HomeMy WebLinkAbout2011-171 Contract - Pathway Enterprises CITY T RECOvMER Page 1 11
t Ashland Park Commission DATE . b .,PO NUMBER '
20 E MAIN ST. 7/21/2011 00051
ASHLAND, OR 97520
(541)488-5300
VENDOR:, 003566 SHIP TO.
PATHWAY ENTERPRISES INC
655 WASHINGTON STREET
ASHLAND, OR 97520
FOB Point: Req.No.:
Terms: net - Dept.:
Req. Del.Date: contact: Rachel Dials
special Inst: Confirming? NO
Quanti 'lliiit , r..c `. .. '^ DescFi tion Unit Priie" : .' Ezt.Price`._
Janitorial Services FY 2012 29,275.07
Contract for Goods and Services
Beginning date: July 1, 2011
Completion date: June 30, 2012
Insurance required/On file
Approved by City Council July 19, 2011
SUBTOTAL 29 275.07
BILL TO: TAX 0.00
FREIGHT 0.00
TOTAL 29,275.07
..
_.ACioun[Number.: ""Project Number °Amount ." Aciount Number -:_ Project Number_ AmounL
E 211.12.02.06.604160 29 275.07
I
I
Ruthorized Signature VENDOR COPY
FORM0 CITY OF
A re;lLlt for a Purchase Order ASHLAND
REQUISITION Date of request: II ll
Required date for delivery:
Vendor Name . l /. Tl,-\ ,
Address,City,State,Zip I !M, 2Q 7)tD
Contact Name&Telephone Number t y(/ SIYI (SUI c(y6-(S
Fax Number
SOLICITATION PROCESS
❑ Exempt from Competitive Bidding ❑ Emergency
❑ Written Findings(Form attached) ❑ Invitation to Bid (Copies on file) ❑ Written findings attached
❑ Quote or Proposal attached Date approved by Council: ❑ Quote or Proposal attached
❑ Small Procurement Cgo eram a Procurement
Less than$5,000 ❑ Request for Proposal (Copies on file) State of Oregonn
Note:Total contract amount,including any Date approved by Council: Contract# r C
amendments may not exceed$6,000 ❑ State of Washington
Intermediate Procurement ❑ Sole Source Contract# � �7
GOODS 8 SERVICES ❑ Written Findings(Farm attached) El Other government agency contrail
$5.000 to$100,000 ❑ Quote or Proposal attached Agency
❑ (3)Witten quotes attached Contract#
PERSONAL SERVICES ❑ Special Procurement ❑ Intergovernmental Agreement
$5.000 to$75.000 ❑ Written Findings(Form attached) Agency
❑ Less than$35,000,by direct appointment ❑ Quote or Proposal attached Contract#
❑ (3)Written proposals attached Date approved by Council: Date approved by Council:
Description of SERVICES Total Cost
Item# Quantity Unit Description of MATERIALS Unit Price Total Cost
I
F-1 Per attached QUOTE TOTAL COST
• J
Project Number______-___ Account Number___•__- -______ AccountNumberatL- IL-QZ-G(Q-VOyloD
Account Number___-__•_ Account Number _ __ __ ______
'Expenditure must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately. Attach extra pages if needed.
By signing this requisition form,I certify that the information provided above meets the City's public contracting requirem s,a of the documentation can be provided
upon request. rr�'� ,, I/
Employee Signature: QlA U� gtX/ / Department Head Signature:
Additional signatures(if applicable): q
Funds appropriated for current riscal year: YES / NO 712—
Zv
Finance Director Date
Comments:
G:FlnanoeTrocedare)APTormsTorm#3-Requisition Updated on:7/11/2011
Contract for Janitorial Services FY 2011 - 2012
C I T Y OF CONTRACTOR: Pathway Enterprises, Inc.
ASHLAND CONTACT: Richard Simpson
20 East Main Street
Ashland, Oregon 97520 ADDRESS: 655 Washington Street, Ashland, OR 97520
Telephone: 541/488-6002
Fax: 541/488-5311 TELEPHONE: 541-488-1536
DATE AGREEMENT PREPARED: 06/29/2011 FAX:
BEGINNING DATE: July 1, 2011 COMPLETION DATE: June 30, 2012
COMPENSATION: Total annual cost for scheduled maintenance: $29,275.07, Per the Pathway letter and
additional services pricing list dated June 22, 2011 and Costing Workbook for Janitorial & Grounds
Maintenance Contracts under the Qualified Rehabilitation Facilities Program QRF attached as Exhibit C.
GOODS AND SERVICES TO BE PROVIDED: Janitorial services per the attached Costing Workbook.
Additional services included in letter may be requested on an as needed basis.
ADDITIONAL TERMS:
NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the
CITY AND CONTRACTOR AGREE as follows:
1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and
expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and
materials required for the proper performance of such work.
2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel
assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned
in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are
so registered, licensed and bonded. Contractor must also maintain a current City business license.
3. Completion Date: Contractor shall provide all goods in accordance with the standards and specifications, no later
than the date indicated above and start performing the work under this contract by the beginning date indicated
above and complete the work by the completion date indicated above.
4. Compensation: City shall pay Contractor for the specified goods and for any work performed, including costs and
expenses, the sum specified above. Payments shall be made within 30 days of the date of the invoice. Should the
contract be prematurely terminated, payments will be made for work completed and accepted to date of termination.
Compensation under this contract, including all costs and expenses of Contractor, is limited to $25,000.00, unless a
separate written contract is entered into by the City.
5. Ownership of Documents: All documents prepared by Contractor pursuant to this contract shall be the property of
City.
6. Statutory Requirements: ORS 279B.220, 279B.225, 279B.230, 2796.235, ORS Chapter 244 and ORS 670.600 are
made part of this contract.
7. Living Wage Requirements: If contractor is providing services under this contract and the amount of this contract
is $18,890 or more, Contractor is required to comply with chapter 3.12 of the Ashland Municipal Code by paying a
living wage, as defined in this chapter, to all employees performing work under this contract and to any subcontractor
who performs 50% or more of the work under this contract. Contractor is also required to post the notice attached
hereto as Exhibit B predominantly in areas where it will be seen by all employees.
8. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless
from any and all losses, claims, actions, costs, expenses,judgments, subrogations, or other damages resulting from
injury to any person (including injury resulting in death), or damage (including loss or destruction) to property, of
whatsoever nature arising out of or incident to the performance of this contract by Contractor(including but not limited
to, Contractor's employees, agents, and others designated by Contractor to perform work or services attendant to this
contract). Contractor shall not be held responsible for any losses, expenses, claims, subrogations, actions, costs,
judgments, or other damages, directly, solely, and proximately caused by the negligence of City.
9. Termination:
a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties.
b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing
and delivered by certified mail or in person.
C. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of
written notice to Contractor, or at such later date as may be established by City under any of the following
conditions:
Contract for Janitorial Services, Revised 06/30/2011, Page 1 of 5
i. If City funding from federal, state, county or other sources is not obtained and continued at levels
e sufficient to allow for the purchase of the indicated quantity of services;
ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way
that the services are no longer allowable or appropriate for purchase under this contract or are
no longer eligible for the funding proposed for payments authorized by this contract; or
iii. If any license or certificate required by law or regulation to be held by Contractor to provide the
services required by this contract is for any reason denied, revoked, suspended, or not renewed.
d. For Default or Breach.
i. Either City or Contractor may terminate this contract in the event of a breach of the contract by
the other. Prior to such termination the party seeking termination shall give to the other party
written notice of the breach and intent to terminate. If the party committing the breach has not
entirely cured the breach within 15 days of the date of the notice, or within such other period as
the party giving the notice may authorize or require, then the contract may be terminated at any
time thereafter by a written notice of termination by the party giving notice.
ii. Time is of the essence for Contractor's performance of each and every obligation and duty under
this contract. City by written notice to Contractor of default or breach, may at any time terminate
the whole or any part of this contract if Contractor fails to provide services called for by this
contract within the time specified herein or in any extension thereof.
iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or
c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such
termination or modification. However, upon receiving a notice of termination (regardless whether such notice is
given pursuant to subsections a, b, c or d of this section, Contractor shall immediately cease all activities under
this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination,
Contractor shall deliver to City all contract documents, information, works-in-progress and other property that are
or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to
the termination date if such work was performed in accordance with the Contract.
10. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City.
Contractor shall have the complete responsibility for the performance of this contract.
11. Non-discrimination Certification: The undersigned certifies that the undersigned Contractor has not discriminated
against minority, women or emerging small businesses enterprises in obtaining any required subcontracts.
Contractor further certifies that it shall not discriminate in the award of such subcontracts, if any. The Contractor
understands and acknowledges that it may be disqualified from bidding on this contract, including but not limited to
City discovery of a misrepresentation or sham regarding a subcontract or that the Bidder has violated any
requirement of ORS 279A.110 or the administrative rules implementing the Statute.
12. Asbestos Abatement License: If required under ORS 468A.710. Contractor or Subcontractor shall possess an
asbestos abatement license.
13. Assignment and Subcontracts: Contractor shall not assign this contract or subcontract any portion of the work
without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be
void. Contractor shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all
persons employed by them, and the approval by City of any assignment or subcontract shall not create any
contractual relation between the assignee or subcontractor and City.
14. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible
in the performance of the contract work set forth in this document.
15. Default. The Contractor shall be in default of this agreement if Contractor: commits any material breach or default of
any covenant, warranty, certification, or obligation it owes under the Contract, if it loses its QRF status pursuant to
the QRF Rules or loses any license, certificate or certification that is required to perform the work or to qualify as a
QRF if Contractor has qualified as a QRF for this agreement; institutes an action for relief in bankruptcy or has
instituted against it an action for insolvency, makes a general assignment for the benefit of creditors; or ceases doing
business on a regular basis of the type identified in its obligations under the Contract; or attempts to assign rights in,
or delegate duties under, the Contract.
16. Insurance. Contractor shall at its own expense provide the following insurance:
a. Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to
provide Oregon workers' compensation coverage for all their subject workers
b. General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property
Damage. It shall include contractual liability coverage for the indemnity provided under this contract.
C. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one:
$200,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage,
including coverage for owned, hired or non-owned vehicles, as applicable.
d. Notice of cancellation or change. There shall be no cancellation material change, reduction of limits or
Contract for Janitorial Services, Revised 06/30/2011, Page 2 of 5
intent not to renew the insurance coverage(s)without 30 days' written notice from the Contractor or its insurer(s) to
the City.
e. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its
elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only
with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages
required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work
under this contract. The contractor's insurance is primary and non-contributory. The certificate will specify all of the
parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If
requested, complete copies of insurance policies, trust agreements, etc. shall be provided to the City. The
Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-
insurance.
17. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws
of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or
proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and
the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within
the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal
forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the
District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized
representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be
construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United
States Constitution, or otherwise, from any claim or from the jurisdiction.
18. THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE
PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL
BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT,
MODIFICATION OR CHANGE, IF MADE, SHALL.BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR
THE SPECIFIC PURPOSE GIVEN, THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR
REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT.
CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT
HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND
CONDITIONS.
19. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and
authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor
understands and agrees that City's payment of amounts under,this contract attributable to work performed after the
last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow
City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In
the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this
contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further
liability to Contractor.
20. Prior Approval Required Provision. Approval by the City of Ashland Council or the Public Contracting Officer is
required before any work.may begin under this contract.
21. Certification. Contractor shall sign the certification attached hereto as Exhibit A and herein incorporated by
reference.
Contractor: City of Ash n
By P� �� By -
Ignatur\e Department Head
Print Name Print Name
Cab . �t CS i D�e✓Lt ��ll((
TTitle Date
W-9 One copy of a W-9 is to be submitted with
the signed contract. Purchase Order No. (✓
AYR VE S FORM
� t1�
Si r
Date
Contract for Janitorial Services, Revised 06130/2011, Page 3 of 5
EXHIBIT A
CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the
number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be
issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from
backup withholding or(ii) it has not been notified by the Internal Revenue Service (IRS) that it is
subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS
has notified it that it is no longer subject to backup withholding. Contractor further represents and
warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the
Contract, when executed and delivered, shall be a valid and binding obligation of Contractor
enforceable in accordance with its terms, (c) the work under the Contract shall be performed in
accordance with the highest professional standards, and (d) Contractor is qualified, professionally
competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury
that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on
behalf of the entity designated above and authorized to do business in Oregon or is an independent
Contractor as defined in the contract documents, and has checked four or more of the following
criteria:
✓ (1) 1 carry out the labor or services at a location separate from my residence or is in a
specific portion of my residence, set aside as the location of the business.
(2) Commercial advertising or business cards or a trade association membership are
purchased for the business.
✓ (3) Telephone listing is used for the business separate from the personal residence listing.
✓ (4) Labor or services are performed only pursuant to written contracts.
(5) Labor or services are performed for two or more different persons within a period of one
year.
✓ (6) 1 assume financial responsibility for defective workmanship or for service not provided
as evidenced by the ownership of performance bonds, warranties, errors and omission
insurance or liability insurance relating to the labor or services to be provided.
Contractor (Date)
Contract for Janitorial Services, Revised 06/30/2011, Page 4 of 5
Pathway
A ��`yAC EMBER
EnteM DJi sft Inc.c ISSAthq,51:�i.�.
111 ODFIP35111S3ni1�,:inr=.n.nre
June 22, 2011
Rachel Dials
Recreation Superintendent
City of Ashland
340 S. Pioneer Street
Ashland, OR 97520
Ms. Dials,
I have prepared an updated cleaning costing proposal for your facilities based on the change in
Living Wage from$13.40 to $13.53 per hour. In addition, I have included additional prices for
requested services you may have current or future need of All of the pricing information
incorporates the Ashland Living Wage of$13.53 per hour. In summary, my annual costing
proposal is as follows:
2010-2011 Pricing 2011 -2012 Pricing
Parks and Recreation Office $5,139.61 $5,184.73
Nature Center $3,946.09 $3,979.63
Community Center&Pioneer Hall $19,932.13 $20,110.71
Total Annual Cost $29,017.83 $29,275.07
The overall increase is for$257.24 annually. I have attached the costing work sheets for your
reference.
I truly appreciate the partnership we have with the City of Ashland and hope that we have the
opportunity to serve you in the Parks facilities.
Sincerely,
Richard Simpson
Contract Services Director
Pathway Enterprises, Inc.
655 Washington Street
Ashland, OR 97502.
(541)488-1536
(541)601-4550
(541)488-5948
Pathway '.:
MEMBER'
En tW��es, Tnc W.i N=nnce
June 22, 2011
Additional Services Pricing List
Nature Center Strip and Finish $200.00 per occurance
Carpet Cleaning $0.12 per square foot ($100 Minimum)
Pioneer Hall Strip and Wax $550.00 per occurance
Pioneer Hall In place Drapery cleaning $12.00 per drape(6'x 8')
Additional Hourly Rate for Hall Cleaning $20.00 per hour
Pathway M
'SSA MEMBER
Entetptlses9 Inc. n,= zn;n k
on Cleasin�and�'ainr=name
June 22,2011
Rachel Dials
Recreation Superintendent
City of Ashland
340 S. Pioneer Street
Ashland, OR 97520
Ms. Dials,
I have prepared an updated cleaning costing proposal for your facilities based on the change in
Living Wage from $13.40 to$13.53 per hour. In addition, I have included additional prices for
requested services you may have current or future need of All of the pricing information
incorporates the Ashland Living Wage of$13.53 per hour. In summary,my annual costing
proposal is as follows:
2010 -2011 Pricing 2011 - 2012 Pricing
Parks and Recreation Office $5,139.61 $5,184.73
Nature Center $3,946.09 $3,979.63
Community Center&Pioneer Hall $19,932.13 $20,110.71
Total Annual Cost $29,017.83 $29,275.07
The overall increase is for$257.24 annually. I have attached the costing work sheets for your
reference.
I truly appreciate the partnership we have with the City of Ashland and hope that we have the
opportunity to serve you in the Parks facilities.
Sincerely,
Richard Simpson
Contract Services Director
Pathway Enterprises, Inc.
655 Washington Street
Ashland,OR 97502
(541)488-1536
(541)601-4550
(541)488-5948
Pathway ift
Tn ISSATh.MEM9ER
Enterpmes ■ c. :T nce
on CIPa;ink and�itinlenmre
June 22, 2011
Additional Services Pricing List
Nature Center Strip and Finish $200.00 per occurance
Carpet Cleaning $0.12 per square foot ($100 Minimum)
Pioneer Hall Strip and Wax $550.00 per occurance
Pioneer Hall In place Drapery cleaning $12.00 per drape(6'x 8')
Additional Hourly Rate for Hall Cleaning $20.00 per hour
Costing Workbook
For Janitorial & Grounds Maintenance
Contracts Under the
Qualified Rehabilitation Facilities Program
(l
_.-
99
Oregon State Department of Administrative Services
Procurement, Fleet, and Surplus Services
1225 Ferry Street SE, U140
Salem, Oregon 97301
(503)378-4642
SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services
07302007 Project Costing Worksheet
The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula
or linked to another work sheet.The only manual input to this sheet will be to input the DRIP 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 8 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.
DRF Name!Pathway Enterprises Inc.
Project ICRy of Ashland Parks and Recreation Office
Executive Director Signature:
Raw Materials
Per Time Use-Supplies (from supplies worksheet) $: 332:16
Equipment,Tools&Subcontracting (from small equipment worksheet) $ 44.03
Subtotal $ 376.19
Labor
Direct Labor _ (from labor daily worksheet) Is .. 3,616,05
Overhead
See,Overhead Worksheet Is 881'.40
Delivery
Transportation (ham Trans&Reserve worksheet) 0
Total Before Margin $ d,873.6G
Reserve
Margin Held in Reserve (from Trans 8 Reserve worksheet) is 311.08
Total Bid Yearly E$_ 5,184.73
Monthly'$ - 432.Ofi
DAS Form pit J
Revision 10-03 Page 1 Summary Sheet
RAW MATERIALS Oregon Department of Administrative Services
Supplies Project Costing Worksheet
Pathway Enterprises Inc.
City of Ashland Parks and Recreation Office
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 8 Tools.In the case of a
commodity contract the Raw Materials vrill be figured on a Per Item Manufactured basis.
A custodial contract,for example,may require the following for month-Supplies:
Paper products and soap Broom and dustpan
Cleaning chemicals or products Floor Wax
Spray bottles Scrub brushes or scouring pads
Per Use/Per Item Manufactured-Supplies
Item Unit Units Needed Monthly Annual
Price Per Month Cost Cost
1 SCRUBBING SPONGES $ 1.36 1.0000 $ 1.36 $ 16.32
2 CREAM CLEANSER $ 3.06 0.5000 $ 1.53 $, 18.36:
3#66 DISINFECTANT CLEANER $ 42.40 0.0500 $ 2.12 $ 2544
4#64 NUETRAL CLEANER $ 88.00 0.0500 $ . .4.40: .$- 52.80
5#70 WASHROOM CLEANER $ 97.44 0.0250 $ 2.44, $:, -29.23
6#61 GLASS CLEANER $ B5.20 0.0250 $ 2:13; ,$..::. i 25.56
7 UTILITY BRUSH $ 2.74 0.0840 $ 0.23: $:' .2.76.
8 ANGLER BROOM $ 6.27 0.0840 '$ 0.53!. :$".__::- 6.32
9 TOILET SCRUB BRUSH $ 4.35 0.0840 .$ 0.3T, $'.'.. .-.:4:38.
10 VINYL GLOVES LARGE $ 9.89 0.3000 $ 2197' $'-`_.;.3560
11 LAMBSWOOL DUSTER $ 4.90 0.0840 $ 0.41' $'. : 4.94.
12 DUSTPAN $ 2.52 0.0840 $ 0.21.
14 $ -
15 $ $4'.
16 $ $'; .
17 SPRAY BOTTLES $ 1.90 0.2500 $ 0.48 $F_ 5.70
18 MOP HANDLE $ 6.29 0.0840 $ 0.53 ,$'C : 6.34
19 LARGE MOP HEADS $ 5.20 0.3300 $ 1.72. $ 20.59
20 ORANGE GEL EXTREME $ 8.27 0.2000 $ 1.65. $:', -- 19.85
21 14"WINDOW SOUEEME $ 8.95 0.0840 $ 0.75. !$':';.. -9.02
22 14"STRIP WASHER $ 4.37 0.0840 $ .0:37„ $;?_'' '4,40
23 PRO BUCKET $ 21.98 0.0840 $.. ` 1.85' [$ "' 22116
24 MR CLEAN MAGIC ERASER $ 5.51 0.3000 $ 1.65 '$.?:. 19.84
25 $ _ $..,,
26 $ $ ,
27 $ $'
29 $ :S::'.
31 $
34 $. $.:.
35 $' $
36 $ $
37 $ $ _
38 $ $
39 $ $'
40 $ . .$,
41 $ $
42 $ S:.
43 $ $":
45 $. - -$.-:.
47 $
48 $ E
49 $ $` .
50 $ '. .$,:......
Total $ 27.68 $`. 332.16
Areas in green are formula driven.
Monthly Cost= Monthly cost is computed by multiplying the total unit cost by the units needed per month.
Annual Cost=Annual cost is computed by monthly cost times 12 months.
DAB Form#12 J
Revision 10-03 _Page 2, Supplies Sheet
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.OVERHEAD s Oregen Deparbrimt alMmbhnaWeaervkes
PgM Casthq pianissimi
Nn Eto ryCy
of Ashland Pub and Reveatim Ofice
There are many
different ways organizations allocate overhead internally(e.g.,Percent of total costa,dollar figure sum,as a percent of fired labor,etc).
In the space provided below,Indicate how your organicatlon allocates overhead to this particular contract,what items go Into your Ovemead,and what that
overhead amount is(whether as a percent or exact amount)
FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW!
Percent of Total Coat Method:
For wen dallar spent producing a final protlutl.or pmriamg a eervia,a anew percentage of met ollar n
i. Enter Overhead as a Percent of Total Cost r,Ui,ad Ica overhead.to wialanthe wernead pemennpe,n la besuo nave financial reroras Ina you
maarintlon Tat go back a yew a more.Morelli Me eapenlmmor Nat make up Me wuM1eal cost(are
wostatisti ca .Now an]N'f Agureb Te Raw materlsb,04etllabm antl DeMery teratrial cos[Diski
Me flours for werMed by Me figure fur..cosh The result n a perccnl NN rep..eveMeed asa
pvmN ge of Ne tool coat Ilfimn ia(records are not well le w mate Me wubea]expenses as beat you
OR dion,engines bNC creme Test you can.and use the name formula to gets pncenbae.
2 Enter Allocated Overhead as a Dollar-Figure Sum Dollar-Figure Sum Method:
You dam enter Me do'la emomlym ve a0ma4ng w werbead'in the ba Il yw ve confident Net you mm
.U.s MMWad.—bTia Wr3vrlarpmje Youcanore Te Wv eelasaw QInestled)
OR tolden4 costa.
a.overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method:
To identify...mart darn,you need the financial remoras for your vquiri fan or division la Me past year.Input all the
ows of me¢mile entity es detailed
d belo ,tine item.which are not detailed below should be Input into Me cells marked
-Ml please include a description.Mat you are VOW to determine Is a percentage,therefore.do not grass Up Ne
expeMes for inaatim or b perform Up the anent year budge,Neat'NWr Into Me=0 b ids,the total start lffim hours paid
out by our war mpaN aam for Na same pmiod.These figures should be fund on Me year and patch repuL Do not
indi hove wharm can be cassi6ed ee management or ward a ..cmn.(ImNMg Tem nab inks Me sown labor
M1Uw total We deflate Me actual same)The worksheet vill compute Me overhead as a One form cost by demSe Me total
p,.,ad.loam hour.ibr Me cmdad into the put projeclM labor hours for Me current year.
Trial Annual D4ed Labor Hours
Input Total M1om WorksM1eN on Be.
oehced par labor hi t
Time reamed b complete contract ro]
Total Parliament Overhead s
Worksheet WORK AREA:
Total AnnuaI0 rations Use the area below to show how you artWed at Me final figure
INDIRECTCOSTS ORGFNZITON DEPARTMENTAL that you show as your total Overhead
Management Salaries
Management Pryrdl Tax Expense
Mmegemmt Meddal Insurance
Seasonal Pension%en Expense
Sal-&M-ni.aW.Senrlu
Salta IT PGnJ Vh a Payrob Tax Expense
Sal.a RtlmnutraMe Mesta I..
Sal.alJmiKS a Rubber Ran Espvae
ORm Rare
Pdar4Wg and WMc E..
BackprwM Chew a Ukethals
Fok.loml a Mcced,IAUMR Face
Training a Worker Si
nsuranco
Telephone
um.
RaperryTUmlim¢aFen
W.6 SWSaipflo.
Dapredgon-omenewipm
Repairs A MainSn ewlpmem
Regain 6 and MainanmaMm
Cleaning end eni Renanw
Office Equipment Rental
OIfim SUppifiew
AT Radi ght
Raised
Mbmgad Elopers¢
Said Dead"
Cater.
.her
OZ
other:
royal.INDIRECT COSTS a a
per labor�au ya ss¢cars Trask s1.
res
Total k m.rntam�� 0
DAs Form afz d
Real.lm IM3 .Page s ovamead Comput.m Mae
Delivery&Reserve Oregon Department of Administrative Services
Pathvday Enterprises Inc. Project Costing Worksheet
City of Ashland Parks and Recreation Office
The State of Oregon reimburses employee use of their own vehicles on State business by the mile. The amount
reimbursed per mile is based on a federal guideline which can be retrieved by following the link below to the GSA
web site. This standard reimbursement is the standard for QRF cost calculation. Gas, oil, vehicle maintenance
and repair are considered part of Delivery costs.The labor required(the driver and the workers if they are on the
clock),should be captured in the Direct Labor worksheet. Vehicle costs may only be captured in the"Equipment,
Tools&Subcontracts" spreadsheet or"Trans&Reserve" spreadsheet within this workbook. It is not
permissable to capture costs in both spreadsheets.
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 1 $ $
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%
J
DAS Form#12 J
Revision 10-03 Page 6 Trans-Delivery and Margin Sheet
Costing Workbook
For Janitorial & Grounds Maintenance
Contracts Under the
Qualified Rehabilitation Facilities Program
2
a ■ �
� s 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
07302007 Project Costing Worksheet
The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula
or linked to another work sheet.The only manual input to this sheet will be to input the OFF 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.
ORF Name Eathwa Enterprises Inc.
Project Cit o/AShlantl Parks and Recreation Nature Center
Executive Director Signature:
Raw Materials
Per Time Use-Supplies (from supplies worksheet) Is 332.16
Equipment,Tools&Subcontracting (from small equipment worksheet) 8 44 03
Subtotal) $ 376.19
Labor
Direct Labor (from labor daily worksheet) $ - 2,688.13
Overhead
See Overhead Worksheet $ 676.54
Delivery l�
Transportation (from Trans&Reserve worksheet) $
Total Before Margin 1$ 3,740.85
Reserve
Margin Held in Reserve (from Trans&Reserve worksheet) $ 238.78
Toter Bld Yearly $ 3,979.63
Monthly $ 331.64
a
DAS Form#12 J -
Revision 10-03 Page 1 Summary Sheet
RAW MATERIALS Oregon Department of Administrative Services
Supplies Project Costing Worksheet
Pathway Enterprises Inc.
City of Ashland Parks and Recreation 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 SCRUBBING SPONGES $ 1.36 1.0000 $ 1.36 $ 16.32 _
2 CREAM CLEANSER $ 3.06 0.5000 $ '.1.53 $.' : :18.36
3#66 DISINFECTANT CLEANER $ 42.40 0.0500 $ $6. . -.':25144
4#64 NUETRAL CLEANER It 88.00 0.0500 !$:. :.4.40:' $.:. "::.52.80
5#70 WASHROOM CLEANER $ 97.44 0.0250 $: 2.44. '$".'",29,23
6#61 GLASS CLEANER $ 85.20 0.0250 $° ':::`2:13' $"l'f:=.„25.56
7 UTILITY BRUSH $ 274 0.0840 $ 0:23` $a,.'" 2.76
8 ANGLER BROOM $ 6.27 0.0840 S; 0'.53; $'r' 6.32
9 TOILET SCRUB BRUSH $ 4.35 0.0840 $'- '.0:375.$'_*'.'f-.4.38.
10 VINYL GLOVES LARGE $ 9.89 0.3000 :$`<..•`.;2.97• $'2. °,'35.60
11 LAMBSWOOL DUSTER $ 4.90 0.0840 .SS S 0:41: '$";;,.;:4.94,
12 DUST PAN $ 2.52 0.0840 $:,' 0.21', $`..'. .,;.2.54
13 $ $_
15 $ $:
16 $ $.
17 SPRAY BOTTLES $ 1.90 0.2500 $'.' '.0148: $;i:'.; '."5.70
18 MOP HANDLE $ 6.29 0.0840 $ 0.53 $ '6:34'
19 LARGE MOP HEADS $ 5.20 . 0.3300 $: : 1''.727. .$";:' 20.59:
20 ORANGE GEL EXTREME $ 8.27 0.2000 $'.-: 1165: !$�;.: ::19.85
21 14"WINDOW SQUEEJIE S 8.95 0.0840 $' .0.75; ;,"1 9.02
22 14"STRIP WASHER $ 4.37 0.0840 $-.', '.0.37 .S;'"' :.:'4:40.
23 PRO BUCKET $ 21.98 0,0840 $.' : -1.85"S";:'.;22:16
24 MR CLEAN MAGIC ERASER $ 5.51 0.3000 $:. 1.65'..,Er'.-;'<:.19.84
25 $
26 E- .Eeliq.:'.
28 $ $
30 $ $
32 $
35 $ $
36 $- $L- - -
37 $, $-
38 $: - E'_- -
39 $ $
40 $ $
41 $_. _ $,.
42 A V,
43
44
46 $' E '
47 E.._
48 $ E
49 $ ' $
.
50 It S'. .•
Total U.. 27.68 E 332.16
Areas in green are formula driven.
Monthly Cost=Monthly cost is computed by multiplying the total unit cost by the units needed per month.
Annual Cost=Annual cost is computed by monthly cost times 12 months.
GAS Form#12 J
Revision 10-03 Page 2 Supplies Sheet
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OVERHEAD Orpon DewaMamt ornaMmakaliae Seraiors
OvaMae LOSb Prgecl COalme wo,Wxat
PatM1wry Enteryru Gtyol ASMene Perks and R[ceatlm Nature Cmlm
There are many tllRerent ways organizations allocate overhead Internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,ego(.
In the apace provided below,indicate how your organization allocates overhead to this particular contract,what items go Into your overhead,and what that
ovedlead amount Is(whether as a percent or exact amount)
FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOWI
Percent of Total Cost Method:
Fm eery Me,spent prodded,a Anal packup,or providing a novice,a women percentage of Nat dons in
1. Enter Overhead as a Percent of Total Costs regI, fmoverhaae.To ulwlme Me overhead Percentage,n6 Most have financial retards la your
Irro,R orwrinflon Natgoback allow a more.Add usual Me expenaLres I makeup Me overhead cost(see
worksaeetbelov).New odd Mis figure to Me Raw materials,Direct labor and Dellvary for a tool cost Divide
Ne flgum Ids overhead a Ne figure for addcdar nor seeing l a percent Me war a ad expenses as a
pvantagate other kral weal.If financial added nManiMbladamaget a overhead espenan as best you
OR .estimate ONe!cwb sn beat you wet,and use Me name brmaa to get a percentage.
2 Enter Allocated Overhead as a Dollar-Figure Sum ^ Dollar-Figure Sum Method:
1 1 Ypudn into,Maui amountypoare allocapnp to eveTeatl in Mebwilyeua,econfl eMMaty can
allocate werM1eetl ilems b Nis paawlar project.You can use Me Worksheet as a bol(If needed)
OR NieenrN
yo, mm.
3.Overhead es or Percent of Total Direct labor Hours Percent of Total Direct Labor Method:
To usual overhead cnb,you reed Me assume ancient for your agmiaapon a dkrisim Ia Me post yea.lrputaa Me
'Mmof Ness anspry asdekilM ptlfinatM itemsy,to alenotddNedrdentabNdpees.do nota up
d,boi;pleaseason atlduipbmto Me current tlekrmirw isawm Merit ell McAp relpassup Me
erwmen Ids ore omeatocstttmle Memmntyea butlgeu.es should Into Me an below ye Me total about labor horn paid
wlyooamorechanbeOIprednamepttiemnt orfigutta encepekuntlpn Me year andpiiolred ra [nog
include or la M1 win depot can be uasci costs as management iatlmipute M e cosh.(Including item cosb into N<g Me lama
M1om lob)will tlefl hours Me me c nail The a total pro will compute Me overhead it a line Item coil by dividing Me total
Paoleaed labor hours kr M¢[mbatl into Me lob)gpl¢ckd labor moon for Me wnenlyear.
Tocal Annual Died tabor Hours
Inwl ToRI from Worksheet m Below
aernif por lama hour s
Time mekr¢d to commek cmmaa
Total Assigned overhead
Worksheet WORK AREA:
Total Ann ualOperations Use the area below to show how you arrived at the final figure
INDIRECTCOSTS ORGANIZATION DEPPRTMEMTL that you show as your total Nerheatl
Management Ga ores
Mmagement Payrdl Tae Expems
Montserrat,McGml Insured.
Management panda Wan Edpeme
Sales aminiNsideave Saimes
Sold aMd strapve Poll Ten Expense
Selm A Mervdswpve MoGmI Imuarca.
Saln a MrrlirustraWe Perrsm Mani e
MI Read
.mmd party PuWC Edudpm
Background Chew a unnntedly
Monona a pulmonary//odd Fen
Training It Worker Salary
Immanent.
Telephme
trades
P "TunNmve -
wn a Supsalpaorn
Demedagm< ng
oep ao flde nuo
m
m
Rve"&M Mt mnc
dandd M.h.n.
care Equipment R.1
supplies Grace
Final 6 FrelpM
R
Rah b
anedn Experue
Had can
Mb
ONer,
cal
O
OMd:'
TOTAL INDIRELTCOSTS S 3 '
CHFnvnoors.'aMa6ry S1m 3.15%
Tow
DAS Farm n:J
Reabim tom Page s Daahe.d C—pwam shm
Delivery&Reserve Oregon Department of Administrative Services
Pathway Enterprises Inc. Project Costing Worksheet
City of Ashland Parks and Recreation 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
dock),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 fallowing 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 tPOV) Mileage Reimbursement Rates
Services Contract
Miles Per Rate Per Daily Services per Annual
Delivery Des cri tlon Service Mile Cost Year Trans Cost
1 $ $
2 $ $
3 $ $
4 $ $
Margin
The law allows a"margin held in reserve". The margin%can vary depending on the product or service
being offered and organizational,contractual and market variables specific to the project. Some research
will likely be required to come up with a percentage that not only allows for inventory and equipment
replacement, but is in alignment with industry standards and fair market value.Any percentage'higher
than six percent(6%)will have to be justified to DAS.
Enter as a%of total cost of contract 6.0%
DAS Form#12 J
Revision 10-03 Page 6 Trans-Delivery and Margin Sheet
Costing Workbook
For Janitorial & Grounds Maintenance
Contracts Under the
Qualified Rehabilitation Facilities Program
Oregon State Department of Administrative Services
Procurement, Fleet, and Surplus Services
1225 Ferry Street SE, 1-1140
Salem, Oregon 97301
(503)378-4642
SUMMARY OF ANNUAL COSTS Oregon Department of Administrative Services
07302007 Project costing Worksheet
The summary sheet is linked to the other sheets in this workbook.Any area shaded in light green is either a formula
or linked to another work sheet.The only manual input to this sheet will be to input the QRF name.The costs are to
be divided into five categories:Raw Materials,Labor,Overhead,Delivery and Reserve Costs.Raw materials
consist of supplies,small equipment S,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 lGity of Ashland Parks and Recreation Pioneer Hall&Community Center
Executive Director Signature:
Raw Materials
Per Time Use-Supplies (from supplies worksheet) $ 1,129.76
Equipment,Tools&Subcontracting (from small equipment worksheet) $ 44.03 1 .
Subtouflll$ 1,173.79
Labor '
Direct Labor (from labor daily worksheet) Is - - 14,311.46
Overhead
See Overhead Worksheet Is 3,418.82
Delivery
Transportation (from Trans B Reserve worksheet) $$ '
Total Before Margin
Reserve
Margin Held in Reserve (from Trans 8 Reserve worksheet) $ 1,206.64
Total Bid Yeady $ 20,110.71
Monthly $ . 1,675.89
DAS Form k12 J
Revision 10-03 Page t Summary Sheet
RAW MATERIALS Oregon Deparbnent of Administrative Services
Supplies Project Costing Worksheet
Pathway Enterprises Inc.
City of Ashland Parks and Recreation Pioneer Hall&Community 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 follovnng for month-Supplies:
Paper products and soap Broom and dustpan
Cleaning chemicals or products Floor Wax
Spray bottles Scrub brushes or scouring pads
Per Use/Per Item Manufactured-Supplies
Item Unit Units Needed Monthly Annual
Price Per Month Cost Cost
1 SCRUBBING SPONGES $ 1.36 3.0000 $ .4.08 $ 48.96
2 CREAM CLEANSER $ 3.06 1.0000 $ 3.06 $" . 36.72
3#66 DISINFECTANT CLEANER $ 42.40 0.2500 $ 10.60. $- 5127:20
4 964 NUETRAL CLEANER $ 88.00 0.5000 $ 44.00. $::%;: 528.00
5#70 WASHROOM CLEANER $ 97.44 0.0250 $ 244 $: 29.23
6#61 GLASS CLEANER $ 85.20 0.0250 $ 2.13 $ 25.56
7 UTILITYBRUSH $ 2.74 0.0840 $ ..0.23 $':,, ".2.76
8 ANGLER BROOM $ 6.27 0.0840 $ 0.53: $. .- 6.32
9 TOILET SCRUB BRUSH $ 4.35 1 0.0840 $ 0.37 1.$ `. 4.38 -
10 VINYL GLOVES LARGE $ 9.89 1.2500 $ 12.36' $' 148.35
11 LAMBSWOOL DUSTER $ 4.90 0.0840 $ 0:41; $ :. . 4.94
12 DUSTPAN $ - 2.52 0.0840 $: 0.21 $;". J 2.54
13 $ $
14 $ $ -
15 $ $
16 $ $
17 SPRAY BOTTLES $ 1.90 0.2500 $ 0.48. $' 5.70
18 MOP HANDLE $ 6.29 0.0840 $ 0.53' $ - "6:34
19 LARGE MOP HEADS $ 5.20 0.5000 $ 2.60: $ 31:20
20 ORANGE GEL EXTREME $ 8.27 0.2000 $ 1.65' $`.... 785
21 14"WINDOW SQUEEJIE $ 8.95 0.0840 $ 0.75' $d`. . 9.02
22 14"STRIP WASHER $ 4.37 0.0840 $ 0.37 $.'; "4.40
23 PRO BUCKET $ 21.98 0.0840 $. 1.85', '$'. -:`22.16
24 MR CLEAN MAGIC ERASER $ 5.51 1.0000 $ 5.51' $ 5 66.12
26 $ $,
29 $
30 $ $'
31 $ $:..
32 $ $ `
33 $ $ .,, -
34 $ $
35
36 $ $;
37 $ _ $,;. . _
3B $ _ $..
39 $ $,
40 $ $
41 $
42 $ $
43 $ $';,-. ..
44 $ ". .$:
45 $ Sf:. .._ ..
46 $ S`:
47 $
48 $ ' $-
50 $ $:- -
Total $ 94.15 1$ 1,129.78
Areas in green are formula driven.'
Monthly Cost- Monthly cost is computed by multiplying the total unit cost by the units needed per month.
Annual Cost=Annual cost is computed by monthly cost times 12 months.
DAS Form#12 J
Revision 10-03 Page 2 Supplies Sheet
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OVERHEAD Drexel OepsMent of Pdmmctr tive service.
Overhead Cwb Project Coning WahaM1eet
P.m.,Enteryd.City of AfWand Perks and Recreation Plower Hell a Oommuniry Center
There am many different ways organizations allocate overhead Internally(e.g.,Percent of total costs,dollar figure sum,as a percent of direct labor,etc).
In[M1e apace pmfood below,Indicate how your organization allocates overhead to this particular contract,what items go into your overhead,and what that
overhead amount It(whether as a percept or exact amount)
FILL IN ONLY ONE OF THE THREE METHODS DETAILED BELOW!
Percent of Total Cost Method:
For every order spent prod chic a HW prowl or pruvidNg a service,a certain Percenage of Nat"at is
1. Enter Overhead as a Percent of Total Costs requiredfuoverhear.Tealwlahmewe,headpercm ge,itbbegwhwennandairemrMfrcyour m,wheatimp that do back.rear or man.Mol fT'
wolhehent belue).Nowt Nisfi figure b be Rawmtlepiem,Oiaectarbo entl Delivery be a tobal P-L Divide
pure
Me fiimpage of Meheed by Ne OMure fa tool ds Br The
avail t is a pemem Net rverhea nb pens a as be
Pink t.Boftetr mss b Gt .cewNa are net evaI. estimate Me
ercentaa expenses as best you
OR ,ntim.a char rte Be em yon tan,era tame Me same formes to 9e1 a Percentage.
Z Enter Allocated Ovedtead as a Dollar-Figure Sum
�7 Dollar-Figure Sum Method:
railc.neer ad.cite¢moueyouneelrwot tocanus overhead fr Me Um or you ate m](drededyou con
ego re.waeheaa Xemau tltia P.NMar Prge<t.rm can use NewakNrH u a bol6meerea)
OR teldmb eau.
a.Overhead as a Percent of Total Direct Labor Hours Percent of Total Direct Labor Method:
To idahl overhead coxed.you need the financial remoras for your medozation or amlemn fie the panyear.Input an the
costs of the snore enemy as deal below.Line items which are not detailed below should be inputinto Me cars marked
'pNe',please include a an«iptor whit yon are trying to aercrmme Is a percentage,therefore,do not groan up the
expenses for imports or of conform Is Me current year budget NM,optima Ne mY below IheoW drect labor hours paid
out by Yoe a..mWiesom Ie the same period Tbeae fiWrw should be found By Me yea and p.y*W report.Do Pat
immune hails v.NM tan be daeaified ea management By adn6tlspaove cased.(IMUQng New case into Me Greg labor
hour owl we deflate Me actual coat.)The workshni MY camps¢Me overhead w e tlne hem cost by 0ividine Me toW
WolMed labor Mum for be contract into Me total Protected lobo hours for Me silent year.
Trial Annual Direct tabor Hour.
InWt Total hum Woafill oa Brow
oriented pan tabor hoer t
Tree required to complete coNetl eo]
Total Assigned Oaeneatl 5
Worksheet WORK AREA:
Total AnnuaIOperations Use the area below to show how you aMyed at the final figure
INDIRECTCOSTS OROANI]ATION DERMTMENTAL that you show as your total Overhead
MOnOgemonstonwe
Ma+a,an.Peysoti Tex Expense
.-.,an.Medical Nev—
Mmegemmt Pemlm Ran E'ynrse
as-aPdminiaeeWe Sa eras
Selo a PGminirtalf.Panne Tae Examen.
SOle.a Administrative McGCnt Insurer.
Sale.a Pdminia eve Pension Plan Expense
Once Rent
Adverosm8 and RrWC Eduseom
axky'wad Chace a Umelmrs
RohsslaW a Accomtlng l Asks Fen
Treiairs&Wake Saki
,a..
Telephone
uantie.
PmparyTuNDameelFen
Dust&StMSaipoau
Depedaoon-tame¢bunbq
Oepredaowsuposer pmew
Channe 8 MunlwntenlRp
Clewingant
C .MReuna
hloe EqulpmeM Rental
Chloe e&
Pntage a Rm Rcam
RMM
Mb nEapeme
Bed Costs peed
Oche['
Ocher-
ONer:'
Ocher'
TOTq INDIRECT COSTS
CR Fala6w 0Lt(uat Bawd a'. StR
gy tows m..®,�w.. 0
DAS Fat of g J
Rw'nim 10.08 Page 5 Ovedrud Cemp dame ShM
Delivery&Reserve Oregon Department of Administrative Services
Pathway Enterprises Inc. Project Costing Worksheet
City of Ashland Parks and Recreation Pioneer Hall&Community 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 $ $
3 $ $
4 $ $
Margin
The law allows a"margin held in reserve'. The margin%can vary depending on the product or service
being offered and organizational, contractual and market variables specific to the project. Some research
will likely be required to come up with a percentage that not only allows for inventory and equipment
replacement, but is in alignment with industry standards and fair market value.Any percentage higher
than six percent(6%)will have to be justified to DAS.
Enter as a%of total cost of contract 6.0%
DAS Form#12 J
Revision 10-03 Page 6 Trans-Delivery and Margin Sheet
�� CERTIFICATE OF LIABILITY INSURANCE OP ID DL DATE(MMIOOIYYYY)
PATHW-1 05109111
PRODUCER THIS CERTIFICATE IS SbUhU AS A MATTER OF INFORMATIOP
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
Western States Ins. - Medford HOLDER.THIS CERTIFICATE DOES NOT AMEND,EXTEND OR
38 N. Central Ave Suite 100 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW
Medford OR 97501
Phone: 541-779-1321 Fax:541-779-9187 INSURERS AFFORDING COVERAGE NAIC#
INSURED INSURER A: Philadelphia Ins CO
INSURER B:
Pathway Enterprises, Inc. INSURER C:
655 Washington St INSURER Or
Ashland OR 97520
NSURER 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 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.AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
LTR NSR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION DATE MM/DD/YYYV DATE MM/DD YYY1 LIMITS
GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000
• X X COMMERCIAL GENERAL LIABILITY PHPR565846 05/11/11 05/11/12 PREMISES(Eabceurence) $ 100,000
CLAIMS MADE ®OCCUR MED EXP(Anyone person) $ 5000
PERSONAL S ADV INJURY $ 1,000,000
X Professional Liab GENERAL AGGREGATE s3,000,000
GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $ 3,000,000
IX7 POLICY O
JEPRCT LOC
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT
• X X ANYAUTO PHPR565846 05/11/11 05/11/12 (Ea accident) $ 1,000,000
ALL OWNED AUTOS
BODILY INJURY $
SCHEDULED AUTOS (Per person)
HIRED AUTOS I �
BODILY
NON-OWNED AUTOS �:JILi)I LfJ (Per accident)Y $
r
PROPERTY DAMAGE $
(Per er accoaccitlenQ
GARAGE LIABILITY AUTO ONLY-EA ACCIDENT $
ANY AUTO
OTHER THAN EA ACC $
AUTO ONLY: AGO $
EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE $ 3,000,000
• X X OCCUR CLAIMS MADE PHU13306719 05/11/11 05/11/12 AGGREGATE $ 3,000,000
E
0 DEDUCTIBLE
$
X RETENTION $10,000 $
WORKERS COMPENSATION
AND EMPLOYERS'LIABILITY YIN TORY LIMITS ER
ANY PROPRIETORIPARTNER/EXECUTIVED E.L.EACH ACCIDENT $
OFFICER/MEMBER EXCLUDED?
(Mandatory In NH) E.L.DISEASE-EA EMPLOYE $
It yes,describe under
SPECIAL PROVISIONS below E.L.DISEASE-POLICY LIMIT I$
OTHER
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS
Certificate holder is additional insured.
#627
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF,THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,BUT FAILURE TO 00 SO SHALL
IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER,ITS AGENTS OR
City of Ashland
Attn: Hari Olson REPRESENTATIVES.
90 N Mountain AUTHORIZED PRESENTATIVE
Ashland OR 97520
ACORD 25(2009/01) TION. All rights reserved.
The ACORD name and logo are registered marks of ACORD
www.saiftom
OREGON WORKERS COMPENSATION SaIF
CERTIFICATE OF INSURANCE Jcorporation
CERTIFICATE HOLDER:
CITY OF ASHLAND
ATT KARI 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. POLICY PERIOD ISSUE DATE
524679 04/01/2011 to 04/01/2012 07/06/2011
INSURED: BROKER OF RECORD:
PATHWAY ENTERPRISES ASHLAND INSURANCE INC
655 WASHINGTON ST 801 O'HARE PARKWAY #101
ASHLAND, OR 97520-3705 MEDFORD, OR 97504
LIMITS OF LIABILITY:
Bodily Injury by Accident $500,000 each accident
Bodily Injury by Disease $500,000 each employee
Body 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
President and CEO
400 High Street SE
Salem,OR 97312
P:800.285.8525
F:503.373.8020
Poliry_Certlfcates_Cert flcateOHnsurance