HomeMy WebLinkAboutCOMMITTEE OF THE WHOLE - 08/17/2021 - Residential Solid Waste and Recycling ContractCOMMITTEE OF THE WHOLE
MINUTES
August 17, 2021
6:16 p.m.
Present: C. Johnson, Mayor
N. Czarnik, Village Trustee
P. Feichter, Village Trustee
S. Lissner, Village Trustee
S. Schmidt, Village Trustee
J. Franke, Village Trustee
Absent: C. Prochno, Village Trustee
Staff: R. Rummel, Village Manager
M. Roan, Deputy Village Manager
M. Jablonski, Assistant Village Manager
G. Knickerbocker, Village Attorney
Guests: Josh Molnar, Groot
Steve Folkerts, Groot
Residential Solid Waste and Recyclina Contract
The Village's current residential waste and recycling contract with Waste Management expires on
October 31, 2021. In preparation for a new contract, Villages staff conducted a Request for
Proposal (RFP) process, inviting firms to provide competitive proposals for residential waste
collection services. The Recycling & Waste Committee met on August 9, 2021 to consider the
results of the RFP process and the consensus of the Committee was to recommend approval of the
8-Year Contract with Groot. Assistant Village Manager Maggie Jablonski presented a summary
of Groot's 8-year contract proposal for residential refuse and recycling collection.
Five firms responded to the Village's RFP, and Groot provided the lowest cost proposal. Groot's
8-year proposal provides for an overall cost reduction from existing contract pricing, and staff
received reports of great customer service from nearby communities who currently contract with
Groot for residential waste hauling. The 8-year contract locks in long-term favorable pricing for
residents.
New benefits of the Groot's proposal include:
a Lowest cost proposal;
a Waste cart and recycling cart for single family/townhomes included in the monthly rate;
a Free curbside electronics recycling by appointment for items up to 50 lb;
a 10% Senior Discount for single family and townhome residents who pay their bill directly
to Groot;
a Rate freezes every other year for all single-family/townhome and most multi -family;
0 Yard waste sticker rate freeze at $3 for the entire 8-year contract; and
• Optional subscription yard waste/food scrap cart.
The proposal also provides for a continuation of existing service, including:
• No change to collection day for single family/townhomes;
• Unlimited waste and recycling;
• Quarterly billing cycle;
• Free bulk item service; and
• Free small branch program.
M. Jablonski shared the single- fam ily/townhome rates for the 8-year contract and noted that multi-
family rates will vary somewhat at the start of the contract due to historical differences, but will
be gradually standardized over the 8-year contract. The Committee discussed that the rates for
single family and townhomes that currently rent a waste cart from Waste Management will go
down with the start of the new contract, and rates for single family/townhomes who do not rent a
waste cart will go up slightly. With the new 10% senior discount, the rates for all seniors in single
family/townhomes will go down with the new contract.
The Committee noted that Waste Management's proposal provided an overall contract price that
was $9 million higher than Groot's proposal, and that cost difference made it impossible to
continue the Village's longstanding relationship with Waste Management. The Committee
discussed that many residents have good relationships with the drivers for Waste Management,
and that Groot has already received applications from some of the WM drivers to continue to
serve the routes in Elk Grove Village.
The consensus of the Committee was to approve the 8-year contract with Groot. The contract is
on the Village Board Agenda for consideration.
The meeting adjourned at 6:45 p.m.
Respectfully submitted by Maggie Jablonski, Assistant Village Manager
C: Mayor & Board of Trustees, Village Clerk, Village Manager, Deputy Village Manager,
Assistant Village Manager, Director of Public Works, Director of Community Development,
Police Chief, Fire Chief, Finance Director, Village Attorney