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Personal Services Contract Procedures

Authorization-Personal services are contracted by submitting a Personal Services Agreement (PSA) form to the Purchasing and Contracts office. PSAs should be submitted prior to commencement of any work.

Civil penalty for violations-A $300 civil penalty may be assessed to any individual who knowingly violates chapter 39.29 RCW. A consultant who knowingly violates chapter 39.29 RCW is seeking or performing work under a personal service contract may also be subject to a civil penalty of $300 or 25 percent of the amount of the contract, whichever is greater.

Documentation required
  • PSAs must be signed by the contractor and an authorized account manager and must reference the contractor's Federal Tax I.D. or his/her social security number if not a company.
  • A completed Filing Sheet is required if PSA is required to be filed with OFM.
  • The Purchasing and Contracts office will issue a Purchase Order to authorize payment.
  • Contractor's invoice or State A-19 invoice voucher, referencing the Purchase Order number must be submitted to Accounts Payable to initiate any payment.
  • W-9 forms if not already on file.
Requirements for competition
  • All personal service contracts in excess of $5,000 but less than $20,000 must show at least evidence of competition (see definition).
  • Contracts of $20,000 or more must have formal competition (see definition).
  • If contracts are with sole source providers, a written Sole Source Justification must be prepared.
  • (see definition)
Requirements for a signed contract
  • All personal service agreements must have a contract (PSA) signed by both the authorized College Account Manager and the contractor.
  • The Purchasing and Contracts manager must approve PSAs.

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Requirements for filing contracts with OFM for review and approval
  • Sole source PSAs in excess of $5,000 must be filed for review by OFM at least 10 working days prior to any work commencing, if they are State funded. A sole source justification will be required. (see definition).
  • Sole source PSAs of $20,000 or more must be filed and approved by OFM at least 10 working days prior to any work commencing, if they are State funded.
  • Emergency PSAs of $5,000 or more must be filed for review by OFM at least 3 working days from date of execution or start of work, whichever is sooner, if they are State funded.
  • Competitive PSAs of $20,000 or more must be filed for review by OFM, if they are State funded. Work may start on or after the day filed with OFM.
  • Competitive PSAs of $20,000 or more for: Management Consulting, Organizational Development, Marketing, Communications, Employee Training and Employee Recruiting must be filed and approved by OFM 10 working days prior to any work commencing, if they are State funded.
  • Amendments to competitive or sole source PSAs that exceed 50% of the original contract and total in excess of $5,000 must be filed and approved by OFM 10 working days prior to any work commencing, if they are State funded.
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Personal contracts exempted from competition and filing with OFM
  • PSAs less than $5,000 regardless of funding source.
  • Contracts for services performed for prices established by published tariff.
  • PSAs funded with non-state funds do not require filing with OFM, however they should be competitively procured unless they are a sole source.
  • Interagency Agreements.
  • Contracts necessary to provide collaborative research when the contractor is approved by the granting agency.
  • Contract for client services such as performances or instruction for students.