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HomeMy WebLinkAboutResolution No. 2024-10 - PPFD Personal Service Providers PolicyRESOLUTION NO.2024-10 A RESOLUTION OF THE PASCO PUBLIC FACILITIES DISTRICT BOARD TO ADOPT THE CONTRACTING WITH PERSONAL SERVICE PROVIDERS POLICY. WHEREAS, the Pasco Public Facilities District (PPFD) was duly formed pursuant to Chapter 35.57 of the Revised Code of Washington on July 15, 2002, by the adoption of City of Pasco Ordinance No. 3558, and granted all powers provided by law pursuant to RCW 35.57.010; and WHEREAS, the PPFD Board confirms the need to establish standards and procedures for selection of PPFD personal service providers in compliance with RCW and other applicable laws. 35 .�J ,blo NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE PASCO PUBLIC FACILITIES DISTRICT AS FOLLOWS: Section 1. The Pasco Public Facilities District (PPFD) adopts the "Pasco Public Facilities District Contracting with Personal Service Providers Policy" as the policy and procedures for contracting with personal service providers, a copy attached hereto as Exhibit A. Section 2. That if the document needs to be updated, the PPFD Board may adopt a newer revision by motion and majority vote. Section 3. That this Resolution shall take effect immediately. PASSED by the Pasco Public Facilities District Board of Directors, of Pasco, Washington, on this 171h day of September, 2024. PASCO PUBLIC FACILITIES DISTRICT Mark Morrisset e, Board President ATTEST: Caroline Bowdis Secretary/Treasurer Pasco Public Facilities District APPROVED AS TO FORM: Kerr F son Law, PLLC A ey for PPFD Resolution — 2024-10 — Personal Service Providers Policy - 1 PASCO PUBLIC FACILITIES DISTRICT CONTRACTING WITH PERSONAL SERVICE PROVIDERS POLICY 1. Purpose The purpose of this Policy is to establish standards and procedures for selection of Pasco Public Facilities District (hereinafter "PPFD") personal service providers in compliance with RCW 35.57.070 and other applicable law. 2. Policy Statement and Scope It is the policy of the PPFD to use a competitive process when securing services which provide an equal and open opportunity for qualified applicants to be considered. The provisions of this Policy do not apply to contracts for architectural or engineering services. 3. Procedures and Standards for Contracts The selection of service providers shall competitive procedures: be made by the PPFD using the following 4. Selection Advisory Committee The PPFD Board of Directors (hereafter "PPFD Board") shall form and authorize a Selection Advisory Committee of no less than three members. Said advisory committee shall be made up of one (1) or two (2) PPFD Board members and one (1) or two (2) persons at the Board's discretion. a. Request for Proposal. The PPFD staff, in consultation with the Selection Advisory Committee, shall prepare a Request for Proposal (RFP) outlining the services required, the requirements of the task, the criteria for selection, the minimum contract period, and other selection information and data required of the proposal. b. Notice. The PPFD staff shall publish notice in Tri City Herald inviting persons and firms to respond to the RFP. Said notice must be published a minimum of ten calendar days in advance of the deadline for submission of the RFP. The PPFD staff may also take reasonable steps to identify firms or individuals who are potential candidates, notify them of the RFP, and invite them to apply. PASCO PUBLIC FACILITIES DISTRICT CONTRACTING WITH PERSONAL SERVICE PROVIDERS POLICY c. Criteria. The following criteria shall be used in the selection process in addition to other relevant criteria appropriate to the particular service: 1) Ability and capacity to perform the service; 2) Experience and reputation of the firm and/or the assigned individual(s); 3) Quality of previous performance with other clients; 4) Proposed fees and costs; 5) Responsiveness to solicitation requirements and time limitations; 6) Compliance with statutes and requirements relating to contracts and services; and 7) Ability of the firm to begin the work and to complete the work on time within the budget and contracted amount. d. Evaluation of Proposals. The Selection Advisory Committee shall review, evaluate, and rank the proposals in accordance with the established criteria. In addition to evaluating the proposals by the established criteria, the committee may consider such other information as may be obtained during the evaluation process related to a proposer's qualifications and experience. The process may include interviews with finalists, oral presentations, and site visits. The committee shall report its recommendations to the PPFD Board. e. Selection and Negotiations. The PPFD Board shall carefully consider the recommendations of the Selection Advisory Committee and enter into contract negotiations with the selected top -ranked proposer identified in the selection process. f. Contract Terms. The contract to be negotiated with the selected firm or individual shall include, among other things, the following: 1) A written description of the purposes of the contract and the services to be provided, the payment terms, the responsible person for each party, and the contract period. 2) A provision specifying that all applicable federal, state, and local laws and regulations shall be observed. g. Approval of Contract. Upon completing negotiations and before the PPFD staff is authorized to enter into the services contract, the proposed contract shall be presented to the PPFD Board for approval at the PPFD Board's next scheduled meeting. Upon approval by the PPFD Board, the PPFD staff may execute the negotiated contract with the selected firm or individual. M PASCO PUBLIC FACILITIES DISTRICT CONTRACTING WITH PERSONAL SERVICE PROVIDERS POLICY 5. Emergency In the event of an emergency as defined in RCW 39.29.006 that reasonably requires immediate action, the PPFD Board through its President, or if unavailable its Vice President, may authorize departure from these requirements, as is consistent with applicable law. 6. Sole Source In the event that the services sought can only be obtained from a single source as defined in RCW 39.29.006, then the PPFD Board shall make a formal written finding, by Resolution, stating the factual basis for the exception and the solicitation requirements of this section do not apply. 7. Fiscal Agent for Banking Purposes In the event that the PPFD has entered into an Interlocal Agreement with a Fiscal Agent or contractor to oversee Financial Services the current Personal Service Providers acquired by the Fiscal Agent shall also be adopted by the PPFD. The PPFD Board shall make a formal written resolution stating the adoption of the banking service provider utilized by the fiscal agent as factual basis for the exception and the solicitation requirements of this section do not apply. 8. Contract Amendments Amendments to existing Personal Service Providers Contracts are exempt from these requirements. However, amendments to the existing Service Providers Contracts must be approved by the PPFD Board by Resolution. 3