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Home My WebLink About96-285 Resolution No. 96-285 RESOLUTION AUTHORIZING EXECUTION OF A SOLID WASTE COLLECTION SERVICES CONTRACT AMENDMENT #7 WITH WASTE MANAGEMENT WEST BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that Richard B. Helwig, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute a Solid Waste Collection Services Contract Amendment #7 on behalf of the City of Elgin with Waste Management West for the collection and disposal of garbage and refuse under the curbside recycling collection program, a copy of which is attached hereto and made a part hereof by reference. s/ Kevin Kelly Kevin Kelly, Mayor Presented: October 9, 1996 Adopted: October 9, 1996 Omnibus Vote: Yeas 7 Nays 0 Attest: s/ Dolonna Mecum Dolonna Mecum, City Clerk SOLID WASTE COLLECTION SERVICES CONTRACT AMENDMENT #7 CITY OF ELGIN COLLECTION AND DISPOSAL OF GARBAGE AND REFUSE CURBSIDE RECYCLING COLLECTION PROGRAM This contract amendment (hereinafter referred to as "Seventh Amendment" ) agreement is made and entered into this o1,2t day of 0c7 , 1996 by and between the City of Elgin, Illinois, a municipal corporation, (hereinafter referred to as "City" ) and Waste Management-West, a Division of Waste Management of Illi- nois, Inc . , a Delaware Corporation formerly known as Elgin Wayne Disposal (hereinafter referred to as "WMW" ) . WITNESSETH, THAT WHEREAS, the CITY and WMW have previously entered into a Solid Waste Collection Services Contract dated the 14th day of February, 1990 for Collection and Disposal of Garbage and Refuse and Curbside Recycling Collection Program, (hereinafter referred to as the "CONTRACT" ) . WHEREAS, the terms of said CONTRACT currently extend until December 31, 1998; and WHEREAS, the present terms of the CONTRACT do not accurate- ly reflect changed economic conditions and current municipal refuse needs of the CITY; and WHEREAS, the circumstances making this change necessary were not reasonably foreseeable at the time the contract was signed; and NOW THEREFORE, in consideration of the mutual promises and covenants contained herein, the sufficiency and receipt of which are hereby acknowledged, the CITY and WMW agree that: Additional Scope of Services The contract is hereby amended such that bagged leaves will be picked up at curbside by WMW at an estimated cost of $30,800 ( $4 . 15/Stop X 7,420 estimated Stops) from the following subdivisions : Century Oaks Country Trails Valley Creek Century Oaks West Highland Glen Wauchope Cobbler' s Crossing Morningside Woodbridge North College Green Parkwood Woodbridge South College Park Randall Ridge Woodland Country Brook Summerhill/ Parkwood Farms Disposal of the bagged leaves will be accomplished by WMW at the City' s compost facility with no additional hauling or tipping fees involved. WMW will provide a tub grinder for use by the City at the compost site. WMW will deduct the curbside yardwaste charge ( $0 . 82/Stop/Month X 7 ,420 Stops) from the monthly bill during leaf collection. WMW will also provide a 30% reduction in the curbside charge in exchange for tipping all yardwaste at our compost facility. ( 19 ,812 Stops-7 ,420 Stops = 12,392 Stops X 820 = $10, 161 . 60 less 30% = $7 , 113 . 00) . WMW will provide a 6 C.Y. dumpster at the compost site for the disposal of any grass hauled to the facility. WMW will provide roll-off trucks with a receiving contain- er and a driver at the rate of $75 . 00 per hour, per the WMW proposal dated July 8, 1996 . Therefore, the City of Elgin and WMW mutually agree to modify the yardwaste collection program as outlined herein at a cost as outlined above to the City of Elgin. In witness whereof, the parties hereto have caused this AMEND- MENT to be executed as of the day and year hereinabove set forth. OWNER CONTRACTOR CITY OF ELGIN WASTE MANAGEMENT - WEST By: .�Oe �� • BY:___ City Manager Attest: cit-6,--LA-LA-C2,1c /9"\Z-e,cv,--- Atte st:City e MDM0011/TEXT071/ELGINWAY.N2 El • -- " E Agenda Item No. September 20, 1996 TO: Mayor and Members of the City Council FROM: Richard B. Helwig, City Manager SUBJECT: 1996 Leaf Collection PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information on the proposed 1996 leaf collection program and to consider amending an agreement with Waste Management West (WMW) for the pick-up of bagged leaves . BACKGROUND As a component of our scavenger agreement, WMW participated in the 1993 and 1994 leaf collection program by conducting two experimental collection alternatives . WMW experimented with bagging of leaves by residents with weekly pick-up and on-street leaf mechanical collection on a biweekly frequen- cy. During 1995, WMW implemented only the leaf bag collec- tion portion of the program following approval of Contract Amendment #5. It is proposed WMW again pick up bagged leaves in the same areas of the City as were included in the 1995 leaf bagging program (exhibit attached) . Based upon 1995 experiences, it is anticipated that about 2,000 cubic yards of bagged leaves will be picked up by WMW at an estimated cost of $30,800 ($4. 15/Stop x 7,420 Estimated Stops) . Disposal will be accomplished at the City's compost facility and, consequent- ly, no additional landfill tipping fees will be incurred. An amendment to the contract with WMW will be required for this 1996 leaf pick up service. A tub grinder will be provided by WMW in order to break down and shred the paper bags before the leaves can be composted. • Since designated bagging areas were first implemented in 1993, the City has attempted to distribute free bags to residents with limited success through the Boys and Girls Club, fire stations, and door-to-door delivery. This year, it is proposed every household in the bagging program be sent 1996 Leaf Collection September 20, 1996 Page 2 a brochure (see attached) explaining the program and the benefits of bagged leaf collection. Each brochure will include two coupons for ten free bags each, good only during the leaf collection season. Ace Hardware is willing to participate as a distribution point for these bags. Ace Hardware offers three locations throughout the City as well as convenient hours (open on weekdays, evenings and week- ends) . Citizens in the designated bagging areas can receive additional bag coupons by calling the City. The goal of the program is to encourage bagging by everyone in the designated neighborhoods by offering the free bags . Bagging reduces the volume of leaves along the curb and at catch basins . Bagging provides residents with a known pick- up date (along with normal garbage collections) . Also, early snow falls the past two years have hampered bulk leaf collec- tion by City crews . The bagging program helps reduce the volume of leaves in the street, which eliminates plowing them back to the treebank following an early snow. City crews will mechanically collect on-street, the remaining portions of the City, and are anticipated to collect about 20,000 cubic yards of leaves. Staff again proposes leasing WMW roll-off vehicles to supplement our truck fleet to haul leaves in bulk to our compost site. We estimate two trucks will be needed over a 20-day period. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Earlier this year, staff had attempted to form a focus group to evaluate the City' s leaf collection program, but there was insufficient interest at that time. Staff will attempt to conduct a focus group immediately after this year's leaf collection season. FINANCIAL IMPACT The amended agreement with WMW will be in the amount of $30,800 and will be based upon the actual number of homes involved. Sufficient funds are available in account number 010-3331-754 . 33-02 (Refuse Services - Disposal) and within the Public Works budget. Leasing the roll-off trucks (with driver) is $75 per hour, the same as last year. The estimated cost is $24,000 (2 each per day x 8 hours per day x $75 per hour x 20 days) . This amount will be paid from Account Number 601-4701-796 .43-04 : Equipment Rental . Sufficient funds currently remain in this account to pay for truck rentals . eft. 1996 Leaf Collection September 20, 1996 Page 3 The following are additional costs to provide the services described above. The cost to prepare and mail information brochures with coupons is $5,000. The cost of bags will be determined by the number of coupons redeemed. Last year, 16,000 free leaf bags were provided. With the added conve- nience of the coupon system, we anticipate greater bag usage, with the cost of bags ranging from $10,000 to $30,000 . Sufficient funds are available within the General Fund, Special Projects account ( (010-6902-719 .89-02 ) . LEGAL IMPACT None. ALTERNATIVES 1 . Proceed as last year with bagging required in 17 subdivi- sions and mail coupons for free bags . 2 . Eliminate the designated areas for leaf bagging and provide mechanical collection city-wide. This alterna- tive is not recommended due to the need for additional staffing and equipment, estimated at a cost of $180,000 . RECOMMENDATION Alternative #1 is recommended and staff should be requested to proceed with Contract Amendment #7 to the scavenger agree- ment with Waste Management-West, for the pick up and trans- port of bagged leaves to the City of Elgin's leaf compost facility, in the estimated amount of $30,800. Also, it is recommended that the City Council authorize leasing roll-off trucks in order to complete the program in a timely manner. Respect lly submitted, t- - David L. Lawry, P. tks Director of Public NZ-Z4J420_(2_ 1 . ic:LCH Richard B. Helwig City Manager GWM:mg Attachments ran — i— -- -- — ! \ — -- -- - - 1 -- — - -- - ---/ _ T� ---- he City of Elgin Leaf Pick-up Program Coupon expires 1 1/30/96 ' _ ^^ It's autumn! No doubt,we will soon be facing the seasonal chore of raking and dis ' City Of Elgin ' �'� - - posing of leaves. The Elgin Public Works Department has arranged to collect the F. leaves and take them to a composting facility. 1 Leaf Pick-up Program 1 Your home is located in one of the City's designated bagging areas.You are asked Coupon I to bag your raked leaves. Citizens in 17 neighborhoods have been a part of the City's leaf bagging program since 1993. Bagging leaves has several benefits: I redeemable for 10 A l I - free bags at Elgin j ' •Residents have a known pick-up date. Leaves are picked-up during regular I Ace Hardware ~ garbage pick-up day. 1 Stores. 1 k- 1 • Weather will not hamper leaf pick-up. n El • Raked leaves remain contained. Bagging eliminates re-raking. Leaves are not blown back onto lawns. �- Neighborhoods look more attractive for a longer period of time. w.r i I • Bagged leaves help promote community safety by eliminating the opportunity for children to play in the street where leaves are stored. Bagging also eliminates the threat of fires being set in leaf piles . ' Ace Hardware ' 1 I I SP Lillian . 213 N.Spring Street • 2,1 Tyler Creek Pim • I. J■1 Free bags for leaf bagging! 1 - - Coupon expires 11/30/96 Cou � I City of Elgin ' I ,,^'^ ,. To help with the clean-up in designated bagging areas, the City of Elgin will supply I Leal Pick-up Program I t _� residents who bag their leaves with two coupons, each good for 10 free bags. iCoupons are redeemable at Ace Hardware Stores in Elgin: 1158 Lillian, 215 N. 11 Spring Street, and 24 Tyler Creek Plaza. 1 Coupon I redeemable for 10 i • If you need additional bags,you may make a request for coupons by calling Olga I _: DeLeon at 931-5615 or visit the information desk at City Hall, 150 Dexter Court. free bags at Elg1n - For other information about leaf collection operations, call the Elgin Public Works I Ace Hardware r`` �, - _ Department at 697-3160. Stores. ,,. I Elan I The bag distribution plan was created using the comments and suggestions of citizens who wanted a convenient ,rac,,,N, way to obtain leaf bags. The City of Elgin encourages citizens to provide their ideas on how the leaf collection I WATCH process can better serve the community. To become a part of the Leaf Collection Discussion Group contact Ace Hardware Olga DeLeon at 931-5615. 1 I l Ss Latiar • 215 N.Spring Street • 21 Tyler Creek Plan L J __ _ EN .:-, r _________________< ,________e________ \,,, ... , , ,,, � n G`.1 OF F, �.e-} Cam$ CI o,;,,, C ` . ,,, �. a... Y {gyp �CJp °�'1/21�1,,�, ° �✓+ City of Elgin N O City of Elgin o tri Leaf Pick-up Dexter Court cri Elgin, Illinois 60120 Program City Hall-Hours: Monday-Friday: 8 a.m.to 5 p.m. Better service is in the bag! Cashier Open: 8 a.m.to 6 p.m. Monday,Tuesday&Friday 8 a.m. to 5 p.m. Wednesday&Thursday Important Numbers Emergency 911 City Hail Switchboard 931-6100 Information 931-5615 TDD/hearing impaired 931-5616 Afl Non-Emergency Fire 931-6060 Non-Emergency Police 289-2700 ICYilb Public Works 697-3160 _____ Mayor: - -::. - - Kevin Kelly ..._ City Council Members: Terry L. Gavin !IIIIIV41F-) Robert Gilliam John McKevitt,Jr. Ed Schock John Walters Marie Yearman 11 } / X 13 k i v I l $i - _. 'i 1 ' ' rt , , I, 1 ; ' i 1 a _ -- - ! M 1{ t { {' °ft l k 1 rte; ' ' 1 { :Y j 31 li 5 i H ,1; 1{ � s� J ^�-�-,�' 1 a k 4 hp ' '' 1�' iii� ': ,1 :. 7 171 1 i 1 3r.- .1i '1 a ak 9 1 .. }H ; iC"9A 1: 1'. 3 k i k a�` City of Elgin 4 „ �k { 1� i It h ,I 1.I,I I 1 1 4,l !P'I h.' iii f i.i� {r 1.1 i i ,1 1. f es ♦ icp vves ,r 1,: , : 150 Dexter Court,Elgin, 1L 60120 7k i f��R� ' 1 h*`h �.y1� Few 1�ik.F{ { . I i �S i� i Hof- : 3 ��; 1t