Were Not the Government, but We Are Here to Help You

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Were Not the Government, but We Are Here to
Help You
WPPA Facilities and Engineering Seminar Great
Wolf Lodge Grand Mound August 7-8, 2008
Municipal Research And Services Center
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John W. Carpita, P.E. Public Works Consultant
Municipal Research and Services Center 2601
Fourth Avenue, Suite 800 Seattle, WA 98121-1280
206-625-1300 Fax [phone]
jcarpita_at_mrsc.org www.mrsc.org
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Personal Services Contracting Guidelines FOR Port
Districts Executive Summary description of ports
Special purpose districts limited powers
Legislation specifically addressing Port
Personal Services Contracting Ethics in
Contracting Organizational conflicts of interest
Personal conflicts of interest Appearance of
fairness What are Personal Services Contracts?
Definitions Examples of Personal Service
Contracts Comparison with other types of
contracts Consultant vs. employee Contracts
for staff augmentation
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Basic Requirements and Exemptions Solicitation
and Reporting Requirements Not Subject To 0 -
49,999 50,000 to 200,000 Over
200,000 Commission Exemptions - 50,000 or
Over Contract Amendments to Contracts for 50,000
or Over Emergency Contracts - 50,000 or
Over Sole Source Contracts - 50,000 or
Over Substantial Changes/Additions in the Scope
of Work -Contracts 50,000 or Over Exemptions Pre
-Contract Procedures Document Need Draft Scope of
Services Independent Estimate of Costs Identify
Competitive Procedure to be Used Document
Exemption Risk assessment Advertise or Use
Consulting Services Roster RFQ and /or RFP
Solicitation Review Committee or
Process Interviews?
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Contracting Procedures Finalize Scope of
Services Negotiate Contract Contract
Approval Monitor Contract Performance Payment
Procedures Contract Change Processes   Post-Contra
ct Procedures Recovery Procedures Disallowance/Ad
justment Procedures Consultant Evaluations Final
Report to Port Commissioners   Accounting
Methods and Procedures Principles and
Practicalities Methods and Systems
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Financial Methods and Procedures Monitoring and
Financial Reporting Funds Tracking Audits Record
Retention and Access   Performance
Measures Benchmarking Performance
Measures Internal and External Performance Audits
  Model and Sample Contract Terms Uniform
Contract Terms Contract Remedies and
Sanctions   MODEL AND SAMPLE POLICIES AND
PROCEDURES
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In tandem with the Personal Services Contracting
Guidelines for Port Districts, MRSC will also
update its 1994 Contracting for Professional
Services publication.
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MRSC Consultants are very serious types who would
never stoop .
to using a dancing Spiderman in a presentation!
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But seriously, folks
MRSC serves all cities, counties and special
purpose districts in Washington State. Our
mission statement is
Working together for excellence in local
government through professional consultation,
research and information services.
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Programs Services

• Inquiries Ask MRSC
• Web Site www.mrsc.org
• Library
• Publications
• Field Visits
• Training

All 25 MRSC employees have one goal to provide
, as one team, the best possible service to you
!
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Inquiries Ask MRSC

• Address your unique needs
• Quick response
• Expert, objective, professional advice
• Real time answers 800 a.m. to
• 500 p.m.

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How do You Ask MRSC

• Email me or any of the other consultants
  directly.
• Call at 206-625-1300
• Fax to 206-625-1220
• Pony express, dog sled, etc.
• Use the Research Request form on the MRSC
  Website.

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Typical Inquiry Subjects

• Conflicts of Interest
• Public Records Disclosure
• Fair Labor Standards Act
• Open Public Meetings Act
• Purchasing Procedures
• Public Works Contract Management
• Intergovernmental Cooperation
• Piggybacking
• Bid Limits

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To Bid or Not to Bid.That is the Question.
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Rock and Roll Moment
In the Cascade Range SW District your
Superintendent wants to buy a new pickup for
25,500, not including sales tax or delivery
costs. Do you need to go out for bids or can you
just call your brother-in-law who is the sales
manager at the local dealership and get a quote?
Need to call for bids or use the vendor list
process of RCW 39.04.190 as the total cost (which
should include sales tax and delivery costs) is
over the 10,000 limit for SW Districts per RCW
57.08.050. Its probably not good form to call
your in-laws either.
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Web Site

• Your electronic library
• Most comprehensive local government site in U.S.
• Wealth of information on your desktop
• Anytime anywhere
• Serving 200,000 users per month

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www.mrsc.org
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Web Site Content

• RCWs and WACs
• Court decisions
• FAQs
• Publications
• Sample documents
• News, issues and links
• 79 municipal codes and 15 county codes

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MRSC Library

• Extensive municipal references
• Samples on how to do almost anything
• Web-based catalog
• 12,000 plus titles

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Library Contents

• Budgets and financial reports
• Comprehensive plans and zoning codes
• Ordinances and municipal codes
• Policies and procedures of how to
• 3,500 subject files

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How to Use Library

• Through inquiries, direct calls, visit, or Web
• Loan period generally is one month
• Call to renew and use reference number
• Return mail label (library rate)

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Publications

• Free copies sent to local agencies
• Comprehensive guidebooks and emerging issues
• Quarterly newsletter
• Post-1993 publications on Web

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Sample Report Titles

• Knowing the Territory
• Budget Suggestions
• Handbook for Commissioners
• Public Disclosure
• Open Meetings

• Affordable Housing
• City and County Revenue Guides
• Level of Service
• City and County Bidding Books
• Infill Development

updated to include special purpose districts
Coming in 2008-9 Bidding Books for Special
Districts
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Field Visits

• Meet with full Commission or Board and/or Staff.
• May be able to help with specific issues, subject
  to MRSC staff availability and needed expertise.

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Training

• MRSC consultants work with and within
  professional and agency associations to provide
  training on a variety of topics at annual and
  semi-annual meetings and conferences.
• We also do training on site, subject to staff
  availability and with a strong preference for
  audiences of 20-40 people from a number of like
  agencies in a given area.

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Purchasing, Bidding and Contract Management
Training

• We (I) work with APWA and the LTAP Center to
  provide workshops on purchasing, bidding and
  contract management statewide that are applicable
  to all local government agencies.
• Subject to availability, we (I) can do workshops
  on-site ranging from 3-8 hours, depending on the
  topics and interest.

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http//www.apwa-wa.org/training/chapter.htm
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http//www.wsdot.wa.gov/TA/T2Center/Training/
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You Can Expect

• Dependable advice
• Quick access to legal and policy research
• Practical solutions
• Sample documents on most subjects
• Informative publications
• Complete local government library
• 24-hour internet access

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MRSC will help you save time and money. You will
get expert, timely, and practical advice. We
will also solve your parking problems.