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.
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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.
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