R-1836 - 11/12/2019 - REFUSE - Resolutions ITEM 9.13.1
BOARD OF TRUSTEES MEETING
VILLAGE O F SAMUEL E. DEAN BOARD ROOM
OAK B R92. K BUTLER GOVERNMENT CENTER ot
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
November 12, 2019
SUBJECT: Award of Agreement: Residential Municipal Waste Services Collection
(Refuse, Recyclables, and Yard Waste Collection Services).
FROM: Riccardo F. Ginex, Village Manager
BUDGET SOURCE/BUDGET IMPACT: N/A
RECOMMENDED MOTION: To Approve Resolution 2019-SW-AG-1836 and To
Authorize Staff, Upon Village Attorney Final Review,To Negotiate A Final Agreement
with The Proposer With The Best Overall Value to the Village, Flood Brothers Disposal
Company,For The Oak Brook Residential Refuse, Recyclables, and Yard Waste Collection
Services,And To Direct Staff To Work With Flood Brothers To Begin The Transition Of
Services Including Resident Notification.
Background/History:
On September 6, 2019, the Village of Oak Brook advertised for and circulated proposals for
a five(5) year agreement beginning January 1, 2020, with an option to mutually agree to an
extension of up to three(3) years, for the Village of Oak Brook Residential Refuse,
Recyclable and Yard Waste Collection Services as directed by the Village Board.
Request for Proposal Schedule:
RFP Advertisement September 6, 2019
Pre-proposal Meeting September 17, 2019
Last Day for Written Questions September 19, 2019
Proposal Opening October 27, 2019
Meetings with Two Responding Companies October 23 &24, 2019
A committee made up of Trustees Manzo and Yusuf, Doug Patchin,Rick Valent and myself
interviewed representatives from Republic Services and Flood Brother's Disposal. After
reviewing the respective proposals, inquiring about specific operational service delivery, and
finalizing the pricing structure, it was unanimously recommended to transition to Flood Brothers
Disposal.
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The proposal requested set rates for a five(5)year agreement with an option to mutually agree
to an extension of up to three(3) years, for refuse,recyclables, and landscape waste collection
with the same collection day of Monday, excluding specified holidays when collection will
occur on Tuesdays. The proposal established a"Scope of Services" for interested firms to
submit proposals for the four existing service collection options:
A. Once-Per-Week Curbside"Flat Rate"collection service of Refuse and Recyclables
and"volume-based"Yard Waste;
B. Twice-Per-Week Curbside collection service of Refuse and Recyclables and
"volume-based"Yard Waste;
C. Once-Per-Week Back Door collection service of Refuse and Recyclables and
curbside"volume-based"Yard Waste;
D. Twice-Per-Week Back Door collection service of Refuse and Recyclables and
curbside"volume-based"Yard Waste collection.
The rates submitted by the respondents group were fairly competitive with Flood Brothers
Disposal Company submitting the lowest rates. Attached as Exhibit 1 is a spreadsheet that
outlines all rates submitted by the four proposers. Residents who receive the Once-Per Week
Curbside pick-up will realize a savings of at least $4.66 per month beginning in January over
the present rates and$2.87 over the second lowest proposal response.
In Addition to their base proposal, Flood Brothers will also provide the following additional
services to the residents at no extra charge:
• Flood Brothers will collect bagged leaves during two weeks of November at no
charge to the residents,with no stickers required.
• They will have a"Village Shred Day" once in the Spring that will allow residents an
opportunity to bring paper or similar items to be destroyed.
• A Village Street Sweeping Program that will performed two (2)times per year.
• A Village"Electronics Collection Day"that will be done once each year to allow
residents an opportunity to bring and destroy electronic items.
Staff contacted references listed in the Flood Brothers proposal. All the references were very
satisfied with the service that Flood Brothers has supplied their respective communities and
would recommend their services to the Village.
Recommendation
Staff recommends the Village Board pass the resolution and authorize staff, upon Village
Attorney final review, to negotiate a final agreement with Flood Brothers Disposal Company
for the Oak Brook Residential Refuse, Recyclables, and Yard Waste Collection Services
Agreement, and to direct staff to work with Flood Brothers to begin the transition of services,
including resident notification.
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THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
2019-SW-AG-R-1836
A RESOLUTION
APROVING AND AUTHORIZING
THE EXECUTION OF AN AGREEMENT
BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND
FLOOD BROTHERS DISPOSAL COMPANY
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
JOHN BARR
PHILIP CUEVAS
MICHAEL MANZO
MOIN SAWED
EDWARD TIESENGA
ASIF YUSUF
Village Board
Published in pamphlet form by authority of the
President and the Board of Trustees of the Village of Oak Brook
on this the 12th day of November, 2019
RESOLUTION 2019-SW-AG-R-1836
A RESOLUTION
APROVING AND AUTHORIZING
THE EXECUTION OF AN AGREEMENT
BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND
FLOOD BROTHERS DISPOSAL COMPANY
WHEREAS, the Village of Oak Brook is a municipal corporation with authority provided
for and granted pursuant to the Illinois Municipal Code to exercise certain powers and perform
certain functions pertaining to its local government and affairs;
WHEREAS, the Village of Oak Brook (hereinafter referred to as "Village") upon approval
of the corporate authorities may enter into an Agreement with another party pursuant to Illinois
Statute;
WHEREAS, the Village is authorized by statute to contract for the collection and disposal
of refuse, yard waste, and recyclable materials;
WHEREAS, on September 26, 2019 the Village of Oak Brook published a Request for
Proposals (hereinafter referred to as the "RFP") for the Collection and Disposal of Single-Family
Residential refuse, yard waste, and recyclable materials in the Village;
WHEREAS, Flood Brothers Disposal Company (hereinafter referred to as the
"Contractor") is a Contractor that is in the business of providing the requested disposal service
and as such submitted a proposal in response to the Village's RFP;
WHEREAS, after review of all the proposals submitted, the Village has selected
Contractor as the proposer with the best overall value on the basis of its proposal;
WHEREAS, the Village is interested in contracting with Contractor for the purposes of
providing collection and disposal of refuse, yard waste, and recyclable materials generated by
single-family residences in the corporate limits of the Village of Oak Brook; and
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WHEREAS, the Village of Oak Brook Corporate Authorities are of the opinion that it is in
the best interests of the residents of the Village of Oak Brook to enter into the attached agreement
with the Flood Brothers Disposal Company for the purposes referenced herein.
NOW, THEREFORE, BE IT RESOLVED by the Village President and Board of Trustees
of the Village of Oak Brook, DuPage and Cook Counties, Illinois as follows:
Section One - Recitals
The Corporate Authorities hereby find that all of the recitals hereinbefore stated as
contained in the preamble to this Resolution are full, true and correct and do hereby, by reference,
incorporate and make them part of this Resolution as legislative findings.
Section Two—Approval of Agreement
The Village hereby approves the Agreement substantially in the form attached hereto and
made a part hereof as Exhibit A. The Village Manager is directed and authorized to negotiate final
terms and conditions with the advice of the Village Attorney.
Section Three—Authorization and Direction
The Village President is hereby authorized to execute, and the Village Clerk is hereby
authorized to attest the Agreement, substantially in the form of such agreement attached hereto
as Exhibit A, with such changes that may be negotiated by the Village Manager and approved by
the Village Attorney. The officials of the Village executing the same, their execution thereof to
constitute exclusive evidence of their approval to any and all changes or revisions therein from
and after the execution and delivery of such Agreement.
Section Four- Other Actions Authorized
The officers, employees and/or agents of the Village shall take all actions necessary or
reasonably required to carry out and give effect to the intent of this Resolution and otherwise to
consummate the transactions contemplated herein, and shall take all actions necessary in
conformity therewith including, without limitation, the execution and delivery of all documents
required to be delivered in connection with the transaction contemplated herein.
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Section Five - Authorization of Expenditures
The Corporate Authorities hereby authorize and direct the expenditure of all costs related
to the execution of the Agreement, additionally, the Village is authorized and directed to allocate
and spend all necessary funds to fulfill the requirements of the Agreement and of this Resolution.
Section Six - Acts of Village Officials
That all past, present and future acts and doings of the officials of the Village that are in
conformity with the purpose and intent of this resolution are hereby, in all respects, ratified,
approved, authorized and confirmed.
Section Seven—Effective Date
This resolution shall be in full force and effect from and after its passage, approval and
publication as provided by law.
Section Eight- Publication
This resolution shall be published in book or pamphlet form as provided by the Illinois
Municipal Code.
Section Nine—Conflict Clause
All resolutions, parts of resolutions or board actions in conflict herewith are hereby repealed
to the extent of such conflict.
Section Ten —Saving Clause
If any section, paragraph, clause or provision of this resolution is declared by a court of
law to be invalid or unconstitutional, the invalidity or unconstitutionality thereof shall not affect the
validity of any other provisions of this resolution, which are hereby declared to be separable.
Section Eleven—Recording
This resolution shall be entered into the minutes and upon the journals of the Board of
Trustees of the Village of Oak Brook.
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DECIDED pursuant to a Roll Call Vote:
YES NO ABSENT PRESENT
X X
John Barr
X X
Philip Cuevas
X X
Michael Manzo
X
Moin Saiyed
ABSTAIN ABSTAIN X
Edward Tiesenga
X X
Asif Yusuf
Gopal G. Lalmalani (if necessary)
4 1 5
[TOTAL
PASSED AND APPROVED by the Village of Oak Brook Board of Trustees on the 12th
day of November, 2019:
Gopal G. Lalmalani
Village President
ATTEST:
Charlotte K. Pruss
Village Clerk
5
STATE OF ILLINOIS )
SS
COUNTIES OF COOK AND DUPAGE )
CLERK'S CERTIFICATION
I, Charolette K. Pruss, do hereby certify that I am the duly qualified Village Clerk in and
for the Village of Oak Brook, Cook and DuPage, Counties, Illinois; that I am the keeper of the
files, records, and seal of said Village, and that the following is a true and correct copy of
Resolution 2019-SW-AG-R-1836
A RESOLUTION APROVING AND AUTHORIZING
THE EXECUTION OF AN AGREEMENT
BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND FLOOD BROTHERS DISPOSAL COMPANY
adopted and approved by the President and the Board of Trustees at an official meeting held on
November 12, 2019 and that the vote on the motion for adoption was as follows:
YES NO ABSENT PRESENT
John Barr X X
Philip Cuevas X X
Michael Manzo X X
Moin Sai ed X
Edward Tiesen a ABSTAIN ABSTAIN X
Asif Yusuf X X
Gopal G. Lalmalani if necessary)
4 1 5
TOTAL
1 do further certify that the deliberations of the Board on the adoption of said resolution
were conducted openly, that the vote on the adoption of said resolution was taken openly, that
said meeting was called and held at a specified time and place convenient to the public, that
notice of said meeting was duly given to all of the news media requesting such notice, that said
meeting was called and held in strict compliance with the provisions of the Open Meetings Act of
the State of Illinois, as amended, and with the provisions of the Village Code of the Village of Oak
Brook, as amended, and that the Board has complied with all of the provisions of said Act and
said Code and with all of the procedural rules of the Board.
I further state that this Certification is issued under my hand and the seal of the Village of
Oak Brook as required in the Illinois Compiled Statues 65 ILCS 5/1-2-4.
IN WITNESS WHEREOF, I have hereunto set my hand and caused to be affixed the
Corporate Seal of said Village of Oak Brook, Cook and DuPage Counties, Illinois on the date set
forth herein.
@cot d F 04�Y
J a±�pti1
Charolette K. Pruss, Village Clerk
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'00UN7Y ,�
Exhibit A
Agreement
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