 100%$-_15:96. 0.0765 $ .1.22' 2.60% $'.'0.41 1.42% $ .'0.23 28.00% 5' •:':4.47` 9. '22.29. 2 $ . '44.58 '20; 13 Streets Hard FL 10.00 $15.96 100% 5-159.60 0.0765"$ '12.21 2.60% $''4.15 , 1.42% $. '2.27 28.00% '5' • 44.69' $ '222.91 2 $• '- 445.83 `20.0. - t40.0- 15 $' •9-- $ _: 16 Supervision 12.00 $20:75 100% $249.00. 0.0765 $. 19.05 2.60% $ 6.47 1.42% $- X3.54' 28.00% -$ 69.72. 5,347.78 2 $ _ -.69556 24.0 17, $, _ 5.. - -5 - 5: _ $ $_ 5 _ J .0:0: r- 19 0:0 19 5' •- ' =9' --_ '0.0 20 5 $ - '$`. - 5' , - $ 21 $- $. $'r.• . 22 $ . $ _ ._ $-' z $ 23 S.. ._ $ _ 5- 24 $-' $ - _$ - $, $ 25 `$: 26 5r,'- $ $ '.- $ 5:- $ .$- 28 $. $ -- $• -- $ _5' •--;5 .. 5.., _ --- - o:o' 29 . $. - $ -• $•_"- -s _ 30 $ - $ - Total 5 3.312.53. Total $ '7,472:12 _- 328:0 'Ares'in green are formula driven:... List"Other Benefits"Provided Work Hours=Breakdown total''work hours°(see Overview)into hours or partial hours required per time or per item. Health Insurance 16% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. PTO 6% • Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. ' Other 2% Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance 1. • • Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. Subtotal 6=This column may be a combination of both Other Benefits%and Other Benefits Monthly 5. • - . Dotty Per Item Laborm The sum of subtotals 1',2,3,4,and 5 . Times Per Year=This is the days or shifts worked per year Annual Total Labor= Times per year multiplied by dally/per item labor Annual Labor Hours=Work hours multiplied by times per year • Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated Other Benefits Mo.5=time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. For purposes of costing a project,It's Important to distinguish between direct and Indirect Tabor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which is specifically Identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, . In the indirect labor portion of Overhead. Direct labor is best expressed as'work hours'.That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to Identify the work and break It down Into its component tasks.The . descriptor of work or specifications In the contract is the place to start.Once the component tasks are identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be In minutes or even seconds,the times must be compiled Into a Per-Time or Per-Item direct labor cost estimate.For example,In a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing Floors,etc.(be sure to account for time between jobs also).Next,estimate the lime required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure Is the required'work hours.'This number will stay the same regardless of how many people are working.For example,8'work hours°can be accomplished by I person working at 100%productivity for 8 his.(1x8=6),ort people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity fort hrs.each.(ex.50=4,44=8) Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based en productivity,require you to pay • a'prevailing wage.'Check the contract)Also,be sure to add the appropriate-Other Payroll Expense'(OPE)for your organization onto the wage. Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) Alter you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case-you get$1733.33/month). DAS Form#12 J Page 4 Direct Labor Sheet Revision 10-03 ' • OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Facility Floors 21-22 There are many different ways organizations allocate overhead internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc). In the space provided below,indicate how your organization allocates overhead to this particular contract,what items go into your overhead,and what that overhead amount Is(whether as a percent or exact amount) Percent of Total Cost Method: 'FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product,or providing a service,a certain percentage of that dollar is required for overhead.To calculate the overhead percentage,it is best to have financial records for your organization that go back a year or more.Add together the expenditures that make up the overhead cost(see worksheet below). Now add this figure to the Raw materials,Direct labor and 1.Enter Overhead as a Percent ofTotal Costs - - Delivery fora total cost Divide the figure for overhead by the figure for total costs. - •.-• .- - - _ _. - . 20.00%J The result Is a percent that represents overhead as a percentage of the total cost. If finandaf records are not available estimate the overhead expenses as best you can,estimate other costs as best you can,and use the same formula to get a OR Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items to this particular project.You can use the Worksheet as a tool(f needed) to identify your costs. 2;,Enter Allocated,Overhead as a Dollar-Figure Sum I Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organizationor division for the past year.Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be Input Into the cells marked OR "other";please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for Inflation or to conform to the current year budget Next,input Into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which can be classified 3: as management or administrative costs.(Including these costs into the direct labor Overhead as a Percent of Total Direct Labor Hours V _ . 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 contrail into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ - Time required to complete contract I 328 Total Assigned Overhead I 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 $ 224,660.00 Agency Revenue=$7,447,389""""""Total Overhead=$1,524,647""^""^1,524,64717,447,389=20% Management Payroll Tax Expense $ 11,832.00 Management Medical Insurance $ 35,850.00 Management Pension Plan Expense $ , 7,450.00 Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 Sales&Administrative Medical Insurance $ 106,244.00 Sales&Administrative Pension Plan Expense $ 23,500.00 Office Rent $ 33,600.00 • • _ Advertising and Public Education $ 21,261.00 $ 4,800.00 Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 Professional&Accounting/Audit Fees $ 18,279.00 Training&Worker Safety $ 6,850.00 $ 825.00 Insurance $ 32,414.00 Telephone $ 8,500.00 $ 7,350.00 Utilities $ 14,035.00 $ 3,450.00 Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ 15,330.00 . Depreciation-office equipment $ 24,350.00 Repairs&Maintenance-office $ 78,500.00 Cleaning and Maintenance $ 45,600.00 Office Equipment Rental $ 7,427.00 Office Supplies $ 3,675.00 $ 650.00 Postage&Freight $ 28,750.00 $ 450.00 Rehab Miscellaneous Expense - Bad Debts Contract Management'Fee • =s - $ 157,932.00 Interest.Ezpenses;.' ' -'�, r= �� $ 16,337.00 , r ' Other .ri --_ ..,t,• TOTAL INDIRECT COSTS $ 981,562.00 $ 522,035.00 CPI Fectar 1.40% 1.40% Total I:$ —1,524,647.361 DAS Form#12 J • Revision 10-03 Page 5 Overhead Computation Sheet Delivery& Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc Project Costing Worksheet City of Ashland Facility Floors 21-22 The State of Oregon reimburses employee use of their own vehicles on State business by the mile. The amount reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance and repair are considered part of Delivery costs.The labor required (the driver and the workers if they are on the clock), should be'captured in the Direct Labor worksheet: 'Vehicle costs may only be captured in the"Equipment, Tools&Subcontracts" spreadsheet or"Trans& Reserve" spreadsheet within this workbook. It is not permissable to capture costs in both spreadsheets. It is permisible to use this spreadsheet to capture vehicle costs for the following situations: (a)Transporting the individuals who will perform the service to the location where the service will be provided. (b) Services dependent on vehicle in the provision of that service. GSA-Privately Owned Vehicle(POV) Mileage Reimbursement Rates Services Contract • Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 $. " .. -. :$: • - . • 2 3 $ . - $ .- 4 $ : _ $ . 5 $ $ -_ 6 $ $7 $ $ = .' 8 9 $ - 10 $ - $. $ - $ Margin The law allows a"margin held in reserve". The margin%can'vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)will have to be justified to DAS. Enter as a%of total cost of contract 6.0% Work Area • DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet OregonForward Program - i (Formerly QRF Program) ' - COSTING WORKBOOKS a : Additional COVID relatedlanitor at ervices•fort lI Police De.artment 1 athway. Communication Teamwork Professionalism Opportunity Enterprises, Inc. Office:(541)973-2728 Fax:'(541)973-2729 Property Service License#40205 CCB License#218417 May 3, 2021 • Wes Hoadley Maintenance and Safety Supervisor. City of Ashland 90 N. Mountain Ave. _ Ashland, OR 97520 Dear Mr. Hoadley, Pathway Enterprises is requesting a pricing adjustment for Covid related janitorial services for the City of Ashland. The reason for the changes are as follows: _ • Incorporation of the updated Living Wage for the City of Ashland at$15.96 per hour. Supervisory wages were calculated at 1.3 times that of a worker. This resulted in a supervisory rate of$20.75 per hour. • Updates for supply expenses, fringe expenses, and agency overhead. In total we are requesting $16,785.67 annually for the additional cleaning. Additional cleaning includes the following: - 1. One additional cleaning of City Hall per week. This will ensure City Hall receives daily cleaning. 2. Two additional cleanings of the Police Department. This will ensure the Police Department receive a cleaning 7 days per week. The breakdown of this additional cost is as follows: Annual Janitorial Monthly Annual Pricing Price Allocation Price Allocation City Hall 4,417.28 . 368.11 Police Department 12,368.39 1,030.70 $16,785.67 $1,398.81 1600 Sky Park Drive Suite No.101 Medford,OR 97504 www.pathway-inc.org infoCpathway-inc.org _ s . • ESA .ath��j� CommunicationTeamworkProfessionalism Opportunity II .. Enterprises, Inc. Office:(541)973-2725 Fax:(541)973-2729 • I appreciate your consideration and look forward to another year serving the City of Ashland. Sincerely, Richard Simpson Commercial Contracts Director Pathway Enterprises, Inc. • Cell 541-601-4550 Office 541-973-2728 • • 1600 Sky Park Di*re Suite No.101 Medford,OR 97504 www.pathway-inc_oig info@pathway-inc.or; OregonForward Program r (Formerly QRF Program) COSTING ORKBO K Additiona,CO ID • a ediarntoria`se w es.fo.,)i CityMall an. Pdlicd tifk a4 ent Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program y M wk ir., • I ' r , 'rti 1 - , ' , r ,,,,,r , a rrt+ Fth n_bY _ , ,,,,....::,. , h� ir • ,, L{ .:,,_--A •-• =-'_,-4 li il'�3 r r�rc.+ r • r.. 57.4,.;'r, .r &V-kii;..�n� '}a`..a1 9 l 1, l'i; I 1r'-•kr ;k liW&T ri X211 L^vi1 s29E.+ 69, _ a o -'Y, „i t ,.r r ±rv,...x"mac:... ys• ' �_ _ °F ..\ • %� • 59 Oregon State Department of Administrative Services Procurement, Fleet,and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 " (5031,378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services revised:4/5/2011 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment&tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is aline 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'-Enterplises Inc '': Project - r: :k Executive Director Signature: Raw Materials • Per Time Use-Supplies (from supplies worksheet) $' 308.07 Equipment,Tools&Subcontracting (from small equipment worksheet) $' - = Subtotal'I $ 308.07 Labor Direct Labor (from labor daily worksheet) $' 12,113.33 Overhead See Overhead Worksheet ,$ ' 0 : 3,357.13 Delivery Transportation (from Trans&Reserve worksheet) $; , Total Before Margin.$ 15,778.53 • Reserve Margin Held in Reserve • (from Trans&Reserve worksheet) '$. '. 1,007.14 Total Bid Yearly ,$.' "• 16,785.67 Monthly'.$ . 1;398.81 • Work Area - Wages used in this proposal are based on the City of Ashland Living Wage for 2021 -2022. • • 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 0 Raw Materials: This category is often spelled out in the Request for Offer(RFO).Language such as"Items to be provided by Contractor"will usually reflect Supplies or Raw Materials.In the case of a Service Contract this will likely include not only supplies required to perform the service each month,but also Equipment&Tools.In the case of a commodity ' contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract,for example,may require the following for month-Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured-Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Arsenal#10 Top Clean $ 0.93 13.0000 `'$, •.'-12.090000-•$'': .-• • 145.08' 2 Arsenal#2 Window Clean $ 0.82 2.0000 :-$` - ,:1:640000 $.•',,•': ' . • 19.68 3 Arsenal#5 Restroom Cleaner $ 0.67 2.0000 '°$ •. . ` •1.340000' $, - 16.08. 4 Arsenal#6 Vindicator $ 0.95 4.0000 $,;,. -•3.800000• .5. . _ 45.60 • 5 Barkeepers Friend Liquid $ 4:25 0.5000 ,'$ 2.125000- .5' . "' : , 25.50 6 Chewing Gum Remover $ 3.74 7 Stay Brite Stainless Cleaner $ , 3.95 $;' , $ •` 8 Take Down Fresh and Clean $ 20.53 9 Wenco Aero Glass Cleaner $ 2.24 1.0000 .$ .'- •, 2.240000 $. 26.88 10 Ziz-O Paste $ 5.94 $.' .,;r•-- $ 11 Angler Broom $ , 5.90 12 Cleaning Terry Cloth Rag $ 0.49 5.0000 $ : , :•._2.437500' ,$ :'29.25: 13 Dust Mop 36"Frame $ 3.20 :$ $ ,. = 14 Dust Mop Handle $ 6.80 '$ '- ' - $ ':''',' !,-• 15 Dust Mop Head 36" $ 8.27 16 Dust Pan $ 2.65 $ :' $.. '' -• : ': 17 Easy Adapter hose $ 22.08 .$ - -: " , .$ . •. - - 18 High Rise Duster $ 9.32 $ ,-,,• 19 Melamine Erasing Sponge(24) $ 27.50 $ $ 20 Ninja T Bar $ 3.38 21 Pro Guard Nitrile Gloves(1000) $ 45.29 $-.,- $ r` 22 Scour Sponge White(Case) $ \38.30 23 Toilet Brush $ ' 1.83 24 Trigger Sprayer w/Bottle $ 2.40 $ $- • - 25 Unger Micro Washer Sleeve $ 1.95 26 Mop Head $ 9.35 27 Mopster W Fluid Resevoir $ 44.63 28 20"Black Strip Pads $ 3.58 $','. ; ; $.•;.`' ". 29 20"Brown Strip Pads $ 3.74 $ $ 30 20"White Polish Pads $ 4.26 •$'. ` • ,`.-%-- - $: .. - ' • .. 31 3m Square Scrub Turf Pad $ 43.22 $',•,.' $ 32 60"Handle $ 7.30 33 Deep Six Defoamer $ 12.11 • $ - $• • 34 doodle bug pad $ 2.26 35 Double Diamond Floor Finish $ 14.01 36 Arsenal Nuetralizer Packs $ 0:29 37 Easy Shine Reusable Pouches $ 10.61 38 Folex Carpet Spotter $ 13.25 39 Heavy Duty Stripper $ 18.45 40 Sensor Bags(10 Pack) $ 15.14 $ $ 411 Pro Team Vac Pack Bags(12 Pack) $ 18.56 42 Brute Caddy Bag $ 22.47 $, $ 43 44 $:' =- :$ _ , 45 $ _ $' .. 46 47 $ $• _. 48 $_ $•_ ?' 49 50 $ $• Total •r:$, •26.672500,'::$ '' 308.07` Areas;in.green_are formula drivel: 1 .. Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. DAS Form#12 J '" Revision 10-03 Page 2 Supplies Sheet RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Cost per Burnishing/Floor machines Carpet extractors Description Time Times per Year Blind cleaning machines Auto scrubbers $ . Sweepers Mop buckets and presses $ If any of this equipment is used on more than one project,be sure to include only that portion of $ - • the cost associated with this project. $' $ _ . Note:Any asset purchased with grant money is not eligible for depreciation,however,the $ cost to maintain the asset is an allowable expense and should be listed. $, - _ . $. 5` - $s .. • Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Brute Rubbermaid Can/Dolly $ 100.72 36 12:1 : '•• 33% :$ ' -33.57 100% $.: 33.57 $ 2 Easy Shine Applicator Kit $ 376.48 12 . 12 - 100%.$' .376.48 100% 4 376.48 3 Pro Team Back Pack Vacuum $ 428.00 36 12 • :.33% 5.' •142.67 100% $ 142.67. $ - 4 SensorXP15 Upright Vacuum $ 561.88 36 , " 12. --• . 33% •$. 187.29 100% $:,187:29 $. 5 Wave Break Down Press Combo Mc $ 76.72 36 ' 12: 33% '$=' 25.57 100%-$ -'25.57 -$, 6 SC351 SCRUBBER $ 2,812.00 60 12 - •- 20% 5-•• :562.40 100% $:562.40 $ 7 NAUTILUS EXTRACTOR $ 3,928.00 60 •• •• 12 - '20% .$ 785:60' 100/ $ 785:60 8 ROSS 700 $ 2,590.00 60 12. ' .20% $ 518:00' 100% $' 518.00 9 CRB PRO 45 $ 2,738.00 60 " 12 ' .'20% $ 547:60 100% '$ :547.60- -$ 10 Buffer Shroud $ 475.00 24 • ' •12 . 50% .$_ -237.50' 100% $:'237:50. i$ .. - - - 11 Square Scrub $ 4500.00 60 _ 12 -. 20% -$ 900.00 100% $ :900.00 $ r, 12 Buffer 20"w/tank $ 2,400.00 60 . - 12' 20% •5., 480.00 100% '5"480.00 $ - 13 Wet/DryVac $ 1,250.00 36 - 12 , . ::33% $ : 416.67 100%-$ 416.67 $ 14 Cadet Carpet Extractor $ 2,250.00 60 • 12. .-20% $ 450.00 100% $ 450:00 -$' • 15 Cordless Backpack $ 1,215.00 36 12'.-' 33% $ 405.00 100% $ 405:00 16 Cleaning Cart $ 135.50 36 12 ' .33% $' 45.17 100% $ 45.17. $ . . - 17 12.: • 18 12 - ., - 19 12 20 12. . 21 - 12 -. - 22 12' - 23 - 12. . 24 12 ` 25 12 - . Total $.-, " " •-. -. • Areas in greenare•formula:driven.. Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. - Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs • associated with this project.(note:100%would be an item used only for this contract) - Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. #of Units=Multiply by units needed to complete the contract/service. Annual Cost=Computed by project unit cost times the number of units. • Work Area DAS Form#12 J Revision 10-03 Page 3 Equipment Tools LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet Pathway Enterprises,Inc . 0 Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours '• Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal5 .Item Labor Per Yr. Labor Labor 1 City Hall 2.50 $15.96 100% $' 39.90 _ 0.0765 $ "'3.05 ' 2.60%_S 1.04 1.42% 56. 0.57 28.00% $' _11.171.-$x::.'55.73 52 $ -2;897.87'J' • 130.0. 2 Comm Dev 2.50 $15.98 100%'$:-39.90 0.0765'$' 3.05 2.60%`$'1.04` 1.42% $ 0:57 28.00% $• :' '--. 6 '44.56_ 0.$ _.-• -- ' _'' 0.0. 3 Municipal Courts 2.00 $15.96 100% $1 31:92 0.0765 $ .2.44 2.60% $"-0.83 1.42%-$' - `0.45 28.00%_ '$ == $ .35.65. 0 $ -' - 0.0 4 Police Department 3.00 $15.96 100% $.47.88. 0.0765 $--.:3.66 2.60% $; :1.24 1.42% $ .0.68 28.00% $ 13.41 $ .68:87.. 104 5 ?6;954.90 - • 312:0 5 Service Center 1.50 $15:96 100% $' 23:94 0.0765 $- 1.83 2.60% 5'._0.62 1.42%-$ 1134,' 28.00% $- _-• $-.28.73 6 Street and Shop 1.50 $15.96 100%-$ 23:94 S0765'$ '1.83 2.60%.$ -0.62 1.42% $ • -0.34. 28.00% '$- - •. $ 26.73,_. 0 $ .0:0 7 Police Sub Station 0.75 $15.96 100% $'41.97 0.0765'$' '.0.92- 2.60%''8..0.31 1.42%1$''-'0.17: 28.00% 9 • " $ '13.37 0 S.. '_'i-.. -•� '0.0_ 9 Supervision 0.75 $20.75 100%-$-':15.56. 0.0765-9' 1.19. 2.60% $. 0140 , 1.42% $ 0.22' ' 28.00% $ 4.36 $ 21:74 104$ . 2,260 56 - 78.0 10 .5--' - •$ '5- - - -§ . _ • ,$ 11 $ - $ $ 12 5: -$ - •$-'- $ .$. - $.- - g - -'o:o.: 13 $ . .$- $':'- $ _ 14 $' $ -§,., $'- - ' - $ --,- $ _-.' 15 :$ _ .$.-: 16 S. ,$:-' $- 17 :s '- $,: ,. '$' = $'•'..-..:. .§' _ $ - 5' •.0:0• 18 $.' .. $' ;$' - - $ _ '$ 00 19 $ Si,: ",-: 20 $ $ • 21 $_'_' $; 5.-- 22 8.= $ _ $.•_'. ,§. -" __' $. , 23 '9"-_ • 5 r-_ $ _ $',,_-.._= § -_- -: §_-_-.:•-- '9 - '.ot0_ 24 $ _ '§.-- --$ _ §--. ._ .g- •-_.- § $ _ oro. • 25 $- -_, $- $:-; 26 $ . _ . $ $:.:: -$ _. $ -.. - §; - $.: -i.0i0• 27 $ -, .$ $. .$. - :$ $ .$. . • . -0,0 28 29 30 $: '- $ $I r-: Total $-`291.37 Total $ 12.113 33 520:0 J 'Areas,in green are'formula'driven: . ,-- \ List"Other Benefits"Provided ' Work Hours=Breakdown total°work hours°(see Overview)into hours or partial hours required per time or per item. Health Insurance 16% Subtotal 1 a Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. PTO 6% , Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Camp%. Other 2% . Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. ' ,Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. -Subtotal6-This column may be a'combination of both Other Benefits%and Other Benefits Monthly$. - . - - • - Dally Per item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is\the days or shifts worked per year • Annual Total Labor= Times per.year multiplied by daily/per item labor • Annual Labor Hours=Work hours multiplied by times per year • Input in this column If you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated Other Benefits Mo.S=time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their ."---- • monthly benefit is$100,then only$50 would be allocated to this column. For purposes of costing a project,it's important to distinguish between direct and Indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor Is that which is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time In direct labor functions.The percentage may vary depending on the project or organization.For , example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would Include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, In the indirect labor portion of Overhead. Direct labor is best expressed as°work hours°.That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break It down into its component tasks.The description of work or specifications In the contract is the place to start.Once the component tasks are identified,the nerd step Is to estimate the time that will be required to accomplish each task.Since this estimated time may be In minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash . and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between Jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure Is the required°work hours'This number will stay the same regardless of how many people are working.For example,8'work hours'can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),ort people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity for2 hrs,each.(8x.50=4,4x2=8) • Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,Including those on which you pay workers sub-minimum wages based on productivity,require you to pay a'prevailing wage.'Check the contractl Also,he sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) • After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requlremenL On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cast of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(In this case you get$1733.33/month). DAS Form#12 J Revision 10-03 Page 4 - Direct Labor Sheet OVERHEAD Oregon Department of Administrative Services • Overhead Costs Project Costing Worksheet Pathway Enterpris 0 There are many different ways organizations allocate overhead internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc). In the space provided below,indicate how your organization allocates overhead to this particular contract,what items go into your overhead,and what that overhead amount is(whether as a percent or exact amount) • Percent of Total Cost Method: 'FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product,orprovtdngaservice,acertain percentage of that dollar is required for overhead.To calculate the overhead percentage,it is best to have financial records for your organization that go back a • year or more.Add together the expenditures that make up the overhead cost(see worksheet below). Now add this figure to the Raw materials,Direct labor and • 1.'Enter Overhead as a Percent;of.Total Costs;";;._ ' • Delivery fora total cost Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. • - .. .,. .,-. ,... 20.00%1 If financial records are not available estimate the overhead expenses as best you can,estimate other costs as best you can,and use the same formula to get a OR Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are • confident that you can allocate overhead items to this particular project.You can use the Worksheet as a tool(if needed) to identify your costs. 217;Enter Alloca•ted Overhead as a Dollar-Figure Sum --•; •: •'•'r • 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.sliould be input into the cells marked • OR "other";please include a description.What,you are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to • the current year budget.Next,input into the cell below the total direct labor hours • paid out by your entire organization for the same period.These figures should be found on the year end payroll report:Do not include hours which can be classified 3.Overhead as a Percent of Total Direct LaborHours-I as management or administrative costs.(Including these costs into the direct labor I hour total will deflate the actual costs.)The worksheet will compute the overhead as a fine item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours I Input Total from Worksheet on Below Overhead per labor hour $ • Time required to complete contract - 520 Total Assigned Overhead I 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 $ 224,660.00 Agency Revenue=$7,447,389"""""Total Overhead=$1,524,647""".`"1,524,647/7,447,389=20% Management Payroll Tax Expense $ 11,832.00 Management Medical Insurance - $ 35,850.00 Management Pension Plan Expense / $ 7,450.00 Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 Sales&Administrative Medical Insurance $ 106,244.00 Sales&Administrative Pension Plan Expense $ 23,500.00 Office Rent $ 33,600.00 Advertising and Public Education $ 21,261.00 $ 4,800.00 Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 Professional&Accounting/Audit Fees $ 18,279.00 • Training&Worker Safety $ 6,850.00 $ 825.00 Insurance $ 32,414.00 Telephone $ 8,500.00 $ 7,350.00 Utilities $ 14,035.00 $ 3,450.00 Property Taxes/Licenses/Fees $ 1,890.00 $ . 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ 15,330.00 Depreciation-office equipment $ 24,350.00 Repairs&Maintenance-office $ 78,500.00 Cleaning and Maintenance $ 45,600.00 Office Equipment Rental $ 7,427.00 - Office Supplies $ 3,675.00 $ 650.00 Postage&Freight $ 28,750.00 $ 450.00 Rehab Miscellaneous Expense Bad Debts Go ttfdT'dt Management Fee -V $ 157,932.00 InterestExpenses 1••i $ 16,337.00 Other'' ? - , • Other- TOTAL INDIRECT COSTS $ • 981,562.00. $ 522,035.00: CPI Factor 1.40% 1.40% / - Total _ I$ - 1,524,647.36-I DAS Form#12 J • Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises,Inc Project Costing Worksheet 0 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"Traps& 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 2 $_ .. $ _ .. 3 $; - $ _ = , 4 6 $ 7 - $ .$ . 8 .$. - $, - 9 5, . : -$ 10 $ - $. Margin The law allows a"margin held in reserve". The margin %can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)will have to be justified to DAS. • Enter as a% of total cost of contract 6.0% Work Area • • DAS Form#12'J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet OregonForward Program , (Formerly QRF Program) COSTING WORKBOOKS • . WI ESTATION.W".2a . r , Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program -.,---------- - -:-., , ,,---. .,--::::::--,7, --- -__...1-,7'-'-'7'-'';7-. ,,,..'4 •• , r , •,•,^ _ , 't• , . - ,,,k„ 1*': •• ' • '; - ' ,1:15 1, 'r.' .g .• 1 s' -' '•-•••-,..Z. 114 1111 . :'.,r.':".• -...'-,',-,i- '0•'1" -''''... +X. 40'13 ; 'c',1-:••.?, .-: '•-.1:.' _1;"'ir4P _ —t6 ' - '11 It., ' . • • 'j VII i,I(f ''! it A ,. ,.. ij.ILI' III - -7, - 1.---i .41 ii 1--T.j1 Er_, :t4, k0,1 N,t . I; A , ,',' • t ,f--,, , 3 171,11-1.-0 1 _----'--_---iv-,;.-i•7.a-,--- -,trs----,;'43.. -un-•;,-,-. -7.-'-r- :::--- -----7-7- .. ''' '":'"7---:-='?'''':.-' • . ,- -,- ;I ,--;----f.i.7'••• -, El...,1:,--.7.,1--,:., ,,-.;:i772.;IT.-----..-3•--=',t"L'-:-'-'7n?•127.7V0 .:L-.x.r.-- .F.,_—.,;,.-7.. ---...- -..Y,..,,.. • '''' r5F •'. ..'•• ••••• j:.54, Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 • SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services revised:4/5/2011 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment&tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name Pathway-Enterpftses„Inc Project City ofA'shland'Fite D'eparFmegt ' ” Executive Director Signature: Raw Materials Per Time Use-Supplies • (from supplies worksheet) $ • :" , 384:46 Equipment,Tools&Subcontracting (from small equipment worksheet)• Subtotal'I `$', „, .384:46` Labor Direct Labor (from labor daily worksheet) $ •5;013:33' Overhead See Overhead Worksheet .$'�.:.__=-.", :. 1.429:88'. Delivery Transportation (from Trans&Reserve worksheet) Total Before Margin $;, '.::.6;827.66• Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $.', !321.72: Total Bid Yearly .$ "._'_'" _.`7,149.39 Monthly $- 59538 Work Area Wages are based on the avergae wage surveyed by the DOL for the subject region as of May 2019. This data is published at https://www.bls.gov/oes/current/oes_32780.htm. 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 Fire 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 usuallyreflect Supplies or Raw Materials.In the case of a Service Contract this will likely include not only supplies requiredtoperform the service each month,but also Equipment&Tools.In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract,for example,may require the following for month-Supplies: Paper products and soap Broom and dustpan Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured-Supplies Item _ Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Arsenal#10 Top Clean $ 0.93 . 10.0000 'J$`.' 9:300000!: :$'.'-'', `.' `-',,.111:60 2 Arsenal#2 Window Clean $ 0.82 2.0000 '$ - 1.640000, .$• .,-' •,.: : 19:68 3 Arsenal#5 Restroom Cleaner $ 0.67 2.0000 ;$' 1.340000 $ -',r.' -16.08-. 4 Arsenal#6 Vindicator $ 0.95 4.0000 i$ •3.800000. $. .- '' 45.60' 5 Barkeepers Friend Liquid • $ 4.25 0.5000 'i$ ' :2:125000 ',$".'-` ,'•' '25:501 6 Chewing Gum Remover $ 3.74 7 Stay Brite Stainless Cleaner $ 3.95 0.2500•„$'', ;.1 '-•.0:987917.'$'. ,- .''1,r 1.1.86, 8 Take Down Fresh and Clean $ 20.53, -$ -' „• $ 9 Wenco Aero Glass Cleaner .$ 2.24 0.2500 !$'•,,•-?' 0.560000. '5 : '` 672. 10 Ziz-O Paste $ 5.94 11 Angler Broom $ 5.90 0.0833 .;$'; ;:•+ 0.491470 $- -- . ,: '5.90' 12 Cleaning Terry Cloth Rag $ 0.49 '13 Dust Mop 36"Frame $ 3.20 14 Dust Mop Handle $ 6.80 '$:2'- • .. •''5 =' '$ . - : 15 Dust Mop Head 36" $ 8.27 ;$' .- • $' 16 Dust Pan $ 2.65 0.0833 5,-' .,0:2207.45 $= . 1 ' -. '2.65 17 Easy Adapter hose $ 22.08 $ $ 18 High Rise Duster $ 9.32 0.0833 -$:. ' •': -, 0.776356 .$ .. `: 9.32• 19 Melamine Erasing Sponge(24) $ 27.50 •$- - ' • $ . ' .1 : - - 20 Ninja T Bar 5- 3.38 $' $ 21 Pro Guard Nitrile'Gloves(1000) $ 45.29 0.0833 ;,'$, ,' 3:772657 $', :•... . " 45.27 22 Scour Sponge White(Case) $ 38.30 0.0416 '$ ' .' .1.593280• $ • '• .. .. .' .19.12 23 Toilet Brush $ 1.83 0.1667 $ •. '-- .0.3t. $ ' ,: ' : ., 3.66 24 Trigger Sprayer w/Bottle $ 2.40 0.5000 ''..$: .:' . - 1.200000. $,• , . 14.40. 25 Unger Micro Washer Sleeve $ 1.95 0.1677 ,$',, ' : 0.327015".$,' :•- •' .3.92 26 Mop Head $ 9.35 0.2500 -$ 2.337500' $ - 28:05- 27 Mopster W Fluid Resevoir $ 44.63 28 20"Black Strip Pads . $ 3.58 $•- _ $ 29 20"Brown Strip Pads $ 3.74 30 20"White Polish Pads $ 4.26 $. $ �: - - •• 31 3m Square Scrub Turf Pad $ 43.22 32 60"Handle $ 7.30 $ $ 33 Deep Six Defoamer $ 12.11 34 doodle bug pad $ 2.26 35 Double Diamond Floor Finish $ 14.01 .$';;', • ' •. $ ' - 36 Arsenal Nuetralizer Packs $ ' 0.29 $ _ - '$. :. . ' ' 37 Easy Shine Reusable Pouches $ 10.61 38 Folex Carpet Spotter $ 1325 $ 39 Heavy Duty Stripper $ 18.45 t$'_ _• $, ' - 40 Sensor Bags(10 Pack) $ 15.14 0.0833 $_ .'0:.1.261162, $ ' `,r.2 15.13 41 Pro Team Vac Pack Bags(12 Pack) $ 18.56 42 Brute Caddy Bag $ 22.47 $ $ 43 44 45 $' $ 46 47 5$' $ 48 $; $ 49 - 50 - Total :$ . . 32.038163 $ :,--. . . 384.46 Areas in green.are formula,driven. Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. DAS Form#12 J Revision 10-03 Page 2 Supplies Sheet RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc . The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Cost per Burnishing/Floor machines Carpet extractors Description Time Times per Year Blind cleaning machines Auto scrubbers Sweepers Mop buckets and presses $ • If any of this equipment is used on more than one project,be sure to include only that portion of :$ the cost associated with this project. - :$ Note:Any asset purchased with grant money is not eligible for depreciation,however,the .Sr-.' - ._ cost to maintain the asset is an allowable expense and should be listed. $ ,- - �S . ' _$ Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual . Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost • 1 Brute Rubbermaid Can/Dolly $ 100.72 36 '12` - 33%•5 33.57 100% $' 33.57" $- 2 Easy Shine Applicator Kit $ 376.48 12 -.. 12 , 100%.$`- 376A8' 100% $. 376:48' $ ' 3 Pro Team Back Pack Vacuum $ 428.00 36 .: 12 . 33%.1- :_ 142.67 100%.1,142.67 $ 4 SensorXP15 Upright Vacuum $ 561.88 36 ' 12` '.'33%"$' '187.29. 100% $ 187:29 $ .;. _--. 5 Wave Break Down Press Combo Mc $ 76.72 36 - 12 33%' $ 25.57- 100% $' 25.57' $ 6 SC351 SCRUBBER - $ 2,812.00 60 - . '•12s•. .'.`20% $:'.'562:40- 100% .$. 562,40: $ . 7 NAUTILUS EXTRACTOR $ 3,928.00 60 ' 12 %' - 20% $ ,;785:60 100% -$:. 785,60' $ 8 ROSS 700 $ 2,590.00 60 ' 12' 1 '."20% $ ''"518.00' 100%.$ -518:00 $-. -, . 9 CRB PRO 45 $ 2,738.00 60 : -- 12' _-20%:5: 547.60 100%-$ 547.60 10 Buffer Shroud $ 475.00 24 " • - 12, - ' 50%1.. 237:50; 100%.$:237.50' $ . . 11 Square Scrub ._, $ 4,500.00 60 .::12,' ,- ..'20%-5'. -.900.00 100%1$::900.00- <$' - , 12 Buffer 20"w/tank $ 2,400.00 60 ' '•'- .12' -• : :20%'$,,;_.'480:00 100%`$t.480:00: 13 Wet/Dry Vac $ ` 1,250.00 36 .. - ,- '12. - ::33% $:. 416.67- 100%.$-:`416.67. $_ . • 14 Cadet Carpet Extractor $ 2,250.00 60 ' ' .12 •-. 20% $" --450:00- 100% .5- 450.00- 15 50.00 15 Cordless Backpack $ 1,215.00 36 - -.''12-• d' ;33%::$:.:.405.00: 100% $:'405.00. ;$ 16 Cleaning Cart $ 135.50 36 - . 12 ._ -33% $..--: 45.17 100% $ 45.17• 17 12 18 12 19 12' 20 - 12- -. . '-- ,. 21 12 22 12 23 12' .:_ - 24 _ .. 12. - - ' 25 12- . -. Total $. Areas,in-g reen,are,formula;driven.. . ... : Useful Life of Assets=What is the estimated useful life of the equipment in months • Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs ' associated with this project.(note:100%would be an item used only for this contract.) Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. #of Units=Multiply by units needed to complete the contract/service. Annual Cost=Computed by project unit cost times the number of units. - • Work Area • DAS Form#12 J • Pa,icinn 1 f_f q Pano A o,.,,t.........�r,-..a� LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet Pathway Enterprises,Inc • • City of Ashland Fre Department • Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times AnnuallTotal Annual Hours Description Hours Rate ductivity Total 1 Total 2 comp% Total3 ment% Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor 1 Main Restrooms 0.50 5 15.96 100% $ 7.98 0.0765 $ ' 0.812.60% $ 0.21 1.42% $ 0.11 28.00% -5 -:2.23 5:•.11.15_ 260 5' '.2;897.87 ..130.0- 2 Vacuuming 0.50 $15.96 100% $"'7.98 0.0765 $ - 0:61- 2.60%'5' 0.21 1.42%:$"' "0.11 28.00% $' '2.23- $.. •-1.15 104 $ 1',159:15. ' •.52.0. 3 Lobby 0.50 $15.96 100% $•'7.98- 0.0765 5-: 0.61•_ 2.60%.5 '0.21 1.42% $- '0.11- 26.00% -5-= --,2.23. 5'•-.11:15. 52 5r-'-579.57 _-"26.0. 4 Training Room 025 $15.96 100% $- 3.99- 0.0765 $ 0.31 2.60% $ 0:10 142% -$. 0.06 28.00% $ -•:1.12'-$' 5.57 52 $-` 289.79_'.• .: 13.0 5 Supervision 0.25 $20.75 100% $ 5.19 0.0765-$ .0.40 2.60% $„ 0.13' 1.42% $- .0.07 28.00% $ ' -1.45 $ .7.25 12'5 -'. `88.94. 3.0' 6 7 $ $ 9 '$ . _ g. _ -$' .-. $ - 10 $ - - 11 $- '•=. $ - -$',•'- $:= - g .. .§ g.. _ - . ',o.o 12 $ 5'- $' $-. -. $" - •5,"-, . . .• ;.0.0 13 $' $ _ ,$. _ $ _ - g _ _ $' .. $._• ,•-• _ 0'0.0. 14 •.g..-- $ - 15 16 $ $ $ $. -,-._ g,..• ,_. $ 0.0 17 • - 5 $ $'• :$ 'S '-/ 18 $•-. 5, $. _ $ _ .$- - ,. $. ; _ - $..,:_:.• - ^o.0 19 $ '.- $ - - _5 - 20 - .$ - . $ -5,,. . • :0.0 21 $-- $ --- $ 22 5 - - $. $ $ 23 - `$ ^5' $. 5-- _ §•. ,._ -5--:'.-;. g. .- _-_.. •0.0' 2425 26 5' . $ 27 $'' - $-_- - '5 _ $ - .$ _ -'$ - :$'•.,,:,. '-_- . '. 0.0 28 $ $ - $' - $ - 0.0- 29 $ •- $' 30 5 -$ - 'g '5'- $ : $':•'_:'' $ • -0.0 Total $" 46.26 Total 5 ';5,013.33 •.•-224.0. • • Areas in green'are:formula driven., .-• List"Other Benefits"Provided Work Hours=Breakdown total"work hours°(see Overview)into hours or partial hours required per time or per item. Health Insurance 16% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. PTO 6% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other 2% Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. - - Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year Annual Total tabor= Times per year multiplied by daily/per item labor • Annual Labor Hours=Work hours multiplied by times per year Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated Other Benefits Mo.$=time to this contract (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. For purposes of costing a project,it's Important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,Inspection etc.)may be captured as Overhead,and wit be discussed later.Direct labor is that which Is specifically Identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would Include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, In the indirect labor portion of Overhead. Direct labor is best expressed as"work hours'.That Is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to Identify the work and break It down into its component tasks.The description of work or specifications in the contract is the place to start.Once the component tasks are identified,the next step Is to estimate the time that will be required to accomplish each task.Since this estimated time maybe In minutes or even seconds,the times must be compiled Into a Per-Time or Per-Item direct labor cost estimate.For example,Inc custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between Jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure is the required'work hours.'This number will stay the same regardless of how many people am working.For example,8"work hours'can be accomplished by I person working at 100%productivity for8 hrs.(1x8=8),or2 people working at 100%productivity for4 his,each(2x4=8).It could also be done bye people working at 50%productivity fort hrs.each.(8x50=4,4x2=8) Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts;Including those on which you pay workers sub-minimum wages based on productivity,require you to pay a'prevailing wage.'Check the contract)Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,-dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 pertime,required 5 days per week end 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the ,annual cost by 12(in this case you get$1733.33/month). DAS Form#12 J Revision 10-03 Page 4 Direct Labor Sheet • OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Fire Department There are many different ways organizations allocate overhead internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc). In the space provided below,indicate how your organization allocates overhead to this particular contract,what items go into your overhead,and what that overhead amount Is(whether as a percent or exact amount) Percent of Total Cost Method: FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing afoul product,orproviding aservice,acertain percentage of that dollar is required for overhead.To calculate the overhead percentage,it is best to have financial records for your organization that go back a year or more.Add together the expenditures that make up the overhead cost(see worksheet below). Now add this figure to the Raw materials,Direct labor and 1:Enter OVerbead'asa Percent ofTotal•Costs -' Delivery for a total cost. Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost • 20.00%I If financial records we not a0ailabie estimate the overhead expenses as best you can,estimate other costs as best you can,and use the same formula to get a OR Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead Items to this particular project.You can use the Worksheet as a tool(if needed) to Identify your costs. 2. Enter Allocated Overhead as a.Dollar-Figure Sum.: Percent of Total Direct Labor Method: To Identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below. Line Items which are not detailed below should be input Into the cells marked OR "other;please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to • the current year budget Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which cart be classified as management or administrative costs.(Including these costs into the direct labor 3.Overhead as a Percent of To al beet Labor Hours hour total will deflate the actual costs.)The worksheet will compute the overhead as •• - '- - - - -- '' .. I a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours • • Input Total from Worksheet on Below Overhead per labor hour Time required to complete contract I :. 224 Total Assigned Overhead I$.. .. • Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 224,660.0D . Agency Revenue=$7,447,389^""."Total Overhead=$1,524,647"^.`"1,524,647/7,447,389=20% Management Payroll Tax Expense $ 11,832.00 Management Medical Insurance $ 35,850.00 • Management Pension Plan Expense $ 7,450.00 Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 Sales&Administrative Medical Insurance $ 106,244.00 Sales&Administrative Pension Plari Expense $ 23,500.00 Office Rent $ 33,600.00 • Advertising and Public Education $ 21,261.00 $ 4,800.00 Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 Professional&Accounting/Audit Fees $ 18,279.00 Training&Worker Safety $ 6,850.00 $ 825.00 Insurance $ 32,414.00 Telephone $ 8,500.00 $ 7,350.00 Utilities $ 14,035.00 $ 3,450.00 • Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 . Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ 15,330.00 Depreciation-office equipment $ 24,350.00 Repairs&Maintenance-office $ 78,500.00 • Cleaning and Maintenance • $ 45,600.00 Office Equipment Rental $ 7,427.00 • Office Supplies $ 3,675.00 $ 650.00 Postage&Freight $ 28,750.00 $ 450.00_ Rehab Miscellaneous Expense Bad Debts Contract Management:Fee., .- $ 157,932.00 Interest:ExpenseiExpenses - - $ 16,337.00 tither: ' '- - other.' _ TOTAL INDIRECT COSTS '$ 981,562.00. $ . 522,035.00 CPI Fester 1.40% 1.40% . Total .I-s.'- - •• :1,524,647.36 I DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc Project Costing Worksheet City of Ashland Fire Department 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 $z , - 3 4 $ :;.' - ; : $` 5 $ ` $: - , 6 7• : .. _ . 8 9 $ 10 $ $. $- - . Margin The law allows a"margin held in reserve".The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)will have to be justified to DAS. Enter as a%of total cost of contract 4.5% Work Area DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet • OregonForward'Program (Formerly QRF Program) COSTING WORKBOOKS PARKS,R , o a el '' awa Communication Teamwork Professionalism Opportunity Enterprises, Inc. Office:(541)973-2728 Fax:(541)973-2729 Property Service License#40205 CCB License#218417 May 6, 2021 Rachel Dials Recreation Superintendent City of Ashland 340)S. Pioneer Street Ashland, OR 97520 Dear Ms. Dials, , Pathway Enterprises is requesting a pricing adjustment for services for the City of Ashland Parks Department. The reason for the changes are as follows: • Incorporation of the updated Living Wage for the City of Ashland at$15.96 per hour. Supervisory wages were calculated at 1.3 times that of a worker. This . resulted in a supervisory rate of$20.75 per hour. • Workbooks were updated based on pre-covid operations. There have been numerous changes to our,agreements over the past 12 months and I 'have no reliable reference for any permanent changes to the scope of work. • Updates were incorporated for supply costs, overhead expenses, and fringe expenses. • Oak Knoll facility was removed and the Grove floor services were added. In total we are requesting $45,196.01 annually. I have attached the State Costing • Workbooks and minimum cleaning standards. The breakdown of costs are as follows: ' • Annual 2021- Total Annual Weekly 2022 Janitorial Floors Cost Services Pioneer Hall 18,907.82 407.27 19,315.09 7 The Grove 3,830.25 1,018.18 4,848.43 1 Nature Center 6,090.74 712.72 6,803.46 ' 1 Senior Center 12,396.31 1,832.72 14,229.03 5 Total $41,225.12 $3,970.89 $45,196.01 1600 Sky Pork Drive Suite No_101 Medford,OR 975Q4 www.pathway-inc.org infoCpaihway-inc.org ESA ,r �T T a W a` Communication Teamwork Professionalism .Opportaniry Enterprises, Inc. Office:(541)973-2728 Fax:(541)973-2729 I appreciate your consideration and look forward to another year serving the City of Ashland Parks Department. Sincerely, • Richard Simpson Commercial Contracts Director Pathway Enterprises, Inc. • • 1600 Sky Park Drive Suite No.101 Medford,OR 97504 1 wwx .p;thway-inc.org infogpathwa -inc.org OregonForward Program (Formerly QRF Program) COSTING WORKBOOKS PIONEgyaiAL Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the • Qualified Rehabilitation Facilities Program r' l zti 3 1 - II fi Jt i x' } iys�~ 'lI ' -,7-,.4-4,1P;. { 1Jl°. 1.7x11.... ;,„,,..,_5....',...:___....)-!..-.., `e c,,Jikr. '.- f.A .w;,..'...,T,4_,;k -.- -t-yr--- ' -- -'-1.-°-1 -:- .1 R it ti:ii. I�i . . .,.,,, ...,,,r,:,, k y ,ilil, 1 , i ,. t ' d. --...A � kJ ^ ` rce evh:5T iaT'a '�+ '. :- s :- yam. .?..." 1, 47-1r-".,...a-..�� r., �- -:_.r _,859 , Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services revised:4/5/2011 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment&tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name 'Pathway Enterprises Inc . Project City of`Ashland`P:ioneer,,Hall Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) '$' 1,216.43 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 246.44 Subtotal 1 $, " 1,462.87 Labor Direct Labor (from labor daily worksheet) .$,'- 12,528.92 Overhead See Overhead Worksheet -$., " ' ' • 3,781.56 Delivery Transportation (from Trans&Reserve worksheet) $, • Total Before Margin "$' • :._ - 17,773.35 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $ 1,134.47 Total Bid Yearly $ 18,907.82 Monthly $ 1,575.65 Work Area Wages used in this proposal are based on the City of Ashland Living Wage for 2021 -2022. DAS Form#12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services •• Supplies Project Costing Worksheet Pathway Enterprises, Inc City of Ashland Pioneer Hall Raw Materials: This category is often spelled out in the Request for Offer(RFO).Language such as"Items to be provided by Contractor"will usuallyreflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies requiredtoperform the service each month,but also Equipment&Tools.In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract,for example,may require the following for month-Supplies: Paper products and soap' 'Broom and dustpan s Cleaning chemicals or products . Floor Wax Spray bottles Scrub brushes or scouring pads . Per Use/Per Item Manufactured-Supplies ' Item Unit Units Needed Monthly Annual Price Per Month Cost Cost - 1 Arsenal#10 Top Clean $ 0.93 31.0000 $ ;; ., .. 28.830000 $ =345:96' 2 Arsenal#2 Window Clean $ 0.82 4.0000 t$.- ,`; 3:280000 "$ "' , _ - -39:36 3 Arsenal#5 Restroom Cleaner $ 0.67 4.0000 $ - 2:680000 $ ->.'--• .' 32.16 4 Arsenal#6 Vindicator $ 0.95 10.0000 $ ; - 9:500000; .$. - - 114.00 5 Barkeepers Friend Liquid $ 425 1.0000 '..$ ""` '."s 4.250000. $. : ` • Y,:.,j."'..51.00, 6 Chewing Gum Remover $ 3.74 0.2500 ._$.:' --=0.935000 $ - 11.22 7 Stay Brite Stainless Cleaner $ 3.95 0.5000 '$, 2 '1'.975833 $.s '' •, ,-. I::23:71 8 Take Down Fresh and Clean $ 20.53 0.1667 '$ - ' ' 3:422351.'..$' .• . ;. 41:07' 9 Wenco Aero Glass Cleaner $ 2.24 0.5000 $•''• 1:120000 :$'. =•_'•13:44 10 Ziz-O Paste $ 5.94 0.2500 $ "2 1.485000. $'' .':,:.• ,:+..17.82 11 Angler Broom $ 5.90 0.1667 .$„: : •• 0.983530. $. '. •.' -,€:: 1.1.80: 12 Cleaning Terry Cloth Rag $ 0.49 20.0000 $ 9.750000.,'$ "•._,"'117:00 13 Dust Mop 36"Frame $ 3.20 0.0833 $":' ,,'•1 '0.266560 $' ' .`".' ..3.20' 14 Dust Mop Handle 6.80 0.0833 $ `. ',0.566.440. $ 6.80 15 Dust Mop Head 36" $ 8.27 0.2500 ',$ ' •"2.067500 $. . " -' •.24.81 16 Dust Pan . $ 2.65 0.1677 $, . .r 0:444405: $ '.: ,-- - 5.33 17 Easy Adapter hose $ 22.08 18 High Rise Duster $ 9.32 0.1667 '$ ' 1.55364'4' '$ 1$.64 . 19 Melamine Erasing Sponge(24) $ 27.50 0.0833 '$..:- . -J 2.290750 `$' . '' 27:49 20 Ninja T Bar $ 3.38 0.0833 "$'-::_ , • 0.281721: -$ ' '3.38 21 Pro Guard Nitrile Gloves(1000) $ 45.29 0.1667 $, 7:549843 -$ 90.60 22 Scour Sponge White(Case) $ 38.30 0.0833 $. ' " '3.190390 .$ . . .•'.- , . 38.28. 23 Toilet Brush $ 1.83 0.2500 .5..' • 0.46 .$' . •, . . `5.49% 24 Trigger Sprayer w/Bottle $ 2.40 1.0000 $ _ ' • •2:400000 $ 28.80 25 Unger Micro Washer Sleeve $ 1.95 0.2500 $ ,, 0.487500.'5 . 5.85' 26 Mop Head $ 9.35 0.2500 ;$ ' . . 2:337500•' $'- ` '28:05_ 27 Mopster-W Fluid Resevoir $ 44.63 28 20"Black Strip Pads $ 3.58 $ $ _ • 29 20"Brown Strip Pads $ 3.74 $. 30 20"White Polish Pads $ 4.26 1.0000 '$' .' .4:260000' $'. _ 51.12' 31 3m Square Scrub Turf Pad $ 43.22 $ $ 32 60"Handle $ 7.30 0.0833 $ `. , '0.608090 $ - ', •: .. .7:30. 33 Deep Six Defoamer $ 12.11 $ : ' " $., • . 34 doodle bug pad $ • 2.26 •35 Double Diamond Floor Finish $ 14.01 $' -_ $';, • . - . 36 Arsenal Nuetralizer Packs $ 0.29 37 Easy Shine Reusable Pouches $ 10.61 38 Folex Carpet Spotter $ 13.25 39 Heavy Duty Stripper $ 18.45 40 Sensor Bags(10 Pack) $ 15.14 0.1667 $ .-II ' • 2.523838 $ '• . ,- 30.29 41 Pro Team Vac Pack Bags(12 Pack) $ 18.56 42 Brute Caddy Bag $ 22.47 0.0833 r' 1.871751 •5_ •: - .22.46 43 44 $' $• 45 46 47 48 • 49 .$:, - • '.$: ' - 50 Total '$ . _..,101:369146`•$.'' - . ^ ' :`.,1,21'6.43'. Areas;in green-a'reformula driven. . . . Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. DAS Form#12 J Revision 10-03 Page 2 Supplies Sheet RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Cost per Burnishing/Floor machines Carpet extractors Description Time Times per Year Blind cleaning machines Auto scrubbers $ - Sweepers Mop buckets and presses -$ ._ If any of this equipment is used on more than one project,be sure to include only that portion of $ the cost associated with this project. $ $. :. Note:Any asset purchased with grant money is not eligible for depreciation,however,the g cost to maintain the asset is an allowable expense and should be listed. • 5 : -. $ Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Brute Rubbermaid Can/Dolly $ 100.72 36 ' 12 •33%-'$ " •33.57 100% 5' 33.57• 1 $ 33.57' 2 Easy Shine Applicator Kit $ 376.48 12 12 - . - ,.100% $ 376.48 100% $ 376.48• $ - 3 Pro Team Back Pack Vacuum $ 428.00 36 - -12 33% $"'.- 142.67 100% $ 142.67 •$ - 4 SensorXP15 Upright Vacuum $ 561.88 36 •• • 12, - -33% $ 187.29 100% $,. -187.29. 1 $ . - '-187.29 5 Wave Break Down Press Combo Mc $ 76.72 36 ., 12 •_ -33% 5' . ,25.57 100% $ -25:57 1 '$• - .25.57- , 6 SC351 SCRUBBER $ 2,812.00 60 • 12 - 20% 5 562.40 100% $ 562A0 7 NAUTILUS EXTRACTOR $ 3,928.00 60 - ' 12 20°%5:":..785,60 \100% $'.785:60' ,$. - - • - 8 HOSS 700 $ 2,590.00 60 ' • , 12 J ._'-V :.20% $: :518.00 100%1 .518.00. $" ' 9 CRB PRO 45/ $ 2,738.00 60 12. .' '--.20%,$ ' 547.60 100%.$ 547.60 $. 10 Buffer Shroud $ 475.00 24 '12 50% 5. ,.237.50 100%'$'237.50 '$• - - 11 Square Scrub $ 4,500.00 60 '12_ - 20% $'• 900.00 100%'5- 900.00- 12 00.00 12 Buffer 20"w/tank $ 2,400.00 60 - 12 "' 20% $ -'480.00 100% $ 480.00 $" :: 13 Wet/DryVac $ 1,250.00 36 . '12 • 33%-$ '416.67 100% $._416.67 14 Cadet Carpet Extractor $ 2,250.00 60 - ' _ 12 '-20% $- 450.00. 100% $ .450.00' $ - - 15 Cordless Backpack $ 1,215.00 36 ' 12 •: ' . ':"33%'$ 405.00 100% $ .405.00 r$ 16 Cleaning Cart $ 135.50 36 ' 12 ' - 33%.$ : 45.17 100% $, -'45.17 17 12: 12 :' 18 ' . . .. 19 12' _ 20 . 12' - , 21 12 22 12 :• . ' • - - -. 23 12' `. 24 25 - .. .12. ; --- -- - Total $ °:'246.44 Areas in green are formula driven. Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year=Computed by multiplying the totalunit cost by the depreciation. Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note:100%would be an item used only for this contract.) Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. #of Units=Multiply by units needed to complete the contract/service. Annual Cost=Computed by project unit cost times the number of units. • Work Area DAS Form#12 J Revision 10-03 Page 3 Equipment Tools LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet Pathway Enterprises,Inc City of Ashland Pioneer Hall Worker Work Hourly •%Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total l Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal5 Item Labor Per Yr. Labor Labor • 1 Janitor Dally 1.25 $15.96 100% $ 19.95 0.0765 $ 1.53 2.60%_$ 0.52 1.42% 5"••0:28 28.00% -$ .'5.59 :$ ;27:86 385 $ 10,170.42 - 456.3: .. 2 Janitor Monthly 6.00 $15.96 100% $ 95.76 0.0765 $: 7.33 2.60%_5: 2.49 1.42% $ "'1.36' 28.00% '5', • .28.81. $_'133.75_ 12 5 1,604.98."- -72.0' 3 .5- - :$ _ . $. - '$.= ._ '$i ._ :$ - _ 0.0' 4 $ -S. ''- ` g. .._ $ $ --.._- S. "-.f• S.• _ ' 5 Supervisor 0.50 $20.75 100%,5.10.38. 0.0765 3.-0.79 2.80% $ 0.27 1.42% $. 0.15 28.00% $ . 2.91 $ -14.49 52-4 •- 753.52-' - =' 26.0' 6 '$ - - $. _ 5. - g . $7 8 3.. _ g. _ $_- g 5. a $ .S -$. _ 5,. $ _ S `S - 0.0 10 S . - $ _. $ _ S. . . :$ •-• : $- . '$ 11 $. - .8 ' ,- "sr,- 12 13 $. $'. S - 3 - $ - g. .g..•._.'.:_ -- ..0:0. 14 8-. - $. - g- _ g. •- '. $" S' $. _ - - ."0;p_ 15 8 S _ $ S.. _ '5.. _S. __. g. _ '0.0' 16 $ g .._ $. _ 5: , $ -`, 'S_, 17 $' - $,..•,-. _ .0:0 18 $. 5-' -'5' s-- - .$..-:" ' - ' 0:0. 19 ' $ _ $. $?..-- ' 20 5. g- .$-' 5� $..• - . .-:.5. - `$, 21 . 5- 'g '5::•.-•• $- .g - - i'.,OiO. 23 '.S _ ,$ S -8 _ - $ .. . $ :g •-- - '0:0` 24 - 8. - . $ $ - $ ^ -. $ . ., S- - - 5 - -0:0 , \ 26 $ $ _ 27 g. _ $ 28 $ $ ._ $.:. S. $ '- _$ '5' .>>' .o:ot • 29 S. - S. - '.3- $ -$- - ° $ - $• - - '':0:0. 30 - a $ - .$". s'- g: .r:.._8 . --. $.,. .•. - :0.0' Total 'S.-176.10 Total $' .12;528:92•'. - 554:3 • 'Areas in green_are,fonnula.driven.:,-.._•_ List"Other Benefits"Provided Work Hours=Breakdown total'Work hours"(sea Overview)into hours or partial hours required per time or per item. Health Insurance 16% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. • PTO 6% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.85%). •Holiday 4% • Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other 2% ' Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. - Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 ' Times PerYear=This is the days or shifts worked per year - • Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this,employees'allocated Other Benefits Mo.5=time to this contract. (e.g.Employee works 50%of their time on this contract,and 50%of their time on a different contract If their ' monthly benefit is$100,then only$50 would be allocated to this column. For purposes of costing a project,it's Important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)maybe captured as Overhead,and will be discussed later.Direct labor is that which is specifically Identifiable as a part of the contract requirements.It should be noted thafworking supervisors could spend a percentage of their lime In direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time In direct labor functions and the other 50%supervising.In that case you would Include 50%of that person's time as direct laborend capture the other 50%,as well as any other supervisory costs, In the Indirect labor portion of Overhead. Direct labor Is best expressed as"work hours'.That Is,the total number of hours that wit he required In complete a task or project.The first and perhaps most critical step Is to Identify the work and break It down into Its component tasks.The • description of work or specifications in the contract Is the place to start Once the component tasks are identified,the next step Is to estimate the time that will be required to accomplish each task.Since this estimated time maybe In minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,In a custodial contract,first breakdown the work requirements Into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between Jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure Is the required'work hours'This number will stay the same regardless of how many people am working.For example,8'work hours°can be accomplished by I person working at 100%productivity for8 hrs.(1x6=8),ort people working at 100%productivity for4 hrs.each(2x4=8).It could also be done by 6 people working at 50%productivity for 2 hrs.each.(8x50=4,4x2=5) Once you know the total work hours per service or per Item,It's simply a matter of assigning the appropriate wage to the hours.Same contracts,Including those on which you pay workers sub•minlmum wages based on productivity,require you to pay a'prevailing wage.°Check the contract'Also,be sure to add the appropriate'Other Payroll Expense°(OPE)for your organization onto the wage. Matching RCA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per Item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get 51733.33/month). DAS'Form#12 J • Revision 10-03 Page 4 Direct Labor Sheet OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Pioneer 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) Percent of Total Cost Method: 'FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent tdolls ducingafinal product, rproviding aservice,acertain percentage of that dollar Is required for overhead.To calculate the overhead percentage,it is best to have financial records for your organization that go back a year or more.Add together the expenditures that make up the overhead cost(see worksheet below). Now add this figure to the Raw materials,Direct labor and 1..Enter Overhead as''a Percent of Total Costs Delivery fora total cost. Divide the figure for overhead by the figure for total costs. The result Is a percent that represents overhead as a percentage of the total cost. •-• - - -.• •• ." -. _ 20.00%I If financial records are not available estimate the overhead expenses as best you can,estimate other costs as best you can,and use the same formula to get a OR Dollar-Figure Sum Method: You can enter the dollar amount you ere allocating to overhead in the box if you are confident that you can allocate overhead items to this particular project.You can use the Worksheet as a toot(if needed) to identify your costs. 2: Enter Allocated Overhead'as a Dollar Figure Sum • Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be Input into the cells marked OR -other please include a description.What you are hying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to the current year budget Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which can be classified as management or administrative costs.(Including these costs into the direct labor 3.Overhead as a Percent of Total Direct Labor Hours' '' hour total will deflate the actual costs.)The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours I Input Total from Worksheet on Below Overhead per labor hour $ I • "- Time required to complete contract I' 554 Total Assigned Overhead I$ • - • Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries • $ 224,660.00 Agency Revenue=$7,447,389^^^^^^Total Overhead=$1,524,647^^^^"^1,524,647/7,447,389=20% Management Payroll Tax Expense $ 11,832.00 Management Medical Insurance $ 35,850.00 Management Pension Plan Expense $ 7,450.00 Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 Sales&Administrative Medical Insurance $ 106,244.00 Sales&Administrative Pension Plan Expense $ 23,500.00 Office Rent $ 33,600.00 Advertising and Public Education $ 21,261.00 $ 4,800.00 Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 Professional&Accounting/Audit Fees $ 18,279.00 Training&Worker Safety $ 6,850.00 $ 825.00 Insurance $ 32,414.00 Telephone $ 8,500.00 $ 7,350.00 Utilities $ 14,035.00 $ 3,450.00 Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ 15,330.00 Depreciation-office equipment $ 24,350.00 • Repairs&Maintenance-office $ 78,500.00 Cleaning and Maintenance $ 45,600.00 Office Equipment Rental $ 7,427.00 Office Supplies $ 3,675.00 $ 650.00 • Postage&Freight $ 28,750.00 $ 450.00 Rehab Miscellaneous Expense Bad Debts Contract Menagetnent..Feer. $ 157,932.00 - Inte�estExpanses;^ - `, ;, $ 16,337.00 Other.' TOTAL INDIRECT COSTS 5. .981,562.00 $ 522,035.00 CPI Fedor 1.40% 1.40% Total I$ • 1,524,647.36 DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet • Delivery& Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc Project Costing Worksheet City of Ashland Pioneer Hall 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. IVehicle 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 2 :$, ;"'::••_:F 3 $ - $.- - 4 '$ _ $ - 5 $' - . $-. 6 $, - $ - 7 ,$... . - $• 8 ;$ . . :$ - 9 $- ': .; . $ 10 $:. .$.`. - - $ $ Margin The law allows a"margin held in reserve". The margin%can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)will have to be justified to DAS. Enter as a%of total cost of contract 6.0% Work Area •J ' DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet OregonForward Program t (Formerly QRF Program) COSTING WORKBOOKS `1R0 TE'• 'f' Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program , YI u T wi)."' ...1..t. . x r` i i.7:„-Z.-14?.; :•''b ,.�t::".�...5 541 '"- " ,P,9 y,r,,..,2„, IrS Al.;,Ze„,,„,„, ,. . , rr^..r ,_, ;-_ ,_ . .- '11l1{`� .1,r,..,,,,,„(,. '` ,C J F 14,III- .1 'I 615 ' 4� a.1(1. 1..._._ —17,,41 ,, ti,t t ',aiC 14 ear eaio.vara®r3 aimipta.rs,s+ '' s1Eir'r dna✓`'. _ G ._lel -.:z2,u>a C-.-,. ' ,.._s_ �_ .L: -‘).;?:_.--.4-.1.- - , '1' CI r - �.,ry ti OF O F dam. '12.-\, 4-59 Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 • (503) 378-4642 ' • SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services revised:4/5/2011 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment&tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. QRF Name :Pathway•Enterprises, Inc_; Project City,of Astland,facilty,TheAGrove: ;;' Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) :$ 443.45 Equipment,Tools&Subcontracting (from small equipment worksheet) $' 246.44 Subtotal I _$ • 689:89 Labor Direct Labor (from labor daily worksheet) $, 2,144.49 Overhead See Overhead Worksheet $ • 766.05 Delivery Transportation (from Trans&Reserve worksheet) $ Total Before Margin-,$ , • . - 3;600.44 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $ 229.82 Total Bid Yearly .$• 3,830.25 Monthly,$ • 319.19 Work Area Wages used in this proposal are based on the City of Ashland Living Wage for 2021 -2022. DAS Form#12 J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet ' Pathway Enterprises, Inc City of Ashland facilty The Grove _ 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 1 ' Scrub brushes or scouring pads . Per Use/Per Item Manufactured-Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Arsenal#10 Top Clean $ 0.93 6.0000 •`,$;;3 " ,5:'580000 '$; : 66:96` ' 2 Arsenal#2 Window Clean $ 0.82 1.0000 1$; :r_t- 0:820000 $ ` 9'84: - 3 Arsenal#5 Restroom Cleaner $ 0.67 1.0000 ",$:'-,_?:.`0 ._':-.0.670000 `$' 8:04" 4 Arsenal#6 Vindicator $ 0.95 2.0000 `$_:.,f,-,•:',1 '',-:;,1:900000.- $:".' ;'221.80• 5 Barkeepers Friend Liquid $ 4.25 0,5000 E$:= "2:125000; $ ,:. '.•25:50 6 Chewing Gum Remover $ 3.74 i$', ',$; , 7 Stay Brite Stainless Cleaner $ 3.95 $'; ;:$;; j, . '.' 8 Take Down Fresh and Clean $ 20.53 - ,•$ic; $;•}_ f;,''7, 9 Wenco Aero Glass Cleaner $ 224 0.5000 ;$ r'r 1.120000 $,'', ;, 13:4'4 10 Ziz-0 Paste $ 5.94 02500 $?' .:'�'' x':: .1.485000 $ ?'y":,-.`-->;II- =?17:82,' 11 Angler Broom $ 5.90 0.1667 ,;$,.. 0:983530 5'.1$;,.--„:.:.; _. ,: ,:•11;80,: 12 Cleaning Terry Cloth Rag $ 0.49 5.0000 r$.; .:_'2:437500 $ _;: .;;`,., 29.25` 13 Dust Mop 36"Frame $ 320 0.0833 -1$':='-::,r':t r:-0.266560'. $:"- +.-':i:"'7_";:':•.::3.20 14 Dust Mop Handle $ X6,80 0,0833 ;$-:° ::‘-::;0:5-6644T '8_,'..,:-,';,-: -:i,'•:•r, -:.,6:80: 15 Dust Mop Head 36" $ 8.27 0.2500 ):$',' 2.067500 V ...e,'-;,..-‘24.81' 16 Dust Pan $ 2.65 0.1677 'V„ .I:'",-0A444-0&..;-$ `. 5:33- 17 Easy.Adapter hose - $ 22.08 ;•$: $' :,' . 18 High Rise Duster $ 9.32 0.1667 ,`$', .1:;,'",;;1Z53644:18.,-::." =,=118:64,: • • 19 Melamine Erasing Sponge(24) $ 27.50 0.0833 ,`$:-. '7.2:290750• a•-•;-;',...,:-.". `; 27.49 20 Ninja T Bar $ 3.38 0.0833 '$i :-0:281721 $ , . _;3:381_ 21 Pro Guard Nitrile Gloves(1000) $ , 4529 0.0417 $'- '1:888593' ,$"'• - 22.66. 22 Scour Sponge White(Case) $ 38.30 0.0417 +$ '=:; 1.595833 $ 19:15. 23 Toilet Brush $ 1.83 - 0.2500 -1$I1: • ,= 0A6 ,$''':.!. ,%':-...5::149.: 24 Trigger Sprayer w/Bottle $ 2,40 0.5000 '!$,- ,.'`;1.200000 $::• ;14:401: 25 Unger Micro Washer Sleeve $ 1.95 0,2500 `$ ,!"":,!'•.,`°s:.-0:487500. $,.:"•" .'- 5:85; 26 Mop Head $ 9,35 0.2500 $ _ ,'. ,2:337500 $' `:.28;05;: 27 Mopster W Fluid Resevoir $ 44,63 Y,$ ,'.---;,.,•-•.f:,:-, , ' $ ;'.',:::, 28 20"Black Strip Pads $ 3.58 29 20"Brown Strip Pads " $ 3,74 1$::: $::r- 30 20"White Polish Pads $ 4,26 $' `:`,:'- $• :::` ` 31 3m Square Scrub Turf Pad $ 43,22 •V:,,;:_`;;;.`-; - = ,$-:`::-<;. _ -_ ' 32 60"Handle $ 7.30 $ _:! $.:., -' 33 Deep Six Defoamer • $ 12.11 iv_, • ' .;$„):-.1,,',,:.,;•.'• , 34 doodle bug pad $ 226 5;$'_, z'; , .$' ', !r'-'--;---r( 35 Double Diamond Floor Finish $ 14.01 1,V-f -. '.-'". $" ''-V-•::' 36 Arsenal Nuetralizer Packs $ 0.29 4$._ $.;;: • 37 Easy Shine Reusable Pouches $ 10.61 i$:!•,-;j•-',-:..,.-,;;-:,•"/--_,...'"- . •`.$ 38 Folex Carpet Spotter $ 13.25 ?•$;; V,';•-:: ,,, , 39 Heavy Duty Stripper $ 18.45 ;$`:. '1.' \$"--,..,-- r .. 40 Sensor Bags(10 Pack) $ 15.14 0,1667 $k. 2.523838 $.:,-,..!,'.; .-:';'.: 30.29: 41 Pro Team Vac Pack Bags(12 Pack) $ 18.56 $ = $ 42 Brute Caddy Bag $ 22.47 0,0833 1;:$. '''',:..:D ,`,,. 1.871.751 '$;' 22:46 43 • +$ a $, 44 .$': $'". - 45 $.: • . $ ' -:-i-:; 46 ,.$; 4;. ,`$` :;.„,-:,;›,:=:,':.' 47 :$:� ,. $ . .4:::::';:',,'.:':::'!....-: : ;: 48 $` $ 49 ''$` $ ..!., :.-n:,1';,!, 50 t,$L $ - a Total i,$•" ;: 36:954565 $' ' 443:45; 'Areas in greenare'formi la dr veni;, ',:. Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. DAS Form#12 J Revision 10=03 Page 2 Supplies Sheet r RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Cost per Burnishing/Floor machines Carpet extractors Description Time Times per Year Blind cleaning machines Auto scrubbers 8'; ' Sweepers Mop buckets and presses $: If any of this equipment is used on more than one project,be sure to include only that portion of $' the cost associated with this project. -- ` $; Note:Any asset purchased with grant money is not eligible for depreciation,however,the - $'.,_ cost to maintain the asset is an allowable expense and should be listed. ;$._ , _• • $- $'. :;'..-. EquipmentUnit Useful life Contract Depreciation Units Cost Project Project #of Annual Description I Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Brute Rubbermaid Can/Dolly $ 100.72 36 .,'' 12 ': -33% $T_•',`'33:57 100% $<' -33:57 1 $ ."33.57. 2 Easy Shine Applicator Kit $ 376.48 12 - 12 : 100%•$ '376.48, 100% $._-376.48 3 Pro Team Back Pack Vacuum $ 428.00 36 - .'12. ' :' 33%"-5.,'.'142.67 100%':$, 142.67 $ .. -4 Sensor XPl5 Upright Vacuum $ 561.88 36 . '12 ' ' 33% ;$•• '.187:29 100%,5,.187.29 1 $., -:• `"-'.187:29 5 Wave Break Down Press Combo Mc $ 76.72 36 • '12. . 33% $ ' 25.57 100% $ 25.57 1 i$- '•-25:57' 6 SC351 SCRUBBER $ 2,812.00 60 " • :12•.; : ,-. .• 20% .$",'",'t562.40 100% $•-'562.40 $. 7 NAUTILUS EXTRACTOR $ 3,928.00 60 12 .,. 20%';$.,'..785.60 100%-$ 785:60' $' 8 HOSS700 $ 2,590.00 60 12 •20% $ 518:00- 100%'$ 518.00 $'9 CRB PRO 45 $ 2,738.00 60 '12 ;'20%_$'. •547:60 100%•$:'547.60. $' 10 Buffer Shroud $ 475.00 24 '— ..`12' ^. 50% ,$- 237:50 100/•$.'237.50 $ ': • 11 Square Scrub $ 4,500.00 60 ' 12, . 20% '$ 900.00 100% $ 900:00 $- , 12 Buffer 20"w/tank $ 2,400.00 60 12"': , • 20% $. :'-480:00 100% $ 480:00. 13 Wet/Dry Vac $ 1,250.00 36 • 12 :'33%',$.:..`-416:67 100% .$•416:67 14 Cadet Carpet Extractor $ 2,250.00 60 •12 20% :$ - -450.00 100%.$__450.00' $ 15 Cordless Backpack $ 1,215.00 36 .-' 12 • ' '33% $.. '405.00' 100% ,$-.'405.00 16 Cleaning Cart $ 135.50 36 , ..12"-.. 33% $ ' :45:17 100%•$ '•'45:17. $ "' -,i'' j 17 :` 12 ..: 1812 -r _• 19 12' 20 — — 12 21 '12•:r , - 22 \ _ .12- ..., , - ..• 23 12' :r . 24 12 25 .. 12: Total '$ -' '=246.44 Areas'ingreen are formula:driven. ' Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note:100%would be an item used only for this contract.) Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. #of Units=Multiply by units needed to complete the contract/service. Annual Cost=Computed by project unit cost times the number of units. Work Area • • -f DAS Form#12 J Revision 10-03 Page 3 Equipment Tools • LABOROregon Department of Administrative Services • ' Direct Labor Project Costing Worksheet Pathway Enterprises,-Inc , City of Ashland facilty The Grove Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours Description Hours Rate ductivity Total l Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly SubTotal5 Item Labor Per Yr. Labor Labor 1 Janitor Dally 1.25 $15.98 100%'$•19.95 0.0765'§ --1.53 2.60%-$"• 0.52. 1.42% $-.•- .0.28. 28.W% .$.- "5:59'.$';27.86 52-5. "1;448.94' --- '85.0. 2 $y . _$: _ $.T --- § - ._ - §. $. . _ $ 0.0, 5 Supervisor 1.00 $20.75 100% 5 20.75' 0.0765 $ •1.59 ' 2.60% $ 0.54 1.42% 5 0.29 28.00% "5, . 5.81 a 28.98 24 5'' 695.56 24% 6 8 3§ .'- $ - .5 - §�.- _ $• ' $ - $ 9 9 • - .5' $ = $ $ 10 • s' ._ $ _ § 5._ .- $ 11 '$- $ - $ .5 _ $ . ' - $^ - $ -0'0 12 $_ .- ' 'a $' .- a - $ -. $ 13 $' a s, '- 14 14 $' _. .$ - _ §•,._ a•- -$' § $..:.� _ ':O.b 15 a'. - $ •- S. .§i - _$. .§ §- -. - 'I0.0, 165-^" - 'S-- -' - '§ -' '0.0 17 $ >- $ s.. $. _$• § s o o 18 $ '§ . _ $ _ 19 $ - 20 $ '-• $ s.: 8 :'-,_ • 21 23 $- - $ $: --.- $.. - 24 ;,-- $ $ ._ 5. 25 s>`_ $' $'. § $ - . $ ‘--T- 26 T-26 a- - s ' :_- g:•,;_ § . s s: $ :o!o 27 .5' - . '$ S- - ' $ - '$ _.• §. _ $. .r = :.'g:'0. 28 $ S - -. .g..._ $ .: - $ $.. $ . „ - _'•..o[o- 29 $ -• 30 $. - . Total 5, '56:85 Total 5' 2144.49• ,c. 89:0- lAreas In green are formula:driven` -...: . : List"Other Benefits"Provided Work Hours=Breakdown total°work hours°(see Overview)into hours or partial hours required per time or per item. Health Insurance 16% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then,multiply by%productivity. PTO 6% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%).. Holiday 4% . Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other 2% Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. Subtotal 5=This column may be a combination of both Other Benefits To and Other Benefits Monthly$. • Daily Per Item Labor=-The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year • Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated . Other Benefits Mo.$=time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their . monthly benefit is$100,then only$50 would be allocated to this column. For purposes of costing a project,it's Important to distinguish between direct and Indirect labor.Indirect labor(supervision,administration,Inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor is that which Is specifically Identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would Include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. • Direct labor is best expressed as'work hours'.That Is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step Into Identity the work and break it down into Its component tasks.The description of work or specifications In the contract Is the place to start.Once the component tasks em identified,the next step Is to estimate the time that wit be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must he compiled Into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements Into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account fortime between jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure is the required'work hours'This number will stay the same regardless of how many people are working.For example,8'work hours'can be accomplished by I person working at 100%productivity for8 hrs.(1x8=8),or2 people working at 100%productivity for4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity for2 hrs.each.(8x.50=4,4x2=8) N . Once you know the total work hours per service or per Item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a'prevailing wage.'Check the contract)Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. . Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) ' After you've established the direct labor cost per time or per Item.you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. • For example,a service with direct labor cost of 060.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). DAS Form#12 J •Revision 10.03 Page 4 Direct Labor Sheet OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland facilty The Grove There are many different ways organizations allocate overhead Internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc). In the space provided below,Indicate how your organization allocates overhead to this particular contract,what items go into your overhead,and what that overhead amount is(whether as a percent or exact amount) Percent of Total Cost Method: FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product,orprovir5ngaservice,acertain percentage of that dollar Is required for overhead-To calculate the overhead percentage,it is best to have financial records for your organization that go back a year or more.Add together the expenditures that make up the overhead cost(see worksheet below). Now add this figure to the Raw materials,Direct labor and 1. Enter Overhead as a Percent of Total Costs -' - Delivery for a total cost Divide the figure for overhead by the figure for total costs. The result is a percent that represents overhead as a percentage of the total cost. .. .. _ .. .. _ 20.00%I If financial records are not available estimate the overhead expenses as best you • can,estimate other costs as best you can,and use the same formula to get a OR Dollar-Figure Sum Method: You can enter the dollar amount you am allocating to overhead in the box if you am confident that you can allocate overhead items to this particular project.You can use the Worksheet as a tool(if needed) to identify your costs. 2: Enter Allocated Overhead as•a Dollar-Flgure;Sum.:"• ' • - I Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records foryour organization or ' division for the past year.Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked OR •other;please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to the current year budget Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report Do not include hours which can be classified • 3:Overhead as a Percept of-Total Direct Labor HOUrs as management or administrative costs.(Including these costs into the direct labor hour total will deflate the actual costs.)The worksheet will compute the overhead as • - • • • - --- - -- - - it 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 �. 89 • Total Assigned Overhead • Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 224,660.00 Agency Revenue=$7,447,389 55'55'^^Total Overhead=$1,524,647^^^^^^1,524,647/7,447,389=20% Management Payroll Tax Expense $ 11,832.00 Management Medical Insurance $ . 35,850.00 Management Pension Plan Expense $ 7,450.00 Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 Sales&Administrative Medical Insurance $ 106,244.00 Sales&Administrative Pension Plan Expense $ 23,500.00 Office Rent $ 33,600.00 Advertising and Public Education $ 21,261.00 $ 4,800.00 Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 Professional&Accounting/Audit Fees $ 18,279.00 Training&Worker Safety $ 6,850.00 $ 825.00 Insurance $ 32,414.00 Telephone $ 8,500.00 $ 7,350,00 Utilities $ 14,035.00 $ 3,450.00 . Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ 15,330.00 Depreciation-office equipment $ 24,350.00 Repairs&Maintenance-office $ 78,500.00 ' Cleaning and Maintenance $ 45,600.00 Office Equipment Rental $ 7,427.00 Office Supplies $ 3,675.00 $ 650.00 Postage&Freight $ 28,750.00 $ 450.00 Rehab Miscellaneous Expense Bad Debts Contrani Management.Fee' '- . $ 157,932.00 internal '' $ 16,337.00 Other.-• r` _ .'l' •- , _Other..'- .. TOTAL INDIRECT COSTS -$. .981,562.00. $- 522,035.00 CPI Factor 1.40% 1.40% , Total 1$ 1,524,847.36 1 DAS Form#12 J ' Revision 10-03 Page 5 Overhead Computation Sheet Delivery& Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc - Project Costing Worksheet City of Ashland facilty The Grove 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 2 4 $ 6 $. $. 7 $ - $ - 8 $, - • -$ -. 10 $ $, • Margin • The law allows a"margin held in reserve". The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)will have to be justified to DAS. Enter as a% of total cost of contract 6.0% Work Area DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet OregonForward Program , (Formerly QRF Program) COSTING WORKBOOKS NATU E TERVk • Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program , t� Q ;-• q° J. rt ti ; J i R •1,, •'} •• lir....",, ,h • r ..i.. t`, I GI -Fg ti r•-rpt t k., ,- ^r,,, L.P � � , t, F�It ra + `i I L. � ttrfr, ..%. lir a, Y i`e wr, P"- {..G sr-T'- 4-:-•= :- --may' r L�r�� _ . ulk grog'''.:: Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 ' (503) 378-4642 SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services revised:4/5/2011 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula or linked to another work sheet. The only manual input to this sheet will be to input the QRF name.The costs are to be divided into five categories: Raw Materials, Labor, Overhead, Delivery and Reserve Costs. Raw materials consist of supplies, small equipment&tools, and large or special equipment. Each category is detailed on the following sheets. Labor costs is direct labor used to produce or service the contract. Overhead costs is a line item charge which is computed on the overhead sheet.Transportation or delivery and reserve computations are also completed on the following sheets.All these costs will vary depending upon your organization and the specifications for the project. Each sheet will have an example calculation and further instructions for completion. • QRF Name ethway Et terprisel$ Inc': .:' '` ; Project ,CityoffAshland Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $. , - 301.62 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 246.44 Subtotal 1 .:$ , ;' •'548.06 Labor . Direct Labor (from labor daily worksheet) .$ 3,959.09 Overhead See Overhead Worksheet .$ 1,218.15 Delivery Transportation (from Trans&Reserve worksheet) '$ _ Total Before Margin $' • . `. 5,725.29 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $ ..'365.44 Total Bid Yearly $ , • ;: 6,090.74 Monthly'$ 507.56 Work Area Wages used in this proposal are based on the City of Ashland Living Wage for 2021 -2022. J 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 Nature Center Raw Materials: This category is often spelled out in the Request for Offer(RFO).Language such as"Items to be provided by , Contractor"will usually reflect Supplies or Raw Materials.In the case of a Service Contract this will likely include not only supplies required to perform the service each month,but also Equipment&Tools.In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. • A custodial contract,for example,may require the following for month-Supplies: Paper products and soap Broom and dustpan - Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured-Supplies Item Unit Units Needed Monthly . Annual Price Per Month Cost Cost 1 Arsenal#10 Top Clean $ 0.93 5.0000 '$ "4.650000'•;$ .'•i'``I .55.80, 2 Arsenal#2 Window Clean $ 0.82 1.0000 ‘.$ _ = , 0:820000. $ _ '•' . - '-9:84 3 Arsenal#5 Restroom Cleaner $ 0.67 1.0000 .$' `'•`. •• 0.670000 $- ' '; .- z 8:04 4 Arsenal#6 Vindicator $ 0.95 2.0000 '$,'. • •.:•1.900000. $ -,..- -•, 22.80 5 Barkeepers Friend Liquid $ • 4.25 1.0000 r$•` .'.:: .- 4.250000 $ . . '''• 51.00 6 Chewing Gum Remover $ ' 3.74 02500 .$ ,;';,:0.935000 $ r' . ;:'11'.22• 7 Stay Brite Stainless Cleaner $ 3.95 0.1250 $ :. 0.493958: $ . , , .,' ";5:93. 8 Take Down Fresh and Clean $ 20.53 ;$ $ 9 Wenco Aero Glass Cleaner $ 2.24 0.2500 $ ,' ..':, 0.560000 $ ' "6:72''. 10 Ziz-0 Paste $ 5.94 0.2500 $ -,y_' . ""- 1:485000 $ - . -4'17.82 11 Angler Broom $ 5.90 0.0833 .,.$ : : • 0.491470. $ 5:90' 12 Cleaning Terry Cloth Rag $ 0.49 3.0000 $, . ::t462500, ,$ , 17.55- 13 Dust Mop 36"Frame $ 3.20 '$ '$ '. '.,, : - • - 14 Dust Mop Handle $ 6.80 15 Dust Mop Head 36" $ 8.27 $ $• - . . 16 Dust Pan $ 2.65 0.1667 $ , - , . ' 0.441755 $ • .• .= " 5.30 17 Easy Adapter hose $ 22.08 $ - :•'. 'i'-''•_'' '-•,,. $ 18 High Rise Duster $ 9.32 0.0833 '•$ 0.776356 '$, - '9.32' 19 Melamine Erasing Sponge(24) $ 27.50 0.0417 $.::,•` - . 1.145375 -$• _. .. . .13.74' 20 Ninja T Bar $ 3.38 21 Pro Guard Nitrile Gloves(1000) $ 45.29 0.0278 $ 1.258056 $,-- • °15.10' 22 Scour Sponge White(Case) $ 38.30 0.0278 $ ,, 1.063889`'$ __ , 12.77' • 23 Toilet Brush $ 1.83 0.0833 $. . - . '.0.15 ,$ 1.83' 24 Trigger Sprayer w/Bottle $ . 2.40 0.2500 ,$.' . ' .. 0.600000 $" . . 7:20 25 Unger Micro Washer Sleeve $ 1.95 26 Mop Head $ 9.35 0.1667 $.;.; ,--:.1.558645 '$ ... - 18.70. 27 Mopster W Fluid Resevoir $ 44.63 28 20"Black Strip Pads $ 3.58 $: ;• - $ 29 20"Brown Strip Pads $ 3.74 30 20"White Polish Pads $ . 4.26 $'-; ',`;:,.• :$ ; 31 3m Square Scrub Turf Pad $ 43.22 32 60"Handle . $ 7.30 33 Deep Six Defoamer $ 12.11 34 doodle bug pad $ , 226 ' 35 Double Diamond Floor Finish $ 14.01 $ $ 36 Arsenal Nuetralizer Packs $ 0.29 ..- 37 Easy Shine Reusable Pouches $ 10.61 - 38 Folex Carpet Spotter . $ 13.25 39 Heavy Duty Stripper $ 18.45 40 Sensor Bags(10 Pack) $ 15.14 0.0278 .$ , :: ;'0A20556 $''., '5.05' 41 Pro Team Vac Pack Bags(12 Pack) $ 18.56 ..$1_ .t ;• = " ::... $ . •- 42 Brute Caddy Bag $ 22.47 $ ` ' $ 43 -:$ .,.. - , • - - , 44 $ 45 _ 46 ,$::_, , - $ . •• 47 $._ - • -.. ,$- .. , 48 '$.> , . .. - , , :$.' 49 50 •$_ -. - 1' - Total Y$:::,'::: .. .''25.134998`-$- '• •:301.62. ,Areas,in green are'formula'driven _`.: Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units, needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. DAS Form#12 J Revision 10-03 Page 2 Supplies Sheet RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc ' The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Cost per Burnishing/Floor machines Carpet extractors Description Time Times per Year Blind cleaning machines Auto scrubbers • $ . _ Sweepers Mop buckets and presses $ If any of this equipment is used on more than one project,be sure to include only that portion of $ the cost associated with this project. $` $'- Note:Any asset purchased with grant money is not eligible for depreciation,however,the $, cost to maintain the asset is an allowable expense and should be listed. :$• .---.-- Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Brute Rubbermaid Can/Dolly $ 100.72 36 . •12 " 33% $- 33.57: 100% $"_"33.57- 1 $ - ' ...-33:57 2 Easy Shine Applicator Kit $ 376.48 12 , ..-12 .. '100% $ 376.48 100%.$ 376:48 $ - . - - 3 Pro Team Back Pack Vacuum $ 428.00 36 . 12- .33% $ 142.67 100% $ 142.67 -$: 4 Sensor XPl5 Upright Vacuum $ 561.88 36 " . 12 33% -$ 187.29 100% $.• 187-.29 1 •$.,. ".187.29- 5 Wave Break Down Press Combo Mc $ 76.72 36 ' - 12 ' -33% $ 25.57 100% $,`25.57 1 $ . :25.57.: 6 SC351 SCRUBBER $ 2,812.00 60 . 12 20% $ •:: :562.40 100% 5--562.40 $ 7 NAUTILUS EXTRACTOR $ 3,928.00 60 '• ,'.12 '20% $ :.''785"60 100/ $-785:60' 8 HOSS 700 $ 2,590.00 60 12 -20% $ 518.00 100% $-.518.00. $>` 9 CRB PRO 45 - $ 2,738.00 60 ' 12- -."20%.$''--547.60' 100%4:.547:60 10 Buffer Shroud $ 475.00 24 . 12 - • - --50% ;5"... 237.50 100% -5, 237.50. $. - _:- 11 Square Scrub $ 4,500.00 60 -12 • 20%-$ -900.00 100% 5. 900:00. 12 Buffer 20"w/tank $ 2,400.00 60 • ' .12•-.' _ 20% $ ; .480.00 100% $ -480.00 13 Wet/DryVac $ 1,250.00 36 -. 12, • .33% $ ',.•416.67 100%'$.418:67' • 14 Cadet Carpet Extractor $ 2,250.00 60 • ,12 : , :20% ,$ .450.00 100% $ '-450:00• $ 15 Cordless Backpack $ 1,215.00 36 12.' 33% $ 405.00 100% $ 405.00' $•. 16 Cleaning Cart $ 135.50 36 . 12 '33%'$' '•45:17 100% $'-45.17' 1712. 18 12 " 19 • 12 • 20 12 - •. 2112 - 22 12 " • 23 :12` ;., 24 12 .. • - 25 12 _ Total $ " ' • _: 246.44' Areas in green:are formula driven.- - Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. Projected%Use=Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs • associated with this project.(note:100%would be an item used only for this contract.) Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. •- #of Units=Multiply by units needed to complete the contract/service. Annual Cost=Computed by project unit cost times the number of units. Work Area • DAS Form#12 J Revision 10-03 Page 3 Equipment Tools • LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet Pathway Enterprises,Inc City of Ashland Nature Center Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours • Description Hours Rate ductivity Total l Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal 6 Item Labor Per Yr. Labor Labor 1 Janitor Weekly 2.0D $15.96 100% $, 31.92 0.0765 5.•"-2.44 2.80% $' :0:83 1.42% $•- -0:45 28.00% -S' 8.94 S'--44.58: 52 $ `2;318.30 -., . 104:07 2 Janitor Monthly 0.50 $15.98 100%$^-'7.98 0.0765 $- 0.61. 2.80%"$'. 0.21, 1.42% $ 0.11 28.00% $.- 2.23 $':, 11.15`_ 12 $• 133753 . 4 . . $. $ '_ - ,$' g § -- § $. .,.g. •D 5 Supervisor 1.00 $20.75 100% $ 20.75- 0.0765 5 1.59 2.60% $ 0.54. 1.42% $ '.'0.29 28.00% $' 5.81 $• 28:99 52 $ 1',50704 '52.0 9 $;. - .$: - $. :$t, :- - 'g .. $- - - -- . 10 11 $,. _ 5. - $' $' '$ $ - 12 '$. - 5°- ,$ $'. $. .._ $ _ $ - 13 14 _5- - $ - §.'. _ §.• _ :$ -- $ $ -- 0.o 15 .$..:. §." ) $.. -• $i _ .- �$ g $. -- 2.0:0,2 16 -$ 5- 17 g;.' -. .. :,8- .$r. - - $ - § .. _.- $ •_... $. _., -0.0. 18 19 20 .$:;.._I r$_. - $ - g - •$ - -:0 0 21 $'-,- $ _ $ :• 22 $:.-_ =$= -- .$. = .g $.. _ $ § •, .- ,o:o.. 23 • -. $.: _ $,. _ §__.. _ .§ _ ;g _ § $ •0.0. 24 5� -_. $- 0:0' • 25 .§: _.. $,':: g, 26 $ `$.•..._ - :.§:. __ §'._-. - 9 - -gg- - - $g• - 27 $ '7'00:.001_ . 28 29 $ $...-- - ,... 30 Total $ 84-71- Total $ '"-3,959.09 '162.0 • •ri •List"Other Benefits.'Provided ;Areaa,in;greenare formula:driv-en.:-�: Work Hours=Breakdown total'Work hours"(see Overview)into hours or partial hours required per time or per item. Health Insurance 16% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. PTO 6% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% • Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other 2% Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. • Other Benefits N=Input in this column if you calculate Other Benefits by a percentage. - Subtotal 5=This`column-may be a combination of both Other Benefits%and Other Benefits Monthly$. - Deily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year . Annual Total Labor= Times per year multiplied by daily/per item labor Annual Labor Hours=Work hours multiplied by times per year Input in this column if you calculate Other Benefits as a flafdollar amount per month.Adjust amount to reflect this employees'allocated Other Benefits Mo.$=time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. • For purposes of costing a project,it's Important to distinguish between direct and Indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor Is that which is specifically Identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time In direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would Include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, . in the indirect labor portion of Overhead. Direct labor Is best expressed as work hours°.That Is,the total number of hours that wit be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down Into its component tasks.The • description of work or specifications in the contract is the place to start.Once the component tasks are identified,the next step Is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even .seconds,tie-times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements Into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile those estimates into a figure that represents the total number of hours per service.That figure Is the required'work hours?'This numherwll stay the same regardless of how many people are working.For example,8'work hours"can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),ort people working at 100%productivity for hrs.each(2x4=8).It could also be done by 8 people working at 50%,productivity fort hrs.each.(8x.50=4,4x2=8) Once you know the total work hours per service or per item,it's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a'prevailing wage."Check the contract!Also,be sure to add the appropriate"Other Payroll Expense"(OPE)for your organization onto the wage. Matching FICA Workers'Camp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). • DAS Form#12 J Revision 10-03 Page 4 Direct Labor Sheet • OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Nature Center • There are many different ways organizations allocate overhead internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc). In the space provided below,indicate how your organization allocates overhead to this particular contract,what items go into your overhead,and what that overhead amount is(whether as a percent or exact amount) • Percent of Total Cost Method: FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product,or providing a service,a certain • percentage of that dollar is required for overhead.To calculate the overhead percentage,it Is best to have financial records for your organization that go back a year or more.Add together the expenditures that make up the overhead cost(see worksheet below). Now add this figure to the Raw materials,Direct labor and 1:Enter Overhead asaa Percent of Total Costs • , - Delivery fora total cost. Divide the figure for overhead by the figure for total costs. The result Is a percent that represents overhead as a percentage of the total cost. 20.00%I If financial records are not available estimate the overhead expenses as best you can,estimate other costs as best you can,and use the same formula to get a OR Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead items to this particular project.You can use the Worksheet as a tool(if needed) to identify your costs. 2:'•Enter Allocated-Overhead'as a-Dollar-Figure Sum - ' • I Percent of Total Direct Labor Method: To Identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked - OR "other';please include a description.Whatyou are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to the current year budget Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be • found on the year end payroll report.Do not include hours which can be classified as management or administrative costs.(Including these costs into the direct labor 3.Overhead as a Percent of Total Direct Labor Hours i I hour total will deflate the actual costs.)The worksheet will compute the overhead as a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. Total Annual Direct Labor Hours Input Total from Worksheet on Below Overhead per labor hour $ Time required to complete contract L 162 Total Assigned Overhead I$. - Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 224,660.00 Agency Revenue=$7,447,389"""^""Total Overhead=$1,524,647^A^."1,524,647/7,447,389=20% ' Management Payroll Tax Expense 8 11,832.00 Management Medical Insurance S 35,850.00 Management Pension Plan Expense $ 7,450.00 Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 -' Sales&Administrative Medical Insurance $ 106,244.00 Sales&Administrative Pension Plan Expense $ 23,500.00 Office Rent $ 33,600.00 Advertising and Public Education $ 21,261.00 $ 4,800.00 Background Checks&Urinalysis $ '8,260.00 $ 1,650.00 Professional&Accounting/Audit Fees $ 18,279.00 Training&Worker Safety $ 6,850.00 $ 825.00 Insurance $ 32,414.00 Telephone $ 8,500.00 $ 7,350.00 Utilities" $ 14,035.00 $ 3,450.00 Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ 15,330.00 Depreciation-office equipment $ 24,350.00 Repairs&Maintenance-office $ 78,500.00 Cleaning and Maintenance $ 45,600.00 Office Equipment Rental $ 7,427.00 Office Supplies $ 3,675.00 $ 650.00 Postage&Freight $ 28,750.00 $ 450.00 Rehab Miscellaneous Expense Bad Debts Contract Management Foe •,. - $ 157,932.00 Interest Expenses"••. $ 16337.00 , t . •., TOTAL INDIRECT COSTS '$ 961,562.00 5' 522,035.00 CPI Factor 1.40% 1.40% Total I-$- 1,524,647.36 DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc Project Costing Worksheet City of Ashland Nature Center The State of Oregon reimburses employee use of their own vehicles on State business by the mile.The amount reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance and repair are considered part of Delivery costs.The labor required (the driver and the workers if they are on the clock), should be captured in the Direct Labor worksheet.: Vehicle costs may only be captured in the"Equipment, Tools&Subcontracts" spreadsheet or"Trans& Reserve" spreadsheet within this workbook. It is not permissable to capture costs in both spreadsheets. It is permisible to use this spreadsheet to capture vehicle costs for the following situations: (a)Transporting the individuals who will perform the service to the location where the service will be provided. (b)Services dependent on vehicle in the provision of that service. GSA-Privately Owned Vehicle(POV)Mileage Reimbursement Rates • Services Contract Miles Per Rate Per Daily 'Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 $,` 2 $ / - • $ 5 6 8 $I - "$ _ 9 $ $ _ - 10 $ . •- '$• - Margin The law allows a"margin held in reserve".The margin% can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)will have to be justified to DAS. Enter as a%of total cost of contract 6.0% - Work Area • • DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet OregonForward Program • (Formerly QRF Program) COSTING WORKBOOKS SENIOR:CEU,ER04,'a Costing Workbook For Janitorial & Grounds Maintenance- Contracts Under the Qualified Rehabilitation Facilities Program I`r A i'1;1. u- I art-• 5.-, ic' 1fI Iru F °-,` r ,F } t S w f -IL� .'1'14On- r" ' I 1L-a--LT--11% OF • tion,7C • Oregon State Department of Administrative Services Procurement, Fleet,and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503)378-4642 r SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services revised:4/5/2011 Project Costing Worksheet The 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 Pat away Enterprises Inc='";.., Project City of•A'shland`Senior Center',' : .. . . • Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $ 967.64 Equipment,Tools&Subcontracting (from small equipment worksheet) $ 246A4 Subtotal 1 $ ' 1,214.08 Labor Direct Labor • (from labor daily worksheet) ,$ 7,959.19 Overhead See Overhead Worksheet $ 2,479.26 • Delivery Transportation (from Trans&Reserve worksheet) _$ Total Before Margin $ 11,652.53 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $ . 743.78 Total Bid Yearly $ 12,396.31 Monthly $ 1,033.03 Work Area Wages used in this proposal are based on the City of Ashland Living Wage for 2021 -2022. • DASForm#12J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies . Project Costing Worksheet Pathway Enterprises, Inc City of Ashland Senior Center Raw Materials: This category is often spelled out in the Request for Offer(RFO).Language such as"Items to be provided by Contractor"will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required to perform the service each month,but also Equipment&Tools.In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract,for example,may require the following for month-Supplies: Paper products and soap Broom and dustpan • Cleaning chemicals or products Floor Wax Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured-Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost Cost 1 Arsenal#10 Top Clean $ 0,93 22,0000 1$i; `,'.20:460000 "$i"z; :'.• ':245:52 2 Arsenal#2 Window Clean $ 0,82 2,0000 .,$` i' .1,.640000 $'; -• 19:68" 3 Arsenal#5 Restroom Cleaner $ 0,67 3,0000 ',$r "2:010000' '$:.. _. ';24.12'. 4 Arsenal#6 Vindicator $ 0,95 7.0000 ;$; . . •6.650000 $;-', 79':80. 5 Barkeepers Friend Liquid $ 4,25 1,0000 '$::_. • `'' -4.250000_.•$',...-,;;:.::-<: •.51:00•• 6 Chewing Gum Remover $ 3,74 02500 ,$._ •0:935000 $ 11,22': 7 Stay Brite Stainless Cleaner $ 3,95 0.2500 :$.' `: 0.987917 $,:•_ 11:86'., 8 Take Down Fresh and Clean $ ' 20,53 0,1667 •$ 3;422351 $`:' •41:07 9 Wenco Aero Glass Cleaner $ 2.24 0.5000 ;,,$.;", •' •,�'1:120000`, ;$. •: ' .••' :13:44. 10 Ziz-0 Paste $ 5:94 02500 >$,, :c ,;i• 1;.485000`r$: ': :17:82. 11 Angler Broom $ 5.90 0.1667 :$;.•..::: : ,0.983530;'$. .`, ':.,.' .r:-11:80 12 Cleaning Terry Cloth Rag $ 0,49 15,0000 `:$`:`"• z.'',7:312500 :,$.;. :._ :".,.';,:,-.•:' 87:751 13 Dust Mop 36"Frame \ $ 3.20 0.0833 $, ".,'.,,'.0:266560 $::1...-,,:.,' `.,.. . 3.20 14 Dust Mop Handle $ 6.80 0.0833 :$.• , .: 0.566440• $ :-:, :...'6:80' 15 Dust Mop Head 36" $ 8.27 0.2500 ?,$`'•, .• : ' 2:067500, $:':. ,` , ;'24'.81 16 Dust Pan $ 2.65 0,1677 ;$. r.-:',' '0,444405.'`$. ;5:33 17 Easy Adapter hose $ 22,08 ;$' -,i:'•. `,'.. ; :$••.. . , 18 High Rise Duster $ 9,32 0,1667 '.$:`.";'.;t_ ',"• ;'1:553644, S. :". • ":.18.64; 19 Melamine Erasing Sponge(24) $ 27.50 0.0833 i$:, , .,•,.'2:290750, ;$',': .:.27;49 20 Ninja T Bar $ 3:38 0.0833 ,$' .a,-'-.0.281721.-$:, .'s3:38: 21 Pro Guard Nitrile Gloves(1000) $ 4529 0.0833 i,$' ••.' • ;:: 3.772657; $ -. :45:27. 22 Scour Sponge White(Case) $ 38,30 0,0833 ,$ ;•,c ":,•,,3,190390•. .'$ - 38:28' 23 Toilet Brush $ 1.83 0.2500 :$ _' ;. ... •0:46 ••$•. : •5.49 24 Trigger Sprayer w/Bottle $ 2,40 1.0000 :$,:',` ";2.400000• .$'.`:. ' :28`.80•. 25 Unger Micro Washer Sleeve $ 1.95 0.2500 ;`$:` ,0'.487500: .$' s :' ' :5.85 26 Mop Head $ 9,35 0,2500 ';$:' 2,337500. $ 28.05 : 27 Mopster W Fluid Resevoir $ 44.63 $':' ;.: , :4.,', $"`' . - ".. 28 20"Black Strip Pads $ 3,5829 20"Brown Strip Pads $ 334 30 20"White Polish Pads $ 4.26 1.0000 :$ . ;r 41260000:,"$<`, ._. • ^ -51.12" 31 3m Square Scrub Turf Pad $ 43,22 32 60"Handle $ 7,30 0,0833 ;`$` `.'_,._•" 0:608090,', $ :' " -7.30, 33 Deep Six Defoamer $ 12,11 i$:; '\•.-'. - , . ..$ - • 34 doodle bug pad i $ 2.26 35 Double Diamond Floor Finish $ 14.01 36 Arsenal Nuetralizer Packs $ 0.29 $ - ,'i.; _ •- $ : - - 37 Easy Shine Reusable Pouches $ (10,61 38 Folex Carpet.Spotter $ 13.25 $:.- s :, ,:r $., . :..,:",,.:•.; -. 39 Heavy Duty Stripper $ 18.45 40 Sensor Bags(10 Pack) $ _ 15.14 0.1667 ':',$'- '',.2:523838`',$'s---.::::, .:`_ '30.29 41 Pro Team Vac Pack Bags(12 Pack) $ 18.56 42 Brute Caddy Bag $ 22,47 0,0833 "$`i.'",`:' .`":1:871751'."$ ' "'. '.,",22.46'; 43 44 - ;:$.'.,, - - $. • _ 45 46 47 $`.. - •-.. !,$ .4 _ 48 $ s,::':'':,,`''w $ 49 :$` . u$' - 50 $ $•,. Total ,$ ,,:, '80.636543 •$'•, -, -;967.64'' Areas.in green;are forrr_iula-driven` . ' ; Monthly Cost= Monthly cost is computed by Multiplying the total unit cost by the units needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. DAS Form#12 J Revision 10-03 Page 2 Supplies Sheet RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Cost per Burnishing/Floor machines Carpet extractors Description Time Times per Year Blind cleaning machines Auto scrubbers $„ Sweepers Mop buckets and presses $ , If any of this equipment is used on more than one project,be sure to include only that portion of $ the cost associated with this project. $` $ ".-: - Note:Any asset purchased with grant money is not eligible for depreciation,however,the '$ cost to maintain the asset is an allowable expense and should be listed. $ $ $.- -- Equipment Unit Useful life , Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Brute Rubbermaid Can/Dolly $ 100.72 36 " ' "'" '12 ' ' ' ,33% -$_- 33:57 100% .S--33.57• 1 5- - 33.57 2 Easy Shine Applicator Kit $ 376.48 12 ,12 „ 100%'$ 376.48 100%.$:.376.48 $, 3 Pro Team Back Pack Vacuum $ 428.00 36 ' .--12 • ._'33% 1$ 142.67 100% •$ 142.67 4 Sensor XP15 Upright Vacuum $ 561.88 36 • 12 - ,33%r$- •187.29 100% $. 187.29 1 $. .. — - 187.29- 5 Wave Break Down Press Combo Mc $ 76.72 36 ., 12 33%_$- 25.57 100% 5' '25.57 1 .$ -•".. 25:57, 6 SC351 SCRUBBER $ 2,812.00 60 , -12: 20% ,5^_. 562.40 100% $ 562.40 7 NAUTILUS EXTRACTOR $ 3,928.00 60 ` . 12,,:- ::- .'20%-$ 785.60 • 100% $ .785:60 $," 8 HOSS 700 $ 2,590.00 60 ••12 - ,.-20% $i. ,518.00 100%''$, 518:00 $ _. 9 CRB PRO 45 $ 2,738,00 60 .. 12 : -:-20%'$ 547:60" 100% •$_ 547.60 10 Buffer Shroud $ 475.00 24 - 12- -. s •,'50%.`$• -•237.50' 100% $''237:50. 11 Square Scrub $ 4,500.00 60 : . -12`- 20% .$;' .900,00 100%.$:900.00' $ 12 Buffer 20"w/tank $ 2,400.00 60 - ,12 -;.•20% $ ' 480.00 100%'$'j'480.00. 13 Wet/Dry Vac $ 1,250,00 36 , -12 '33% $- 416.67 100% $ .416.67 14 Cadet Carpet Extractor $ 2,250.00 60 . • 12 •20% $ 450.00 100% $ 450.00 15 Cordless Backpack $ 1,215.00 36 12 r - 33% $. .405.00 100% $.,405.00 $ - 16 Cleaning Cart $ 135.50 36 - .12 ` 33% $; 45.1.7 100% $ ';45:17: $ 17 18 12 19 12 ;r. .. .. • 20 12 . • 21 - 12... . 22 12 2312" . " 24 12, .. 25 12 - , .. ._. Total `$ '246.44 `Areas;in^green are,formula:driven. - Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. Projected%Use= Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note:100%would be an item used only for this contract) Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. #of Units=Multiply by units needed to complete the contract/service. Annual Cost=Computed by project unit cost times the number of units. Work Area • DAS Form#12.1 Revision 10-03 Page 3 Equipment Tools LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet • Pathway Enterprises,Inc • City of Ashland Senior Center - • Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours • Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal 5 _Item Labor Per Yr. Labor Labor 1 Janitor Daily 1.25 $15.96 100%4$ 19.95 0.0765 $ 1.53 2.60% 5. 0.52' 1.42%_$ -0.28- 28.00% '�$. - 5.59'-$.•' 27.86 249 $ . '_:6,938.18' .:_- 311.3 2 Janitor Monthly 1.00 $15.98 100% 8, 15.96 0.0765-$ 1.22 2.60%-$' 0.41. 1.42% $ 0.23 28.00% '5' --4.47, $ .22.29 12"$ 267:50: --..---'• .12.0' , 5 Supervisor • 0.50 $20.75 100% $ 10.38` 0.0765'$ 0.79, 2.60% $ 0.27. 1.42% $ -0.15 28.00% '5 '2.91, $ 14.49 52 $ '753.52 26:0 6 5- - •- '$ .$- - $ • 7 $ --' '$ / $ _' .$ $ $ _:. 8 10 -$ 11 .8: .8. ., $. . . 8 _ .8 _." 8• - 8- 0:0; 12 .$. $ , 13 $ _0.0` 14 $- - $` 9'.'-- :. $-_-'- - $ _. .$ $ ,-'0.0 15 $ - •$ $t $' - :$ $ $ - -:50 17 • Oi0 19 $ $ - $ .- .$ -19 • 20 $. .. : `0:0 21 22 $ - - $ ,$ 8 _ O:o gig' 24 $' `- .$ --. :g .$• $ _: $ 8,. - -0:0. 25 26 $.. -- _ $ $ :$ . _ .$ .-.'$ - "$'•.x °i:_.O:o. 27 $' $ ' - $- - 5 - - 0.0 30 $ 5. . Total 5' 64.65 Total .9' . 7,95919 -•. .349.3' ;Areas in-green're.forrnula,drivenr,..-:' List"Other Benefits"Provided • 'Work Hours-Breakdown total'Work hours"(see Overview)into hours or partial hours required per time or per Item. Health Insurance 16% Subtotal 1=Computed by multiplying hours in work hours by houdy rate(prevailing wage if required)and then multiply by%productivity. PTO 6% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). Holiday 4% • Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other 2% Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. . Subtotal S=This column maybe a combination of both Other Benefits%and Other Benefits Monthly$. t Dally Per Item Labor=The sum of subtotals 1,2,3,4,and 5 . Times Per Year=This is the days or shifts worked per year Annual Total Labor= Times per year multiplied by daily/per item labor • • Annual Labor Hours=Work hours multiplied by times per year Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated Other.Benefits Mo.$=time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100.then only$50 would be allocated to this column. ' • For purposes of costing a project,it's Important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,Inspection etc.)may be captured as Overhead,and will be discussed later.Direct labor Is that which Is specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time In direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time in direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. • Direct labor is best expressed as'work hours°.That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to identify the work and break it down Into Its component tasks.The description ofwork or specifications In the contract is the place to start.Once the component tasks am identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or even seconds,the times must be complied Into a Per-Time or Per-Item direct labor cost estimate.For example,In a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash • and recycle containers,vaduuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between jobs also).Next,estimate the time required for each component task.Then,compile Tose estimates Into a figure that represents the total number of hours per service.That figure is the required"work hours:°This number will stay the same regardless of how many people are working.For example,8 work hours°can he accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),ort people working at 100%productivity for 4 hrs.each(2x4=8).It could also be done bye people working at 50%productivity for2 hrs.each.(8x.50=4,4x2=8) Once you know the total work hours per service or per item,It's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those,en which you pay workers sub-minimum wages based on productivity,require you to pay a'prevailing wage'Check the contract!Also,be sure to add the appropriate/Other Payroll Expense'(OPE)for your organization onto the wage. Matching FICA Workers'Comp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) • After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cast of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cost divide the annual cost by 12(in this case you get$1733.33/month). DAS Form#12 J • Revision 10-03 Page 4 Direct Labor Sheet • • OVERHEAD Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Senior Center 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 howyour organization allocates overhead to this particular contract,what items go into your overhead,and what that overhead amount is(whether as a percent or exact amount) Percent of Total Cost Method: • (FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product,or providing a service,a certain percentage of that dollar is required for overhead.To calculate the overhead percentage,it is best to have financial records for your organization that go back a year or more.Add together the expenditures that make up the`erhead cost(see worksheet below). Now add this figure to the Raw materials,Direct labor and 1. Enter Overhead ase Percent'of Total Costs'. ..• ' ` Delivery fora total cost Divide the figure for overhead by the figure for total costs. -- The result is a percent that represents overhead as a percentage of the total cost. .._. - 20.00%1 If financial records are not available estimate the overhead expenses as best you can,estimate other costs as best you can,and use the same formula to get a • OR Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if,you are confident that you can allocate overhead Items to this particular project.You can use the Worksheet as a tool(if needed) to identify your costs. 2.•Enter•Allocated Overheadlas a Dollar-Figure Sum Percent of Total Direct Labor Method: To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the casts of the entire entity as detailed below. Line items which are not detailed below should be Input into the cells marked OR "other;;please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for inflation or to conform to the current year budget Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which can be classified 3.Overhead as a Percent of Total Direct Labor Hours --' as management or administrative costs.(Including these costs into the direct labor •7 - - 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 I. 349 Total Assigned Overhead I$ Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $\ 224,660.00 Agency Revenue=$7,447,389"44"Total Overhead=$1,524,647"."^"1,524,647/7,447,389=20% Management Payroll Tax Expense $ 11,832.00 Management Medical Insurance $ 35,850.00 Management Pension Plan Expense $ 7,450.00 Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 Sales&Administrative Medical Insurance $ 106,244.00 Sales&Administrative Pension Plan Expense $ 23,500.00 Office Rent $ 33,600.00 Advertising and Public Education $ 21,261.00 $ 4,800.00 Background Checks&Urinalysis $ 8,260.00 $, 1,650.00 Professional&Accounting/Audit Fees $ 18,279.00 ' Training&Worker Safety $ 6,850.00 $ 825.00 Insurance $ 32,414.00 Telephone $ 8,500.00 $ 7,350.00 Utilities $. 14,035.00 $ 3,450.00 Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ 15,330.00 Depreciation-office equipment $ 24,350.00 Repairs&Maintenance-office $ 78,500.00 Cleaning and Maintenance $ 45,600.00 Office Equipment Rental $ 7,427.00 Office Supplies $ 3,675.00 $ - 650.00 Postage&Freight $ 28,750.00 $ 450.00 • Rehab Miscellaneous Expense Bad Debts cOliia Managethene Fee , a„; $ 157,932.00 Interert Expenses.:4 $ 16,337.00 Other,..:• r Other.' t 474',. ti ., TOTAL INDIRECT COSTS $ 981,562:00 $ 522;035:00. CPI Factor 1.40% 1.40% Total 19. 1,524,647.36. DAS Form#12 J • Revision 10-03 Page 5 Overhead Computation Sheet Delivery & Reserve Oregon Department of Administrative Services ' Pathway Enterprises, Inc Project Costing Worksheet City of Ashland Senior Center The State of Oregon reimburses employee use of their own vehicles on State business by the mile. The amount reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle • maintenance and repair are considered part of Delivery costs.The labor required (the driver and the workers if they are on the clock),should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the"Equipment, Tools&Subcontracts" spreadsheet or"Trans& Reserve" spreadsheet within this workbook. It is not permissable to capture costs in both spreadsheets. It is permisible to use this spreadsheet to capture vehicle costs for the following situations: (a)Transporting thelndividuals who will perform the service to the location where the service will be provided. (b)Services dependent on vehicle in the provision of that service. GSA-Privately Owned Vehicle(POV) Mileage Reimbursement Rates Services Contract Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 1 $ - :$:..: - 2 $ - $, 3 $." '$ - 4 $' . _ $ 5 $. . • $' 6 $ $ - • 7 $ • $ . 8 9 $ $ _ .- 10 $. $ - • $. Margin The law allows a"margin held in reserve". The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)will have to be justified to DAS. Enter as a% of total cost of contract 6.0% Work Area DAS Form#12 J Revision 10-03 Page 6 • Trans-Delivery and Margin Sheet I OregonForward Program (Formerly QRF Program) j COSTING WORKBOOKS PARKS RECREATION :LOG F DORS°,Y Costing Workbook . • For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program 4 k, .. s'. °t ,' .. •. ill 7� i - `4 .. t• -,•:=-`-1-it`Sir �.-. Gf �+� -.✓ { - ?k°' ttt ' f w stcczia Hyl l tt �� ,^i ,, ilz,,',,l'4,-14.4,1 ,. �1, ? 1 i 1 1 = l . .X' .. Sia .h v.nl. [ 1.�g':5•4.-5.',•:-: ._,? h A/ yQ g-59 Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503)378-4642 r SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services revised:4/5/2011 Project Costing Worksheet The 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. Eachsheet will have an example calculation and further instructions for completion. QRF Name P'athway:Erterpnse Inc . , Project of,Ast:l'andtP'ar<ks Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) $ 683.34 Equipment,Tools&Subcontracting (from small equipment worksheet) ,$ 284.55 Subtotal 1 $ 967.88 _ Labor Direct Labor (from labor daily worksheet) $ 1,970.58 • Overhead See Overhead Worksheet .$ 794.18 Delivery Transportation (from Trans&Reserve worksheet) ,$ , Total Before Margin..$` 3,732.64 Reserve Margin Held in Reserve (from Trans&Reserve worksheet) $ 238.25 Total Bid Yearly $ 3,970.89 Monthly`$ " 330.91 Work Area Wages used in this proposal are based on the City of Ashland Living Wage for 2021 -2022. • DASForm#12J Revision 10-03 Page 1 Summary Sheet RAW MATERIALS Oregon Department of Administrative Services Supplies Project Costing Worksheet Pathway Enterprises, Inc City of Ashland Parks Building Floors Raw Materials: , This category is often spelled out in the Request for Offer(RFO).Language such as"Items to be provided by 1 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 I Scrub brushes or scouring pads I Per Use/Per Item Manufactured-Supplies ' Item Unit Units Needed Monthly Annual Price, Per Month Cost Cost 1 Arsenal#10 Top Clean $ 0.93 2 Arsenal#2 Window Clean $ 0.82 $' ',::,•',''..'s $' - • 3 Arsenal#5 Restroom Cleaner $ 0.67 $. .` ', - -':. •.$' 4 Arsenal#6 Vindicator $ 0.95 5 Barkeepers Friend Liquid $ 4.25 $-:'::.'J , •:' $' .:"::•:- 6 Chewing Gum Remover $ 3.74 $':,,.. - $_ 3 •.-.;:• 7 Stay Brite Stainless Cleaner $ 3.95 $ `•, _ " ! $ f. `:.. 8 Take Down Fresh and Clean $ 20.53 0.0417 '$• ' ''0:855417; $ :.'-'" ;',-•10:27- 9 Wenco Aero Glass Cleaner $ 2.24 10 Ziz-O Paste $ 5.94 $ , :,, _ .',.•- $:: ...': :,r;~ =.,` 11 Angler Broom $ 5.90 12 Cleaning Terry Cloth Rag $ 0.49 2.0000 $<;.'.' 0.975000 -8- ":;., - :. • '••11.70.: 13 Dust Mop 36"Frame $ 3.20 •" :. :-..• :• -- ,. 14 Dust Mop Handle $ 6.80 $•.. . _ 3,, - '$.-:• : ;. 15 Dust Mop Head 36" $ 8.27 16 Dust Pan $ 2.65 17 Easy Adapter hose $ 22.08 18 High Rise Duster $ 9.32 19 Melamine Erasing Sponge(24) $ 27.50 • 20 Ninja T Bar $ / 3.38 21 Pro Guard Nitrile Gloves(1000) $ 45.29 0.0417 $ •' " ,'_ >:-1.887083: $. , ' 22:65 22 Scour Sponge White(Case) $ 38.30 23 Toilet Brush $ 1.83 24 Trigger Sprayer w/Bottle -$ 2.40 $ $ 25 Unger Micro Washer Sleeve $ 1.95 26 Mop Head $ 9.35 0.2500 $ -.2.337500• '.$ '•28.05' 27 Mopster W Fluid Resevoir $ 44.63 28 20"Black Strip Pads $ 3.58 0.5000 •'$', ,.,:';.1:790000 $ : • 21.48 29 20"Brown Strip Pads $ 3.74 0.5000 ;$.;'.•.•'"-- : 1:868000 $ - : ` '22.42 30 20"White Polish Pads $ 4.26 31 3m Square Scrub Turf Pad $ 43.22 $ $ 32 60"Handle $ 7.30 0.1663 ".$. :_::: 1:213990' ,$ . . . 14:57; 33 Deep Six Defoamer $ 12.11 0.0833 $'-?.:`: :' 1.008763',$''`:' ', , :12.11 34 doodle bug pad $ 2.26 1.0000 ':$• • = - -;;'2.260000. '.$ -: ". , "',,:-27.12 35 Double Diamond Floor Finish $ 14.01 1.5000 .$• _ „ 21:015000 $` :, : 252.118 36 Arsenal Nuetralizer Packs $ 0.29 2.0000 $ ::= RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Cost per Burnishing/Floor machines Carpet extractors _ Description Time Times per Year Blind cleaning machines Auto scrubbers $ - .- Sweepers Mop buckets and presses $, If any of this equipment is used on more than one project,be sure to include only that portion of . $- 7 . the cost associated with this project. $ $ - Note:Any asset purchased with grant money is not eligible for depreciation,however,the $ - -_. cost to maintain the asset is an allowable expense and should be listed. $ $, $ _. Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Brute Rubbermaid Can/Dolly $ 100.72 36 12 •`� 33% $. -.=33.57 5% $' •.1.68 2 Easy Shine Applicator Kit $ 376.48 12 • .12 ' -100%.$. --376.48 5% $ .18.82 1 $• .•-18.82 3 Pro Team Back Pack Vacuum $ 428.00 36 ` "12.. ' - 33% $ '142.67 5%:5 '7.13. 5/ 4 Sensor XP15 Upright Vacuum $ 561.88 36 - • 12 , '' '33% 5' _:187:29 5%'$• -9.36 5 Wave Break Down Press Combo Mc $ 76.72 36 .-12 - • 33% $" :25.57 5% 5' 1.28 •$. ,6 SC351 SCRUBBER $ 2,812,00 60 12. ''_ 20% 5• . 562,40 5%-$' 28.12 1 $ . ' 28.12 7 NAUTILUS EXTRACTOR $ 3,928,00 60 :12' •_:20% 5", 785.60 5% $,'.^.39'28' 1 .$.-- .-,39:28: ' 8 ROSS 700 $ 2,590.00 60 • 12 • 20%-5. -518.00 5% $ 25.90 1 '$, : -.25.90 9 CRB PRO 45 $ 2,738.00 60 '' •.12 20/ -$: 547.60 5%•$ '_;27.38 1 '$- ' ''27.38 10 Buffer Shroud $ 475.00 24 - ' 12 '. .50% $.• 237.50 5% 5• 11.88 1 5, : ..11.88' 11 Square Scrub $ 4,500.00 60 - - •12 - . 20% $ ' 900.00 5% $,• .45:00 1 $ 45.00 12 Buffer 20"w/tank $ 2,400.00 60 -. _ 12 . . • 20% ,$ 480.00 5%'$ 24.00 1 5. •' - .. 24.00 13 Wet/DryVac . $ 1,250.00 36 ._-s. . 12' - 33% 5.'. 416.67, 5% $, '20.83 2 :$ '• " ' -•-41:67 14 Cadet Carpet Extractor $ 2,250.00 60 .12•' :20% -$' 450.00 5% $ 22.50' 1 .5 ,22.50 15 Cordless Backpack $ 1,215.00 36 . .12 " 33%,$ ' 405.00 5% $ 20.25 $ 16 Cleaning Cart $ 135.50 36 - 12..: .33%.•5' 45.17 5% $', 2.26. $ 17 12 18 12 • ' 19 • 12,- - 20 `.. "12 ..• - . .i . . 21 12 : 22 12• • 23 12. -. 24 12' • -' - .• .• --' 25 - 12:: - _ - - Total '$ . '284:55 -Areas:in'green are formula-driven: Useful Life of Assets=What Is the estimated useful life of the equipment in months Depreciation Percentage= Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year=Computed by multiplying the total unit cost by the depreciation. Projected%Use= Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note:100%would be an item used only for this contract.) Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. #of Units=Multiply by units needed to complete the contract/service. •Annual Cost= Computed by project unit cost times the number of units. , Work Area • , DAS Form#12 J ' Revision 10-03 Page 3 Equipment Tools - LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet Pathway Enterprises,Inc City of Ashland Parks Building Floors . Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times Annual/Total Annual Hours A Description Hours Rate ductivity Total 1 Total 2 comp% Total 3 ment% Total 4 Benefits% Monthly$ SubTotal 5 Item Labor Per Yr. Labor Labor 1 Pioneer Hard FL 4.00 $15.96 100% $ 63.84 0.0765 $ 4.88 2.60% $ '1.66 1.42% $ 0.91 28.00% '$ . 17.88''$ .69.17 2.$ 178.33'': -8.0- 2 Nature Carpet 6.00 $15.96 100% $ 95.76 0.0765 $ ' 7.33 2.60% 5 2.49, 1.42% $ '-.1.36. 28.00% $ 26.81. $' 133.75 2'$ _ :267.50 'r-• - .12.0 3 Nature Hard FL 1.00 $15.96 100%'$ 15.96 0.0785 $ •1.22 2.60% $ 0.41 1.42% $ --`0.23 28.00% $. - 4.47 $ :22.29. 2.$ . 44.58- - . 2.0- • 4 Senior Ctr Carpet 8.00 $15.98 100% $127.88 0.0765 $ 9.77 2.60%$,.3.32 1.42% $ ' 1.81 28.00% $ r- 35.75. '5' 178.33 2 5' . .358.66 . .18.0 5 Senior Ctr Hard FL 10.00 $15.98 100% $159.60 0.0765 5. .12.21 2.60% $ .4.15 1.42% $ 2.27 28.00% 's 44.69 $ 222.91' 2 5' 445.83 • - -20.0 6 Grove Carpets 8.00 $15.96 100% $127:68 0.0765.$ 9.77 2.60% $' 3.32 1.42% $ 1.81 28.00% .5 • 35:75 $''178:33 2 $ • 356.68 '° . -18.0 7 Grove Hard FL 2.00 $15.98 100% '$ 31.92 0.0765 $ .2.44 2.60% S 0.83• 1.42%'$.`' 0.45 28.00% $ ...8.94.1' :44.58- 2 $ '89.17 .' - ' 4'-0 8 Supervisor 4.00 $20.75 100% $ 83.00 0.0765 $ .6.35 2.60% 9,.2.16 1.42% $. :1.18 28.00% '9 .23.24' S 115.93 2.8 ; 231.85 .'' - - 8.0. • 9 5' - $ - 5:. _ $ -. - $ 10 s - $ - '5 $ $ $ - $ ' . - - - . 0.0 11 12 $ •- '_$ - 5.' - 9 13 $ - $ - '$:: - $ $"- - $; $i:. 0.0' . 14 $ .- $ - _-•.+-$. _ $: - :- -'-0:0 15 -5-, ,. - $ - 5 ..- $ - s. 16 -5• -. $ .$� - $, _ .$. 17 $ .- $'-_ :9 _ 1 _ 19 $ - 20 $ - - _$- -, 5' - $ - - $ $ _ 21 - $'' - $` - $:'• $', .$ •- 22 .$•: • $ rs-' S, '_ $;•... $' _ .g -' D;o 23 's' -_ $-- - $':-_ $., .$_ _ $ - $:..•'1 - _ 0:0 24 $- _, $ .- - ,s -V"a - - - . ' "0:0. 25 $-..:.. $ .. _ .$_ -$ $ ._ - - $' -. -9 27 $_ - .$ - s' '-:' S-- • 28 $ - $ - - $..- $ - 29 30 "$ $ .. - $ --. $. -5' ' Total 5- 985.29 Total ..$ '"1,970.58 86.0 Areas in green are fdrmula'ddven.-- - • List"Other Benefits"Provided Work Hours=Breakdown total"work hours'(see Overview)into hours or partial hours required per time or per item. Health insurance 16% Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. PTO 6% Subtotal 2=Computed by multiplying subtotal 1 by FICA%(es of July 2002 7.65%). Holiday 4% Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Other 2% Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits'/.=Input in this column if you calculate Other Benefits by a percentage. Subtotal 5=This column may be a combination of both Other Benefits%and Other Benefits Monthly$. , Dally Per Item Labor=The sum of subtotals,1,2,3,4,and 5 Times Per Year=This is the days or shifts worked per year Annual Total Labor= Times per year multiplied by daily/pet item labor - - , Annual Labor Hours=Work hours multiplied by times per year . Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated Other Benefits Mo.S=time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit is$100,then only$50 would be allocated to this column. • For purposes of costing a project,it's Important to distinguish between direct and indirect labor.Indirect labor(supervision,administration,inspection etc.)may be captured as Overhead,end will be discussed later.Direct labor is that which Is, specifically Identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may varydepending on the project or organization.Fof example,a supervisor may spend 50%of his/her time In direct labor functions and the other 50%supervising.In that case you would Include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. Direct labor is best expressed as°work hours'.That Is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step Is to identify the work and break it down Into Its component tasks.The description of work or specifications in the contract Is the place to start.Once the component tasks are Identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be in minutes or keen seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,in a custodial contract,first breakdown the work requirements into component tasks such as,loading and unloading equipment,emptying trash and recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between Jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure Is the required Work hours'This number will stay the same regardless of how many people are working.For example,8'work hours'can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),ort people working at 100%productivity for4 hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity fort hrs.each.(8x.50=4,4x2=8) Once you know the total work hours per service or per item,It's simply a matter of assigning the appropriate wage to the hours.Some contracts,Including those on which you pay workers sub-minimum wages based on productivity,require you to pay a"prevailing wage.'Check the contract!Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. Matching FICA , Workers'Camp at your cost Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) - After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.On a service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52'weeks per year,would give you en annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cast divide the annual cost by 12(!n this case you get$1733.33/month). DAS Form#12 J Revision 10-03 Page 4 Direct Labor Sheet • • OVERHEAD r Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Parks Building Floors There are many different ways organizations allocate overhead internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc). In the space provided below,indicate how your organization allocates overhead to this particular contract,what items go Into your overhead,and what that overhead amount is(whether as a percent or exact amount) Percent of Total Cost Method: IFILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product,rhead.rprovid'ingaseeove certain percentage of that dollar Is required for overhead. To calculate the overhead percentage,itis best to have financial records for your organization that go back a year or more.Add together the expenditures that make up the overhead cost(see worksheet below). Now add this figure to the Raw materials,Direct labor and Enter Overhead aS'a Percent of Total Costs - - Delivery for a total cost Divide the figure for overhead by the figure for total costs. - ' • • The result is a percent that represents overhead as a percentage of the total cost •- .- 1. _ .. .+ _ 20.00%1 If financial records are not available estimate the overhead expenses as best you can,estimate other costs as best you can,and use the same formula to get a OR Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead In the box If you are confident that you can allocate overhead items to this particular project.You can use the Worksheet as a tool(if needed) to identify your costs. _. 2. Enter Allocated Overhead as a DollarFlgure.Sum Percent of Total Direct Labor Method: -- I To identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detaBed below. Line items which are not detailed below should be input into the cells marked OR -other";please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for Inflation or to conform to the current year budget Next,input into the cell below the total direct labor hours paid out by your entire organization for the same period.These figures should be found on the year end payroll report Do not include hours which can be classified 3.Overhead as a Percent Of Total Direct Labor Hoursas 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 hi complete contract 86 Total Assigned Overhead I$ - • Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 224,660.00 Agency Revenue=$7,447,389"'A..Total Overhead=$1,524,647".".1,524,647/7,447,389=20% Management Payroll Tax Expense $ 11,832.00 Management Medical Insurance $ 35,850.00 Management Pension Plan Expense $ 7,450.00 Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 Sales&Administrative Medical Insurance $ 106,244.00 Sales&Administrative Pension Plan Expense $ 23,500.00 Office Rent $ 33,600.00 Advertising and Public Education $ 21,261.00 $ 4,800.00 • Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 ,\ Professional&Accounting/Audit Fees $ 18,279.00 Training&Worker Safety $ 6,850.00 $ 825.00 Insurance $ 32,414.00 • Telephone $ 8,500.00 $ 7,350.00 Utilities $ 14,035.00 $ 3,450.00 Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 . Depreciation-office building $ 15,330.00 • Depreciation-office equipment $ 24,350.00 . Repairs&Maintenance-office $ 78,500.00 Cleaning and Maintenance $ 45,600.00 Office Equipment Rental $ 7,427.00 Office Supplies $ 3,675.00 $ 650.00 Postage&Freight $ 28,750.00 $ 450.00 Rehab Miscellaneous Expense Bad Debts _ Contract Management Fee,;-I;,�_- - $ 157,932.00 lnteresfExpenses, .- _ $ 16,337.00 Other. - TOTAL INDIRECT COSTS $ 981,562.00 .9 522,035.00• CPI Factor 1.40% 1.40% Total I$ 1,524,647.36 DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet • Delivery& Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc Project Costing Worksheet City of Ashland Parks Building Floors • The State of Oregon reimburses employee use of their own vehicles on State business by the mile. The amount reimbursed per mile is based on a federal guideline which can be',retrieved by following the link below to the GSA web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance and repair are considered part of Delivery costs. The labor required (the driver and the workers if they are on the clock),should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the"Equipment,Tools&Subcontracts" spreadsheet or"Trans& Reserve" spreadsheet within this workbook. It is not permissable to capture costs in both spreadsheets. It is permisible to use this spreadsheet to capture vehicle costs for the following situations: (a)Transporting the individuals who will perform the service to the location where the service will be provided. (b) Services dependent on vehicle in the provision of that service. GSA-Privately Owned Vehicle(POV)Mileage Reimbursement Rates Services Contract - ti • Miles Per Rate Per Daily Services per Annual Delivery Description Service Mile Cost Year Trans Cost 2 $. - :$ - 3 4 $ • - ,$: 6 7 • $ _ $. - . 8 $. - _ $' - 9 $; $. _ . 10 $ . $ - Margin • . The law allows a"margin held in reserve". The margin % can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value.Any percentage higher than six percent(6%)will have to be justified to DAS. Enter as a%of total cost of contract 6.0% Work Area DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet OregonForward Program (Formerly QRF Program) • COSTING WORKBOOKS WA); awa communication nication 'Teamwork Professionalism. Opportunity Enterprises, Inc. Office; (541)'973-2728 Fax; (541)973-2729 Property Service License#40205 CCB License#218417 April 20, 2021 • Wes Hoadley Maintenance and Safety Supervisor City of Ashland 90 N. Mountain Ave. Ashland, OR 97520 Dear Mr. Hoadley, • Pathway Enterprises is requesting a pricing adjustment for Park Restrooms and Trash Removal janitorial services. The reason for the changes are as follows: • Incorporation of the updated Living Wage for the City of Ashland at $15.96 per hour. Supervisory wages were calculated at 1.3 times that of a worker. This resulted in a supervisory rate of$20.75 per hour. • Adjustment of the workbook to incorporate adequate supervisory hours. Industry • standards for service sector operations allocate.1 hour of supervision to every 8 hours of direct labor. This proposal includes 4,710.50 labor hours which when divided by 8 equals 588.81 hours. I have incorporated 547.5 hours into this proposal. The current period only includes 312 hours so this is a proposed increase of 235.56 hours. • Updates for supply expenses, fringe expenses, and agency overhead. In total we are requesting an increase from $169,087.90 to $181,774.49 annually. This equates to an additional $12,686.59 for a 7.5% increase. I appreciate your consideration and look forward to another year serving the City of Ashland. Sincerely, • Richard Simpson Commercial Contracts Director Pathway Enterprises, Inc. Cell 541-6014550 Office 541-973-2728 1600 Sky Park Drive Suite No.101 Medford,OR 97504 www.pathway-iuc.otg (info ngpathway-inc.org OregonForward Program • (Formerly QRF Program) COSTING WORKBOOKS :: kS,Tt00r1(f5 • Costing Workbook For Janitorial & Grounds Maintenance Contracts Under the Qualified Rehabilitation Facilities Program • 5 - Ld ti • F +��14 I ,s 3�r'� ,.�.�,k ,� 1) (11,, tt ql p $ s a '8111 y3 +rj.}1 88 Kra tSes I`I�.!_ �,i•_.. .t4• o- W!iA i :3 i ! k00•y • LL.J.� 6"l " . Y`7"•tiY TS: k N^s >x.�.. �J '—%. { .�a 4"'+.�..•`••,n �i -'. .Sod. ', ; °"'.-.• �..v.:.. O • 9 Oregon State Department of Administrative Services Procurement, Fleet, and Surplus Services 1225 Ferry Street SE, U140 Salem, Oregon 97301 (503)378-4642 - • SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services revised:4/5/2011 Project Costing Worksheet The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula - or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to be divided 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 'C'ty,pfAshla'nd Park•Resfroft&•Trash.Services 24,224,- Executive 1',22,Executive Director Signature: Raw Materials Per Time Use-Supplies (from supplies worksheet) Equipment,Tools&Subcontracting (from small equipment worksheet) ;$; ; ;, :- _ Subtotal 1 :"$ ' ';;12,396:24' Labor Direct Labor (from labor daily worksheet) `$=:'•,, . ,122,11;6:88,• Overhead See Overhead Worksheet _$ ,'= 36,354:90:_ Delivery Transportation (from Trans&Reserve worksheet) :$, -• Total Before Margin $'.:' .:170,868'.02'I Reserve Margin Held in Reserve (from Trans&Reserve worksheet) '$ _ ;:10,906.47. Total Bid Yearly;$'.:'. ",'.'`'`,'•• .181:,774:49: Monthly $`. 7'15,147.87 Work Area Wages used in this proposal are based on the City of Ashland Living Wage for 2021 -2022. 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 Park Restroom&Trash Services 21-22 Raw Materials: This category is often spelled out in the Request for Offer(RFO).Language such as"Items to be provided by Contractor"will usually reflect Supplies or Raw Materials. In the case of a Service Contract this will likely include not only supplies required-to perform the service each month,but also Equipment&Tools.In the case of a commodity contract the Raw Materials will be figured on a Per Item Manufactured basis. A custodial contract,for example,may require the following for month-Supplies: Paper,products and soap Broom and dustpan Cleaning chemicals or products Floor Wax . Spray bottles Scrub brushes or scouring pads Per Use/Per Item Manufactured-Supplies Item Unit Units Needed Monthly Annual Price Per Month Cost ' Cost 1 Handy Grabbers $ 22.50 0.5000 $`;' :: .1:1.250000_ .$._ • ',':•:135:00 2 3 Uniform Shirts $ 8.52 4.0000 ;:$ E. • 34:080000 .$ 408:96', 4 50'Hose $ 35.00 0.2500 '$" • ' `. , 8.750000 '$ .10.5.00' 5 Gasoline Fuel $ 3.00 40.0000 $ . '120.000000 .$: :`.'.'; : ,.f ,1;440:00 6 Pro Guard Nitrile Gloves(1000) $ 45.29 1.0000 .$:'':: :i', :'45.290000 '.$ ' . 543.48 7 Scour Sponge White(Case) $ 38.30 0.2500 $,_,:,' r'.' 9.575000 $ -: = . 1.14.90 8 Toilet Brush $ 1.83 4.0000 $' ' : 7.320000 :$" '87.84" 9 Trigger Sprayer w/Bottle $ 2.40 4.0000 --$; ". 9.600000, $' ,:115.20 10 Mop Head $ 9.35 2.0000 -$;: ._ •18:700000 -$', 224.40 11 Angler Broom $ 5.90 1.0000 $ , . .5.900000 $ 70.80 12 Cleaning Terry Cloth Rag $ 0.49 60.0000 ..$ 29.250000 .$ '. ,'351.00 13 Dust Pan $ 2.65 \0.5000 .$ '; .,_- 1:325000 "$ 15:90: 14 Easy Adapter hose $ 22.08 0.2500 ,$` •5.520000 $. .: -66.24 15 High Rise Duster $ 9.32 1.0000 "$ ., ::'9.320000 $ 1:11.84. 16 17 Arsenal#5 Restroom Cleaner $ 0.67 60.0000 $ . '• 40::200000, .$ ' -482..40 18 Arsenal#6 Vindicator $ 0.95 60.0000 $-'r. • - 57:000000 $ .!684.00- 19 $ $ 20 21 Take Down Fresh and Clean $ 20.53 2.0000 $. :: 41.060000 $' '492.72 22 Ziz-O Paste $ 5.94 2.0000 $ - _.' ` 11.880000• $ . , 142.56 23 $ $ 24 25 Vehicle Lease $ 567.00 1.0000 .$. •567.000000 $• • 6,804.00. 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 $ . •.1,033.020000. $ 12,396:244 Areas in green are formula driven. Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month. Annual Cost=Annual cost is computed by monthly cost times 12 months. DAS Form#12 J Revision 10-03 Page 2 ) Supplies Sheet RAW MATERIALS Oregon Department of Administrative Services Equipment,Tools&Subcontractors Project Costing Worksheet Pathway Enterprises,Inc. The following Equipment&Tools are examples which may be required to do the job: SUBCONTRACTORS Cost per Burnishing/Floor machines Carpet extractors Description Time Times per Year Blind cleaning machines Auto scrubbers $. Sweepers Mop buckets and presses $ If any of this equipment is used on more than one project,be sure to include only that portion of $ `° ' the cost associated with this project. $ Note:Any asset purchased with grant money is not eligible for depreciation,however,the •$.- cost to maintain the asset is an allowable expense and should be listed. $ _ $ Equipment Unit Useful life Contract Depreciation Units Cost Project Project #of Annual Description Price of Asset life Percentage Per Year %Use Unit Cost Units Cost 1 Cordless Backpack $ 12 - 100% .#VALUEL 1 2 Pressure Washer $ - - 12 -- - 100% #VALUEI' 1 3 • 12' 4 12 5 12 6 12 7 12• 8 1g.. • 1/4 9 10 12 11 12. 12 13 12 ' _• 14 12,' ' :' . 15 12 „ 16 • • . = 17 12 .. 16 12 • - , . , • • 19 12 20 12: -. 21 12 -- 22 12:'- 23 24 12 25 12 Areas ih.green are formula driven. • Useful Life of Assets=What is the estimated useful life of the equipment in months Depreciation Percentage=Depreciation is calculated by dividing the contract life by the useful life. Unit Cost Per Year= Computed by multiplying the total unit cost by the depreciation. Projected%Use= Enter project use percentage.If any of the equipment is used on more than one project,be sure to include only that portion of the costs associated with this project.(note:100%would be an item used only for this contract) Projected Unit Cost=Calculated by multiplying the unit cost per year times the project use. #of Units=Multiply by units needed to complete the contract/service. Annual Cost=Computed by project unit cost times the number of units. • Work Area • • DAS Form#12 J • Po,nc nn 1rUTI Pana LABOR Oregon Department of Administrative Services Direct Labor Project Costing Worksheet Pathway Enterprises,Inc. City of Ashland Park Restroom&Trash Services 21-22 Worker Work Hourly %Pro- Sub- FICA Sub- Workers Sub- Unemploy- Sub- Other Other Benefits Other Benefits Daily/Per Times AnnuallTotal Annual Hours Description Hours Rate ductivity Total 1 Total 2 comp% Total 3, ment% Total 4 Benefits% Monthly$ SubTotal5 Item Labor Per Yr. Labor• Labor 1 Janitor Summer 14.25 $15.98 100% .5 227.43 0.0765 $ ' 17.40 2.60% $ 5.91 1.42% $ ' 3.23 29.44% $ - '66.96. 5. 320.93 214 l0 68,678:27 -3,049.5. 2 Supervisor 1.50 $20.75 100% 5'31.13 0.0765 5 2:38 2.60%-5 0.81 1.42% $' 0.44 29.44% $ -- ` 9.16 $ "43.92 365 $ 18,030.981 ' .- 547.5 3 4 Janitor Winter 11.00 $15.96 100% $:175.56 0.0765 $ 13.43 2.80% $• 4.58 1.42% 5' '2.49 29.44% $- . .-51.68- $ 247:73 151 '5'' 37,407.64 "- .•'1,661.0. 4 5 5'.-- $ _ $ _ §' _. $ .. -.. _ §•„ 6 $ - 5 '5 - $ - - § 7 5. ,_ 5 _ 8 $ . - $ . .- $ 9 $ - $ - $ - $ -$. _... $ 5 10 $' _. 5' -5 - 12 -$. $ §- $: 13 '5. '$ - $. _ S. 1:._- 14 $ - -• 16 E $ \ E $' l - - •$ $ _ §• - _ -0.0-. 17 '5.- - $ _ s- 5- $: - -. $- _ g _ "- .•'o.0 18 E' '- $ . _ - 5- - .$ - .5 :..0.0' 19 E . - -5'- _ 5 $ _. $-. :" $ $ - -- 70.0 20 $- - $ _ $ - -5 - _ 5... - 5 -- §_. 21 5, _ 5,- $ - 22 $ - S - 23 24 $ - $ - '5- - - E'.. $. 5.-- 5. - -__ •:0.11 25 •5.. - 5 I.- 5 - 5 _ .5 - - .g: _ .E - 0.0 . 26 $ $ - E - $ - 5'. 5• $1' 0.0 27 $ - $ - -$ _ _$ - 28 '5' $• $ - $ - 29 $ :- $ - 5' -_ $ 30 $ - $ - $ - " ..5 . - Total I.-812.58 Total $ 122,116.88-.'• - `5:258.0 Areas in green ere formula driven.' - • List"Other Benefits"Provided Work Hours=Breakdown total'Work hours'(see Overview)into hours or partial hours required per time or per Item. PTO 5.76 - Subtotal 1=Computed by multiplying hours in work hours by hourly rate(prevailing wage if required)and then multiply by%productivity. Holiday 3.84 Subtotal 2=Computed by multiplying subtotal 1 by FICA%(as of July 2002 7.65%). 401 K 1.64 . • Subtotal 3=Computed by multiplying subtotal 1 by your organization's Workers Comp%. Health Ins. 18.2 Subtotal 4=Computed by multiplying subtotal 1 by your organization's Unemployment Insurance%. Other Benefits%=Input in this column if you calculate Other Benefits by a percentage. • Subtotal 5=This column may-be,a combination of both Other Benefits%and Other Benefits Monthly$. - - • Daily Per Item Labor=The sum of subtotals 1,2,3,4,and 5 I Times Per Year=This is the days or shifts worked per year Annual Total Labor= Times per year multiplied by daily/per item labor l ' Annual Labor Hours=Work hours multiplied by times per year . Input in this column if you calculate Other Benefits as a flat dollar amount per month.Adjust amount to reflect this employees'allocated Other Benefits Mo.$=time to this contract. (e.g,Employee works 50%of their time on this contract,and 50%of their time on a different contract. If their monthly benefit Is$100,then only$50 would be allocated to this column. • For purposes of costing a project,it's important to distinguish between direct and Indirect labor.Indirect labor(supervision,administration,inspection etc.)maybe captured as Overhead,and will be discussed later.Direct labor Is that which is • specifically identifiable as a part of the contract requirements.It should be noted that working supervisors could spend a percentage of their time in direct labor functions.The percentage may vary depending on the project or organization.For example,a supervisor may spend 50%of his/her time In direct labor functions and the other 50%supervising.In that case you would include 50%of that person's time as direct labor and capture the other 50%,as well as any other supervisory costs, in the indirect labor portion of Overhead. Direct labor is best expressed as'work hours°.That is,the total number of hours that will be required to complete a task or project.The first and perhaps most critical step is to Identify the work and break It down Into its component tasks.The description of work or specifications in the contract Is the place to start.Once the component tasks are Identified,the next step is to estimate the time that will be required to accomplish each task.Since this estimated time may be In minutes or even seconds,the times must be compiled into a Per-Time or Per-Item direct labor cost estimate.For example,In a custodial contract,first breakdown the work requirements Into component tasks such as,loading and unloading equipment,emptying trash end recycle containers,vacuuming,sweeping,cleaning sinks,waxing floors,etc.(be sure to account for time between Jobs also).Next,estimate the time required for each component task.Then,compile those estimates Into a figure that represents the total number of hours per service.That figure Is the required'work hours:This number will stay the same regardless of how many people am working.For example,8'work hours'can be accomplished by I person working at 100%productivity for 8 hrs.(1x8=8),ort people working at 100%productivity for hrs.each(2x4=8).It could also be done by 8 people working at 50%productivity fort hrs.each.(8x50=4,4x2=8) Once you know the total work hours per service or per item,It's simply a matter of assigning the appropriate wage to the hours.Some contracts,including those on which you pay workers sub-minimum wages based on productivity,require you to pay a'prevailing wage.°Check the contractl Also,be sure to add the appropriate'Other Payroll Expense'(OPE)for your organization onto the wage. Matching FICA • Workers'Comp at your cost - • Cost of other benefits paid by your organization(e.g.medical,dental,retirement,etc.) After you've established the direct labor cost per time or per item,you can extend the time frame to come up with the annual requirement.Ona service contract multiply the daily cost by the number of days per year that you will provide the service. For example,a service with direct labor cost of$80.00 per time,required 5 days per week and 52 weeks per year,would give you an annual direct labor cost of$20,800.00 per year.(80 x 5=400,400 x 52=20,800).For monthly cast divide the annual cost by 12(In this case you get$1733.33/month). ' DAS Form#12 J Revision 10-03 Page 4 Direct Labor Sheet OVERHEAD • Oregon Department of Administrative Services Overhead Costs Project Costing Worksheet Pathway Enterpris City of Ashland Park Restroom 8 Trash Services 21-22 There are many different ways organizations allocate overhead Internally(e.g.,Percent of total costs,dollar figure sum,as a.percent of direct labor,etc). In the space provided below,Indicate how your organization allocates overhead to this particular contract,what Items go Into your overhead,and what that overhead amount is(whether as a percent or exact amount) • Percent of Total Cost Method: IFILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW! For every dollar spent producing a final product,or providing a service,a certain percentage of that dollar is required for overhead.To calculate the overhead percentage,itis bestto have financial records for your organization that go back a year or mom.Add together the expenditures that make up the overhead cost(see worksheet below). Now add this figure to the Raw materials,Direct labor and 1. Enter Overhead.as aPercent of Total Costs. - Delivery for a total cost. Divide the figure for overhead by the figure for total costs. - The result is a percent that represents overhead as a percentage of the total cost. . -• - -. 20.00%1 - If financial records are not available estimate the overhead expenses as best you can,estimate other costs as best you can,and use the same formula to get a OR Dollar-Figure Sum Method: You can enter the dollar amount you are allocating to overhead in the box if you are confident that you can allocate overhead Items to this particular project.You can use the Worksheet as a tool(if needed) • to Identify your costs. 2. Enter;Allocated Overhead as a'Dollar-Flgure,Sum, - Percent of Total Direct Labor Method: To Identify overhead costs,you need the financial records for your organization or division for the past year.Input all the costs of the entire entity as detailed below. Line items which are not detailed below should be input into the cells marked. OR "other";please include a description.What you are trying to determine is a percentage,therefore,do not gross up the expenses for Inflation or to conform to the current year budget.Next,Input Into the cell below the total direct labor hours • paid out by your entire organization for the same period.These figures should be found on the year end payroll report.Do not include hours which can be classified • 3.Overhead as'a Percent of Total Direct Labor Hours as management or administrative costs.(Including these costs into the direct labor i hour total will deflate the actual costs.)The worksheet will compute the overhead as ` ^ a line item cost by dividing the total projected labor hours for the contract into the total projected labor hours for the current year. • Total Annual Direct Labor Hours I Input Total from Worksheet on Below Overhead per labor hour $ -•• • Time required to complete contract i I. • 5,258 • Total Assigned Overhead )$ • -• - -- Worksheet WORK AREA: Total Annual Operations Use the area below to show how you arrived at the final figure INDIRECT COSTS ORGANIZATION DEPARTMENTAL that you show as your total Overhead Management Salaries $ 224,660.00 Agency Revenue=$7,447,389^^^^^^Total Overhead=$1,524,647^^^^^^1,524,647/7,447,389=20% Management Payroll Tax Expense $ 11,832.00 Management Medical Insurance $ 35,850.00 Management,Pension Plan Expense $ 7,450.00 Sales&Administrative Salaries $ 477,463.00 Sales&Administrative Payroll Tax Expense $ 36,526.00 Sales&Administrative Medical Insurance $ 106,244.00 Sales&Administrative Pension Plan Expense $ 23,500.00 - Office Rent $ 33,600.00 Advertising and Public Education $ 21,261.00 $ 4,800.00 Background Checks&Urinalysis $ 8,260.00 $ 1,650.00 Professional&Accounting/Audit Fees $ 18,279.00 Training&Worker Safety, $ 6,850.00 $ 825.00 insurance $ 32,414.00 Telephone $ 8,500.00 $ 7,350.00 Utilities $ 14,035.00 $ 3,450.00 Property Taxes/Licenses/Fees $ 1,890.00 $ 450.00 Dues&Subscriptions $ 6,371.00 $ 31,086.00 Depreciation-office building $ 15,330.00 . Depreciation-office equipment $ 24,350.00 Repairs&Maintenance-office $ 78,500.00 Cleaning and Maintenance $ 45,600.00 Office Equipment Rental $ 7,427.00 Office Supplies $ 3,675.00 $ 650.00 Postage&Freight $ 28,750.00 $ 450.00 Rehab Miscellaneous Expense Bad Debts Oontract Manages ieribFee;.. $ 157,932.00 Interest Expenses' • :�,. • $ 16,337.00 Other.' - - Other.• '' .. TOTAL INDIRECT COSTS '$ 981,562.00 $ 522,035.00 • CPI Fedor 1.40% 1.40% Total I$ .. .1,524,647.36 I 1 DAS Form#12 J Revision 10-03 Page 5 Overhead Computation Sheet Delivery& Reserve Oregon Department of Administrative Services Pathway Enterprises, Inc. Project Costing Worksheet City of Ashland Park Restroom &Trash Services 21-22 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 2 $ ."- . • 3 ''$ $. - 4 $:: - $ 5 $. $, = 6 :$'. 7 $. - $ -• - 8 • $' • - $. 9 $ 10 . $ _ $' . • $ $.' . Margin The law allows a"margin held in reserve". The margin% can vary depending on the product or service being offered and organizational, contractual and market variables specific to the project. Some research will likely be required to come up with a percentage that not only allows for inventory and equipment replacement, but is in alignment with industry standards and fair market value. Any percentage higher than six percent(6%)will have to be justified to DAS. Enter as a%of total cost of contract 6.0% Work Area • • • ♦I • DAS Form#12 J Revision 10-03 Page 6 Trans-Delivery and Margin Sheet 7-