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PfP Cost Model Spreadsheet

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PfP Costs Model


To assist applicants in costing their project and providing information for PfP programme.
Stage 1: Section G Item 7 Schedule of Capital Works and Item 8 Schedule of Revenue Activities
Stage 2: Ditto. Section G Items K and L
Stage 1 and 2: Section F Financial Summary
Cost data is separated between Development period (that is the period between Stage 1 and Stage 2) and Delivery period
(that is after full award at Stage 2). There is a worksheet for each.
In this model types of costs are differentiated by colour for easier reading, but are otherwise irrelevant and can be removed.
Grey: Development Costs
Blue: Capital Costs
Yellow: Revenue Costs
Brown: Other costs
Purple: Partnership funding
Green: Total cost
Costs are given a heading called 'Cost Area', so you can sort (pivot tables) on different cost area headings as you wish. You are
not restricted to the cost area examples given, but please give each area or type of work a heading. There is also a column for
you to add your own cost codes. Where capital works, the location of these items should be clearly marked on your Master
Plan. In this model only capital works have been coded, but you may want to add other codes, or extra cost code columns,
perhaps relating to creating future procurement packages.
Assigning PfP Cost Codes to each line/item is very useful. If you are unsure which of your project costs to align against which
PfP code, please see the PfP Application Guidance Notes pages 30-35. If you enter these PfP codes as you build your costs -
then using a simple Pivot Table (an example of which is given for this model in Worksheet 'PfP Costs') you can quickly transfer
your project costs into the PfP application form Section F.
Description: within the limited space available, try to be as informative as possible and refer to other items if they are linked -
for example Materials costs may be linked to Volunteer Work. Provide indicative activities, and a line for each activity. Add
important items even if they are at no cost to this project, perhaps being completed 'in-house' or by other funders. There is a
notes column for any explanations.
In the Model there are two columns for Total costs in the Data Delivery Worksheet. If you are applying at Stage 1 you may
delete the Stage 2 column. When you apply again at Stage 2 you should put back the S2 column. Remember to change the
format of S1 column to 'text' and leave the figures as a comparison to new S2 costs. Adjust the S1 costs for each item in each
year as necessary for S2 and re-total into Stage 2 column, adding any formulas required. If you are using this model for the
first time at Stage 2, then please apportion your past delivery cost estimates in the S1 column and PfP Cost Code as agreed
from your original application form and/or in the Offer letter.
The term 'Costs in last 12 months' describes your costs incurred directly for this project, in the 12 months before date of your
application at Stage 1. These costs must be external to the costs of your organisation (not existing staff costs), and you will
need to provide receipted invoices for these costs in Section G of your S1 application Item 16.
A separate sheet is included (Other Costs) for you to tell us briefly what other costs and funding you will receive for this park,
that are part of the overall Master Plan, but excluded from this PfP Project.
All costs, rates and named items are fictitious and only indicative for this model. You may require extra columns or rows and
to add your own formulae etc.
Victoria Park          Date

PfP Project Cost Plan - Development
Your cost Cost Area    Description                                          Unit    Quantity        Rate £
code


         Fees          Landscape Design to Stage E (Stage 2)                %                  8
         Fees          Conservation Engineers                               item
         Fees          Topographical Survey                                 item
         Fees          Bat survey                                           item
         New staff     Project Manager (Development)                        years               1       30,000
                       Community Volunteer Officer : completing
                       ADP developing activities & events prog. /
         New staff     Training Plan & Volunteer Plan                       years               1       22,000
         Recruitment   Project Manager (see job description G15)            item
                       Community Volunteer Officer (see job
         Recruitment   description G15)                                     item
         Non-cash      Volunteers picture research and archive              day                15            150
         Non-cash      Volunteers GREEN-Stat Visitor Survey                                    20             50
         VAT           Non recoverable
         Contingency   Development                                          %                   5
                       Little Broughton District Council       (applicant
         CASH          minimum 5%)
         CASH          Friends of Victoria Park
         NON-CASH      Total PfP cost code 1d



         Total Cost
         Development                                       £138,982

         Grant                                                 £90,232

         Grant %                                                    65%
Year 0                 Total            PfP
Development            Develop         Cost
(after S1)             ment            Code
             71,614        71614         1a
              5,000            5,000     1a
              6,000            6,000     1a
              1,500            1,500     1a
             30,000        30,000        1b



                                  0      1b
             10,000        10,000        1c


              5,000            5,000     1c
              2,250            2,250     1d
              1,000            1,000     1d
                  0               0      1e
              6,618            6,618     1f


             -45,000      -45,000        2a
               -500            -500      2b
              -3,250       -3,250        2c
PIVOT TABLE            Project Delivery Expenditure against PfP Cost Codes

Sum of Total Stage 1
PfP Cost Code          Total        Cost Type
4a                          4,500   Acquisitions
4b                        583,420   Restoration
4c                        307,250   New work & interpretation
4d                         62,662   Fees on capital works
4e                          1,000   Equipment/computer hardware
4f                         10,500   Materials
4g                          8,000   Vehicles
4h                          3,240   Non-cash capital works costs
4i                         15,000   Capital costs in last 12 months
4j                        106,880   Other capital costs
4k                        178,000   New staff
4l                          5,000   Recruitment
4m                          3,750   Contract staff
4n                         15,000   Activity materials
4o                         35,000   Training
4p                          5,500   Expert Advice for activities
4q                          2,500   Travel
4r                         10,500   Overheads
4s                         11,000   Measure Success
4t                          1,500   Office stationary/software
4u                          2,500   Non cash activities costs
4v                          3,750   Activity costs in last 12 months
4w                         22,500   Other activity costs
4x                        220,000   Future M&M increase
4y                         82,773   Contingency
4z                         46,126   Inflation
4zz                             0   Non recoverable VAT
5a                       -190,000   Cash from own organisation
5b                       -239,000   Cash from others
5c                         -5,740   Non cash capital + revenue
5d                        -18,750   Capital + revenue costs in last 12 months
5e                       -220,000   Future M&M increase
Grand Total             1,074,362
Victoria Park                  Date dd/mm/yy


PfP Project Cost Plan - Delivery


                                                                                                               Planning                             Delivery
Project     Area               Description                               Unit    Quantity        Rate £        Sunk Costs Year 1      Year 2      Year 3      Year 4    Year 5
cost code                                                                                                                                                     Revenue   Revenue




1.1         Terrace Gardens    Purchase of original urn                  Item                1                                            4,500


                               Provisional allowance to undertake
                               essential structural repairs and / or
1.2
                               reinforcement to late 18th /early
                               19th century walling and steps,
            Terrace Gardens    restore to match original                 Item                                                90,000
1.3         Terrace Gardens    Rebuilding wall No 6                      Item                                                 3,500


                               22 Concrete steps with gaps - allow
1.4                            for replacement with 30 Arts and
                               Craft stone steps with Arts and Craft
            Terrace Gardens    stone stringer and handrail; Ref 44k      Item                                                11,000
                               Preserve and maintain low Arts and
1.5                            Craft dry walling, allow for minor
            Terrace Gardens    repairs                                   Item                                                  600
                               Re-set coping to Arts and Craft dry
1.6
            Terrace Gardens    walling                                   m              100               18                  1,800
2.0         Greenhouse         Minor repairs to the boiler house         Item                                                 2,400
3.0                            Repair and conversion of garden           Sq M           120           700                                84,000
            Bothy              bothy for use by volunteers
4.0         Rose Garden        Restoration to 1926 design                item                1                                                       35,000
                               Restore gaps in parkland planting
5.1                            with appropriate historic parkland
            Trees & Planting   trees (heavy standards)                   Nr                 10        660                                 6,600
                               Repair & restore drive surfaces,
                               narrowing 3.5m with passing places,
6.1
            Drives & Paths     bitmac with red whin dressing,            m2           1,600               40                 64,000

6.2
            Drives & Paths     Repair and restore kerbs                  m              914               20                 18,280

                               Repair stone caps to existing iron
7.1
            Gateways           gateways                                  unit                3            80                   240

                               Repair, restore and repaint in original
8.1
            Bandstand          colours                                   item                                                           120,000

                               Supply and fix seats |(copied from
9.0
            Furniture          original wood and cast iron example) unit                    30        600                                            18,000
10.1        Signage            Remove existing signage                   sign               30        100                     3,000
                               Restore to 1890 design as shown on
8.2
            Bandstand          photographs                               item                1                                                      125,000
                               Rebuild glasshouses to new design;
11.1
            Greenhouse         based on SLC Estimate                     Item                                               100,000


11.2                           Renew heating system, including
            Greenhouse         service connection (M&E Estimate)         Item                                                            25,800
                               new internal benching, watering
11.3
            Greenhouse         system, lighting                          Item                                                                        20,000
                                                                             2
12.0                           Build new toilets and changing room       M                  35        500                    17,500
            Toilets            attached to existing Bothy


5.2                            Enhance substation by screening with
            Trees & Planting   Victorian-type shrubs or hedge            m2                 20            15                               300


6.3                            Provide new path for disabled access
            Drives & Paths     between car park & terraced gardens m2                   770               40                 30,800
13
       Car Park                Provide new disabled car park spaces space            4     1,000             4,000

                               New ironwork as gateway arches
7.2
       Gateways                over existing structure                unit           3      600                       1,800

                               Supply and fit new play area ( to
13.0
       Play Area               current H& S standards )               Item                                                    100,000

10.2
       Signage                 Supply and fix new signage             item          10      180                                 1,800

                               Supply and fix A1 boards fixed to
14.0
       Interpretation          wall in café                           board          5      650                                 3,250

15.0
       Security                CCTV camera                            item           2     1,000                                2,000

                               Landscape Design Stage F to
                                                                      %              7
       Fees                    completion

                                                                      unit (set
       Equipment               Hand tools for volunteers              of 5)         10      100              1,000

                               Supply path gravel (Type *** from
       Materials               Bedal Quarry)                          ton           10       50                                  500

                               Rockwork supplied from EFG
       Non-cash                quarries                               load           5     2,000                     10,000


       Vehicles                Purchase Tractor Bz 706 fixator        item           1                       8,000


       Non-cash                Volunteers to plant Rose Garden        days         150       50                80       80        80


       Non-cash                Gift from Remco of cultivator          item           1                       3,000

       Capital costs in last   Fees Landscape Design to Stage C
                                                                      item                         3,500
       12 months               (Stage 1)



       Sunk Costs              Conservation Management Plan           item                         9,500

                               Fees for facilitator for Audience
       Sunk Costs              Development Plan S1                    item                         2,000

                               Contractors Preliminaries on capital
       Other capital costs     costs                                  %             12                     106,880


       New project staff       Project Manager (Delivery)             years          3    30,000            30,000   30,000    30,000
                               Community Volunteer Officer
                               (Delivery) Volunteers, activities,
                               events, marketing (see job
       New project staff       description G15)                       years          4    22,000            22,000   22,000    22,000   22,000


       Recruitment             Gardener                                                                      5,000


       Contract staff          Archaeologist                          weeks          5      750              3,750

       Activity materials,
       publications etc        History of garden                      leaflet     5,000       1                                 5,000

       Activity materials,
       publications etc        Web-site                               item           1    10,000                                         5,000   5,000


       Training                Existing Gardeners NVQ Level ?                        3     1,000             1,000    1,000     1,000


       Training                Other staff - community liaison                       4      500              1,000     500       500

                               Modern Apprentice Trainees(3 year
       Training                programme)                                            2     5,000            10,000   10,000    10,000

       Expert advice for
       activities              Learning & Training advisers           item                 4,500              900      900       900      900     900

       Expert advice for
       activities              Health & Safety for events             days           2      500               500                         500


       Travel                  Provisional Sum for staff & volunteers item                 2,500              500      500       500      500     500
Overheads                Office rent for Project Manager           years        3    3,500              3,500     3,500     3,500


Measure success          Green Flag Fees                           years        5    1,000                                            1,000     1,000


Measure success          GreenSTAT analysis                        years        1    5,000                                            6,000

                         Stationery materials, software etc. for
Stationery/software      Project Manager and Volunteers                                                   500       300       300       300       100

                         Volunteers organise & supervise oral
Non-cash                 history project                           day         10     150               1,500

                         Volunteers to support oral history
Non-cash                 project                                   day         20      50               1,000

Activity costs in last   Revenue Community engagement
12 months                events                                                               3,750


Other activity costs     Small events (5 year programme)           event       25     500               2,500     2,500     2,500     2,500     2,500

                         Oral History project - equipment &
Other activity costs     room hire                                 event                               10,000

Future M&M
increase                 Gardener (Level 3)                        years       10   19,000             19,000    19,000    19,000    19,000    19,000

Future M&M               Increase Security Contract by 50% to
increase                 give 7 day cover                          years       10    3,000              3,000     3,000     3,000     3,000     3,000


Contingency              On Total costs Years 1-5 (by risk)        %            6


Inflation                Index used ….                             %            3                 0    17,452    10,388    12,115     1,821       960


VAT                      Non-recoverable                                                0

                         Little Broughton District Council
CASH                     (applicant minimum 5%)                                                        -50,000   -50,000   -50,000   -20,000   -20,000


CASH                     Sunvale County Council                                                                  -40,000   -40,000


CASH                     Friends Group                                                                  -1,000    -2,000    -2,000    -2,000    -2,000


CASH                     Development Agency                                                            -75,000   -75,000


NON-CASH                 Total all Non Cash / Volunteers(-ve) 4h+4u
                         Total Sunk Costs Column (Costs
                         spent in 12 months before
Sunk Costs               application)                              4i+4v                     -18,750

FUTURE M&M                                                         4x +
increase                 Total column "Year 6-10" (-ve)            inflation




Total Cost
DELIVERY                                           £1,747,852


Grant request                                      £1,074,362


Grant%                                                       61%
Year 6-10   Total     Total           %Conti       PfP Notes
(Post       Stage 2   Stage 1         ngency      Cost
Project)                              Risk        Code




                              4,500          10     4a




                          90,000             15     4b
                              3,500          15     4b




                          11,000              5     4b




                               600            5     4b


                              1,800           5     4b
                              2,400          10     4b


                          84,000             15     4b
                          35,000             15     4b




                              6,600           5     4b


                          64,000              5     4b


                          18,280              5     4b


                               240            5     4b


                         120,000             10     4b


                          18,000             10     4b
                              3,000           0     4b


                         125,000             15     4b


                         100,000             15     4c




                          25,800             10     4c


                          20,000             10     4c


                          17,500             10     4c




                               300            5     4c




                          30,800              5     4c
  4,000    5   4c


  1,800    5   4c


100,000    5   4c


  1,800    5   4c


  3,250    5   4c


  2,000   10   4c

 62,662    0   4d



  1,000    0   4e


   500     5   4f


 10,000   10   4f


  8,000    0   4g


   240     0   4h


  3,000    0   4h

  3,500    0   4i



  9,500    0   4i


  2,000    0   4i


106,880    0   4j


 90,000   10   4k




 88,000    5   4k


  5,000    5   4l


  3,750   15   4m


  5,000   10   4n


 10,000   10   4n


  3,000   10   4o


  2,000    5   4o


 30,000    5   4o


  4,500   15   4p


  1,000   15   4p


  2,500    5   4q
          10,500     5   4r


 3,000     5,000     0   4s


           6,000     0   4s


           1,500     0    4t


           1,500     0   4u


           1,000     0   4u


           3,750     0   4v


          12,500    15   4w


          10,000    15   4w


95,000   190,000     5   4x


15,000    30,000     0   4x


          82,773         4y


 3,390    46,126         4z


               0         4zz


         -190,000        5a


          -80,000        5b


           -9,000        5b


         -150,000        5b


           -5,740        5c


          -18,750        5d


         -220,000        5e
     NON PfP Costs
     Add any other relevant
     costs to this Sheet, for
     items included in the
     Master Plan, but to be
     funded outside of this
     HLF project.

                                                                      External
Code Item                              Cost           Year            Funding      Funder




     Flowers in the park                      7,500     August yyyy          5,000 Arts Lottery


     New junior play equipment and
     p/t play officer                    118,000              yyyy          78,000 BIG Lottery


     Refurbish interior of Lodge for                                               Private/ Business
     commercial offices                   58,000              yyyy          27,000 funding
Notes


Funding for 3 weeks of artist in residence,
working with local school children to design
and install a temporary sculpture exhibition in
the park on the theme of 'Flowers' Co-
ordinated and delivered through Council's
Arts Adviser


Part of wider play funding for this local
authority, based on a Play Strategy.



Currently negotiating lease with Brain IT

								
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