HomeMy WebLinkAbout2005-196 Contract - Pathway Enterprises
CONTRACT
Contractor services contract made on the date specified below in Recital A between the
City and Contractor as follows:
Recitals:
A. The following information applies to this contract:
CITY: CITY OF ASHLAND Contractor: Pathway Enterprises, Inc.
City Hall Address: 722 Jefferson Avenue
20 E. Main St. Ashland, OR 97520
Ashland, Oregon 97520 Telephone: 541-488-1536
(541) 488-6002 FAX: 541-488-1536
FAX: (541) 488-5311
Date of this agreement; 11 B: RFP date: December 2, 2003
September 9, 2005 Proposal date: February 9, 2004
Date of original agreement: March 15, 2004
~ 3.2. Contracting officer: Dale Peters
11 2.4. Project: Janitorial Services Proposal #110-2003
11 4. Term Begins July 1, 2005, ends June 30, 2006.
Contract may be extended annually, by mutual agreement, for up to three years.
*** 2nd Year of Contract ***
117.1. Contractor's representative: Eldon Olson, Program Director
Robert Penney, Director of Finance
119.3. Maximum contract amount: $65,105.02 (Price adjusted per increase in living wage)
Living wage $11.74 effective June 30, 2005.
Total payments under this contract for the second year shall not exceed the sum
specified in Recital A above, unless additional services for window cleaning and
carpet and floor cleaning are requested by City. Costs for such additional services
shall be charged at the rates set forth in Contractor's proposal.
B. On the date noted above, City issued a request for proposals (RFP) for work: needed by
City for the project described above. Contractor submitted a proposal in response to the
RFP on the date noted above.
C. After reviewing Contractor's proposal and proposals submitted by other offt~rors, City
selected Contractor to provide the services covered by the RFP.
City and Contractor agree as follows:
1. Relationship of Contract Documents: In response to the RFP, Contractor submitted a
proposal which included a . Except as provided in paragraph 1.1, in the event ()f any
inconsistencies in the terms of this contract, the RFP or the Contractor's proposal, this
PAGE l-CONTRACT
H:\BID DOCUMENTS\RFP JANITORIAL SERVICES CONTRACT 09 09 200S.DOC
contract shall take precedence over the RFP which shall take precedence over the
proposal.
2. Relationship between Citv and Contractor: Contractor accepts the relationship of trust
and confidence established between Contractor and City by this contract. Cont.ractor
covenants with the City to perform services and duties in conformance to and c:onsistent
with the standards generally recognized as being employed by workers of Con1tractor's
caliber in the locality of the project. Contractor further covenants to cooperate with City,
City's representatives, contractors, and other interested parties in furthering the interests
of City with respect to the project.
3. Definitions: Generally words, terms and phrases used in this contract shall have the
meaning ascribed to them in the construction industry, unless the context clearly
indicates otherwise. As used in this contract:
3.1. "City" means the City of Ashland, Oregon.
3.2. "Contracting officer" means the person specified in Recital A above or that
person1s designee.
3.3. "Project" means the project described in Recital A.
3.4. "Work" or "Services" shall mean all labor, materials, plans, specifications,
opinions, reports, and other services and products which Contractor is required to
provide under this contract.
4. Term: The term of this contract shall commence on the date specified in Recital A
above and end on completion of all services required by this contract unless slooner
terminated as provided in this contract.
5. Authoritv of ContractinQ Officer: The contracting officer shall have the authority to act
on behalf of City in the administration and interpretation of this contract. The contracting
officer shall have complete authority to authorize services, transmit instructions, receive
information, interpret and define City's policies and make other decisions with respect to
Contractor's services.
6. Services: Contractor shall provide services to City that are described in the I=tFP and
the proposal.
6.1. In connection with the services described in the RFP, Contractor shall:
6.1.1. Consult appropriate representatives of City to clarify and
define City's requirements relative to the services.
6.1.2. Review available data relative to the services.
6.1.3. Identify data which is not available and is needed to fulfill the
services, and act as City1s representative in obtaining such data.
6.1.4. Prepare monthly progress reports to the contracting Office~r on
the status of services.
6.2. Contractor shall commence performance of services within five days after
receiving written authorization from the contracting officer for work described in the RFP.
6.3. Contractor shall perform the services as an independent contractor' in
accordance with generally accepted standards in Contractor's vocation. Contractor shall
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H:\BID DOCUMENTS\RFP JANITORIAL SERVICES CONTRACT 09 09 200S.DOC
be responsible for the quality, technical accuracy and the coordination of all services
performed by Contractor. Contractor shall, without additional compensation, correct or
revise any error or deficiencies in the services that are caused by Contractor's
negligence. City's review, approval, acceptance of, or payment for, any of the slervices
shall not be construed to waive any of City's rights under this contract or of any cause of
action arising out of Contractor's services. In the event of any breach of this contract by
Contractor or negligent performance of any of the services, City.s cause of acUon against
Contractor shall not be deemed to accrue until City discovers such breach or negligence,
or should have, with reasonable diligence, discovered such breach or negligence. The
preceding sentence shall not be construed, however, to allow City to prosecutE~ an action
against Contractor beyond the maximum time limitation provided by Oregon law.
7. AssiQnment of Contractor's Personnel:
7.1. The services covered by this contract shall be rendered by, or under the
supervision of the person specified in Recital A above, who shall act as Contra1ctor's
representative in all communications and transactions with City.
7.2. Contractor will endeavor to honor reasonable specific requests of City with
regard to assignment of Contractor's employees to perform services if the reqUlests are
consistent with sound business practices.
8. Responsibilities of Citv:
8.1. City will cooperate fully with Contractor to achieve the objectives of this
contract.
8.2. City will provide information, documents, materials and services thalt are
within the possession or control of City and are required by Contractor for performance
of the services.
8.3. City will arrange for access to, and make all provisions for Contractt:>r to enter
upon, public and private property as required for Contractor to perform the services.
8.4. City will provide all permits necessary for completion of the project.
8.5. The contracting officer will act as liaison between City, Contractor, public
agencies, and others involved in the project.
9. Pavment:
9.1. City shall pay Contractor for services and reimburse Contractor for lexpenses
incurred by Contractor in performance of services in accordance with a payment
schedule to be submitted by Contractor and accepted by City. No reimbursemE~nt will be
made for expenses that are not specifically itemized in this payment schedule without
prior approval by the contracting officer.
9.2. Contractor shall submit monthly invoices to City for Contractor's services
within ten days after the end of the month covered by the invoice.
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H:\BID DOCUMENTS\RFP JANITORIAL SERVICES CONTRACT 09 09 200S.DOC
9.3. Total payments under this contract for the first year shall not exceed the sum
specified in Recital A above. Provided, however, this sum may be exceeded as required
for any living wage adjustment effective July 1, 2004, and it may be exceeded fc~r
additional services for window cleaning and carpet and floor cleaning requested by City.
Costs for such additional services shall be charged at the rates set forth in Contractor's
proposal, subject to any adjustment for living wage increases.
10. Compliance with Law:
10.1. This contract will be governed by and construed in accordance with laws of
the State of Oregon. Contractor shall promptly observe and comply with all present and
future laws, orders, regulations, rules and ordinances of federal, state, City and city
governments with respect to the services including, but not limited to, provisions of ORS
279.312, 279.314, 279.316 and 279.320.
10.2. Contractor is a "subject employer" as defined in ORS 656.005 and shall
comply with ORS 656.017. Prior to commencing any work, Contractor shall certify to City
that Contractor has workers. compensation coverage required by ORS Chapter 656. If
Contractor is a carrier insured employer, Contractor shall provide City with a cE~rtificate of
insurance. If Contractor is a self-insured employer, Contractor shall provide Cit.y with a
certification from the Oregon Department of Insurance and Finance as evidenct~ of
Contractor's status.
11. Ownership of Documents: All documents prepared by Contractor pursuant to this
contract shall be the property of City. To the extent permitted by law, City shall" within the
limits of the Oregon Tort Claims Act, defend, indemnify and hold harmless Contractor, its
Contractors, agents and employees against all damages, claims, expenses andllosses
arising out of any reuse of plans, specifications and other documents prepared by
Contractor without prior written authorization of Contractor.
12. Records:
12.1. Contractor shall develop and maintain complete books of account and other
records on the services which are adequate for evaluating Contractor's perforl1nance.
Contractor shall maintain records in such a manner as to provide a clear distinction
between the expenditures and revenues related to the project and the expenditures and
revenues related to Contractor's other business.
12.2. Contractor.s books and records shall be made available for inspection by
City at reasonable times, to verify Contractor's compliance with this contract. Gity shall
have the right to request an audit of Contractor.s books and records by a certified public
accountant retained by City.
13. Indemnification: Contractor shall defend, indemnify and save City, its officE~rs, agents,
and employees harmless from any and all claims, actions, costs, judgments, diamages or
other expenses resulting from injury to any person (including injury resulting in death,) or
damage to property (including loss or destruction), of whatsoever nature arising out of or
incident to the negligent performance of this contract by Contractor (including but not
limited to, the negligent acts or omissions of Contractor's employees, agents, iand others
designated by Contractor to perform work or services attendant to this contrac:t).
PAGE 4-CONTRACT
H:\BID DOCUMENTS\RFP JANITORIAL SERVICES CONTRACT 09 09 200S.DOC
Contractor shall not be held responsible for any claims, actions, costs, judgments,
damages or other expenses, directly and proximately caused by the negligenCE! of City.
14. Insurance:
14.1. Contractor shall, at its own expense, at all times during the term of this
contract, maintain in force:
14.1.1. A comprehensive general liability policy including covera~,e
for contractual liability for obligations assumed under this contract, blanket
contractual liability, products and completed operations and owner's and
contractor's protective insurance;
14.1.2. A comprehensive automobile liability policy including owned
and non-owned automobiles.
14.2. The coverage under each liability insurance policy shall be equal to or greater
than the limits for claims made under the Oregon Tort Claims Act with minimul1n coverage
of $500,000 per occurrence (combined single limit for bodily injury and property damage
claims) or $500,000 per occurrence for bodily injury and $100,000 per occurrenlce for
property damage.
14.3. Liability coverage shall be provided on an "occurrence" basis. "Clctims
made" coverage will not be acceptable, except for the coverage required by sulbsection
14.2.
14.4. Certificates of insurance acceptable to the City shall be filed with City prior to
the commencement of any work by Contractor. Each certificate shall state that coverage
afforded under the policy cannot be cancelled or reduced in coverage cannot be made
until at least 30 days prior written notice has been given to City. A certificate wlhich states
merely that the issuing company "will endeavor to mail" written notice is unacc:eptable.
15. Default:
15.1. There shall be a default under this contract if either party fails to p~~rform any
act or obligation required by this contract within ten days after the other party !~ives
written notice specifying the nature of the breach with reasonable particularity" If the
breach specified in the notice is of such a nature that it cannot be completely c:ured
within the ten day period, no default shall occur if the party receiving the notic~~ begins
performance of the act or obligation within the ten day period and thereafter proceeds
with reasonable diligence and in good faith to effect the remedy as soon as prctcticable.
15.2. Notwithstanding subsection 15.1, either party may declare a defau!lt by
written notice to the other party, without allowing an opportunity to cure, if the other party
repeatedly breaches the terms of this contract.
15.3. If a default occurs, the party injured by the default may elect to terrninate this
contract and pursue any equitable or legal rights and remedies available under Oregon
law. All remedies shall be cumulative.
15.4. Any litigation arising out of this contract shall be conducted in Circ~uit Court
of the State of Oregon for Jackson County.
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H:\BID DOCUMENTS\RFP JANITORIAL SERVICES CONTRACT 09 09 200S.DOC
16. Termination without Cause:
16.1. In addition to the right to terminate this contract under subsection '15.3, City
may terminate by giving Contractor written notice sixty days prior to the termin,ation date.
16.2. In addition to the right to terminate this contract under subsection 15.3,
Contractor may complete such analyses and records as may be necessary to place its
files in order and, where considered necessary to protect its reputation, to complete a
report on the services performed to date of termination.
16.3. If City terminates the contract under subsection 16.2, Contractor shall be paid
for all fees earned and costs incurred prior to the termination date. Contractor shall not
be entitled to compensated for lost profits.
17. Notices: Any notice required to be given under this contract or any notice rE~quired to
be given by law shall be in writing and may be given by personal delivery or by registered
or certified mail, or by any other manner prescribed by law.
17.1. Notices to City shall be addressed to the contracting officer at the address
provided for the City in Recital A above.
17.2. Notices to Contractor shall be addressed to the Contractor's repre~)entative at
the address provided for the Contractor in Recital A above.
18. Assianment: City and Contractor and the respective successors, administrc:ttors,
assigns and legal representatives of each are bound by this contract to the other party
and to the partners, successors, administrators, assigns and legal representatives of the
other party. Contractor shall not assign or subcontract Contractor's rights or olbligations
under this contract without prior written consent of City. Except as stated in thiis section,
nothing in this contract shall be construed to give any rights or benefits to anYt:>ne other
than City and Contractor.
19. Modification: No modification of this contract shall be valid unless in writin!g and
signed by the parties.
Contractor
" '1
BY ~ .f
ljJames L. Ormand
FedllD #93-0891433
Ceo
City
BY L9f:/. J-
,~
.........
RE\(IEVY~D ~ TO CONTENT
BY ~A~(e--ID~.:>r-.r--
City Department Head
Date: 9/r70r
REVIEWED AS TO FORM ",;2 "- d ~ co2 '" 7'
By C52 K /~<_ I '7 ~. c'-eo;
City Legal Counsel Date:
fz'l
~
t} l? 9; ?J ;2-"
PAGE 6-CONTRACT
H:\BID DOCUMENTS\RFP JANITORIAL SERVICES CONTRACT 09 09 200S.DOC
09/02105 FRI 10:53 FAX 541 488 5320
ASHLAND SVC CTR
~002
Request for Approval of Price Determination
For
Jq~itorial Serv.icCE
(product or service)
.. Contract # RFP #J.10-2003
Total Price: $ 65,105.. 02
~p~ fiscal year 2005-2006
Requesting Agency:
City of A~hl~::c
Requesting QIW:
Pathways EntGrp~i9~SI Inc.
Agency and QRF agree the' proposed 'price and supporting documentation Dleets the
requirements of OAR 125-055-0030.
AU~~ -
~ date:
~~.r
I
Lee Tlin~berg, Finance Dir~~to~
Print Name
~ -P~~~I
Authorized QRF Signature
t date: i?! ~/os:
Robert Penney, Dir~~tor of Finance
Print Name
DAS/SPO has reviewed the submitted documentation supporting the price offered
by th- QRF and approves the price for procurement of the above stated product or
se ice n accor: a ce with OAR. 125-055-0030.
date: 9 /~/o'J
13 . (12/03)
EXHIBIT 9
PRICING PAGE
1. Provide all tabor, materials, equipment and supplies necessary to perform janitorial se~rvices for the
following'locations:
-.,. ~.
City HaJl
20 E. Main Street
$ .1-/. ... L' ~,r / th
_ ' J 0 ' Lll.-- , men
$J7fS7'j ,~~YHar
Community Development,
Public Works & Engineering
51 Winburn Way
$/6~s8 -- t;L~ Imonth
$ /9 901 ?it gf YE~ar
Municipal Court
1115 E. Main Street
.
$ 5-;6), f'" 2.../month. $ 6~dS. tffYE~ar
Po ice Department
1155 E. Main Street
$ 9S? 122- Imenth $ / II ~~;, l~5Yf=ar
Service Center
90 N. Mountain Avenue
$ /L:i WI 9D Imonth $ fAt ,S:~6'. KL~y~~ar
Street and Shop
90 N. Mountain Avenue
$ 507. ff"D 1month $ &,0 93 5'.s"y~~ar
Wastewater Treatment Plant
1295 Oak Street
$ L) / II- Imonth $ . LJ!H
I I
YE~ar
TOTAL COST FOR EVALUATION:
$ ~$- /1) c:# (>~
2., Provide Emergency I Exception Services in accordance with the requirements of this RFP.
$ I;J~ ,'-It", per person I per hour
Annual Estimate: Two (2) persons times an estimated 120 hours (each)
TOTAL COST FOR EVALUATION:
$.&2. ~ft) ~J'6
f
M\lVnu... \Jt;;;;;.r\. I Ir I V 1"\ I t;;;;;. ur L-II"\CIL-I I I II'" U f'V"'\1'\..IL. PATHW- f -I 04/06/05
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
Western States Ins. - Medford HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
739 Medford Center AL TER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Medford OR 97504
Phone: 541-779-1321 Fax: 541-779-9187 INSURERS AFFORDING COVERAGE NAIC#
INSURED INSURER A: Granite State Ins. CO.
INSURER B: Natl Union Fire Ins Co
Pathwa-r Enterprises, Inc. INSURER C:
722 Je ferson Ave INSURER D:
Ashland OR 97520
INSURER E:
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAYBE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTR NS~~ TYPE OF INSURANCE POLICY NUMBER Pdi~1tiM/DDrW)c . p~~iil(MMIDDiYYj N LIMITS
GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000
----
A X COMMERCIAL GENERAL LIABILITY .02LX50599371000 04/11/05 04/11/06 U1'IMI'\UC_ I U _ Kt:N I t:u' $ 200,000
PREMISES (Ea occurence)
I CLAIMS MADE ~ OCCUR MED EXP (Anyone pe.rson) $15,000
PERSONAL & ADV IN-IURY $1,000,000.
I-
Jf.- Professional Liab GENERAL AGGREGATE $ 3,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/C)P AGG $3,000,000
n nPRO- n Emp Ben. 1mil/1 mil
POLICY JECT LOC
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $1,000,000
I-
A X ANY AUTO 02CA62675281000 04/11/05 04/11/06 (Ea accident)
l-
I- ALL OWNED AUTOS BODILY INJURY $
SCHEDULED AUTOS (Per person)
l-
X HIRED AUTOS COJ =-y BODILY INJURY
I- $
X NON-QWNED AUTOS (Per accident)
I-
PROPERTY DAMAGE
I-- (Per accident) $
GARAGE UABIUTY AUTO ONLY - EA ACC:IDENT $
~ANYAUTO OTHER THAN EA ACC $
-
AUTO ONLY: AGG $
EXCESSlUMBRELLA LIABILITY EACH OCCURRENCE: $1,000,000
B ~ OCCUR 0 CLAIMS MADE 29UD46599731000 04/11/05 04/11/06 AGGREGATE $1,000,000
$
Fx1 DEDUCTIBLE $
X RETENTION $10,000 $
WORKERS COMPENSATION AND I T8'~l~ltWS I IUEFt
EMPLOYERS' LIABILITY E.L EACH ACCIDEN1r $
ANY PROPRIETORlPARTNERlEXECUTlVE
OFFICER/MEMBER EXCLUDED? E.L DISEASE - EA EMPLOYEE $
~~~~'C'~~J:~~~NS blMow E.L. DISEASE - POLI(~ LIMIT $
OTHER
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
Certificate holder is included as addl. insd.
CERTIFICATE HOLDER
CANCELLATION
--PROOF SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRA TIOr-.
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR "0 MAIL ~ DAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
City of Ashland IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPOtol THE INSURER, ITS AGENTS OR
Kari Olson
90 N Mountain REPRESENTATIVES.
Ashland OR 97520 AUTHORIZED REPRESENTATIVE
Chris Becker
ACORD 25 (2001/08)
@ ACORD CORPORATION 1988
Certificate of Insurance
Page 1 of 1
S8IFC::OFiFDf=iArIC)f\J
400 High St SE
Salem, OR 97312-1000
Toll Free 1-800-285-8525
OREGON WORKERS' COMI~ENSATION
CERTIFICATE OF INSURANCE
MAIL TO:
CERTIFICATE HOLDER:
CITY OF ASHLAND
ATT KARl OLSON
90 N MOUNTAIN
ASHLAND, OR 97520
CITY OF ASHLAND
ATT KARl OLSON
90 N MOUNTAIN
ASHLAND, OR 97520
The policy of insurance listed below has been issued to the insured named below for the policy
period indicated. The insurance afforded by the policy described herein is subject to all the terms,
exclusions and conditions of such policy.
POLICY NO.
524679
POLICY PERIOD
04/01/2005 TO 04/01/2006
ISSUE DATE
08/22/2005
INSURED:
PATHWAY ENTERPRISES
722 JEFFERSON AVE
ASHLAND, OR 97520
BROKER OF RECORD:
ASHLAND INS (ASHLAND)
PO BOX 880
ASHLAND, OR 97520
LIMITS OF LIABILITY:
Bodily Injury by Accident $500,000 each accident
Bodily Injury by Disease $500,000 each employee
Bodily Injury by Disease $500,000 policy limit
DESCRIPTION OF OPERATIONS/LOCATIONS/SPECIAL ITEMS:
IMPORTANT:
The coverage described above is in effect as of the issue date of this certificate. It is subject to
change at any time in the future.
This certificate is issued as a matter of information only and confers no rights to thE! certificate
holder. This certificate does not amend, extend or alter the coverage afforded by the policies
above.
AUTHORIZED REPRESENTATIVE
~r----
http:// saifonline/ online/ certs/ certF orm.aspx
08/22/2005
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Ashland - The Grove 05-06
Costing Workbook
For Janitorial & Grounds Maintenance
Contracts Under the
Qualified Rehabilitation Facilities Prograln
~
~~:
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l1'i5~
Oregon State Department of Administrative Services
Procurement, Fleet, and Surplus Services
1225 Ferry Street SE, U140
Salem, Oregon 97301
(503) 378-4642
.I'
SUMMARY OF ANNUAL COSTS
Oregon Department of Administrative Services
Project Costing Worksheet
The summary sheet is linked to the other sheets in this workbook. Any area shaded in light green is either a formula 0'
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
Project
c C .......
Executive Director Signature:
Raw Materials
Per Time Use - Supplies
Equipment, Tools & Subcontracting
(from supplies worksheet)
(from small equipment worksheet)
$
$
Subtotal 1 $
2213.01
4813 17
714.18
Labor
Direct Labor
1$
6.2213.75 1
(from labor daily worksheet)
Overhead
See Overhead Worksheet
1$
1,8713471
Delivery
Transportation
(from Trans & Reserve worksheet)
1$
Total Before Margin 1 $
8.81B 40 I
Reserve
Margin Held in Reserve
1$
56:2.941
(from Trans & Reserve worksheet)
Total Bid Yearly 1 $
Monthly $
9,38:2.341
781.86
DAS Form #12 J
Revision 10-03
Page 1
=:J
Summary Sheet
RAW MATERIALS
Supplies
Pathway Enterprises, Inc
City of Ashland 06-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.
Oregon Department of Administrative Services
Project Costing Worksheet
A custodial contract. for example. may require the following for month - Supplies
Paper products and soap
Cleaning chemicals or products
Spray bottles
Broom and dustpan
Floor Wax
Scrub brushes or scouring pads
Per Use/Per Item Manufactured - Supplies
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
Item Unit Units Needed Monthly Annual
Price Per Month Cost Cost
Pine Q Disinfectant $ 4.69 0.1666 $ 078 $ 938
Cream Cleanser $ 2.84 0.1666 $ 047 $ 5.68
Glass Cleaner $ 615 0.1666 $ 102 $ 12.30
Heavy Duty Cleanser $ 469 0.1666 $ 0.78 $ 9.38
Oder Counteractant $ 30.65 $ - $ -
Carpet Lane $ 500 $ - $ -
Carpet Shampoo $ 1301 $ - $ -
24 02 Bottle & trigger $ 222 01666 $ 0.37 $ 4.44
Acrylic Bowl Mops $ 1.67 o 5000 $ 084 $ 10.02
Scrapper W/blades $ 6.36 01666 $ 106 $ 12.71
I OZ Pumps $ 2.26 01666 $ 038 $ 4.52
Paper Filter $ 2063 o 3332 $ 6.87 $ 82.49
Std Loop end Mop $ 552 0.3332 $ 184 $ 22.07
24" Dust mop $ 4.16 0.1666 $ 069 $ 8.32
Doodlebug BN Pads $ 1.15 0.1666 $ 019 $ 2.30
Duster - expandable $ 5.62 0.1666 $ 0.94 $ 1124
Spot Away $ 2.68 0.3332 $ 0.89 $ 10.72
Cleaning Pads $ 459 0.1666 $ 0.76 $ 9.18
Wax Mop $ 665 01666 $ 1.11 $ 1329
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
Total $ 19.00 $ 22801
Areas in green are formula driven
Monthly Cost = Monthly cost is computed by multiplying the total unit cost by the units needed per month
Annual Cost = Annual cost IS computed by monthly cost times 12 months
DAS Form #12 J
ReviSion 10-03
Page 2
Supplies Sheet
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Do:
OVERHEAD
I)verhealj r,osts
F'athv,jav Enterprls City of Asflland 06- Tfle Grove
Oregon Department of Administrative Services
Project Costing Worksheet
There are many different ways organizations allocate overhead internally (e.g., Percent of total costs, dollar figure sum, as a perc,.nt of direct labor, etc). ==
this particular contract, what items go into your overhead, and what that
overhead amount is (whether as a percent or exact amount)
r.................................................................................................................................................................................,
.y.~.~.~..~.~.5?.~.~.X..~.~.~..~.~..!~.~.:!.~.~.~~..~.~:!~g.~.~..~.~!~.I.~.~!?..~.ELQ~~......................I
. Percent of Total Cost Method:
OR
i For every dollar spent prodUCing a final product. or providing a service, a certain percentage of that dollar IS
: required for overhearj To calculate the overhead percentage It IS best 10 have finanCial records for your
: organization that go hack a year or more Add together the expenditures that make up the overhead cost (see
: INorksheet below) NO\lv add thiS figure to the Raw materials Direct labor and Delivery for a tolal cost Divide
: the figure for overhea,j by the figure for total costs The result IS a percelt that represents overhead as a
percentage of the total cost If financial recor,js are not available estlma1e the overhead expenses as best you
~ can estimate other costs as best yOU can and use the same formula to !Jet a percentage
L:..~n~e.r:~v~'-~e:a-d-~~a~~'-c:e.n:t::f.Toia-I.~::t:..____::::::::::.::::::::.::::::::J:::=:~:~~~,J
E:~~:::~I:I:~~:~~~~~~~:~~~:::~~:~~::~~~~~:~:=:=~:::~:::~~~"'1.~~~~...~~~..~~~~~]
OR
----------~-----------------------------------------~------.
: Dollar-Figure Sum Method:
i You can enter the dollar amount you are allocating to overhead In the bo;( If you are confident that you can
i allocate overhea,j Items to thiS particular project You can use the Worksheet as a tool (If needed)
l_~<?_~~~tlfX_10ur costs
i
..J
[~.::.~~-~:::.~:~.-:~-.~:.-~~.:.~~~i.-.~~-.T:~t~:~:~;.~~~.~"L:~-~-~~:.~~-u-;~"''''''----'''--------:
Percent of Total Direct Labor Method:
To Identlfv overhead costs vou need the financial recor.js for your organization or diVision for the past year Input all the
costs of the entire entity as detallelj below Line Items which are not ,jetalled below should be Input Into the cells marked
"oHler" please Include a ,jescnptlon 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 cei: 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
mrlude hours which can be classified as management or administrative costs (Including these costs Into the direct labor hour
total \NIII deflate the actual costS) The worksheet Will compute the overhead as a line Item cost by diViding the total projected
lC'lbor hours for the contract Into the total labor hours for the
TotaIAnnuaio'i7ectWLaborwHowurs.......r................--...'--..'-'-1
Input Total from Worksheet on Below I
Uverhead per lat,or hour $
Time reqUired to complete contract I
4161
v~v~!~~v~~J.~ ned Over~:~~~~m.w.w..[~==:=::::=:===:::=J
Worksheet
WORK AREA:
INDIRECT COSTS
Manaqement SalallE's
Mand~ernent Payroll Ta^ EKjJense
Mana~emellt Mt'ljlcallrl~lIrdrlce
Mana~ement PenSion Plan Expense
Sales ~ Administrative Salarlt's
Sales 8.. Administrative Payroll Tax Expense
Sales 8.. Administrative Medical Insurance
Sales & Alimlnlstratl\/e Pension Plall Expense
OffW8 Rent
Aii'JP!ilslnq 8ncJ PIJhllC E\iucatlon
~~~:~~~I~I~'~I'~h:~~~~l~i;~~l~~~,~~t Fees ~ ~I
~~~~~~~~: Worker Safe~ t -,
Utllltl"' ~,_
Prorerty T cl\es/lIcf"nsps!Fees f ' ~
Dues & subscrlPtlons___________~E..'-.-
DepreCiation-office buil.jln0 ___ _
DepreCiation office equipment
Rt'palrs & Malnterl8r1ce office L I
Clealll,n~ alld M,alllterlarlCt' ~
Office EqL11IJment Rental
Ufflce Supplies
::~::,e """,,,- _
Miscellaneous Expense
gE:bb ~I ~~_
Other'
Other'
T HAL II I DiR-EcTcosfs S_ _~
Total Annual Operations
eJRGArJIZATIC)rJ DEPARTMErHAL
Use the area below to show how you arrived at the final figure
that you show as your total Overhead
CPI Factor from 8lS ISt'E' link belo',v,
htlp/tv/Vl/\<vblsgovlro91trlostrequhtrn
Total
Q.
DAS Form #1:' J
ReVISion! 0
Page '-
Overhead Computation Sheet
Delivery & Reserve
Pathway Enterprises, Inc.
City of Ashland 06-The Grove
This category covers any costs associated with delivering your product or service to the buyer. A service
contract. for example, will likely include the costs associated with getting the individuals who will perform
the service to the place where the service will be performed. Gas, oil, vehicle maintenance and repair are
all part of Delivery costs. Most often these costs can be recovered by charging a certain amount per mile.
The State of Oregon reimburses 36 cents per mile for its employees who use their own vehicles on State
business. That's not to say your costs may be less or more. The labor required (the driver and the
workers if they are on the clock), should be captured in Direct Labor. If your costs are greater than the
state allowed cost, please provide a detailed schedule on how you arrived at your cost per mile.
Oregon Department of Administrative Services
Project Costing Worksheet
Services Contract
1
2
3
4
Miles Per Rate Per Daily Services per Annual
Delivery Description Service Mile Cost Year Trans Cost
caravan $ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
Margin
The law allows a "margin held in reserve" This is usually added as a percentage after all other costs have
been calculated. The margin % can vary depending on the product or service being offered and
organizational, contractual and market variables specific to the project. Some research will likely be
required to come up with a percentage that not only allows for inventory and equipment replacement, but
is in alignment with industry standards and fair market value. Any percentage higher than six percent
(6%) will have to be justified to DAS.
6.00A~
Enter as a % of "Total Before Margin"
DAS Form #12 J
Revision 10-03
Page 6
Trans-Delivery and Margin Sheet
r~'
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
CITY RECORDER'S COpy
t
Page 1 1 1
DATE
9/1 5/2005
PO NUMBER
06302
VENDOR: 005727
PATHWAY ENTERPRISES INC
722 JEFFERSON AVENUE
ASHLAND, OR 97520
SHIP TO: Ashland Building Maintl3nance
(541) 488-5358
90 N MOUNTAIN AVENUE
ASHLAND, OR 97520
FOB Point:
Terms: Net
Req. Del. Date:
Speciallnst:
Req. No.:
Dept.: PUBLIC WORKS
Contact: Dale Peters
Confirming? No
Quantity . Unit Description Unit: Price Ext.Price
Janitorial Services FY 2005-2006 65,105.02
Livinq waqe $11.74 effective July 30,
2005 (2nd Year of Contract)
RFP/QRF Exempt
Beqinninq date: July 1, 2004
Contract can be renewed annually, by
mutual aqreement, for up to three years.
Janitorial services to be provided at:
City Hall
Community Development
Municipal Court
Police Department
Service Center
Street & Shop
SUBTOTAL 65105.02
BILL TO: Account Payable TAX 0.00
20 EAST MAIN ST FREIGHT 0.00
541-552-2028 TOTAL 65,105.02
ASHLAND, OR 97520
AccouotNijffi6er Project Number
E 710.08.24.00.60235
Amount . ACcountNuffiber
65 105.02
f)roJect'Nul'1'b8.r
.rh( -1 ~~ ~05-
Authorl Signature
VENDOR COpy