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HomeMy WebLinkAboutAdden 2 CAG-18-056, Adden #2-19 01Y OA, k i c.+fin' NYO� AMENDMENT NO. 2 TO AGREEMENT FOR SOLID WASTE PLANNING & TECHNICAL SERVICE CAG 18-056 THIS AMENDMENT, dated May 20, 2019, is by and between the City of Renton (the "City"), a Washington municipal corporation, and Cascadia Consulting Group, Inc. ("Consultant"), 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-18-056, dated February 15, 2018, to provide necessary services for the Sustainable Materials Management Strategic Plan (referred to herein as the "Agreement"); Whereas,the Parties wish to amend the Agreement to change the time for performance,in order to complete tasks in the scope of work. NOW THEREFORE, It is mutually agreed upon that CAG-18-056 is amended as follows: 1. Time of Performance: Section 3, Time of Performance, is amended pursuant to the schedule(s) set forth in Exhibit A-2 Scope of Work, Timeline & Budget. All Work shall be performed by no later than December 15, 2019. 2. 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 Agreement as of the date last signed by the Parties below. CITY OF RENTON CONSULTANT By: �onoe l 1 By: r e Gregg Z' er an Amityunver Administrator, Public Works Co-President r7� ?74 9 4 C, C r4 0 I ct Date Date Approved as to Legal Form 4 Shane Moloney '' City Attorney Contract Template Updated 03/12/2019 PAGE 2 OF 2 Exhibit A-2. Scope of Work,Timeline&Budget City of Renton I Sustainable Materials Management Strategic Plan Sustainable Materials Management Strategic Plan Scope of Work Project Overview The goal for this project is to develop a sustainable materials management (SMM) strategic plan that lays a successful waste prevention and recycling program roadmap for the City of Renton (the City) to implement for the next 10 years. Cascadia Consulting Group (Cascadia) will support the City in developing a SMM strategic plan that addresses both waste prevention as well as recycling to lay the groundwork for future residential and business projects. The SMM strategic plan will build on the myriad innovative programs that the City has implemented over the past 26 years to increase the knowledge, skills, and motivation of its residential and business sectors to divert waste from landfill. While the City currently experiences 69%waste diversion from landfill for its curbside residential sector, there is still a great deal of work to accomplish to meet and exceed the region's 70% diversion goal by 2020. In addition, the City seeks to incorporate SMM principles of waste prevention and environmental impacts reduction into its goals. Developing the SMM strategic plan will include the following activities: • Identify current barriers to waste prevention and recycling by its residential and commercial sectors. • Research successful waste prevention programs in the nation that hold promise for the Pacific Northwest. • Develop a roadmap with options for program implementation to meet and exceed the goals of 70% diversion by 2020. • Engage a diverse range stakeholders throughout the entire planning process. • Explore funding models to support the plan's goals and programs Task 1. Project Initiation and Management Project Initiation Cascadia will work with the City during project initiation to lay the foundation for a successful SMM strategic planning process. Cascadia will conduct a kickoff meeting with key City staff to confirm project goals and desired outcomes; identify opportunities for alignment with other local and regional planning efforts; and develop a plan for engaging key stakeholders. The Cascadia team will prepare a clear work C ASCADIA Page 1 Exhibit A-2. Scope of Work,Timeline&Budget City of Renton I Sustainable Materials Management Strategic Plan plan summarizing key outcomes from the kick-off meeting and outlining project roles, responsibilities, and milestones. Throughout the project, Cascadia will conduct check-in calls with the City project manager as needed to discuss project status. Deliverables • Kickoff meeting agenda and summary • Detailed work plan • Check-in calls Task 2. Goals and Metrics Assess and Establish Goals and Metrics While the City's 70%diversion goal provides a clear objective for the recovery element of sustainable materials management, other metrics and goals are relevant when considering waste prevention, equity, impacts of population growth, economic changes, new types of waste materials, and the environmental impacts of material use. At the beginning of the project, we will work with the City to identify a range of possible supplementary metrics and key performance indicators that will guide plan development.To the extent appropriate, these will be aligned with other City priorities and those of other relevant jurisdictions, including King County, the Local Hazardous Waste Management Program in King County, and Washington State. Deliverables • Goals and metrics meeting agenda and summary • Draft and final memo identifying goals and metrics that will guide the City's SMM strategic plan Task 3. Existing Conditions Document Material Streams and Develop BAU Projections Understanding the current materials streams—what materials are being generated and disposed by each sector—provides important information needed to select appropriate strategies.These baseline estimates will rely on existing waste composition, tonnage, and customer data. Cascadia will use existing data from the City, King County, and Cascadia databases to estimate current generation, disposal, and recycling by material type and generator(residential versus commercial). Baseline data will be used to identify key materials to focus on when researching and selecting strategies. As data are available, Cascadia will also document the past trajectory of the City's waste streams and highlight historic successes in generation and recycling rates. CASCADIA Page 2 Exhibit A-2. Scope of Work,Timeline&Budget City of Renton I Sustainable Materials Management Strategic Plan Cascadia will also develop "business as usual" 10-year projections, using population and employment projections.The City can use these projections in the future to assess progress toward recycling and waste prevention goals. Deliverables • Draft and final memo summarizing current material streams, past waste generation and recycling rates, and 10-year projections. Document Existing Programs, Policies, and Infrastructure Charting a strategy for the City's next ten years begins with understanding past successes and the current programs, policies,and infrastructure (PPIs)that support or hinder sustainable materials management. Cascadia will work with the City's project manager to summarize past and current PPIs and associate them, as feasible, with changes in the City's waste generation and recycling rates. Documenting PPIs will include assessing current plans, policies, and waste-related regulations; collection and processing programs and infrastructure; funding mechanisms and financial incentives; local and regional recycling markets and market development strategies; and education, outreach, and technical assistance programs. From this review, Cascadia will identify past successes, as well as potential challenges and gaps related to waste prevention and recycling to address in the SMM strategic plan. As data are available, Cascadia will also assess the equity impacts of past and current PPIs. Deliverables • Draft and final memo summarizing current PPIs, identifying past successes, and identifying potential gaps. Task 4. Research and Develop List of Strategies Research Policies, Programs, and Infrastructure Strategies Cascadia will draw on its in-house Zero Waste Library to identify best practices for cities to foster waste prevention and recycling. Cascadia will supplement its expertise with additional research on innovative, effective, and locally relevant PPIs that could help the City meets its waste prevention and recycling goals. We will explore examples and ideas from other leading municipalities locally and across the US, international leaders (such as Scotland), and non-governmental efforts (such as The Recycling Partnership). Research will focus on PPIs related to waste prevention, circular economies, and gaps identified in Task 3. Deliverables • Draft and final memo summarizing research CASCADIA Page 3 Exhibit A-2. Scope of Work,Timeline&Budget City of Renton I Sustainable Materials Management Strategic Plan . .............. ................... .. .................._........ .. Develop and Finalize List of Potential Strategies Combining this research with the review of the City's current waste streams and PPIs, Cascadia will develop an initial list PPIs to consider including in the SMM strategic plan.The initial list of potential PPIs will be informed by consideration of the following topics: • Materials that are currently disposed in large quantities • Materials for which there are viable local and regional markets • The generators of those materials • The current collection system and recycling infrastructure Potential PPIs may include but are not limited to the following areas: • Collection and reuse program expansion and enhancements • Expanded education, outreach, and behavior change programs • New waste prevention and recycling policies or regulations • Funding models • Financial and other market incentives • Market development Cascadia will organize and characterize the long list of potential strategies—including policies, programs, and infrastructure—according to such attributes as strategy type (e.g., education, collection),targeted material (e.g.,food scraps), and generator group (e.g., multifamily, commercial). For each potential strategy,the summary will identify examples,where available, of other jurisdictions using the strategy. Cascadia will work with the City and a team of experts selected by the City to agree on a list of criteria that will be used to assess each potential strategy using a qualitative rating(high, moderate, or low). Criteria may include the following: • Quantity affected materials currently generated or disposed • Approximate scale of cost • Technical and/or political feasibility • Environmental benefits, such as energy intensity or greenhouse gas emissions associated with affected materials • Equity impacts • Local economic benefits, such as potential for local reuse or processing Following the rating of potential strategies, Cascadia will meet with the City's project manager to conduct an initial screening to select promising strategies and remove those considered less appropriate or unlikely to yield desired outcomes.The screening will focus on those PPIs that have the highest potential for success based on past program effectiveness, the criteria identified above, and the City's particular conditions. • CASCADIA Page 4 Exhibit A-2. Scope of Work,Timeline&Budget City of Renton I Sustainable Materials Management Strategic Plan Deliverables • Draft matrix of potential strategies with qualitative assessment using selected criteria • Meeting with City project manager to review assessment and refine list of PPIs. • Final matrix of potential strategies with qualitative assessment and identification of selected PPIs. Task 5. Develop the SMM Strategic Plan Develop the SMM Strategic Plan Cascadia will develop the City's SMM strategic plan,focusing on recommended actions for the next 10 years and progress metrics. Cascadia envisions developing two separate plan documents: • A brief(two to four pages)and highly engaging summary that is intended for City Administration, elected officials, and the public. • A longer roadmap intended for City staff to use in developing detailed annual workplans.The 10- year roadmap will identify strategies to focus on in each year; planning-level costs and staffing needs; and data collection methods for progress metrics. Deliverables • Draft and final summary for City Administration, elected official, and the public • Draft and final roadmap for City staff Task 6. Stakeholder Engagement Stakeholder Engagement Stakeholder input and buy-in throughout the planning process are essential for ensuring the City's SMM strategic plan will be successful. Concurrent with Task 1, Cascadia will work with the City to develop and agree on a stakeholder engagement plan and assign roles and responsibilities. We anticipate that Stakeholder engagement will occur in conjunction with Tasks 2-6 and will be an inclusive process to engage Renton's diverse population. We envision two primary sets of stakeholders for this project: 1) internal City participants and 2)external parties. Internal participants could include City staff, City Administration, and elected officials. External parties could include other agencies(such as King County and the Local Hazardous Waste Management Program in King County),waste and recycling service providers, commercial waste generators, businesses that may use reused or recycled material inputs, institutions, community and environmental organizations, and residents. Engagement activities may include meetings, workshops, surveys, mailings, events,websites and social media,or other strategies. Stakeholder engagement topics commonly include: • Stakeholder goals and priorities • Effectiveness of and gaps in current programs, policies, and infrastructure CASCADIA Page 5 Exhibit A-2. Scope of Work,Timeline&Budget City of Renton I Sustainable Materials Management Strategic Plan • Opportunities and challenges related to increasing waste prevention and recycling • Potential strategies and draft recommendations Deliverables • Draft and final stakeholder engagement plan • Stakeholder engagement activities, as agreed on ASCADIA Page 6 Exhibit A-2. Budget,Timeline&Budget City of Renton I Sustainable Materials Management Strategic Plan Budget The table below presents preliminary budget estimates for this project. Budget estimates are shown for each task,with estimated labor hours listed separately. We anticipate confirming budget specifics as part of the workplan developed in Task 1. In particular, we have budgeted a block of$20,000 for stakeholder engagement with specific activities and associated hours and expenses to be developed at the beginning of the project. Task Hours Cost 1. Project initiation and management 45 $7,500 2. Goals and metrics 63 $9,250 3. Existing conditions 136 $18,500 4. Research and develop strategies 198 $26,750 5. Written plan 116 $16,000 6. Stakeholder engagement TBD $20,000 Total TBD $98,000 CASCADIA Page 7 C N op- Q 0 u a- m on Dec c a) v tuD w a c C Nov ai m ;+_ Oct C c C j 0 E , Sep co 2 Aug , c m as Fa v Jul : j o j _ to N C Jun o O c N ri May I i o0 o M -- ar '- cu L to Apr a� a) Mar Feb p _j -c Jan i u a aci Dec OA c c Nov 0 Oct i 1 u Sep E a) Q Y Aug rn t L .� Jul • fi • r_ .� _-- N a c un p E• N May co -0▪ c 0 N 0 CO ▪ 0_ Apr rcyu 0 .� 3 Mar c co v _c-C w Feb '''' 0 Lo 4-, c ro Jan v 0_ aJ L ro •u C L 1� N N -00_ C 0_ �-•, ro tap va U N c 0 v _Q //���� ra C L c W Q) N 0 0 v) N •,- 0 fB 0_ •_ +�-+ 4J C t C - •0 'y,, •}; r6 CJ O L Y Cli tan Q • - — c6 E 0 X "6 4J N 4- (13 tel o H ,-i E N E M u cr '6 L!1 Lc; a) * F- +