HomeMy WebLinkAboutContractAGREEMENT FOR SOLID WASTE PLANNING & TECHNICAL
SERVICES
THIS AGREEMENT, dated for reference purposes only as November 8, 2023, 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 Agreement as the “Parties.” Once fully executed by the Parties, this Agreement
is effective as of the last date signed by both parties.
1.Scope of Work: Consultant agrees to provide solid waste planning and technical services
for the City’s commercial recycling and organics technical assistance program, as specified
in Exhibit A: Scope of Work, Timeline, and Budget, which is attached and incorporated
herein and may hereinafter be referred to as the “Work.”
2.Changes in Scope of Work: The City, without invalidating this Agreement, may order
changes to the Work consisting of additions, deletions or modifications. Any such changes
to the Work shall be ordered by the City in writing and the Compensation shall be
equitably adjusted consistent with the rates set forth in Exhibit A: Scope of Work,
Timeline, and Budget or as otherwise mutually agreed by the Parties.
3.Time of Performance: Consultant shall commence performance of the Agreement
pursuant to the schedule(s) set forth in Exhibit A: Scope of Work, Timeline, and Budget.
All Work shall be performed by no later than December 31, 2025
4. Compensation:
A. Amount. Total compensation to Consultant for Work provided pursuant to this
Agreement shall not exceed $265,000.00, plus any applicable state and local sales
taxes. Compensation shall be paid based upon Work actually performed according to
the rate(s) or amounts specified in Exhibit A: Scope of Work, Timeline, and Budget.
The Consultant agrees that any hourly or flat rate charged by it for its Work shall
remain locked at the negotiated rate(s) unless otherwise agreed to in writing or
provided in Exhibit A: Scope of Work, Timeline, and Budget. Except as specifically
provided herein, the Consultant shall be solely responsible for payment of any taxes
imposed as a result of the performance and payment of this Agreement.
CAG-23-451
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B.Method of Payment. On a monthly or no less than quarterly basis during any quarter
in which Work is performed, the Consultant shall submit a voucher or invoice in a form
specified by the City, including a description of what Work has been performed, the
name of the personnel performing such Work, and any hourly labor charge rate for
such personnel. The Consultant shall also submit a final bill upon completion of all
Work. Payment shall be made by the City for Work performed within thirty (30)
calendar days after receipt and approval by the appropriate City representative of the
voucher or invoice. If the Consultant’s performance does not meet the requirements
of this Agreement, the Consultant will correct or modify its performance to comply
with the Agreement. The City may withhold payment for work that does not meet the
requirements of this Agreement.
C.Effect of Payment. Payment for any part of the Work shall not constitute a waiver by
the City of any remedies it may have against the Consultant for failure of the
Consultant to perform the Work or for any breach of this Agreement by the
Consultant.
D.Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for
payment under this Agreement for any future fiscal period, the City shall not be
obligated to make payments for Work or amounts incurred after the end of the
current fiscal period, and this Agreement will terminate upon the completion of all
remaining Work for which funds are allocated. No penalty or expense shall accrue to
the City in the event this provision applies.
5.Termination:
A.The City reserves the right to terminate this Agreement at any time, with or without
cause by giving ten (10) calendar days’ notice to the Consultant in writing. In the event
of such termination or suspension, all finished or unfinished documents, data, studies,
worksheets, models and reports, or other material prepared by the Consultant
pursuant to this Agreement shall be submitted to the City, if any are required as part
of the Work.
B.In the event this Agreement is terminated by the City, the Consultant shall be entitled
to payment for all hours worked to the effective date of termination, less all payments
previously made. If the Agreement is terminated by the City after partial performance
of Work for which the agreed compensation is a fixed fee, the City shall pay the
Consultant an equitable share of the fixed fee. This provision shall not prevent the
City from seeking any legal remedies it may have for the violation or nonperformance
of any of the provisions of this Agreement and such charges due to the City shall be
deducted from the final payment due the Consultant. No payment shall be made by
the City for any expenses incurred or work done following the effective date of
termination unless authorized in advance in writing by the City.
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6.Warranties And Right To Use Work Product: Consultant represents and warrants that
Consultant will perform all Work identified in this Agreement in a professional and
workmanlike manner and in accordance with all reasonable and professional standards
and laws. Compliance with professional standards includes, as applicable, performing the
Work in compliance with applicable City standards or guidelines (e.g. design criteria and
Standard Plans for Road, Bridge and Municipal Construction). Professional engineers shall
certify engineering plans, specifications, plats, and reports, as applicable, pursuant to
RCW 18.43.070. Consultant further represents and warrants that all final work product
created for and delivered to the City pursuant to this Agreement shall be the original work
of the Consultant and free from any intellectual property encumbrance which would
restrict the City from using the work product. Consultant grants to the City a non-
exclusive, perpetual right and license to use, reproduce, distribute, adapt, modify, and
display all final work product produced pursuant to this Agreement. The City’s or other’s
adaptation, modification or use of the final work products other than for the purposes of
this Agreement shall be without liability to the Consultant. The provisions of this section
shall survive the expiration or termination of this Agreement.
7.Record Maintenance: The Consultant shall maintain accounts and records, which
properly reflect all direct and indirect costs expended and Work provided in the
performance of this Agreement and retain such records for as long as may be required by
applicable Washington State records retention laws, but in any event no less than six
years after the termination of this Agreement. The Consultant agrees to provide access
to and copies of any records related to this Agreement as required by the City to audit
expenditures and charges and/or to comply with the Washington State Public Records Act
(Chapter 42.56 RCW). The provisions of this section shall survive the expiration or
termination of this Agreement.
8.Public Records Compliance: To the full extent the City determines necessary to comply
with the Washington State Public Records Act, Consultant shall make a due diligent search
of all records in its possession or control relating to this Agreement and the Work,
including, but not limited to, e-mail, correspondence, notes, saved telephone messages,
recordings, photos, or drawings and provide them to the City for production. In the event
Consultant believes said records need to be protected from disclosure, it may, at
Consultant’s own expense, seek judicial protection. Consultant shall indemnify, defend,
and hold harmless the City for all costs, including attorneys’ fees, attendant to any claim
or litigation related to a Public Records Act request for which Consultant has responsive
records and for which Consultant has withheld records or information contained therein,
or not provided them to the City in a timely manner. Consultant shall produce for
distribution any and all records responsive to the Public Records Act request in a timely
manner, unless those records are protected by court order. The provisions of this section
shall survive the expiration or termination of this Agreement.
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9. Independent Contractor Relationship:
A. The Consultant is retained by the City only for the purposes and to the extent set forth
in this Agreement. The nature of the relationship between the Consultant and the City
during the period of the Work shall be that of an independent contractor, not
employee. The Consultant, not the City, shall have the power to control and direct the
details, manner or means of Work. Specifically, but not by means of limitation, the
Consultant shall have no obligation to work any particular hours or particular
schedule, unless otherwise indicated in the Scope of Work or where scheduling of
attendance or performance is mutually arranged due to the nature of the Work.
Consultant shall retain the right to designate the means of performing the Work
covered by this agreement, and the Consultant shall be entitled to employ other
workers at such compensation and such other conditions as it may deem proper,
provided, however, that any contract so made by the Consultant is to be paid by it
alone, and that employing such workers, it is acting individually and not as an agent
for the City.
B. The City shall not be responsible for withholding or otherwise deducting federal
income tax or Social Security or contributing to the State Industrial Insurance
Program, or otherwise assuming the duties of an employer with respect to Consultant
or any employee of the Consultant.
C. If the Consultant is a sole proprietorship or if this Agreement is with an individual, the
Consultant agrees to notify the City and complete any required form if the Consultant
retired under a State of Washington retirement system and agrees to indemnify any
losses the City may sustain through the Consultant’s failure to do so.
10. Hold Harmless: The Consultant agrees to release, indemnify, defend, and hold harmless
the City, elected officials, employees, officers, representatives, and volunteers from any
and all claims, demands, actions, suits, causes of action, arbitrations, mediations,
proceedings, judgments, awards, injuries, damages, liabilities, taxes, losses, fines, fees,
penalties, expenses, attorney’s or attorneys’ fees, costs, and/or litigation expenses to or
by any and all persons or entities, arising from, resulting from, or related to the negligent
acts, errors or omissions of the Consultant in its performance of this Agreement or a
breach of this Agreement by Consultant, except for that portion of the claims caused by
the City’s sole negligence.
Should a court of competent jurisdiction determine that this agreement is subject to RCW
4.24.115, (Validity of agreement to indemnify against liability for negligence relative to
construction, alteration, improvement, etc., of structure or improvement attached to real
estate…) 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
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Consultant and the City, its officers, officials, employees and volunteers, Consultant’s
liability shall be only to the extent of Consultant’s negligence.
It is further specifically and expressly understood that the indemnification provided in
this Agreement constitute Consultant’s waiver of immunity under the Industrial
Insurance Act, RCW Title 51, solely for the purposes of this indemnification. The Parties
have mutually negotiated and agreed to this waiver. The provisions of this section shall
survive the expiration or termination of this Agreement.
11. Gifts and Conflicts: The City’s Code of Ethics and Washington State law prohibit City
employees from soliciting, accepting, or receiving any gift, gratuity or favor from any
person, firm or corporation involved in a contract or transaction. To ensure compliance
with the City’s Code of Ethics and state law, the Consultant shall not give a gift of any kind
to City employees or officials. Consultant also confirms that Consultant does not have a
business interest or a close family relationship with any City officer or employee who was,
is, or will be involved in selecting the Consultant, negotiating or administering this
Agreement, or evaluating the Consultant’s performance of the Work.
12. City of Renton Business License: Unless exempted by the Renton Municipal Code,
Consultant shall obtain a City of Renton Business License prior to performing any Work
and maintain the business license in good standing throughout the term of this
agreement with the City.
Information regarding acquiring a city business license can be found at:
https://www.rentonwa.gov/Tax
Information regarding State business licensing requirements can be found at:
https://dor.wa.gov/doing-business/register-my-business
13. Insurance: Consultant shall secure and maintain:
A. Commercial general liability insurance in the minimum amounts of $1,000,000 for
each occurrence/$2,000,000 aggregate for the Term of this Agreement.
B. In the event that Work delivered pursuant to this Agreement either directly or
indirectly involve or require Professional Services, Professional Liability, Errors and
Omissions coverage shall be provided with minimum limits of $1,000,000 per
occurrence. "Professional Services", for the purpose of this section, shall mean any
Work provided by a licensed professional or Work that requires a professional
standard of care.
C. Workers’ compensation coverage, as required by the Industrial Insurance laws of the
State of Washington, shall also be secured.
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D. Commercial Automobile Liability for owned, leased, hired or non-owned, leased, hired
or non-owned, with minimum limits of $1,000,000 per occurrence combined single
limit, if there will be any use of Consultant’s vehicles on the City’s Premises by or on
behalf of the City, beyond normal commutes.
E. Consultant shall name the City as an Additional Insured on its commercial general
liability policy on a non-contributory primary basis. The City’s insurance policies shall
not be a source for payment of any Consultant liability, nor shall the maintenance of
any insurance required by this Agreement be construed to limit the liability of
Consultant to the coverage provided by such insurance or otherwise limit the City’s
recourse to any remedy available at law or in equity.
F. Subject to the City’s review and acceptance, a certificate of insurance showing the
proper endorsements, shall be delivered to the City before performing the Work.
G. Consultant shall provide the City with written notice of any policy cancellation, within
two (2) business days of their receipt of such notice.
14. Delays: Consultant is not responsible for delays caused by factors beyond the
Consultant’s reasonable control. When such delays beyond the Consultant’s reasonable
control occur, the City agrees the Consultant is not responsible for damages, nor shall the
Consultant be deemed to be in default of the Agreement.
15. Successors and Assigns: Neither the City nor the Consultant shall assign, transfer or
encumber any rights, duties or interests accruing from this Agreement without the
written consent of the other.
16. Notices: Any notice required under this Agreement will be in writing, addressed to the
appropriate party at the address which appears below (as modified in writing from time
to time by such party), and given personally, by registered or certified mail, return receipt
requested, by facsimile or by nationally recognized overnight courier service. Time period
for notices shall be deemed to have commenced upon the date of receipt, EXCEPT
facsimile delivery will be deemed to have commenced on the first business day following
transmission. Email and telephone may be used for purposes of administering the
Agreement, but should not be used to give any formal notice required by the Agreement.
CITY OF RENTON
Meara Heubach
1055 South Grady Way
Renton, WA 98057
CONSULTANT
Sarah Schu
1109 First Ave S, Suite 400
Seattle, WA 98101
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Phone: (425) 430-7389
mheubach@rentonwa.gov
Fax: (425) 430-7241
Phone: (206) 338-4713
sarah@cascadiaconsulting.com
17. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational
qualification, the Consultant agrees as follows:
A. Consultant, and Consultant’s agents, employees, representatives, and volunteers
with regard to the Work performed or to be performed under this Agreement, shall
not discriminate on the basis of race, color, sex, religion, nationality, creed, marital
status, sexual orientation or preference, age (except minimum age and retirement
provisions), honorably discharged veteran or military status, or the presence of any
sensory, mental or physical handicap, unless based upon a bona fide occupational
qualification in relationship to hiring and employment, in employment or application
for employment, the administration of the delivery of Work or any other benefits
under this Agreement, or procurement of materials or supplies.
B. The Consultant will take affirmative action to insure that applicants are employed and
that employees are treated during employment without regard to their race, creed,
color, national origin, sex, age, sexual orientation, physical, sensory or mental
handicaps, or marital status. Such action shall include, but not be limited to the
following employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, layoff or termination, rates of pay or other forms of compensation and
selection for training.
C. If the Consultant fails to comply with any of this Agreement’s non-discrimination
provisions, the City shall have the right, at its option, to cancel the Agreement in
whole or in part.
D. The Consultant is responsible to be aware of and in compliance with all federal, state
and local laws and regulations that may affect the satisfactory completion of the
project, which includes but is not limited to fair labor laws, worker's compensation,
and Title VI of the Federal Civil Rights Act of 1964, and will comply with City of Renton
Council Resolution Number 4085.
18. Miscellaneous: The parties hereby acknowledge:
A. The City is not responsible to train or provide training for Consultant.
B. Consultant will not be reimbursed for job related expenses except to the extent
specifically agreed within the attached exhibits.
C. Consultant shall furnish all tools and/or materials necessary to perform the Work
except to the extent specifically agreed within the attached exhibits.
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D. In the event special training, licensing, or certification is required for Consultant to
provide Work he/she will acquire or maintain such at his/her own expense and, if
Consultant employs, sub-contracts, or otherwise assigns the responsibility to perform
the Work, said employee/sub-contractor/assignee will acquire and or maintain such
training, licensing, or certification.
E. This is a non-exclusive agreement and Consultant is free to provide his/her Work to
other entities, so long as there is no interruption or interference with the provision of
Work called for in this Agreement.
F. Consultant is responsible for his/her own insurance, including, but not limited to
health insurance.
G. Consultant is responsible for his/her own Worker’s Compensation coverage as well as
that for any persons employed by the Consultant.
19. Other Provisions:
A. Approval Authority. Each individual executing this Agreement on behalf of the City
and Consultant represents and warrants that such individuals are duly authorized to
execute and deliver this Agreement on behalf of the City or Consultant.
B. General Administration and Management. The City’s project manager is Meara
Heubach. In providing Work, Consultant shall coordinate with the City’s contract
manager or his/her designee.
C. Amendment and Modification. This Agreement may be amended only by an
instrument in writing, duly executed by both Parties.
D. Conflicts. In the event of any inconsistencies between Consultant proposals and this
Agreement, the terms of this Agreement shall prevail. Any exhibits/attachments to
this Agreement are incorporated by reference only to the extent of the purpose for
which they are referenced within this Agreement. To the extent a Consultant
prepared exhibit conflicts with the terms in the body of this Agreement or contains
terms that are extraneous to the purpose for which it is referenced, the terms in the
body of this Agreement shall prevail and the extraneous terms shall not be
incorporated herein.
E. Governing Law. This Agreement shall be made in and shall be governed by and
interpreted in accordance with the laws of the State of Washington and the City of
Renton. Consultant and all of the Consultant’s employees shall perform the Work in
accordance with all applicable federal, state, county and city laws, codes and
ordinances.
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F.Joint Drafting Effort. This Agreement shall be considered for all purposes as prepared
by the joint efforts of the Parties and shall not be construed against one party or the
other as a result of the preparation, substitution, submission or other event of
negotiation, drafting or execution.
G.Jurisdiction and Venue. Any lawsuit or legal action brought by any party to enforce or
interpret this Agreement or any of its terms or covenants shall be brought in the King
County Superior Court for the State of Washington at the Maleng Regional Justice
Center in Kent, King County, Washington, or its replacement or successor. Consultant
hereby expressly consents to the personal and exclusive jurisdiction and venue of
such court even if Consultant is a foreign corporation not registered with the State of
Washington.
H.Severability. A court of competent jurisdiction’s determination that any provision or
part of this Agreement is illegal or unenforceable shall not cancel or invalidate the
remainder of this Agreement, which shall remain in full force and effect.
I.Sole and Entire Agreement. This Agreement contains the entire agreement of the
Parties and any representations or understandings, whether oral or written, not
incorporated are excluded.
J.Time is of the Essence. Time is of the essence of this Agreement and each and all of
its provisions in which performance is a factor. Adherence to completion dates set
forth in the description of the Work is essential to the Consultant’s performance of
this Agreement.
K. Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be
construed to give any rights or benefits in the Agreement to anyone other than the
Parties, and all duties and responsibilities undertaken pursuant to this Agreement will
be for the sole and exclusive benefit of the Parties and no one else.
L.Binding Effect. The Parties each bind themselves, their partners, successors, assigns,
and legal representatives to the other party to this Agreement, and to the partners,
successors, assigns, and legal representatives of such other party with respect to all
covenants of the Agreement.
M.Waivers. All waivers shall be in writing and signed by the waiving party. Either party’s
failure to enforce any provision of this Agreement shall not be a waiver and shall not
prevent either the City or Consultant from enforcing that provision or any other
provision of this Agreement in the future. Waiver of breach of any provision of this
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Agreement shall not be deemed to be a waiver of any prior or subsequent breach
unless it is expressly waived in writing.
N. Counterparts. The Parties may execute this Agreement in any number of
counterparts, each of which shall constitute an original, and all of which will together
constitute this one Agreement.
IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date
last signed by the Parties below.
CITY OF RENTON
By:_____________________________
CONSULTANT
By:____________________________
Armondo Pavone
Mayor
Stephanie Thomas
Co-President
_____________________________
Date
_____________________________
Date
Attest
_____________________________
Jason A. Seth
City Clerk
Approved as to Legal Form
By: __________________________
Shane Moloney
City Attorney
Contract Template Updated 5/21/2021
Clb 11-14-23 (2857)
Approved by Cheryl Beyer via 11/14/2023 email
1/2/2024
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Exhibit A: Scope of Work, Timeline, and Budget
PROJECT SUMMARY
Cascadia will provide tailored waste prevention technical assistance to businesses in Renton
and Kent. Outreach will prioritize medium and large businesses that serve or are staffed or
owned by Spanish or Vietnamese speakers.
PROJECT GOALS
This project aims to increase business participation in recycling and organics services and to
improve the quality of the materials collected. The objectives include:
•increasing the number of businesses that have recycling and/or organics service,
•increasing the recycling and organics service levels of businesses receiving technical
assistance, and
•decreasing recycling and organics contamination at participating businesses.
PROJECT DESCRIPTION
The project has three phases:
1.Planning
2.Providing Technical Assistance
3.Evaluating Project Effectiveness and Reporting
Phase 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 to participate in the project.
Cascadia will help develop multilingual signs for waste collection areas and materials for
businesses such as postcards or letters.
The City will be responsible for
•Providing service level information from Republic Services
•Helping identify potential businesses
•Purchasing supplies to help businesses 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
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Task 1.1: Identify and Prioritize Businesses 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 2024-2025 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:
•Planning and hosting kick-off meeting, including agenda in advance and detailed notes
following
•Detailed project plan including timeline and roles
•Priority business list containing up to 250 businesses
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:
•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
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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:
•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 businessowners
•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 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:
•Updated album of professional Renton-specific images, both edited and raw versions,
for the City’s use
Phase 2: Providing Technical Assistance
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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 1799-related requirements for organics separation and encourage businesses
to separate organics and subscribe to organics collection. The consultant will also educate
businesses 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 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
• Coordinating service level changes and container replacements with Republic Services
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 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
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
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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:
•Recruitment and technical assistance outreach to priority businesses in Renton and
Kent
•Continuous tracking of business outreach and interactions in the outreach dashboard
Phase 3: Evaluating 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:
•Pounds of recyclables diverted
•Pounds of organics diverted
•Cubic yards of contamination reduced
Annual reporting (but potentially as frequently as quarterly) for Re+ City Grant (final
numbers needed for Re+ City Grant final reporting at end of 2024):
•# 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
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 final report
•Capturing recycling and organics service-level data from Republic Services to assist
with data reporting
PAGE 16 OF 17
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
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.
Task 3.2 Final Summary Report
At the end of the project, 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:
• Custom Excel outreach dashboard that will be updated throughout the project and
packaged for the client at the close of the project
• Final summary report including up to two rounds of review by client team
Phase 0: Project Management
Cascadia will host bi-weekly internal and client kick-off meetings. 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
PAGE 17 OF 17
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.
Q4 2023 – Q1 2024 Q1
2024
Q2
2024
Q3
2024
Q4
2024
Q1 2025 Q2 2025
• Plan
• Identify
businesses
• Event assistance
• Design signs &
collaterals
• Purchase supplies
(City will do)
• Technical assistance to
Renton businesses
• Technical assistance to Kent
businesses
• Technical
assistance to
Renton
businesses
• Final reporting
on Re+ and
WRR grants
• Technical
assistance to
Renton
businesses
• Final reporting
on LSWFA grant
• Complete final
summary report
PROJECT BUDGET
The contract budget will be $265,000.
Task Budget including Labor &
Expenses
Planning $53,950
Technical Assistance $174,700
Reporting $18,050
Project Management $18,300
Total Project Budget $265,000
Electronic Record of Contracts
This document was generated as a record of certain contracts created, accepted and stored electronically.
Summary of Contracts
This document contains the following contracts.
Title ID
Client Agreement (City of Renton and Cascadia Consulting Group, Inc.)282ad51c-e911-42b2-8bdb-7c8afa7bdb56
Contract signed by:
Stephanie Thomas Signer ID: 43bc6dfd-df36-4a07-a756-f584a8d3fddd
Email: stephanie@cascadiaconsulting.com
Date / Time: Dec 3, 2023 at 8:38 PM EST
IP Address: 71.231.195.128
User Agent: Mozilla/5.0 (Windows NT 10.0; Win64; x64) AppleWebKit/537.36 (KHTML, like Gecko) Chrome/119.0.0.0 Safari/537.36