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City Council Committees - Operations and Public Safety Committee - 06/07/2022
Unless otherwise noted, the Operations and Public Safety Committee meets at 4 p.m. on the first and third Tuesday of each month in Kent City Hall, Council Chambers East, 220 Fourth Avenue South, Kent, WA 98032. For additional information please contact Kim Komoto at 253-856-5728, or mail Kkomoto@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 7-1-1. Operations and Public Safety Committee Tuesday, June 7, 2022 4:00 PM Chambers To listen to this meeting, call 1-888-475-4499 or 1-877-853-5257 and enter Meeting ID 811 7198 3381, Passcode: 912182 Chair Bill Boyce Councilmember Brenda Fincher Councilmember Satwinder Kaur Councilmember Marli Larimer Councilmember Zandria Michaud Councilmember Les Thomas Councilmember Toni Troutner ************************************************************** Item Description Action Speaker Time 1. Call to Order Chair 2. Roll Call Chair 3. Agenda Approval Chair 4. Business Chair A. Approval of Minutes i. Approval of May 17, 2022 Minutes YES Chair 01 MIN. B. Payment of Bills - Authorize YES Paula Painter 01 MIN. C. Consultant Services Agreement with The Segal Group, Inc. - Authorize YES Natalie Winecka 05 MIN. D. Ordinance Amending Kent City Code 2.34 – “Municipal Court” Salaries of Judicial Positions - Adopt YES Pat Fitzpatrick E. INFO ONLY: Equity NO Uriel Varela 20 MIN. Operations and Public Safety Committee CC Ops and PS Regular Meeting June 7, 2022 Strategic Plan Update F. INFO ONLY: April 2022 Financial Report NO Michelle Ferguson 10 MIN. 5. Adjournment Chair Page 1 of 5 Pending Approval Operations and Public Safety Committee CC Ops and PS Regular Meeting Minutes May 17, 2022 Date: May 17, 2022 Time: 4:00 p.m. Place: Chambers Members: Bill Boyce, Chair Brenda Fincher, Councilmember Satwinder Kaur, Councilmember Marli Larimer, Councilmember Zandria Michaud, Councilmember Les Thomas, Councilmember Toni Troutner Councilmember Agenda: 1. Call to Order 4:00 p.m. Council President Boyce called the meeting to order. 2. Roll Call Attendee Name Title Status Arrived Bill Boyce Chair Present Brenda Fincher Councilmember Present Satwinder Kaur Councilmember Present Marli Larimer Councilmember Remote Zandria Michaud Councilmember Present Les Thomas Councilmember Present Toni Troutner Councilmember Present 3. Agenda Approval 1. I move to approve the agenda as presented. RESULT: MOTION PASSES [UNANIMOUS] MOVER: Les Thomas, Councilmember SECONDER: Toni Troutner, Councilmember AYES: Boyce, Fincher, Kaur, Larimer, Michaud, Thomas, Troutner 4. Business A. Approval of Minutes Approval of Minutes dated May 3, 2022 MOTION: Move to approve the Minutes dated May 3, 2022 4.A.1 Packet Pg. 3 Minutes Acceptance: Minutes of May 17, 2022 4:00 PM (Approval of Minutes) Operations and Public Safety Committee CC Ops and PS Regular Meeting Minutes May 17, 2022 Kent, Washington Page 2 of 5 RESULT: APPROVED [UNANIMOUS] MOVER: Les Thomas, Councilmember SECONDER: Toni Troutner, Councilmember AYES: Boyce, Fincher, Kaur, Larimer, Michaud, Thomas, Troutner B. Payment of Bills - Authorize MOTION: I move to authorize the payment of bills. RESULT: MOTION PASSES [UNANIMOUS] Next: 6/7/2022 7:00 PM MOVER: Les Thomas, Councilmember SECONDER: Toni Troutner, Councilmember AYES: Boyce, Fincher, Kaur, Larimer, Michaud, Thomas, Troutner C. Cancel Council's Regular Meeting Scheduled for July 5, 2022 - Direct Acting City Attorney, Tammy White provided details regarding the motion to cancel the Council's regular meeting scheduled for July 5, 2022. MOTION: I move to direct the City Clerk to cancel Council’s regular meeting scheduled for July 5, 2022, and to give the required public notice of that cancellation. RESULT: MOTION PASSES [UNANIMOUS] Next: 6/7/2022 7:00 PM MOVER: Les Thomas, Councilmember SECONDER: Zandria Michaud, Councilmember AYES: Boyce, Fincher, Kaur, Larimer, Michaud, Thomas, Troutner D. Medical, Dental and Vision Vendor Contracts - Authorize Human Resources Manager, Laura Horea provided a recap of the medical insurance renewal contracts. The City contracts with Kaiser Permanente for the City’s fully-insured Health Maintenance Organization plan. The renewal is 6.9% less than the 2021 rates. The City contracts with Delta Dental of Washington and Vision Service Plan Vision Care, Inc., VSP for dental and vision claims administration and access to their provider networks. The City is self-insured for these programs. Delta Dental offered a renewal at 4.2% increase in cost ($1,350 per year). There is no cost change for the VSP renewal. MOTION: I move to authorize the Mayor to approve renewal of the following contracts: • Medical plan with Kaiser Permanente for one year • Dental administrative services with Delta Dental for three years • Vision administrative services with Vision Service Plan Vision Care for four years, all subject to approval of final terms and 4.A.1 Packet Pg. 4 Minutes Acceptance: Minutes of May 17, 2022 4:00 PM (Approval of Minutes) Operations and Public Safety Committee CC Ops and PS Regular Meeting Minutes May 17, 2022 Kent, Washington Page 3 of 5 conditions by the Human Resources Director and the City Attorney. RESULT: MOTION PASSES [UNANIMOUS] Next: 6/7/2022 7:00 PM MOVER: Les Thomas, Councilmember SECONDER: Satwinder Kaur, Councilmember AYES: Boyce, Fincher, Kaur, Larimer, Michaud, Thomas, Troutner E. Amendment to LifeWise Assurance Company Contract for Stop Loss Insurance - Authorize Human Resources Manager, Laura Horea provided an overview of the City’s contract with LifeWise Assurance Company for individual and aggregate stop loss insurance coverage. This stop loss policy provides added coverage to the City for individual medical claims exceeding $200,000 per employee or dependent for each calendar year. Medical costs exceeding this amount are reimbursed to the City under this policy. MOTION: I move to authorize the Mayor to sign Amendment No. 13 to the stop loss insurance policy with LifeWise Assurance Company for one year, subject to approval of final terms and conditions by the Human Resources Director and the City Attorney. RESULT: MOTION PASSES [UNANIMOUS] Next: 6/7/2022 7:00 PM MOVER: Les Thomas, Councilmember SECONDER: Toni Troutner, Councilmember AYES: Boyce, Fincher, Kaur, Larimer, Michaud, Thomas, Troutner F. INFO ONLY: March 2022 Financial Report and 2021 Year-End Financial Report Finance Director, Paula Painter presented the March 2022 Financial Report. Painter reviewed General Fund revenues and advised sales and use tax came in over $5 million over budget amount, includes property, sales, utility, B&O and other revenues. Telephone revenues continue to decrease. Licenses and permits were up by 9.4% due to unanticipated additional franchise fees. Charges for services and fines and forfeitures, and interest incomes decreased. Sales tax and utility tax details for all funds were reviewed and included: taxes from construction, manufacturing and wholesaling, retailing, food services and drinking places. Utility taxes for all funds are stable (City utilities, electric and gas, garbage, telephone and cable) 4.A.1 Packet Pg. 5 Minutes Acceptance: Minutes of May 17, 2022 4:00 PM (Approval of Minutes) Operations and Public Safety Committee CC Ops and PS Regular Meeting Minutes May 17, 2022 Kent, Washington Page 4 of 5 Painter advised permit and plans review revenue is exclusive to the General Fund and increased from 2020 - the largest increase was for fire and plans review. Painter reviewed General Fund Spending by Classification and advised that overall the General Fund came in under budget by $7.2 million. The General Fund ending fund balance is estimated at $47.5 million ($19.5 million required fund balance). Overall, all other funds for taxes came in 41% greater than originally budgeted due to $11 million in REET (a record year). Painter reviewed the red light and school zone traffic camera revenues that both came in better than budgeted. Painter talked about the Other Fund revenue comparison and provided details on the funds related to housing sales tax. For the Other Fund spending by classifications, overall, they were under budget due to savings in salaries and benefits, supplies and services and services and allocations. Overall under budget by 6.6% Painter reiterated the increases to insurance costs, services and allocations. Painter reviewed the capital spending by classification and reviewed the top 10 capital projects. Takeaways: · Overall, 2021 tax revenue came in better than anticipated · Recognized more significant revenue losses in other areas · The City took swift action to address anticipated revenue shortfalls, preserving General Fund fund balance · Department expenditures came in under budget. Painter provided the March 2022 Monthly Financial Report and advised that sales tax is coming in over the same time in 2021. The Utility tax difference is due to cable utility tax being moved to the General Fund and they are starting to see a variation. Garbage and electric coming in over budget. Painter reviewed the General Fund and Other Funds Overview year-to-year monthly comparison thru March. The Golf Fund expenditure is lower due to a 2021 transfer out to various golf 4.A.1 Packet Pg. 6 Minutes Acceptance: Minutes of May 17, 2022 4:00 PM (Approval of Minutes) Operations and Public Safety Committee CC Ops and PS Regular Meeting Minutes May 17, 2022 Kent, Washington Page 5 of 5 projects. Painter provided details on Worker’s Compensation and insurance renewals. 5. Adjournment 4:51 p.m. Council President Boyce Adjourned the meeting. Kimberley Komoto Committee Secretary 4.A.1 Packet Pg. 7 Minutes Acceptance: Minutes of May 17, 2022 4:00 PM (Approval of Minutes) FINANCE DEPARTMENT Paula Painter, CPA 220 Fourth Avenue South Kent, WA 98032 253-856-5264 DATE: June 7, 2022 TO: Operations and Public Safety Committee SUBJECT: Payment of Bills - Authorize MOTION: I move to authorize the payment of bills. SUMMARY: BUDGET IMPACT: SUPPORTS STRATEGIC PLAN GOAL: Sustainable Services - Providing quality services through responsible financial management, economic growth, and partnerships. 4.B Packet Pg. 8 HUMAN RESOURCES DEPARTMENT Teri Smith, SHRM-CP, PHR 220 Fourth Avenue South Kent, WA 98032 253-856-5270 DATE: June 7, 2022 TO: Operations and Public Safety Committee SUBJECT: Consultant Services Agreement with The Segal Group, Inc. - Authorize MOTION: I move to authorize the Mayor to sign a Consultant Services Agreement with The Segal Group, Inc for a classification and compensation study for non-represented employees, in an amount not to exceed $120,000, subject to final terms and conditions acceptable to the Human Resources Director and City Attorney. SUMMARY: In December of 2021, the City requested proposals in its effort to retain a subject matter expert with significant experience in conducting classification reviews, salary surveys and comparative analyses, involving jurisdictions with sizes, programs and services similar to the City of Kent. The Council unanimously approved Human Resources using a consultant to assist in the classification and compensation study and RFPs were solicited. After the RFPs were received and interviews conducted, Segal, Inc. was selected by Human Resources as the best consulting group to manage this study. The scope of work will include the following: 1. Develop a mutually agreeable project management plan that clearly describes all phases of the project with schedules, milestones, responsibilities, constraints, and deliverables and coordinate with the City's project manager throughout the project. 2. Prepare and implement a communication program that ensures full communication to leadership and employees throughout the project and provides opportunities for meaningful engagement without unduly prolonging the process. 3. Determine recommended compensation philosophy and present to City staff for discussion. 4. Determine if changes to existing position descriptions are needed, including standardized diversity, equity and inclusion language; and if so, provide suggested changes for the City to update into these descriptions. 5. Prepare a comparative analysis that identifies the City's competitive position in a comparative labor market, including comparative city employers. 4.C Packet Pg. 9 6. Prepare recommendations for compensation to maintain competitiveness, ensure equity and position the organization for future development. 7. Provide recommendations to address budgetary considerations. 8. Coordinate with the City's project manager throughout the project. 9. Meetings - to include, but not limited to, stakeholder, employee, and Council meetings. BUDGET IMPACT: None. SUPPORTS STRATEGIC PLAN GOAL: Innovative Government - Delivering outstanding customer service, developing leaders, and fostering innovation. Thriving City - Creating safe neighborhoods, healthy people, vibrant commercial districts, and inviting parks and recreation. Sustainable Services - Providing quality services through responsible financial management, economic growth, and partnerships. ATTACHMENTS: 1. Master Consulting Agreement (PDF) 2. Exhibit B - Insurance Requirements (PDF) 3. RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented Employees (PDF) 4. RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation Study (PDF) 4.C Packet Pg. 10 CONSULTANT SERVICES AGREEMENT - 1 (Over $20,000) CONSULTANT SERVICES AGREEMENT between the City of Kent and The Segal Group THIS AGREEMENT is made between the City of Kent, a Washington municipal corporation (hereinafter the "City"), and The Segal Group, Inc. organized under the laws of the State of Delaware, located and doing business at 333 West 34th Street, New York, NY 10001 (hereinafter the "Consultant"). I.DESCRIPTION OF WORK. The Consultant shall perform the following services for the City in accordance with the following described plans and/or specifications: • Develop a mutually agreeable project management plan that clearly describes all phases of the project with schedules, milestones, responsibilities, constraints, and deliverables and coordinate with the City's project manager throughout the project. • Prepare and implement a communication program that ensures full communication to leadership and employees throughout the project and provides opportunities for meaningful engagement without unduly prolonging the process. • Determine recommended compensation philosophy and present to City staff for discussion. • Determine if changes to existing position descriptions are needed, including standardized diversity, equity and inclusion language; and if so, provide suggested changes for the City to update into these descriptions. • Prepare a comparative analysis that identifies the City's competitive position in a comparative labor market, including comparative city employers. • Prepare recommendations for compensation to maintain competitiveness, ensure equity and position the organization for future development. • Provide recommendations to address budgetary considerations. • Coordinate with the City's project manager throughout the project. •Meetings – to include, but not limited to, stakeholder, employee, and Council meetings. The 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 Consultant shall complete the work described in Section I on or before January 31, 2023. III.COMPENSATION. A.The City shall pay the Consultant, based on time and materials, an amount not to exceed $120,000, for the services described in this Agreement. This 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 in Exhibit A. 4.C.a Packet Pg. 11 Attachment: Master Consulting Agreement (3172 : Executive Services Agreement with Segal for a Non-Represented Employee Salary Survey - CONSULTANT SERVICES AGREEMENT - 2 (Over $20,000) B.The Consultant shall submit monthly 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 thirty (30) 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. C.Card Payment Program. The Consultant may elect to participate in automated credit card payments provided for by the City and its financial institution. This Program is provided as an alternative to payment by check and is available for the convenience of the Consultant. If the Consultant voluntarily participates in this Program, the Consultant will be solely responsible for any fees imposed by financial institutions or credit card companies. The Consultant shall not charge those fees back to the City. IV.INDEPENDENT CONTRACTOR. The parties intend that an Independent Contractor- 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 the 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 the 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 the 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 materials prepared by Consultant and delivered to the City in connection with this project, which may be used or disclosed by the City for their intended purpose or as otherwise contemplated by this Agreement. If the City’s use of the Consultant’s records or data is not related to this project, it shall be without liability or legal exposure to the Consultant. VI.FORCE MAJEURE. Neither party shall be liable to the other for breach due to delay or failure in performance resulting from acts of God, acts of war or of the public enemy, riots, pandemic, fire, flood, or other natural disaster or acts of government (“force majeure event”). Performance that is prevented or delayed due to a force majeure event shall not result in liability to the delayed party. Both parties represent to the other that at the time of signing this Agreement, they are able to perform as required and their performance will not be prevented, hindered, or delayed by the current COVID-19 pandemic, any existing state or national declarations of emergency, or any current social distancing restrictions or personal 4.C.a Packet Pg. 12 Attachment: Master Consulting Agreement (3172 : Executive Services Agreement with Segal for a Non-Represented Employee Salary Survey - CONSULTANT SERVICES AGREEMENT - 3 (Over $20,000) protective equipment requirements that may be required under federal, state, or local law in response to the current pandemic. If any future performance is prevented or delayed by a force majeure event, the party whose performance is prevented or delayed shall promptly notify the other party of the existence and nature of the force majeure event causing the prevention or delay in performance. Any excuse from liability shall be effective only to the extent and duration of the force majeure event causing the prevention or delay in performance and, provided, that the party prevented or delayed has not caused such event to occur and continues to use diligent, good faith efforts to avoid the effects of such event and to perform the obligation. Notwithstanding other provisions of this section, the Consultant shall not be entitled to, and the City shall not be liable for, the payment of any part of the contract price during a force majeure event, or any costs, losses, expenses, damages, or delay costs incurred by the Consultant due to a force majeure event. Performance that is more costly due to a force majeure event is not included within the scope of this Force Majeure provision. If a force majeure event occurs, the City may direct the Consultant to restart any work or performance that may have ceased, to change the work, or to take other action to secure the work or the project site during the force majeure event. The cost to restart, change, or secure the work or project site arising from a direction by the City under this clause will be dealt with as a change order, except to the extent that the loss or damage has been caused or exacerbated by the failure of the Consultant to fulfill its obligations under this Agreement. Except as expressly contemplated by this section, all other costs will be borne by the Consultant. VII. 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. The 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. VIII. INDEMNIFICATION. The 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 reasonable attorney fees, arising out of or in connection with the Consultant's negligence or willful misconduct in the performance of this Agreement, except for that portion of the injuries and damages caused by the City's negligence or willful misconduct. The City's inspection or acceptance of any of the 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 duty to defend, indemnify, and hold the City harmless, and the Consultant’s liability accruing from that obligation 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 the 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 the Consultant shall pay all the City’s costs for defense, including all reasonable expert witness fees and 4.C.a Packet Pg. 13 Attachment: Master Consulting Agreement (3172 : Executive Services Agreement with Segal for a Non-Represented Employee Salary Survey - CONSULTANT SERVICES AGREEMENT - 4 (Over $20,000) 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. IX. INSURANCE. The Consultant shall procure and maintain for the duration of the Agreement, insurance of the types and in the amounts described in Exhibit B attached and incorporated by this reference. X. EXCHANGE OF INFORMATION. The City agrees to supply to Consultant (either directly or through City’s agents and representatives) on a timely basis all of the data, documentation and information (e.g., current plan design and plan documents, information concerning all plan participants and beneficiaries) reasonably needed by Consultant to perform the Services (“City Information”) in a reasonably usable format. If City Information is not provided in a usable format, Consultant will notify City. If the City is unable or unwilling to convert such information into a usable format, Consultant may charge City for actual costs incurred in converting it to a usable format Consultant will have the right to reasonably rely on the accuracy and completeness of City Information. XI. OWNERSHIP AND USE OF RECORDS AND DOCUMENTS. City Information is and will remain the sole property of the City and will be safeguarded by the Consultant. The City acknowledges that, in providing the Services, Consultant will distribute or make available certain proprietary materials (“Consultant’s Proprietary Information”), including, but not limited to, publications, software, know-how, techniques, methodologies and report formats. Except to the extent that they are or incorporate Consultant’s Proprietary Information, all documents, data, and other tangible materials authored or prepared and delivered by Consultant to City under the terms of this Agreement (collectively, the "Deliverables"), are the sole and exclusive property of City, once paid for by City. To the extent that Consultant’s Proprietary Information is incorporated into such Deliverables, City will have a perpetual, fully paid, non-exclusive, non-transferable and non-sublicensable right to use, copy, and modify Consultant’s Proprietary Information as part of the Deliverables for their intended purpose. The City’s use or reuse of any Deliverable on any other project or for any other purpose shall be without liability or legal exposure to the Consultant. The Consultant acknowledges that the City is a public agency subject to the Public Records Act codified in Chapter 42.56 of the Revised Code of Washington. The City is specifically permitted to release copies of any Deliverables in response to a request under the Public Records Act. If The City receives a request pursuant to the Public Records Act to disclose any information provided by Consultant other than the Deliverables, the City will notify Consultant with sufficient time for Consultant to seek any legally permissible exemption from disclosure. Consultant shall be solely responsible for all costs related to seeking such exemption. XII. CITY'S RIGHT OF INSPECTION. Even though the 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. XIII. WORK PERFORMED AT CONSULTANT'S RISK. The 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 the Consultant's own risk, and the 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. XIV. 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 4.C.a Packet Pg. 14 Attachment: Master Consulting Agreement (3172 : Executive Services Agreement with Segal for a Non-Represented Employee Salary Survey - CONSULTANT SERVICES AGREEMENT - 5 (Over $20,000) 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 VIII 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. Additionally, an electronic copy of all notices to the Consultant shall be sent to Contract_Notice@segalco.com. 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 the 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 the Consultant's business, equipment, and personnel engaged in operations covered by this Agreement or accruing out of the performance of those operations. I. Public Records Act. The Consultant acknowledges that the City is a public agency subject to the Public Records Act codified in Chapter 42.56 of the Revised Code of Washington and documents, notes, emails, and other records prepared or gathered by the Consultant in its performance of this Agreement may be subject to public review and disclosure, even if those records are not produced to or possessed by the City of Kent. As such, the Consultant agrees to cooperate fully with the City in satisfying the City’s duties and obligations under the Public Records Act. J. City Business License Required. Prior to commencing the tasks described in Section I, Contractor agrees to provide proof of a current city of Kent business license pursuant to Chapter 5.01 of the Kent City Code. 4.C.a Packet Pg. 15 Attachment: Master Consulting Agreement (3172 : Executive Services Agreement with Segal for a Non-Represented Employee Salary Survey - CONSULTANT SERVICES AGREEMENT - 6 (Over $20,000) K.Counterparts and Signatures by Fax or Email. 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. Further, upon executing this Agreement, either party may deliver the signature page to the other by fax or email and that signature shall have the same force and effect as if the Agreement bearing the original signature was received in person. IN WITNESS, the parties below execute this Agreement, which shall become effective on the last date entered below. All acts consistent with the authority of this Agreement and prior to its effective date are ratified and affirmed, and the terms of the Agreement shall be deemed to have applied. CONSULTANT: By: Print Name: Its DATE: CITY OF KENT: By: Print Name: Dana Ralph Its Mayor DATE: NOTICES TO BE SENT TO: CONSULTANT: The Segal Group, Inc. 333 West 34th Street New York, NY 1001 (212) 251-5000 (telephone) (646) 365-3243 (facsimile) NOTICES TO BE SENT TO: CITY OF KENT: Teri Smith City of Kent 220 Fourth Avenue South Kent, WA 98032 (253) 856-5276 (telephone) (253) 856-6270 (facsimile) APPROVED AS TO FORM: Kent Law Department ATTEST: Kent City Clerk [In this field, you may enter the electronic filepath where the contract has been saved] Ruth Ann Eledge Vice President 05/17/2022 4.C.a Packet Pg. 16 Attachment: Master Consulting Agreement (3172 : Executive Services Agreement with Segal for a Non-Represented Employee Salary Survey - 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 Contractor, that the Prime Contractor complied with the requirements as set forth above. By signing below, I agree to fulfill the five requirements referenced above. By: __________________________________________ For: _________________________________________ Title: ________________________________________ Date: ________________________________________ The Segal Group, Inc. Vice President 05/17/2022 4.C.a Packet Pg. 17 Attachment: Master Consulting Agreement (3172 : Executive Services Agreement with Segal for a Non-Represented Employee Salary Survey - 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 CONTRACTORS APPROVED BY Jim White, Mayor POLICY: 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. 4.C.a Packet Pg. 18 Attachment: Master Consulting Agreement (3172 : Executive Services Agreement with Segal for a Non-Represented Employee Salary Survey - 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 Contractor 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 that was entered into on the (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. By: __________________________________________ For: _________________________________________ Title: ________________________________________ Date: ________________________________________ 4.C.a Packet Pg. 19 Attachment: Master Consulting Agreement (3172 : Executive Services Agreement with Segal for a Non-Represented Employee Salary Survey - Exhibit B – Insurance Requirements Page 1 of 2 EXHIBIT B INSURANCE REQUIREMENTS FOR CONSULTANT SERVICES AGREEMENTS Insurance The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, their agents, representatives, employees or subcontractors. Minimum Scope of Insurance Consultant shall obtain insurance of the types described below: 1. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury, and liability assumed under an insured contract. The Commercial General Liability insurance shall be endorsed to provide the Aggregate Per Project Endorsement ISO form CG 25 03 11 85. The City shall be named as an insured under the Consultant’s Commercial General Liability insurance policy with respect to the work performed for the City using ISO additional insured endorsement CG 20 10 11 85 or a substitute endorsement providing equivalent coverage. 2. Cyber Liability insurance naming the City as an Additional Insured. Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: 1. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. Coverage may be in the form of an underlying GL policy combined with an Umbrella/Excess policy in order to meet the limits required. 2. Cyber Liability insurance shall be written with limits no less than $2,000,000 per occurrence and $2,000,000 aggregate. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability and Commercial General Liability insurance: 1. The Consultant’s insurance coverage shall be primary insurance as respect the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant’s insurance and shall not contribute with it. 2. The Consultant’s insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. 4.C.b Packet Pg. 20 Attachment: Exhibit B - Insurance Requirements (3172 : Executive Services Agreement with Segal for a Non-Represented Employee Salary Exhibit B – Insurance Requirements Page 2 of 2 3. The City of Kent shall be named as an additional insured on all policies (except Professional Liability) as respects work performed by or on behalf of the Consultant and a copy of the endorsement naming the City as additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all required insurance policies. The Consultant’s Commercial General Liability insurance shall also contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer’s liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. E. Verification of Coverage Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. F. Subcontractors Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the same insurance requirements as stated herein for the Consultant. 4.C.b Packet Pg. 21 Attachment: Exhibit B - Insurance Requirements (3172 : Executive Services Agreement with Segal for a Non-Represented Employee Salary © 2021 by The Segal Group, Inc. City of Kent, WA Proposal for Classification and Compensation Study for Non-Represented Employees RFP #21HR-001 December 31, 2021 / Ruth Ann Eledge, Vice President 4.C.c Packet Pg. 22 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented The Segal Company (Western States) Inc., d/b/a Segal 1700 Westlake Avenue N, Suite 200 Seattle, WA 98109 T 425.242.7780 F 202.330.5694 segalco.com December 31, 2021 Teri Smith Human Resources Director City of Kent Human Resources Department 220 Fourth Avenue South Kent, WA 98032 Re: RFP # 21HR-001 Proposal for Classification & Compensation Study for Non- Represented Employees Dear Ms. Smith: Thank you for the opportunity to submit this proposal for a classification and compensation study for non-represented employees for the City of Kent, WA (“the City”). Through our extensive experience providing human resources advice to public sector clients nationwide, we think Segal is best qualified to assist you with this project. We have conducted similar projects for: • State of Washington • Pierce Transit • State of Washington Administrative Office of the Courts • King County Housing Authority • City of Seattle • Spokane Public Schools • Pierce County, WA • Inyo County (CA) • Ben Franklin Transit • Santa Barbara County (CA) • C-TRAN • Sonoma County (CA) Segal has successfully maintained business continuity and client deliverable deadlines during the current Covid-19 situation. We continue to manage our projects by communicating with clients via virtual technology, conducting Project Team meetings, employee interviews, and presenting final reports via conference call or video conference. Segal currently uses Zoom, Go- to-Meeting, Microsoft Teams, and WebEx to conduct meetings that were originally scheduled to take place on-site. We appreciate your consideration for this assignment and welcome the opportunity to meet with you to answer any questions you have. Please feel free to contact me by phone at 214.466.2460 or by email at reledge@segalco.com. As an officer of the firm, I am authorized to bind the proposer to the terms of the proposal. Sincerely yours, Ruth Ann Eledge, SPHR, SHRM-SP Vice President 4.C.c Packet Pg. 23 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 i Table of Contents Overview of the Firm ................................................................................................................... 1 Segal’s Project Team .................................................................................................................. 6 Project Timeline ........................................................................................................................ 15 Scope of Work .......................................................................................................................... 16 Methodology ............................................................................................................................. 17 Cost Proposal ........................................................................................................................... 44 References ............................................................................................................................... 46 Insurance Information ............................................................................................................... 53 4.C.c Packet Pg. 24 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 1 Overview of the Firm Organization Location The Segal Company (Western States) Inc., d/b/a Segal 1700 Westlake Avenue N Suite 200 Seattle, Washington, 98109-6212 (425) 242-7780 Contact Person Ruth Ann Eledge 214.930.7291 reledge@segalco.com About Our Company The Segal Group (www.segalco.com) has been a leading, independent firm of benefit, compensation, and human resources consultants since its founding in 1939. Our clients include corporations, non-profit organizations, higher education institutions, professional service firms, and public sector entities, and jointly trusteed benefit funds. Segal is an independent, employee-owned private corporation with no ties to any other companies. Our only interest is in providing unbiased solutions to clients’ total rewards needs. Our firm is headquartered in New York and has more than 1,000 employees working in the following offices throughout the U.S. and Canada. Albuquerque, NM Detroit, MI New York, NY Atlanta, GA Edmonton, AB Philadelphia, PA Austin, TX Fort Washington, Phoenix, AZ Boston, MA Hartford, CT Princeton, NJ Braintree, MA Juneau, AK San Francisco, CA Chicago, IL Los Angeles (Glendale), CA Toronto, ON Cleveland, OH Minneapolis, MN Washington, DC Denver, CO Montreal, QC Worcester, MA For 80 years, we have developed cutting-edge total rewards approaches that provide quality health care, secure retirement, and competitive compensation programs for our clients’ employees. Offering comprehensive total compensation and benefits packages requires 4.C.c Packet Pg. 25 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 2 governments to continually search for cost efficiencies and innovations. Many widely accepted benefit practice and cost containment solutions were originally designed by Segal. Company History and Staff The Segal Group was founded as the Martin E. Segal Company in October 1939, early in the development of employee benefit plans in American industry. From the beginning, Segal has been involved in developing health and retirement programs that meet the needs of employees and employers. Through our history, we’ve built a group of brand names you’ve come to count on for truly personal actuarial, investment and human resources consulting expertise aimed at one mission: delivering trusted advice that improves lives. Today in 2021, we now formally operate under one name: Segal. Segal, Segal Benz and Segal Marco Advisors are all members of the Segal family. While company names and logos have evolved over the firm’s 80-year history, we remain an employee-owned firm known for providing unbiased consulting based on the integrity, expertise, personal investment and trusted advice of our people. The Segal Group is a founding member of the Multinational Group of Actuaries and Consultants (MGAC), whose member companies across the world meet clients’ needs for assistance in international benefits planning The Segal Group is a private corporation owned by its active officers, with no shareholder owning more than 5% of the common stock. Our firm’s chief officers are: • Joseph Lo Cicero – Chairman • David Blumenstein – President and Chief Executive Officer • Ricardo DiBartolo – Senior Vice President, Chief Financial Officer and Treasurer • Steven Greenspan – Senior Vice President, Secretary and General Counsel 4.C.c Packet Pg. 26 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 3 Company Organization Chart Segal is a completely independent organization with no ties to any other companies. Our only interest is in providing unbiased solutions to clients’ total rewards needs. Visit us at www.segalco.com. Compensation & Career Strategies Services Segal has offered human resources consulting services dedicated to our public sector and collectively bargained clients since 1997. We offer solutions and advice regarding: • Total Compensation Market Studies • Total Compensation System Design and Implementation • Job Classification Analyses • Job Evaluation System Design and Implementation • Performance Management System Design and Implementation • Employee Opinion Surveys • Pay Equity Analysis • Cost Modeling Our consulting approach is based on customized solutions to meet specific needs, not “off-the- shelf” systems. Our goal is to maximize the value of total rewards by encouraging employee participation in our engagements. This is crucial to a successful outcome. Total Compensation Market Studies We conduct total compensation market analyses targeted to specific comparable employers. This process identifies benchmark positions that are representative of an employer’s workforce. The surveys capture information on pay ranges, maximum hiring pay rates, pay progression policies, performance-based reward systems, paid time off, health and welfare related benefits, and retirement benefits. As a routine part of any project, Segal provides clients with all detailed source data received through our surveys. 4.C.c Packet Pg. 27 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 4 Total Compensation System Design and Implementation We design total reward systems by working with clients to develop compensation philosophies that support organizational strategic goals and compensation best practices. We frequently work with clients to transform longevity-based pay programs to performance-based systems. Additionally, we often work with our clients in a joint labor-management environment to facilitate and communicate reward system changes. Job Classification Analyses Classification studies include development and analysis of position questionnaires and employee interviews as the basis for evaluating and streamlining the classification structure. Additionally, we can assist in developing customized job descriptions that are consistent with legislation such as FLSA and ADA. Job Evaluation System Design and Implementation Our Segal Evaluator™ point-factor method of job evaluation is easily understood and provides an internal hierarchy based on established factors common to jobs throughout the organization. This approach determines the eight specific compensable factors customized to support the operating environment and organizational structure of each client. Performance Management Based on an organization’s compensation strategy, we will develop a performance management approach that includes tools to measure individual and group performance as well as tie the performance management system to a pay delivery approach. Employee Opinion Surveys As part of evaluating total compensation programs, we frequently design and implement opinion surveys to measure employees’ preferences and priorities regarding all aspects of their rewards of work (direct compensation, paid leave, benefits programs, work environment, career opportunities, affiliation with the organization, and other aspects). Our analysis can include comparisons of demographic groups, highlighting differences by occupational categories, career stage, or other groupings. In addition, we often conduct employee engagement surveys to understand employees’ level of motivation and morale, turnover potential, and other measurable aspects of commitment and engagement with the organization. Pay Equity Analysis As an increasing number of states have enacted pay equity legislation, Segal can conduct pay equity analysis based on gender and/or race. Our analysis identifies the existence of potential pay disparities and provides recommendations for policies to correct and prevent inequities. 4.C.c Packet Pg. 28 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 5 Cost Modeling Most reward system redesigns result in a fiscal impact to the employer. Our modeling approach not only identifies the immediate impact of implementation, but also provides a multi-year perspective to identify steady employer costs. 4.C.c Packet Pg. 29 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 6 Segal’s Project Team We bring to this project an excellent combination of skills and experience in public sector compensation and classification analysis and design. The Segal project team consists of experienced consultants who are dedicated to meeting the needs of the City in a manner that is cost efficient, timely, and of high quality. Staff Member Role Ruth Ann Eledge, SHRM-SCP Senior Consultant, Client Relationship Manager Diana Sobczynski Associate Consultant, Project Manager Rebecca Dayton Senior Associate Francesco Bolzonella Associate Additional Consultants and Analysts will be added to ensure timely completion of project timelines and deliverables. We invite you to review the resume of each team member on the following pages. 4.C.c Packet Pg. 30 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 7 Ruth Ann Eledge, SPHR, SHRM-SP Vice President Expertise Ms. Eledge is a Vice President of Segal. In this role, she leads and oversees many of our Human Resources studies and compensation projects and works closely with the entire consulting team to ensure on-time delivery while meeting the quality requirements of our clients. Clients States, Agencies, and Retirement Systems El Paso City Employees’ Pension Fund (TX) Fire and Police Pension Association (CO) State of Illinois: Teachers’ Retirement System Universities Retirement System State of Kentucky Lottery Commission State of North Carolina Education Lottery State of Texas Assoc. of Public Employee Ret. Systems State of Oregon (DHS) State of Legislative Assembly State of Oregon Lottery Counties Bandera County Appraisal District (TX) Bay County (MI) Comal County (TX) Harris County Appraisal District (TX) Howard County (MD) Jackson County (TX) Jefferson County (CO) Lincoln County (SD) Macomb County (MI) Montrose County (CO) Rockwall County (TX) Terrebonne Parish (LA) Santa Barbara County (CA) Sonoma County (CA) Shelby County (TN) Wayne County (MI) Webb County (TX) Higher Education College of the Mainland (TX) Collin County Community College (TX) Harford Community College (MD) Northeast Community College (NE) Texas A & M University – Libraries Municipalities City of Addison (TX) City of Alexandria (LA) City of Avondale (AZ) City of Austin (TX) City of Bryan (TX) City of Chandler (AZ) City of Charlotte (NC) City of College Station (TX) City of Colorado Springs (CO) City of Edinburg (TX) City of Farmers Branch (TX) City of Fort Worth (TX) City of Fountain (CO) City of Goleta (CA) City of Granbury (TX) City of Grand Rapids (MI) City of Greenville (NC) City of Greenville (SC) City of Houston (TX) City of Lansing (MI) City of League City (TX) City of Lynnwood (WA) City of Maricopa (AZ) City of Marana (AZ) City of Oklahoma City (OK) City of Overland Park (KS) City of Palo Alto (CA) City of Richmond (CA) City of St. Cloud (MN) City of San Marcos (CA) City of Sugar Land (TX) City of Thibodaux (LA) City of Thornton (CO) City of Tyler (TX) Town of Chapel Hill (NC) Village of Winnetka (IL) Other Clients 4.C.c Packet Pg. 31 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 8 Transportation Bishop International Airport Authority (MI) Capital District Transit Auth. (NY) City of Charlotte (NC) – Airport Authority C-TRAN (WA) Columbus Regional Airport Authority (OH) Fort Wayne-Allen County Airport Auth. (IN) Jacksonville Port Authority (FL) Lincoln Airport Authority (NE) Metropolitan Nashville Airport Authority (TN) Naples Airport Authority (FL) Port of Houston Authority (TX) Raleigh-Durham Airport Authority (NC) Anderson Public Library (IN) Indianapolis-Marion County Library (IN) Kansas City Housing Authority (KS) Montgomery County 911 (TX) North Little Rock Housing Authority (AR) Tarrant County 911 (TX) Utilities and Water Authorities Beaufort-Jasper Water & Sewer Authority (SC) City of Austin – Austin Energy (TX) City of Austin – Austin Water (TX) Colorado Springs Utilities Floresville Electric (TX) Greenville Electric Utilities (TX) Greenville Utilities Commission (NC) Guadalupe Brazos River Authority (TX) New Braunfels Utilities (TX) Orange Water and Sewer District (NC) San Miguel Electric Cooperative, Inc. (TX) Toho Water Authority (FL) Professional Background Prior to joining Segal, Ms. Eledge worked at The Waters Consulting Group, one of the most experienced firms in public sector human resources and compensation consulting, which was acquired by Segal in 2014. Before joining Waters Consulting Group in 2000, Ms. Eledge served as the City of Austin’s Director of Human Resources and Civil Service. Under her leadership, the City received an A+ rating from Governing Magazine for having a top Human Resource Department in 2000, an honor given only to two cities nationwide. Ms. Eledge has worked closely with various boards and commissions for the City of Austin, Texas, including the Civil Service Commission, Human Rights Commission, Mayor’s Committee for Persons with Disabilities, and the City Council Affirmative Action Subcommittee. Education/Professional Designations Ms. Eledge received her Master’s degree (MPA) from Southwest Texas State University and her Bachelor’s degree from the University of Texas at Austin. Ruth Ann Eledge, Vice President reledge@segalco.com 214.466.2460 segalco.com 4.C.c Packet Pg. 32 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 9 Diana Sobczynski, CCP, PHR, SHRM-CP Associate Consultant Expertise Ms. Sobczynski is an Associate Consultant in Segal’s Compensation and Career Strategies practice. She has nearly 20 years’ combined experience in operations management and multiple human resources disciplines with a focus in compensation. Ms. Sobczynski has worked within the higher education and the public sector markets. Professional Background Prior to joining Segal, Ms. Sobczynski held compensation roles in higher education and the public sector. She has completed projects in the public sector including: • Classification reviews and studies • Development and maintenance of compensation structures • Development of pay equity review models • Market reviews • Executive Leadership and Board Presentations Education/Professional Designations Ms. Sobczynski has a master’s degree in Organizational Development from Oregon State University, a bachelor’s degree in Business and Human Resources from Western Governor’s University, and a bachelor’s degree in Music from Bowling Green State University. She holds a Certified Compensation Professional (CCP) designation from World at Work, a Professional in Human Resources (PHR) certification from the HR Certification Institute, and a SHRM Certified Professional (SHRM-CP) from the Society for Human Resources Management. Ms. Sobczynski was awarded the Emerging Leader Award in 2018 by the College and University Professional Association for Human Resources (CUPA-HR). She has also served as President of the Oregon Chapter of CUPA-HR. Ms. Sobczynski is also a member of the Total Rewards PDX Board, an affiliate of World at Work, where she serves as the Communication Director. 4.C.c Packet Pg. 33 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 10 Rebecca Dayton Senior Associate Expertise Ms. Dayton joined Segal in December 2019. She performs analytical work for compensation market studies and job classification analysis. Clients States, Agencies, and Retirement Systems State of Colorado Office of the State Auditor State of Maine State of New Hampshire (DAS) State of Rhode Island State of Washington Court Systems State of Colorado Judicial Branch Commonwealth of Massachusetts Trial Court (MA) State of Washington Administrative Office of the Courts Higher Education Alabama State University Maryland Institute College of Art (MICA) Montgomery College (MD) Northern Virginia Community College (VA) Towson University (MD) University of Maryland Eastern Shore (MD) University of Tampa (FL) Other Clients Fort Bend Central Appraisal District (TX) Greater Vallejo Recreation District (CA) Counties Anne Arundel County (MD) Frederick County (MD) Greene County (VA) Seminole County (FL) Municipalities City of Alexandria (LA) Town of Chapel Hill (NC) City of Frederick (MD) City of Gastonia (NC) Town of Morehead City (NC) City of Salem (VA) City of Shelby (NC) City of Santa Fe (NM) Utilities and Water Authorities Florida Municipal Power Agency Transportation Central New York Regional Transportation Authority Naples Airport Authority (FL) Professional Background Before joining Segal, Ms. Dayton worked for Baker Tilly Virchow Krause (formerly Springsted, Inc.) providing human capital consulting services to the public sector, to include, classification and compensation, executive recruitment, performance management systems, personnel policies, career development plans, and organizational management. Ms. Dayton’s experience with compensation consulting includes point-factor job evaluation; job classification; custom market studies; pay structure design; and implementation development. Prior to this role, Ms. Dayton served as the Practice Accreditation Coordinator for the American College of Radiation Oncology, a non-profit professional association. 4.C.c Packet Pg. 34 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 11 Education/Professional Designations Ms. Dayton received an Associate’s degree in Education from Salem Community College; an Associate’s degree in Physical Therapy Assisting from Radford University and her Bachelor’s degree of Business Administration in Project Management from Strayer University. She is a member of WorldatWork and is in process of attaining her Certified Compensation Professional (CCP) designation. 4.C.c Packet Pg. 35 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 12 Francesco Bolzonella Associate Expertise Mr. Bolzonella is an Associate in Segal’s Compensation and Career Strategies practice, based in the Chicago office. He analyzes competitive pay, incentive and total compensation and job classifications and uses mixed-methods analysis, both for quantitative and qualitative projects, such as statistical inference, survey creation, focus group facilitation and systematic literature review analysis. Professional background Prior to joining Segal, Mr. Bolzonella worked in the field of policy evaluation, human capital research and analysis techniques while interning for several organizations both in the U.S., and abroad, such as the Global Federation of Competitiveness Councils, The International Institute of Metropolitan Detroit, the Dutch Employers Cooperation Programme (in The Netherlands), Analysis for Economic Decisions (in Belgium) and the Regional Activity Centre for Sustainable Consumption and Production (in Spain). More recently, Mr. Bolzonella worked with clients in a variety of industries including higher education, human services, nonprofit and public sector, such as the Research Centre for Education and the Labour Market (in The Netherlands) and the European Federation of Nurses Associations (in Belgium). Education/professional designations Mr. Bolzonella holds an MS in Learning and Development in Organizations from Maastricht University School of Business and Economics and an MS in Public Policy and Human Development from the United Nations University, Graduate School of Governance, both in The Netherlands. Prior to that, he received a BA in Political Science from Padova University, in Italy. Mr. Bolzonella is a member of the Association for Public Policy Analysis and Management (APPAM) and the European Evaluation Society (EES). Publications/speeches Recent publications include: • “A L&D Hub: The Role of Employer’s Organizations in Bridging the Competence Gap,” Dutch Employers Cooperation Programme, June 2020 • “Literature Review – Labour Migration. An Exploratory Study into the Shortages of Qualified Personnel at the Upper Secondary Vocational Level and the Possibilities and Limitations of Employing Migrants,” Research Centre for Education and the Labour Market, June 2021 4.C.c Packet Pg. 36 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 13 Proposer’s federal employee identification number (FEIN) 94-1503999 Evidence of legal authority to conduct business in Washington UBI Number - 600 368 335 Evidence of an established track record for providing services and/or deliverables that are the subject of this RFP City of San Marcos, CA • Conducted classification and compensation study for all non-represented and represented classifications • Conducted a compensation market survey for 100 benchmark job titles • Developed market pay structures reflecting the City’s pay philosophy and cost implementation analysis • Developed position descriptions • Conducted job family classification reviews • Dates of Services: 2010, 2012, 2015 – 2017 Pierce County, WA • Conducted a classification and compensation study affecting approximately 2,243 employees covered by 459 job titles and represented employees in 24 unions • Assessed the County’s existing classification system and recommended modifications to classification structure and reclassification methodology • Conducted a market study of selected represented and non-represented cash pay ranges using a selected number of benchmark jobs from across the County • Conducted a custom market study of employer-sponsored health care plans and retirement plans among public employers • Compared the County’s total compensation program (cash and benefit plans) with other public employers in the geographic areas from which the County also recruits • Provide subjected matter expertise for the design and implementation of a total compensation philosophy and strategy • Developed recommended compensation policies • Estimated the cost of implementing the recommended pay schedule and assisted with implementation • Dates of Services: 2018 -2019 4.C.c Packet Pg. 37 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 14 Oregon State Legislature • Conducted a classification analysis, developed recommended updates to job descriptions and developed an updated classification structure • Conducted a review of the pay equity analysis and developed recommendations regarding the methodology; conducted an updated pay equity analysis • Conducted a compensation market study utilizing a custom survey document distributed to 12 peers and included collection of data from published data sources • Determined the Legislature’s competitive market position for pay, applicable to each benchmark job title and job family • Updated current pay structure and developed pay schedules • Recommended grade assignments for all job titles covered by the study • Estimated the cost of implementing the recommended pay schedules and placement of each employee within the new pay ranges • Present the final results to Legislature leadership • Dates of Services: 2019 – 2020 State of Washington, Office of Labor Relations • Prepared a comparative analysis of the State’s compensation levels for state patrol officers, lieutenants and captains • Prepared a comprehensive report of all findings for survey participants • Testified in interest arbitration • Dates of Services: 2009 – present Summary of Segal’s financial position Segal has not filed for bankruptcy or any form of reorganization under the bankruptcy code. Segal has not received any sanctions or is currently under investigation by any regulatory or government entity. 4.C.c Packet Pg. 38 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 15 Project Timeline Segal is available to begin this project 2nd quarter 2022. Our proposed timeline below and specific project deliverables will be finalized with the City’s Project Team during Step 1: Project Initiation. Please note: Segal is unable to begin any project without a signed contract from the City. ANTICIPATED TIMELINE IN MONTHS Step 1 2 3 4 5 6 Step 1: Project Initiation Step 2: Compensation Philosophy Step 3: Classification Analysis Step 4: Salary Market Assessment Step 5: Recommendations Development Step 6: Present Final Results 4.C.c Packet Pg. 39 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 16 Scope of Work We understand the City seeks the assistance of a subject matter expert with significant experience in conducting classification reviews, salary surveys and comparative analyses, involving jurisdictions with sizes similar to the City and offering a set of programs and services that overlaps with the City’s. This study will affect approximately 250 non-represented employees within 150 classification titles. Specifically, we understand the scope of this study will include: • Develop a mutually agreeable project management plan that clearly describes all phases of the project with schedules, milestones, responsibilities, constraints, and deliverables and coordinate with the City's project manager throughout the project • Prepare and implement a communication program that ensures full communication to leadership and employees throughout the project and provides opportunities for meaningful engagement without unduly prolonging the process • Determine recommended compensation philosophy and present to City staff for discussion • Determine if changes to existing position descriptions are needed, including standardized diversity, equity and inclusion language; and if so, provide suggested changes for the City to update into these descriptions • Prepare a comparative analysis that identifies the City's competitive position in a comparative labor market, including comparative city employers • Prepare recommendations for compensation to maintain competitiveness, ensure equity and position the organization for future development • Provide recommendations to address budgetary considerations • Coordinate with the City's project manager throughout the project • Meetings – Lead a kick-off meeting with City staff – Meet with City staff to discuss and identify information that is relevant to the analysis – Meet with City leadership and employees as needed to coordinate progress and review draft findings. At a minimum, there shall be an initial kick-off session and two additional progress check-ins – Attend a meeting to review the final report with City leadership and staff – Attend a City Council meeting to present on the findings of the study Our proposed work plan for this assignment includes the following steps: Step 1: Project Initiation Step 2: Compensation Philosophy Step 3: Classification Analysis Step 4: Salary Market Assessment Step 5: Recommendations Development Step 6: Present Final Results We have described each project step in more detail on the following pages. 4.C.c Packet Pg. 40 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 17 Methodology Step 1: Project Initiation 1. Initial Meeting The first task of this project will be to meet, either on-site or via video conference (depending on current travel restrictions), with the City’s Project Team and any other key advisors to the project. The purpose of the meeting is to: • Confirm the goals and objectives of the study • Discuss the City’s current compensation and classification structures, as well as the reasons for this project • Finalize the timeline and specific dates for deliverables • Clarify Segal’s and the City’s roles in each project phase • Establish parameters and protocols for keeping the Project Team updated and informed • Identify data or information needed to support the overall assignment This meeting will help identify a clear project strategy that will facilitate a smooth and effective working relationship resulting in a successful outcome for the City. 2. Conduct Stakeholder Interviews In addition to the initial meeting with the City’s Project Team, we propose to conduct confidential one-on-one interviews with key stakeholders, such as City Council, City Leadership, Department Directors and other senior staff. The purpose of these interviews is to understand the perspective and needs of senior managers, including their opinions regarding the effectiveness of the current compensation and classification policies with regard to meeting their operational needs and staffing requirements. We have found these one-on-one discussions to be a very valuable step in understanding the advantages and shortcomings of the current human resources policies, as well as to assist us with developing revised policies that the workforce are likely to be receptive of. Individual interviews allow for flexibility in scheduling and encourage open and frank discussions about sensitive matters regarding leadership’s expectations, frustrations, and suggestions for improvement. For pricing purposes, we have assumed that we will be on-site one (1) day to meet with the City’s Project Team and conduct stakeholder interviews. If necessary, due to current travel restrictions, Segal has the capability to conduct these meetings via video conference. 4.C.c Packet Pg. 41 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 18 3. Employee Communication Plan Our consulting philosophy is rooted in the notion employee communication is crucial to the success of any change to the classification and compensation systems. Therefore, it must be a critical component of the project. Experience has taught us that the level of communication need not be extravagant to be effective. The look and feel of the communications activities must fit well with the City and be consistent with the project objectives. Segal will work closely with the City to ensure that communication activities meet both of these criteria. Strategic planning is the most important part of the communication process. To develop a communication plan, we typically begin by identifying and gaining consensus on: • Preferred communication vehicles, including existing ones, to support this effort • Specific stakeholder audiences need to be targeted • Key messages that need to be conveyed to the workforce • Logistics (e.g., timeline, responsibility, implementation strategy, etc.) To ensure that all stakeholders understand the content and structure of this project, we suggest some or all of the following communications tools: • Internal e-mail address and voice mail box that employees may use to ask questions regarding the project • Frequently asked questions (and answers) to be posted on the City’s intranet site or distributed directly to employees • Periodic project updates to be posted on the City’s intranet site or distributed directly to employees • Talking points and summary presentations to key stakeholders Employee Communication Throughout this proposal, we have described potential employee communication touchpoints in separate call-out boxes such as this one. Our Expectations of the City for this Step For the initial meeting and stakeholder interviews, we ask the City to coordinate the schedules of those who will participate, as well as provide a meeting room. In addition, we ask that the City provide the following information in electronic format: • Salary structures • Current personnel policy documents • Current organization charts • Up-to-date job descriptions in Microsoft Word • Current and accurate employee census data 4.C.c Packet Pg. 42 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 19 Step 2: Develop Compensation Philosophy We understand the City would like the consultant to determine recommended compensation philosophy and present to City staff for discussion. Segal’s approach to human resources consulting focuses on the broader Employee Value Proposition with a strategic eye on all aspects of the human resources function. The Employee Value Proposition defines the components of total rewards that directly impact an employer’s ability to recruit and retain talent. It is important to include the City’s Project Team in discussions that clarify and finalize the City’s compensation philosophy. These discussions would address the following questions: Compensation Philosophy Key Elements Segal’s consulting philosophy recognizes the integration of all aspects of the compensation architecture and relates them to the larger issues of the human resources function, including organizational commitment, work content, and workforce planning. 2. Compensation Architecture How work and positions/jobs will be evaluated; the balance between the emphasis on internal versus external factors in the job evaluation process Total Compensation Philosophy Role of Pay Pay Governance Internal/ External Value Pay Communication Comparison Markets Beyond Market Factors Pay Systems The types of pay systems/delivery vehicles that are best aligned with the compensation philosophy and any customization that may be needed The comparison markets against which the organization will benchmark pay and benefits. The degree to which multiple markets are needed, and the pay position relative to those markets The factors that should impact pay (e.g., performance, service, etc.) The degree to which the total compensation philosophy, systems, and processes will be openly communicated How pay will be governed including roles, responsibilities, and decision rights for the design, approval and management of the pay system The role of pay and benefits in supporting and aligning with the organization’s Mission and Strategic Plan 4.C.c Packet Pg. 43 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 20 Based on the findings from the interviews and our discussions with the Project Team, we will draft a total compensation philosophy, which will guide the framework for conducting the compensation study. Step 3: Classification Analysis We understand the City is requesting recommendations for changes to the classification structure, affecting approximately 250 employees covered by 150 job titles, with the following goals: • Conduct a job audit of all positions, including a general task analysis by department, which shall include interviews with department directors/managers and other key personnel to determine the organizational structure and essential functions of each position • Identify Fair Labor Standards Act designation for each job classification shall be included in this review • Identify updates to wording in job descriptions to be consistent with Diversity, Equity and Inclusion (DEI) standards • Evaluate jobs by developing, then reviewing, a job-ranking structure • Review and recommend revisions to existing job descriptions for City staff to update, as needed To accomplish these goals, we propose the following tasks: 1. Develop a Job Description Questionnaire 2. Conduct Employee Presentations 3. Analyze the Jobs 4. Conduct Interviews 5. Develop and Document a Recommended Classification Structure 6. Recommend Individual Position Assignments to Classifications 7. Conduct FLSA Exemption Analysis 8. Apply Segal Evaluator™ Approach (Internal Equity) 9. Review and Recommend Revisions to Existing Job Descriptions Each of these tasks is described in detail below and on the following pages. 1. Develop Job Description Questionnaire During this task, we will develop a customized questionnaire reflecting the needs of the City and the direction of the Project Team. The information elicited from employees and supervisors in the Job Description Questionnaire (JDQ) will provide the basis for job series distinctions, internal equity determinations, development of job descriptions, and FLSA determinations. While we customize our Job Description Questionnaires to specific client projects, we anticipate that the JDQ will include questions concerning: 4.C.c Packet Pg. 44 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 21 • Essential duties and responsibilities. • Impact of action on the City and public and the level at which employees are responsible for errors. • The knowledge, skills, and abilities associated with each essential duty or responsibility. • Use of discretion and independent judgement such as the ability to make decisions that affect the overall policies of the department or organization. • Supervisory or work leadership duties including questions specific to FLSA exemption standards. • Physical requirements of the job (including frequency of specific physical activities and amount of lifting/moving). • Minimum requirements for new employees in the job, such as education, experience, and certifications/licenses. • Working environment, including exposure to risks, hazardous situations, etc. • Fiscal responsibilities including making organizational commitments which have significant financial impact. • Supervisor’s review, which would include comments regarding the employee’s answers, as well as opinions regarding the appropriateness of the current title, comparison to other jobs within a job series, and similar issues. We will use the information collected through the Job Description Questionnaires and employee interviews to develop recommended changes to the classification structure and job descriptions, as well as to define the differences among jobs for internal equity alignment. It is important that the City’s Project Team carefully review the questions and content of the draft JDQ to determine whether it meets your expectations for these outcomes. 2. Conduct Employee Presentations Once the JDQ content is finalized, we typically conduct employee presentations to introduce the project and to explain the JDQ process. This will be an important time to explain the project objectives and answer questions so that employees’ expectations can be managed. For example, it is important for employees to know we are not evaluating performance and that this study will not result in layoffs or salary reductions. At the same time, we will explain this study does not guarantee any pay raises or grade increases. Due to the current restrictions for in-person meetings, we recommend conducting the employee presentations via Zoom or Teams, which would allow employees to ask questions in “real-time”. Additionally, we recommend the City record the presentation and post the presentation on the City’s intranet for those employees who are unable to participate in the initial Employee Communication At this stage of the project, we recommend developing an employee presentation (in MS PowerPoint) that introduces the project, describes the project plan and methodology, and explains the JDQ process, including instructions for each page of the questionnaire. We also recommend developing an initial City-wide announcement about the project, including an overview of the goals and key milestones, as well as what to expect in the coming months. In addition, Segal can assist the development of a Frequently Asked Questions document to be shared with all employees and posted on the City’s intranet site (which will be updated throughout the project). If desired, we can also prepare Talking Points for Department Directors and other managers to help them address questions from their employees. 4.C.c Packet Pg. 45 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 22 presentation. Employees can submit questions to Segal via email. The presentation generally requires 1 hour of time, without questions. 3. Job Analysis Once the JDQs have been submitted to Segal, we will analyze the City’s jobs. We will review each JDQ within a job title and series and document distinguishing characteristics that define a particular job title within the job family. 4. Conduct Interviews After we have received and analyzed the completed JDQs, we recommend conducting interviews, either individually or in groups. The purpose of these interviews is to: • Validate and clarify information contained in the JDQs • Understand management/employees’ views on the key distinguishing characteristics among jobs • Provide an opportunity for managers/employees to voice their opinions and perceptions of the current classification structure We suggest that most interviews be conducted on a group basis in order to review positions in the same job series. That is, jobs with employees performing similar functions and responsibilities will be reviewed together. However, single-incumbent jobs or highly specialized functions may require one-on-one interviews. We propose to conduct two (2) consecutive days of interviews, either on-site or via video conference. 5. Develop and Document a Recommended Classification Structure As the job analysis progresses, we will develop and document a recommended job classification structure for the City. This structure will contain at least the following: • List of job titles, with titling guidelines (that is, standards for using terms such as “Coordinator,” “Manager,” or “Director” in job titles). • Recommended minimum qualifications and requirements associated with each job title (such as education, experience, certifications, and licensing). • Distinguishing characteristics among jobs within a job family or career path. For example, the key differences between a Secretary and an Administrative Assistant. We anticipate recommending: • Consolidation of class titles that have highly similar responsibilities and requirements. • Development of new class titles for positions that reflect new or different roles, responsibilities, or requirements. 4.C.c Packet Pg. 46 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 23 • Re-wording of class titles based on standard occupational nomenclature or for clarity. The outcome will be a recommended classification architecture that clearly defines and documents all classifications to facilitate both internal equity and external market comparisons. Example of Job Structure Recommendations Administrative Support Family Proposed Title Current Titles Distinguishing Characteristics Current Minimum Quals Proposed Minimum Quals Supervisory Role Decision Making & Complexity Technical Skills Physical Activities Working Conditions Administrative Technician Admin Tech I and II Entry-level office admin and customer service role. 2 yrs college 1-2 yrs exper HS/GED <1 yr exper Individual Contributor Routine Decisions/Low Complexity Standard Light Office Senior Administrative Technician Admin Tech III and IV Experienced-level office admin and customer service role. Assists with a wide variety of activities and programs. Requires significant knowledge of department/division work and activities. 2 yrs college 3-4 yrs exper HS/GED 2 yrs exper Individual Contributor Procedural Decisions/ Somewhat Complex Standard Light Office Office Supervisor Admin Tech V First line supervisor of at least 2 FTE permanent support staff. 2 yrs college 5 yrs exper HS/GED 5 yrs exper Supervisor Procedural Decisions/ Somewhat Complex Intermediate Light Office 6. Recommend Individual Position Assignments to Classifications Once the revised classification structure has been reviewed and finalized, we will recommend placement of each employee within the structure, based on information collected from the JDQs and the interviews. We will identify the most appropriate match between a position’s individual responsibilities and the job responsibilities described in the classification architecture. The outcome will be a spreadsheet (based on payroll information provided by the City’s Human Resources staff) that identifies each position, the incumbent employee, his/her current classification title, and our recommended classification assignment. 7. Conduct FLSA Analysis As you know, the Fair Labor Standards Act requires that employers provide overtime pay at time and one-half the regular rate of pay for all hours worked over 40 hours in a workweek. However, Section 13(a)(1) of the FLSA provides an exemption from overtime pay for employees employed as bona fide executive, administrative, professional, and outside sales employees. The U.S. Department of Labor (DOL) Wage & Hour Division (WHD) is responsible for enforcing 4.C.c Packet Pg. 47 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 24 the FLSA and provides guidance to employers through fact sheets, opinion letters, administrator interpretations, and other documents. The DOL guidance regarding overtime exemption includes information on the following exemption tests: • Executive Exemption • Administrative Exemption • Learned Professional Exemption • Creative Professional Exemption • Computer Employee Exemption • Outside Sales Exemption • Highly Compensated Exemption Segal can assist the City to determine the appropriate exemption status of each classification under the Fair Labor Standards Act (FLSA) overtime regulations using the DOL’s guidance. The Job Description Questionnaire (JDQ) will contain targeted questions to gather detailed information on job duties that the Department of Labor has identified as key determinants of exemption status for white collar jobs, such as: • Whether an employee “customarily and regularly exercises discretion and independent judgment.” • Whether an employee is responsible for direct supervision of others (or whose recommendations are given “particular weight” when making personnel decisions). • Whether the job’s primary duty meets any of the DOL’s exemption tests. Using this information, we will apply the Department of Labor’s (DOL) “duties” tests and provide guidance to the City regarding: 1. Whether jobs should be classified as Exempt or Non-Exempt 2. If a job is Exempt, which test is applicable (Executive, Administrative, Learned Professional, Creative Professional, or Computer Professional) Our final report will contain information on: • Each job’s current exemption status • Our recommended exemption status • The applicable test(s) for those positions we think are exempt from the overtime regulations • The rationale for our recommendations It is important to understand, however, that our recommendations regarding FLSA exemptions do not constitute a legal opinion. Our firm does not provide legal advice to our clients. You may wish to have our recommendations reviewed by independent legal counsel. 8. Apply Segal Evaluator™ Approach (Internal Equity) Segal has developed the Segal Evaluator™ approach of job evaluation for clients - a systematic process which defines an easily understood system that: 4.C.c Packet Pg. 48 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 25 • Uses specific compensable factors across all departments and positions to create an internal hierarchy of jobs • Provides an objective quantitative approach • Determines values for each compensable factor and calculates a total point score for each position • Provides an organization-wide hierarchy is developed which establishes internal equity • Complements and co-exists with a market data to structure development Segal Evaluator™ measures the following specific compensable factors regarding the characteristics about jobs such as minimum qualifications and knowledge, skill, and ability requirements that will be used to establish the City’s internal relationships. Compensable Factors Measurement Formal Education Measures the minimum formalized training or education that is required for entry into the position Work Experience Measures the minimum level of work experience required for entry into the position Management & Supervision Measures the supervisory or managerial role of the job and the degree of complexity of work performed by those being supervised Human Collaboration Skills Measures the job requirements of interaction with others outside direct reporting relationships as well as the impact the job has on organizational, departmental or unit objectives, the output of services, employee or customer satisfaction Freedom to Act & Impact of Action Measures the degree of freedom to exercise authority as well as assesses the impact of actions Knowledge & Skills Measures the knowledge and skill level required by the job and how the application impacts the organization Fiscal Responsibility Measures the accountability and participation as it relates to the fiscal accountability for one’s department or assigned area(s) of responsibility Working Conditions & Physical Effort Measures the surroundings or physical conditions under which the work must be performed Based on information collected through the JDQ process and employee interviews, values for each compensable factor will be determined and a total score will be calculated for each position. The total score for each job title creates a final hierarchy that reflects both sound compensation practices and the City’s collective organizational values. It is intended that this hierarchy will establish relative internal equity and that the compensation structure will be driven by market comparisons. The outcome will be a spreadsheet that shows all job titles and our recommended pay grade level. The City can adapt, modify, and change this spreadsheet in the future as jobs are added, removed, or changed. Unless otherwise agreed to, it will be the responsibility of Human Resources to vet job evaluation scores with each respective department. 4.C.c Packet Pg. 49 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 26 Upon completion of the project, Segal will provide the City with our Segal Evaluator™ job evaluation tool (in Excel format), at no additional cost. The City can continue to use the tool to adapt, modify, and change in the future as jobs are added, removed, or changed. 4.C.c Packet Pg. 50 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 27 EXAMPLE OF JOB ANALYSIS WORKBOOK Segal Recommended Job Title JE Grade JE Points Formal Education Work Experience Management & Supervision Human Collaboration Freedom to Act/Impact of Actions Knowledge & Skills Fiscal Responsibility Working Conditions & Physical Effort Senior Management Analyst 111 643 Bachelor's Degree 3 to 5 years experience Supervising semi complex work Policy recommendations with moderate impact Limited direction with moderate impact Moderate skills and comprehensive application Moderate fiscal responsibility Good conditions with occasional physical effort Management Analyst 109 509 Bachelor's Degree 1 to 3 years experience Occasional direction of semi complex work Policy recommendations with moderate impact General direction with moderate impact Moderate skills and advanced application Moderate fiscal responsibility Good conditions with little physical effort Management Assistant 108 458 Bachelor's Degree Up to 1 year experience None Negotiating interaction with moderate impact General direction with moderate impact Advanced skills and standard application Limited fiscal responsibility Good conditions with little physical effort Senior Administrative Assistant 107 436 6 months + training beyond High School 3 to 5 years experience Lead worker of semi complex work Negotiating interaction with moderate impact General direction with moderate impact Standard skills and comprehensive application Limited fiscal responsibility Good conditions with little physical effort Administrative Assistant III 105 360 6 months + training beyond High School 3 to 5 years experience Occasional direction of semi complex work Negotiating interaction with moderate impact Procedural direction with moderate impact Standard skills and advanced application Limited fiscal responsibility Good conditions with little physical effort Administrative Assistant II 103 293 High School diploma or equivalency 1 to 3 years experience Occasional direction of semi complex work Advising interaction with moderate impact Procedural direction with moderate impact Standard skills and advanced application Limited fiscal responsibility Good conditions with little physical effort Administrative Assistant I 101 194 High School diploma or equivalency Up to 1 year experience None Advising interaction with moderate impact Immediate direction with moderate impact Standard skills and application None Good conditions with little physical effort 4.C.c Packet Pg. 51 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation 7733886v25/97909.902 28 9. Review and Recommend Revisions to Existing Job Descriptions We understand that the City would like the consultant to review and recommend revisions to existing job descriptions. The job descriptions should uniformly reflect the distinguishing characteristics, essential job functions, minimum qualifications (education/experience and knowledge/skills/abilities), working conditions (physical demands, work environment, and travel requirements), and certification/licenses/registrations requirements for classification, as needed. To support your need, we will work to determine whether you wish to maintain or modify the current format. In general, we suggest that an organization should have a consistent format for all class specifications, with an easy to read and easy to update layout, such as on the following page. Once you have approved the basic format, we will then update the current job descriptions for all job titles using the information in the Job Description Questionnaire and employee interviews. Naturally, we will develop new specifications for any new classes that have been added to the structure because of the classification analysis. We will deliver draft job descriptions in Microsoft Word format so that the City can review and edit the documents easily. In order to maintain a competitive price for the project, we have assumed that we will deliver draft documents and that the City’s human resources staff will distribute the draft documents to department managers for their review and then human resources staff will make any edits or changes to the drafts based on this feedback. 4.C.c Packet Pg. 52 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 29 Sample Job Description Classification Title Accountant Job Code FLSA Status Exempt Pay Grade GENERAL SUMMARY Maintains payroll related accounts, including reconciliations and balancing. Prepares payroll reports, processes payroll interfaces and books payroll related accounting entries to general ledger. Etc… ESSENTIAL DUTIES & RESPONSIBILITIES The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description. • Performs payroll processing, including creating pay run IDs, performing payroll calculation validations, sending out payroll variance report and processing interfaces between systems. • Etc… MINIMUM ENTRANCE QUALIFICATIONS Education and Experience • A Bachelor’s Degree from an accredited college or university in Accounting, Finance, Business Administration or a related field • At least two years of increasingly responsible accounting experience. • Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities Licenses or Certifications • Possession of (or ability to obtain within 1 month of hire) a standard driver license OTHER JOB REQUIREMENTS None. PREFERRED QUALIFICATIONS None. 4.C.c Packet Pg. 53 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 30 COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES Knowledge of: • Basic accounting and auditing principles and practices. • Principles and practices of financial record keeping and reporting. • Etc… Skill in: • Providing customer service. • Accuracy and attention to detail. Ability to: • Communicate clearly and effectively, both orally and in writing. • Calculate taxes and other pretax deductions. • Etc… WORK ENVIRONMENT/CONDITIONS The work environment and exposures described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment Seldom or Never Sometimes or Occasionally Frequently or Often Office or similar indoor environment x Etc. x Exposures Seldom or Never Sometimes or Occasionally Frequently or Often Individuals who are rude or irate x Etc. x PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The position is generally sedentary. Employees sit most of the time, but may walk or stand for brief periods of time. Date created: 02/18/19 Dates revised: 4.C.c Packet Pg. 54 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 31 Our Expectations of the City for this Step Task/Step City’s Project Team Role 1. Develop JDQ • Review drafts and approve final JDQ • Collect JDQs from managers and department directors • Sort JDQs by job title and send to Segal 2. Conduct Employee Presentations • Send invitations/announcements to employees • Reserve room and arrange for audio-visual media • Review and approve presentation language • Attend presentations 3. Analyze the Jobs • Provide employee census data and information on the current job title structure in electronic format • Be available for questions and clarifications 4. Conduct Employee Interviews • Assist with selecting employees to participate • Arrange for interview rooms • Facilitate scheduling and arrangements 5. Develop and Document a Recommended Classification Structure • Review draft structure and provide comments • Approve final classification structure 6. Recommend Individual Position Assignments to Classifications • Be available for questions and clarifications • Approve assignments 7. Conduct FLSA Analysis • Provide information on current FLSA status 8. Apply Segal Evaluator™ Approach (Internal Equity) • Provide information on current job evaluation approach, if applicable • Review draft and provide comments • Approve final Segal Evaluator™ approach 9. Review and Recommend Revisions to Existing Job Descriptions • Provide current job descriptions in Microsoft Word • Review and edit draft job descriptions, as applicable 4.C.c Packet Pg. 55 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 32 Step 4: Salary Market Assessment We understand City is requesting a salary market assessment with the following goals: • Determine recommended comparable cities and present to City staff for discussion • Evaluate jobs by developing, then reviewing, a job-ranking structure; verify ranking by analyzing pertinent market data concerning the ranking; compare the initial ranking with that of the market's hierarchy and adjust as determined; prepare a matrix with an organizational review on the basis of required tasks and future forecasts; develop a matrix of jobs crossing lines and departments; compare the matrix with the City structure • Prepare a comparative analysis that identifies the City's competitive position in a comparative labor market, including comparative city employers To conduct a valid, reliable, and useful market study, we propose the following tasks: 1. Develop a Market Study Methodology 2. Identify Benchmark Job Titles 3. Identify Comparable Employers and Other Data Sources 4. Collect and Analyze the Market Data 5. Prepare and Deliver a Report to you Detailing our Findings These tasks are described in more detail below and on the following pages. 1. Develop a Study Methodology We think that it is important for Segal and the Project Team to gain consensus on the overall goals and strategy regarding total compensation, including the market study. We will work with the City’s Project Team to clarify and finalize the market study methodology. Our goal is to have a common understanding of the various options for conducting the market study, as well as an understanding of the implications on subsequent design of new salary structures and pay policies. This understanding will allow us to develop and conduct a market study that is consistent with the City’s compensation goals and will support the City’s expectations. For this project, we recommend conducting a custom-designed survey targeted to your public sector peer employers, while using published sources to represent private sector pay data. We recommend this for the following reasons: • Custom surveys provide the most currently available data. • Custom surveys allow you to target specific geographic markets, employers, and specific jobs. • Custom surveys allow you to collect information that is not usually available in published data sources, such as scheduled salary ranges, pay supplements, compensation policies, union status, benefits, etc. • Published sources may be the only method of gathering private sector data, since these organizations very rarely respond to market surveys from other employers. 4.C.c Packet Pg. 56 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 33 2. Identify Benchmark Job Titles We understand that this project covers approximately 150 job classification titles. We will recommend a list of benchmark job titles to include in the market study. Our goal will be to identify a list of jobs that: • Capture a broad array of occupational groups, departments, and pay levels throughout the City • Are readily found and matched within public sector organizations and the private sector (as applicable) • Cover a large proportion of the City’s workforce (usually we strive for at least 50%) For pricing purposes, we anticipate that up to 80 job titles will be identified as benchmarks from the current list of approximately 150 titles. 3. Identify Comparable Employers to Survey The next step will be to determine the comparable employers to include in the study. Typically, these employers include public sector entities that are geographically proximate to the City and are likely to have matching jobs. In addition, it might also include public sector employers outside of the immediate commuting area, but that are similar to the City in terms of size, scope, population, or other characteristics. Naturally, we will discuss this list with the Project Team and make modifications as necessary. For pricing purposes, we have assumed the custom market study will be distributed to up to 12 public sector entities and use up to three (3) published sources to represent private sector pay data. We will identify specific sources appropriate to the City once we are engaged for this project. 4. Collect and Analyze the Market Data We will also design a survey instrument for collecting the market information, which we typically develop in MS Excel. The types of information we anticipate collecting through the survey include: Information Specific to Each Benchmark Job • Matching job title • Pay ranges (minimum and maximum rates) • FLSA status • Number of current employees and/or positions • Eligibility for bonuses or other short-term incentives • Other similar information 4.C.c Packet Pg. 57 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 34 Information Related to Compensation Policies/Practices and Structure Updates • Pay progression policies (that is, how employees move through a pay range) • Frequency for market updates and data sources for updating pay systems • Supplemental pay policies, such as differentials, stipends, allowances, and incentives • Recent history of pay scale adjustments and pay increases We will also draft brief job summaries for each benchmark title based on the results of the classification analysis based on current job descriptions to assist the survey participants with matching jobs consistently and appropriately. Once the Project Team has reviewed and approved the survey document, we will distribute it to the approved group of comparable employers. We make many efforts to achieve the goal of 100% participation from each invited employer, yet we cannot guarantee that we will obtain good data from each of the employers invited to participate and for all of the jobs requested. Respondents will return completed surveys and supplementary materials directly to Segal. We will review and validate each survey response for completeness and reasonability, and then follow up with survey participants as necessary to clarify any incomplete or inconsistent responses. Based on discussion with the Project Team we will determine the appropriate weighting for the public data sources and the private data from published data sources. Options can include equal weighting for the salary data (50% for public data and 50% for private data) or if the number of benchmark matches from published data sources is not consistent for each benchmark job title, the City may consider weighing the public sector data higher than the private sector data. Data Analysis To analyze the data, we will develop a compensation benchmarking tool in MS Excel that will become the property of the City at the completion of this project. We will also include any private sector data from published data sources, as applicable. The Excel model will have the functionality to apply the adjustments needed to ensure consistent market comparisons, such as: • Adjustments for differences in workweek hours 1 • Geographic adjustments (for any entities or data sources outside the commuting area) • Aging adjustments (for any published sources with data that is more than a year old) • Cost-of-living differences (as applicable) In addition, the Excel model will include numerous tables and charts that show the City’s market position in a variety of detailed and summary formats. We will analyze the survey data to determine the City’s market position relative to the market average minimum, midpoint, and maximum pay rate for each benchmark job title. We then compare these averages to the City’s pay ranges to determine the market position for each job title and occupational group. Based on industry standards that align with federal antitrust/safe harbor guidelines, benchmarks that receive less than five (5) total responses will not be included in our final report. 1 We recommend workweek adjustments for non-exempt (hourly) positions only 4.C.c Packet Pg. 58 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 35 For example, our first deliverable to you will be a set of detailed market data tables that show the matching job title and pay range information associated with each job title, similar to the example shown below. We will meet with you to review each job match and finalize the information before proceeding to the next steps. Our report will include summary tables, such as the tables shown below. Sample Exhibit 1 Detailed Market Data by Job Title Administrative Specialist Data Sources Matching Job Title Workweek Pay Range Minimum Pay Range Midpoint Pay Range Maximum Public Sector Employer #1 Administrative Officer II 40.00 $54,256 $61,792 $69,328 Employer #2 Executive Assistant 37.50 $40,168 $51,121 $62,075 Employer #3 Senior Administrative Assistant 40.00 $34,681 $43,986 $53,291 Employer #4 Specialist Administrative Support 40.00 $35,089 $46,785 $58,481 Etc. … … … … Client $38,242 $50,035 $61,828 Public Sector Market Average $38,377 $49,291 $60,205 Client as a % of Public Market Average 100% 102% 103% Private Sector ERI Salary Assessor Administrative Specialist - Level 3 40.00 $38,707 $45,892 $55,296 CompAnalyst Administrative Support III 40.00 $41,483 $51,736 $63,494 Towers Watson Administrative Services - U3 40.00 $41,098 $52,159 $64,032 Client $38,242 $50,035 $61,828 Private Sector Market Average $40,429 $49,929 $60,941 Client as a % of Private Sector Market Average 95% 100% 101% Client 38.75 $38,242 $50,035 $61,828 Overall Market Average $39,403 $49,610 $60,573 Client Market Ratio 97% 101% 102% Client Market Gap 3% -1% -2% Once you have reviewed and approved the job matches and detailed data tables, we will then prepare summary tables and charts that show the City’s market position in various forms, such as those shown below. 4.C.c Packet Pg. 59 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 36 Sample Exhibit 2 Base Pay Market Position by Sector Client Pay Ranges as a Percent of the Market Average Sector Pay Range Minimum Pay Range Midpoint Pay Range Maximum Public Sector 106% 101% 97% Private Sector 83% 80% 75% Overall 100% 95% 90% Sample Exhibit 3 Client Market Position by Data Source Client as a Percent of the Average Public Sector Peer Employer # of Job Matches Pay Range Minimum Pay Range Midpoint Pay Range Maximum Peer Organization Name 46 116% 108% 102% Peer Organization Name 57 124% 104% 93% Peer Organization Name 58 101% 95% 90% Peer Organization Name 59 113% 107% 103% Private Sector Data Source Data source 24 97% 98% 99% Data source 10 91% 82% 70% Data source 30 97% 98% 99% Data source 54 90% 89% 88% Overall 100% 95% 90% 4.C.c Packet Pg. 60 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 37 Sample Exhibit 4 Client Overall Market Position Client as a Percent of the Overall Market Average Job Family and Benchmark Title # of Job Matches Pay Range Minimum Pay Range Midpoint Pay Range Maximum Accounting/Finance/Business Account Clerk II 12 92% 88% 85% Payroll Coordinator 12 113% 103% 96% Senior Buyer 13 113% 110% 107% Senior Financial Analyst 12 102% 97% 93% Buildings and Facilities Maintenance Mechanic II 13 94% 91% 88% Building Operations Supervisor 13 114% 110% 106% Building Operations Manager 13 116% 109% 102% Engineering Senior Engineering Technician 11 102% 100% 98% Senior Civil Engineer 12 96% 91% 87% Human Resources Human Resources Analyst 10 95% 94% 92% Compensation Manager 5 91% 87% 82% Human Resources Director 5 99% 86% 79% Information Technology Applications Analyst Programmer 14 90% 95% 98% Senior Business Analyst 12 90% 97% 100% Senior Network Analyst 13 89% 93% 96% Principal Database Administrator 12 101% 100% 98% Information Technology Manager 15 97% 89% 83% Job Family XXX Benchmark Job Title XXX 11 101% 99% 97% Benchmark Job Title XXX 11 105% 99% 95% Job Family XXX Benchmark Job Title XXX 13 99% 92% 87% Benchmark Job Title XXX 14 86% 81% 77% Benchmark Job Title XXX 13 100% 96% 91% 4.C.c Packet Pg. 61 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 38 Employee Communication At this stage of the project, we can prepare a summary of the market study findings for you to share with senior leaders, department management, or the entire workforce. 5. Prepare a Report of Our Findings Once all data have been collected, reviewed, and analyzed, we will prepare a report detailing our methodology and findings. The report will include at least the following items: • An Executive Summary, briefly describing our key findings • A description of the study objectives and methodology • The City’s competitive market position for pay, applicable to each benchmark job title and job family • The prevailing policies regarding pay progression, supplemental pay, and other compensation- related practices collected in the survey • Appendices showing detailed information collected for the market study Our Expectations of the City for this Step Task/Step City’s Project Team Role 1. Develop Compensation Strategy and Market Study Methodology • Meet with Segal staff, provide direction on strategy and methodology 2. Identify Benchmark Jobs • Review and approve list of benchmarks 3. Identify Comparable Employers • Review and approve list of comparators 4. Collect and Analyze the Market Data • Review and approve survey document • Assist contacting survey recipients, if necessary • Complete survey on behalf of the City • Review draft market data and provide comments 5. Prepare and Deliver Report • Review draft report, provide feedback, and approve final report 4.C.c Packet Pg. 62 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 39 Step 5: Recommendations Development Based on the findings of the market study Segal will: • Determine an appropriate salary range within the existing salary structure • Prepare recommendations for compensation to maintain competitiveness, ensure equity and position the organization for future development • Provide additional rate proposals based on additional questions or assumptions discussed in those presentations • Provide recommendation(s) to City leadership for addressing financial impacts that may exceed budgetary parameters, i.e., a multi-year approach to market adjustments • Provide recommendations for conducting future salary studies internally based on best practices. This would include out of cycle classification/compensation reviews, communicating expectations regarding financial implications (i.e., minimize large budgetary impacts); appeals processes • Prepare a draft report for review and comment by City leadership and staff • Prepare materials and exhibits for the presentation to the City Council, leadership and employees • Prepare a final report for presentation to the City Council and City leadership and staff • Prepare written responses to additional questions posed by leadership, employees and/or the City Council as practicable and prepare additional information as requested • Conduct a presentation and be prepared to answer questions from City Council at a Council meeting where the proposed recommendations are discussed • Develop and present to staff recommendations and impact studies including the cost, if any, of implementing the proposed compensation policies with • Submit monthly invoices with a written summary of project progress For this step in the project, we propose the following tasks: 1. Recommend Placement of Each Job on the Salary Schedule (i.e., assign jobs to pay grades) 2. Develop Recommendations to current Pay Policies as appropriate 3. Determine Cost Impact 1. Recommend Pay Grade Assignments We will then recommend grade assignments for all jobs covered by the study. First, we will recommend grade assignments for benchmark jobs based on the market study findings. Typically, our goal is to identify the grade that is within 5% of the market average at the midpoint. Next, we will recommend grade assignments for non-benchmark jobs using the results of the classification analysis and Segal Evaluator™ approach developed in Step 2. Our recommendations will be based on job content similarities and differences that were identified in the classification structure and Segal Evaluator™ approach, such as minimum qualifications, scope of responsibilities, supervisory role, and other considerations. 4.C.c Packet Pg. 63 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 40 Last, we will review the grade assignments with the Project Team, highlighting situations that represent significant change from the current pay relationships. Once you have had an opportunity to review and internally vet the recommendations, we will finalize the grade assignments as part of our final recommendations. Our goal will be to ensure the new system 1) is market based, 2) considers the comparable worth based on job duties and competencies, and 3) is easily understood and used by managers and employees. 2. Develop Recommended Changes to Pay Policies as Appropriate We will also work with you to review current compensation policies and make any recommended changes that are appropriate for the City and consistent with market practices. These may include the following: • Salary administration and pay plan maintenance • Pay progression methods: to include sound practices to mitigate pay compression, promote equity, and recognize employee professional development • Pay progression policies: how employees progress from the minimum to the maximum of the pay range • Pay schedule adjustment policies: how and when adjustments are made to the pay schedule, and whether/how these adjustments affect employees’ individual pay • Pay supplements and additions to base pay: such as pay for special skills or competencies, shift differentials, on-call or call-back pay, etc. • Other related policies: such as promotional guarantees, reclassifications, etc. We will review the City’s current compensation policies and—after discussion with the Project Team regarding the advantages, disadvantages, and implications of each—will draft revised policy language that reflects our recommendations for changes. We will deliver our recommendations to you in Microsoft Word so that you can make any edits or changes based on your needs. 3. Determine Cost Impact We will estimate the annualized cost of implementing our recommendations, this will require determining rules for placing current employees within the new pay ranges. While the prior steps determined the grade assignment for each position, this step involves determining each employee’s salary within the assigned grade of the revised pay structure on the day of implementation. We will work with you to determine the placement criteria. These criteria could include factors such as: • Time the employee has been in the position • Time the employee has worked for the City • Current position in the salary range • Desired market position for individual salaries 4.C.c Packet Pg. 64 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 41 • Internal equity and pay compression considerations • Results of recent performance appraisals Based on the guidance of the Project Team regarding these criteria, we will identify each employee’s recommended salary within the applicable pay range and will then determine the first -year annual cost of implementing the new classification structure and pay schedule. Since we understand that successful implementation may depend heavily on the cost of implementation, our recommendations include two costing models for the City’s consideration. Depending on the needs of the City, each model may reflect the following variables: • Changes to the classification structure and its impact on individual employees • Other factors that may impact placement of employees into the new pay structure such as: – Pay compression – Changes in the design of the pay structure(s) (e.g., number of grades, range width of each grade as well as minimum and maximum values) – Timing of implementation Each model will be constructed to provide the City with the ability to conduct sensitivity analysis (changes to the variables) independent of Segal. Our Expectations of the City for this Step Task/Step City’s Project Team Role 1. Recommend Pay Grade Assignments • Provide information on current pay grade assignments • Be available for questions and discussion • Review and approve methodology and pay grade assignments 2. Develop Recommended Pay Policies • Provide information on current pay policies • Discuss potential options for policies with Segal team • Review and approve pay policy language 3. Determine Cost Impact • Provide employee census information • Provide information on fiscal ability and conditions • Discuss and approve implementation criteria • Review and approve cost model 4.C.c Packet Pg. 65 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 42 Step 6: Present Final Results to the City We anticipate presenting the final results to City Council, City leadership and staff. While it is difficult to anticipate at this time the exact nature of this presentation, our price proposal assumes we will develop and deliver one on-site presentation that will contain at least the following elements: • Background and reasons for the project • Objectives and goals of the project • Methodology used to conduct our analysis • Key findings and outcomes • Our recommendations, including potential implications of those recommendations We will draft the presentation for the Project Team’s review, and then will finalize the document based on your comments and input. We anticipate that a senior member of Segal’ Team will deliver the presentation, in conjunction with a senior member of the City’s Project Team. 4.C.c Packet Pg. 66 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 43 Quality Control Client satisfaction based on the delivery of high quality, client-focused consulting services is the backbone of our business. We place a premium value on our relationships with clients. Segal’s commitment to clients is evidenced by the loyalty of our clients, many of whom have maintained long- standing relationships with us spanning over 50 years. A client relationship manager (CRM) or Project Manager oversees the relationship for each client by monitoring workflow, introducing other advisors as needed, and periodically communicating progress to the client. The CRM also solicits client feedback and keeps the client updated on any issues that arise in the industry that may be of interest and have an impact on the client’s programs. Our approach to account management and client satisfaction is proactive—to understand client business issues and anticipate client needs, rather than react to them. General quality standards are maintained by the implementation of the following programs: • Mandatory peer review of reports and client correspondence. Project Manager complete these reviews. • Work product quality assurance. Reports, memoranda and letters on complex or technical matters are prepared by an experienced team member and reviewed by the senior consultant who is an expert in the area addressed by the material. This person ordinarily is one who has enough experience and judgment not only to grasp the substantive matter being discussed, but also to understand the nuances that might have unique application to a particular client’s circumstance or need. • Team consulting. Through the client service team, we make checks and balances for quality control an organic feature of the consulting process. Meetings and significant phone calls and other contacts with the client are documented in file memoranda that are shared with the team. In the course of keeping one another informed about client developments, the team members go through an automatic quality-review procedure. • Company-wide standards and training. Segal provides company-wide training programs that equip our staff to achieve consistency and quality in the delivery of services. • Relationship Management. Segal realizes that each project’s success depends on the team supporting the project. Therefore, we focus on involving the appropriate mix of technical and resource staff in each project to develop achievable solutions. We have consultants throughout our offices with the experience to support large and complex clients and projects. We will assign only the best professional staff available to serve your needs. Our corporate structure supports the use of the best technical professional for the job, wherever that person may be located. We have learned through experience that our clients look to the principal consultants to help provide historical and business perspective on changes being contemplated. Segal’s commitment is to involve our best technical specialists in each client project, while maintaining clear account management through seasoned professionals who are directly involved in the day-to-day human resources consulting work. 4.C.c Packet Pg. 67 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 44 Cost Proposal Segal is fully aware of the sensitivity of budget allocations for public sector employers. We believe that you will find our approach focused toward achieving the City’s objectives in the most cost-effective manner consistent with quality, accuracy, and timeliness. Project Step Fixed Fee Step 1: Project Initiation Assumes we will be on-site one (1) day to meet or meet via videoconference with the City’s Project Team and conduct stakeholder interviews, as well as time associated with learning about the City’s current compensation and classification structures, policies, and practices. Develop communication plan. $5,000 Step 2: Compensation Philosophy Assumes we develop a compensation philosophy for the City Included in Step 1 Step 3: Classification Analysis Assumes the following: • Develop one customized Job Description Questionnaire • Analyze 150 current job titles covering 250 employees • Conduct employee presentations via videoconference • Conduct up two (2) consecutive days of employee interviews • Develop a recommended classification structure (one draft, one final) • Recommend assignments of individual positions to job titles • Recommend FLSA exemption status of all titles • Apply Segal Evaluator™ job evaluation approach • Review and recommend revisions to existing job titles • Develop an appeals process $50,000 Step 4: Salary Market Assessment Assumes the following: • Develop a customized salary market survey document with up to 80 benchmark job titles, to be distributed to no more than 12 public sector peer employers, as well as the use of up to three (3) published data sources to represent the private sector market • One draft and one final report of the market study findings $40,000 Step 5: Recommendations Development Assumes the following: • Recommend grade assignments for all job titles covered by the study • Draft language for recommended compensation policies • Estimate the cost of implementing the recommended pay schedule, including recommendations regarding placement of each employee within the pay ranges, as well as one revised estimate based on Project Team’s review and revisions • Conduct two (2) progress check-in meetings and attend a meeting to review final report with City leadership and staff $20,000 4.C.c Packet Pg. 68 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 45 Project Step Fixed Fee Step 6: Present Final Results to the City Assumes we develop and deliver one presentation, either on-site or via video conference, to City Council, City leadership and staff $5,000 TOTAL FIXED FEE $120,000 The proposed fee includes charges for all professional, analytic, and administrative services, as well as all expenses associated with materials, supplies, overhead, and travel for all tasks outlined in this proposal except as otherwise noted. Our total fixed fee will be billed at the end of each month in 6 equal invoices for $120,000. Please note: if the information in the census file is inaccurate additional hourly fees may be charged for data correction and preparation. Travel expenses for meetings scheduled less than one week in advance will be charged additionally. If a scheduled meeting is cancelled by the client, any non-refundable travel expenses will be billed to the client at cost. Our proposed fee assumes only the services and on-site meetings described in the proposal. Should the City request additional services or additional on-site meetings, we would charge the hourly rates shown below, as well as for the time and expenses associated with travel. Staff Member Title/Role 2021 Hourly Rate Ruth Ann Eledge Vice President, Senior Consultant $400 Diana Sobczynski Associate Consultant $285 Rebecca Dayton Senior Associate $250 Francesco Bolzonella Associate $225 For your convenience, invoices can be paid by wire transfer. Please see the following information included below. By Wire Transfer JP MORGAN/CHASE BANK Acct Name: THE SEGAL COMPANY (WESTERNSTATES) INC. Acct Type: CHECKING Acct #: 1440-74105 ABA #: 021000021 Please reference client name and invoice. 4.C.c Packet Pg. 69 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 46 References Pierce County, WA 950 Fawcett Avenue, Suite 100 Tacoma, WA 98402 Ms. Kathie Lybecker Classification and Compensation Manager (253) 798-6153 kathie.lybecker@piercecountywa.gov • Conducted a classification and compensation study affecting approximately 2,243 employees covered by 459 job titles and represented employees in 24 unions. • Assessed the County’s existing classification system and recommended modifications to classification structure and reclassification methodology • Conducted a market study of selected represented and non- represented cash pay ranges using a selected number of benchmark jobs from across the County • Conducted a custom market study of employer-sponsored health care plans and retirement plans among public employers • Compared the County’s total compensation program (cash and benefit plans) with other public employers in the geographic areas from which the County also recruits • Provide subjected matter expertise for the design and implementation of a total compensation philosophy and strategy • Developed recommended compensation policies • Estimated the cost of implementing the recommended pay schedule and assisted with implementation • Market review of Attorney classifications • Dates of Services: 2018 -2019, 2021 City of Fort Worth, TX 1000 Throckmorton Street Ft. Worth, TX 76102 Mr. Howard Cates, CPM, SPHR, SHRM-SCP HR Manager of Compensation, Classification and Civil Service (817) 392- 7772 Howard.Cates@fortworthtexas.gov • Researched, developed and recommended compensation structures for the City’s general exempt and non-exempt job classifications utilizing market data provided by the City and proposed a job classification system to upgrade or replace the City’s current job classification system for their general employee classifications • Analyzed approximately 435 job titles covering approximately 3,745 employees • Analyzed market data provided by the City for 134 benchmark jobs from approximately 35 benchmark organizations using market data collected and provided by the City • Updated current pay schedules and design recommended salary schedules • Recommended compensation structures for the City’s exempt classifications • Developed options and approaches for long-term sustainability; facilitated discussions on successful approaches for system maintenance, including policy changes to guide future compensation approaches based on best practices • Prepared and delivered report; provided documentation on proposed changes and assist in the communication of these changes; defined the approach to be used in evaluating market changes; identified steps to recommend structure adjustments; provided options for movement through pay ranges; developed administrative guidelines for continued maintenance of the compensation system • Dates of Services: 2014 – 2018 4.C.c Packet Pg. 70 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 47 City of Houston, TX HR Financial and Accounting Management 611 Walker, 4th Floor Houston, TX 77002 Mr. Bob Johnson Division Manager, Compensation (832) 393-6083 bob.johnson@houstontx.gov • Reviewed and redesigned job classification system and structure for 14,000 employees • Developed a total compensation labor market survey and database for 109 benchmark municipal jobs in 19 job families and Uniformed Police and Fire jobs • Reviewed and redesigned point-factor job evaluation system • Reclassified all civilian job titles • Supported negotiations with police and fire fighter employee associations • Worked with joint labor-management committee to develop revised prevailing wage rates applicable to unionized skilled trade occupations • Conducted an Environmental Scan to collect information from four (4) key major cities regarding practices for supporting their workforce through the HR function including organizational structure and internal processes • Currently provide benefits consulting services related to health plan evaluations, prescription drug, dental program, health benefit claims auditing, and total compensation statements • Dates of Services: 1998 – 2020, Current Client City of San Marcos, CA 1 Civic Center Drive San Marcos, CA 92069 Ms. Michele Bender Director of Human Resources (760) 744-1050 mbender@san-marcos.net • Conducted classification and compensation study for all non- represented and represented classifications • Conducted a compensation market survey for 100 benchmark job titles • Developed market pay structures reflecting the City’s pay philosophy and cost implementation analysis • Developed position descriptions • Conducted job family classification reviews • Dates of Services: 2010, 2012, 2015 – 2017 • Contract amount: ~100,000 for multiple projects City of Charlotte, NC 700 East 4th Street Charlotte, NC 28202 Ms. Delane Huneycutt Compensation Manager dhunevcutt@charlottenc.gov (704) 336-5700 Airport Authority • Reviewed the organizational structure of the Aviation Department • Identified areas where the organizational structure is not comparable to similar airports and recommend changes • Conducted a review of individual positions within Aviation to determine if general City job classifications are appropriate for Aviation Department functions • Reviewed the job classification families to determine if a separate pay plan for Aviation specific positions is warranted, and, if so, what that pay plan would look like • Conducted a compensation and benefits study comparing base- pay salaries and benefits package against comparable airports • Benchmarked the City’s pay system against comparable airports • Dates of Service: 2013, 2020 Information Technology Division • Comprehensive Classification Study for over 200 employees in approximately 80 Information Technology-related classifications • FLSA reviews and employee allocations to proposed job classification system • Dates of Services: 2011 – 2012, 2021 4.C.c Packet Pg. 71 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 48 Treatment Plant • Conducted a comprehensive analysis of and recommendation for approximately, one hundred and fifty-two (152) Treatment Plant employee positions composed of twenty (20) job titles • Provided revised job descriptions, reporting hierarchy, and comparison to job descriptions in major salary surveys to aid in benchmarking the City’s jobs • Dates of Services: 2013 Benchmark Analysis • Provided a benchmarking analysis comparing the City’s benefits (medical, prescription drug, dental, employer-paid basic life insurance, and short-term disability (STD) to 22 peer comparators • Determined the actuarial value (AV) for each of the City's five (5) medical options and two (2) dental options • Determined the AV of medical and dental plans offered by each comparator (58 med/RX plans and 44 dental plans) • Dates of Services: 2019 Santa Barbara County, CA 1226 Anacapa Street Santa Barbara, CA 93101 Ms. Lori Gentles Chief People Officer - HR of City of Santa Monica Previous HR Director for Santa Barbara County (310) 458.8246 lori.gentles@smgov.net • Analyzed the County’s jobs and conducted employee interviews to develop a classification structure and recommend positions to classifications • Conducted a compensation study for management positions covering approximately 280 staff in 15 broad leadership classifications • Dates of Services: 2016, 2018 State of Oregon Lottery 500 Airport Road SE Salem, OR 97309 Ms. Kristy Komes Human Resources Manager (503) 540-1321 kristy.komes@state.or.us • Conducted classification and compensation study for approximately 435 employees covered by 176 job titles • Developed and distributed a customized Job Description Questionnaire to collect employee information • Developed and documented a recommended job classification structure and placed employees within that structure • Designed and applied job evaluation (Segal Evaluator™) method to promote internal equity • Developed a compensation philosophy • Developed a customized salary market survey document with up to 100 benchmark job titles and distributed to ten (10) public sector peer employers, as well as the use of published sources to represent the private sector • Developed recommendations for updated salary schedules and recommendations for pay grade assignments for each position • Analyzed pay compression and pay equity and provided recommendations for policy changes • Developed recommendations for compensation policies consistent with market practices • Estimated the cost of implementing the recommended pay schedule, including recommendations regarding placement of each employee within the pay ranges 4.C.c Packet Pg. 72 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 49 • Provided assistance with implementation • Dates of Services: 2018 - 2019 4.C.c Packet Pg. 73 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 50 Samples of Work Products The following reports, available online, provide specific examples of how our organization’s expertise and recommendations have benefited a public agency: Client Link to Study Documents State of Alaska http://doa.alaska.gov/dop/fileadmin/directorsoffice/pdf/segalfinalreport.pdf State of Colorado https://www.colorado.gov/pacific/sites/default/files/DPA%20Annual%20Compensation%20S urvey%20Report%20FY2014-15_0.pdf State of Delaware https://dhr.delaware.gov/personnel/reports/2018-total-compensation-study.pdf State of Maine http://mseaseiu.org/forms/201120MarketStudyReport.pdf?emci=7daae40a-196b-eb11-9889- 00155d43c992&emdi=28b84219-e76b-eb11-9889-00155d43c992&ceid=15016323 State of Rhode Island http://www.local2881.org/docs/Segal%20Report%20to%20State%20of%20RI%2001-26- 13.pdf State of Washington https://ofm.wa.gov/state-human-resources/compensation-job-classes/compensation- administration/state-salary-survey Bloomfield Township, MI https://www.bloomfieldtwp.org/Government/Compensation-Study/Segal-Final-Presentation- to-Board-7-13-20.aspx City of Phoenix, AZ https://www.phoenix.gov/itssite/Documents/070008.pdf City of San Antonio, TX https://therivardreport.com/wp-content/uploads/2019/03/City-of-San-Antonio-TX-2018- Compensation-Report-FINAL.pdf City of San Diego Police Department, CA http://www.sandiego.gov/mayor/pdf/sdpd_reppositions11614.pdf City of Sioux Falls, SD https://www.siouxfalls.org/-/media/Documents/hr/2018-comp-benefits.ashx Macomb County, MI https://hrlr.macombgov.org/sites/default/files/content/government/hrlr/On- site%20Final%20Report%20Presentation_Feb%2014.pdf?webdesign=adaptive Pierce County, WA https://www.piercecountywa.gov/DocumentCenter/View/83114/Pierce-County---Total- Compensation-Study-Report Southern California Regional Rail Authority http://metrolink.granicus.com/AgendaViewer.php?view_id=3&clip_id=404 4.C.c Packet Pg. 74 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 51 Segal’s Compensation and Career Strategies Client List States, Agencies, Retirement Systems State of Alabama State of Alaska State of Arizona Central Arizona Fire and Medical Authority State of Colorado Division of Human Resources Office of the State Auditor District of Columbia State of Delaware State of Georgia: Department of Audits & Accts Merit System State of Illinois: Board of Education Teachers’ Retirement System Universities Retirement System State of Iowa State of Maryland: Department of Budget & Management Department of Mental Health Commonwealth of Massachusetts: Bay Transportation Authority Department of Transportation School Building Authority State Lottery Treasurer & Receiver Teachers’ Retirement System State of Maine State of Minnesota Public Safety Commission State of New Hampshire (DAS) State of North Carolina Education Lottery State of Ohio Public Employees Ret. System State of Oregon: Department of Administrative Services Legislative Assembly Lottery State of Rhode Island State of Texas Employees Retirement Syst. 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(TX) Central New York Regional Transp Authority Central Ohio Transit Authority (OH) C-TRAN (WA) Columbus Regional Airport Authority (OH) Denton County Transportation Authority (TX) Des Moines Area Regional Transit (IA) Fort Wayne-Allen County Airport Authority (IN) Golden Gate Bridge and Highway Transportation District (CA) Harris County Transportation Authority (TX) Hillsborough Area Regional Transit (FL) Indianapolis Public Transportation (IN) Jackson Square Aviation (CA) Jacksonville Aviation Authority (FL) Jacksonville Transportation Authority (FL) Kansas City Area Transit Authority (MO) Kenton County Airport Board (KY) Lehigh Northampton Airport Authority (PA) Lincoln Airport Authority (NE) Maryland Transit Administration Metro St. Louis (MO) Metropolitan Atlanta Rapid Transit Authority (GA) Metropolitan Knoxville Airport Authority (TN) Metropolitan Nashville Airport Auth. (TN) Milwaukee County Transportation Auth. 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Water & Sewer Authority Easton Utilities Commission (MD) Florida Municipal Power Agency Fairfax Water (VA) Great Lakes Water Authority (MI) Greenville Electric Utility System (TX) Greenville Utilities Commission (NC) Guadalupe-Blanco River Authority (TX) Kerrville Public Utilities Board (TX) Loudoun Water (VA) Metropolitan District Commission (CT) Narragansett Bay Commission (RI) Navajo Tribal Utility Authority (AZ) New Braunfels Utilities (TX) Orange County Public Utilities (FL) Platte River Power Authority (CO) Prince William County Service Authority (VA) Qualus Power Services (OH) Raleigh Public Utilities District (NC) Texas Municipal Power Authority Toho Water Authority (FL) Trophy Club Municipal Utility District (TX) Upper Occoquan Service Authority (VA) Water Replenishment District of Southern CA West County Wastewater District (CA) Other Clients Accreditation Council for Graduate Medical Education ACGME Baltimore County Public Library (MD) Bexar County Juvenile Probation Department CareerSource of Palm Beach County (FL) Cecil County Public Library (MD) Center for Health Care Services of Bexar County (TX) Centralina Regional Council (NC) Cincinnati and Hamilton County Public Library (OH) Clearview Library District (CO) Columbus Metropolitan Library (OH) Commercial Metals Company (TX) Community Behavioral Health (PA) Cuyahoga Library District (OH) Detroit Land Bank (MI) Greater Vallejo Recreation District (CA) International City/County Management Association (ICMA) King County Housing Authority (WA) Local Government Information Systems (LOGIS) Maryland Fire and Rescue Institute Maryland State Library Melwood Horticultural Training Center Inc. (MD) Minnehaha County Deputies Association (SD) Northern California UFCW Northern Virginia Regional Park Authority Oakland Community Health Network (MI) Orleans Parish Sheriff's Office (LA) San Antonio Housing Authority (TX) San Joaquin Council of Governments (CA) Santa Barbara County Association of Govts (CA) Santa Monica Libraries (CA) Southeast Michigan Council of Governments (MI) Public School Districts ABC Unified School District (CA) Adams 12 Five Star School District (CO) Alexandria City Public Schools (VA) Arlington Public Schools (VA) Boulder Valley School District (CO) Chesterfield County Public Schools (VA) Denver Public Schools (CO) East Baton Rouge Parish School System (LA) Fairfax County Public Schools (VA) Frederick County Public Schools (MD) Lafayette Parish School System (LA) Loudoun County Public Schools (VA) Norfolk Public Schools (VA) Prince George’s Co Public Schools (MD) Prince William Co Public Schools (VA) Spokane Public Schools (WA) Springfield Public Schools (MA) Stafford County Public Schools (VA) Virginia Beach City Public Schools (VA) Public Sector Higher Education Bunker Hill Community College (MA) Butler Community College (KS) Central Piedmont Community College (NC) Central New Mexico Community College College of the Mainland (TX) Collin County Community College (TX) Colorado Community College System Community College of Philadelphia (PA) Community College System of New Hampshire Delaware County Community College (PA) George Mason University (VA) Grand Rapids Community College (MI) James Madison University (VA) Juniata College (PA) Maricopa County Community College (AZ) Milwaukee Area Technical College (WI) Morehead State University (KY) Montgomery College (MD) Mott Community College (MI) Northern Virginia Community College Northern Wyoming Community College Palomar College (CA) Parkland College (IL) Portland Community College (OR) Radford University (VA) Texas A&M University Libraries Thomas Edison State College (NJ) University of Connecticut University of the District of Columbia Virginia Community College System Yavapai Community College (AZ) 4.C.c Packet Pg. 76 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented 7733886v25/97909.902 53 Insurance Information Segal maintains insurance coverage that meets the minimum insurance requirements as described in Exhibit C. We will be glad to provide appropriate certificates of insurance to the procurement officer as requested by contract. Insurance Type Carrier Amount Professional Liability (Errors & Omissions) Greenwich Insurance Company and Everest National Insurance Company $20,000,000* General Liability Federal Insurance Company $2,000,000 Automobile Federal Insurance Company $1,000,000 Workers’ Compensation Pacific Indemnity Company Statutory Amount Employer’s Liability Pacific Indemnity Company $500,000/ $500,000/ $500,000 Crime Liability Zurich Insurance Co. $5,000,000 Cyber Liability AIG, Liberty, Chubb, CNA, XL Catlin $25,000,000** Excess Liability (excludes Professional Liability) Federal Insurance Company $20,000,000 *Professional Liability Insurance: in two layers $12.5M by Greenwich Insurance followed by $7.5M by Everest National Insurance Company **Cyber Liability Insurance: Aggregate Limit -$25,000,000, Primary Limit $3,000,000 (AIG), First Excess Layer $2,000,000 (Liberty), Second Excess Layer $5,000,000 (Chubb), Third Excess Layer $10,000,000 (CNA), Fourth Excess Layer $5,000,000 (XL Catlin), 4.C.c Packet Pg. 77 Attachment: RFP Response_Proposal to City of Kent WA RFP 21HR-001 Classification and Compensation Study for Non-Represented RFP – Non-represented Employees Classification/Compensation Study Page 8 4.C.d Packet Pg. 78 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation RFP – Non-represented Employees Classification/Compensation Study Page 9 If submitting a proposal by email, emailed proposals must be in MS Word or PDF format. They must include “Classification & Compensation Study – RFP” in the subject line and be sent to the following email address: HumanResources@kentwa.gov Hand-Delivery: Hand-delivered proposals shall be delivered to: City of Kent City Clerk’s Office, City Hall Building 220 Fourth Avenue South Kent, WA 98032 Proposal Questions: Proposers should submit any questions regarding the RFP via e-mail directly to Human Resources at HumanResources@kentwa.gov. The cut off for all questions is December 20, 2021, at 4:00 p.m. VII. General RFP Provisions Revisions to RFP through Addenda. In the event it becomes necessary to revise any part of this RFP, addenda shall be created and distributed to all known potential Proposers providing an accurate e-mail address. City staff are prohibited from speaking with Proposers about the project during the solicitation. Please direct all questions to the Teri Smith, Human Resources Director. Costs to Propose. The City is not liable for any cost incurred by a Proposer in responding to this RFP or during the RFP review process. COVID-19 Pandemic. All proposals must be submitted with the current COVID-19 pandemic in mind and include the costs the successful Proposer, as the selected consultant, will incur in timely performing the work while complying with all federal, state, and local job site requirements, including social distancing, sanitation measures, and required personal protective equipment. Once a contract is executed, the successful Proposer will not be excused for delay, and no change order will be issued for increased costs or additional time, due to the Proposer’s requirement to meet COVID-19 mitigation measures established by any federal or state agency or official and required as of the date of RFP opening. Should a federal or state agency or official impose subsequent mitigation measures that are not reasonably foreseeable, the City will agree to negotiate in good faith the impact those measures have on the ultimate contract work. Most Favorable Terms. The City reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms that the Proposer can propose. There will be no best and final offer procedure. The City does reserve the right to contact a Proposer for clarification of its proposal during the evaluation process. In addition, if the Proposer is selected as the apparent successful Proposer, the City reserves the right to enter into contract negotiations with the apparent successful Proposer, which may include discussion regarding the terms of the proposal. Contract negotiations may result in incorporation of some or all of the Proposer’s proposal submission. The Proposer should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. It is also understood that the proposal will become part of the official procurement file. Acceptance Period. Proposals must provide 60 days for acceptance by the City from the due date for receipt of proposals. Rejection of Proposals and Waiver of Informalities. The City reserves the right at its sole discretion to reject any or all proposals that the City receives without penalty, and to waive irregularities and informalities with respect to any proposal. Contract and General Terms and Conditions. The apparent successful Proposer will be expected to enter into a contract that is substantially the same as the sample contract and its specific and general terms and conditions attached as Exhibit B. In no event is a Proposer to submit its own standard contract terms and 4.C.d Packet Pg. 79 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation RFP – Non-represented Employees Classification/Compensation Study Page 10 conditions in response to this solicitation. A Proposer may submit exceptions as allowed in the Certifications and Assurances section, Exhibit A to this solicitation. The City will review requested exceptions and accept or reject the same at its sole discretion. No Obligation to Contract. This RFP does not obligate the City to contract for services specified herein. Participation in this RFP and /or submission of a proposal does not confer any legal right or entitlement to Proposers, nor create any obligation thereto on the part of the City. Commitment of Funds. The Mayor or the Mayor’s delegate are the only individuals who may legally commit the City to the expenditure of funds for a contract resulting from this RFP. No cost chargeable to the proposed contract may be incurred before receipt of a fully executed contract. Insurance Coverage. The selected Proposer(s) shall, at its own expense, obtain and keep in force insurance coverage that shall be maintained in full force and effect during the term of the contract in the types and amounts required by Exhibit C. At the time any contract is executed, the selected Proposer(s) shall furnish evidence of such coverage, in the form of a Certificate of Insurance and an additional insured endorsement. Equal Opportunity Employer. The City is an Equal Opportunity Employer and does not discriminate against individuals or firms because of their race, color, creed, marital status, religion, age, sex, national origin, sexual orientation, or the presence of any mental, physical or sensory handicap in an otherwise qualified handicapped person. Compliance with Applicable Laws. In addition to these nondiscrimination compliance requirements, the vendor ultimately awarded a contract shall comply with federal, state and local laws, statutes, regulations and ordinances relative to the execution of the services. This requirement includes, but is not limited to, protection of public and employee safety and health; disabilities; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects; and social distancing, personal protective equipment, and sanitation requirements in response to the current COVID- 19 pandemic. Public Records. All submitted proposals and evaluation materials become public information and may be reviewed by anyone requesting to do so at the conclusion of the evaluation, negotiation, and award process. This process is concluded when a signed contract is completed between the City and the selected Proposer. Temporary Waiver of Right to Submit Public Records Request. By electing to participate in this RFP process, the Proposer agrees not to make a public records request for any documents or information submitted by any other Proposer who responds to this RFP, and to the extent allowed by law, waives its right to make such a request until contract execution is complete. Conditional Proposal Invalid. A response from a Proposer that indicates that any of the information requested by the City in this RFP will be provided only if the Proposer is selected as the apparently successful Proposer is not acceptable, and, at the City’s sole discretion, such response may disqualify the proposal from consideration. VIII. Exhibits Exhibit A – Certifications and Assurances Exhibit B – Sample Consultant Services Contract Exhibit C – Insurance Requirements 4.C.d Packet Pg. 80 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation EXHIBIT A – Certifications and Assurances RFP – Non-represented Employees Classification/Compensation Study Page 10 Exhibit A To the RFP for Non-represented Employees Classification/Compensation Study CERTIFICATIONS AND ASSURANCES I/we make the following certifications and assurances as a required element of the proposal to which it is attached, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award or continuation of the related contract(s): 1. I/we declare that all answers and statements made in the proposal are true and correct. 2. The prices and/or costs data have been determined independently, without consultation, communication, or agreement with others for the purpose of restricting competition. However, I/we may freely join with other persons or organizations for the purpose of presenting a single proposal. 3. The attached proposal is a firm offer for a period of 60 days following the due date for receipt of proposals, and it may be accepted by the City of Kent, Washington without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the 60-day period. 4. In preparing this proposal, I/we have not been assisted by any current or former employee of the City of Kent whose duties relate (or did relate) to this proposal or prospective contract, and who was assisting in other than his or her official, public capacity. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.) 5. I/we understand that the City of Kent will not reimburse me/us for any costs incurred in the preparation of this proposal. All proposals become the property of the City of Kent, and I/we claim no proprietary right to the ideas, writings, items, or samples, unless so stated in this proposal. 6. Unless otherwise required by law, the prices and/or cost data which have been submitted have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by him/her prior to opening, directly or indirectly, to any other Proposer or to any competitor. 7. I/we agree that submission of the attached proposal constitutes acceptance of the solicitation contents and the attached sample contract and general terms and conditions. If there are any exceptions to these terms, I/we have described those exceptions in detail on a page attached to this document. 8. No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition. 9. I/we grant the City of Kent the right to contact references and others, who may have pertinent information regarding the Proposer's prior experience and ability to perform the services contemplated in this procurement. Signature of Proposer Title Date 4.C.d Packet Pg. 81 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation EXHIBIT B – Sample Consultant Services Agreement RFP – Non-represented Employees Classification/Compensation Study Page 11 Exhibit B Sample Consultant Services Agreement between the City of Kent and The Segal Group, Inc. THIS AGREEMENT is made between the City of Kent, a Washington municipal corporation (hereinafter the "City"), and The Segal Group, Inc. organized under the laws of the State of Delaware, located and doing business at [Insert Consultant's Address and Phone Number] (hereinafter the "Consultant"). I. DESCRIPTION OF WORK. The Consultant shall perform the following services for the City in accordance with the following described plans and/or specifications: The Consultant further represents that any 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 Consultant shall complete the work described in Section I [Type either "within" or "by" depending on deadline in next form field] [Insert either a date specific or enter # of days, weeks, months, years, etc.]. III. COMPENSATION. A. The City shall pay the Consultant, based on time and materials, an amount not to exceed [Insert maximum dollar amount to be paid for services. You may type out the dollar amount and place the numerical dollar amount in parentheses or you may just enter the numerical dollar amount, plus applicable Washington State sales tax,], for the services described in this Agreement. This 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 in Exhibit [Insert the Exhibit # that lists the rate to be charged]. B. The Consultant shall submit [Enter monthly or 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 [Insert Detailed Description of Work Consultant will be Performing] 4.C.d Packet Pg. 82 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation EXHIBIT B – Sample Consultant Services Agreement RFP – Non-represented Employees Classification/Compensation Study Page 12 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. C. Card Payment Program. The Consultant may elect to participate in automated credit card payments provided for by the City and its financial institution. This Program is provided as an alternative to payment by check and is available for the convenience of the Consultant. If the Consultant voluntarily participates in this Program, the Consultant will be solely responsible for any fees imposed by financial institutions or credit card companies. The Consultant shall not charge those fees back to the City. IV. INDEPENDENT CONTRACTOR. The parties intend that an Independent Contractor- 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 the 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 the 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 the 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 the Consultant’s records or data is not related to this project, it shall be without liability or legal exposure to the Consultant. VI. FORCE MAJEURE. Neither party shall be liable to the other for breach due to delay or failure in performance resulting from acts of God, acts of war or of the public enemy, riots, pandemic, fire, flood, or other natural disaster or acts of government (“force majeure event”). Performance that is prevented or delayed due to a force majeure event shall not result in liability to the delayed party. Both parties represent to the other that at the time of signing this Agreement, they are able to perform as required and their performance will not be prevented, hindered, or delayed by the current COVID-19 pandemic, any existing state or national declarations of emergency, or any current social distancing restrictions or personal protective equipment requirements that may be required under federal, state, or local law in response to the current pandemic. If any future performance is prevented or delayed by a force majeure event, the party whose performance is prevented or delayed shall promptly notify the other party of the existence and nature of 4.C.d Packet Pg. 83 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation EXHIBIT B – Sample Consultant Services Agreement RFP – Non-represented Employees Classification/Compensation Study Page 13 the force majeure event causing the prevention or delay in performance. Any excuse from liability shall be effective only to the extent and duration of the force majeure event causing the prevention or delay in performance and, provided, that the party prevented or delayed has not caused such event to occur and continues to use diligent, good faith efforts to avoid the effects of such event and to perform the obligation. Notwithstanding other provisions of this section, the Consultant shall not be entitled to, and the City shall not be liable for, the payment of any part of the contract price during a force majeure event, or any costs, losses, expenses, damages, or delay costs incurred by the Consultant due to a force majeure event. Performance that is more costly due to a force majeure event is not included within the scope of this Force Majeure provision. If a force majeure event occurs, the City may direct the Consultant to restart any work or performance that may have ceased, to change the work, or to take other action to secure the work or the project site during the force majeure event. The cost to restart, change, or secure the work or project site arising from a direction by the City under this clause will be dealt with as a change order, except to the extent that the loss or damage has been caused or exacerbated by the failure of the Consultant to fulfill its obligations under this Agreement. Except as expressly contemplated by this section, all other costs will be borne by the Consultant. VII. 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. The 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. VIII. INDEMNIFICATION. The 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. The City's inspection or acceptance of any of the 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 duty to defend, indemnify, and hold the City harmless, and the Consultant’s liability accruing from that obligation 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 the 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 the 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. 4.C.d Packet Pg. 84 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation EXHIBIT B – Sample Consultant Services Agreement RFP – Non-represented Employees Classification/Compensation Study Page 14 IX. INSURANCE. The Consultant shall procure and maintain for the duration of the Agreement, insurance of the types and in the amounts described in Exhibit C [Insert Exhibit #] attached and incorporated by this reference. X. EXCHANGE OF INFORMATION. The City will provide its best efforts to provide reasonable accuracy of any information supplied by it to the Consultant for the purpose of completion of the work under this Agreement. XI. 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. The Consultant shall make such data, documents, and files available to the City upon the City’s request. The Consultant acknowledges that the City is a public agency subject to the Public Records Act codified in Chapter 42.56 of the Revised Code of Washington. As such, the Consultant agrees to cooperate fully with the City in satisfying the City’s duties and obligations under the Public Records Act. The City’s use or reuse of any of the documents, data, and files created by the Consultant for this project by anyone other than the Consultant on any other project shall be without liability or legal exposure to the Consultant. XII. CITY'S RIGHT OF INSPECTION. Even though the 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. XIII. WORK PERFORMED AT CONSULTANT'S RISK. The 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 the Consultant's own risk, and the 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. XIV. 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 VIII 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. 4.C.d Packet Pg. 85 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation EXHIBIT B – Sample Consultant Services Agreement RFP – Non-represented Employees Classification/Compensation Study Page 15 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 the 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 the Consultant's business, equipment, and personnel engaged in operations covered by this Agreement or accruing out of the performance of those operations. I. Public Records Act. The Consultant acknowledges that the City is a public agency subject to the Public Records Act codified in Chapter 42.56 of the Revised Code of Washington and documents, notes, emails, and other records prepared or gathered by the Consultant in its performance of this Agreement may be subject to public review and disclosure, even if those records are not produced to or possessed by the City of Kent. As such, the Consultant agrees to cooperate fully with the City in satisfying the City’s duties and obligations under the Public Records Act. J. City Business License Required. Prior to commencing the tasks described in Section I, Contractor agrees to provide proof of a current city of Kent business license pursuant to Chapter 5.01 of the Kent City Code. K. Counterparts and Signatures by Fax or Email. 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. Further, upon executing this Agreement, either party may deliver the signature page to the other by fax or email and that signature shall have the same force and effect as if the Agreement bearing the original signature was received in person. / / / / / / / / / / / / 4.C.d Packet Pg. 86 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation EXHIBIT B – Sample Consultant Services Agreement RFP – Non-represented Employees Classification/Compensation Study Page 16 IN WITNESS, the parties below execute this Agreement, which shall become effective on the last date entered below. All acts consistent with the authority of this Agreement and prior to its effective date are ratified and affirmed, and the terms of the Agreement shall be deemed to have applied. CONSULTANT: By: (signature) Print Name: Its: (title) DATE: CITY OF KENT: By: (signature) Print Name: Dana Ralph Its: Mayor DATE: NOTICES TO BE SENT TO: CONSULTANT: The Segal Group, Inc. Attn: 333 West 34th Street New York, NY 10001 [Insert Telephone Number] (telephone) Email: Legal_Notice@segalco.com NOTICES TO BE SENT TO: CITY OF KENT: [Insert Name of City Rep. to Receive Notice] City of Kent 220 Fourth Avenue South Kent, WA 98032 (253) [Insert Phone Number] (telephone) (253) [Insert Fax Number] (facsimile) APPROVED AS TO FORM: Kent Law Department ATTEST: Kent City Clerk 4.C.d Packet Pg. 87 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation EXHIBIT B – Sample Consultant Services Agreement RFP – Non-represented Employees Classification/Compensation Study Page 17 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 Contractor, that the Prime Contractor complied with the requirements as set forth above. By signing below, I agree to fulfill the five requirements referenced above. By: For: Title: Date: 4.C.d Packet Pg. 88 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation EXHIBIT B – Sample Consultant Services Agreement RFP – Non-represented Employees Classification/Compensation Study Page 18 CITY OF KENT ADMINISTRATIVE POLICY NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998 SUBJECT: MINORITY AND WOMEN SUPERSEDES: April 1, 1996 CONTRACTORS APPROVED BY Jim White, Mayor POLICY: 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. 4.C.d Packet Pg. 89 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation EXHIBIT B – Sample Consultant Services Agreement RFP – Non-represented Employees Classification/Compensation Study Page 19 CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT This form shall be filled out AFTER COMPLETION of this project by the Contractor 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 that was entered into on the (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. By: For: Title: Date: 4.C.d Packet Pg. 90 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation EXHIBIT C – Insurance Requirements for Consultant Services Agreement RFP – Non-represented Employees Classification/Compensation Study Page 20 EXHIBIT C INSURANCE REQUIREMENTS FOR CONSULTANT SERVICES AGREEMENTS Insurance The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, their agents, representatives, employees or subcontractors. Minimum Scope of Insurance Consultant shall obtain insurance of the types described below: 1. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall, if applicable, cover liability arising from premises, operations, independent contractors, products- completed operations, personal injury and advertising injury, and liability assumed under an insured contractThe City shall be named as an additional insured under the Consultant’s Commercial General Liability insurance policy with respect to the work performed for the City using ISO additional insured endorsement CG 20 10 11 85 or a substitute endorsement providing equivalent coverage. 2. . Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: 1. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. Coverage may be in the form of an underlying GL policy combined with an Umbrella/Excess policy in order to meet the limits required. 2. Cyber Liability insurance shall be written with limits no less than $2,000,000 per occurrence and $2,000,000 aggregate. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability and Commercial General Liability insurance: 1. The Consultant’s insurance coverage shall be primary insurance as respect the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant’s insurance and shall not contribute with it. 2. The Consultant’s insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. 3. The City of Kent shall be named as an additional insured on all policies (except Professional Liability) as respects work performed by or on behalf of the Consultant and a copy of the endorsement naming 4.C.d Packet Pg. 91 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation EXHIBIT C – Insurance Requirements for Consultant Services Agreement RFP – Non-represented Employees Classification/Compensation Study Page 21 the City as additional insured shall be attached to the Certificate of Insurance. . The Consultant’s Commercial General Liability insurance shall also contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer’s liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. E. Verification of Coverage Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. F. Subcontractors Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the same insurance requirements as stated herein for the Consultant. 4.C.d Packet Pg. 92 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation EXHIBIT D – Scope of Services RFP – Non-represented Employees Classification/Compensation Study Page 22 EXHIBIT D SCOPE OF SERVICES Note: This scope is not final until a consultant is selected and negotiations are completed. 1. Project Management/Consultation Coordination a. The Consultant shall coordinate with the City's project manager throughout the project. b. The Consultant shall develop a mutually agreeable project management plan that clearly describes all phases of the project with schedules, milestones, responsibilities, constraints, and deliverables. c. The Consultant shall prepare and implement a communication program that ensures full communication to leadership and employees throughout the project and provides opportunities for meaningful engagement without unduly prolonging the process. d. The Consultant shall submit monthly invoices with a written summary of project progress. 2. Classification and Compensation Analysis a. Identify and evaluate appropriate options for the City: i. Conduct a job audit of all positions, including a general task analysis by department, which shall include interviews with department directors/managers and other key personnel to determine the organizational structure and essential functions of each position. ii. Review and recommend revisions to existing job descriptions for City staff to update, as needed. Identifying Fair Labor Standards Act designation for each job classification shall be included in this review. Identify updates to wording in job descriptions to be consistent with Diversity, Equity and Inclusion (DEI) standards. iii. Evaluate jobs by developing, then reviewing, a job-ranking structure; verify ranking by analyzing pertinent market data concerning the ranking; compare the initial ranking with that of the market's hierarchy and adjust as determined; prepare a matrix with an organizational review on the basis of required tasks and future forecasts; develop a matrix of jobs crossing lines and departments; compare the matrix with the City structure. iv. Determine recommended comparable cities and present to City staff for discussion. v. Determine recommended compensation philosophy and present to City staff for discussion. vi. Determine an appropriate salary range within the existing salary structure. vii. Develop and present to staff recommendations and impact studies including the cost, if any, of implementing the proposed compensation policies with 4.C.d Packet Pg. 93 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation EXHIBIT D – Scope of Services RFP – Non-represented Employees Classification/Compensation Study Page 23 current employees, and the future impact of recommended changes. viii. Schedule and attend meetings with City staff and attend agreed upon City Council meetings for updates as necessary. 3. Meetings a. The Consultant shall lead a kick-off meeting with City staff. b. The Consultant shall meet with City staff to discuss and identify information that is relevant to the analysis. c. The Consultant shall meet with City leadership and employees as needed to coordinate progress and review draft findings. At a minimum, there shall be an initial kick-off session and two additional progress check-ins. These progress updates may be conducted virtually (i.e. via Teams platform). d. The Consultant shall attend a meeting to review the final report with City leadership and staff. e. The Consultant shall attend a City Council meeting to present on the findings of the study. 4. Deliverables a. The Consultant shall prepare a draft report for review and comment by City leadership and staff. b. The Consultant shall prepare a final report for presentation to the City Council and City leadership and staff. c. The Consultant shall provide recommendation(s) to City leadership for addressing financial impacts that may exceed budgetary parameters, i.e. a multi-year approach to market adjustments. d. The Consultant shall provide recommendation(s) to revise job descriptions, as needed. e. The Consultant shall be responsible for preparing the materials and exhibits for the presentation to the City Council, leadership and employees. f. The Consultant shall also prepare written responses to additional questions posed by leadership, employees and/or the City Council as practicable and prepare additional information as requested. 5. Public Meetings a. The Consultant shall make a presentation and be prepared to answer questions from City Council at a Council meeting where the proposed recommendations are discussed. b. The Consultant may then be asked to provide additional rate proposals based on additional questions or assumptions discussed in those presentations. 4.C.d Packet Pg. 94 Attachment: RFP Response_Segal Exhibit A Certifications and Assurances for City of Kent WA RFP 21HR-001 Classification and Compensation OFFICE OF THE MAYOR Mayor Dana Ralph 220 Fourth Avenue South Kent, WA 98032 253-856-5710 DATE: June 7, 2022 TO: Operations and Public Safety Committee SUBJECT: Ordinance Amending Kent City Code 2.34 – “Municipal Court” Salaries of Judicial Positions - Adopt MOTION: I move to adopt Ordinance No. 4430 that amends Chapter 2.34 of the Kent City Code, entitled “Municipal Court,” to increase the salaries for judges, judges pro tem, and court commissioners to match those paid to district court judges. SUMMARY: RCW 3.50.080 requires that the salaries of municipal court judges be set by ordinance and that all costs of operating a municipal court be paid from funds of the City. Through Kent City Code § 2.34.050, the City Council previously established the salaries of municipal court judges at 95% of the salary paid to district court judges. Currently, district court judges are paid a salary of $190,120 per year. The 95% rate paid to Kent’s municipal court judges in accordance with KCC 2.34.040 is $180,614, a $9,506 difference. The Washington Citizens’ Commission on Salaries for Elected Officials has established a salary schedule that increases the salary paid to district court judges to $193,447, effective July 1, 2022, an increase of $3,327 per year. The Kent Municipal Court’s Administrator, in conjunction with the Mayor’s Office, has requested that the City consider increasing the salary for Kent’s municipal court judges to match the salary paid to district court judges, including the salary increase that takes effect July 1, 2022, and to increase the hourly rate paid to judges pro tem and court commissioners from $60 an hour, to $70 an hour. Presented to Council tonight is a proposed ordinance that would amend KCC 2.34.050 and KCC 2.34.060 to implement the salary adjustments requested by the Court Administrator. If the ordinance is adopted, the annual salary paid to each of Kent’s two municipal court judges would increase by $12,833 per year, to an adjusted annual salary of $193,447, putting them on par with district court judges. The budgetary impact to the City for this salary increase is an additional $25,666 per year. The annual budgetary impact of increasing the pro tem hourly rate from $60 to $70 is estimated to cost an additional $8,000 per year, based on 2021 numbers. Because Council’s ordinance, if approved, would not go in effect until 30 days after the date it is formally passed, the ordinance includes a provision that applies the salary increase retroactively back to July 1, 2022, which is the same 4.D Packet Pg. 95 date that the current salary adjustment for district court judges takes effect. BUDGET IMPACT: • $14,355 additional salary expense for 7/1 - 12/31/2022 for Kent’s two municipal court judges, which can be absorbed within the Municipal Court’s existing budget. The adjusted 2022 salary rate would then be used for budget development purposes for the 2023-2024 biennium. • Estimated $4,000 salary expense for 7/1 - 12/31/2022 for pro tem judges through the end of 2022, which can be absorbed within the Municipal Court’s existing budget. The adjusted 2022 hourly rate would then be used for budget development purposes for the 2023-2024 biennium. SUPPORTS STRATEGIC PLAN GOAL: Thriving City - Creating safe neighborhoods, healthy people, vibrant commercial districts, and inviting parks and recreation. Sustainable Services - Providing quality services through responsible financial management, economic growth, and partnerships. Inclusive Community - Embracing our diversity and advancing equity through genuine community engagement. ATTACHMENTS: 1. KCC 2.34 - Adjust Judicial Salaries (PDF) 4.D Packet Pg. 96 1 Amend Ch. 2.34 KCC – Re: Salaries of Judicial Positions ORDINANCE NO. 4430 AN ORDINANCE of the City Council of the City of Kent, Washington, amending Chapter 2.34 of the Kent City Code, entitled “Municipal Court”, to adjust the salaries for judges, judges pro tem, and court commissioners. RECITALS A. The Kent Municipal Court was established in accordance with Chapter 3.50 RCW, which provides a municipal court structure that may be used by cities with populations of 400,000 or less. Chapter 2.34 of the Kent City Code was adopted to establish Kent’s municipal court under Chapter 3.50 RCW, which began operations on January 1, 1994. B. RCW 3.50.080 requires that the salaries of municipal court judges be set by ordinance and that all costs of operating a municipal court be paid from funds of the City. Through Kent City Code § 2.34.050, the City Council previously established the salaries of municipal court judges at 95% of the salary paid to district court judges. Currently, district court judges are paid a salary of $190,120 per year. The 95% rate paid to Kent’s municipal court judges in accordance with KCC 2.34.050 is $180,614. C. The Washington Citizens’ Commission on Salaries for Elected Officials has established a salary schedule that increases the salary paid to 4.D.a Packet Pg. 97 Attachment: KCC 2.34 - Adjust Judicial Salaries (3180 : Ordinance Amending Kent City Code 2.34 – “Municipal Court” Salaries of Judicial 2 Amend Ch. 2.34 KCC – Re: Salaries of Judicial Positions district court judges to $193,447, effective July 1, 2022, an increase of $3,327 per year. Through this ordinance, the Kent City Council increases the salary paid to municipal court judges to 100% of the salary paid to district court judges, effective July 1, 2022—a $12,833 increase annually. D. If a city’s municipal court judges are elected, and if such city pays is municipal court judges a salary that is at a rate between 95%-100% of the salary paid to district court judges, the state will reimburse those cities a portion of the salary paid to municipal court judges to be deposited into a trial court improvement account and used to help fund improvements to court staffing, programs, facilities, and services. In 2021, the City of Kent received $43,044 from the state in partial reimbursement of judicial salaries, which was deposited into the City’s trial court improvement account. E. Once this ordinance is effective, the salary adjustments provided for herein shall retroactively apply as of July 1, 2022. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF KENT, WASHINGTON, DOES HEREBY ORDAIN AS FOLLOWS: ORDINANCE SECTION 1. – Amendment – KCC 2.34.050. Section 2.34.050 of the Kent City Code, entitled “Municipal judge salary - Costs,” is amended as follows: Sec. 2.34.050. Municipal judge salary – Costs. The city will automatically adjust the salary paid to the Kent municipal court judges who meet the requirements of RCW 2.56.030(22) to an amount equal to the salary of district court judges as set by the Washington Citizens’ Commission on Salaries for Elected Officials. The Kent municipal court judge salary adjustments required of this section shall be effective on a date 4.D.a Packet Pg. 98 Attachment: KCC 2.34 - Adjust Judicial Salaries (3180 : Ordinance Amending Kent City Code 2.34 – “Municipal Court” Salaries of Judicial 3 Amend Ch. 2.34 KCC – Re: Salaries of Judicial Positions commensurate with the effective date of adjustments to the salaries of district court judges made by the Washington Citizens’ Commission on Salaries for Elected Officials. SECTION 2. – Amendment – KCC 2.34.060. Section 2.34.060 of the Kent City Code, entitled “Judges pro tem – Court Commissioners,” is amended as follows: Sec. 2.34.060. Judges pro tem – Court commissioners. A judge pro tem or commissioner appointed in accordance with RCW 3.50.075 or 3.50.090 shall receive compensation at the rate of $70.00 per hour unless modified by resolution or ordinance. The term of the appointment shall be specified in writing but in any event shall not extend beyond the term of the elected municipal judges. SECTION 3. – Severability. If any one or more section, subsection, or sentence of this ordinance is held to be unconstitutional or invalid, such decision shall not affect the validity of the remaining portion of this ordinance and the same shall remain in full force and effect. SECTION 4. – Corrections by City Clerk or Code Reviser. Upon approval of the city attorney, the city clerk and the code reviser are authorized to make necessary corrections to this ordinance, including the correction of clerical errors; ordinance, section, or subsection numbering; or references to other local, state, or federal laws, codes, rules, or regulations. SECTION 5. – Effective Date. This ordinance shall take effect and be in force thirty days from and after its passage, as provided by law. Once this ordinance is effective, the salary provisions shall apply retroactively to July 1, 2022. All other provisions, if any, shall apply prospectively. 4.D.a Packet Pg. 99 Attachment: KCC 2.34 - Adjust Judicial Salaries (3180 : Ordinance Amending Kent City Code 2.34 – “Municipal Court” Salaries of Judicial 4 Amend Ch. 2.34 KCC – Re: Salaries of Judicial Positions June 21, 2022 DANA RALPH, MAYOR Date Approved ATTEST: June 21, 2022 KIMBERLEY A. KOMOTO, CITY CLERK Date Adopted June 24, 2022 Date Published APPROVED AS TO FORM: TAMMY WHITE, ACTING CITY ATTORNEY 4.D.a Packet Pg. 100 Attachment: KCC 2.34 - Adjust Judicial Salaries (3180 : Ordinance Amending Kent City Code 2.34 – “Municipal Court” Salaries of Judicial OFFICE OF THE MAYOR Mayor Dana Ralph 220 Fourth Avenue South Kent, WA 98032 253-856-5710 DATE: June 7, 2022 TO: Operations and Public Safety Committee SUBJECT: INFO ONLY: Equity Strategic Plan Update SUMMARY: Race and Equity Manager, Uriel Varela will provide the Council with an update on the Equity Strategic Plan. SUPPORTS STRATEGIC PLAN GOAL: Innovative Government - Delivering outstanding customer service, developing leaders, and fostering innovation. Evolving Infrastructure - Connecting people and places through strategic investments in physical and technological infrastructure. Thriving City - Creating safe neighborhoods, healthy people, vibrant commercial districts, and inviting parks and recreation. Sustainable Services - Providing quality services through responsible financial management, economic growth, and partnerships. Inclusive Community - Embracing our diversity and advancing equity through genuine community engagement. 4.E Packet Pg. 101 FINANCE DEPARTMENT Paula Painter, CPA 220 Fourth Avenue South Kent, WA 98032 253-856-5264 DATE: June 7, 2022 TO: Operations and Public Safety Committee SUBJECT: INFO ONLY: April 2022 Financial Report SUMMARY: Financial Planning Manager, Michelle Ferguson will provide the Council with the April 2022 Financial Report. SUPPORTS STRATEGIC PLAN GOAL: Innovative Government - Delivering outstanding customer service, developing leaders, and fostering innovation. Evolving Infrastructure - Connecting people and places through strategic investments in physical and technological infrastructure. Thriving City - Creating safe neighborhoods, healthy people, vibrant commercial districts, and inviting parks and recreation. Sustainable Services - Providing quality services through responsible financial management, economic growth, and partnerships. Inclusive Community - Embracing our diversity and advancing equity through genuine community engagement. ATTACHMENTS: 1. April 2022 Financial Report (PDF) 4.F Packet Pg. 102 2022 Adj Budget 2022 YTD Revenues 127,536,660 40,179,774 Expenditures 129,723,820 30,273,389 Net Revenues Less Expenditures (2,187,160) 9,906,384 Beginning Fund Balance 43,321,480 Ending Fund Balance 41,134,320 31.7% Required Ending Fund Balance Calculation Budgeted Expenditures for 2022 (from above) 129,723,820 18.0% 18% GF Ending Fund Balance 23,350,288 April 2022 Monthly Financial Report City of Kent, Washington General Fund Overview 4.13 7.65 9.46 11.91 18.92 20.65 21.66 32.98 41.97 45.28 0.00 5.00 10.00 15.00 20.00 25.00 30.00 35.00 40.00 45.00 50.00 2012 2013 2014 2015 2016 2017 2018 2019 2020 Prelim 2021 General Fund Ending Fund Balance 10‐year History (excluding Annexation) $ in millions Page 1 of 14 4.F.a Packet Pg. 103 Attachment: April 2022 Financial Report (3174 : INFO ONLY: April 2022 Financial Report) Revenue Categories 2022 Adj Budget 2022 YTD Taxes: Property 32,451,450 14,237,357 Sales & Use 21,027,000 8,567,329 Utility 19,507,350 7,532,844 Business & Occupation 19,100,000 3,086,886 Other 879,790 84,364 Licenses and Permits 7,400,610 2,772,342 Intergovernmental Revenue 2,891,130 960,474 Charges for Services 6,309,570 1,966,142 Fines and Forfeitures 1,172,910 203,713 Miscellaneous Revenue 2,348,500 483,323 Transfers In 14,448,350 285,000 Total Revenues 127,536,660 40,179,774 April 2022 Monthly Financial Report City of Kent, Washington General Fund Overview - Revenues 2022 Budgeted General Fund Revenues Property Taxes 25% Sales Taxes 17% Utility Taxes 15% B&O Taxes 15%Other Taxes 1%Licenses and Permits 6% Intergovernmental 2% Charges for Services 5%Fines and Forfeits 1% Misc & Transfers In 13% Other 21% Page 2 of 14 4.F.a Packet Pg. 104 Attachment: April 2022 Financial Report (3174 : INFO ONLY: April 2022 Financial Report) Prior Year Revenues Budgeted Revenues Actual Revenues January 5,898 6,951 6,113 February 4,174 6,323 5,033 March 6,127 8,777 7,100 April 21,521 21,429 21,933 May 7,927 9,462 0 June 5,491 7,445 0 July 9,733 9,255 0 August 6,326 6,634 0 September 5,725 7,316 0 October 21,552 22,471 0 November 8,364 9,138 0 December 10,968 12,336 0 Total 113,807 127,537 40,180 Prior Year Revenues Budgeted Revenues Actual Revenues January - 0 0 February 217 250 57 March 1,438 1,150 1,289 April 13,218 12,649 12,892 May 1,945 2,439 0 June 198 617 0 July 80 145 0 August 190 135 0 September 394 587 0 October 12,046 12,095 0 November 2,123 2,142 0 December 203 242 0 Total 32,053 32,451 14,237 Prior Year Revenues Budgeted Revenues Actual Revenues January 1,802 1,640 2,063 February 2,264 1,941 2,329 March 1,786 1,619 2,112 April 1,753 1,493 2,063 May 2,270 1,799 0 June 2,005 1,646 0 July 2,061 1,519 0 August 2,172 1,859 0 September 2,070 1,740 0 October 2,023 1,771 0 November 2,150 1,887 0 December 2,473 2,112 0 Total 24,829 21,027 8,567 April 2022 Monthly Financial Report City of Kent, Washington General Fund Revenues ($ in Thousands) All Revenues Sources Property Tax Sales Tax $0 $20,000 $40,000 $60,000 $80,000 $100,000 $120,000 $140,000 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 22 Bud 21 Act 22 Act $0 $5,000 $10,000 $15,000 $20,000 $25,000 $30,000 $35,000 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 22 Bud 21 Act 22 Act $0 $5,000 $10,000 $15,000 $20,000 $25,000 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 22 Bud 21 Act 22 Act Page 3 of 14 4.F.a Packet Pg. 105 Attachment: April 2022 Financial Report (3174 : INFO ONLY: April 2022 Financial Report) April 2022 Monthly Financial Report City of Kent, Washington General Fund Revenues ($ in Thousands) Prior Year Revenues Budgeted Revenues Actual Revenues January 2,141 1,935 1,980 February 1,215 1,644 1,889 March 1,583 1,666 1,805 April 1,700 1,768 1,859 May 1,542 1,569 0 June 1,312 1,438 0 July 2,420 1,729 0 August 1,632 1,505 0 September 1,621 1,697 0 October 1,588 1,471 0 November 1,625 1,564 0 December 1,884 1,521 0 Total 20,263 19,507 7,533 Prior Year Revenues Budgeted Revenues Actual Revenues January 283 86 2 February 2 3 3 March (156) 134 79 April 2,912 3,091 3,087 May 1,008 1,296 0 June 203 231 0 July 2,966 3,717 0 August 1,219 943 0 September 107 125 0 October 3,083 3,864 0 November 1,107 994 0 December 4,940 5,496 0 Total 17,674 19,980 3,171 Prior Year Revenues Budgeted Revenues Actual Revenues January 1,672 3,428 2,068 February 475 1,317 755 March 1,476 3,490 1,815 April 1,938 2,571 2,033 May 1,161 2,135 0 June 1,773 3,459 0 July 2,205 2,748 0 August 1,113 1,939 0 September 1,533 3,126 0 October 2,812 3,282 0 November 1,359 2,271 0 December 1,469 4,806 0 Total 18,988 34,571 6,671 Utility Tax Other Taxes Other Revenues (Intergovernmental, Licenses & Permits, Charges for Service, Fines & Forfeits, and Misc Revenues) $0 $5,000 $10,000 $15,000 $20,000 $25,000 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 22 Bud 21 Act 22 Act $0 $2,000 $4,000 $6,000 $8,000 $10,000 $12,000 $14,000 $16,000 $18,000 $20,000 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 22 Bud 21 Act 22 Act $0 $5,000 $10,000 $15,000 $20,000 $25,000 $30,000 $35,000 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 22 Bud 21 Act 22 Act Page 4 of 14 4.F.a Packet Pg. 106 Attachment: April 2022 Financial Report (3174 : INFO ONLY: April 2022 Financial Report) Department 2022 Adj Budget 2022 YTD City Council 293,240 99,071 Administration 3,280,590 507,158 Economic & Community Dev 9,403,640 2,385,821 Finance 3,199,480 892,163 Fire Contracted Services 3,877,220 1,365,015 Human Resources 2,109,860 604,158 Law 1,639,480 471,912 Municipal Court 3,868,530 1,103,912 Parks, Recreation & Comm Svcs 22,379,410 5,697,777 Police 49,437,690 15,463,144 Non-Departmental 30,234,680 1,683,258 Total Expenditures 129,723,820 30,273,389 April 2022 Monthly Financial Report City of Kent, Washington General Fund Overview - Expenditures City Council 0.23% Administration 3% ECD 7% Finance 3%Fire Contracted Services 3% Human Resources 2% Law 1% Municipal Court 3% Parks, Recreation & Comm Svcs 17% Police 38% Non‐Departmental 23% Other 3% 2022 Budgeted General Fund Expenditures Page 5 of 14 4.F.a Packet Pg. 107 Attachment: April 2022 Financial Report (3174 : INFO ONLY: April 2022 Financial Report) 2020 2021 2022 2022 Actual Prelim Adj Budget YTD Beginning Fund Balance 34,399,775 41,969,900 43,321,480 43,321,480 Revenues Taxes: Property 31,374,827 32,052,967 32,451,450 14,237,357 Sales & Use 23,629,972 24,828,972 21,027,000 8,567,329 Utility 18,970,715 20,262,726 19,507,350 7,532,844 Business & Occupation 14,784,795 17,060,649 19,100,000 3,086,886 Other 418,235 613,502 879,790 84,364 Licenses and Permits 7,223,420 7,171,129 7,400,610 2,772,342 Intergovernmental Revenue 3,196,701 3,322,233 2,891,130 960,474 Charges for Services 3,658,232 5,299,515 6,309,570 1,966,142 Fines and Forfeitures 776,948 809,293 1,172,910 203,713 Miscellaneous Revenue 1,954,937 943,344 2,348,500 483,323 Transfers In 4,820,343 1,442,364 14,448,350 285,000 Total Revenues 110,809,127 113,806,695 127,536,660 40,179,774 Expenditures City Council 384,062 272,914 293,240 99,071 Administration 1,774,808 2,847,633 3,280,590 507,158 Economic & Community Dev 6,711,489 7,469,721 9,403,640 2,385,821 Finance 2,323,636 2,574,151 3,199,480 892,163 Fire Contracted Services 3,674,401 3,280,458 3,877,220 1,365,015 Human Resources 1,405,219 1,524,097 2,109,860 604,158 Information Technology 172,932 Law 1,452,088 1,444,860 1,639,480 471,912 Municipal Court 3,402,314 3,394,639 3,868,530 1,103,912 Parks, Recreation & Comm Svcs 16,631,899 17,758,211 22,379,410 5,697,777 Police 43,464,679 45,793,526 49,437,690 15,463,144 Public Works 629,087 (720) Non-Departmental 20,802,826 21,907,021 30,234,680 1,683,258 Total Expenditures 102,829,440 108,266,510 129,723,820 30,273,389 Net Revenues less Expenditures 7,979,686 5,540,186 (2,187,160) 9,906,384 Ending Fund Balance 42,379,461 47,510,086 41,134,320 53,227,864 Ending Fund Balance Detail: General Fund Reserves 41,969,900 43,321,480 41,134,320 based on same year actuals/budget 40.8% 40.0% 31.7% April 2022 Monthly Financial Report City of Kent, Washington General Fund Page 6 of 14 4.F.a Packet Pg. 108 Attachment: April 2022 Financial Report (3174 : INFO ONLY: April 2022 Financial Report) 2020 2021 2022 % of thru April thru April thru April Budget Revenues Taxes: Property 11,036,091 14,873,383 14,237,357 (636,026) -4.3% 43.9% Sales & Use 8,655,745 7,605,612 8,567,329 961,717 12.6% 40.7% Utility 7,283,468 6,639,025 7,532,844 893,819 13.5% 38.6% Business & Occupation 2,691,945 2,992,779 3,086,886 94,107 3.1% 16.2% Other 108,973 47,854 84,364 36,510 76.3% 9.6% Licenses and Permits 2,521,230 2,390,970 2,772,342 381,372 16.0% 37.5% Intergovernmental Revenue 1,077,602 949,235 960,474 11,239 1.2% 33.2% Charges for Services 1,829,671 1,219,565 1,966,142 746,577 61.2% 31.2% Fines and Forfeitures 361,086 314,076 203,713 (110,363) -35.1% 17.4% Miscellaneous Revenue 296,091 687,906 483,323 (204,583) -29.7% 20.6% Transfers In 450,000 2,076,762 285,000 (1,791,762) -86.3% 2.0% Total Revenues 36,311,902 39,797,166 40,179,774 382,607 1.0% 31.5% Expenditures City Council 136,346 93,440 99,071 5,630 6.0% 33.8% Administration 786,123 628,619 507,158 (121,460) -19.3% 15.5% Economic & Community Dev 2,238,882 2,340,505 2,385,821 45,317 1.9% 25.4% Finance 782,029 879,442 892,163 12,721 1.4% 27.9% Fire Contracted Services 987,206 1,033,386 1,365,015 331,629 32.1% 35.2% Human Resources 555,198 503,407 604,158 100,751 20.0% 28.6% Information Technology 167,513 - - Law 510,627 458,006 471,912 13,906 3.0% 28.8% Municipal Court 1,148,661 1,085,054 1,103,912 18,858 1.7% 28.5% Parks, Recreation & Comm Svcs 5,544,803 5,047,727 5,697,777 650,050 12.9% 25.5% Police 14,348,453 14,539,653 15,463,144 923,492 6.4% 31.3% Public Works 440,309 - - Non-Departmental 2,663,347 4,856,894 1,683,258 (3,173,636) -65.3% 5.6% Total Expenditures 30,309,497 31,466,131 30,273,389 (1,192,742) -3.8% 23.3% *General Govt. includes City Council, Mayor/Clerk, HR, IT, & Finance Variance April 2022 Monthly Financial Report City of Kent, Washington General Fund Year-to-Year Month Comparison 2022-2021 0 2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 12,000,000 14,000,000 16,000,000 Property Taxes Sales & Use Taxes Utility Taxes Other Revenues GF Revenues thru April 2020 2021 2022 0 2,000,000 4,000,000 6,000,000 8,000,000 10,000,000 12,000,000 14,000,000 16,000,000 18,000,000 Police Parks *General Govt. ECD Non‐Dept & Other GF Expenditures thru April 2020 2021 2022 Page 7 of 14 4.F.a Packet Pg. 109 Attachment: April 2022 Financial Report (3174 : INFO ONLY: April 2022 Financial Report) 2022 2022 2022 2022 Estimated Beginning Fund Balance Estimated Revenues Estimated Expenditures Estimated Ending Fund Balance Operating revenues and expenditures only; capital and non-capital projects are excluded. General Fund 43,321,480 127,536,800 129,723,800 41,134,480 Street Fund 9,736,452 19,146,970 18,968,770 9,914,652 LEOFF 1 Retiree Benefits 1,293,114 1,386,060 1,572,840 1,106,334 Lodging Tax 115,838 879,900 509,050 486,688 Youth/Teen Programs 334,472 1,228,500 925,650 637,322 Capital Resources 25,145,315 18,845,530 19,076,560 24,914,285 Criminal Justice 10,185,251 11,289,680 10,214,860 11,260,071 Human Services 1,139,615 3,684,000 3,684,000 1,139,615 ShoWare Operating 4,449,395 1,159,000 2,993,600 2,614,795 Other Operating 517,607 113,320 121,630 509,297 Councilmanic Debt Service 2,949,057 6,847,680 7,456,470 2,340,267 Special Assessments Debt Service 587,812 691,660 682,020 597,452 Water Utility 16,064,903 34,947,480 29,219,840 21,792,543 Sewer Utility 3,360,825 43,377,600 34,615,610 12,122,815 Drainage Utility 19,679,465 30,075,340 31,028,660 18,726,145 Solid Waste Utility 308,807 857,400 873,330 292,877 Golf Complex 366,666 3,470,100 2,990,300 846,466 Fleet Services 4,126,131 9,070,200 9,194,910 4,001,421 Central Services 106,989 486,740 414,110 179,619 Information Technology 2,202,039 14,022,910 12,125,850 4,099,099 Facilities 3,579,671 7,945,000 8,965,980 2,558,691 Unemployment 1,368,106 160,690 219,010 1,309,786 Workers Compensation 1,484,860 1,200,260 1,575,610 1,109,510 Employee Health & Wellness 8,740,415 15,502,710 15,580,790 8,662,335 Liability Insurance 3,076,750 2,065,130 3,794,070 1,347,810 Property Insurance 1,044,143 1,389,600 785,750 1,647,993 Impact Fee Trust Fund 3,922,390 3,922,390 April 2022 Monthly Financial Report City of Kent, Washington Other Funds General Fund Special Revenue Funds Debt Service Funds Enterprise Funds Internal Service Funds Fund Balances Page 8 of 14 4.F.a Packet Pg. 110 Attachment: April 2022 Financial Report (3174 : INFO ONLY: April 2022 Financial Report) 2020 2021 2022 2022 Actual Prelim Budget YTD Operating revenues and expenditures only; capital and non-capital projects are excluded. In instances where expenditures exceed revenues, fund balance is being utilized. Street Fund Revenues 19,350,928 20,419,435 18,630,900 5,212,627 Expenditures 19,205,266 16,768,746 18,968,770 4,235,052 Net Revenues Less Expenditures 145,662 3,650,689 (337,870)977,575 LEOFF 1 Retiree Benefits Revenues 1,232,575 1,199,965 1,277,880 344,605 Expenditures 1,571,585 1,519,460 1,572,840 493,498 Net Revenues Less Expenditures (339,010)(319,495)(294,960)(148,893) Lodging Tax Revenues 158,384 221,252 582,740 345,783 Expenditures 270,532 165,720 509,050 25,461 Net Revenues Less Expenditures (112,148)55,532 73,690 320,322 Youth/Teen Programs Revenues 897,527 977,243 931,380 374,780 Expenditures 691,260 822,054 925,650 2,093 Net Revenues Less Expenditures 206,267 155,189 5,730 372,687 Capital Resources Revenues 22,885,707 28,353,626 19,937,010 8,090,784 Expenditures 27,520,426 18,092,140 19,076,560 525,590 Net Revenues Less Expenditures (4,634,719)10,261,487 860,450 7,565,195 Criminal Justice Revenues 8,673,794 9,774,373 8,686,810 3,315,447 Expenditures 8,504,672 7,540,042 10,214,860 2,648,615 Net Revenues Less Expenditures 169,122 2,234,331 (1,528,050)666,832 Human Services Revenues 163,728 3,796,657 3,684,000 1,279,013 Expenditures 116,660 2,704,110 3,684,000 28,590 Net Revenues Less Expenditures 47,068 1,092,547 1,250,423 ShoWare Operating Revenues 1,512,589 3,079,558 1,150,000 Expenditures 1,451,752 2,091,661 2,993,600 588,329 Net Revenues Less Expenditures 60,837 987,897 (1,843,600)(588,329) Other Operating Revenues 105,155 128,175 121,630 Expenditures 106,003 104,945 121,630 26,783 Net Revenues Less Expenditures (848)23,230 (26,783) Councilmanic Debt Service Revenues 9,144,587 7,988,547 6,847,680 Expenditures 8,679,761 8,348,722 7,456,470 13,180 Net Revenues Less Expenditures 464,826 (360,174)(608,790)(13,180) Debt Service Funds April 2022 Monthly Financial Report City of Kent, Washington Other Funds Overview (Revenues and Expenditures) Special Revenue Funds Page 9 of 14 4.F.a Packet Pg. 111 Attachment: April 2022 Financial Report (3174 : INFO ONLY: April 2022 Financial Report) 2020 2021 2022 2022 Actual Prelim Budget YTD Operating revenues and expenditures only; capital and non-capital projects are excluded. In instances where expenditures exceed revenues, fund balance is being utilized. April 2022 Monthly Financial Report City of Kent, Washington Other Funds Overview (Revenues and Expenditures) Special Assessment Debt Service Revenues 784,469 1,035,745 691,660 11,016 Expenditures 1,386,712 858,473 682,020 2,177 Net Revenues Less Expenditures (602,243)177,272 9,640 8,840 Water Utility Revenues 29,573,424 29,810,341 29,334,150 7,978,936 Expenditures 26,464,133 28,183,254 29,219,840 5,307,113 Net Revenues Less Expenditures 3,109,291 1,627,087 114,310 2,671,822 Sewer Utility Revenues 33,513,294 34,846,524 34,750,070 11,523,306 Expenditures 32,252,706 33,974,459 34,615,610 10,646,068 Net Revenues Less Expenditures 1,260,588 872,065 134,460 877,238 Drainage Utility Revenues 24,537,483 25,408,140 23,506,990 8,297,153 Expenditures 21,804,802 23,609,481 31,028,660 5,432,172 Net Revenues Less Expenditures 2,732,681 1,798,659 (7,521,670)2,864,980 Solid Waste Utility Revenues 837,309 855,492 644,510 266,571 Expenditures 876,871 995,385 873,330 423,847 Net Revenues Less Expenditures (39,562)(139,893)(228,820)(157,277) Golf Complex Revenues 5,938,183 2,526,316 3,007,180 713,533 Expenditures 3,070,899 4,513,837 2,990,300 880,279 Net Revenues Less Expenditures 2,867,283 (1,987,522)16,880 (166,746) Fleet Services Revenues 5,478,589 5,674,822 7,819,690 1,902,164 Expenditures 6,559,539 4,894,499 9,194,910 1,751,771 Net Revenues Less Expenditures (1,080,950)780,323 (1,375,220)150,393 Central Services Revenues 309,535 355,897 436,600 86,525 Expenditures 277,640 320,247 414,110 67,293 Net Revenues Less Expenditures 31,895 35,650 22,490 19,233 Information Technology Revenues 9,062,099 10,506,136 11,633,360 3,602,187 Expenditures 10,531,892 10,411,640 12,125,850 3,919,174 Net Revenues Less Expenditures (1,469,793)94,496 (492,490)(316,987) Facilities Revenues 6,327,140 6,704,998 6,547,280 1,872,054 Expenditures 5,125,026 6,222,434 8,965,980 1,598,849 Net Revenues Less Expenditures 1,202,114 482,564 (2,418,700)273,205 Enterprise Funds Internal Service Funds Page 10 of 14 4.F.a Packet Pg. 112 Attachment: April 2022 Financial Report (3174 : INFO ONLY: April 2022 Financial Report) 2020 2021 2022 2022 Actual Prelim Budget YTD Operating revenues and expenditures only; capital and non-capital projects are excluded. In instances where expenditures exceed revenues, fund balance is being utilized. April 2022 Monthly Financial Report City of Kent, Washington Other Funds Overview (Revenues and Expenditures) Unemployment Revenues 166,229 134,862 148,170 53,585 Expenditures 151,350 161,765 219,010 38,212 Net Revenues Less Expenditures 14,879 (26,902)(70,840)15,373 Workers Compensation Revenues 1,551,522 1,019,589 1,468,360 485,125 Expenditures 2,106,616 1,788,435 1,575,610 784,197 Net Revenues Less Expenditures (555,093)(768,845)(107,250)(299,073) Employee Health & Wellness Revenues 15,929,224 15,795,365 15,580,790 5,431,259 Expenditures 14,097,298 14,736,998 15,580,790 4,497,674 Net Revenues Less Expenditures 1,831,926 1,058,367 933,586 Liability Insurance Revenues 38,104 8,119,358 3,081,170 1,033,788 Expenditures 2,852,665 4,307,222 3,794,070 2,204,499 Net Revenues Less Expenditures (2,814,561)3,812,136 (712,900)(1,170,711) Property Insurance Revenues 578,755 605,819 785,750 260,592 Expenditures 587,011 677,950 785,750 358,495 Net Revenues Less Expenditures (8,257)(72,131)(97,903) Impact Fee Trust Fund Revenues 4,357,166 3,957,718 3,922,390 659,166 Expenditures 4,356,851 3,958,033 3,922,390 646,938 Net Revenues Less Expenditures 315 (315)12,228 Other Funds 0 10,000,000 20,000,000 30,000,000 40,000,000 50,000,000 60,000,000 70,000,000 80,000,000 2020 Actuals 2021 Prelim 2022 Budget Other Fund Revenues Special Revenue FundsEnterprise Funds Internal Service Funds 0 10,000,000 20,000,000 30,000,000 40,000,000 50,000,000 60,000,000 70,000,000 2020 Actuals 2021 Prelim 2022 Budget Other Fund Expenditures Special Revenue FundsEnterprise Funds Internal Service Funds Page 11 of 14 4.F.a Packet Pg. 113 Attachment: April 2022 Financial Report (3174 : INFO ONLY: April 2022 Financial Report) 2020 2021 2022 thru April thru April thru April Operating revenues and expenditures only; capital and non-capital projects are excluded. Street Fund Revenues 4,172,912 4,773,866 5,212,627 438,761 9.2% Expenditures 2,549,748 3,218,639 4,235,052 1,016,413 31.6% Net Revenues Less Expenditures 1,623,165 1,555,227 977,575 LEOFF 1 Retiree Benefits Revenues 298,409 363,871 344,605 (19,266)-5.3% Expenditures 556,015 515,689 493,498 (22,191)-4.3% Net Revenues Less Expenditures (257,606)(151,818)(148,893) Lodging Tax Revenues 67,294 42,793 345,783 302,991 708.0% Expenditures 142,565 50,403 25,461 (24,941)-49.5% Net Revenues Less Expenditures (75,271)(7,610)320,322 Youth/Teen Programs Revenues 353,179 355,550 374,780 19,230 5.4% Expenditures 2,363 2,600 2,093 (507)-19.5% Net Revenues Less Expenditures 350,816 352,950 372,687 Capital Resources Revenues 6,978,809 5,036,052 8,090,784 3,054,732 60.7% Expenditures 265,593 1,495,101 525,590 (969,512)-64.8% Net Revenues Less Expenditures 6,713,217 3,540,951 7,565,195 Criminal Justice Revenues 2,710,143 2,799,177 3,315,447 516,270 18.4% Expenditures 1,956,467 2,043,615 2,648,615 605,000 29.6% Net Revenues Less Expenditures 753,676 755,562 666,832 Human Services Revenues 581,750 1,279,013 697,263 119.9% Expenditures 28,590 28,590 Net Revenues Less Expenditures 581,750 1,250,423 ShoWare Operating Revenues 29,009 855 (855)-100.0% Expenditures 175,948 540,461 588,329 47,869 8.9% Net Revenues Less Expenditures (146,939)(539,606)(588,329) Admissions Tax revenues received quarterly (April, July, September, January) Other Operating Revenues Expenditures 73,430 13,261 26,783 13,522 102.0% Net Revenues Less Expenditures (73,430)(13,261)(26,783) Combines several small programs, including City Art Program and Neighborhood Matching Grants April 2022 Monthly Financial Report City of Kent, Washington Other Funds Overview (Revenues and Expenditures) Year-to-Year Month Comparison 2022-2021 Special Revenue Funds Variance Page 12 of 14 4.F.a Packet Pg. 114 Attachment: April 2022 Financial Report (3174 : INFO ONLY: April 2022 Financial Report) 2020 2021 2022 thru April thru April thru April Operating revenues and expenditures only; capital and non-capital projects are excluded. April 2022 Monthly Financial Report City of Kent, Washington Other Funds Overview (Revenues and Expenditures) Year-to-Year Month Comparison 2022-2021 Variance Councilmanic Debt Service Revenues Expenditures 40,818 12,986 13,180 194 1.5% Net Revenues Less Expenditures (40,818)(12,986)(13,180) Debt service payments are generally due in June and December. Special Assessments Debt Service Revenues 103,938 142,434 11,016 (131,418)-92.3% Expenditures 326,582 2,037 2,177 140 6.9% Net Revenues Less Expenditures (222,645)140,397 8,840 Water Utility Revenues 8,640,122 8,810,918 7,978,936 (831,983)-9.4% Expenditures 5,582,371 5,186,972 5,307,113 120,141 2.3% Net Revenues Less Expenditures 3,057,751 3,623,946 2,671,822 Sewer Utility Revenues 11,266,765 11,257,571 11,523,306 265,736 2.4% Expenditures 9,616,289 10,038,872 10,646,068 607,196 6.0% Net Revenues Less Expenditures 1,650,476 1,218,698 877,238 Drainage Utility Revenues 7,833,783 7,987,020 8,297,153 310,132 3.9% Expenditures 4,554,713 5,710,974 5,432,172 (278,802)-4.9% Net Revenues Less Expenditures 3,279,070 2,276,047 2,864,980 Solid Waste Utility Revenues 228,952 224,347 266,571 42,223 18.8% Expenditures 368,856 306,967 423,847 116,880 38.1% Net Revenues Less Expenditures (139,905)(82,620)(157,277) Golf Complex Revenues 3,941,913 593,690 713,533 119,842 20.2% Expenditures 761,346 2,532,970 880,279 (1,652,691)-65.2% Net Revenues Less Expenditures 3,180,567 (1,939,280)(166,746) Fleet Services Revenues 1,786,636 1,886,783 1,902,164 15,380 0.8% Expenditures 2,023,937 1,545,253 1,751,771 206,518 13.4% Net Revenues Less Expenditures (237,302)341,531 150,393 Central Services Revenues 98,074 100,606 86,525 (14,080)-14.0% Expenditures 110,296 108,206 67,293 (40,913)-37.8% Net Revenues Less Expenditures (12,222)(7,600)19,233 Debt Service Funds Enterprise Funds Internal Service Funds Page 13 of 14 4.F.a Packet Pg. 115 Attachment: April 2022 Financial Report (3174 : INFO ONLY: April 2022 Financial Report) 2020 2021 2022 thru April thru April thru April Operating revenues and expenditures only; capital and non-capital projects are excluded. April 2022 Monthly Financial Report City of Kent, Washington Other Funds Overview (Revenues and Expenditures) Year-to-Year Month Comparison 2022-2021 Variance Information Technology Revenues 2,984,167 3,116,931 3,602,187 485,256 15.6% Expenditures 3,482,767 3,299,167 3,919,174 620,006 18.8% Net Revenues Less Expenditures (498,600)(182,236)(316,987) Facilities Revenues 1,736,143 1,831,449 1,872,054 40,605 2.2% Expenditures 1,450,115 1,441,393 1,598,849 157,456 10.9% Net Revenues Less Expenditures 286,028 390,056 273,205 Unemployment Revenues 49,979 52,193 53,585 1,391 2.7% Expenditures 68,829 66,989 38,212 (28,777)-43.0% Net Revenues Less Expenditures (18,851)(14,796)15,373 Workers Compensation Revenues 413,900 350,848 485,125 134,277 38.3% Expenditures 445,530 654,326 784,197 129,871 19.8% Net Revenues Less Expenditures (31,631)(303,479)(299,073) Employee Health & Wellness Revenues 5,278,469 5,314,213 5,431,259 117,046 2.2% Expenditures 4,349,514 4,615,766 4,497,674 (118,092)-2.6% Net Revenues Less Expenditures 928,956 698,447 933,586 Liability Insurance Revenues 934,230 5,432,448 1,033,788 (4,398,660)-81.0% Expenditures 1,045,707 2,323,025 2,204,499 (118,526)-5.1% Net Revenues Less Expenditures (111,477)3,109,423 (1,170,711) Property Insurance Revenues 193,805 204,929 260,592 55,664 27.2% Expenditures 252,598 308,527 358,495 49,968 16.2% Net Revenues Less Expenditures (58,793)(103,598)(97,903) Impact Fee Trust Fund Revenues 598,486 959,339 659,166 (300,173)-31.3% Expenditures 556,140 738,643 646,938 (91,705)-12.4% Net Revenues Less Expenditures 42,346 220,696 12,228 Other Funds 0 5,000,000 10,000,000 15,000,000 20,000,000 25,000,000 30,000,000 35,000,000 Special Revenue Funds Enterprise Funds Internal Service Funds Other Fund Revenues thru April 2020 2021 2022 0 5,000,000 10,000,000 15,000,000 20,000,000 25,000,000 Special Revenue Funds Enterprise Funds Internal Service Funds Other Fund Expenditures thru April 2020 2021 2022 Page 14 of 14 4.F.a Packet Pg. 116 Attachment: April 2022 Financial Report (3174 : INFO ONLY: April 2022 Financial Report)