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CITY OF WEST CHICAGO
FINANCE COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: s. 6.
Resolution No. 19-R-0038 - Residential Solid Waste
Collection Contract with Groot Industries FILE NUMBER:
COMMITTEE AGENDA DATE: 8/22/19
COUNCIL AGENDA DATE: 10/7/19
STAFF REVIEW: SIGNATURE
APPROVED BY CITY ADMINISTRATOR: SIGNATURE.
ITEM SUMMARY:
Please see the attached memorandum.
STAFF RECOMMENDATION:
Staff recommends that the City continue using Groot Industries as its residential solid waste collection
contractor.
COMMITTEE RECOMMENDATION:
The Finance Committee unanimously recommends approval of a five-year contract renewal with Groot
Industries.

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RESOLUTION NO. 19-R-0038
A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CERTAIN
CONTRACT WITH GROOT INDUSTRIES INC. — RESIDENTIAL SOLID WASTE,
RECYCLING AND YARD WASTE COLLECTION
BE IT RESOLVED by the City Council of the City of West Chicago, in regular session
assembled, that the Mayor is hereby authorized to execute a certain contract with Groot Industries, Inc.
for residential solid waste, recycling and yard waste collection, a copy of which is attached hereto and
incorporated herein in substantially the same form as Exhibit “A”.
APPROVED this 7" day of October, 2019.
AYES:
NAYS:
ABSTAIN:
ABSENT:
Mayor Ruben Pineda
ATTEST:
City Clerk Nancy M. Smith

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FIRST AMENDMENT TO EXCLUSIVE AGREEMENT
FOR COLLECTION AND DISPOSAL OF RESIDENTIAL
MUNICIPAL WASTE, LANDSCAPE WASTE AND RECYCLABLE MATERIALS
THIS AMENDMENT TO EXCLUSIVE AGREEMENT FOR COLLECTION AND
DISPOSAL OF RESIDENTIAL MUNICIPAL WASTE, LANDSCAPE WASTE AND
RECYCLABLE MATERIALS (the “First Amendment”) is made as of this day of
2019, by and between the City of West Chicago (the “City”), and Groot
Industries, Inc., an Illinois corporation (the "Contractor").
PREAMBLES:
A. On December 21, 2011, the City and the Contractor entered into an Exclusive Agreement
for Collection and Disposal of Residential Municipal Waste, Landscape Waste and Recyclable
Materials (the "Original Agreement").
NOW, THEREFORE, it is mutually understood and agreed by and between the City
and the Contractor as follows:
1. TERM. Upon execution of this First Amendment, Section I of the AGREEMENT
is hereby deleted and replaced with the following provision:
This Contract shall commence on July 12, 2012, and shall end on December 31,
2024. If the City so requests, the parties may negotiate and enter into contract
extensions. Negotiations for the contract extension should begin at least six (6)
months before the expiration date of the most recent contract or extension period.
2. SPECIAL EVENT. Upon execution of this First Amendment, the following
provision shall be included as Section 3.6 of the Agreement:
“3.6 SEASONAL PUMPKIN COMPOSTING
The Contractor shall provide the City a twenty (20) cubic yard roll off container
for the collection of seasonal pumpkins. The Contractor shall provide said
container at a City owned property as designated by the City for the first two (2)
full weeks in November each year within this contract term. The Contractor shall
provide this service at no additional cost to the City.”

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3
EXCLUSIVE CONTRACT. Upon execution of this First Amendment, Section
4.1 shall be deleted in its entirety and replaced with the following provision:
4.
“This document represents an exclusive Contract between the Contractor and the
City for a period commencing on January 1, 2020 and ending at midnight on
December 31, 2024 for curbside and/or alley collection of refuse, yard waste, and
recyclable materials. The Contract shall include all present and future single-
family and two-family, attached and detached residences, approximately 5,700
units. This Contract provides for continuing a modified volume based refuse
program and for a per sticker cost for collection of yard waste and for refuse
stickers used for additional waste placed outside the cart provided. The Contract
shall not include commercial, retail or office, business, industrial, and
governmental jurisdictions other than those facilities specifically listed in this
Contract in Exhibit “A”.”
UNIVERSAL STICKERS. Upon execution of this First Amendment, Section 4.9
shall be deleted in its entirety and replaced with the following provision:
“Universal stickers shall be used both for the disposal of garbage that does not fit
within the cart provided by the Contractor as well as for the disposal of yard
waste placed within an appropriate yard waste container. The Contractor shall be
responsible for printing, distributing and selling universal stickers, which should
be designated to be of a “one-time use” variety. The Contractor shall arrange for
area retailers to aid in the sale of stickers and shall make every effort to secure
arrangements with at least six (6) retail establishments so as to achieve reasonable
Citywide coverage and a readily available supply of stickers; a list of the retailers
used shall be provided bi-annually to the City on or before January 1‘ and July 1“
of each year, and any modifications to this list shall be provided immediately
upon a change. The City shall also agree to act as a retailer in the sale of
universal stickers. Retailers may add no more than five cents ($0.05) to the cost
of the sticker to recover their administrative costs associated with selling them.
Retailers that are found adding more than five cents ($0.05) may be issued a
citation and prohibited in the future from acting as an agent to provide these
stickers.
The Contractor shall provide universal stickers to local retailers and shall not
charge retailers for storage, handling, mail, or in person delivery of such stickers.
The Contractor shall also offer stickers for sale to West Chicago residents through
mail order with a ten (10) sticker minimum order required by phone, and shall
include handling and mailing costs in the total cost of the stickers. No other
markup for mail orders shall be permitted. West Chicago residents may request
the mail order of stickers by phone. The Contractor may sell stickers directly to
residents by mail on either a prepaid or billable basis, at its discretion. Billing and
collection of charges for residential mail orders shall be the sole responsibility of
the Contractor.

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The universal sticker prices are as follows:
1/1/2020 | 1/1/2021 | 1/1/2022 | 1/1/2023 | 1/1/2024
$2.30 $2.59
The Contractor shall honor the use of old universal stickers for an unlimited time
after a new sticker price has been constituted, at no additional charge.”
Sy SEASONAL LEAF COLLECTION. Upon execution of this First Amendment,
the following sentence shall be added to the end of Section 4.11: “Contractor shall annually
provide to the City an accounting of the volume of leaves collected during the one week spring
and five week free fall leaf collection program.
6. MISSED PICK-UP AND COMPLAINT HANDLING. Upon execution of this
First Amendment, the hours of operation contained in Section 4.14 shall be changed to 8:00
A.M. to 4:30 P.M.
he CHARGES FOR SERVICE. Upon execution of this First Amendment, Section
5.3 shall be deleted in its entirety and replaced with the following provision:
“The Contractor shall invoice each resident on a quarterly basis, at the following
monthly rates:
Contract Year Beginning:
| «SY anrz.020 | 17172021 | 1/1/2022 | 1/1/2023 | 1/1/2024
[36-gallon cart-seniorrate | sa.00| $927] $0.65] so.4| $10.13,
35-gallon cart regular rate
[96-galloncartrate [| staas] si9s2] s2010] 20.71] 921.33)
To be eligible for the senior rate, the head of household must show a copy of a
driver’s license or State identification card that shows that he/she is 65 years of
age or older, as well as a copy of the property tax bill to ensure that he/she is a
resident of West Chicago. The City will look at these documents, together with
utility bills and any other paperwork requested to determine if a property owner is
eligible for the senior rate. A resident who is otherwise eligible for this program
and owns multiple properties within West Chicago will only be granted a senior
rate on her/his principal place of residence.”

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8. INSURANCE. Upon execution of this First Amendment, the following Insurance
Requirements in Section 4.19 shall be amended as follows:
a. Section 4.19(C) shall be deleted in its entirety.
b. Section 4.19(D)(3) — The phrase “by certified mail, return receipt requested”
shall be deleted.
c. Section 4.19(F), last sentence, shall be deleted in its entirety.
9. MONTHLY REPORT. Upon execution of this First Amendment, the following
two types of information shall be added to the existing list:
e Number of stickers sold; and
e Number of customers utilizing what size cart: 35-gallon senior, 35-gallon regular,
35-gallon townhome, 95-gallon senior, 95-gallon regular and 95 gallon
townhome.
10. HOLIDAY LIGHT RECYCLING. Upon execution of this First Amendment, the
following provision shall be added as Section 6.10:
“6.10 HOLIDAY LIGHT RECYCLING
The Contractor shall provide a special collection for holiday lights for a two (2)
week period in early January, the exact dates to be mutually determined by the
Contractor and the City. The Contractor shall supply a container centrally located
and available to City Residents only. There will be no cost to the Residents or
City for this service.”
11. PROGRAM DESIGN. Upon execution of this First Amendment, Section 7.1
shall be deleted in its entirety and replaced with the following provision:
“7.1 PROGRAM DESIGN
The yard waste collection service shall be offered annually from April 1 through
November 30 during the term of the Contract. The City reserves the right to
extend the length of the Yard Waste Collection season, at its discretion, for a
period of up to two (2) weeks after the November ending date and shall notify the
Contractor of such change by November 15 of each calendar year.
The Contractor shall agree to provide a minimum of once per week yard waste
collection service, including pickup of hard and soft landscape waste, through the

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use of a universal sticker. This service shall be provided on the same day as the
refuse pickup. The universal stickers shall be used for yard waste collection, and
the prices for said stickers are detailed in Section 4.9.
As an option for yard waste collection in lieu of purchasing universal stickers,
residents can choose to participate in a calendar year yard waste subscription
service. Residents shall be billed upon request in the first year of the program and
in February of each year thereafter. The rate charged to customers may neither be
prorated nor refunded at any time in the season. The annual cost of this service
shall be $200 and will include a 95-gallon cart designated for “Yard Waste”
collection only at no additional charge. This annual cost will be increased by 3%
on January 1, 2021 and each January thereafter within the term of this agreement.
These cans will be marked for “Yard Waste Only”. Residents participating under
the subscription service with cart will be permitted to mix organic food waste in
with their yard waste within the designated cart only. The initial list of acceptable
organic food waste include fruits, vegetables, breads, grains, pasta, cereal, dairy
(no liquids), eggshells, coffee grounds and tea leaves which shall be subject to
change at the sole discretion of the Contractor. This yard waste subscription is
invoiced annually during the first quarter and new customers must pay in full and
the amount is never prorated to reflect when they sign up.”
12, EXHIBIT A CITY AND GOVERNMENT LOCATION AND COLLECTION
FREQUENCY. Upon execution of this First Amendment, the following five facilities will be
added to Exhibit A:
Location Size Frequency
830 W. Hawthorne Lane 30 yard dumpster Not to exceed 16 pulls
per year
201 W. National Street 22 yard containers Monday and Friday
250 W. National Street 22 yard containers Monday and Friday
250 W. National Street 110 yard dumpster Thursday (5/1-7/30)
1690 Joliet Street 2 50 gallon cans Friday
The Agreement is hereby ratified and confirmed by the City and the Contractor as amended
herein. This First Amendment may be executed in multiple counterparts, each of which shall be
deemed to be an original.

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IN WITNESS WHEREOF, the Parties have entered into this First Amendment the date
and year first above written.
Attest: GROOT INDUSTRIES, INC.
By: By:
Title: Title:
Date of signing: , 2019
Attest: CITY OF WEST CHICAGO
By: By:
Title: City Clerk Title: Mayor
Date of signing: , 2019

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CITY OF WEST CHICAGO
CITY COUNCIL MEMORANDUM
TO: Honorable Mayor and Members of Council
FROM: Michael Guttman, City Administrator
SUBJ: Solid Waste Contract 2020-2024
DATE: August 7, 2019
At its May meeting, the Finance Committee directed staff to request proposals from West
Chicago solid waste hauling companies to serve as the City’s residential waste hauling contractor
once West Chicago’s current contract expires on December 31, 2019. It was very important to
the Committee that the City support its corporate customers. The Committee also noted that it
was comfortable with the services and benefits contained in the current contract, and wanted
those to continue in any successor contract, wanting also to hopefully achieve cost reductions for
our residents. Finally, the City’s Environmental Commission is interested in some added
services.
Both Groot Industries and Lakeshore Recycling Systems submitted responses to the RFP on July
18". The economic analysis of both proposals is attached, and it clearly shows that it is in the
best interests of the City to remain with Groot Industries for the following primary reasons:
e Groot has reduced the cost of stickers by almost 15%, with the cost of stickers in 2024
being below what customers are paying now.
e Rates for all three categories of toter users are lower in year one than now, with 3%
annual increases (LRS proposed a four percent annual upward adjustment).
e Five Park District facilities are now included in the contract for free hauling, which saves
it money annually.
e Maintaining a local office will remain a contract provision.
Groot also offered to incorporate several of the Environmental Commission’s recommendations
into the Contract including collecting e-waste at the curb (up to six items for $30), pumpkin
recycling once a year and holiday light recycling once a year. Groot would allow food waste to
be recycled with yard waste, but only for those customers who have a subscription service that
costs $200.00 per season. Groot representatives were uncomfortable allowing food waste to be
mixed with yard waste in paper bags because the material would be wetter, resulting in breaking
bags on collection day, plus its experience with foot waste recycling is that less than five percent
of customers participate.
Finally, Groot did not offer a proposal for using RFID Technology where carts would have chips
installed and customers would pay on a per pick up basis. That said, looking at the bottom of the
attached spreadsheet, if LRS’s proposed per pick-up were applied and then compared to Groot’s

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proposed rates, the only customers, excluding seniors, who would save money are those who on
average have only one pick-up per month.
I will review the spreadsheet in more detail at the meeting. In the meantime, please let me know
if you have any questions.

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Sticker
35-gallon Senior
35-gallon Regular
95-gallon
Sticker
35-gallon Senior
35-gallon Regular
95-gallon
Groot
Sticker
35-gallon Senior
35-gallon Regular
95-gallon
LRS
Sticker
35-gallon Senior
35-gallon Regular
95-gallon
LRS RFID Technology
35-gallon Senior per pick up
35-gallon Regular per pick up
95-gallon per pick up
Monthly Base Rate
Monthly if Paper Invoices
Current Groot Difference _ Savings/Year 2021 2022 2023 2024
$2.70 $2.30 -14.81% $2.37 $2.44 $2.51 $2.59
$9.68 $9.00 -7.02% $8.16 $9.27 $9.55 $9.83 $10.13
$16.77 $13.33 -20.51% $41.28 $13.73 $14.14 $14.57 $15.00
$29.70 $18.95 -36.20% $129.00 $19.52 $20.10 $20.71 $21.33
Current LRS Difference Savings _ 2021 2022 2023 2024
$2.70 $2.75 1.85% $ 286 $ 297 $ 3.09 $ 3.22
$9.68 $9.68 0.00% $0.00 $ 10.07 $ 1047 $ 1089 $ 11.32
$16.77 $16.69 -0.48% $0.96 $ 17.36 $ 1805 $ 1877 $ 19.52
$29.70 $29.65 -0.17% $0.60 $ 3084 $ 32.07 $ 3335 $ 34.69
2019 2020 2021 2022 2023 2024
61,460 $165,942 $141,358 $145,599 $149,967 $154,466 $159,100
622 $72,252 $67,176 $69,191 $71,267 $73,405 $75,607
3,809 $766,523 $609,288 $627,566 $646,393 $665,785 $685,759 Value of Contract Over Five Years
1,304 $464,746 $296,530 $305,425 $314,588 $324,026 _ $333,747
$1,469,462 $1,114,351 $1,147,782 $1,182,215 $1,217,682 $1,254,212 $5,916,242
2019 2020 2021 2022 2023 2024
61,460 $165,942 $169,015 $175,776 $182,807 $190,119 $197,724
622 $72,252 $72,252 $75,142 $78,147 $81,273 $84,524
3,809 $766,523 $762,867 $793,381 $825,116 $858,121 $892,446
1,304 $464,746 $463,963 $482,522 $501,823 $521,896 $542,771
$1,469,462 $1,468,096 $1,526,820 $1,587,893 $1,651,409 $1,717,465 $7,951,683
$353,745 $379,038 $405,678 $433,727 $463,253
2020 $2,035,441
Every Week = 2x/Month LRS Reg Groot Reg 1x/Month
$4.13 $274.76 $159.12 $116.16 $108.00 $109.56 ($1.56)
$5.50 $346.00 $192.00 $200.28 $159.96 $126.00 $33.96
$8.00 $476.00 $252.00 $355.80 $227.40 $156.00 $71.40
$5.00
$3.00