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HomeMy WebLinkAboutCity Council Committees - Operations Committee - 04/17/2018 Unless otherwise noted, the Operations Committee meets at 4 p.m. on the first and third Tuesday of each month in Kent City Hall, Council Chambers East, 220 Fourth Ave S, Kent, WA 98032. For additional information please contact Bonnie Peterson at 253-856-5705, or via email at BPeterson@KentWA.gov. Any person requiring a disability accommodation should contact the City Clerk’s Office at 253-856-5725 in advance. For TDD relay service call Washington Telecommunications Relay Service at 1-800-833-6388. Operations Committee Agenda Councilmembers: Bill Boyce – Dennis Higgins – Les Thomas, Chair April 17, 2018 4 p.m. Item Description Action Speaker Time 1. Call to order Chair Thomas 1 2. Roll Call Chair Thomas 1 3. Changes to the Agenda Chair Thomas 1 4. Approval of the April 3, 2018 Minutes YES Chair Thomas 1 5. Approval of Check Summary Report dated 03/16/18 – 03/31/18 YES Aaron BeMiller 5 6. 1st Quarter Procurement Report – Information Only NO Derek Matheson 5 7. Hyas Group – Investment Consultant Services Agreement YES Marty Fisher 5 8. Adjournment YES Chair Thomas 1 This page intentionally left blank. Operations Committee Minutes Page 1 of 2 Approval Pending Date: April 03, 2018 Time: 4:00 p.m. Place: Chambers East Agenda: 1. Call to Order Chair Thomas called the meeting to order at 4:00pm. 2. Roll Call. All committee members present 3. Changes to the Agenda. No Finance Director’s report. 4. Approval of Check Summary Reports dated 3/1/18 thru 3/15/18. D. Higgins moved to approve the check summary report dated 3/1/18 thru 3/15/18 B. Boyce seconded the motion, which passed 3-0. 5. Approval of Meeting Minutes dated March 20, 2018. B. Boyce moved to approve the Operations Committee meeting minutes dated March 20, 2018. D. Higgins seconded the motion, which passed 3-0. 6. Document Routing System: Information Technology Consultant Services, Robert Half International – Recommended Information and Technology Director Mike Carrington reported that his staff is working with departments, following lead of the City Clerk’s office, to replace the scanning and image system Oracle Captivation. This system will be replaced by the Laserfiche document system. The new system leverages these artifacts and provides for the ability to create everything from electronic approval to digital signatures and automated alerts. The business analysis services that are currently in progress are for Personnel Change Request Process Mapping, Payroll, Multimedia Ticketing System and Employee Lifecycle workflow automation. $110,000 is targeted for business analysis services with Robert Half. L.Thomas asked about the difference between the two contracts being presented tonight. Carrington explained that both contracts are extensions and will be vital in the implementation process and will focus on the workflow automation process. The Laserfiche System will be replacing the Oracle Captivation system and all the data will be extracted out of Oracle and Operations Committee Minutes Page 2 of 2 transferred into the Laserfiche System. D. Higgins clarified that both contracts are for the implementation process and were already approved in the 2017- 2018 budget process. D. Higgins recommend council authorize the Mayor to approve a Consultant Services Agreement with Robert Half International to provide business analysis services necessary to assist the City’s Information Technology Department with active projects, in a total amount not to exceed $110,000, subject to final terms and conditions acceptable to the Information Technology Director, and the City Attorney. B. Boyce seconded the motion, which passed 3-0 7. Document Routing system: Information Technology Consultant Services, Prime Team Partners- Recommended B. Boyce recommend council authorize the Mayor to approve an extension of the City’s contract with Prime Team Partners to provide business analysis services necessary to assist the City’s Information Technology Department with active projects through December 31, 2018, for an additional sum not to exceed $190,000, subject to final terms and conditions acceptable to the Information Technology Director, and the City Attorney. D. Higgins seconded the motion, which passed 3-0. 8. Adjournment. The meeting was adjourned at 4:10 by L. Thomas Bonnie Peterson, Secretary FINANCE DEPARTMENT Aaron BeMiller, Director Phone: 253-856-5260 Fax: 253-856-6255 220 Fourth Avenue S. Kent, WA. 98032-5895 DATE: April 17, 2018 SUBJECT: Approval of Check Summary Report dated 3/16/18-3/31/18 MOTION: Move to approve the check summary report dated 3/16/18 – 3/31/18. This page intentionally left blank. OFFICE OF THE MAYOR Derek Matheson, Chief Administrative Officer Phone: 253-856-5700 Fax: 253-856-6700 220 Fourth Avenue South Kent, WA. 98032 DATE: April 17, 2018 TO: Operations Committee FROM: Derek Matheson, CAO SUBJECT: 1st Quarter Procurement Report – Information Only SUMMARY: The city council adopted a new procurement policy in 2015 that requires staff to provide a quarterly report to council on new procurements over specified dollar amounts and not previously approved by the city council, specifically all contracts/agreements over $25,000 and all leases/agreements that convey an interest in real property. The attached report is for the first quarter of 2018. EXHIBITS: Report is attached BUDGET IMPACT: N/A MOTION: Informational only. This page intentionally left blank. CONTRACTS GREATER THAN $25,000 NOT APPROVED BY COUNCIL QTR CONTRACT NO.CONTRACTOR'S NAME PROJECT NAME TERM CONTRACT AMOUNT APPROVAL AUTHORITY DEPARTMENT Q1 PW18-011 Cascade Columbia Distribution Co.2018 Water Treatment Chemical Supply 1/11/2018-12/31/2018 $32,253.00 Mayor Public Works Q1 FI18-013 MailFinance, Inc./Neppost Mail Machine Lease 1/12/2018-5/14/2019 $42,144.60 Mayor Finance Q1 PK18-017 Highline School District No. 401 2018 Camp Waskowitz 7/30/2018-8/3/2018 $40,960.00 Mayor Parks Q1 EC18-020 Green River Community College Assist Residents with Small Business 1/23/2018-12/31/2018 $32,000.00 Mayor Economic and Community Development Q1 FI18-028 Dunbar Armored, Inc.Armored Car Service Contract 2/1/2018-1/31/2019 $30,000.00 Mayor Finance Q1 EC18-029 Dusek, Theresa R. Environmental Consulting 1/29/2018-12/31/2018 $65,000.00 Mayor Economic and Community Development Q1 PW18-036 A Plus Demolition & Excavation, Inc.2018 Recycling Events 2/6/2018-12/31/2018 $48,000.00 Mayor Public Works Q1 PW18-037 Aspect Consulting, LLC Landsburg Mine 2/6/2018-12/31/2019 $30,000.00 Mayor Public Works Q1 EC18-038 Raedeke Associates, Inc. Development Engineering Environmental Consulting 2/6/2018-12/31/2018 $65,000.00 Mayor Economic and Community Development Q1 PW18-043 GC Systems Inc Water Department Valve Rebuild - 24 Valves 2/5/2018-12/31/2018 $29,447.00 Mayor Public Works Q1 EC18-086 KPG PS Meet Me on Meeker Design Concept 2/27/2018-8/27/2018 $43,921.65 Mayor Economic and Community Development Q1 PW18-088 KBA Inc Development Services Construction Representative 3/6/2018-5/4/2018 $48,175.00 Mayor Public Works Q1 PW18-089 Applied Professional Services Inc Lake Meridian Estates Drainage Improvements 3/6/2018-12/31/2018 $26,930.00 Mayor Public Works Q1 IT18-100 Portland Precision Instrument (PPI) Electronic Plan Review System Solution for ECD Department 3/6/2018-3/5/2019 $34,612.00 Mayor IT Q1 PK18-110 United States Specialty Sports Association Adult Slow-Pitch Softball Umpiring 3/26/2018-9/30/2018 $40,000.00 Mayor Parks Q1 PW18-130 Shannon & Wilson, Inc. Mill Creek Reestablishment - Wetland Delineation Support 3/30/2018-12/31/2019 $29,575.00 Mayor Public Works Q1 PD18-131 Dick's Restaurant Supply of WA Inc PD Evidence - New Walk-in Freezer 4/2/2018-6/1/2018 $27,810.20 Mayor Police Q1 IT18-138 Granicus LLC Ealerts System Solution 3/6/2018-3/5/2019 $26,565.00 Mayor IT This page intentionally left blank. HUMAN RESOURCES DEPARTMENT Marty Fisher, Director Fax: 253 856-6270 OFFICE: 253 856-5285 400 West Gowe Street Kent, WA 98032 DATE: April 17, 2018 TO: Operations Committee FROM: Laura Horea, Benefits Manager Marty Fisher, Human Resources Director SUBJECT: Hyas Group – Investment Consultant Services Agreement SUMMARY: The City of Kent contracts with Hyas Group to provide investment consulting services and oversight of the 457 deferred compensation plan investment accounts. Hyas Group also assumes co-fiduciary responsibility with the City and agrees to monitor and analyze the performance of plan investment options. After reviewing Hyas Group’s past performance, the Deferred Compensation Plan Committee is recommending renewing the contract with the Hyas Group for a three- year period. This agreement will also include work to issue a Request for Proposal and lead a selection process to hire a third-party administrator for the City’s deferred compensation plan. BACKGROUND: The 457 deferred compensation plan has 760 participants (active and separated employees) with approximately $68 million in assets. Having an investment consulting service provides the City the expertise necessary to negotiate reduced administrative fees, best of class investment options, and improved service levels with our deferred compensation third party plan administrator. EXHIBITS: Hyas Group – Consultant Services Agreement BUDGET IMPACT: $124,000 – a three (3)-year contract and $40,000 to complete the 457 Plan Administrator Request for Proposal Project STRATEGIC PLAN GOAL(S): ☒ Sustainable Funding - Maximizing long-term financial success through responsible fiscal oversight, economic growth, and community partnerships. ☐ Inclusive Community - Embracing the power of our diversity by encouraging community participation and creating a strong sense of belonging. MOTION: Recommend Council authorize the Mayor to approve renewal of the City’s agreement with the Hyas Group which will provide Investment Consulting Services for the 457 Deferred Compensation Plan for three years, subject to approval of final terms and conditions by the Human Resources Director and the City Attorney. This page intentionally left blank. CONSULTANT SERVICES AGREEMENT - 1 (Over $10,000)     CONSULTANT SERVICES AGREEMENT between the City of Kent and     Hyas Group, LLC   THIS AGREEMENT is made between the City of Kent, a Washington municipal corporation (hereinafter the "City"), and Hyas Group, LLC organized under the laws of the State of Oregon, located and doing business at 108 NW 9th Avenue, Suite 203, Portland, Oregon (hereinafter the "Consultant").   I. DESCRIPTION OF WORK.   Consultant shall perform the following services for the City in accordance with the following described plans and/or specifications:   • Investment Performance Monitoring: Consultant will conduct quarterly performance reviews for the City of Kent 457 Deferred Compensation Plan   • Investment Manager and Plan Administration Provider monitoring and due diligence: Consultant will monitor key staffing changes, regulatory and legal issues, the organizational stability and the financial positions of the firms providing investment management and plan administration services to the 457 Plan.   • Investment Manager Search and Selection: Consultant will perform searches for investment managers to supplement or replace existing Plan investment managers as directed by the Committee.   • Investment Policy Statement: Consultant will review and assist with maintaining the Plan’s Investment Policy Statement.   • Education/Communication and Training: Consultant will provide comprehensive guidance to the Committee and Plan Administrator to assist their administration of the Plan.   • Co-Fiduciary Role: Consultant agrees to serve as a co-fiduciary to the City's 457 Deferred Compensation Plan   • Ongoing support and response to informational requests assigned by the City. • Request for Proposal Project: RFP for third party administration services to begin 2Q 2018 and conclude 1Q 2019 (See Attachment A for Scope of Services). CONSULTANT SERVICES AGREEMENT - 2 (Over $10,000)     Consultant further represents that the services furnished under this Agreement will be performed in accordance with generally accepted professional practices within the Puget Sound region in effect at the time those services are performed.   II. TIME OF COMPLETION. The parties agree that work will begin on the tasks described in Section I above immediately upon the effective date of this Agreement. The term of this Agreement shall continue through June 30, 2021.   III. COMPENSATION.   A. The City shall pay the Consultant a total contract amount of $164,000 for all services provided under this Agreement, including the Consultant’s work to assist the City with a Request for Proposal. Of this amount, $124,000 will be paid through quarterly payments remitted on the schedule provided below, with the first quarterly payment covering the time period of July 1, 2018, through September 30, 2018: Term Annual Fee Calendar Quarter Invoice July 1, 2018 – June 30, 2019 $40,000 $10,000 July 1, 2019 – June 30, 2020 $42,000 $10,500 July 1, 2020 – June 30, 2021 $42,000 $10,500   The remaining $40,000 is for Consultant’s work to issue a Request for Proposal and lead a selection process to hire a third-party administrator for the City’s deferred compensation (457) program. This amount will be paid to Consultant through quarterly payments of $10,000 per quarter, commencing at the start of the second quarter of 2018, and concluding at the end of the first quarter of 2019. B. The contract amount provided for in Section III(A) is the maximum amount to be paid under this Agreement for the work described in Section I above, and shall not be exceeded without the prior written authorization of the City in the form of a negotiated and executed amendment to this agreement. The Consultant agrees that the hourly or flat rate charged by it for its services contracted for herein shall remain locked at the negotiated rate(s) for a period of one (1) year from the effective date of this Agreement. The Consultant’s billing rates shall be as delineated as noted in the above chart.   C. The Consultant shall submit quarterly payment invoices to the City for work performed, and a final bill upon completion of all services described in this Agreement. The City shall provide payment within forty-five (45) days of receipt of an invoice. If the City objects to all or any portion of an invoice, it shall notify the Consultant and reserves the option to only pay that portion of the invoice not in dispute. In that event, the parties will immediately make every effort to settle the disputed portion.   CONSULTANT SERVICES AGREEMENT - 3 (Over $10,000)   IV. INDEPENDENT CONTRACTOR. The parties intend that an Independent Consultant-Employer Relationship will be created by this Agreement. By their execution of this Agreement, and in accordance with Ch. 51.08 RCW, the parties make the following representations:   A. The Consultant has the ability to control and direct the performance and details of its work, the City being interested only in the results obtained under this Agreement.   B. The Consultant maintains and pays for its own place of business from which Consultant’s services under this Agreement will be performed.   C. The Consultant has an established and independent business that is eligible for a business deduction for federal income tax purposes that existed before the City retained Consultant’s services, or the Consultant is engaged in an independently established trade, occupation, profession, or business of the same nature as that involved under this Agreement.   D. The Consultant is responsible for filing as they become due all necessary tax documents with appropriate federal and state agencies, including the Internal Revenue Service and the state Department of Revenue. E. The Consultant has registered its business and established an account with the state Department of Revenue and other state agencies as may be required by Consultant’s business, and has obtained a Unified Business Identifier (UBI) number from the State of Washington.   F. The Consultant maintains a set of books dedicated to the expenses and earnings of its business.   V. TERMINATION. Either party may terminate this Agreement, with or without cause, upon providing the other party thirty (30) days written notice at its address set forth on the signature block of this Agreement. After termination, the City may take possession of all records and data within the Consultant’s possession pertaining to this project, which may be used by the City without restriction. If the City’s use of Consultant’s records or data is not related to this project, it shall be without liability or legal exposure to the Consultant.   VI. DISCRIMINATION. In the hiring of employees for the performance of work under this Agreement or any subcontract, the Consultant, its subcontractors, or any person acting on behalf of the Consultant or subcontractor shall not, by reason of race, religion, color, sex, age, sexual orientation, national origin, or the presence of any sensory, mental, or physical disability, discriminate against any person who is qualified and available to perform the work to which the employment relates. Consultant shall execute the attached City of Kent Equal Employment Opportunity Policy Declaration, Comply with City Administrative Policy 1.2, and upon completion of the contract work, file the attached Compliance Statement.   VII. INDEMNIFICATION. Consultant shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the Consultant's performance of this Agreement, except for that portion of the injuries and damages caused by the City's negligence. CONSULTANT SERVICES AGREEMENT - 4 (Over $10,000)   The City's inspection or acceptance of any of Consultant's work when completed shall not be grounds to avoid any of these covenants of indemnification.   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 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, agents and volunteers, the Consultant's liability 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 THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER.   In the event Consultant refuses tender of defense in any suit or any claim, if that tender was made pursuant to this indemnification clause, and if that refusal is subsequently determined by a court having jurisdiction (or other agreed tribunal) to have been a wrongful refusal on the Consultant’s part, then Consultant shall pay all the City’s costs for defense, including all reasonable expert witness fees and reasonable attorneys’ fees, plus the City’s legal costs and fees incurred because there was a wrongful refusal on the Consultant’s part. The provisions of this section shall survive the expiration or termination of this Agreement.   VIII. INSURANCE. The Consultant shall procure and maintain for the duration of the Agreement, insurance of the types and in the amounts described in Attachment A attached and incorporated by this reference.   IX. EXCHANGE OF INFORMATION. The City will provide its best efforts to provide reasonable accuracy of any information supplied by it to Consultant for the purpose of completion of the work under this Agreement.   X. OWNERSHIP AND USE OF RECORDS AND DOCUMENTS. Original documents, drawings, designs, reports, or any other records developed or created under this Agreement shall belong to and become the property of the City. All records submitted by the City to the Consultant will be safeguarded by the Consultant. Consultant shall make such data, documents, and files available to the City upon the City’s request. The City’s use or reuse of any of the documents, data and files created by Consultant for this project by anyone other than Consultant on any other project shall be without liability or legal exposure to Consultant.   XI. CITY'S RIGHT OF INSPECTION. Even though Consultant is an independent contractor with the authority to control and direct the performance and details of the work authorized under this Agreement, the work must meet the approval of the City and shall be subject to the City's general right of inspection to secure satisfactory completion.   XII. WORK PERFORMED AT CONSULTANT'S RISK. Consultant shall take all necessary precautions and shall be responsible for the safety of its employees, agents, and subcontractors in the performance of the contract work and shall utilize all protection necessary for that purpose. All work shall be done at Consultant's own risk, and Consultant shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. CONSULTANT SERVICES AGREEMENT - 5 (Over $10,000)     XIII. MISCELLANEOUS PROVISIONS.   A. Recyclable Materials. Pursuant to Chapter 3.80 of the Kent City Code, the City requires its contractors and consultants to use recycled and recyclable products whenever practicable. A price preference may be available for any designated recycled product.   B. Non-Waiver of Breach. The failure of the City to insist upon strict performance of any of the covenants and agreements contained in this Agreement, or to exercise any option conferred by this Agreement in one or more instances shall not be construed to be a waiver or relinquishment of those covenants, agreements or options, and the same shall be and remain in full force and effect.   C. Resolution of Disputes and Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. If the parties are unable to settle any dispute, difference or claim arising from the parties’ performance of this Agreement, the exclusive means of resolving that dispute, difference or claim, shall only be by filing suit exclusively under the venue, rules and jurisdiction of the King County Superior Court, King County, Washington, unless the parties agree in writing to an alternative dispute resolution process. In any claim or lawsuit for damages arising from the parties' performance of this Agreement, each party shall pay all its legal costs and attorney's fees incurred in defending or bringing such claim or lawsuit, including all appeals, in addition to any other recovery or award provided by law; provided, however, nothing in this paragraph shall be construed to limit the City's right to indemnification under Section VII of this Agreement.   D. Written Notice. All communications regarding this Agreement shall be sent to the parties at the addresses listed on the signature page of the Agreement, unless notified to the contrary. Any written notice hereunder shall become effective three (3) business days after the date of mailing by registered or certified mail, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing.   E. Assignment. Any assignment of this Agreement by either party without the written consent of the non-assigning party shall be void. If the non-assigning party gives its consent to any assignment, the terms of this Agreement shall continue in full force and effect and no further assignment shall be made without additional written consent.   F. Modification. No waiver, alteration, or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and Consultant.   G. Entire Agreement. The written provisions and terms of this Agreement, together with any Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other representative of the City, and such statements shall not be effective or be construed as entering into or forming a part of or altering in any manner this Agreement. All of the above documents are hereby made a part of this Agreement. However, should any language in any of the Exhibits to this Agreement conflict with any language contained in this Agreement, the terms of this Agreement shall prevail.   H. Compliance with Laws. The Consultant agrees to comply with all federal, state, and municipal laws, rules, and regulations that are now effective or in the future become applicable to Consultant's business, equipment, and personnel engaged in operations covered by this Agreement or accruing out of the performance of those operations. CONSULTANT SERVICES AGREEMENT - 6 (Over $10,000)     I. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. J. Amendment. Attached and incorporated as Attachment B are additional terms required by the Securities and Exchange Commission for consulting services, which are attached and incorporated by this reference.   IN WITNESS, the parties below execute this Agreement, which shall become effective on the last date entered below.   CONSULTANT:       By: (signature) Print Name: Dale Parker Its Managing Partner, COO (title) DATE: CITY OF KENT:       By: (signature) Print Name: Dana Ralph Its Mayor   DATE:   CONSULTANT SERVICES AGREEMENT - 7 (Over $10,000)   NOTICES TO BE SENT TO: CONSULTANT:   Gregory T. Settle Senior Consultant Hyas Group 108 NW 9th Avenue, Suite 203 Portland, OR 97209   (360)480-6501 (telephone) (971) 275-1856 (facsimile) gsettle@hyasgroup.com   CITY OF KENT:   Laura Horea Human Resources Manager City of Kent 400 West Gowe Street Kent, WA 98032   (253) 856-5290 (telephone) (253) 856-6270 (facsimile) lhorea@KentWA.gov   APPROVED AS TO FORM: Kent Law Department   [In this field, you may enter the electronic filepath where the contract has been saved] EEO COMPLIANCE DOCUMENTS - 1   DECLARATION   CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY POLICY       The City of Kent is committed to conform to Federal and State laws regarding equal opportunity. As such all contractors, subcontractors and suppliers who perform work with relation to this Agreement shall comply with the regulations of the City’s equal employment opportunity policies.   The following questions specifically identify the requirements the City deems necessary for any contractor, subcontractor or supplier on this specific Agreement to adhere to. An affirmative response is required on all of the following questions for this Agreement to be valid and binding. If any contractor, subcontractor or supplier willfully misrepresents themselves with regard to the directives outlines, it will be considered a breach of contract and it will be at the City’s sole determination regarding suspension or termination for all or part of the Agreement;   The questions are as follows:   1. I have read the attached City of Kent administrative policy number 1.2.   2. During the time of this Agreement I will not discriminate in employment on the basis of sex, race, color, national origin, age, or the presence of all sensory, mental or physical disability.   3. During the time of this Agreement the prime contractor will provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer.   4. During the time of the Agreement I, the prime contractor, will actively consider hiring and promotion of women and minorities.   5. Before acceptance of this Agreement, an adherence statement will be signed by me, the Prime Consultant, that the Prime Consultant complied with the requirements as set forth above. By signing below, I agree to fulfill the five requirements referenced above. Dated this day of , 2018 .   By: Dale Parker   For: Hyas Group, LLC   Title: Managing Partner, COO   Date: EEO COMPLIANCE DOCUMENTS - 2   CITY OF KENT ADMINISTRATIVE POLICY         NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998             SUBJECT:       MINORITY AND WOMEN     SUPERSEDES: April 1, 1996       POLICY: CONTRACTORS APPROVED BY Jim White, Mayor   Equal employment opportunity requirements for the City of Kent will conform to federal and state laws. All contractors, subcontractors, consultants and suppliers of the City must guarantee equal employment opportunity within their organization and, if holding Agreements with the City amounting to $10,000 or more within any given year, must take the following affirmative steps:   1. Provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer.   2. Actively consider for promotion and advancement available minorities and women.   Any contractor, subcontractor, consultant or supplier who willfully disregards the City’s nondiscrimination and equal opportunity requirements shall be considered in breach of contract and subject to suspension or termination for all or part of the Agreement.   Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public Works Departments to assume the following duties for their respective departments.   1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these regulations are familiar with the regulations and the City’s equal employment opportunity policy.   2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines. EEO COMPLIANCE DOCUMENTS - 3   CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT         This form shall be filled out AFTER COMPLETION of this project by the Consultant awarded the Agreement.       I, the undersigned, a duly represented agent of Company, hereby acknowledge and declare that the before-mentioned company was the prime contractor for the Agreement known as Consulting Services for the 457 Deferred Compensation Plan that was entered into on the May 28, 2015 (date), between the firm I represent and the City of Kent.       I declare that I complied fully with all of the requirements and obligations as outlined in the City of Kent Administrative Policy 1.2 and the Declaration City of Kent Equal Employment Opportunity Policy that was part of the before-mentioned Agreement.       Dated this day of , 2018 .   By: Dale Parker   For: Hyas Group, LLC   Title: Managing Partner, COO   Date:   ATTACHMENT B AMENDMENT TO ORIGINAL CONSULTING SERVICES AGREEMENT City of Kent and Hyas Group, LLC ADDITIONAL TERMS: Fiduciary Responsibility. Consultant acknowledges and agrees that in providing services described in the Scope of Work, it is acting as an investment advisor fiduciary as defined in ERISA § 3(21) in rendering investment advice to the Client based on the particular needs of the Client as stated herein. Proxy Voting. We do not exercise proxy voting authority over client securities. The obligation to vote client proxies at all time rests with you. However, you are not precluded from contacting us for advice or information about a particular proxy vote. However, we will not be deemed to have proxy voting authority as a result of providing such advice to you. Should we inadvertently receive proxy information for a security held in the Plan's account, we will immediately forward such information to you, but we will not take any further action with respect to the voting of such proxy. Upon termination of this Agreement, we will make a good faith and reasonable attempt to forward proxy information inadvertently received by us on your behalf to the forwarding address you provide to us. Risk. You recognize that there may be loss or depreciation of the value of any investment due to the fluctuation of market values. You represent that no party to this Agreement has made any guarantee, either oral or written, that the Plan's investment objectives will be achieved. We will not be liable for any error in judgment and/or for any investment losses in the absence of malfeasance, negligence or violation of applicable law. Nothing in this Agreement will constitute a waiver or limitation of any rights, which you may have under applicable state or federal law, including without limitation state and federal securities laws. 8.6 Acknowledgement of Receipt of Part 2 Form ADV. Client acknowledges that it has received and has had an opportunity to read Consultant's firm brochure (Form ADV, Part 2A) and applicable brochure supplements (Form ADV, Part 2B) prior to, or at the time of, entering into this Agreement. 8.7 Acknowledgement of Receipt of Privacy Notice. Client acknowledges that it has received and has had an opportunity to read Consultant's privacy notice prior to, or at the time of, entering into this Agreement. City of Kent Hyas Group, LLC Signature: Signature: Name: Dana Ralph Name: Dale Parker Title: Mayor Title: Managing Partner, COO Date: Date: 5/28/15   Phone: 253.856.5720 Phone: (971) 634-1502 Mobile: Mobile: (503) 869-6081 Fax: Fax: (971) 275-1856 Email: dralph@kentwa.gov Email: dparker@hyasgroup.com Mailing Address: City of Kent 220 4th Ave S Kent, WA 98032 Mailing Address: Hyas Group, LLC 108 NW 9th Avenue, Suite #203 Portland, OR 97209 ATTACHMENT A CITY OF KENT, WASHINGTON DEFERRED COMPENSATION PLAN Third Party Administrator (TPA) Request for Proposal (RFP) Project Scope of Work Initial planning and coordination  Discuss and finalize goals and objectives and establish formal timeline  Identify roles and responsibilities Committee training, education and orientation  Provide training on modern defined contribution plan design, features and services  Benchmark current Plan to “State of the Art” in DC industry  Lead RFP goal and design discussion with Committee Data gathering and RFP document issuance  Collect data and distill important information for the compilation of the RFP  Create draft of RFP encompassing data and goals and objectives  Discuss and finalize RFP document  Release RFP to TPA Industry  Respond to interested TPA questions and data requests Collect and analyze RFP responses  Collect RFP response and related materials  Organize information and begin RFP analysis  Finalize RFP analysis report and send to client  Meet with Committee to review analysis, make recommendations and select finalists  Schedule interviews with finalist vendors if necessary Provider interview sessions (if required)  Notify finalist vendors of interview requirements and evaluation criteria  Provide Committee with interview format and evaluation criteria  Facilitate interview session by tracking time and providing direction to all parties  Provide recommendations and post interview analysis  Assist in arriving at final TPA selection decision Final negotiations and contract preparation  Contact selected TPA to finalize any interview and/or offer specifics  Draft and/or review proposed contract language  Work with TPA and City to finalized contract language  Prepare investment option evaluation and recommendation report, if needed  Meet with Committee to finalize the investment menu changes, if needed Transition planning and assistance  Work with TPA and City to establish timeline and outline responsibilities  Coordinate communications between the City, the TPA and other service providers  Facilitate regular transition discussions  Review all participant communication materials  Evaluate investment mapping and investment related materials as needed  Monitor timeline and task completion   ATTACHMENT B AMENDMENT TO ORIGINAL CONSULTING SERVICES AGREEMENT City of Kent and Hyas Group, LLC ADDITIONAL TERMS: Fiduciary Responsibility. Consultant acknowledges and agrees that in providing services described in the Scope of Work, it is acting as an investment advisor fiduciary as defined in ERISA § 3(21) in rendering investment advice to the Client based on the particular needs of the Client as stated herein. Proxy Voting. We do not exercise proxy voting authority over client securities. The obligation to vote client proxies at all time rests with you. However, you are not precluded from contacting us for advice or information about a particular proxy vote. However, we will not be deemed to have proxy voting authority as a result of providing such advice to you. Should we inadvertently receive proxy information for a security held in the Plan's account, we will immediately forward such information to you, but we will not take any further action with respect to the voting of such proxy. Upon termination of this Agreement, we will make a good faith and reasonable attempt to forward proxy information inadvertently received by us on your behalf to the forwarding address you provide to us. Risk. You recognize that there may be loss or depreciation of the value of any investment due to the fluctuation of market values. You represent that no party to this Agreement has made any guarantee, either oral or written, that the Plan's investment objectives will be achieved. We will not be liable for any error in judgment and/or for any investment losses in the absence of malfeasance, negligence or violation of applicable law. Nothing in this Agreement will constitute a waiver or limitation of any rights, which you may have under applicable state or federal law, including without limitation state and federal securities laws. 8.6 Acknowledgement of Receipt of Part 2 Form ADV. Client acknowledges that it has received and has had an opportunity to read Consultant's firm brochure (Form ADV, Part 2A) and applicable brochure supplements (Form ADV, Part 2B) prior to, or at the time of, entering into this Agreement. 8.7 Acknowledgement of Receipt of Privacy Notice. Client acknowledges that it has received and has had an opportunity to read Consultant's privacy notice prior to, or at the time of, entering into this Agreement. City of Kent Hyas Group, LLC Signature: Signature: Name: Dana Ralph Name: Dale Parker Title: Mayor Title: Managing Partner, COO Date: Date: 5/28/15   Phone: 253.856.5720 Phone: (971) 634-1502 Mobile: Mobile: (503) 869-6081 Fax: Fax: (971) 275-1856 Email: dralph@kentwa.gov Email: dparker@hyasgroup.com Mailing Address: City of Kent 220 4th Ave S Kent, WA 98032 Mailing Address: Hyas Group, LLC 108 NW 9th Avenue, Suite #203 Portland, OR 97209 ii iii    Form ADV Part 2B, Brochure Supplement Hyas Group, LLC 108 NW 9th Avenue, Suite 203 Portland, OR 97209 971-634-1500 SEC File No. 801-69938 CRD Number 149122 March 24, 2017 This brochure provides information about the qualifications and business practices of Hyas Group LLC (“Hyas” or “Adviser”.) If you have any questions about the contents of this brochure, please contact us at 971-634-1500 or mruppelt@hyasgroup.com. The information in this brochure has not been approved or verified by the United States Securities and Exchange Commission or by any state securities authority. Hyas Group, LLC is a registered investment adviser. Registration of an Investment Adviser does not imply any level of skill or training. The oral and written communications of an Adviser provide you with information about which you determine to hire or retain an Adviser. Additional information about Hyas Group is also available on the SEC’s website at www.adviserinfo.sec.gov. 1 Hyas Group, Form ADV Part 2B, Brochure Supplement March 24, 2017 Item 1 Jayson Allen Davidson This Brochure Supplement provides information about Jayson Davidson that supplements the Hyas Group, LLC Brochure. You should have received a copy of that Brochure. Please contact Michele Ruppelt, Chief Compliance Officer, if you did not receive Hyas Group’s Brochure or if you have any questions about the contents of this supplement. Additional information about Jayson Davidson is available on the SEC’s website at www.adviserinfo.sec.gov. Item 2 - Educational Background and Business Experience Born: 1973 Education after High School: Bachelor of Science, University of California at Berkeley, 1996 Business background: 2008 – present, Managing Partner and Director of Consulting Services at Hyas Group, LLC. 2002 – 2008, Senior Investment Consultant at Arnerich Massena & Associates. 1997 – 2002, Consultant at ICMA-RC Professional Designations: Mr. Davidson has earned the right to use the Chartered Financial Analyst (CFA) designation. Additionally, he is a member of the Charter Financial Analyst (CFA) Institute and the National Association of Government Defined Contribution Administrators (NAGDCA). Item 3- Disciplinary Information Registered investment advisers are required to disclose all material facts regarding any legal or disciplinary events that would be material to your evaluation of each supervised person providing investment advice. No information is applicable to this Item. Item 4- Other Business Activities No information is applicable to this Item. Item 5- Additional Compensation No information is applicable to this Item. Item 6 - Supervision Mr. Davidson’s work, including investment advice and interaction with clients is monitored periodically by review of his client’s performance reports, written correspondence and e-mail, by the Chief Compliance Officer, Michelle Ruppelt. 2 Hyas Group, Form ADV Part 2B, Brochure Supplement March 24, 2017 Item 1 Brian James Loescher This Brochure Supplement provides information about Brian Loescher that supplements the Hyas Group, LLC Brochure. You should have received a copy of that Brochure. Please contact Michelle Ruppelt, Chief Compliance Officer if you did not receive Hyas Group’s Brochure or if you have any questions about the contents of this supplement. Additional information about Brian Loescher is available on the SEC’s website at www.adviserinfo.sec.gov. Item 2 - Educational Background and Business Experience Born: 1969 Education after High School: Bachelor of Science, Finance, University of Nebraska, 1993 Business background: 2009 – present, Managing Partner, CIO and Director of Research at Hyas Group, LLC. 1999 – 2009, Director of Research at Arnerich Massena & Associates. 1997 – 1999, Research Analyst at R.V. Kuhns & Associates 1995 – 1997, Performance Systems specialist, West One Trust Co. Professional Designations: Mr. Loescher has earned the right to use the Chartered Financial Analyst (CFA) designation and is a member of the Portland Society of Financial Analysts, Portland Alternative Investment Association and the CFA Institute. Item 3- Disciplinary Information Registered investment advisers are required to disclose all material facts regarding any legal or disciplinary events that would be material to your evaluation of each supervised person providing investment advice. No information is applicable to this Item. Item 4- Other Business Activities No information is applicable to this Item. Item 5- Additional Compensation No information is applicable to this Item. Item 6 - Supervision Mr. Loescher’s work, including investment advice and interaction with clients is monitored periodically by review of his client’s performance reports, written correspondence and e-mail, by the Chief Compliance Officer, Michelle Ruppelt, and Director of Consulting Services, Jayson Davidson. 3 Hyas Group, Form ADV Part 2B, Brochure Supplement March 24, 2017 Item 1 Gregory Thomas Settle This Brochure Supplement provides information about Greg Settle that supplements the Hyas Group, LLC Brochure. You should have received a copy of that Brochure. Please contact Michelle Ruppelt, Chief Compliance Officer if you did not receive Hyas Group’s Brochure or if you have any questions about the contents of this supplement. Additional information about Greg Settle is available on the SEC’s website at www.adviserinfo.sec.gov. Item 2 - Educational Background and Business Experience Born: 1957 Education after High School: Bachelor of Science, Portland State University, 1983 Business background: 2010 – present, Investment Consultant at Hyas Group, LLC. 2008 – 2010, Consultant at Aon Investment Consulting 2007 – 2007, Consultant at Northwest Capital Management 1992 – 2007, Consultant (1992-1996) and Vice President (1997-2007) at ICMA RC 1988 – 1992, Director, Deferred Compensation Plan Services, The New England Co. 1984 – 1988, Representative, The Holden Group/Security First Group Professional Designations: Mr. Settle has passed the Chartered Financial Analyst (CFA) Exam 1 (of 3). Additionally he is a member of National Association of Government Defined Contribution Administrators (NAGDCA). He currently holds the Ser. 65 license and has passed the NASD Series 7, 63 and 28 exams, though those designations were allowed to lapse when Mr. Settle entered the consulting industry in 2007. Item 3- Disciplinary Information Registered investment advisers are required to disclose all material facts regarding any legal or disciplinary events that would be material to your evaluation of each supervised person providing investment advice. No information is applicable to this Item. Item 4- Other Business Activities No information is applicable to this Item. Item 5- Additional Compensation No information is applicable to this Item. Item 6 - Supervision Mr. Settle’s work, including investment advice and interaction with clients is monitored periodically by review of his client’s performance reports, written correspondence and e-mail, by the Chief Compliance Officer, Michelle Ruppelt, and Director of Consulting Services, Jayson Davidson. 4 Hyas Group, Form ADV Part 2B, Brochure Supplement March 24, 2017 Item 1 Scott Allen Faris This Brochure Supplement provides information about Scott Faris that supplements the Hyas Group, LLC Brochure. You should have received a copy of that Brochure. Please contact Michelle Ruppelt, Chief Compliance Officer if you did not receive Hyas Group’s Brochure or if you have any questions about the contents of this supplement. Additional information about Scott Faris is available on the SEC’s website at www.adviserinfo.sec.gov. Item 2 - Educational Background and Business Experience Born: 1953 Education after High School: Bachelor of Science, Montana State University, 1977 J.D., William Mitchell College of Law, 1988 Business background: 2011 – present, Investment Consultant at Hyas Group, LLC. 2008 – 2011, Consultant, Towers Watson Investment Services 2005 – 2008, Consultant, Principal, Northwest Capital Management 1997 – 2005, Consultant, Arnerich Massena & Associates 1990 – 1997, Associate, William M. Mercer Professional Designations: Mr. Faris has earned the right to use the Chartered Financial Analyst (CFA) designation. Additionally, he is a member of the Charter Financial Analyst (CFA) Institute and the National Association of Government Defined Contribution Administrators (NAGDCA). Item 3- Disciplinary Information Registered investment advisers are required to disclose all material facts regarding any legal or disciplinary events that would be material to your evaluation of each supervised person providing investment advice. No information is applicable to this Item. Item 4- Other Business Activities No information is applicable to this Item. Item 5- Additional Compensation No information is applicable to this Item. Item 6 - Supervision Mr. Faris’ work, including investment advice and interaction with clients is monitored periodically by review of his client’s performance reports, written correspondence and e-mail, by the Chief Compliance Officer, Michelle Ruppelt, and Director of Consulting Services, Jayson Davidson. 5 Hyas Group, Form ADV Part 2B, Brochure Supplement March 24, 2017 Item 1 P. Vincent Galindo This Brochure Supplement provides information about Vincent Galindo that supplements the Hyas Group, LLC Brochure. You should have received a copy of that Brochure. Please contact Michelle Ruppelt, Chief Compliance Officer if you did not receive Hyas Group’s Brochure or if you have any questions about the contents of this supplement. Additional information about Vincent Galindo is available on the SEC’s website at www.adviserinfo.sec.gov. Item 2 - Educational Background and Business Experience Born: 1970 Education after High School: Bachelor of Arts, University of California at Berkeley, 1995 Business background: 2014 – present, Investment Consultant at Hyas Group, LLC. 2005 – 2014, Investment Consultant, Arnerich Massena & Associates 2004 – 2005, Education Consultant, Arnerich Massena & Associates 2003 – 2004, Investor Information Coordinator, Oregon Division of Finance & Corporate Securities 2001 – 2003, Financial Advisor, Waddell & Reed Inc. 1999 – 2001, Analyst, Thomas Weisel Partners Item 3- Disciplinary Information Registered investment advisers are required to disclose all material facts regarding any legal or disciplinary events that would be material to your evaluation of each supervised person providing investment advice. No information is applicable to this Item. Item 4- Other Business Activities No information is applicable to this Item. Item 5- Additional Compensation No information is applicable to this Item. Item 6 - Supervision Mr. Galindo’s work, including investment advice and interaction with clients is monitored periodically by review of his client’s performance reports, written correspondence and e-mail, by the Chief Compliance Officer, Michelle Ruppelt, and Director of Consulting Services, Jayson Davidson. 6 Hyas Group, Form ADV Part 2B, Brochure Supplement March 24, 2017 Item 1 Edward “Ned” Kenneth Taylor This Brochure Supplement provides information about Ned Taylor that supplements the Hyas Group, LLC Brochure. You should have received a copy of that Brochure. Please contact Michelle Ruppelt, Chief Compliance Officer if you did not receive Hyas Group’s Brochure or if you have any questions about the contents of this supplement. Additional information about Ned Taylor is available on the SEC’s website at www.adviserinfo.sec.gov. Item 2 - Educational Background and Business Experience Born: 1975 Education after High School: Bachelor of Arts, Willamette University, Salem, Oregon, 1997 Business background: 2016 – present, Investment Consultant at Hyas Group, LLC. 2010 – 2016, Investment Consultant, Standard Retirement Services 2008 – 2016, Registered Investment Advisor, Stancorp Investment Advisers 2006 – 2016, Registered Representative, Stancorp Equities 2001 – 2005, Financial Advisor, Columbia Financial Center 1998 – 2001, Retirement Plan Consultant, Executive Financial Group Item 3- Disciplinary Information Registered investment advisers are required to disclose all material facts regarding any legal or disciplinary events that would be material to your evaluation of each supervised person providing investment advice. No information is applicable to this Item. Item 4- Other Business Activities No information is applicable to this Item. Item 5- Additional Compensation No information is applicable to this Item. Item 6 - Supervision Mr. Taylor’s work, including investment advice and interaction with clients is monitored periodically by review of his client’s performance reports, written correspondence and e-mail, by the Chief Compliance Officer, Michelle Ruppelt, and Director of Consulting Services, Jayson Davidson. 7 Hyas Group, Form ADV Part 2B, Brochure Supplement March 24, 2017 Item 1 Rasch Michael Cousineau This Brochure Supplement provides information about Rasch Cousineau that supplements the Hyas Group, LLC Brochure. You should have received a copy of that Brochure. Please contact Michelle Ruppelt, Chief Compliance Officer if you did not receive Hyas Group’s Brochure or if you have any questions about the contents of this supplement. Additional information about Rasch Cousineau is available on the SEC’s website at www.adviserinfo.sec.gov. Item 2 - Educational Background and Business Experience Born: 1972 Education after High School: Bachelor of Arts, Marist College, Poughkeepsie, NY, 1994 Business background: 2016 – present, Investment Consultant at Hyas Group, LLC. 1997 – 2016, V.P., Institutional Sales, ICMA-RC Services Item 3- Disciplinary Information Registered investment advisers are required to disclose all material facts regarding any legal or disciplinary events that would be material to your evaluation of each supervised person providing investment advice. No information is applicable to this Item. Item 4- Other Business Activities No information is applicable to this Item. Item 5- Additional Compensation No information is applicable to this Item. Item 6 - Supervision Mr. Cousineau’s work, including investment advice and interaction with clients is monitored periodically by review of his client’s performance reports, written correspondence and e-mail, by the Chief Compliance Officer, Michelle Ruppelt, and Director of Consulting Services, Jayson Davidson. 8 Hyas Group, Form ADV Part 2B, Brochure Supplement March 24, 2017 Item 1 Thomas Joseph Breaden This Brochure Supplement provides information about Tom Breaden that supplements the Hyas Group, LLC Brochure. You should have received a copy of that Brochure. Please contact Michelle Ruppelt, Chief Compliance Officer if you did not receive Hyas Group’s Brochure or if you have any questions about the contents of this supplement. Additional information about Tom Breaden is available on the SEC’s website at www.adviserinfo.sec.gov. Item 2 - Educational Background and Business Experience Born: 1982 Education after High School: Bachelor of Science in History and Economics, University of Oregon, Eugene, OR 2004 Master of Science in Economics, Portland State University, Portland, OR 2007 Business background: 2011 – present, Senior Analyst at Hyas Group, LLC. 2006 – 2011, Director of Research, Heintzberger Payne Professional Designations: Mr. Breaden has earned the right to use the Chartered Financial Analyst (CFA) designation and is a member of the Portland Society of Financial Analysts, Portland Alternative Investment Association and the CFA Institute. Item 3- Disciplinary Information Registered investment advisers are required to disclose all material facts regarding any legal or disciplinary events that would be material to your evaluation of each supervised person providing investment advice. No information is applicable to this Item. Item 4- Other Business Activities No information is applicable to this Item. Item 5- Additional Compensation No information is applicable to this Item. Item 6 - Supervision Mr. Breaden’s work, including investment advice and interaction with clients is monitored periodically by review of his client’s performance reports, written correspondence and e-mail, by the Chief Compliance Officer, Michelle Ruppelt, and Director of Consulting Services, Jayson Davidson.