Title
Next Steps for PBIA Structure
Recommended Action
Move to approve the issuance of a Request for Proposal (RFP) for a consultant to evaluate and assess strategies for continued downtown business engagement and improvement.
Report
Issue:
Whether to proceed with an evaluation to explore improvements or alternatives to the current PBIA model, including the potential proposal of an ad hoc task force to address specific policies or issues, or the possible dissolution of the PBIA.
Staff Contact:
Jennica Machado, Economic Development Division Director, Community Planning & Economic Development, jmachado@ci.olympia.wa.us <mailto:jmachado@ci.olympia.wa.us>, 360.753.8591
Presenter(s):
Jennica Machado, Economic Development Division Director
Background and Analysis:
Timeline:
Since late 2024, the Parking and Business Improvement Area (PBIA) Advisory Board has engaged in extensive discussions regarding the future of the PBIA. These conversations have centered around the structure, function, and effectiveness of the PBIA, including administration of the program by the City, fee and rate structures, and potential alternative models for downtown business engagement.
The following timeline summarizes key PBIA Board discussions and actions over the past several months:
• November 4, 2024- PBIA Board unanimously approved moving forward with a program evaluation.
• December 4, 2024- PBIA Board members discussed the role and direction of PBIA in 2025.
• May 7, 2025- PBIA Board stated a decision had previously been made to no longer collect PBIA fees in the future. PBIA Board discussed the next steps needed to bring in a consultant to evaluate alternative engagement models. City staff agreed to bring a completed RFP to the June PBIA meeting for final review and approval.
• June 4, 2025- PBIA staff liaison brought forward an RFP for the PBIA Board to review. PBIA Board did not move forward the RFP. PBIA Board put forward an alternative request for additional information regarding what the process was to become a small business Advisory Committee to the City Council.
• July 2, 2025- PBIA Board did not meet quorum, no decisions or approvals moved forward. The July agenda packet and staff report provided information regarding the City’s recent evaluation of advisory committees and the City’s effort to move toward an ad hoc task force model to address specific policies/issues within a defined timeline.
Given the extended period of discussion and the need to move forward toward a final decision, City staff recommend moving forward with the issuance of a Request for Proposal (RFP). The intent is to retain a qualified consultant to conduct a comprehensive evaluation of the PBIA and develop recommendations for improvements to move toward a sustainable and effective PBIA structure or include potential alternatives to the existing PBIA structure.
Climate Analysis:
By re-examining the structure of the PBIA, there is an opportunity for re-evaluation of how resources are allocated downtown.
Equity Analysis:
An evaluation of the engagement model presents an opportunity to ensure that the structure and function of business engagement models equitably serve the full diversity of downtown stakeholders.
Neighborhood/Community Interests (if known):
Downtown Olympia
Options:
1. Approve issuance of a Request for Proposal to select a consultant to conduct an evaluation of PBIA.
2. Move forward to City Council with a PBIA Advisory Board alternative proposal.
3. Move to sunset PBIA at the end of 2025 when the fee pause expires.
a. PBIA could develop a preferred budget and work plan for the rest of 2025 to spend down the remaining fund balance.
4. Move forward in 2026 with the status quo of rate, invoicing structure, and meeting schedule.
a. PBIA would need to develop a preferred budget and work plan.
Financial Impact:
If the Board decides to move forward with a consultant, a fee will be negotiated based on the proposed scope of work and consultant qualifications. Price will be considered as part of the selection criteria.
Attachments:
N/A