HomeMy WebLinkAboutUtilities Committee - 01 Jun 2026 - Agenda (2) •
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CITY OF RENTON
Packet—Utilities Committee
June 01, 2026
7th Floor Council Conference Room/Videoconference
1. AMENDMENT #3 TO CAG-23-451 WITH CASCADIA CONSULTING GROUP
FOR WASTE PREVENTION TECHNICAL ASSISTANCE TO COMMERCIAL
CUSTOMERS
Public Works Department — Administration recommends execution of Amendment No.
3 to CAG-23-451, consultant Cascadia Consulting Group, in the amount of$212,917
which extends waste prevention technical assitance to commercial customers through
December 31, 2027. Refer to Utilities Committee
2. EMERGING ISSUES IN UTILITIES
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SUBJECT/TITLE: Contract amendment No. 3 with Cascadia Consulting Group
RECOMMENDED ACTION: Refer to Utilities Committee
DEPARTMENT: Public Works
STAFF CONTACT: Meara Heubach
EXT.: 7389
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This contract amendment No. 3 with Cascadia Consulting Group is funded by two grants that
were approved by council on April 13, 2026: the 2026-2027 Waste Reduction & Recycling Grant
from King County (GRA-26-002) in the amount of$122,197 and the 2026-2027 Re+ City
Program Grant from King County (GRA-26-001) in the amount of $90,000.
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• This professional services contract amendment will fund a technical assistance program
that aims to help commercial customers reduce waste. The program will prioritize
assistance to commercial locations that serve or are staffed or owned by Spanish or
Vietnamese speakers. Technical assistance will focus on starting food waste collection.
• According to Washington's Organics Management Law, commercial customers
generating at least 96 gallons of organic waste per week must have organics collection
by January 2026, and all commercial customers in Renton must have organics collection
by April 2030. The program funded by this contract amendment will provide direct
customer assistance in complying with this law.
• Cascadia Consulting Group (Cascadia) has been helping the city lead this project since
2024. Cascadia has staff that can deliver technical assistance in Spanish, Vietnamese,
and other languages common in Renton. To date, Cascadia has been a reliable and
effective partner on this project. Cascadia has helped the city achieve the following
outcomes since the program began:
0 295 unique commercial customers were visited and offered technical assistance.
o Outreach to locations where Spanish and Vietnamese are commonly spoken was
prioritized. Of the 295 commercial customers receiving in-person visits, 72 locations
were Spanish-speaking and 35 were Vietnamese-speaking.
0 45 commercial customers added compostables and/or recycling service.
o The increases in compostables and recycling services have captured an estimated
271 tons per year of recoverable material.
This contract amendment extends the contract through December 31, 2027, and increases the
contractor's compensation by $212,197.
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Authorize the Mayor and City Clerk to execute contract amendment No. 3 with Cascadia
Consulting Group in the amount of$212,197 for waste prevention technical assistance to
commercial customers through December 31, 2027.
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AMENDMENT NO. 3 TO AGREEMENT FOR SOLID WASTE
PLANNING & TECHNICAL SERVICES
THIS AMENDMENT, dated for reference purposes only as April 9, 2026, 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, the time for
performance, and 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-3, 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-3. All Work shall be performed by no later than December
31, 2027.
3. Compensation: Section 4, Compensation, is amended so that the maximum amount of
compensation payable to the Consultant is increased by $212,197.00 from $522,093.23
to $734,290.23, 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-3.
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.
CITY OF RENTON CONSULTANT
By: By:
Armondo Pavone Stephanie Thomas
Mayor Co-President and Co-Owner
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
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Exhibit A-3: Scope of Work, Timeline, and Budget
PROJECT SUMMARY
Cascadia will provide tailored waste prevention technical assistance to commercial customers
in Renton and Kent. Outreach will prioritize commercial customers that serve or are staffed or
owned by Spanish or Vietnamese speakers.
PROJECT GOALS
This project aims to increase commercial participation in recycling and organics services and to
improve the quality of the materials collected. The objectives include:
• increasing the number of commercial customers that have recycling and/or organics
service,
• increasing the recycling and organics service levels of commercial customers receiving
technical assistance, and
• decreasing recycling and organics contamination at participating commercial locations.
PROJECT DESCRIPTION
The project has four tasks:
1. Planning
2. Technical Assistance
3. Evaluation
4. Project Management
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 commercial customers to participate in the
project. Cascadia will help develop multilingual signs for waste collection areas and materials
for commercial customers such as postcards or letters.
The City will be responsible for
• Providing service level information from Republic Services
• Providing service level information from Cedar Grove
• Helping identify potential commercial customers
• Purchasing supplies to help commercial customers manage their recycling and organics
(such as interior waste containers ["Slim Jims"], compostable bag liners, and
compostable bag dispensers)
• Paying for all waste infrastructure supplies (these supplies will not be included in the
contract budget)
• Leading community event design
• 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.
• Leading development and creation of website landing page
Pa�e 1 of 8
Task 1.1: Identify and Prioritize Commercial Customers to Participate in Project
Cascadia will begin �se Task 1 by working with the City of Renton and the City of Kent to
prioritize��commercial customers for outreach and technical assistance. During this
task, Cascadia will host�planning kick-off and relaunch meetings 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��commercial customers on the recruitment and current
subscription lists, Cascadia may prioritize a list of properties to target for 2024-2027 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�#a-�e Task 3 T^��a
Deliverables) and will document the specific outreach to be provided, materials to be delivered,
and information to be collected during the project.
Deliverables:
• Planning and hosting kick-off ineeting, including agenda in advance and detailed notes
following
• Planning and hosting�relaunch meetings in fall 2025 and sprin� 2026, including agendas
in advance and detailed notes following
• Detailed project plan including timeline and roles
• Priority customer list containing up to 250��commercial customers
• Updated customer list in fall 2025, based on Organics Management Law requirements,
service level information, and City of Renton new business information
• Updated customer lists and maps in fall 2026 and fall 2027, showin�which customers
have received technical assistance from Cascadia
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.
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Deliverables:
• Two event planning meetings with the client
• Event promotion recommendations and associated recruitment assistance
• Designing and printing English-language event materials
• Transcreation and translation services for event promotion and event materials
• 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�es�s commercial customer outreach and the campaign
assets needed for successful outreach. Cascadia will create a site visit form to collect�es�s
commercial customer 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��commercial customers 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:
• Memo documenting desktop research and proposed approach including campaign
assets and supplies needed
• Outreach script and site visit form including training for outreach staff
• 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
• Technical assistance assets which may include posters and signage, stickers, or
additional tools to assist staff and "����^^��^,•,^^�� propertv owners and mana�ers
• Translation and transcreation of promotional and technical assistance assets including
the City's online landing page
• Review of City's online landing page including recommendations if applicable
• Pilot of technical assistance approach with up to 10��commercial customers to
understand changes or additional needs before beginning�a-�e Task 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.
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Deliverables:
• Updated album of professional Renton-specific images, both edited and raw versions,
for the City's use
Task 2:Technical Assistance
Technical assistance will focus on right-sizing waste service levels and providing��staff
at commercial locations 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�T commercial customers' 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��commercial customers about the Organics Management Law-related
requirements for organics separation and encourage commercial customers to separate
organics and subscribe to organics collection. The consultant will also educate 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�i+�es�s
staff at commercial locations in English, Spanish,e�Vietnamese, or other lan�ua�es spoken bv
Cascadia outreach staff about which materials are recyclable or compostable and which items
are common contaminants. If the outreach team encounters a 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
• Helping Cascadia coordinate service level changes and container replacements with
Republic Services and Cedar Grove
Task 2.1 Providing Technical Assistance to Businesses
fttQ�c Task 2 will account for all technical assistance provided to priority��commercial
customers. Cascadia estimates that interested��commercial customers will be
contacted and visited about 3-4 times during the project. Cascadia estimates that about 20% of
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 "����^^��^,•,�^��' customers' time and interest. The outreach team will also
attempt to connect with the "����^^��^,•,^^� property owner or mana�er via preferred contact
PAGE 4 OF 8
method (phone, email, in-person) as quickly and often as possible to move the�s�s
customer 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 savings
estimates specific to the the�s�s customer. 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 the
��customer 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:
• Recruitment and technical assistance outreach to priority commercial customers in
Renton and Kent
• Continuous tracking of commercial outreach and interactions in the outreach dashboard
Task 3: Evaluation
To measure the effectiveness of the technical assistance, Cascadia will calculate and report the
following statistics. Cascadia will estimate pounds of 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:
• Pounds of organics diverted that quarter and to date
• Number of commercial customers receiving initial in-person visit that quarter and to
date
• 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:
• #of businesses provided with technical assistance
• #of businesses receiving technical assistance that started organics service
• #of businesses receiving technical assistance that started organics service and have an
active subscription
• #of businesses receiving technical assistance that started recycling service
• #of businesses receiving technical assistance that started recycling service and have an
active subscription
• % increase of organics service levels
• % increase of recycling service levels
• % decrease in #of containers with "high" contamination
• % increase in #of containers with "no" contamination
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Annual reportin� (but potentially as frequently as quarterly) for 2026-2027 Re+ Citv Grant:
• Pounds/vear of recyclables diverted
• #of Spanish-speakin�and Vietnamese-speakin� commercial locations receivin�their
first in-person visit
• #of commercial customers who made chan�es to their recvclin� service levels
Additional quarterly reporting:
• Decrease in garbage service levels (expressed in cubic yards)
• Increase in recycling service levels (expressed in cubic yards)
• Observations regarding contamination levels at participating commercial locations
The City will be responsible for
• Providing timely progress reports and performance metrics to the grant agencies
funding the project
• Reviewing and providing feedback on the quarterly and final reports
• 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 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, sprin� 2026, winter 2026, and fall 2027.
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�e Task 3.
By the end of�-�e December 2027, Cascadia will deliver a final project summary report
summarizing work completed, methodology, the grant-mandated performance metrics listed
a�e�e in Task 3, 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:
• Custom Excel outreach dashboard that will be updated throughout the project and
packaged for the client at the close of the project
• Quarterly reports
• Final summary report including up to two rounds of review by client team
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Task 4: Project Management
Cascadia will host bi-weekly internal meetings with the City. Cascadia will also produce monthly
invoices and activity reports each month throughout the life of the project.
Deliverables:
• Bi-weekly client meetings
• Monthly invoice and progress report
PROJECT TIMELINE
Work must be completed by�e-�9December 31, 2027. Technical assistance in Renton must
be completed by October 31, 2027.
Q4 2023—Q1 2024 Q1 Q2 Q3 Q4 Q1 2025 Q2 2025
2024 2024 2024 2024
• Plan • Technical
• Identify • Technical
assistance to
assistance to
businesses • Technical assistance to Renton
• Event assistance Renton businesses Renton businesses
• Design signs & • Technical assistance to Kent businesses . Final reporting
• Final reporting
collaterals businesses on LSWFA grant
• Purchase supplies on Re+ and plete final
• Com
(City will doJ WRR grants summary report
Fall 2025
• Relaunch meeting
• Update priority customer list
• Update outreach dashboard
Fall 2025 -�g Winter 2027
• Technical assistance and quarterly reporting
Sprin� 2026
• Relaunch meetin�
• Update priority customer list
• Update outreach dashboard
Summer 2027
• Final LSWFA grant reporting
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PROJECT BUDGET
The contract budget will be $�",�^�'�734,290.23.
Task Original Amendment Amendment Amendment Total
Budget 1 Budget 2 Budget 3 Bud�et Budget
Planning $53,950 $320 $10,000 11320 �8
75 590
Technical c�Qo��
Assistance $174,700 $58,084 $156,689.23 166 925 $556,398.23
Evaluation $18,050 $0 $18,000 20 755 c2'�
56 805
Management $18,300 $0 $14,000 13197 4�A
t��� naz ��
Budget $265,000 $58,404.00 $198,689.23 212197 $�34�'3
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