HomeMy WebLinkAbout3994 Resolution - PSA with Columbia Safety LLC for COVID-19 Testing SiteRESOLUTION NO. 3994
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PASCO
RATIFYING THE EXECUTION OF THE PROFESSIONAL SERVICES
AGREEMENT WITH COLUMBIA SAFETY, LLC FOR THE COVID-19
TESTING SITE.
WHEREAS, the City of Pasco, Washington and Benton -Franklin Health District entered
into an Interlocal Agreement for the reimbursement of expenses for a COVID-19 community
testing site; and
WHEREAS, the City of Pasco, Washington will provide site command and assure safety
for all personnel onsite; and
WHEREAS, Columbia Safety, LLC will provide services for the registration, testing, and
medical exam processing for the COVID-19 testing site; and
WHEREAS, on September 21, 2020, the City Council of the City of Pasco authorized the
City Manager to negotiate and execute an agreement with Columbia Safety, LLC consistent with
the terms discussed at that Regular Meeting subject to ratification by Council.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PASCO, WASHINGTON:
Section 1. That the City Council of the City of Pasco ratifies and approves of the terms and
conditions of the Professional Services Agreement between the City of Pasco and Columbia
Safety, LLC, as attached hereto and incorporated herein as Exhibit A; and
PASSED by the City Council of the City of Pasco, Washington this 281h day of September,
2020.
Saul Martinez
Mayor
ATTEST:
Debra Barham, CMC
City Clerk
APPROVED AS TO FORM:
Resolution— PSA with Columbia Safety LLC for COVID-19 Testing Site 1
PROFESSIONAL SERVICES AGREEMENT
Columbia Safety, LLC
THIS AGREEMENT is made and entered into between the City of Pasco, a Washington
Municipal Corporation, hereinafter referred to as "City", and Columbia Safety, LLC, hereinafter
referred to as "Consultant," on the 23rd day of September, 2020.
RECITALS
WHEREAS, the City desires to have certain services and/or tasks performed as set forth
below requiring specialized skills, training, equipment, and other supportive capabilities; and
WHEREAS, the Consultant represents that it is qualified and possesses sufficient skills,
experience, equipment, and necessary capabilities, including: technical and professional expertise,
when required, to perform the services and/or tasks as set forth in this Agreement upon which the
City is relying.
NOW, THEREFORE, in consideration of the mutual covenants, and performances
contained herein, the parties agree as follows:
1. Scone of Services. The Consultant shall perform such services and accomplish such tasks,
including the furnishing of all labor, materials, facilities and equipment necessary for full
performance thereof, as identified and designated as Consultant's Responsibilities
throughout this Agreement, and as more particularly described in Scope of Work detailed
in Exhibit A, attached hereto and incorporated herein (the "Project").
2. Term. This Project shall begin on the execution date listed above and be completed by
September 30, 2022.
3. Compensation and Payment.
3.1 Payment for services described in the Scope of Work shall be made following the
performance of such services. Such payment shall be full compensation for work
performed or services rendered, and for all labor, materials, supplies, equipment,
and incidentals necessary to complete the Project.
3.2 No payment shall be made for any services rendered by the Consultant except for
services identified and set forth in this Agreement except as may be authorized by
a written supplemental agreement approved by the City.
3.3 The City shall pay the Consultant for work performed under this Agreement upon
bi-weekly submitted invoices detailing work performed and expenses for which
reimbursement is sought. The City shall approve all invoices before payment is
issued. Payment shall occur within fifteen (15) days of receipt and approval of an
invoice. With respect to the unpaid amount of any invoice not paid in full within
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 1 of 17
fifteen (15) days of receipt, a penalty of six percent (6%) of the unpaid amount shall
accrue, increasing to eighteen percent (18%) for any amount remaining unpaid after
thirty (30) days from receipt.
3.4 The City shall pay the Consultant for all work performed and expenses incurred
under this Agreement, as follows.
® Hourly (Multiple Rate): Such rates as identified in Exhibit B, plus actual
expenses incurred as provided under this Agreement, but not to exceed a
total of $722,115.00 without the prior written authorization by the City.
4. Reports and Inspections.
4.1 The Consultant at such times and in such forms as the City may require, shall
furnish to the City such statements, records, studies, surveys, reports, data, and
information as the City may request pertaining to matters covered by this
Agreement.
4.2 The Consultant shall, at any time during normal business hours and as often as the
City or the Washington State Auditor may reasonably deem necessary, make
available for examination all of its records and data with respect to all matters
covered, directly or indirectly, by this Agreement and shall permit the City, or its
designated authorized representative to audit and inspect other data relating to all
matters covered by this Agreement. The City shall receive a copy of all audit
reports made by the agency or firm as to the Consultant's activities. The City may,
at its discretion, conduct an audit at its expense, using its own or outside auditors,
of the Consultant's activities which relate, directly or indirectly, to this Agreement.
Consultant shall be provided a copy of such reports.
4.3 The Consultant, during the term of this Agreement, shall obtain all permits and
registration documents necessary for the performance of its work and for the
execution of services at its own expense, and shall maintain its validity. Upon
request, the Consultant shall deliver to the City copies of these licenses, registration
documents, and permits or proof of their issuance or renewal.
4.4 Consultant shall maintain books, records and documents, which sufficiently and
properly reflect all direct and indirect costs related to the performance of this
Agreement, and shall maintain such accounting procedures and practices as may be
necessary to assure proper accounting of all funds paid pursuant to this Agreement.
These records shall be subject, at all reasonable times, to inspection, review, or
audit as provided above.
4.5 The Consultant shall retain all books, records, documents or other material relevant
to this Agreement for three (3) years after its expiration. Consultant agrees that the
City, or its designee, shall have full access and right to examine any of said
materials at all reasonable times during this period.
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 2 of 17
5. Ownership and Use of Documents.
5.1 All research, tests, surveys, preliminary data, information, drawings and documents
made, collected, or prepared by the Consultant for performing the services subject
to this Agreement, as well as any final product, collectively referred to as "work
product," shall be deemed as the exclusive property of the City, including copyright
as secured thereon. Consultant may not use them except in connection with the
performance of the services under this Agreement or with the prior written consent
of the City. Any prior copyrighted materials owned by the Consultant and utilized
in the performance of the services under this Agreement, or embedded in with the
materials, products and services provided thereunder, shall remain the property of
the Consultant subject to a license granted to the City for their continued use of the
products and services provided under this Agreement. Any work product used by
the Consultant in the performance of these services which it deems as
"confidential," "proprietary," or a "trade secret" shall be conspicuously designated
as such.
5.2 In the event of Consultant's default, or in the event that this Agreement is
terminated prior to its completion, the work product of the Consultant, along with
a summary of the services performed to date of default or termination, shall become
the property of the City, and tender of the work product and summary shall be a
prerequisite to final payment under this Agreement. The summary of services
provided shall be prepared at no additional cost, if the Agreement is terminated
through default by the Consultant. If the Agreement is terminated through
convenience by the City, the City agrees to pay Consultant for the preparation of
the summary of services provided.
6. Public Records.
6.1 Consultant acknowledges that the City is an agency subject to Chapter 42.56 RCW
"Public Records Act." All preliminary drafts or notes prepared or gathered by the
Consultant, and recommendations of the Consultant are exempt prior to the
acceptance by the City or public citation by the City in connection with City action.
6.2 If the Consultant becomes a custodian of public records of the City and request for
such records is received by the City, the Consultant shall respond to the request by
the City for such records within five (5) business days by either providing the
records, or by identifying in writing the additional time necessary to provide the
records with a description of the reasons why additional time is needed. Such
additional time shall not exceed twenty (20) business days unless extraordinary
good cause is shown.
6.3 In the event the City receives a public records request for protected work product
of the Consultant within its possession, the City shall, prior to the release of any
protected work product or as a result of a public records request or subpoena,
provide Consultant at least ten (10) business days prior written notice of the pending
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 3 of 17
release and to reasonably cooperate with any legal action which may be initiated
by the Consultant to enjoin or otherwise prevent such release.
7. Independent Contractor Relationship.
7.1 The parties intend that an independent contractor relationship is created by this
Agreement. The City is interested primarily in the results to be achieved; subject
to the scope of services and the specific requirements of this Agreement, the
implementation of services will lie solely with the discretion of the Consultant. No
agent, employee, officer or representative of the Consultant shall be deemed to be
an employee, agent, officer, or representative of the City for any purpose, and the
employees of the Consultant are not entitled to any of the benefits or privileges the
City provides for its employees. The Consultant will be solely and entirely
responsible for its acts and for the acts of its agents, employees, officers,
subcontractors or representatives during the performance of this Agreement.
7.2 In the performance of the services provided in this Agreement, Consultant is an
independent contractor with full authority to control and direct the performance of
the details of the work, however, the results of the work contemplated herein must
meet the approval of the City and shall be subject to the City's general rights of
inspection and review to secure the satisfactory completion thereof.
7.3 The Consultant shall comply with all State and Federal laws including, but not
limited to:
7.3.1 The definition requirements of RCW 50.04.140 (Employment Security).
7.3.2 RCW 51.08.195 (Industrial Insurance).
7.3.3 Obtain a City of Pasco business license.
7.4 The City may, at its sole discretion, require the Consultant to remove any employee,
agent or servant from employment on this Project who, in the City's sole discretion,
may be detrimental to the City's interest.
8. Indemnification.
8.1 The Consultant shall defend, indemnify, and hold harmless the City, its officers,
officials, employees, and volunteers harmless from any and all claims, injuries,
damages, losses or suits including attorney fees, arising out of or resulting from the
acts, errors or omissions of the Consultant in performance of this Agreement,
except for injuries and damages caused by the negligence or malfeasance of the
City.
8.2 However, should a court of competent jurisdiction determine that this Agreement
is subject to RCW 4.24.115, then, in the event of liability for damages arising out
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 4 of 17
of bodily injury to persons or damages to property caused by or resulting from the
concurrent negligence of the Consultant, and the City, its officers, officials,
employees, and volunteers, the Consultant's liability, including the duty and cost
to defend, hereunder shall be only to the extent of the Consultant's negligence. It is
further specifically and expressly understood that the indemnification provided
herein constitutes the Consultant's waiver of immunity under Industrial Insurance,
Title 51 RCW, solely for purposes of this indemnification. This waiver has been
mutually negotiated by the parties. The provisions of this section shall survive the
expiration or termination of this Agreement.
8.3 No liability shall attach to the City by reason of entering into this Agreement except
as expressly provided herein.
8.4 This indemnification shall include damages, penalties and attorney fees sustained
as a result of Consultant's delayed or failed performance of Section 1 (Scope of
Services) above.
8.5 Consultant agrees that the work performed under this agreement is subject to the
Contractor Agreement between the City of Pasco and the Benton -Franklin Health
District. As such, the Consultant will be a Subcontractor to that agreement, and the
Subcontractor shall protect, defend, indemnify, and hold harmless Benton -Franklin
Health District (BFHD), its officers, employees and agents from any and all costs,
claims, judgements, and/or awards of damages arising out of, or in any way
resulting from the negligent act or omissions of subcontractor, its officers,
employees, and/or agents in connection with or in support of this
Contract. Subcontractor expressly agrees and understands that BFHD is a third
party beneficiary to this Contract and shall have the right to bring an action against
subcontractor to enforce the provisions of this paragraph.
9. Insurance. The Consultant shall procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise
from or in connection with the performance of the work hereunder by the Consultant, its
agents, representatives, employees, or subcontractors. The Consultant's maintenance of
insurance as required by the Agreement shall not be construed to limit the liability of the
Consultant to the coverage provided by such insurance, or otherwise limit the City's
recourse to any remedy available at law or in equity.
9.1 Minimum Scope of Insurance. Consultant shall obtain insurance of the types and
coverage described below:
9.1.1 Automobile Liability insurance covering all owned, non -owned, hired and
leased vehicles. Coverage shall be at least as broad as Insurance Services
Office (ISO) form CA 00 01.
9.1.2 Commercial General Liability insurance shall be at least as broad as ISO
occurrence form CG 00 01 and shall cover liability arising from premises,
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 5 of 17
operations, stop -gap independent contractors and personal injury and
advertising injury. The City shall be named as an additional insured under
the Consultant's Commercial General Liability insurance policy with
respect to the work performed for the City using an additional insured
endorsement at least as broad as ISO endorsement form CG 20 26.
9.1.3 Workers' Compensation coverage as required by the Industrial Insurance
laws of the State of Washington.
9.1.4 Professional Liability insurance appropriate to the Consultant's profession.
9.2 Minimum Amounts of Insurance. Consultant shall maintain the following
insurance limits:
9.2.1 Automobile Liability insurance with a minimum combined single limit for
bodily injury and property damage of $1,000,000 per accident.
9.2.2 Commercial General Liability insurance shall be written with limits no less
than:
® $2,000,000 each occurrence; and
® $2,000,000 general aggregate;
9.2.3 Professional Liability insurance, with no pandemic exclusions, shall be
written with limits no less than:
® $2,000,000 per claim; and
® $2,000,000 policy aggregate limit;
9.3 Other Insurance Provision. The Consultant's Automobile Liability, Professional
Liability, and Commercial General Liability insurance policies are to contain, or be
endorsed to contain that they shall be primary insurance as respect the City. Any
insurance, self-insurance, or self-insured pool coverage maintained by the City
shall be excess of the Consultant's insurance and shall not contribute with it.
9.3.1 The Consultant's insurance shall be endorsed to state that coverage shall not
be cancelled by either party, except after thirty (30) days prior written notice
by certified mail, return receipt requested, has been given to the City.
9.4 Acceptability of Insurers. Insurance is to be placed with insurers with a current
A.M. Best rating of not less than A: VII.
9.5 Verification of Coverage. Consultant shall furnish the City with original
certificates and a copy of the amendatory endorsements, including, but not
necessarily limited to, the additional insured endorsement, evidencing the insurance
requirements of the Agreement before commencement of the work.
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 6 of 17
9.6 Notice of Cancellation. The Consultant shall provide the City with written notice
of any policy cancellation within two (2) business days of their receipt of such
notice.
9.7 City Full Availability of Consultant Limits. If the Consultant maintains higher
insurance limits than the minimums shown above, the City shall be insured for the
full available limits of Commercial General and Excess or Umbrella liability
maintained by the Consultant, irrespective of whether such limits maintained by the
Consultant are greater than those required by this Agreement or whether any
certificate of insurance furnished to the City evidences limits of liability lower than
those maintained by the Consultant.
9.8 Failure to Maintain Insurance. Failure on the part of the Consultant to maintain the
insurance as required shall constitute a material breach of contract, upon which the
City may, after giving five (5) business days' notice to the Consultant to correct the
breach, immediately terminate the Agreement or, at its discretion, procure or renew
such insurance and pay any and all premiums in connection therewith, with any
sums so expended to be repaid to the City on demand, or at the sole discretion of
the City, offset against funds due the Consultant from the City.
10. Nondiscrimination. In the performance of this Agreement, the Consultant will not
discriminate against any employee or applicant for employment on the grounds of race,
creed, color, national origin, sex, marital status, age or the presence of any sensory, mental
or physical handicap; provided that the prohibition against discrimination in employment
because of handicap shall not apply if the particular disability prevents the proper
performance of the particular worker involved. The Consultant shall ensure that applicants
are employed, and that employees are treated during employment in the performance of
this Agreement without discrimination because of their race, creed, color, national origin,
sex, marital status, age or the presence of any sensory, mental or physical handicap.
Consultant shall take such action with respect to this Agreement as may be required to
ensure full compliance with local, State and Federal laws prohibiting discrimination in
employment.
11. Covenant Against Contingent Fees. The Consultant warrants that it has not employed
nor retained any company, firm, or person, other than a bona fide employee working
exclusively for the Consultant, to solicit or secure this Agreement; and that it has not paid
or agreed to pay any company, person or firm, other than a bona fide employee working
exclusively for the Consultant, any fee, commission, percentage, brokerage fee, gift, or
other consideration contingent upon or resulting from the award or making of this
Agreement. For breach or violation of this warranty, the City shall have the right to
terminate this Agreement.
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 7 of 17
12. Assignment and Subcontracting.
12.1 The City has awarded this Agreement to the Consultant due to its unique
qualifications to perform these services. The Consultant shall not assign (or
subcontract other than as specifically identified in Exhibit A) its performance under
this Agreement or any portions of this Agreement without the prior written consent
of the City, which consent must be sought at least thirty (30) days prior to the date
of any proposed assignment.
12.2 Any work or services assigned or subcontracted hereunder shall be subject to each
provision of this Agreement including Section 6, Public Records; Section 10,
Nondiscrimination; proper bidding procedures where applicable; and all local, State
and Federal statutes, ordinances and guidelines.
12.3 Any technical or professional service subcontract not listed in this Agreement, must
have prior written approval by the City.
13. Termination.
13.1 Termination for Convenience. Either party may terminate this Agreement for any
reason upon giving the other party no less than ten (10) business days written notice
in advance of the effective date of such termination.
13.2 Termination for Cause. If the Consultant fails to perform in the manner called for
in this Agreement, or if the Consultant fails to comply with any other provisions of
this Agreement and fails to correct such noncompliance within five (5) business
days of written notice thereof, the City may terminate this Agreement for cause.
Termination shall be effected by serving a notice of termination on the Consultant
setting forth the manner in which the Consultant is in default. The Consultant will
only be paid for services and expenses complying with the terms of this Agreement,
incurred prior to termination.
13.3 Termination for Late Payment. In the event that the City fails to make payment in
full of an invoice when due, the Consultant shall have the right, at its sole option,
upon ten (10) business days' written notice ("Suspension Notice") to the City to
suspend performance of the Project until payment in full has been received. The
Consultant may thereafter terminate this Agreement for cause in the event that the
unpaid amount of an invoice is not paid within five (5) days of the City's receipt of
a Suspension Notice. Termination shall be effected by serving a notice of
termination on the City setting forth the manner in which the City is in default.
14. General Provisions.
14.1 For the purpose of this Agreement, time is of the essence.
14.2 Notice. Notice provided for in this Agreement shall be sent by:
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 8 of 17
14.2.1 Personal service upon the Project Administrators; or
14.2.2 Certified mail to the physical address of the parties, or by electronic
transmission to the e-mail addresses designated for the parties below.
14.3 The Project Administrator for the purpose of this Agreement shall be:
14.3.1 For the City:
14.3.2 For the Consultant:
15. Dispute Resolution.
Bob Gear, or his designee
525 N 3rd Ave
Pasco, WA 99301
(509) 528-1650
eg arb(d),pasco-wa.gov
Nathan Kennedy, or his designee (Haylie Warren)
418 N Kellogg St. Suite D
Kennewick, WA 99336
(509) 820-3883
Nathan a-,columbiasafety.net
Haylie@columbiasafety.net
15.1 This Agreement has been and shall be construed as having been made and entered
into and delivered within the State of Washington and it is agreed by each party
hereto that this Agreement shall be governed by the laws of the State of
Washington.
15.2 In the event of a dispute regarding the enforcement, breach, default, or
interpretation of this Agreement, the Project Administrators, or their designees,
shall first meet in a good faith effort to resolve such dispute. In the event the dispute
cannot be resolved by agreement of the parties, said dispute shall be resolved by
arbitration pursuant to RCW 7.04A, as amended, with both parties waiving the right
of a jury trial upon trial de novo, with venue placed in Pasco, Franklin County,
Washington. The substantially prevailing party shall be entitled to its reasonable
attorney fees and costs as additional award and judgment against the other.
16. Nonwaiver. Waiver by the City of any provision of this Agreement or any time limitation
provided for in this Agreement shall not constitute a waiver of any other similar event or
other provision of this Agreement.
17. Integration. This Agreement between the parties consists in its entirety of this document
and any exhibits, schedules or attachments. Any modification of this Agreement or change
order affecting this Agreement shall be in writing and signed by both parties.
18. Authorization. By signature below, each party warrants that they are authorized and
empowered to execute this Agreement binding the City and the Consultant respectively.
Professional Services Agreement — Columbia Safety, LLC
Pasco West CSC COVID Testing Site Page 9 of 17
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the
date first written above.
CITY OF PASCO, WASHINGTON
i
ave abell an r
ATTEST:
�IA< C -A,�-
Debra C. Barham, City Clerk
APPROVED AS TO FORM:
tKerrFerguso PLLC, icy. ttomey
COLUMBIA SA,YETY, LLC
Nathan Kennedy, Owner
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 10 of 17
EXHIBIT A
SCOPE OF WORK
Screening and Testing Services
Pasco West CBC COVID Testing Site
1.0 INTRODUCTION
The World Health Organization (WHO) has declared the novel Coronavirus (COVID 19 or COVID)
a worldwide pandemic. COVID 19 has demonstrated the capability to spread rapidly, leading to significant
impacts on healthcare systems and causing societal disruption. The potential public health threat posed by
COVID 19 is high, both globally and to the United States. To respond effectively to the COVID 19 outbreak,
rapid detection of cases and contacts, appropriate clinical management and infection control, and
implementation of community mitigation efforts are critical.
To assure the early detection of persons infected with COVID19 in Washington State, the
Washington State Department of Health (DOH) is working with the Health Commons Project Service
Accelerator and Benton -Franklin Community Partners (which collectively comprise the "COVID
Community Test Site Organization") to staff and operate multiple sites in the Columbia Basin area to test
anyone who has COVID symptoms, may have been exposed to COVID, or simply is concerned about their
COVID status.
Under contract to the City of Pasco in Washington State, Columbia Safety, LLC, hereinafter
referred to as "Consultant," will recruit, train and provide healthcare personnel, including but not limited
to Registration Technicians, Clinical Swabbers, and Traffic Control to physically interact with test patients
and accompanying individuals at the Pasco CBC West COVID Testing Site (hereinafter, the "Testing
Site").
2.0 SCOPE OF WORK
2.1. Organization.
2.1.1 Site management and operational control of all testing activities at the Testing Site will be
performed by the City of Pasco Fire Department (hereinafter, the "Fire Department"), a
member of the Benton -Franklin Community Partners and the larger COVID Community
Test Site Organization.
2.1.2 At the Testing Site, the Consultant's staff leads (e.g., administrator, clinical swabber lead,
registration technician lead, traffic control) will report to and coordinate their on-site
activities with the Fire Department's Operations Chief or his/her designee.
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 11 of 17
Operations Chief
Pasco Fire Department
Administrator
Consultant
Swabber LeadI RT Lead I Traffic Control
Consultant Consultant Consultant
Clinical Swabbers I Registration Technicians
Consultant Consultant
Figure 2.1 Organization Chart, Testing Site
2.1.3 The Consultant will have direction over their employees while on and off site. To include
meals, breaks, hiring, training and termination. The fire department will advise the
Consultant of number of staff needed per day on a weekly basis. Notification of any
changes will be seven (7) days in advance.
2.2. Personnel.
2.2.1 The Consultant will train, qualify and provide an appropriate number of personnel to
perform the following functions at the Testing Site.
2.2.1.1 Training Specialist, HR. This person will be available at the start of each day to
ensure the site is adequately staffed and check-in with the Operations Chief with a
list of on-site staff. He/she will be the Operations Chiefs main point -of -contact
for human resources concerns, including changes in staffing needs and resolution
of any issues with the Test Site leads and staff.
2.2.1.2 Clinical Swabber Lead. This person will be in direct on-site contact with the
Operations Chief. He/she will provide oversight of all clinical swabbers and ensure
they have the appropriate training for their roles. He/she will make sure positions
are covered during breaks and lunch periods, and all questions are answered. This
person will be the Operations Chief contact for any simple changes needed with
the clinical swabbers on-site during the work day.
2.2.1.3 Clinical Swabber. This person will report to the Clinical Swabber Lead. There will
be at least two Clinical Swabber for every lane of traffic. They will be responsible
for:
• Patient care and comfort.
• Wave patient forward to testing zone.
• Open vial and place in holder on table. Give patient tissue.
• Ask for phone number and confirm.
• Open swab and assist in specimen collection.
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 12 of 17
Place swab in vial and place vial in cooler. Highlighter on vial label if unable
to collect specimen for any reason.
Hand hygiene and new gloves.
2.2.1.4 Registration Technician (RT) Lead. This person will be in direct on-site contact
with the Operations Chief. He/she will provide oversight of all registration
technicians, and responsible for:
• Mentoring staff in EPIC/OCHIN and workflow updates.
• Troubleshooting the registration process, technology and questions.
• Overseeing patient queues and ensuring patient entry completeness.
• Reviewing testing roster.
• Conducting training via Training Guides for any personnel NOT trained.
• Coordinating with the Operations Chief to assign logins for EPIC/OCHIN and
troubleshooting technical issues.
2.2.1.5 Registration Technician (aka Customer Service Representatives). This person will
report to the RT Lead. There will be two registration technician per testing lane,
and one (1) floating registration technicians. They will be responsible for:
• Welcoming patient and answering general questions.
• Verifying patients' identity and checking them in on the iPad if they had an
appointment. Signing them up if they did not have an appointment in the
system.
■ Check photo ID, ensure proper entry of the patient's full name, date
of birth, phone number and home address.
■ Collect insurance information and reason for test.
■ Ask patient questions in EPIC application.
■ Prepare patient vial with barcode and patient handout.
• If necessary, collecting identification and/or insurance card on clipboard.
• Placing barcode on manifest.
• Placing barcode with handwritten name and date of birth on vial. Scanning
barcode on vial into EPIC.
• Monitoring walkie talkie for their lane team.
• Preparing patient vial with barcode and patient handout.
• Troubleshooting the registration process, technology and questions.
2.2.1.6 Registration Technicians (aka Greeters). This person will report to the RT Lead.
The Registration Technician Greeter will primarily:
• Register walk-ups in EPIC/OCHIN on computer. Same process as normal RT
but in walk-up tent.
• Once vial is labelled, walk patient to edge of lane 1 and place cone in front of
next arriving car to block lane.
• Direct patient to Lane 1 swabber and give swabber the vial. For patients with
mobility issues or special needs, use walkie talkie to request swabber from
Lane 1 to walk-up tent.
• Assist all other unregistered drive up patients (in either parking lot or idling in
Lane 1 by entering patient information into tablet.
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 13 of 17
2.2.1.7 Traffic Control. This person will be in direct on-site contact with the Operations
Chief and will be primarily responsible for:
Managing the flow of traffic in off-street testing lanes.
Ensuring cars are moving safely.
Being the initial point of contact to answer questions at the point of entry to
the Testing Site.
2.2.2 The Operations Chief will determine the number of each type of Consultant personnel
needed to staff the Testing Site each day, and inform the Administrator of any changes at
least seven (7) business days in advance.
2.3. Training.
2.3.1 The Consultant will train and qualify all Testing Site staff in accordance with the COVID 19
Training Guides provided by the Washington State Department of Health (DOH) and
approved by local Medical Program Director Dr. Hodges.
2.3.2 Whenever a practice deficiency by a Testing Site staff member is reported to the Operations
Chief, Training Specialist / HR or Lead, the Training Specialist / HR or Lead will
immediately provide corrective instruction to the affected staff member(s) before
permitting them to continue with testing activities. The Consultant will thereafter schedule
and conduct remedial training for the affected staff member(s).
2.4. Equipment.
2.4.1 Personal Protective Equipment (PPE) and Sanitizing Supplies. The Fire Department will
provide Consultant with all essential and necessary PPE and sanitizing supplies for staff
performing testing activities at the Testing Site, including but not limited to N95 masks /
KN95 masks, gloves, face shields, eye protection, gowns, hand sanitizer, sanitary wipes
and cleaning solutions.
2.4.2 Testing Equipment and Related Articles. The Fire Department will provide Consultant with
all essential and necessary testing equipment, including but not limited to swabs, vials,
IPAD, marker pens, highlighters, requisitions forms, computers, printer, and anything else
needed to adequate perform there job.
2.4.3 Traffic Control Equipment and Related Articles. The Fire Department will provide the
appropriate traffic control equipment and security personnel to assure the safety and
security of Testing Site staff and testing patients, including marked lanes, cones, in place
from the road to the site. Anything outside the site gates will be handled by Pasco Police
department.
2.4.4 Facilities. The Fire Department will provide bathroom facilities, break areas and parking
for staff performing and/or supporting testing activities at the Testing Site.
2.5. Work Performance.
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 14 of 17
2.5.1 Testing Protocols and Activities. To provide safe and accurate testing provide by Benton
Franklin Health Department in conjunction with University of Washington Lab.
2.5.2 Test Site Operations. Current operations are scheduled for Thursday thru Monday from
8:30 am to 4:30 pm with meetings starting at 7:30 pm. This Schedule is subject to
change. Any change in schedule will need a seven (7) day notice to the Training
Specialist / HR.
2.5.3 Performance Metrics. The Fire Department will advise the Consultant within twenty-four
(24) Hours of any changes needed in performance of the Consultant. The Fire
Department will work with the Consultant to make the changes needed to be able to
perform the change under a reasonable time frame dependent on the scope of work that
needs to be changed.
2.6. Meetings.
2.6.1 The Consultant will attend and actively participate (on-site or remotely by telecon) in the
planning, status and performance review meetings conducted weekly or as otherwise
established by the City Fire Department. The intent of the meetings is to focus on the
following:
• Review the progress of the testing activities and affirm that it addresses the Scope of
Work and supports the Project schedule;
• Communicate and reinforce the City of Pasco's expectations with respect to Scope of
Work, quality, and procedural requirements;
• Identify any risks and issues either party is or should be aware of (e.g., impacts to
scope, schedule, costs, quality), and define risk mitigation and remediation plans, as
required;
• Review performance of the Consultant.
2.7. Reports and Reviews.
2.7.1 The Consultant will submit a bi-weekly report to the Finance Section Chief that that
includes basic staffing information, and accumulated costs.
2.7.2 The Training Specialist / HR will have a management meeting on-site with the City Fire
Department at least once each business week to review and discuss the progress report and
the performance of the Consultant's testing staff.
2.7.3 The Consultant will take immediate action to mitigate, remediate and/or correct any issues
and/or concerns identified by the City of Pasco, Fire Department, Operations Chief and/or
Administrator.
2.8. Compensation.
2.8.1 Contract Type. The Contract is time and materials (T&M) with a not -to -exceed (NTE)
ceiling.
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 15 of 17
2.8.2 Invoices. The Consultant will prepare and submit bi-weekly invoices to the City of Pasco
for work performed.
2.9. Interfaces.
2.9.1 Training Specialist / HR. The Training Specialist / HR chairs the Consultant's Project
Team and manages the Project staff and activities for the Consultant. The Training
Specialist / HR for the Project is Haylie Warren.
2.9.2 Operations Chief. The Operations Chief manages the Testing Site and has operational
control over on-site testing activities. The Operations Chief is Pat Hendrickson.
2.9.3 Consultant's Project Team. In addition to the Training Specialist / HR, the Consultant's
Project Team includes but is not limited to Jaime Sanchez (Swabber Lead) and Kailee
Garrison (RT Lead).
2.10. Issues and Concerns.
2.10.1 The Consultant will immediately inform the Operations Chief if and when it is determined
that a problem is discovered that is not directly part of the Project's scope and/or could
impact the Project's scope, quality, schedule and/or cost.
2.10.2 The Consultant will take immediate action to mitigate, remediate and/or correct any issues
and/or concerns identified by the City of Pasco, Fire Department, Operations Chief and/or
Training Specialist / HR.
2.11. Modification.
2.11.1 Any modifications within the Project's scope, schedule and/or cost, such as change in daily
staffing needs, can be directed by the Operations Chief.
2.11.2 Any modifications outside the Project's scope, schedule and/or cost must be mutually
agreed upon by the Consultant and the City of Pasco, and authorized by a written
supplemental agreement approved by the City of Pasco before the change is implemented.
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 16 of 17
Exhibit B
Payment Rates and Projected # of Maximum Personnel
Job Title
Employed By
# of
Personnel
Hourly
Rate
OT
Rate
Hours
Per Day
Estimated
Daily Cost
Scheduling/HR/Training
Columbia Safety
1
$65.00
$97.50
4
$260.00
Swabber Lead
Columbia Safety
1
$65.00
$97.50
10
$715.00
Swabbers
Columbia Safety
7
$60.00
$90.00
8
$3,360.00
RT Lead
Columbia Safety
1
$60.00
$90.00
10
$660.00
RT Civilian
Columbia Safety
8
$55.00
$82.50
8
$3,520.00
Parking/Traffic
Columbia Safety
1
$50.00
$75.00
8
$400.00
Daily Cost - $8,915.00
Professional Services Agreement — Columbia Safety, LLC
Pasco West CBC COVID Testing Site Page 17 of 17