HomeMy WebLinkAboutContractAGREEMENT FOR HAZARDOUS WASTE PLANNING & TECHNICAL
SERVICES: USED OIL COLLECTION AND OUTREACH
THIS AGREEMENT, dated for reference purposes only as September 27, 2021, is by and between
the City of Renton (the “City”), a Washington municipal corporation, and Full Circle
Environmental, Inc. (“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 Hazardous Waste Planning and Technical
Services as specified in Exhibit A. Scope of Work, Timeline & 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 & 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 & Budget. All
Work shall be performed by no later than December 15, 2022.
4.Compensation:
A.Amount. Total compensation to Consultant for Work provided pursuant to this
Agreement shall not exceed $45,000, 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 & 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 & 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.
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
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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 w ithout
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.
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
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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 t o 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.
9. Independent Contractor Relationship:
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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
Consultant and the City, its officers, officials, employees and volunteers, Consultant’s
liability shall be only to the extent of Consultant’s negligence.
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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, t
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 admin istering the
Agreement, but should not be used to give any formal notice required by the Agreement.
CITY OF RENTON
Linda Knight
1055 South Grady Way
Renton, WA 98057
Phone: (425) 430-7397
CONSULTANT
David Stitzhal
3111 37th Pl South
Seattle, WA 98144
Phone: (206) 723 0528
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lknight@rentonwa.gov
Fax: (425) 430-7391
stitzhal@fullcircleenviromental.com
Fax: (206)723-2452
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 Linda Knight.
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 writte n, 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 t ogether
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
David Stitzhal
President
_____________________________
Date
_____________________________
Date
Attest
_____________________________
Jason A. Seth
City Clerk
Approved as to Legal Form
By: __________________________
Shane Maloney
City Attorney
Contract Template Updated 5/21/2021
Clb 10-18-21 (1761)
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10/22/2021 | 12:58 PM PDT10-26-2021
Approved by Cheryl Beyer via 10/18/2021 email
Full Circle Environmental, Inc.
3111 37th Place South • Seattle, WA 98144
Phone: 206-723-0528 • Fax: 206-723-2452
www.fullcircleenvironmental.com
Exhibit A: Scope of Work, Timeline & Budget
City of Renton
Hazardous Waste Planning & Technical Services
Used Oil Collection and Outreach
Scope of Work
Project Background and Overview
Used motor oil is categorized as a Universal Waste1 by the Environmental Protection Agency.
Its toxicity, along with its broad presence in both residential and commercial waste streams,
underscores the importance of diverting used motor oil and filters from improper disposal.
Washington State addresses the issue of used oil recovery through RCW Chapter 70A.224
(Used Oil Recycling) and Chapter 70A.300 which require local governments through their
local hazardous waste plans to include a used oil recycling chapter. The used oil
management activities addressed by the Scope of Work below directly address the intent of
the state law, maintain the City’s compliance and have the potential to significantly reduce the
environmental hazards created by improperly managed used oil and filters.
The specific goals of this program are to:
o Support and expand private retailers existing system for collecting used motor oil and
used oil filters.
o Increase the awareness of Do-It-Yourself (DIY) oil changers and small scale/ mobile
mechanics regarding collection opportunities and expand their use of collection sites.
o Minimize the number of used oil filters being disposed of by fast lube shops and auto
repair sites by increasing filter recycling.
This work will commence in the context of the City no longer providing used oil and filter
collection at recycling events (as Renton has in years past). By providing outreach,
education, technical assistance, promotion, and recognition, the work described below as
part of the City’s new Used Oil Collection and Outreach Program will build2 relationships with
1 EPA’s universal waste regulations streamline the hazardous waste management standards for certain categories of
hazardous waste that are commonly generated by a wide variety of establishments. The streamlined regulations:
•promote the collection and recycling of universal waste,
•ease the regulatory burden on retail stores…other generators…and transporters of these wastes,
•encourage the development of municipal and commercial programs to reduce the quantity of these wastes
going to municipal solid waste landfills or combustors.
2 It is also worth noting that in the past year and a half of the Covid pandemic, used oil volumes and the number of
filters brought in by DIY oil changers to collection sites have increased dramatically. Industry experts assume this is
Exhibit A
Scope of Work, Budget, Timeline
City of Renton, Used DIY Oil Management Program
2
the private sector and support their engagement in better managing used oil and filters.
Importantly, this will help move the needle on the regional goal of shifting waste management
responsibilities toward the private sector, thereby lessening the burden on local government.
Finally, to the extent directed by the City (and budget allowing), this program will explore
potential alignments with other existing City priorities, programs, and goals with which there is
overlap and opportunities for synergy, such as:
o Diversity, Equity, and Inclusion
o Sustainability
o Water Quality
o Economic Vitality and Job Training
Task 1: Refine the Scope, Establish Metrics, Research Current Conditions
Project Initiation
Task 1 will focus on clarifying the City’s priorities, refining program goals, confirming
program evaluation metrics, and gathering baseline information to inform the final
program design. Anticipated activities include the following:
o Facilitate a kick-off planning meeting with the City.
o Identify opportunities for the Used Oil program to support other City prior ities (see
Project Background above).
o Establish metrics for program evaluation.
Specifically, to develop metrics, early program efforts will focus on analyzing the
market to establish a baseline for such factors as:
o The number of used oil collection sites in Renton.
o The number of used oil filter collection sites in Renton.
o The amount of used oil and filters currently collected at existing collection sites.
o The percentage of DIY used oil being recycled in Renton3.
o The number of auto service and fast lube shops that recycle (rather than throw
out) used oil filters.
o Languages to consider for the translation of outreach materials
o The state of used oil information on the City’s website and other communication
channels.
due to decreased use of oil change services in order to avoid exposure, and increased efforts by DIYers to reduce
costs and save money due to the economic hardship resulting from the public health crisis.
3 This important metric can be determined in a number of ways, requiring different inputs. Considerations for
determining the recycling rate are explored in the peer -reviewed article, “Estimating Used Motor Oil Volumes
Generated by Do-It-Yourself Oil Changers in Bellevue, Washington,” published in Environmental Practice 3: 113-
121 (2001), and authored by David Stitzhal and Deborah Holmes.
Exhibit A
Scope of Work, Budget, Timeline
City of Renton, Used DIY Oil Management Program
3
Out of such baseline numbers, information, and context, the City and Consultant will
develop program objectives for the following: expanding collection sites, establishing
used oil volume and filter collection targets, and increasing the number of filters
collected and recycled, thereby reducing the number entering the waste stream.
Those objectives will then guide our efforts to refine the specific tasks and activities
necessary for meeting goals. We anticipate this will be an iterative process, with not
all data gathered at the outset.
The City may also want to consider developing and researching other baseline
metrics, pending budget, and program priorities. One such metric is the percentage of
households in Renton reporting that someone in their home changes their oil , and
with what frequency4. This latter metric is all the more important given the seeming
rise in DIY activity and therefore used oil and filter generation, due to Covid (see
footnote above).
Additional research to gather metrics, identify insights for educating residents, and
evaluate program success could be accomplished by leveraging other already-
planned City survey work. For example, the City and Consultant could develop a
Facebook or NextDoor survey, or perhaps try to access affinity groups focused on
cars (e.g., Boeing employees, car-focused events, or other interest groups).
Given Renton’s aquifer, various regulations and guidance already exist to protect
local water quality. It could prove useful to examine such existing City codes and
ordinances that intersect with oil and filter recycling policy and program development.
These existing tools may go beyond the broader state laws regarding requirements
for the disposal of used oil filters, and if so, such water quality rules could be
leveraged by the City’s Used Oil and Collection Program to encourage behavior
change among fast lube and auto service shops.
Regarding materials development, the City and Consultant will work with the City of
Bellevue’s Shift Green Used Oil Program to determine the extent to which content
and layout of the existing program collateral can be utilized. To the greatest extent
possible, efforts will be made to use existing Bellevue materials, modified for Renton.
The City of Renton print shop will be used when possible.
Deliverables
• Metrics memo outlining the project’s approach to evaluation.
4 This can be determined through survey work, and is an important factor when determining the volume of
used oil anticipated to be generated by DIYers in the City and therefore available for collection through
collection sites.
Exhibit A
Scope of Work, Budget, Timeline
City of Renton, Used DIY Oil Management Program
4
• Memos, summary emails, and other communications providing baseline findings.
• Preliminary recommendations for printed materials to be developed.
Task 2: Recruitment, Field Work, and Technical Assistance
Project Implementation
Task 2 will accomplish the heart of the City’s Used Oil Collection and Outreach Program.
Core activities will be based on outcomes and City priorities identified in Task 1. Key activities
are likely to include the following:
o Visit all existing used oil and filter collection sites to make introductions, build
relationships, gather data, and gather input on materials development.
o Call all auto service shops and fast lube locations to determine whether us ed oil
filters are being recycled or thrown out.
o Craft messaging (case studies from Renton, local storytelling, etc.) based on
stakeholder and City input; develop printed materials.
o Develop and launch City crafted website messaging and other social media
communications. Develop and launch other program communications.
o Explore partnerships with key stakeholders: e.g. Marketing staff at Auto Zone,
O’Reilly’s, and NAPA; Renton Technical College’s Transportation Technology
Program; BIPOC Community Centers; Boeing Employee Auto Groups; etc.
o Develop and implement surveys and other research instruments as confirmed by
the City. Assess and interpret data. Develop data-influenced next steps.
Deliverables
• Number of locations collecting used oil and used oil filters, including contact information.
• Number of auto service and fast lube locations recycling versus disposal of used oil
filters. (And the number of Hazardous Waste Management Program Incentive Vouchers
referred.)
• Estimates for used DIY oil and filters collected before any intervention and program
promotion.
• Estimates for used DIY oil and filters collected following any intervention and program
promotion.
• Finalized outreach materials including, print flyers/brochures, City website content, social
media posts, etc.
Task 3: Project Management, Evaluation, Reporting
Management, Reporting & Planning
Exhibit A
Scope of Work, Budget, Timeline
City of Renton, Used DIY Oil Management Program
5
Work under Task 3 encompasses a variety of tasks including:
o program evaluation
o progress toward goals and metrics
o mid-course adjustments
o reporting and outside communications
o development of findings, recommendations, and next steps
Program results will be determined by longitudinal analysis of the metrics determined at the
outset and data collected throughout fieldwork (e.g. the volume of recycled used oil and filters
collected and generated over time). We also intend to look beyond important yet
straightforward metrics, such as the number of sites collecting DIY oil, and explore
opportunities for achieving broader City goals. Such goals could include water quality and
protection, climate change mitigation, addressing diversity and inclusivity priorities,
supporting job training efforts, etc5.
Task 3 will also provide insight into aspects of the Oil Collection and Outreach Program that
are most realistically achieved along a multi-year timeline. For example, in Bellevue, reducing
the number of oil change sites that throw out their filters by helping them to start recycling
filters required a protracted behavior-change effort and long-term engagement with the
businesses to achieve success; Renton is likely to require a similar approach.
Task 3, in coordination with Task 2, can also be harnessed to communicate success stories
to important constituencies. For example, such stories can be used to promote participating
auto parts stores with the intent of recruiting other, reluctant stores to also join the collection
network. Success stories can also be used to educate and activate City policy staff who we
hope will play a role in strengthening regulatory policies that expand used oil and filter
recycling.
There may also be opportunities to increase coordination between Renton and the City of
Bellevue’s Shift Green program. For example, by jointly approaching the regional managers,
or even corporate offices of Auto Zone, NAPA, O’Reilly’s, and others, we may be able to
leverage expanded services and communications from these private players.
Deliverables
• Summary of program findings, metrics, and successes.
• Summary of communications and partnerships.
• Recommendations for next steps and improvements.
Budget
5 By way of example, if time and budget allow, this project could utilize its field staff to monitor storm drain threats,
particularly among automotive service businesses, by keeping an eye out for telltale signs of ne gative water quality
impacts, such as oil stains leading to drains.
Exhibit A
Scope of Work, Budget, Timeline
City of Renton, Used DIY Oil Management Program
6
The budget presented here offers preliminary estimates for the project. Budget, labor hours, and
staffing estimates are shown for each task. We anticipate confirming budget specifics as part of
workplan development under Task 1. We also anticipate close coordination with the City during
project implementation to adjust budget allocations as needed.
To the extent that any printing needs can be covered through use of the City’s in-house print
shop, that will help extend the project budget for program implementation. We anticipate that
any of the initial print budget not allocated during the project will be redirected toward labor.
Exhibit A
Scope of Work, Budget, Timeline
City of Renton, Used DIY Oil Management Program
7
Timeline
The table below provides a preliminary timeline for this project, from September 2021 through
November 18th, 2022. We anticipate revising and confirming timeline specifics as part of Scope
Task 1, and throughout program implementation. (Please also note that while changes in
timeline due to Covid may arise, based on our experience we believe we will be able to keep the
project productively moving forward; as noted above, used oil volumes from DIYers seem to
increase during times when the pandemic worsens, making this project even more important.)