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HomeMy WebLinkAboutAddendum - 2AMENDMENT NO. 2 TO AGREEMENT FOR SOLID WASTE PLANNING & TECHNICAL SERVICES THIS AMENDMENT, dated for reference purposes only as October 7, 2025, is by and between the City of Renton (the “City”), a Washington municipal corporation, and Cascadia Consulting Group (“Consultant”), a Washington corporation. The City and the Consultant are referred to collectively in this Amendment as the “Parties.” Once fully executed by the Parties, this Amendment is effective as of the last date signed by both parties. Whereas, the City engaged the services of the Consultant under Agreement CAG-23-451, dated November 8, 2023, to provide necessary services for the City’s commercial organics and recycling technical assistance program (referred to herein as the “Agreement”); Whereas, the Parties wish to amend the Agreement to change the scope of work, change the time for performance, and change the compensation in order to provide additional waste reduction services to commercial customers. NOW THEREFORE, it is mutually agreed upon that CAG-23-451 is amended as follows: 1. Scope of Work: Section 1, Scope of Work, is amended to modify the Work as specified in Exhibit A-2, which is attached and incorporated herein. 2.Time of Performance:Section 3, Time of Performance, is amended pursuant to the schedule set forth in Exhibit A-2. All Work shall be performed by no later than June 30, 2027. 3. Compensation: Section 4, Compensation, is amended so that the maximum amount of compensation payable to the Consultant is increased by $198,689.23 from $323,404.00 to $522,093.23, plus any applicable state and local sales taxes. The additional compensation shall be paid based upon Work actually performed according to the amounts specified in Exhibit A-2. 4.All terms of the Agreement not explicitly modified herein shall remain in full force and effect and such terms shall apply to Work performed according to this Amendment as if fully set forth herein. IN WITNESS WHEREOF, the Parties have voluntarily entered into this Amendment as of the date last signed by the Parties below. CAG-23-451, Adden #2-25 PAGE 2 OF 2 CITY OF RENTON By:_____________________________ CONSULTANT By:____________________________ Armondo Pavone Mayor Lynn Knapp Director of Communications and Engagement _____________________________ Date _____________________________ Date Attest _____________________________ Jason A. Seth City Clerk Approved as to Legal Form By: __________________________ Cheryl Beyer Senior Assistant City Attorney Contract Template Updated 06/17/2021 _______________________ L K ϭϬͬϴͬϮϬϮϱ11/12/2025 Approved by Cheryl Beyer via email 10/8/2025 Exhibit A-2: Scope of Work, Timeline, and Budget PROJECT SUMMARY Cascadia will provide tailored waste prevention technical assistance to businesses commercial customers in Renton and Kent. Outreach will prioritize medium and large businesses commercial customers that serve or are staffed or owned by Spanish or Vietnamese speakers. PROJECT GOALS This project aims to increase business commercial participation in recycling and organics services and to improve the quality of the materials collected. The objectives include: x increasing the number of businesses commercial customers that have recycling and/or organics service, x increasing the recycling and organics service levels of businesses commercial customers receiving technical assistance, and x decreasing recycling and organics contamination at participating businesses commercial locations. PROJECT DESCRIPTION The project has three phases four tasks: 1. Planning 2. Providing Technical Assistance 3. Evaluationng Project Effectiveness and Reporting 4. Project Management Phase Task 1: Planning During the initial phase, Cascadia and the City of Renton (City) will work together to finalize the technical assistance approach and to identify businesses commercial customers to participate in the project. Cascadia will help develop multilingual signs for waste collection areas and materials for businesses commercial customers such as postcards or letters. The City will be responsible for x Providing service level information from Republic Services x Providing service level information from Cedar Grove x Helping identify potential businesses commercial customers x Purchasing supplies to help businesses commercial customers manage their recycling and organics (such as interior waste containers [“Slim Jims”], compostable bag liners, and compostable bag dispensers) x Paying for all waste infrastructure supplies (these supplies will not be included in the contract budget) x Leading community event design x Paying for expenses associated with the supplies for the two community events, including but not limited to printing and participation materials such as guest refreshments, sticky notes, pens, etc. x Leading development and creation of website landing page PAGE 2 OF 7 Task 1.1: Identify and Prioritize Businesses Commercial Customers to Participate in Project Cascadia will begin Phase 1 by working with the City of Renton and the City of Kent to prioritize businesses for outreach and technical assistance. During this task, Cascadia will host a planning kick-off meeting to understand previous efforts in this area and gather any relevant data and campaign assets the client may have. Cascadia will review current sector- based demographic data and available Republic Services customer service data. Cascadia will also perform desktop research to populate recruitment lists. Depending on the number of businesses on the recruitment and current subscription lists, Cascadia may prioritize a list of properties to target for 2024-20257 outreach and technical assistance. Cascadia will submit this list for approval to the City of Renton and City of Kent client contacts. Cascadia will import these properties into an Excel dashboard (see Phase 3 Tasks and Deliverables) and will document the specific outreach to be provided, materials to be delivered, and information to be collected during the project. Deliverables: x Planning and hosting kick-off meeting, including agenda in advance and detailed notes following x Planning and hosting a relaunch meeting in fall 2025, including agenda in advance and detailed notes following x Detailed project plan including timeline and roles x Priority business customer list containing up to 250 businesses x Updated customer list in fall 2025, based on Organics Management Law requirements, service level information, and City of Renton new business information Task 1.2: Planning, Recruitment, and Language Support for Two Community Events Cascadia will provide planning, recruitment, and language support for two community events. The aim of the events will be to invite feedback from and recruit businesses who are owned, staffed, or frequented by Vietnamese and Spanish speakers in Renton. Cascadia will provide input as the City of Renton designs two events to gather feedback to understand which assistance tools would be most helpful for businesses. The City and Cascadia will determine what materials are needed for the event, such as descriptive posters, dot survey posters, an information sheet, or postcards. Cascadia staff will create and print these materials and provide translation and transcreation support. Cascadia will advise the City on the best ways to promote the events and will also assist the City in recruiting attendees for each event, including promoting the event to CBOs that serve the priority communities. Cascadia will be onsite to provide language support at the two events. Deliverables: x Two event planning meetings with the client x Event promotion recommendations and associated recruitment assistance PAGE 3 OF 7 x Designing and printing English-language event materials x Transcreation and translation services for event promotion and event materials x In-person language support at two events Task 1.3: Finalize Technical Assistance Approach and Develop Campaign Assets Following client and consultant discussions, desktop research, and community events, Cascadia will finalize the proposed technical assistance approach and develop campaign assets. Cascadia will use client insights, businessowner feedback, and research and reflections from previous projects to shape the technical assistance approach. Cascadia will suggest the cadence and focus of each round of business outreach and the campaign assets needed for successful outreach. Cascadia will create a site visit form to collect business information and data needed for final reports and associated outreach scripts, FAQs, and internal training for all outreach staff. Cascadia will also test the outreach approach with a small number of businesses and build in any relevant learnings to final assets and approach before beginning the outreach in earnest. Additionally, Cascadia will provide translation and transcreation for promotional and outreach materials and the City’s website landing page. Deliverables: x Memo documenting desktop research and proposed approach including campaign assets and supplies needed x Outreach script and site visit form including training for outreach staff x Campaign promotional assets which may include a language card, business cards, and a postcard or one-page information sheet detailing the technical assistance being offered and encouraging businesses to participate x Technical assistance assets which may include posters and signage, stickers, or additional tools to assist staff and businessowners x Translation and transcreation of promotional and technical assistance assets including the City’s online landing page x Review of City’s online landing page including recommendations if applicable x Pilot of technical assistance approach with up to 10 businesses to understand changes or additional needs before beginning Phase 2 Task 1.4: Building Renton’s Photo Library Cascadia’s staff photographer will work with the City of Renton to develop a list of desired images for use by the City. The list will primarily be comprised of Renton-specific waste- related images and may also include businessowners, staff, and the outreach team. The images will be culled and edited for the City’s future use on websites, social media, waste guides, presentations, case studies, and any other mediums the City deems appropriate. Cascadia and the City will determine the number of target images and the feasibility of capturing them prior to starting the task. Deliverables: x Updated album of professional Renton-specific images, both edited and raw versions, for the City’s use PAGE 4 OF 7 Phase Task 2: Providing Technical Assistance Technical assistance will focus on right-sizing waste service levels and providing business staff with training and tools to better identify and separate recoverable materials. To assess service levels, Cascadia will use service level data provided by Republic Services and visual inspections of the businesses’ garbage, recycling, and organics containers. Based on these inspections and industry guidelines for how much recycling and organics service businesses should have, Cascadia will recommend service level changes and calculate the cost savings for reducing garbage service. The consultant will also educate businesses about the upcoming HB 1799Organics Management Law-related requirements for organics separation and encourage businesses commercial customers to separate organics and subscribe to organics collection. The consultant will also educate businesses commercial customers about food recovery options, as appropriate. To make it easier for staff to identify and sort materials, Cascadia will offer a range of tools and services. Cascadia staff will relabel and coordinate the replacement of exterior garbage, recycling, and organics containers as necessary; locate interior garbage, recycling, and organics containers more conveniently; provide additional interior recycling and organics containers as appropriate; and provide supplies such as compostable bags and bag dispensers as requested. Cascadia staff will place multilingual signs near these waste containers and educate business staff in English, Spanish, or Vietnamese about which materials are recyclable or compostable and which items are common contaminants. If the outreach team encounters a business commercial customer that needs support in a language other than English, Spanish, or Vietnamese, Cascadia will utilize in-house resources to best support them in accomplishing the project’s goals. The consultant will also make follow-up visits to troubleshoot arising issues, continue staff education, and assess contamination levels. The City will be responsible for x Coordinating Helping Cascadia coordinate service level changes and container replacements with Republic Services and Cedar Grove Task 2.1 Providing Technical Assistance to Businesses Phase 2 will account for all technical assistance provided to priority businesses. Cascadia estimates that interested businesses will be contacted and visited about 3-4 times during the project. Cascadia estimates that about 20% of businesses commercial customers contacted will move forward with some or all of the technical outreach offered. The outreach team will attempt to complete as many tasks as possible during each visit based on the businessowners’ time and interest. The outreach team will also attempt to connect with the businessowner via preferred contact method (phone, email, in-person) as quickly and often as possible to move the business through the technical assistance process. The initial outreach visit will likely include an introduction of technical assistance offered and, if possible, a visual inspection and assessment of current waste streams. The second contact or visit will include information regarding service level recommendations and cost PAGE 5 OF 7 savings estimates specific to the business. Next the outreach team will begin setting up equipment, signage, and additional tools including in-person and leave-behind training materials. After additional service is set-up, the outreach team will be available for the business based on their preferred method of contact to troubleshoot issues and provide any additional tools or training needed. The outreach team will then visit a final time to conduct a post-assistance visual assessment and document information for project reporting. Deliverables: x Recruitment and technical assistance outreach to priority businesses commercial customers in Renton and Kent x Continuous tracking of business commercial outreach and interactions in the outreach dashboard Phase Task 3: Evaluationng Project Effectiveness and Reporting To measure the effectiveness of the technical assistance, Cascadia will calculate and report the following statistics. Cascadia will estimate pounds of recycling and organics diverted based on visual inspections and service-level changes. Cascadia and the City of Renton will determine definitions for “high” contamination before technical assistance outreach begins. Quarterly reporting for LSWFA grant: x Pounds of recyclables diverted x Pounds of organics diverted that quarter and to date x Cubic yards of contamination reduced x Number of commercial customers receiving initial in-person visit that quarter and to date x Number of commercial customers starting organics collection that quarter and to date Annual reporting (but potentially as frequently as quarterly) for 2024 Re+ City Grant (final numbers needed for Re+ City Grant final reporting at end of 2024): x # of businesses provided with technical assistance x # of businesses receiving technical assistance that started organics service x # of businesses receiving technical assistance that started organics service and have an active subscription x # of businesses receiving technical assistance that started recycling service x # of businesses receiving technical assistance that started recycling service and have an active subscription x % increase of organics service levels x % increase of recycling service levels x % decrease in # of containers with “high” contamination x % increase in # of containers with “no” contamination Additional quarterly reporting: PAGE 6 OF 7 x Decrease in garbage service levels (expressed in cubic yards) x Increase in recycling service levels (expressed in cubic yards) x Observations regarding contamination levels at participating commercial locations The City will be responsible for x Providing timely progress reports and performance metrics to the grant agencies funding the project x Reviewing and providing feedback on the final report x Capturing recycling and organics service-level data from Republic Services and Cedar Grove to assist with data reporting Task 3.1 Develop Outreach Dashboard Cascadia will develop an outreach dashboard in Excel that will be used and updated from start to finish during the project. The outreach dashboard will include detailed business customer information, all grant-mandated performance metrics, and space for detailed ongoing visitation notes. The outreach team will use site visit forms to document information and data in the field which will be inputted into the dashboard after the outreach visits. Cascadia will update the outreach dashboard in fall of 2025. Task 3.2 Final Summary Report At the end of each quarter, Cascadia will deliver a report summarizing the work completed that quarter and to date. The report shall include the reporting metrics listed under Phase 3. At By the end of the project June 2027, Cascadia will deliver a final project summary report summarizing work completed, methodology, the grant-mandated performance metrics listed above, lessons learned and recommendations for next steps. Cascadia will also provide an updated outreach dashboard of all properties on the recruitment list and relevant details and metrics pertaining to the properties visited. Deliverables: x Custom Excel outreach dashboard that will be updated throughout the project and packaged for the client at the close of the project x Quarterly reports x Final summary report including up to two rounds of review by client team Phase 0Task 4: Project Management Cascadia will host bi-weekly internal and client kick-off meetings with the City. Cascadia will also produce monthly invoices and activity reports each month throughout the life of the project. Deliverables: x Bi-weekly client meetings x Monthly invoice and progress report PAGE 7 OF 7 PROJECT TIMELINE The goal is to complete all work by May 1, 2025. Cascadia should aim to complete approximately 60% of the technical assistance by November 1, 2024 because funding from two of the grants supporting this project (Re+ City Grant and King County WRR) will end by December 31, 2024. Work must be completed by June 30, 2027. Q4 2023 – Q1 2024 Q1 2024 Q2 2024 Q3 2024 Q4 2024 Q1 2025 Q2 2025 x Plan x Identify businesses x Event assistance x Design signs & collaterals x Purchase supplies (City will do) x Technical assistance to Renton businesses x Technical assistance to Kent businesses x Technical assistance to Renton businesses x Final reporting on Re+ and WRR grants x Technical assistance to Renton businesses x Final reporting on LSWFA grant x Complete final summary report Fall 2025 x Relaunch meeting x Update priority customer list x Update outreach dashboard Fall 2025 - Spring 2027 x Technical assistance and quarterly reporting Summer 2027 x Final LSWFA grant reporting PROJECT BUDGET The contract budget will be $265,000522,093.23. Task Original Budget including Labor & Expenses Amendment 1 Budget Amendment 2 Budget Total Budget Planning $53,950 $320 $10,000 $64,270 Technical Assistance $174,700 $58,084 $156,689.23 $389,473.23 ReportingEvaluation $18,050 $0 $18,000 $36,050 Project Management $18,300 $0 $14,000 $32,300 Total Project Budget $265,000 $58,404.00 $198,689.23 $522,093.23