10 Free Personal Service Contract Templates [Word, PDF]

A personal service contract template is considered as the employee-employer relationship. It’s a legal construct that is between two parties- the client which can be an individual or the company and a service provider. Likewise, you can say it deals with contracting individuals. These include artists, speakers, performers, entertainers etc, Further, it does not deal with technicalities and particulars which are specific nuanced contracts.

Moreover, it’s used when contracting such a person with a one-time gig. Similarly, it is with government bodies such as working bodies, educational institutions etc that require the services of a specific person. The purpose of the contract is to create a relationship between the government body and said, individual. It is under the supervision of a government representative.

What is a Personal Service Agreement?

Personal services consist of specialized technical expertise. Similarly, these are provided by a consultant and its task is to complete, project, study and other work. Moreover, these types of services are intellectual by nature, they don’t add engineering and architecture services. These have their requirement. There are a few examples of personal services which are included as:

  • Comprehensive plans
  • Legal services
  • Management Analysis

To provide such services there is a certification or license requirement from state agencies like accounting, legal and medical services. Moreover, personal services should not mix with purchased services. Likewise, these are generally routine, repetitive and mechanical. Moreover, they provide day-to-day operations to an agency.

Regulatory Requirements for Personal Services

Only ports districts and public districts have regulatory requirements in connection with personal services contracts. However, there is no other local government in Washington that supports regulatory requirements.

Personal Servies For Port Districts

It provides competitive requirements for port districts. You can download MRSC’s Personal Services Contracting manual for Washington ports.

Personal Service For Public Facilities Districts

If we talk about personal services for port districts, you need to check it’s whether the PFD is by a city or country. RCW 35.57.070 leads PFDs by cities and their requirement with the PFDs is to publish notice, establish criteria, receive and evaluate proposals and negotiate with defendants. The exact detail is with district resolution and there is no need for competitive bidding.

Therefore, the same criteria are applicable for PFDs created by countries. But RCW 36.100.180 is different and its bidding requirement is over $150,000. The exact process is not specified. In Addition, PFDs guide as per the regulatory requirements.

Guidelines About Personal Services

Local governments should follow guidelines as per instructions. However, agencies should have their resolution, policies and procedures. Further, they help make their contractual requirements.

Soliciting Proposals

The local government provides relaxation. Similarly, they determine how to solicit competition. However, if there is grant funding in the project, the grand conditions require a special solicitation process. Generally, if the project is complex or expensive, the solicitation process should be more difficult.

Suggested Bid Limits and their Processes

As per MRSC small and medium-size agencies have different criteria. There is a dollar limit for personal services. However, they explain the exact limit and their processes for each particular agency. In Addition, agencies should have complete documentation for these processes. These include selection criteria, name of the firms selected, all responses received, the basis for the award decision and a copy of the final contract.

Minimal Competition

There is a $5000 suggestion for a dollar limit. They recommend some level of competition but it is not required. Make calls to 1-3 qualified firms and individuals who are explaining their desired services. There is a negotiation with the lowest bidder.

Informal Competition

Here the suggested limit is $20,000. However, there is a need to prepare a written solicitation document. Further, it will describe the required services, project schedule, a request for the consultant’s qualifications and costs/fees and the due date for the responses.

Formal Competitive Bidding

Here the suggestion for all costs is over $20,000. However, prepare a document request for proposal or request for qualifications. Explain all the project requirements to the proposers.

Moreover, it will help the agency to understand their needs and how responses will be evaluated.

You can publish a legal notice in the leading newspaper. Further, you can inform the upcoming firm for solicitation. Prepare a mailing list for all the firms responding to the solicitation.

You need to post a solicitation document on the agency website.

Evaluators will use the developed scoresheet.

Please provide the solicitation document to six firms. Inform six firms that the document is available on the agency website. If less than six firms are contacting, you need to document that reason.

Arrange a pre-proposal conference. Similarly, give answers to bidders’ questions by using addenda.

There is a requirement of the sealed bid along with proposals of the seal opening date and time stamp.

You should evaluate proposals according to the scoresheet. Interview the finalists.

Negotiate with the lowest bidder which is more responsible.

Request For Qualifications

Request for qualifications needs to ask for them to check their general capabilities. They have the following details which are:

  • List of Principals
  • Previous Projects
  • Number of employees
  • Licenses

Request For Proposals

Request for Proposals(RFPs) needs to check proposes for qualification. However, the purpose scope of services is that a specific firm fulfils the criteria for the agency’s needs. The RFPs include:

Statement of need:

The firm should write in complete detail. It is describing the project tasks and products. Moreover, listing the details of documents properly.

Estimation of Project budget:

Provide the estimation for the project. Keep in mind it’s only an estimate.

Estimated Schedule:

The estimated schedule should be based on a realistic approach and closely tie-up with the scope.

Evaluation Criteria:

Make it clear and tie up with the scope. Moreover, you should include scoring criteria and the decision schedule if available.

Proposal Elements:

Provide all the information that the interested firm should submit. Similarly, give the information of all the project’s approaches, a list of all the key personnel who would work on the project, provide their experience and qualifications, general scope and deliverables. You should provide submittal requirements, page limitations and due date in one section of RFP.

Deadline For Submission:

Give the agency a reasonable time of 3-4 weeks for a response. Moreover, allow electronic proposals for acceptance and provide a receipt for all proposals.

Standard Terms & Conditions:

Attach a copy of the terms & conditions, if available to the RFP.

Evaluation Criteria

Agencies have established their criteria for evaluating proposals. Potential evaluation criteria include the following:

  • Fees or costs
  • The superiority of previous performance
  • Capability to meet contract deadlines
  • Response to solicitation requirements
  • Agreement with statutes and rules relating to contracts or services
  • References
  • Staff readily accessible for the project
  • Financial volume
  • Licensing and certification, if it is applicable
  • Safety record available
  • Ability to meet necessary response times for unscheduled work and emergencies situations

Therefore, it’s the choice of agencies whether to use a review committee and whether to use weighted evaluation criteria.

RFPs and RFQs examples

Below we mention some examples of personal services contracts. However, remember that port districts and PUDs have certain regulatory requirements, while all other local governments do not.

Conclusion

The personal service contract template is a relationship between employer and employee. Similarly, it’s an agreement between two parties. One is an individual or a company and the other is the service provider. Moreover, for an agreement to be considered valid, certain essential elements must be present. These essential elements can be summed up as follows: capacity, offer and acceptance, certainty, ability to perform, and lawfulness. As a result, you can download this template free of cost and customize it as per your state requirements.

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