Total Cost Ownership Calculator

What is the Purpose of the TCO Calculator?
The TCO Calculator is designed to help people who are new to the concept of total cost of ownership.
It may not be particularly useful to those who are experienced and/or qualified in accounting or related disciplines - it is
recommended that these people continue to use their current methodology, or seek more sophisticated software.
The calculator contains a number of categories and sub-categories of costs associated with the life-cycle of an item. Some
these are obvious, like the purchase cost of the item, but some are things that you might not have thought of, such as the c
of outages. The calculator is designed to prompt you to think about costs that you may not have thought of, but you only ne
to enter data into the fields that apply to the product that you are procuring.
The TCO Calculator will automatically calculate:
* an overall Total Cost of Ownership
* totals for the various sections, categories and sub-categories, and
* percentages of the TCO for each of the categories.
The TCO calculator should be used in conjunction with the Guide to the Total Cost of Ownership.
This can be found on the website:
HomePage | Procurement.govt.nz
Why Use the TCO Calculator?

Using the Calculator will help you to understand the total costs of the item, over its whole life.
You can use the calculator to compare the TCO for several options, to make a decision about which is the least expensive o
the expected lifetime of the product or service.
You can ask suppliers to present the total cost of ownership in the proposals. You may use this Calculator as a template in y
tender.
Does the TCO calculator include GST?
This calculator is exclusive of GST. If an item was being purchased from overseas, it would be appropriate to include custo
duties as this are not claimed back by the entity via the GST process (GST is on top). See
http://www.customs.govt.nz/inprivate/charges/dutiesandcharges/Pages/default.aspx for details.
Total Cost of Ownership - Quick Calculator

Name of product / service:
[insert name]
Expected lifetime of the item:
10
EXPENSES
Cost category 1
Cost items
All initial costs on purchase (one-off)
Purchase price
Accessories
Legal costs (eg conveyancing)
Duties / taxes on purchased item (excludes GST)
Packaging
Delivery costs
Installation / integration / engineering / calibration costs
Testing / initial inspection costs
Building consents
Alterations, cabling, telephone links
Initial licence costs
subt
enter data here
6
Cost category 2
Cost items
unit cost
Regular ongoing operational costs (per annum)
Annual licences
45,345.00
Consumables eg ink
345.00
Consumables eg lubricants
67.00
Consumables eg cleaning products
657,567.00
Consumables eg health and safety equipment
567.00
Consumables eg paper
567.00
Software upgrades
5,675.00
Staff training
676.00
Cost category 3
Cost items
Fuel / energy costs (per annum)
Electricity
3,456.00
Gas
56,345.00
Water
3,456.00
Cost category 4
Cost items
unit cost
unit cost
Regular service and maintenance (per annum)
Annual maintenance
4,567.00
Preventative maintenance
456.00
Other maintenance
654.00
Spare parts
678.00
Hire of replacement equipment during downtime
54.00
Cost category 5
Cost items
unit cost
Anticipated downtime (per annum)
Planned maintenance outages - additional costs
2,345.00
Unplanned outages - additional costs
2,345.00
Unplanned outages - lost revenue
2,345.00
345.00
Cost category 6
Cost items
unit cost
Additional supplier costs (per annum)
Management costs, eg time for meetings
345.00
Project management costs
345.00
Costs associated with additional work requested
3.00
Supplier travel and accommodation costs
345.00
National / International calls to contact supplier
5.00
Overtime costs
4.00
subt
Cost category 7
Cost items
Other one-off costs (not per annum)
Regular overhaul (at year 5)

Recalibration and testing after overhaul)
subt
Cost category 8
Cost items
Disposal costs (one-off not per annum)
Decommissioning / deconstruction costs

Cost of transportation of equipment from site
Disposal costs eg hazardous items
Restoration of site to original state
Write-off
subt
INCOME
Income on disposal (one-off not per annum) Income items
Resale / salvage value of equipment
Resale / salvage value of parts
Resale / salvage value of operational items, eg, ink cartridges
subt
Summary
Total costs p.a.
Total costs over whole-of-life
% of TCO
Category 1: initial purchase costs

832,336.00
one-off so not applicable
3.25%
2,027,531.00
20,275,310.00
79.20%
70,169.00
701,690.00
2.74%
9,121.00
91,210.00
0.36%
6,810.00
68,100.00
0.27%
28,560.00
0.11%
Category 2: regular ongoing operational costs
Category 3: fuel/ energy
Category 4: regular service and maintenance
Category 5: anticipated downtime
Category 6: additional supplier costs

2,856.00
Category 7: one-off costs
12,000.00
0.05%
348,735.00
1.36%
3,190.00
0.01%
Category 8: costs of disposal
INCOME
total income
Summary of expenses / income

Total initial costs
Total expenses p.a.
Total expenses over whole-of-life
Total income
% of TCO
832,336.00
3.25%
2,477,222.00
9.68%
24,772,220.00
96.76%
3,190.00
0.01%
TOTAL COST OF OWNERSHIP
25,601,366.00
enter data here

6
subtotal costs $
$
3,453.00
2,345.00
2,345.00
543.00
543.00
654,565.00
34,545.00
543.00
34,566.00
54,444.00
44,444.00
subtotal $
832,336.00
enter data here

6
this column automatically

calculates
# p.a.
subtotal cost $
45,345.00
690.00
67.00
1,972,701.00
567.00
1,134.00
5,675.00
1,352.00
subtotal $
2,027,531.00
# p.a.
subtotal cost $
3,456.00
56,345.00
10,368.00
subtotal $
70,169.00
# p.a.
subtotal cost $
4,567.00
456.00
654.00
3,390.00
54.00
subtotal $
9,121.00
# p.a.
subtotal cost $
5,565.00
666.00
234.00
345.00
subtotal $
6,810.00
# p.a.
subtotal cost $
345.00
345.00
432.00
1,725.00
5.00
4.00
subtotal $
2,856.00
subtotal cost $
$
10,500.00
1,500.00
subtotal $
12,000.00
subtotal cost $
$
2,345.00
355.00
345.00
345.00
345,345.00
subtotal $
348,735.00
subtotal income $
$
2,345.00
345.00
500.00
subtotal $
3,190.00

Total Cost Ownership Calculator

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What is the Purpose of the TCO Calculator?

Why Use the TCO Calculator?

Does the TCO calculator include GST?

Total Cost of Ownership - Quick Calculator

Expected lifetime of the item:

All initial costs on purchase (one-off)

Regular ongoing operational costs (per annum)

Consumables eg cleaning products

Consumables eg health and safety equipment

Fuel / energy costs (per annum)

Regular service and maintenance (per annum)

Hire of replacement equipment during downtime

Anticipated downtime (per annum)

Planned maintenance outages - additional costs

Unplanned outages - additional costs

Unplanned outages - lost revenue

Additional supplier costs (per annum)

Management costs, eg time for meetings

Project management costs

Costs associated with additional work requested

Supplier travel and accommodation costs

National / International calls to contact supplier

Other one-off costs (not per annum)

Regular overhaul (at year 5)

Disposal costs (one-off not per annum)

Decommissioning / deconstruction costs

Total costs over whole-of-life

Category 1: initial purchase costs

one-off so not applicable

Category 2: regular ongoing operational costs

Category 3: fuel/ energy

Category 4: regular service and maintenance

Category 5: anticipated downtime

Category 6: additional supplier costs

one-off so not applicable

one-off so not applicable

one-off so not applicable

Category 8: costs of disposal

Summary of expenses / income

TOTAL COST OF OWNERSHIP

enter data here

enter data here

this column automatically

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