"Home Renovation Excel Budget Worksheet"
STANDARD PROCESS B201 Section B: Financial Management Directorate (FMD)/Budget and Cost Management Number/Title: B201/Cost Estimate Procedures for Yellow Task and Core Service Requests Date Issued: November 2002 Revision: July 2009 SP Contact: Manager, Office of Budget and Cost Management, FMD, 301-846-1119 I. Purpose The cost estimate Standard Process (SP) provides guidelines for preparing cost estimates for requests such as those through the Yellow Task and Core Service support mechanisms. These guidelines are provided in an effort to make the preparation and review of cost estimates standardized and more efficient. II. References Cost Estimate procedures and an electronic version of the Cost Estimate Worksheet can be found at http://home.ncifcrf.gov/saic/bpdocs/cep.htm. III. Definitions ATP: Advanced Technology Program Directorate FMD: Financial Management Directorate LASP: Laboratory Animal Sciences Program Directorate OTS: Operations and Technical Support SP: Standard Process Yellow Task System: A web-based system that allows investigators to request services and obtain cost and time estimates for each project. Accessions System (CSAS – Core Service): This is an online system used to request support from various scientific service providers located at NCI-Frederick. The primary service providers are the Laboratory Animal Sciences Program (LASP) Directorate and the Advanced Technology Program (ATP) Directorate. IV. Scope This SP applies to SAIC-Frederick, Inc., for preparation of cost estimates for Yellow Task and Core Service requests. Other contractors may prepare estimates for renovation and improvement projects using alternate formats and assumptions. V. Processes/Guidelines A. Direct Labor/Fringe 1. Positions should be based on 2,080 hours for a full year. Budget open positions within the month the position is expected to be filled. Use the following guidelines: Expected Month Hired Hours Remaining October 2,080 Frederick Page 1 of 3 B201 November 1,920 December 1,760 January 1,560 February 1,400 March 1,240 April 1,040 May 880 June 720 July 520 August 360 September 200 2. When estimating the cost associated with a position, the midpoint salary of the grade level should be used. 3. For confidentiality purposes, the labor rate cannot be indicated on the final docu- ment for distribution. Therefore, the electronic version of the Excel cost estimate template provides a labor worksheet to the right of the cost estimate document to aid in generating actual calculations based on the labor hours and rate. Fringe benefits should be calculated at the established/approved rate for the current year. The combination of labor rates and fringe benefits in the worksheet are linked so the total labor calculation is transferred to the cost estimate document for distribu- tion. When transmitting cost estimates electronically, please hide the columns displaying the labor rate/fringe calculations. 4. If cost estimates expand over multiple years, a standard inflationary factor of 4.5 percent should be used when calculating labor. B. Materials and Supplies/Other Direct Costs/Shared Services/Capital Equipment 1. These items will vary, depending on the task. 2. Please include all materials and supplies, other direct costs, shared services, and capital equipment necessary to support the requested work scope. It is important that all costs to be incurred by contractor personnel be accounted for against the work scope to justify the appropriate sales tax liability. 3. If cost estimates expand over multiple years, and the costs for subsequent years cannot be estimated by any other method, a standard inflationary factor, as indicated by the Consumer Price Index (CPI), should be used for calculating items other than labor. Please contact your finance officer to determine the cur- rent CPI rate. Note: If cost estimates expand over multiple years, please use a separate cost estimate sheet for each year. The electronic version of the Excel cost estimate template provides a second work- sheet, which can be used for the subsequent years. In estimating the costs for subsequent years, the annualized cost for Year 1 should be increased by an inflationary factor, 4.5 percent for labor, and a standard inflationary factor, as indicated by the CPI for items other than labor. Frederick Page 2 of 3 B201 C. Program-allocated Expenses Specific programs may have standard allocated rate agreements with the NCI-Frederick contracting oOfficer that apply to overhead costs for laboratory, facility, and other indirect costs. The rates applied to any direct costs must be consistent with the approved rate agreement in place. D. Management Support Allocation A management support allocation is applied to all non-NCI entities utilizing the services of SAIC-Frederick, Inc. Based on the location of the service requested, rates have been developed for both on-site and off-site purposes. These rates are reviewed annually and should be applied appropriately when preparing cost estimates for non-NCI entities. Please contact your finance officer for the most current rates. VI. Attachments (NONE) VII. Records The FMD, Budget and Cost Management department, and/or the Yellow Task system will maintain all cost estimates for seven years after the fiscal year in which the cost estimates were generated. Frederick Page 3 of 3 B201