HomeMy WebLinkAboutRECYCLING & WASTE COMMITTEE - 08/09/2021 - Solid Waste RFP ResultsRECYCLING COMMITTEE
MEETING MINUTES
Chemick Conference Room
August 9, 2021
10:00 AM
Present: Trustee Feichter, Chairman
Trustee Prochno
Trustee Czamik
Staff: Raymond Rummel, Village Manager
Matthew Roan, Deputy Village Manager
Maggie Jablonski, Assistant Village Manager/ Director of Communications
Brian Southey, Superintendent of Administration
Scott Santille, Foreman
Karleen Gemady, Administrative Intern
Paola Garcia, Undergraduate Administrative Intern
Chairman Feichter called the meeting to order at 10:00 a.m.
Solid Waste RFP Results
The Committee met for the purpose of reviewing the results from the Solid Waste Request for Proposals
(RFP). Trustee Feichter invited staff to provide an overview of the RFP.
M. Jablonski stated that based upon the proposals received, Village staff recommends moving forward with
the 8-year contract with Groot that includes both waste and recycling carts for all single family customers.
Groot provided the most competitive pricing in their proposal, and following additional negotiations with
staff, lowered their overall contract costs by over $300,000.
M. Jablonski noted that the overall annual contract cost in the first four years of Groot's final 8-year
proposal are lower than the current annual contract cost with Waste Management, and that the Groot
proposal provide a number of additional benefits.
M. Jablonski provided an overview of the Groot's proposal. The recommended 8-year proposal from Groot
provides carts to all single family homes for refuse and recycling as part of the contract, and also offers a
10% discount rate for seniors 65 and older. M. Jablonski noted that seniors who pay their bills through an
association, rather than directly to Waste Management would not be eligible for the discount.
Trustee Czarnik asked if there would be different size options for recycling carts for residents to choose. R.
Rummel stated that residents would have the option to select a 35, 65, or 95 gallon cart size for both waste
and recycling carts. Chairman Feichter asked about the transition process, M. Jablonski stated that staff
would work with Groot on the transition, but that new carts would likely be delivered the week before
service begins, and Waste Management would collect their carts from the curb after the last day of service
from residents.
Trustee Prochno asked if residents would be able to rent additional carts at an extra cost. M. Jablonski
explained that residents would have the option to rent additional carts at a monthly cost, but Groot estimated
that less than 1% of customers use this option, because residents can also place any waste that doesn't fit
into their cart in their own 30-gallon cans or bags at the curb at no cost.
Trustee Czarnik asked if residents would have the option to switch the size of their waste and recycling
bins. M. Jablonski explained that during the first month of the contract, residents have the option to switch
the size of their carts. Trustee Czarnik stated that residents should have up to 60 days to exchange their
carts for different sizes. R. Rummel noted that this would be included in the contract.
M. Jablonski explained the rate changes for single family homes that would occur during the first year of
the contract. Some residents will see a decrease in their costs, whereas residents who don't currently rent
a current waste cart will see a small monthly increase. M. Jablonski noted that seniors will see a decrease
of costs, regardless of their current service due to the senior discount.
Chairman Feichter inquired about the transition process of switching waste and recycling vendors and
how the change would be communicated to residents. M. Jablonski explained that once the contract is
approved by the Village Board, the communication on the transition process will begin as soon as
possible.
Trustee Prochno asked about the verification process for the senior discount. B. Southey stated that Groot
would handle the verification process to determine eligible seniors ages 65 and up.
Chairman Feichter asked about the payment frequency and if autopay would be included in payment
options. M. Jablonski noted that she believed that payments would be processed quarterly, as they are
now, but can clarify if residents can pay monthly and set up an autopay account.
M. Jablonski explained the new rates for the multifamily properties. The existing rates are different for
each property based on an outdated analysis, whereas Groot has proposed one rate for all multi -family,
and one rate for designated senior multi -family. In order to transition properties into these new rates,
some multi -family properties will see annual increases in the first few years of the contract.
Chairman Feichter noted that he saw the letter went out to churches advising that they will no longer be
included in the Village's waste contract. M. Jablonski stated that she expects churches will be able to
secure better pricing on their own to meet their needs, and noted that Alexian Brothers has also been
notified they will no longer be included in the Village's contract.
M. Jablonski explained that the Groot proposal includes a free curbside electronic recycling option for
single family properties which would allow residents to call ahead to recycle two electronic items under
50 pounds each the week. Trustee Prochno asked if this program existed under the old contract with
Waste Management. M. Jablonski said this was not part of the old contract and residents have to use the
SWANCC program to recycle electronics.
M. Jablonski noted that the sticker rate for yard waste would remain the same as it is now ($3.00) for the
entire 8-year contract. M. Jablonski also explained that the free small branch pickup program will
continue and there will be an annual cart subscription option for yard waste and food scraps.
Trustee Czarnik asked for clarification on the rental cart option for yard waste and food scraps. M.
Jablonski explained that if residents would like to subscribe to the service, they must pay the full amount
for the entire yard waste season, and can fill the cart up each week. Residents can continue to use yard
waste stickers rather than subscribing to the seasonal option.
Trustee Czarnik asked if the Village had negotiated with any other firms after receiving the proposal. M.
Jablonski stated that Village staff chose to negotiate with Groot not just based on the pricing, but also based
on service experience and reputation for customer service. M. Jablonski also noted that the only proposal
which came close to Groot in pricing was RTS, which has only begun servicing smaller residential
communities in the past two years, and only for communities significantly smaller than Elk Grove Village.
Additionally, the RTS service model involve contracting out operations to a third party, and this additional
administrative layer could present challenges.
R. Rummel noted that although Waste Management may no longer be our hauler for waste and recycling,
Groot expressed interest in hiring on former Waste Management drivers since they are familiar with the
Village and the routes.
Chairman Feichter asked if the proposed Groot pickup day would be the same as the current schedule
with Waste Management. M. Jablonski stated that Groot would follow the same schedule as Waste
Management for single family pickup.
Trustee Czarnik asked if the Village's textile program, Simple Recycling, would be affected by the
change of haulers. M. Jablonski explained that the change of providers would not hinder the Simple
Recycling program.
Chairman Feichter asked if there was any big changes that were going to occur with switching waste
haulers. M. Jablonski explained that there are always difficulties and questions during a big transition, but
that the Village reached out to Streamwood, who recently switched to Groot, and received positive
feedback. She noted that residents will have to create a new billing account through Groot as part of the
process.
M. Jablonski pointed out that Groot has location advantages with being located in Elk Grove Village so
their response time to issues will be quick. R. Rummel stated that he spoke with the Village Manger of
Palatine, who recently renewed their contract with Groot, and said they said Groot provided excellent
customer service.
Chairman Feichter asked about the process of collecting bulk items and white goods. M. Jablonski
explained that white goods are collected with a fee, and must be scheduled by phone, which is the same as
with the existing Waste Management service. Bulk item collection is included free of charge as long as
items are under 50 pounds, but residents are required to schedule bulk pickup in advance. This is also a
requirement of Waste Management's bulk item program, though drivers typically will try to collect what
they can even if no pickup has been scheduled.
Chairman Feichter suggested that staff work to publicize the transition to residents soon. M. Jablonski
agreed and noted that this is one of the reasons staff is requesting approval of the contract on the August
17 meeting, to give sufficient time for the necessary equipment to be ordered, and communications to go
out. Once the contract is approved by the Village Board, staff will begin communicating the change of
service.
The consensus of the Recycling Committee was to recommend approval of the 8-year proposal from
Groot. M. Jablonski noted that Mayor Johnson had requested that the Recycling Committee's
recommendation go the Committee of the Whole for consideration on August 17.
The meeting adjourned at 10:30 a.m.
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