HomeMy WebLinkAboutPublic Works Committee Packet 2026 06-16-26
AGENDA
PUBLIC WORKS COMMITTEE MEETING
Tuesday, June 16, 2026
6:00 p.m.
East Conference Room #337
651 Prairie Pointe Drive, Yorkville, IL
Citizen Comments:
Minutes for Correction/Approval: May 19, 2026
New Business:
1. PW 2026-50 Solid Waste RFP Contract
2. PW 2026-51 Skid Steer Purchase
3. PW 2026-52 Water Main Replacement Project Plan – Engineering Agreement
4. PW 2026-53 Public Works Fiscal Year 2027 Trucks Purchase and Disposal of Property
5. PW 2026-54 Water Audit and Non-Revenue Water Reduction Update
6. PW 2026-55 Mowing and Grass Fines – Discussion
Old Business:
1. PW 2026-49 Kennedy Road and Freedom Place Intersection Improvements
Additional Business:
United City of Yorkville
651 Prairie Pointe Drive
Yorkville, Illinois 60560
Telephone: 630-553-4350
www.yorkville.il.us
UNITED CITY OF YORKVILLE
WORKSHEET
PUBLIC WORKS COMMITTEE
Tuesday, June 16, 2026
6:00 PM
CITY HALL CONFERENCE ROOM
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CITIZEN COMMENTS:
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MINUTES FOR CORRECTION/APPROVAL:
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1. May 19, 2026
□ Approved __________
□ As presented
□ With corrections
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NEW BUSINESS:
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1. PW 2026-50 Solid Waste RFP Contract
□ Moved forward to CC __________
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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2. PW 2026-51 Skid Steer Purchase
□ Moved forward to CC __________
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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3. PW 2026-52 Water Main Replacement Project Plan – Engineering Agreement
□ Moved forward to CC __________
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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4. PW 2026-53 Public Works Fiscal Year 2027 Trucks Purchase and Disposal of Property
□ Moved forward to CC __________
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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5. PW 2026-54 Water Audit and Non-Revenue Water Reduction Update
□ Moved forward to CC __________
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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6. PW 2026-55 Mowing and Grass Fines - Discussion
□ Moved forward to CC __________
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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OLD BUSINESS:
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1. PW 2026-49 Kennedy Road and Freedom Place Intersection Improvements
□ Moved forward to CC __________
□ Approved by Committee __________
□ Bring back to Committee __________
□ Informational Item
□ Notes ___________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
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ADDITIONAL BUSINESS:
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Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Community Development
Economic Development
Police
Public Works
Parks and Recreation
Agenda Item Number
Minutes
Tracking Number
Minutes of the Public Works Committee – May 19, 2026
Public Works Committee – June 16, 2026
Majority
Committee Approval
Minute Taker
Name Department
DRAFT
Page 1 of 3
UNITED CITY OF YORKVILLE
PUBLIC WORKS COMMITTEE
Tuesday, May 19, 2026, 6:00pm
Yorkville City Hall, East Conference Room #337
651 Prairie Pointe Drive, Yorkville, IL
IN ATTENDANCE:
Committee Members
Chairman Craig Soling Alderman Joe Plocher
Alderman Rusty Corneils Alderman Dan Transier via Zoom
Other City Officials
Assistant City Administrator Erin Willrett Assistant Director Public Works John Sleezer
Public Works Director Eric Dhuse Administrative Intern John Burner
Engineer Brad Sanderson, EEI
Other Guests: None
The meeting was called to order at 6:00pm by Chairman Craig Soling.
Citizen Comments: None
Previous Meeting Minutes: April 21, 2026
The minutes were approved as presented.
New Business:
1. PW 2026-45 2025 Water Main Replacement – Change Order No. 3
Mr. Sanderson stated this is a no cost change order, just a change in the completion date. The paving and
restoration will be done soon. Since it is funded through the IEPA which has certain rules, there are some
reimbursements that may not be paid unless the paver stays on target with the completion date. Contractually,
that date is when the project is 100% done. He wants to insure all the remaining items are eligible and
reimbursable according to IEPA, thus the need for the Change Order. This will move to the consent agenda.
2. PW 2026-46 2027 Water Main Replacement – Design Engineering Agreement
Director Dhuse said this is the typical water main engineering agreement and it's for Game Farm Road around
the Beecher Center. There are old cast iron mains to be replaced as part of the Lake Michigan project. The cost
is $161,000 and $155,000 is budgeted. He feels confident the shortfall can be found and it is work that will not
be done until next spring. This moves to the consent agenda with committee approval.
3. PW 2026-47 Wildwood Water Main – Design Engineering Agreement
This agreement is to begin replacing water main in Wildwood which was never properly looped due to
anticipation of a future project there. Staff will tie Wildwood #1 into the new Rt. 126 water main and then loop
Wildwood #2 into Wildwood #1 to prevent drastic pressure swings when they replace the main. Mr. Dhuse gave
an example of a recent fire in that area when valves needed to be opened slowly to equalize the pressure. The
agreement is $129,000 and $145,000 is budgeted which would help with the above project in item #2. This
moves to the consent agenda.
Page 2 of 3
4. PW 2026-48 Game Farm Road Resurfacing – Design Engineering Agreement
Mr. Dhuse said a grant was applied for in 2024 and the funds will come from IDOT local funding grants. It is
for $850,000 and covers the cost of the agreement and resurfacing. This moves to the consent agenda.
5. PW 2026-49 Kennedy Road and Freedom Place Intersection Improvements
Engineer Sanderson gave a slide presentation to explain this proposed project that has been ongoing for a couple
years. He wanted to present this to the Public Works committee to discuss some of the alternatives for the
improvements. He said the city has not been able to acquire the property necessary for the project and turn lanes
are needed for safer entry into the Grande Reserve development and the school. The project is funded through a
Grande Reserve Annexation Agreement. There is high traffic of 5,000 cars per day on Kennedy Rd. now and
estimated to be about 7,000 in 2050.
The project was designed 3 years ago and bids were taken in 2024 with a cost of $570,000. The property owner
inquired about annexation into the city, however, no agreement was made. The city is trying to acquire right-of-
way on the west side of the road. this is “prescriptive right-of-way” which means the traveled path of the road
plus any drainage associated with it. A temporary easement is needed for grading. A clear zone is needed based
on traffic volumes, speed limits, etc. and a certain amount of land off the roadway needs to be cleared of
impediments, in this case the oak trees. Mr. Sanderson listed the 5 alternatives:
1. Remove 13 trees and replant trees elsewhere to replace. (Staff supports this option).
2. Ignore clear zone requirement, use original design and remove 5 trees.
3. Fully shift road to the east requiring full reconstruction at added cost. Retain 8 trees, remove 5 and add a
guardrail. This option adds to the cost and risk if motorist strikes the guardrail.
4. Adhere to clear zone, full reconstruction, shift road to east, remove 8 trees, adds to cost.
5. Full reconstruction, retain trees. Adds to cost.
In March, an arborist was consulted about the trees and provided a general assessment. Evaluating individual
trees would cost $22,000-$30,000 for the 13 trees. They are too large to be relocated, have inter-connected root
systems and the arborist found that 13 trees show signs of decay.
Discussion:
Mr. Sleezer asked if the city meets the speed limits in the clear zone with the existing trees. Mr. Sanderson said
the city does not.
Mr. Sanderson said staff is seeking direction from the committee and they continue to engage with the property
owner. He said construction is not anticipated this year. Currently, $825,000 is budgeted in this FY, however, he
does not anticipate the right-of-year will be acquired this year. The project is funded through the Grande
Reserve Escrow balance which has about $2 million and some of that is already earmarked for other projects.
Some STP federal funds will be used to address the dangerous curves on Kennedy. In addition, it is expected
that Kennedy Rd. will be widened between Bristol Ridge Rd. and Emerald. It was also noted that $2,000 (a
2003 figure) per home in Grande Reserve is dedicated to roadwork and there are homes not yet built.
Alderman Transier asked about the acquisition progress particularly with Blackberry Oaks It was noted no
progress has been made for the Kennedy/Freedom Place project. He asked if the project might be postponed
anyway due to eminent domain litigation.
Alderman Corneils asked if there is a timetable for the trees lifespan. Mr. Dhuse said they are not the healthiest
trees, but they could last several years. He also noted that large trees such as these can take 8 years to die.
Since Kennedy and Freedom Place could be signalized in roughly 10-15 years, Alderman Corneils also inquired
if additional trees would need to be removed. The answer was yes. Mr. Corneils said his constituents do not
approve of the tree removal idea and he also received a call from an Autumn Creek citizen who asked that the
trees be preserved. He said it was the topic of discussion at a Grande Reserve HOA meeting. Mr. Sanderson
asked if a detailed report of each tree would help in the decision. Committee members said it might not help as
no definite lifespan could be provided for each tree.
Page 3 of 3
Chairman Soling said he gave thought to the guardrail and said he is not in favor of this.
Alderman Transier said he favored option #1 since the city could get sued if they do not follow the
recommendations and if they are not in compliance with the clear zone. Alderman Soling agreed.
Alderman Plocher suggested and committee members concurred that the presentation should be brought forward
to the full City Council for additional discussion
Old Business: None
Additional Business:
Chairman Soling said there was a discussion regarding lawn mowing and grass ordinance that was scheduled for
the Administration Committee, but had been moved to Public Works. He has taken calls about the long grass at
Walgreens and Ground Effects. Ground Effects is being dismantled after having been sold. Mr. Dhuse will
ascertain if there are any liens on this property. The committee suggested amending the ordinance to increase
fines. It was noted the Adjudication Officer can increase fines and Alderman Plocher said a repeat offender
should have higher fines. Alderman Transier said the Adjudication Officer could order that mowing be done in
order to bring them into compliance. They also can be fined daily, said Ms. Willrett. Chairman Soling said this
should be added to the next month's agenda and keep it in committee at this time to revisit the ordinance
There was no further business and the meeting adjourned at 6:36pm.
Minutes respectfully transcribed by Marlys Young, Minute Taker
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Community Development
Economic Development
Police
Public Works
Parks and Recreation
Agenda Item Number
New Business #1
Tracking Number
PW 2026-50
Solid Waste RFP Contract
Public Works Committee – June 16, 2026
Majority
Approval
Please see the attached memo.
John Burner Administration
Name Department
Memorandum
To: Public Works Committee
From: John Burner, Management Analyst
CC: Bart Olson, City Administrator
Erin Willrett, Assistant City Administrator
Date: June 16, 2026
Subject: Solid Waste Collection Services RFP
Summary
A review of the proposed solid waste collection RFP.
Background
The City’s current solid waste agreement is set to expire on May 1, 2027. Staff has drafted the
attached proposal, which includes proposed changes to the previous version. Substantiative changes
include the addition of a transition plan, addition of a competency section, additional emphasis on e-
recycling, and removal of household hazardous waste as a quote option. Staff has also decided to move
the timeline up for this RFP to allow for more time for the approval and transition processes.
The Proposed RFP
The refuse, recycling, and yard-waste services within the RFP would include the same services the
City residents are currently receiving, with additional requirements intended to enhance current services.
Staff has considered several components regarding solid waste services throughout the duration of the
current contract and has factored that into the proposed changes. The two most substantiative proposed
changes are detailed below.
Transition Plan – Appendix 7
Previously, the transition between providers has been a point of issue for the residents and the City,
which became a priority for management to address for the next RFP cycle. The transition plan, first
mentioned in Section 25 and listed in full in Appendix 7, requires the following of the contractor: a
transition timeline, coordinator & dedicated contact, resident outreach materials, tote selection and
ordering process, switch-out logistics, and post launch support. Contractors are required to submit a
comprehensive plan in addition to the RFP that includes all of the criteria to mitigate transitional issues if
the provider is changed.
Competency
Section 33 was created as an additional measure of responsibility of the contractor. The language
is as follows:
33.1 The Contractor shall perform all scavenger services rendered under this contract in a neat,
orderly, efficient, and competent manner, while always exercising due care and diligence in the
performance of its obligations. The Contractor shall ensure that its employees and personnel are
capable, properly trained, and qualified to carry out the required services in a manner that
reflects professional skill and operational competence. All services shall be performed to prevent
garbage, refuse, recyclable materials, or landscape waste from scattering or spreading within
the City, and any such materials spilled on a yard or street shall be collected and removed prior
to leaving the site of collection. Each collection vehicle shall carry not less than one broom or
shovel for the purpose of cleaning up spilled materials. The Contractor is responsible for any
yard damage caused by its employees in the course of service performance. Garbage containers
shall be returned to the same locations and in the same condition as found after emptying.
Containers substantially damaged through the fault of the Contractor shall be replaced by the
Contractor with containers of like kind and quality.
Timelines
Staff is recommending the following timeline for the upcoming RFP cycle:
City Council 2nd Meeting of June
RFP Published July 1st
Questions Due July 20th
Addendum Published August 3rd
RFP Due August 28th
Public Works October 20th
City Council Approval of New Contract 2nd Meeting of October
Additionally, staff is proposing the following timeline for the Contractor to follow with the Transition
Plan:
Requirement Deadline / Detail
Contract Approval End of October 2026
New Service Start Date May 1, 2027
All Totes Distributed By May 1, 2027
Resident Communications Ready for City
Review
60–90 days prior to May 1, 2027 (approx. Feb. 1 – Mar.
2, 2027)
Dedicated Transition Contact Assigned Upon contract execution
Free Tote Exchange Period (reasonable
requests) May 1, 2027 – January 1, 2028
Standard Exchange Fees May Apply Beginning January 1, 2028
Minimum Transition Support Period Through at least June 30 – July 30, 2027
Recommendation
Staff recommends proceeding with the attached RFP. The request includes the refuse, recycling,
and yard-waste services in the proposal with additional parameters in place for quality control purposes.
If the committee agrees with the RFP as provided, staff recommends approval of the RFP at the City
Council meeting on June 23, 2026.
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REQUEST FOR PROPOSAL
Project Name: Yorkville Solid Waste Collection Services
Proposal Due: August 28, 2026 @ 10:00am
Proposal Opening: July 1, 2026 @ 10:00am
Required of All Proposers:
Deposit: $5,000.00 deposit
Letter of Capability of Acquiring
Performance Bond: Not Required
Required of Awarded Contractor:
Performance Bond/Letter of Credit: $500,000.00
Certificate of Insurance: Required
Legal Advertisement published: July 1, 2026
Date Issued: July 1, 2026
This document consists of 50 pages.
Proposals may be submitted marked with the Project Name as noted above via e-mail to Erin
Willrett, Assistant City Administrator, on or before August 28, 2026 at 9:59am at
ewillrett@yorkville.il.us or mailed in a sealed envelope to the following address:
United City of Yorkville
Attn: Erin Willrett – Assistant City Administrator
651 Prairie Point Drive
Yorkville, Illinois, 60560
The UNITED CITY OF YORKVILLE will receive proposals Monday thru Friday, 8:00 A.M. to
4:30 P.M. at Yorkville City Hall, 651 Prairie Point Drive, Yorkville, IL 60560.
SPECIFICATIONS MUST BE MET AT THE TIME THE PROPOSAL IS DUE.
The Yorkville City Council reserves the right to accept or reject any and all proposals, to waive
technicalities and to accept or reject any item of any proposal.
The documents constituting component parts of this contract are the following:
I. REQUEST FOR PROPOSALS
II. TERMS & CONDITIONS
III. DETAILED SPECIFICATIONS
IV. PROPOSAL/CONTRACT FORM
DO NOT DETACH ANY PORTION OF THIS DOCUMENT. INVALIDATION COULD
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RESULT. Upon formal award of the proposal, the successful Proposer will receive a copy of the
executed contract.
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I. REQUEST FOR PROPOSALS
1. GENERAL
1.1 To be considered, please submit your proposal via email or in-person no later than 10:00
am. on Monday, August 28, 2026. Proposals may be submitted via e-mail to Erin
Willrett, Assistant City Administrator, at ewillrett@yorkville.il.us, or delivered to
Yorkville City Hall at 651 Prairie Point Drive.
1.2 By submitting this proposal, the Proposer certifies under penalty of perjury that they have
not acted in collusion with any other Proposer or potential Proposer.
1.3 For purposes of this RFP, all references to the “City” shall mean the United City of
Yorkville.
2. PREPARATION OF PROPOSAL
2.1 It is the responsibility of the Proposer to carefully examine the specifications and
proposal documents and to be familiar with all of the requirements, stipulations,
provisions, and conditions surrounding the proposed services.
2.2 No oral or telephone interpretations of specifications shall be binding upon. All requests
for interpretations or clarifications can be submitted to the email listed
(ewillrett@yorkville.il.us) by Monday, July 23, 2026. All changes or interpretations of
the specifications shall be made by the City of Yorkville in a written addendum to our
Proposer’s of record.
2.3 In case of error in the extension of prices in the proposal, the hourly rate or unit price will
govern. In case of discrepancy in the price between the written and numerical amounts,
the written amount will govern.
2.4 All costs incurred in the preparation, submission, and/or presentation of any proposal
including any Proposer’s travel or personal expenses shall be the sole responsibility of
the Proposer and will not be reimbursed by the City.
2.5 The Proposer hereby affirms and states that the prices quoted herein constitute the total
cost to the City for all work involved in the respective items and that this cost also
includes all insurance, royalties, transportation charges, use of all tools and equipment,
superintendence, overhead expense, all profits and all other work, services and conditions
necessarily involved in the work to be done and materials to be furnished in accordance
with the requirements of the contract documents considered severally and collectively.
3. MODIFICATION OR WITHDRAWAL OF PROPOSALS
3.1 A Proposal that is in the possession of the City may be altered by an email bearing the
electronic signature or name of person authorized for submitting a proposal, provided that
it is received prior to the time and date set for the bid opening.
3.2 A Proposal that is in the possession of the City may be withdrawn by the Proposer, up to
the time set for the proposal opening, via email to ewillrett@yorkville.il.us bearing the
email signature or name of person authorized for submitting proposals. Proposals may
not be withdrawn after the proposal opening and shall remain valid for a period of ninety
(90) days from the date set for the proposal opening, unless otherwise specified.
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4. SECURITY FOR PERFORMANCE
4.1 The awarded Contractor, within thirteen (13) calendar days after acceptance of the
Proposers proposal by the City, shall furnish security for performance of $5,000.00
deposit . Such security shall be either a satisfactory performance bond (bonding
company must be licensed to do business in Illinois) or a letter of credit on the form
provided by the municipality and available from the municipality’s attorney. When the
contract is awarded, the security performance deposit will be returned. NOTE: As
evidence of capability to provide such security for performance, each Proposer shall
submit with the proposal either a letter executed by its surety company indicating
the Proposer’s performance bonding capability, or a letter from a bank or savings
and loan within twenty-five miles of the corporate boundaries of the City indicating
its willingness and intent to provide a letter of credit for the Proposer.
5. TAX EXEMPTION
5.1 The City is exempt from Illinois sales or use tax for direct purchases of materials and
supplies. A copy of the Illinois Sales Tax Exemption Form will be issued upon request.
Federal identifications will also be provided to selected vendor.
6. RESERVED RIGHTS
6.1 The municipality retains autonomy in decision making for this RFP, and reserves the
exclusive right to waive sections, technicalities, irregularities, and informalities and to
accept or reject any and all proposals and to disapprove of any and all subcontractors as
may be in the best interest of either municipality. Time and date requirements for receipt
of proposal will not be waived.
II. TERMS AND CONDITIONS
7. MUNICIPAL ORDINANCES
7.1 The successful Proposer will strictly comply with all ordinances of the awarding
municipality and laws of the State of Illinois.
8 USE OF MUNICIPAL NAME
8.1 The Proposer is specifically denied the right of using in any form or medium the name of
the City for public advertising unless express permission is granted by the respective
municipality.
9. INDEMNITY AND HOLD HARMLESS AGREEMENT
9.1 To the fullest extent permitted by law, the Proposer shall indemnify, keep and hold
harmless the City and its agents, officers, and employees, against all injuries, deaths,
losses, damages, claims, suits, liabilities, judgments, costs and expenses, which may arise
directly or indirectly from any negligence or from the reckless or willful misconduct of
the Proposer, its employees, or its subcontractors, and the Proposer, its employees, or its
subcontractors, and the Proposer shall at its own expense, appear, defend and pay all
charges of attorneys and all costs and other expenses arising therefrom or incurred in
connection therewith, and, if any judgment shall be rendered against the City in any such
action, the Proposer shall, at its own expense, satisfy and discharge the same. This
Agreement shall not be construed as requiring the Proposer to indemnify the City for its
own negligence. The Proposer shall indemnify, keep and save harmless the City only
5
where a loss was caused by the negligent, willful or reckless acts or omissions of the
Proposer, its employees, or its subcontractors.
10. NONDISCRIMINATION
10.1 Proposer shall, as a party to a public contract:
(a) Refrain from unlawful discrimination in employment and undertake affirmative
action to assure equality of employment opportunity and eliminate the effects of
past discrimination;
(b) By submission of this proposal, the Proposer certifies that he is an "equal
opportunity employer" as defined by Section 2000(e) of Chapter 21, Title 42, U.S.
Code Annotated and Executive Orders #1l246 and #11375, which are
incorporated herein by reference. The Equal Opportunity clause, Section 6.1 of
the Rules and Regulations of the Department of Human Rights of the State of
Illinois, is a material part of any contract awarded on the basis of this proposal.
10.2 It is unlawful to discriminate on the basis of race, color, sex, national origin, ancestry,
age, marital status, sexual orientation, physical or mental handicap or unfavorable
discharge for military service. Proposer shall comply with standards set forth in Title VII
of the Civil Rights Act of 1964, 42 U.S.C. Secs. 2000 et seq., The Human Rights Act of
the State of Illinois, 775 ILCS 5/1-101et. seq., and The Americans With Disabilities Act,
42 U.S.C. Secs. 1210l et. seq.
11. SEXUAL HARASSMENT POLICY
11.1 The Proposer, as a party to a public contract, shall have a written sexual harassment
policy that:
11.1.1 Notes the illegality of sexual harassment;
11.1.2 Sets forth the State law definition of sexual harassment;
11.1.3 Describes sexual harassment utilizing examples;
11.1.4 Describes the Proposer internal complaint process including penalties;
11.1.5 Describes the legal recourse, investigative and complaint process available
through the Illinois Department of Human Rights and the Human Rights
Commission and how to contact these entities; and
11.1.6 Describes the protection against retaliation afforded under the Illinois Human
Rights Act.
12. EQUAL EMPLOYMENT OPPORTUNITY
12.1 In the event of the Contractor’s non-compliance with the provisions of this Equal
Employment Opportunity Clause, the Illinois Human Rights Act or the Rules and
Regulations of the Illinois Department of Human Rights (“Department”), the Proposer
may be declared ineligible for future contracts or subcontracts with the State of Illinois or
any of its political subdivisions or municipal corporations, and the contract may be
canceled or voided in whole or in part, and such other sanctions or penalties may be
imposed or remedies invoked as provided by statute or regulation. During the
performance of this contract, the Proposer agrees as follows:
12.1.1 That it will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, marital status, national origin or ancestry,
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age, physical or mental handicap unrelated to ability, sexual orientation, sexual
identity or an unfavorable discharge from military service; and further that it will
examine all job classifications to determine if minority persons or women are
underutilized and will take appropriate affirmative action to rectify any such
underutilization.
12.1.2 That, if it hires additional employees in order to perform this contract or any
portion thereof, it will determine the availability (in accordance with the
Department’s Rules and Regulations) of minorities and women in the area(s) from
which it may reasonably recruit and it will hire for each job classification for
which employees are hired in such a way that minorities and women are not
underutilized.
12.1.3 That, in all solicitations or advertisements for employees placed by it or on its
behalf, it will state that all applicants will be afforded equal opportunity without
discrimination because of race, color, religion, sex, marital status, national origin
or ancestry, age, physical or mental handicap unrelated to ability, or an
unfavorable discharge from military services.
12.1.4 That it will send to each labor organization or representative of workers with
which it has or is bound by a collective bargaining or other agreement or
understanding, a notice advising such labor organization or representative of the
Proposers obligations under the Illinois Human Rights Act and the Department’s
Rules and Regulations. If any such labor organization or representative fails or
refuses to cooperate with the Proposer in its efforts to comply with such Act and
Rules and Regulations, the Proposer will promptly so notify the Department and
the contracting agency and will recruit employees from other sources when
necessary to fulfill its obligations thereunder.
12.1.5 That it will submit reports as required by the Department’s Rules and Regulations,
furnish all relevant information as may from time to time be requested by the
Department or the contracting agency, and in all respects comply with the Illinois
Human Rights Act and the Department’s Rules and Regulations.
12.1.6 That it will permit access to all relevant books, records, accounts and work sites
by personnel of the contracting agency and the Department for purpose of
investigation to ascertain compliance with the Illinois Human Rights Act and the
Department’s Rules and Regulations.
12.1.7 That it will include verbatim or by reference the provisions of this clause in every
subcontract it awards under which any portion of the contract obligations are
undertaken or assumed, so that such provisions will be binding upon such
subcontractor. In the same manner as with other provisions of this contract, the
Proposer will be liable for compliance with applicable provisions of this clause by
such subcontractors; and further it will promptly notify the contracting agency and
the Department in the event any subcontractor fails or refuses to comply
therewith. In addition, the Proposer will not utilize any subcontractor declared by
the Illinois Human Rights Commission to be ineligible for contracts or
subcontracts with the State of Illinois or any of its political subdivision or
municipal corporations.
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13. DRUG FREE WORKPLACE
13.1 Proposer, as a party to a public contract, certifies and agrees that it will provide a drug
free workplace by:
13.2 Publishing a statement: (1) Notifying employees that the unlawful manufacture,
distribution, dispensation, possession or use of a controlled substance, including
cannabis, is prohibited in the City’s and Proposers workplace. (2) Specifying the actions
that will be taken against employees for violations of such prohibition. (3) Notifying the
employee that, as a condition of employment on such contact or grant, the employee will:
(A) abide by the terms of the statement; and (B) notify the employer of any criminal drug
statute conviction for a violation occurring in the workplace no later than five (5) days
after such conviction.
13.3 Establishing a drug free awareness program to inform employees about: (1) the dangers
of drug abuse in the workplace; (2) the City’s, or Proposer’s policy of maintaining a drug
free workplace; (3) any available drug counseling, rehabilitation and employee assistance
programs; (4) the penalties that may be imposed upon employees for drug violations.
13.4 Providing a copy of the statement required above to each employee engaged in the
performance of the contract or grant and to post the statement in a prominent place in the
workplace.
13.5 Notifying the contracting or granting agency within ten (10) days after receiving notice of
any criminal drug statute conviction for a violation occurring in the workplace no later
than five (5) days after such conviction from an employee or otherwise receiving actual
notice of such conviction.
13.6 Imposing a sanction on or requiring the satisfactory participation in a drug abuse
assistance or rehabilitation program by any employee who is so convicted as required by
section 5 of the Drug Free Workplace Act.
13.7 Assisting employees in selecting a course of action in the event drug counseling,
treatment and rehabilitation is required and indicating that a trained referral team is in
place.
13.8 Making a good faith effort to continue to maintain a drug free workplace through
implementation of the Drug Free Workplace Act.
14. PREVAILING WAGE ACT
14.1 Proposer agrees to comply with the Illinois Prevailing Wage Act, 820 ILCS 130/1 et seq.,
for all work completed under this contract. Proposer agrees to pay the prevailing wage
and require that all of its subcontractors pay prevailing wage to any laborers, workers or
mechanics who perform work pursuant to this contract or related subcontract.
14.2 Proposer and each subcontractor shall keep or cause to be kept an accurate record of
names, occupations and actual wages paid to each laborer, workman and mechanic
employed by the Proposer in connection with the contract. This record shall be open to
inspection at all reasonable hours by any representative of the City or the Illinois
Department of labor and must be preserved for four (4) years following completion of the
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contract.
15 INSURANCE REQUIREMENTS –
15.1 Prior to the beginning of the contract period, Contractor and any Subcontractors shall
procure, maintain and pay for such insurance as will protect against claims for bodily
injury of death, or for damage to property, including loss of use, which may arise out of
operations by the Contractor or Subcontractor or any Sub-Sub Contractor or by anyone
employed by any of them, or by anyone for whose acts any of them may be liable. Such
insurance shall not be less than the greater of coverages and limits of liability specified
below for each municipality or any coverages and limits of liability specified in the
Contract Documents or coverages and limits required by law unless otherwise agreed to
by the City.
(All amounts listed are per municipality)
Workers Compensation $500,000 Statutory
Employers Liability $1,000,000 Each Accident
$1,000,000 Disease Policy Limit
$1,000,000 Disease Each Employee
Comprehensive General Liability $2,000,000 Each Occurrence
$2,000,000 Aggregate
(Applicable on a
Per Project Basis)
Commercial Automobile $1,000,000 Each Accident
Liability
Umbrella Liability $5,000,000
15.2 Commercial General Liability Insurance required under this paragraph shall be written on
an occurrence form and shall include coverage for Products/Completed Operations,
Personal Injury with Employment Exclusion (if any) deleted, Blanket XCU and Blanket
Contractual Liability insurance applicable to defense and indemnity obligations and other
contractual indemnity assumed under the Contract Documents.
15.3 Comprehensive Automobile Liability Insurance required under this paragraph shall
include coverage for all owned, hired and non-owned automobiles.
15.4 Workers Compensation coverage shall include a waiver of subrogation against the City.
15.5 Comprehensive General Liability, Employers Liability and Commercial Automobile
Liability Insurance may be arranged under single policies for full minimum limits
required, or by a combination of underlying policies with the balance provided by
Umbrella and/or Excess Liability policies.
15.6 Contractor and all Subcontractors shall have their respective Comprehensive General
Liability (including products/completed operations coverage), Employers Liability,
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Commercial Automobile Liability, and Umbrella/Excess Liability policies endorsed to
add the “City of Yorkville, their officers, officials, employees and volunteers” as
“additional insureds” with respect to liability arising out of operations performed; claims
for bodily injury or death brought against City by any Contractor of Subcontractor
employees, or the employees of Subcontractor’s subcontractors of any tier, however
caused, related to the performance of operations under the Contract Documents. Such
insurance afforded to the City shall be endorsed to provide that the insurance provided
under each policy shall be Primary and Non-Contributory.
15.7 Contractor and all Subcontractors shall maintain in effect all insurance coverages
required by the Contract Documents at their sole expense and with insurance carriers
licensed to do business in the State of Illinois and having a current A. M. Best rating of
no less than A- VIII. In the event that the Contractor or any Subcontractor fails to
procure or maintain any insured required by the Contract Documents, the City may, at its
option, purchase such coverage and deduct the cost thereof from any monies due to the
Contractor or Subcontractor, or withhold funds in an amount sufficient to protect the
City, or terminate this Agreement pursuant to its terms.
15.8 All insurance policies shall contain a provision that coverages and limits afforded
hereunder shall not be canceled, materially changed, non-renewed or restrictive
modifications added, without thirty (30) days prior written notice to the City. Renewal
certificates shall be provided to the City not less than five (5) days prior to the expiration
date of any of the required policies. All Certificates of Insurance shall be in a form
acceptable to City and shall provide satisfactory evidence of compliance with all
insurance requirements. The City shall not be obligated to review such certificates or
other evidence of insurance, or to advise Contractor or Subcontractor of any deficiencies
in such documents, and receipt thereof shall not relieve the Contractor or Subcontractor
from, nor be deemed a waiver the right to enforce the terms of the obligations hereunder.
The City shall have the right to examine any policy required and evidenced on the
Certificate of Insurance.
16. COPYRIGHT/PATENT INFRINGEMENT
16.1 The Proposer agrees to indemnify, defend, and hold harmless the City against any suit,
claim, or proceeding brought against the City for alleged use of any equipment, systems,
or services provided by the Contractor that constitutes a misuse of any proprietary or
trade secret information or an infringement of any patent or copyright.
17. COMPLIANCE WITH OSHA STANDARDS
17.1 Equipment supplied to the City must comply with all requirements and standards as
specified by the Occupational Safety and Health Act. All guards and protectors as well
as appropriate markings will be in place before delivery. Items not meeting any OSHA
specifications will be refused.
18. CERCLA INDEMNIFICATION
18.1 In the event this is a contract that has environment aspects, the Awarded Contractor shall,
to the maximum extent permitted by law, indemnify, defend, and hold harmless the City,
their officers, employees, agents, and attorneys from and against any and all liability,
including without limitation, costs of response, removal, remediation, investigation,
property damage, personal injury, damage to natural resources, health assessments, health
settlements, attorneys' fees, and other related transaction costs arising under the
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Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA)
of 1980, 42 U.S.C.A. Sec. 9601, et seq., as amended, and all other applicable statutes,
regulations, ordinances, and under common law for any release or threatened release of
the waste material collected by the Awarded Contractor, both before and after its
disposal.
19. SUBLETTING OF CONTRACT
19.1 No contract awarded by the City shall be assigned or any part sub-contracted without the
written consent of the City Administrator. In no case shall such consent relieve the
Awarded Contractor from their obligation or change the terms of the contract.
20. TERMINATION OF CONTRACT
20.1 The City reserves the right to terminate the whole or any part of this contract, upon ten
(10) days` written notice to the Awarded Contractor, in the event of default by the
Awarded Contractor. Default is defined as failure of the Awarded Contractor to perform
any of the provisions of this contract or failure to make sufficient progress so as to
endanger performance of this contract in accordance with its terms. In the event that the
Awarded Contractor fails to cure the default upon notice, and the City declares default
and termination, the City may procure, upon such terms and in such manner as the City
may deem appropriate, supplies or services similar to those so terminated. The Awarded
Contractor shall be liable for any excess costs for such similar supplies or services unless
acceptable evidence is submitted to the City that failure to perform the contract was due
to causes beyond the control and without the fault or negligence of the Awarded
Contractor. Any such excess costs incurred by the City may be set off against any
monies due and owing by the City, respectively, to the Awarded Contractor.
21. BILLING & PAYMENT PROCEDURES
21.1 Separate invoices shall be sent to the City, for the City’s customers. Payment will be
made by the City upon receipt of an invoice. Once an invoice has been verified, the
invoice will be processed for payment in accordance with the municipality’s payment
schedule, policy and procedures. The Proposer must accept credit card payments without
an additional increase in rate and/or convenience fee.
21.2 The City shall review, in a timely manner, each bill or invoice after its receipt. If the City
determines that the bill or invoice contains a defect making it unable to process the
payment request, the City shall notify the Proposer requesting payment as soon as
possible after discovering the defect pursuant to rules promulgated under 50 ILCS 505/1
et seq. The notice shall identify the defect and any additional information necessary to
correct the defect.
21.3 Please send all invoices for the City to the attention of City of Yorkville, Accounts
Payable, 651 Prairie Pointe Drive, Yorkville, IL 60560.
22. RELATIONSHIP BETWEEN THE CONTRACTOR AND THE CITY
22.1 The relationship between the City and the Proposer is that of a buyer and seller of
professional services and it is understood that the parties have not entered into any joint
venture or partnership with the other.
23. STANDARD OF CARE
23.1 Services performed by the Proposer under this Agreement will be conducted in a manner
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consistent with that level of care and skill ordinarily exercised by members of the
profession currently practicing in the same locality under similar conditions. No other
representations express or implied, and no warranty or guarantee is included or intended
in this Agreement, or in any report, opinions, and documents or otherwise.
23.2 If the Proposer fails to meet the foregoing standard, Proposer will perform at its own cost,
and without reimbursement from the City, the professional services necessary to correct
errors and omissions caused by Proposer’s failure to comply with the above standard and
reported to Proposer within one (1) year from the completion of Proposer’s services for
the Project.
24. GOVERNING LAW
24.1 This Agreement will be governed by and construed in accordance with the laws of the
State of Illinois without regard for the conflict of law’s provisions. Venue is proper only
in the County of Kendall and the Northern District of Illinois.
25. SUCCESSORS AND ASSIGNS
25.1 The terms of this Agreement will be binding upon and inure to the benefit of the parties
and their respective successors and assigns; provided, however, that neither party will
assign this Agreement in whole or in part without the prior written approval of the other.
The Proposer will provide a list of key staff, titles, responsibilities, and contact
information to include all expected subcontractors as part of the Transition Plan found in
Appendix 7.
26. WAIVER OF CONTRACT BREACH
26.1 The waiver by one party of any breach of this Agreement or the failure of one party to
enforce at any time, or for any period of time, any of the provisions hereof will be limited
to the particular instance and will not operate or be deemed to waive any future breaches
of this Agreement and will not be construed to be a waiver of any provision except for
the particular instance.
27. AMENDMENT
27.1 This Agreement will not be subject to amendment unless made in writing and signed by
all parties.
28. CHANGE ORDERS
28.1 The contract price is a “not-to-exceed” cost. At any time that additional work is
necessary or requested, and the not-to-exceed price is increased thereby, any change,
addition or price increase must be agreed to in writing by all parties. The appropriate
authorizing signature for the City is the City Administrator.
29. SEVERABILITY OF INVALID PROVISIONS
29.1 If any provisions of this Agreement are held to contravene or be invalid under the laws of
any state, country or jurisdiction, contravention will not invalidate the entire Agreement,
but it will be construed as if not containing the invalid provision and the rights or
obligations of the parties will be construed and enforced accordingly.
III. DETAILED SPECIFICATIONS
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30. DEFINITIONS
30.1 For the purpose of the Contract, definitions of certain terms are listed below. Certain
words or phrases, when used in the Contract shall have the same meaning given to them
in this section. Other terms shall be defined within applicable subsections and
appendices.
Attached Single-Family Dwelling (Group, Row, Townhouse) A building originally
designed and constructed to accommodate two (2) or more dwelling units, with dwelling
units joined together by party wall or walls and being not more than two (2) stories in
height. Each unit shall have its own ground floor entrance and living space.
Biodegradable shall mean chemically structured material that decomposes rapidly
primarily through the action of living soil-borne microorganisms (bacteria, fungi, and
actinomycetes) or macro-organisms (crickets, slugs, snowbugs, millipedes, etc.).
Brown Kraft 2-Ply Paper Bags shall mean a two-layer brown product container
comprised of kraft paper most often used to contain groceries.
Chipboard shall mean a single-layer cardboard used for packaging cereal, crackers,
tissues, and other similar products.
Compost(ing) shall mean a biological process by which microorganisms decompose the
organic fraction of waste, producing a humus-like material that may be used as a soil
conditioner.
Contract shall mean the agreement created by and consisting of the Contract
Documents.
Contract Documents shall include the Request for Proposals, Terms and Conditions,
Detail Specifications and the Proposal /Contract Form.
Contractor shall mean the firm with which the City has executed the Contract for Solid
Waste Collection and Disposal Services
Corrugated Cardboard shall mean a sturdy paper product commonly used as a
packaging consisting of two paper grades – a wavy inner portion and an outside liner.
Curbside shall mean adjacent to the street pavement, alley pavement and gutter and
within five feet thereof.
Customer shall mean the resident party, property owner of a dwelling unit in Yorkville’s
corporate boundary participating in the scavenger collection service.
Day shall mean Calendar Day unless otherwise stated.
Detached Dwelling shall mean a single-family dwelling entirely surrounded by open
space.
Disposal Unit shall have different meanings as follows: For the purposes of refuse
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collection, a “disposal unit” shall mean one (1) 33-gallon, 64-gallon, or 96-gallon tote or
one (1) water-tight metal, or plastic reusable waste container, no larger than thirty-two
(32) or thirty-three (33) gallons in capacity, containing refuse, yard-waste, organics or
household construction and demolition debris as herein defined; or a securely tied,
bundle of refuse or debris which is not placed in a container that does not exceed three
(3) feet in diameter, six (6) feet in length, and fifty (50) pounds in weight, or one (1)
single miscellaneous or odd-shaped item of refuse or debris that does not exceed fifty
(50) pounds in weight. A large household item, as herein defined, is to be considered a
disposal unit. Household construction and demolition debris, as is herein defined, is to
be considered a disposal unit. For the purpose of yard-waste collection, a “disposal
unit” shall mean a biodegradable two-ply fifty (50) pound wet-strength kraft paper bag
designed for yard-waste collection, not to exceed thirty-three (33) gallons in capacity and
fifty (50) pounds in weight, containing “yard-waste” as herein defined, or securely tied,
bundles of brush or branches using biodegradable cord, string, rope or twine that does not
exceed fifty (50) pounds in weight, two (2) feet in diameter, and four (4) feet in length
and is manageable by one (1) person. For purpose of recycling collection, a “disposal
unit” shall mean one (1) 64 gallon, 33 gallon, or 96 gallon tote.
Envelope shall mean a flat, folded paper container for a letter or smaller object.
E-Recycling shall mean the use, collection, and remanufacture of electronic materials as
feedstock for the production of new materials or products.
Electronic Waste shall mean electronic items banned from Illinois landfills by State
Law. These items include, but are not limited to, Televisions, Monitors, Printers,
Computers (laptop, notebook, netbook, tablet, desktop), Electronic Keyboards, Facsimile
Machines, Videocassette Recorders, Portable Digital Music Players, Digital Video Disc,
Players, Video Game Consoles, Small Scale Servers, Scanners, Electronic Mice, Digital
Converter Boxes, Cable Receivers, Satellite Receivers, Digital Video Disc Recorders,
Cell Phones, Portable Digital Assistant (PDA), Computer Cable, Zip Drive.
Frozen Food Packages shall mean paperboard containers with special coatings to
prevent tearing of the packages or smearing of the ink from moisture when refrigerated
or frozen.
Garbage or Rubbish shall mean discarded materials resulting from the handling,
cooking, spoilage, and leftovers of food, discarded food or food residues, and paper
necessarily used for wrapping same, and all types and kinds of waste materials from
housekeeping activities, including, but not limited to ashes, metal cans bottles, books,
glass, plastic, newspapers, boxes, cartons, and small amounts of earth, rock or sod, small
automobile parts and building materials waste from residential type do-it-yourself
projects provided that all such materials are of a size sufficiently small to permit being
placed in an approved refuse container, except those items which are banned from direct
disposal into a landfill.
HDPE shall mean high-density polyethylene.
Household Construction and Demolition Debris shall mean waste materials from
interior and exterior household construction, remodeling and repair projects, including
but not limited to: drywall, plywood and paneling pieces, lumber and other building
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materials; windows and doors, cabinets, carpeting, disassembled bathroom and kitchen
fixtures; and small amounts of sod, earth, clay, sand, concrete, rocks and similar
materials. Such debris shall conform to the following: loose small items shall be placed
in suitable disposable containers not exceeding fifty (50) pounds in weight, or in bundles
not exceeding two (2) feet in diameter, four (4) feet in length, and fifty (50) pounds in
weight.
Household Garbage shall mean garbage and rubbish as collected from the residents of
the City of Yorkville, currently receiving curbside scavenger service or on-site dumpster
service.
Household Garbage – Large Items shall mean any items set forth under “Garbage and
Rubbish” above if such item is too large to fit in an approved Disposal Unit including,
but not limited to boxes, barrels, crates, furniture, refrigerators, carpets, mattresses, box
springs, hot water heaters, stoves and other household appliances, except those items
which are banned from direct disposal into a landfill. Large Items shall not include waste
from manufacturing processes, construction materials, broken concrete, lumber, large
rocks, automobile parts other than tires or dangerous substances which may create a
danger to the health, safety, comfort or welfare of the residents of the City of Yorkville
or items which are banned from direct disposal into a landfill.
Industrial Wastes shall mean any and all debris and waste products generated by
canning, manufacturing, food processing, restaurant, land clearing, building construction
or alteration and public works type construction projects whether performed by a
governmental unit or by Contract.
Juice Boxes shall mean aseptic cartons consisting of a high-grade paperboard coated
with polyethylene plastic and aluminum foil, excluding milk cartons.
Junk Mail shall mean brochures, advertisements, flyers, post cards, greeting cards,
window envelopes, and other similar correspondence.
Landscape Waste (also referred to as Yard-waste) shall mean hard landscape waste and
soft landscape waste.
Large Household Item (also known as “Bulk Item”), shall mean any discarded and
unwanted large household appliance such as freezers, stoves, trash compactors, washers,
dryers, dishwasher, humidifiers, dehumidifiers, microwaves, water softeners, televisions,
pianos, organs, tables, chairs, mattresses, box springs, bookcases, sofas and similar
furniture. All “white goods” including those containing CFC’s (chlorofluorocarbons),
shall fit into this definition. White goods containing switches containing mercury, and
PCB’s (polychlorinated biphenyls) shall not fit into this definition.
LDPE shall mean low density polyethylene.
Magazines shall mean periodical publications, usually glue bound.
Mixed Papers shall mean stationary, various office papers such as; computer paper,
xerox paper, note paper, letterhead, and other similar papers.
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Multiple-Family Dwelling shall mean a dwelling containing three (3) or more dwelling
units, with one or both of the following: (a) More than one (1) dwelling unit connecting
to a common corridor or entrance-way; or, (b) Dwelling unit vertically connected to
neighboring dwelling units through shared floors and ceilings.
PET shall mean polyethylene terephthalate.
Performance Bond shall mean the form of security approved by the City and furnished
by the Contractor as a guarantee that the Contractor will execute the work in accordance
with the terms of the Contract and will pay all lawful claims.
Processing Center shall mean a location to be maintained or utilized by the Contractor
for the purpose of sorting, preparing, and marketing of recyclable materials.
Properly-Prepared shall mean materials prepared according to the disposal program
restrictions for refuse, yard-waste, and recycling.
Processing Costs shall mean all reasonable costs incurred by the Contractor with respect
to the collection of recyclables from residents currently receiving curbside scavenger
services.
Public Awareness Program shall mean a program developed and provided by the
Contractor and the City to inform and encourage residents to use the recycling collection
services and other waste collection and disposal services of the City.
Recyclables or Recyclable Material(s) shall mean, at a minimum, those materials listed
on Appendix 2.
Recycling shall mean the use, collection, and remanufacture of secondary materials as
feedstock for the production of new materials or products.
Recycling Containers (bins) shall mean a 33-gallon tote, 64-gallon or 96-gallon tote if
so acquired by the customer in the manner prescribed in the recycling collection program
Refuse shall mean all discarded and unwanted household and kitchen wastes, including
but not limited to: food, food residues, and materials necessarily used for packaging,
storing, preparing and consuming same, usually defined as “garbage”; and all
combustible and non-combustible waste materials resulting from routine domestic
housekeeping, including but not limited to: aluminum and steel cans, glass containers,
plastic containers, crockery and other containers, metal, paper (of all types), including
newspapers, books, magazines, catalogs, boxes and cartons, cold ashes, furniture,
furnishings and fixtures, household appliances (all kinds), textiles and leathers, toys and
recreational equipment and similar items. For the purposes of this Agreement, the terms
“garbage”, “refuse”, “rubbish”, and “waste” shall be synonymous unless otherwise more
specifically defined (for example: “yard-waste”).
Refuse Sticker shall mean a biodegradable paper stamped with the City name and the
Contractor’s name and telephone number providing the solid waste services for the City.
The sticker shall represent proof of payment for collection and disposal services to be
rendered by the Contractor.
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Residence shall mean all attached single family and detached single family dwelling.
Single-Family Dwelling shall mean a detached dwelling containing accommodations for
and occupied by one (1) family only.
Specifications shall mean specifications identified in the Contract.
Tote (also referred to as a Toter) A plastic wheeled container in size of 33-gallon, 64-
gallon, or 96-gallon with tight-fitting cover, requiring semi-automatic lifting mechanism
for collection.
Waste shall mean refuse, recyclables, yard or landscape waste and white goods.
Wet-strength Carrier Stock shall mean rectangular-shaped paperboard containers with
special coatings to prevent tearing of the containers or smearing of the ink from moisture
when refrigerated.
White Goods shall mean refrigerators, ranges or stoves (electric or gas), freezers, room
air conditioners, water heaters and other similar domestic large appliances.
Yard-waste container/unit shall mean a container or unit and may be a kraft paper bag
not exceeding thirty (33) gallons of capacity weighing up to fifty (50) pounds. The kraft
paper bag shall be of the type specifically intended for landscape waste, being
specifically biodegradable and not chemically treated; or a waste container (excluding
plastic bags) not exceeding thirty-four (34) gallons of capacity weighing up to fifty (50)
pounds; or bundles of hard landscape waste not exceeding two (2) feet in diameter and
four (4) feet in length weighing up to fifty (50) pounds. Said bundle to be securely tied
with biodegradable natural fiber twine. Securing with plastic or wire is prohibited.
Yard-waste (also known as “landscape waste”) shall mean grass clippings, leaves,
branches and brush, other yard and garden trimmings, vines, garden plants and flowers,
weeds, tree droppings (for example: pinecones and crabapples), and other similar organic
waste materials accumulated as the result of the cultivation and maintenance of lawns,
shrubbery, vines, trees and gardens. Sod, dirt, Christmas trees, and greenery from
wreathes and garlands shall not be considered yard-waste and shall be disposed of as
refuse, unless the composting facility will accept it.
31. DESCRIPTION OF THE BASE SOLID WASTE PROGRAM
31.1 Refuse, yard-waste, and curbside recycling services are provided to residences located
within the City on a once-per-week basis.
31.2 A modified volume-based program, based on a monthly fee for pickup of all refuse,
consisting of one 33-gallon, 64-gallon tote, or 96-gallon tote, and a $1 charge for each
refuse disposal unit beyond the tote, unlimited yard waste and unlimited recycling. As
part of program, the contractor shall supply the customer with a tote of a size of the
customer’s choosing for a cost outlined in Appendix 1.
31.3 Bulk items as herein defined, are considered subject to collection by the Contractor,
according to the terms and definitions of this contract. Residents with additional material
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or home improvement projects may contract separately with the Contractor. The
Contractor will make available 6, 10, 15, 20, and 30 cubic yard containers for this
purpose. Bulk item collection shall be for the collection of one (1) large household item
per week from residential units at no additional cost to the resident.
31.4 Yard-waste collection shall begin each year on the 1st collection day in April and through
the first full pick-up week in December.
31.5 E-Recycling shall mean the use, collection, and remanufacture of electronic materials as
feedstock for the production of new materials or products. Electronic Waste items as
herein defined, shall mean electronic items banned from Illinois landfills by State Law.
31.6 The tonnage of collected materials from recent, previous years are as follows, to serve as
a point of reference:
2024 2025
Compost 969.08 tons 9,188.30 tons
Solid Waste 977.27 tons 9,532.98 tons
32. SCOPE OF WORK
32.1 The Contractor shall be responsible for performing all work as outlined in the
specifications herein and shall provide and furnish all labor, materials, equipment and
supplies, vehicles, transportation services, and landfill and compost facility space
required to perform and complete the collection and disposal of refuse and yard waste.
The Contractor shall also make necessary arrangements with processors required to
perform and complete the collection and marketing of recyclables.
32.2 The collection of refuse, yard waste, and recyclable materials shall be a joint program
awarded to one firm and cannot be quoted or operated as separate programs.
33. COMPETENCY
33.1 The Contractor shall perform all scavenger services rendered under this contract in a
neat, orderly, efficient, and competent manner, while always exercising due care and
diligence in the performance of its obligations. The Contractor shall ensure that its
employees and personnel are capable, properly trained, and qualified to carry out the
required services in a manner that reflects professional skill and operational competence.
All services shall be performed to prevent garbage, refuse, recyclable materials, or
landscape waste from scattering or spreading within the City, and any such materials
spilled on a yard or street shall be collected and removed prior to leaving the site of
collection. Each collection vehicle shall carry not less than one broom or shovel for the
purpose of cleaning up spilled materials. The Contractor is responsible for any yard
damage caused by its employees in the course of service performance. Garbage
containers shall be returned to the same locations and in the same condition as found
after emptying. Containers substantially damaged through the fault of the Contractor
shall be replaced by the Contractor with containers of like kind and quality.
34. COLLECTION UNITS
34.1 The base unit of service shall be known as a “Collection Unit or Stop”. The Contractor
shall collect, remove and dispose from every residential building unit, as defined herein,
in the City of Yorkville, all refuse, yard-waste and curbside recyclables that may be set
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out for collection one (1) time each week.
35. GARBAGE AND REFUSE COLLECTION; PREPARATION AND PLACEMENT
OF DISPOSAL UNITS
35.1 Totes or can production:
The Contractor agrees to provide, at its own expense, one 33-gallon, 64gallon, or
96-gallon totes to each single-family residence in the City for the purposes
of garbage collection. The carts will remain the property of the Contractor
and the Contractor will be responsible for replacement of carts that
become worn or damaged through normal usage.
35.2 All GARBAGE and REFUSE as herein defined that is designated for collection and
disposal hereunder must be placed in one of the following containers:
1) the provided totes
2) a water-tight metal or plastic reusable waste container no larger than
thirty-three (33) gallons in capacity and no smaller than fifteen
(15) gallons in capacity
3) a heavy duty bag no more than 33-gallons in capacity and less than 50
pounds in weight, which is securely fastened
35.3 Cans, containers, and/or heavy duty bags must be placed at the curb or roadway or in the
alley (if designed by the Contractor).
35.4 All residences receiving the aforementioned services shall be required to prepare all materials
for collection and/or disposal into proper "disposal units". The Contractor will be required to
collect only properly prepared disposal units.
35.5 Residents will be allowed to place unlimited amounts of disposal units at the curb for
collection and disposal provided that each disposal unit provided was obtained through the
Contractor or City.
35.6 Properly prepared refuse shall be placed as close to the roadway as practicable without
interfering with or endangering the movement of vehicles or pedestrians or snow
plowing operations. The Contractor shall return all containers at each pick-up
location to the curbside or adjacent to the right-of-way of paved or traveled City
roadways. Containers will be placed, not thrown, and securely placed in such a manner
that they are not left lying on their sides or in a manner that would allow roadway
interference of vehicle and/or pedestrian traffic. Any contents spilled by
Contractor on the parkways, premises, or streets are to be cleaned up in a
workmanlike manner.
36. ACCEPTABLE/UNACCEPTABLE MATERIAL
36.1 UNACCEPTABLE MATERIAL: Residents shall not set out for disposal and the Contractor
shall refuse to accept for regular collection: hazardous waste materials, radioactive materials,
poisons, liquid waste, paint or similar products, acids, used motor oils, or any other material
that the Contractor is legally unable to accept.
36.2 ACCEPTABLE MATERIAL: All refuse normally produced by residential properties
shall be accepted for regular collection including but not necessarily limited to: bulk
items, household fixtures, appliances, furniture and yard-waste.
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37. EXAMINATION OF SERVICE AREA
37.1 It is the responsibility of the Contractor to be completely informed of all conditions under
which service is to be performed, the service area, and all other relevant matters
pertaining to the collection services as specified herein, including, but not limited to, type
of housing, population density, roads, traffic patterns, required collection procedure,
labor requirements, and any other factor which would affect the execution and/or
completion of the work covered by the contract.
38. ALTERNATIVES AND DEVIATIONS
38.1 The specifications included in this package describe existing services which the City
believes are necessary to meet performance requirements and shall be considered the
minimum standards expected of the Contractor.
38.2 Other alternatives from the specifications in Section III may be indicated if the proposed
alternatives are equal to or greater than what is required by these specifications. All
alternatives shall be separately listed, and a justification for each shall be stated. The
Contractor shall use Appendix 3, Schedule of Alternatives and Deviations, for listing
other alternatives.
38.3 If the Contractor is unable to meet any of the specifications as outlined herein, it shall
also separately list all requested deviations from the specifications, with justifications
attached for each deviation. The Contractor shall use Appendix 3, Schedule of
Alternatives and Deviations, for listing proposed deviations.
38.4 If the Contractor does not indicate alternatives to or deviations from the specifications,
the City shall assume it is able to fully comply with these specifications. The City,
individually, shall be the sole and final judge of compliance with all specifications.
38.5 The City, individually, further reserves the right to determine the acceptability or
unacceptability of any and all alternatives or deviations The City, individually, shall also
be the sole and final judge as to whether any alternative or deviation is of an equivalent
or better quality of service.
39 CHRISTMAS TREE COLLECTION
39.1 The Contractor will provide curbside collection service of live Christmas trees two (2)
weeks during the 1st and 2nd full week in January each contract year. It will be the
responsibility of the Contractor to either recycle or correctly dispose of live Christmas
trees. There will be no cost to the City for this service. The Contractor and the City will
work together to educate the public with respect to the condition of the trees before they
will be collected. Christmas trees will be accepted provided they are free of all
ornamentation, including tinsel, garland and lights. If disposable tree bags are used, a
refuse sticker must be affixed to the plastic bag. Christmas trees placed at the curb during
the two-week special collection period shall be recycled. Recycling shall consist of taking
the Christmas trees to a compost site to be chipped, mulched or composted. The
Contractor shall provide the name and location of the compost site in accordance with
Appendix 5.
40. YARD-WASTE/BUNDLED BRUSH COLLECTION
40.1 Yard-waste collection programs
As a part of yard-waste collection, all eligible households located within the City’s corporate
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boundaries shall be provided weekly yard-waste and bundled brush collection in an unlimited
amount. All yard waste materials must be placed in “Kraft” paper bags designed and sold
specifically for the collection and disposal of yard waste. All bundled brush must not exceed
four (4) foot length, with each individual bundle not to exceed excess weight of fifty (50)
pounds. Resident customers placing bundled brush out for collection will be required to bundle
brush with biodegradable natural fiber twine (plastic or wire is prohibited). Bundled brush will
be collected on regular refuse service days during the yearly period of time established, which is
April 1st through the first full pick-up week in December.
41. RECYCLABLE MATERIAL PROGRAM
41.1 The Contractor agrees to provide, at its own expense, one 33-gallon, 64-gallon, or 96-
gallon tote to each single-family residence in the City for the purposes of recycling
collection. The carts will remain the property of the Contractor and the Contractor will
be responsible for replacement of carts that become worn or damaged through normal
usage.
41.2 The City’s recyclable material program shall remain voluntary on the part of any person
receiving residential scavenger service as covered under this contract. The Contractor
shall, however, provide for the collection and disposal of all recyclable material placed
for collection in accordance with the terms of this Contract. The Contractor shall provide
for the collection and disposal of recyclable material at no additional cost to customers
receiving residential scavenger service as covered under this contract. The cost of
recycling collection and disposal services has been built into the rates and charges
otherwise provided for in the Contract for collection of refuse and yard-waste.
41.3 All revenue collected from the sale of recyclable material shall be the property of the
Contractor.
41.4 The Contractor shall have representatives available to participate in community-
sponsored events promoting environmental awareness.
41.5 The method in which the recyclables are to be generally sorted for collection by the
household shall be commingled within the recycling container(s).
41.6 The Contractor shall specify the manner in which the recyclables are to be collected and
sorted by the Contractor at the curbside; i.e. curb-sort, sorting at an intermediate
processing facility, and the like. The Contractor will be responsible for cleaning up any
material that has spilled as a result of the collection process.
41.7 The Contractor shall allow for a tagging system for recyclables not collected and must
provide a simple explanation as to why the recyclable material(s) were not picked up,
including, but not limited to, the following: contaminants, improper preparation;
materials not accepted in program: refuse and/or yard-waste mixed with recyclables; or
some combination thereof. The Contractor shall submit an example of the tagging
system to be used. Recyclable materials that were rejected shall be returned to the
container and not left on the street or parkway areas.
41.8 The Contractor shall purchase and maintain a reasonable supply of recycling totes, for
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residential scavenger service to cover replacement for lost, damaged and stolen
containers, and for customers desiring additional recycling capacity. The City,
individually, reserves the right to approve the type of containers purchased by the
Contractor.
41.9 The Contractor shall pick up all recyclable material placed in the recycling totes, the
recycling containers supplied by the Contractor, or any other recycling containers used
by the customer. If, for operational purposes, the Contractor has difficulty identifying
recycling containers used for recycling purposes, the Contractor shall provide free of
charge, a recycling sticker or other identification mechanism to be placed on the various
recycling containers used for collection of recyclable material.
41.10 The Contractor shall provide the name and location of the processing facility, as well as
the proposed buyer/market for recyclable materials as set forth in Appendix 5 In the
event that an alternative site is preferred by the City, the Contractor shall use the
alternative site location provided that any changes in the costs for collection and
processing created by the use of such site will be negotiated between the City and the
Contractor prior to its use.
41.11 The City, reserves the right to accept or reject any or all suggested categories, which may
be offered for collection in the residential recycling program. The City also reserves the
right to phase in at a later date, any material(s) which the Contractor has indicated an
ability to collect but which the City has determined not to add to the collection program,
or to phase in any material(s) that the Contractor may not presently offer but will be able
to offer sometime during the term of the Contract. The basis for determining cost of
adding materials at a later date will be based on evidence supplied by the Contractor
specifically justifying additional cost due to collection, administration, profit, and
processing (minus revenue) only.
42. ELECTRONIC WASTE MANAGEMENT
42.1 The Contractor shall allow for the collection of Electronic Waste as defined herein.
Residents must contact the Contractor to schedule a date and time for collection. There
shall be no cost associated with this service. All Electronic Waste shall be placed at the
curb. Items that require more than one person to collect may require an additional fee as
determined by the Contractor. The Contractor shall ensure that Electronic Waste is
recycled, reused, or otherwise properly managed and shall not be disposed of with regular
solid waste. Processing and disposal of Electronic Waste shall be conducted in compliance
with all applicable federal, state, and local laws and regulations, and only at facilities
authorized to accept such materials.
43. CURBSIDE COMPOSTING PROGRAM
43.1 The Contractor agrees to provide, at its own expense, one 33-gallon or one 64-gallon tote
to each single-family or detached residence in the City that opt-in to the optional organics
collection. The carts will remain the property of the Contractor and the Contractor will
be responsible for replacement of carts that become worn or damaged through normal
usage.
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43.2 The City’s curbside composting program shall remain voluntary on the part of any person
receiving residential scavenger service as covered under this contract. The Contractor
shall, however, provide for the collection and disposal of all organic material placed for
collection in accordance with the terms of this Contract. The Contractor shall provide for
the collection and disposal of organic material at an additional monthly cost to customers
receiving residential scavenger service as covered under this contract.
43.3 The Contractor shall provide the name and location of the processing facility, as well as
the proposed buyer/market for organic materials as set forth in Appendix 5 In the event
that an alternative site is preferred by the City, the Contractor shall use the alternative site
location provided that any changes in the costs for collection and processing created by
the use of such site will be negotiated between the City and the Contractor prior to its
use.
43.4 Yard waste may also be co-mingled in with the organic compost material.
43.5 The City, reserves the right to accept or reject any or all suggested categories, which may
be offered for collection in the residential composting program. The City also reserves
the right to phase in at a later date, any organic material(s) which the Contractor has
indicated an ability to collect but which the City has determined not to add to the
collection program, or to phase in any material(s) that the Contractor may not presently
offer but will be able to offer sometime during the term of the Contract.
44. AMNESTY DAY
44.1 The Contractor shall provide for a spring and fall curbside collection of additional refuse,
yard-waste and bulk items as defined herein, on a date(s) that is mutually agreed upon
between the Contractor and the CITY. In addition, the Contractor will collect WHITE
GOODS and up to 4 automobile tires per household during the scheduled Amnesty Day.
All rims must be removed from the tires prior to collection. There shall be no additional
charge to the residents for the cleanup and additional BULK ITEMS and WHITE
GOODS that will be accepted during the designated clean-up week and stickers will not
be required.
45. COLLECTION FROM MUNICIPAL FACILITIES
45.1 At no additional cost, the Contractor shall collect, transport, and dispose of all refuse,
yard-waste and recyclables from all municipal-owned facilities as set forth in Exhibit B.
The Contractor shall furnish, at no additional cost to the City, at each municipal building
served, containers for refuse, yard-waste and recyclables as requested by the
municipality’s Designated Representative, with the size to be agreed upon. The City
reserves the right to request such containers, in addition to, or increase the size of normal
containers, on a permanent or temporary basis. If requested by the City, any and all
containers furnished by the Contractor shall be equipped with non-removable hinged
covers or lids. Collection and disposal services by the Contractor will be as often as
necessary each week, as set forth in Exhibit B.
46. BILLING PROCEDURES
46.1 The Contractor shall bill the City individually for all serviced UNITS within the
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respective municipality. The vendor must accept credit card payments as a form of
payment from the City. The City shall provide the contractor with the number of
occupied UNITS within the municipality on a monthly basis. As of May 2026, there are
approximately 8174 units registered with refuse billing rate codes within the City.
47. MONTHLY REPORTING
47.1 The Contractor shall prepare and submit to the City a monthly refuse, yard-waste,
recycling material, electronic material and organic material report, due by the 25th of the
following month. A sample template can be found in Appendix 8. The report shall
include the following information for all residential scavenger service in each
municipality covered under this contract:
47.2 Refuse - Total weight in tons and total volume in compacted cubic yards of refuse land-
filled each month; Number of white goods collected each month; Tipping fee charge per
ton at the landfill site; Name and location of the landfill facility and/or transfer station
used by the Contractor; and, Copy of all complaints filed by the City customers during
the month.
47.3 Yard-waste - Total volume, in compacted cubic yards, of yard-waste collected; Tipping
fee charge per compacted cubic yard at the compost facility; Name and location of the
compost facility used by the Contractor; and, Copy of all complaints filed by the City
customers during the month.
47.4 Recyclable Material - Weekly set-out rate; Monthly participation rate (total number of
set-outs divided by the number of homes/dwelling units included in the collection
service); Total weight, in pounds, of recyclable materials collected; Revenue received by
the Contractor for the sale of recyclables; Tipping fee savings (total weight of recyclable
materials collected in tons multiplied by the tipping fee charge per ton at the landfill site);
Name and location of processing facility used by the Contractor; and, Copy of all
complaints filed by the City customers during the month.
47.5 Electronic Waste – Total weight in pounds and total volume of materials collected.
Number of goods collected every month. Name and location of processing facility used
by the Contractor; and, Copy of all complaints filed by the City customers during the
month.
47.6 Organics Material – Weekly set-out rate in months April-November and bi-weekly set
out rate in months December-March; monthly participation rate (total number of set-outs
divided by the number of homes/dwelling units included in the collection service); Total
weight, in pounds, of organic materials collected; Name and location of the compost
facility used by the Contractor; and Copy, of all complaints filed by the City customers
during the month.
48. CONSUMER EDUCATION
48.1 Upon request, the Contractor agrees to provide City residents with such educational
materials as the City, individually, deems necessary. Educational materials may include
notices to be left at resident’s property as well as literature describing in detail the refuse,
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recycling, e-recycling, organics, and yard-waste collection programs. There shall be no
cost to the City or its residents for the printing and distribution of any consumer
education materials.
49. TITLE TO WASTES
49.1 All refuse, yard-waste, and curbside recyclables collected shall belong to the Contractor
as soon as the same is placed in the Contractor’s vehicle.
50. DISPOSAL
50.1 All refuse and yard-waste collected shall be removed from the City by the Contractor as
soon as it has been collected; but in any event, not later than noon of the date following
collection, and shall not be disposed of in violation of any state, federal or county laws or
regulations.
51. RATES AND SPECIAL RATES
51.1 For any services required to be performed under this Contract, the charge shall not
exceed the rates as fixed by the Contract and set forth in Appendix 1 attached hereto and
made a part hereof. For items not otherwise provided for by the Contract document, and
requiring special handling due to size, weight, type of material or method of placement,
the charges are to be negotiated between the Contractor and the resident customer for
collection and disposal into a landfill or processing facility.
52. SPECIAL & EMERGENCY COLLECTIONS
52.1 The Contractor shall offer special curbside collection service for large quantities of
refuse including, but not limited to, construction and demolition debris, and move-in or
move-out clean-up rubbish. Such services shall be an advance arrangement with the
Contractor at the resident customer request. The collection cost for such services shall be
based upon cubic yards and the resident customer shall make payment directly to the
Contractor. The Contractor agrees to provide free dumpsters (sizes 1 yard through 30
yards as requested by the City) for refuse and recycling collection during ALL City
managed special events. The Contractor agrees to provide free portable toilets and
handwashing sinks during ALL City managed special events. The Contractor agrees to
provide free dumpsters (sizes 1 yard through 30 yards as requested by the City) for refuse
for street sweeping materials throughout the year, as requested by the City. The City and
the Contractor may mutually agree to emergency pick-up services for disasters including,
but not limited to, flood, wind and snow. For items not otherwise provided for by this
AGREEMENT, and requiring special handling due to size, weight, type of material or
method of placement, the charges are to be negotiated between the Contractor and the
resident customer for collection and disposal into a landfill or processing facility.
53. SCHEDULE AND TIME OF COLLECTIONS
53.1 The City shall be divided into collection areas and a regular weekday collection shall be
assigned to each area. A map of the City, designating collection areas shall be made a
part of this contract and attached hereto as Exhibit A. For the subscriber-based (opt-in)
organic materials collection, collection will occur on the regular weekday collection day
in the months April-November and every other regular weekday collection day in the
months December-March.
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53.2 The schedule shall not be changed without first obtaining consent from the City
Administrator, and not without giving a minimum of thirty (30) days written notice to all
parties affected by the change. The City may, at its discretion, waive the minimum time
limits required. This waiver must be in writing and signed by the City designee. The
Contractor will be required to publish an advertisement twice per week in two separate
weekly issues of the local newspapers, no earlier than 60 days prior to the change, with
the last advertisement to be no later than fifteen (15) days prior to the schedule change.
Failure of the Contractor to maintain said collection schedule shall be considered a
breach and default of the contract and grounds for immediate termination of the contract.
53.3 In no case shall collection commence prior to 6:00 a.m. or continue past 7:00 p.m. on any
day during the term of the contract. The collection schedule shall not include Saturday or
Sunday as a regular collection day for any area in the City.
54. HOLIDAYS
54.1 Collection normally falling on the following holidays may be rescheduled for the first
working day following the legal holiday, or on Saturday, as necessary, for that week
only. If the holiday falls on a Sunday, service will not be interrupted, and collection will
run on a normal schedule.
New Year’s Day Memorial Day Independence Day
Labor Day Thanksgiving Day Christmas Day
54.2 The Contractor agrees to inform the City and its residents of changes in normal
collections due to holidays by notification through at least two local media outlets or
establish a permanent holiday schedule or plan to be printed within the refuse literature.
55. SCHEDULE ADHERANCE
55.1 If, at any time during the term of this contract, the Contractor shall collect any section of
the City on a day other than the scheduled day, the Contractor shall immediately notify
the respective municipality that he is in violation of the contract. If a similar violation
should occur more than once within the three-week period following the week of the
original violation, the City will notify the Contractor by certified mail and withhold any
further payment that may be due under the contract until the Contractor has furnished
evidence satisfactory to the City that the Contractor has taken necessary actions and
precautions to prevent further violations. The City may determine that this second or
subsequent collection violation as a breach of contract, and therefore the City reserves
the right to terminate the contract. Delays that are occasioned by holidays, or by daily
(any 24-hour period) precipitation of four (4) inches or more of rain, or eight (8) inches
or more of snow, may not be considered as violations. The City Administrator shall be
the judge of whether delays constitute a violation, or not.
56. PLACE OF PICK-UP
56.1 The Contractor is responsible for the public streets, or properly wavered private street
curbside pick-up of all residential locations as well as designated locations as requested
by the City.
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57. REPLACEMENT DAMAGE
57.1 The Contractor is responsible for damages resulting from its careless handling of any
receptacle. The Contractor at no extra charge to the user shall replace all containers, which
suffer damage caused by the Contractor. If the original container was supplied by the
Contractor, the containers so supplied shall remain the property of the Contractor. If the original
container was supplied by the resident, then the replacement container shall be the property of
the resident.
58. COLLECTION VEHICLES
58.1 All vehicles used for collection purposes, except those exempted by other provisions of
these specifications, shall have fully enclosed bodies with self-contained mechanisms to
load and compress the material collected. These vehicles must be modern, neat, rear,
front, or side-loading packer-type motor trucks, have entry for refuse into the vehicle’s
collecting body. All vehicles shall be kept watertight to prevent leaking, shall be kept
closed except during collections along collection route. All equipment used by the
Contractor shall be painted with no rust showing on the cab, chassis, or body. Vehicles
must be kept in clean, sanitary, and quiet operating condition. Vehicles must at all times
be supplied with brooms and necessary items to provide for immediate cleanup of any
litter or mess, which may result from leaking, spilling, or blowing during collection
procedures. Vehicles shall be clearly labeled with the firm’s name, address, and
telephone number and have a vehicle identification number printed clearly on each and
every vehicle. However, if the Contractor desires to use a vehicle of larger capacity,
specific written approval of the specific vehicle shall be required from the City’s
Designated Representative, after an actual demonstration of the vehicle on the streets of
the respective municipality. Overweight vehicles are the responsibility of the Contractor.
Contractor is required to comply with weight requirements and safety requirements as
established by Illinois Law or City Ordinances for vehicles, vehicle operators and
specialty equipment.
59. EMPLOYEES
59.1 The Contractor shall undertake to perform all disposal services rendered in a neat,
orderly, and efficient manner; to use care and diligence in the performance of this
contract; and to provide neat, orderly, and courteous personnel on its crews. The
Contractor shall agree to prohibit any drinking of alcoholic beverages or use of illegal
drugs or drugs which impair the ability of the employee or agent to safely and adequately
perform his or her (drivers and crew members) job while on duty or while performing
their duties under this contract. The Contractor shall also agree to ensure that each
employee driving a vehicle shall at all times carry a valid operator’s license for the type
of vehicle he/she is driving. The Contractor’s employees will be attired, at all times, in a
professional-type manner. These specifics will be agreed upon between representatives
from the Contractor and the City Designated Representative.
60. ACCIDENT PREVENTION
60.1 Precaution shall be exercised at all times for the citizens, employees, and property. The
safety provisions of all applicable laws and building and construction codes shall be
observed. Machinery, equipment, and all hazards shall be guarded or eliminated in
accordance with the safety provisions of the manual of Accident Prevention in
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Construction, published by the Associated General Contractors of America, to the extent
that such provisions are not in contravention of applicable law.
61. COMPLAINT PROCEDURE
61.1 All complaints received by the Contractor shall be given prompt and courteous attention.
The City and the Contractor will agree upon a formalized complaint form to be filled out
by the Contractor each and every time a customer contacts the Contractor with a
complaint. It will be the Contractor’s responsibility to have the complaint forms, on
NCR (no carbon required) paper, printed and available for use by the Contractor prior to
the commencement of this Contract. The Contractor will supply the City with sufficient
NCR forms for logging of complaints by City staff. Any complaint received by the City
shall be immediately communicated to the Contractor. The Contractor is required to
supply the City with copies of all complaint forms within five (5) business days of a
complaint being made, indicating thereon the resolution thereof.
61.2 The Contractor shall provide the City with name, phone number, and email address for
an individual to serve as point person for purposes of City staff contact with the
Contractor.
62. COMPLAINTS
62.1 Where any dispute arises between a resident/customer and the Contractor, as to the
manner or placing of containers for collection or preparation of recyclable materials, or
the nature of the Contract or the like, the Contractor agrees that in the specific instance
collection will be immediately made even though in its opinion, the customer is in error;
and that it will immediately report the same to the City’s Designated Representative so
that the City and the Contractor may resolve the dispute, if possible, before additional
collection becomes necessary. The intent of this paragraph is to avoid
disputes/disagreements between the customers and the Contractor’s employees, and to
permit disputes/disagreements to be handled by mutual discussion between the
Contractor and the City. If a missed pick up is reported by the City or a customer to the
Contractor, the Contractor shall collect the refuse, recyclable material or yard-waste from
such customer within on (1) business day of notification. All complaints other than
missed pickups shall be resolved to the satisfaction of the City within two (2) business
days. As noted above, the Contractor shall supply to the City an NCR copy of the
complaint form for each and every complaint and on which the nature of the complaint
and the disposition is clearly noted. The Contractor shall cooperate with the City in
minimizing complaints from customers. Continued unreasonable complaint levels, as
determined by the City, or failure of the Contractor to carry out any of its contractual
obligations such as, but not limited to, rude treatment, messy pickups, damage to persons
or property and early start-up may be due cause for the City to terminate this Contract
after notice and an opportunity to be heard.
63. CUSTOMER VIOLATIONS OF MUNICIPAL CODE
63.1 The Contractor shall have the right to notify any customer of noncompliance with the
applicable Yorkville code provisions concerning the handling or disposal of solid waste
as those same may apply to such customers. The Contractor shall report any continuance
of any such noncompliance to the respective City.
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64. NEW CUSTOMERS
64.1 The Contractor agrees to provide service immediately to all new customers, even if the
new customer neglected to first notify or request collection services. The City agrees to
make every effort possible to alert the new customer to the collection procedure for
refuse, recycling and yard-waste.
65. EXCLUSIVE GRANT/INTENT
65.1 The City agrees that in consideration of the faithful performance of the obligations herein
undertaken by the Contractor, the City does, by execution of this Contract pursuant to
City Code, give and grant to the respective Contractor, for the term of this Contract only,
the sole and exclusive Class A License to collect and dispose of all residential solid
wastes. The Contract shall include all residences (attached single-family and detached
single-family as defined herein) and municipal facilities as required within the corporate
boundaries of the City of Yorkville. This grant expressly includes the right and duty to
service any land annexed to the City where new residences or municipal buildings have
been constructed during the term of this Contract. Service will be provided on the same
terms as set forth herein. The City shall communicate any changes to the corporate
boundaries or service area resulting from annexations, zoning actions, site plan
approvals, construction, etc., to the Contractor. It is the intent of this Contract to obtain,
throughout its term, clean, courteous, well scheduled, and well-executed collection and
disposal or processing of refuse, recycling and yard-waste from properties in the City of
Yorkville. While the City recognizes that any collection service involves minor customer
operating problems, the intent of this Contract is to ensure that any such operating
problems are minimized to the extent possible and corrected as soon as possible.
66. QUALIFICATIONS/REFERENCES
66.1 The Contractor shall provide at least five (5) references of “like” public agencies with
current contacts in accordance with Appendix 4 and shall indicate if appropriate, which
municipality has implemented a volume-based program. Contractor shall complete the
attached Appendix 6 listing its qualifications.
67. PROPOSAL SECURITY
67.1 Each proposal shall be accompanied by proposal security, which shall be in the form of a
certified check or a bank cashier's check in the amount of five thousand dollars ($5,000),
made payable to the City of Yorkville. Proposals submitted without the required security
shall be rejected. After formal written notification by the City that a contract award
decision has been made, the proposal security of the successful Contractor shall be
forfeited to the City in the event that the Contractor shall withdraw its proposal, or
neglect or refuse to enter into a contract and required bond, and the Contractor shall be
liable for any damages the City may thereby suffer.
67.2 Proposal securities shall be released as follows: (1) The successful Contractor's security
shall be retained until the required performance bond ($500,000.00) has been furnished;
(2) Proposal securities of the proposing Contractors shall be held until the successful
Contractor's performance bond has been furnished, at which time the checks will be
promptly returned to the unsuccessful Contractors
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68. TERM OF CONTRACT
68.1 The term of the Contract will be Five (5) years and shall commence at 12:01 a.m. on May
1, 2027 and shall remain in full force and effect through termination at 11:59 p.m. on
April 30, 2032. Upon request, the City may exercise an option to extend the contract
term for an additional one (1) year period ending at 11:59 p.m. on April 30, 2033. The
Contractor may negotiate in good faith, on request of the City, for an extension to the
contract, provided that the contract extension is approved by the City Council no later
than one hundred twenty (120) days before the termination of the existing contract.
69. PERFORMANCE BOND
69.1 The Contractor shall provide a performance bond issued by a surety in an amount of
$500,000 to the City.
70. EMERGENCIES
70.1 The Contractor agrees that should any emergency arise by reason of storm, tornadoes, or
other act of God which require additional hauling equipment by the City, the
Contractor’s equipment shall be placed at the disposal of the City upon request for such
temporary use, provided that upon such use the City shall pay the operating cost of such
equipment and labor as it is used. The City reserves the right to direct which disposal
sites are to be used during an emergency.
71. LOCAL IMPROVEMENTS
71.1 The City of Yorkville reserves the right to construct any improvement or to permit any
construction in any street, which may have the effect for a time of preventing the
Contractor from traveling his accustomed route or routes for collection. The Contractor
shall, however, by an acceptable method, continue to collect the refuse, yard-waste and
recyclables to the same extent as though no interference existed upon the streets formerly
traveled. This shall be done without extra cost to the City of Yorkville.
72. TAXES, LICENSES & PERMITS
72.1 The Contractor shall pay all sales, use, property, income, and other taxes that are lawfully
assessed against the City or the Contractor in connection with the Contractor’s facilities
and the work included in this Contract, and shall obtain and pay for all licenses, permits,
certificates of authority, and inspections required for the work. The Contractor shall
furnish to the City satisfactory evidence that it has all permits, licenses, and certificates
of authority required to operate for the term of this contract.
73. DEFAULT
73.1 If the Contractor fails to observe the established schedule for more than two (2)
consecutive working days, and in the opinion of the City’s Designated Representative,
there has not been sufficient cause to justify such lack of observance, the City,
respectively, shall serve notice, either personally or by affixing such notice to the local
premises of the Contractor, that this contract shall be in default if the Contractor does not
take action to re-establish the schedule within twenty-four (24) hours of said notice. If at
the end of the twenty-four (24) hour period, the Contractor has not made the necessary
corrections, the City shall take such steps as are necessary, to provide services according
United City of Yorkville
30
to the collection schedule submitted by the Contractor. The Contractor will be liable for
any costs of such steps from the date of the notice of default. If deemed necessary by the
City’s Designated Representative, the City shall have the right to take over all equipment
and facilities of the Contractor for a period of up to one-hundred-twenty (120) days from
the date of notice of default.
74. STRIKES/FORCE MAJEURE
74.1 The Contractor shall be required to file proof with the City Administrator, or their
designee that it has a "no strike" provision for the duration of all collective bargaining
agreements with its workers. Upon execution of any new agreement, the Contractor shall
forward to the City Administrator within thirty (30) days thereafter, proof that said
agreement also contains a "no strike" clause.
74.2 In the event that the Contractor shall fail to collect, remove and properly dispose of the
waste in accordance with the terms of this contract, for a period of five (5) business days
or more, the City, may, at its option, cause such waste to be collected and disposed of by
any reasonable means available to the City, and the cost thereof may be charged against
the Contractor and the performance bond furnished by the Contractor. The foregoing
option shall not be available to the City, if the Contractor's failure so to collect and
remove waste for the period was due to unusual weather conditions, or some other "act of
God," which rendered such collection and removal impossible to perform. The Contractor
shall not be liable for the failure to perform its duties if such failure was caused by a
catastrophe, riot, war, government order or regulation, fire, accident or any similar
contingency beyond the reasonable control of the Contractor. "Act of God" does not
include any strike, sympathy strike, slowdown, sit-down, stoppage of work, refusal to
perform overtime, mass absenteeism, refusal to cross a picket line or any other similar
concerted action or intentional interruption or disruption of the operations of the
Contractor by Contractor's own employees (the foregoing collectively referred to as
"labor dispute"), provided, however, that in the event that the City exercises its option
under this Article to collect and dispose of waste by other reasonable means because of
the Contractor's failure to perform due to a labor dispute, the total amount charged
against the Contractor by the City can only be an amount which is in excess of the total
amount that the City would have otherwise paid to the Contractor for collection over the
duration of the labor dispute. The Contractor shall promptly notify the City in writing of
any event covered by this Section and the date, nature and cause thereof. Such notice
shall indicate the anticipated extent of such delay and the obligations under this
Agreement to be affected thereby.
United City of Yorkville
31
United City of Yorkville
32
IV. PROPOSAL/CONTRACT FORM
***THIS PROPOSAL, WHEN ACCEPTED AND SIGNED BY AN AUTHORIZED
SIGNATORY OF THE CITY OF YORKVILLE, SHALL BECOME A CONTRACT
BINDING UPON BOTH PARTIES.
Entire Block Must Be Completed When A Submitted Bid Is To Be Considered For Award
CONTRACTOR:
______________________________ Date: ______________________
Company Name
___________________________
______________________________ Email Address
Street Address of Company
___________________________
______________________________ Contact Name (Print)
City, State, Zip
___________________________
______________________________ 24-Hour Telephone
Business Phone
___________________________
______________________________ Signature of Officer, Partner or
Fax Sole Proprietor
___________________________
Print Name & Title
ATTEST: If a Corporation
______________________________
Signature of Corporation Secretary
CITY OF YORKVILLE
___________________________________ ATTEST:
Authorized Signature
__________________________________
___________________________________ Signature of City Clerk
Title
___________________________________ ___________________________________
Date Date
In compliance with the specifications, the above-signed offers and agrees, if this Proposal is
accepted within 90 calendar days from the date of opening, to furnish any or all of the services
upon which prices are quoted, at the price set opposite each item, delivered at the designated
point within the time specified above.
United City of Yorkville
33
VENDOR W-9 REQUEST FORM
The law requires that we maintain accurate taxpayer identification numbers for all individuals
and partnerships to whom we make payments, because we are required to report to the I.R.S.
all payments of $600 or more annually. We also follow the I.R.S. recommendation that this
information be maintained for all payees including corporations.
Please complete the following substitute W-9 letter to assist us in meeting our I.R.S. reporting
requirements. The information below will be used to determine whether we are required to send
you a Form 1099. Please respond as soon as possible, as failure to do so will delay our payments.
BUSINESS (PLEASE PRINT OR TYPE):
NAME:_______________________________________________________________________________
ADDRESS: ____________________________________________________________________________
CITY:__________________________________________________
STATE:_______________________________ ZIP:________________________________
PHONE:_________________________________
FAX: ___________________________________
TAX ID #(TIN): _________________________________
(If you are supplying a social security number, please give your full name)
REMIT TO ADDRESS (IF DIFFERENT FROM ABOVE):
NAME:____________________________________________________________________________
ADDRESS: _________________________________________________________________________
CITY:___________________________________________________
STATE:______________________________ ZIP:________________________________
TYPE OF ENTITY (CIRCLE ONE):
•Individual •Sole Proprietor •Government Agency
•LLP (Limited Liability Partnership) •LLC (Limited Liability Corporation) • Medical
•Partnership •Charitable/Nonprofit •Incorporated
•Other (Please describe) _________________________________
SIGNATURE:_______________________________________________
DATE: _________________
United City of Yorkville
34
CONTRACTOR’S CERTIFICATION (page 1 of 3)
With regard to ______________________, Contractor ______________________hereby
certifies
(Name of Project) (Name of Contractor)
the following:
1. Contractor is not barred from bidding this contract as a result of violations of Section 720
ILCS 5/33E-3 (Bid Rigging) or 720 ILCS 5/33E-4 (Bid-Rotating);
2. Contractor certifies that it has a written sexual harassment policy in place and is in full
compliance with 775 ILCS §12-105(A)(4);
3. Contractor certifies that not less than the prevailing rate of wages as determined by the
City of Yorkville, Kendall County or the Illinois Department of Labor shall be paid to all
laborers, workers and mechanics performing work for the respective municipality. All bonds
shall include a provision as will guarantee the faithful performance of such prevailing wage
clause. Contractor agrees to comply with the Illinois Prevailing Wage Act, 820 ILCS 130/1 et
seq., for all work completed. Contractor agrees to pay the prevailing wage and require that all of
its subcontractors pay prevailing wage to any laborers, workers or mechanics who perform work
pursuant to this contract or related subcontract. Contractor and each subcontractor shall keep or
cause to be kept an accurate record of names, occupations and actual wages paid to each laborer,
workman and mechanic employed by the Contractor in connection with the contract. This record
shall be sent to the City on a monthly basis along with the invoice and shall be open to inspection
at all reasonable hours by any representative of the City or the Illinois Department of Labor and
must be preserved for four (4) years following completion of the contract. Contractor certifies
that Contractor and any subcontractors working on the project are aware that filing false payroll
records is a class B misdemeanor and that the monetary penalties for violations are to be paid
pursuant to law by the Contractor and subcontractor. The City shall not be liable for any
underpayments. If applicable: Since this is a contract for a fixed public works project, as defined
in 820 ILCS 130/2, Contractor agrees to post at the job site in an easily accessible place, the
prevailing wages for each craft or type of worker or mechanic needed to execute the contract or
work to be performed.
4. Contractor certifies that it is in full compliance with the Federal Highway Administrative
Rules on Controlled Substances and Alcohol Use and Testing, 49 C. F.R. Parts 40 and 382 and
that all employee drivers are currently participating in a drug and alcohol testing program
pursuant to the Rules.
5. Contractor further certifies that it is not delinquent in the payment of any tax
administered by the Department of Revenue, or that Contractor is contesting its liability for the
tax delinquency or the amount of a tax delinquency in accordance with the procedures
established by the appropriate Revenue Act. Contractor further certifies that if it owes any tax
payment(s) to the Department of Revenue, Contractor has entered into an agreement with the
Department of
United City of Yorkville
35
CONTRACTOR’S CERTIFICATION (page 2 of 3)
Revenue for the payment of all such taxes that are due, and Contractor is in compliance with the
agreement.
BY: _____________________________________
Contractor's Authorized Agent
-
FEDERAL TAXPAYER IDENTIFICATION NUMBER
or ___________________________________
Social Security Number
Subscribed and sworn to before me
this ______day of _________, 20__.
______________________________
Notary Public)
(Fill Out Applicable Paragraph Below)
(a) Corporation
The Contractor is a corporation organized and existing under the laws of the State of
____________, which operates under the Legal name of
____________________________________________, and the full names of its Officers are as
follows:
President: ___________________________________________________________
Secretary: ___________________________________________________________
Treasurer: ___________________________________________________________
and it does have a corporate seal. (In the event that this bid is executed by other than the
President, attach hereto a certified copy of that section of Corporate By-Laws or other
authorization by the Corporation which permits the person to execute the offer for the
corporation.)
(b) Partnership
Signatures and Addresses of All Members of Partnership:
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
United City of Yorkville
36
CONTRACTOR’S CERTIFICATION (page 3 of 3)
_______________________________________________________________
The partnership does business under the legal name of: _________________________________
which name is registered with the office of ______________________________ in the state of
____________.
(c) Sole Proprietor
The Supplier is a Sole Proprietor whose full name is: __________________________________
and if operating under a trade name, said trade name is: ________________________________
which name is registered with the office of ______________________________ in the state of
____________.
5. Are you willing to comply with the City’s preceding insurance requirements within 13
days of the award of the contract?
Insurer’s Name________________________________________________________________
Agent _______________________________________________________________________
Street Address _______________________________________________________________
City, State, Zip Code ___________________________________________________________
Telephone Number _______________________________________________
I/We affirm that the above certifications are true and accurate and that I/we have read and
understand them.
Print Name of Company:_________________________________________________________
Print Name and Title of Authorizing Signature: _______________________________________
Signature: _____________________________________
Date: _________________________________________
United City of Yorkville
37
APPENDIX 1
GENERAL PRICE QUOTATION SHEET
Plan Description May 1,
2027 to
April 30,
2028
May 1,
2028 to
April 30,
2029
May 1,
2029 to
April 30,
2030
May 1,
2030 to
April 30,
2031
May 1,
2031 to
April 30,
2032
Refuse Collection
33 Gallon
Tote
$ $ $ $ $
64 Gallon
Tote
$ $ $ $ $
96 Gallon
Tote
$ $ $ $ $
Total $ $ $ $ $
United City of Yorkville
38
APPENDIX 2
REQUIRED RECYCLABLES TO BE COLLECTED
The City requires that the Contractor shall collect the following recyclable material for the entire
term of the contract. Additionally, the Contractor is encouraged to identify additional items they
will be collecting, not on the current list.
Required Recyclable Materials
• brown paper bags
• corrugated cardboard
• boxes and cartons
• chipboard/paperboard (to include brown or gray box board or paperboard, cereal
boxes, shoe boxes, & paper towel cores)
• magazines and catalogues
• mixed paper, glossy & non-glossy (to include stationary, notebook paper, post-it
notes, computer paper, typing paper, flyers, greeting cards, file folders and all
envelopes, with and without windows)
• newspaper (including all supplements)
• telephone books
• wet strength carrier stock (to include paper board used for refrigerated and frozen
items)
• frozen food packages
• aerosol cans
• aluminum cans and foil
• formed aluminum containers and wraps
• aseptic packaging and gable top containers
• formed steel containers
• glass bottles and jars (brown, green, and clear)
• plastic containers (colored or cloudy white HDPE milk, juice and/or water bottles,
jars and jugs)
• all plastic containers #1 through #5 and plastic containers #7
• LDPE and HDPE soft plastic six (6) and twelve (12) pack rings
• steel cans
• steel paint cans and lids
• household batteries
Other Recyclable Materials Proposed by Contractor
❑ _________________________________________________________
❑ _________________________________________________________
❑ _________________________________________________________
United City of Yorkville
39
APPENDIX 3
SCHEDULE OF ALTERNATIVES AND DEVIATIONS
Please list any proposed alternative or deviation to the minimum standards outlined in the
specifications section of this document. (Please attach additional sheets if necessary.)
Section Paragraph Explanation of Alternative/Deviation
United City of Yorkville
40
APPENDIX 4
SCHEDULE OF ILLINOIS MUNICIPALITIES SERVED
Please list municipal references. (Please attach additional sheets if necessary)
Municipality Contact Name &
Telephone Number
Service
Dates
Explanation of Collection and
Disposal Program
United City of Yorkville
41
APPENDIX 5
LOCATION OF DISPOSAL FACILITIES
Please provide below information concerning the facilities, which are intended to be used for the
disposal of refuse, yard waste, organics and recyclable materials collected at the curbside.
(Please attach additional sheets if necessary.)
REFUSE
Name of Facility Facility Address Disposal Limitations
RECYCLING
Name of Facility Facility Address Disposal Limitations
YARD WASTE
Name of Facility Facility Address Disposal Limitations
ELECTRONIC WASTE
Name of Facility Facility Address Disposal Limitations
United City of Yorkville
42
ORGANIC MATERIAL
Name of Facility Facility Address Disposal Limitations
United City of Yorkville
43
APPENDIX 6
CONTRACTOR QUALIFICATIONS
Name of Business:
Business Address: Mailing Address:
Business Number:
Emergency Number:
Fax Number:
Ownership: Individual Partnership Corporation
Franchise or Parent Company (if applicable):
List all Partners, Managers, and Corporate Officers:
Name Title Residence Phone
Days of Operation:
Business Hours:
Number of Employees:
Supervisors:
Drivers:
Office Personnel:
Signature: Date:
United City of Yorkville
44
Appendix 7
Transition Plan
Overview
The United City of Yorkville recognizes that a seamless transition between solid waste service
providers is critical to maintaining uninterrupted service for residents. This section establishes the
requirements and expectations for the Contractor's transition plan. All Contractors must submit a
detailed transition plan as part of their proposal. The plan must address each item outlined below.
The City will evaluate the comprehensiveness and feasibility of the proposed transition plan as a
component of the overall proposal evaluation.
1. Transition Timeline
If the City approves the Contract at the end of October 2026, the Contractor shall have all new
totes distributed and fully switched out no later than the beginning of service on May 1, 2027,
which is the official new service start date.
The Contractor shall provide a detailed timeline outlining all key milestones from contract award
through the completion of the tote switch-out, including but not limited to:
• Contract execution and mobilization date
• Start and end dates for tote manufacturing/procurement
• Logistics and delivery schedule for tote distribution
• Any phased rollout schedule, if applicable
• Final completion deadline (no later than May 1, 2027)
2. Transition Coordinator and Dedicated Contact
The Contractor shall identify a dedicated Transition Coordinator who will serve as the primary
point of contact for the City of Yorkville throughout the entire transition period.
The proposal must include:
• Full name, title, and professional background of the designated Transition Coordinator
• A designated telephone number at which the Transition Coordinator or an authorized
representative can be reliably reached by City of Yorkville staff during normal business
hours throughout the transition period
• A designated email address at which the Transition Coordinator or an authorized
representative can be reliably reached by City of Yorkville staff throughout the transition
period
• Availability and expected response time during the transition period (e.g., same-day
response during business hours)
The Transition Coordinator shall remain available to City staff from contract execution through
no less than sixty (60) to ninety (90) days following the service start date of May 1, 2027. Any
change in the designated contact during the transition period must be communicated to the City in
writing with no less than five (5) business days' notice.
3. Resident Communications and Outreach Materials
The Contractor shall be responsible for developing and providing a full suite of resident-facing
communications materials to support the transition. These materials must be ready for City review
and approval no later than sixty (60) to ninety (90) days prior to the service start date.
At minimum, the following materials shall be provided at no additional cost to the City:
• Printed flyers and/or door hangers suitable for mailing or direct distribution to all service
addresses
• Brochures summarizing new service details, collection schedules, and tote information
United City of Yorkville
45
• Social media content including ready-to-post text copy and accompanying
graphics/images formatted for common platforms (e.g., Facebook, Instagram, Nextdoor)
• Newsletter article(s) drafted for inclusion in City or community newsletters
• JPEG or PNG image files suitable for use on the City website, email blasts, and digital
displays
• All materials must clearly display:
o A resident-facing contact phone number and email address designated specifically
for resident transition inquiries (this shall be separate from the City staff contact
established in Section 2)
o Key dates (service start date, tote switch-out deadlines, etc.)
o Instructions for residents on what to expect and what action, if any, is required of
them
All materials are subject to City review and approval prior to distribution . The Contractor shall
describe its process for producing, reviewing, and delivering these materials and allow for a
minimum of two (2) revision cycles at City request.
4. Tote Selection and Ordering Process
The Contractor shall describe in detail how residents will select their tote size(s), including:
• Available tote sizes and the process by which residents may choose their preferred size
• Methods available for selection (e.g., online portal, phone, mail-in form)
• Default tote assignment for households that do not submit a selection prior to a specified
deadline
• Any customer service support made available to assist residents with selection
Important: There shall be no differentiation in the tote selection process based on resident age or
senior status. Any resident may request any available tote size without restriction, qualification,
justification, or question. Contractors shall not design a process that categorizes, limits, or
discourages any resident from selecting their preferred tote size based on age or any other personal
characteristic.
5. Tote Switch-Out Logistics
The Contractor shall describe in detail how the physical switch-out of existing totes will be
managed, including:
• The method of collecting old/existing totes from service addresses, with coordination with
the previous provider
• The method of delivering new totes to service addresses
• Whether the switch-out will occur simultaneously (pickup and delivery on the same visit)
or in sequential phases
• How multi-family dwellings, commercial accounts, or addresses with unique access
requirements will be accommodated
• How the Contractor will track and confirm completion of switch-outs across all service
addresses
• A process for residents who were missed during initial switch-out rounds
• How the Contractor will handle damaged, defective, or incorrect totes delivered during the
transition
All new totes must be distributed and all existing totes collected no later than the beginning of
service on May 1, 2027.
United City of Yorkville
46
6. Free Tote Exchange Period
To minimize burden on residents during the transition, the Contractor shall provide tote exchanges
at no charge to residents from the service start date of May 1, 2027 through January 1, 2028,
provided the exchange request is reasonable and made in good faith. The City reserves the right to
make final determinations regarding the reasonableness of any exchange request at its sole
discretion.
The proposal must specifically address:
• Confirmation that all reasonable tote exchanges, replacements, and size changes requested
between May 1, 2027 and January 1, 2028 will be provided free of charge
• The process for residents to request a tote exchange or replacement during this free-
exchange period
• Expected response time for exchange requests (the City recommends a maximum of five
(5) business days)
• How exchange requests will be tracked and confirmed as completed
Beginning January 1, 2028, the Contractor's standard tote exchange and replacement fees, as
outlined elsewhere in this Contract, may apply.
7. Transition Period Duration and Post-Launch Support
The Contractor shall define the full scope of its transition period, which shall begin upon contract
execution and shall extend through no less than sixty (60) to ninety (90) days following the May
1, 2027 service start date.
During this period, the Contractor shall:
• Maintain elevated customer service capacity to address resident inquiries related to the new
service
• Provide the City with regular status updates on tote switch-out progress, resident inquiry
volume, and any service issues
• Resolve complaints and service failures within the timeframes specified in this Contract
• Maintain the dedicated City contact (phone and email) established in Section 2 above
The Contractor shall describe any additional support, staffing, or resources it will deploy
specifically to ensure a smooth transition and high resident satisfaction during this period.
8. Summary of Transition Requirements
For reference, the table below summarizes the key transition requirements and deadlines:
Requirement Deadline / Detail
Contract Approval End of October 2026
New Service Start Date May 1, 2027
All Totes Distributed By May 1, 2027
Resident Communications Ready for
City Review
60–90 days prior to May 1, 2027 (approx. Feb. 1
– Mar. 2, 2027)
Dedicated Transition Contact Assigned Upon contract execution
Free Tote Exchange Period (reasonable May 1, 2027 – January 1, 2028
United City of Yorkville
47
requests)
Standard Exchange Fees May Apply Beginning January 1, 2028
Minimum Transition Support Period Through at least June 30 – July 30, 2027
United City of Yorkville
48
Appendix 8
Sample Monthly Report
2026 Collection Analysis (SAMPLE TEMPLATE)
Collection Period Jan. Feb. March April May June July Aug. Sept. Oct. Nov. Dec. Total
Recycle Total Weights
(Tons)
% (Paper Products)
Weight (Paper Products)
% (Commingled)
Weight (Commingled)
%
(Residue/Contamination)
Weight
(Residue/Contam.)
Jan. Feb. March April May June July Aug. Sept. Oct. Nov. Dec. Total
Solid Waste (Tons)
Compost (Tons)
United City of Yorkville
49
EXHIBIT A
SOLID WASTE COLLECTION DAY MAP
United City of Yorkville
50
EXHIBIT B
SERVICES FOR MUNICIPAL AND PUBLIC FACILITIES
Location Service Type Size Frequency
Yorkville Library
902 Game Farm Road
Refuse
Recycling
1-1.5 yd
1-1.5 yd
1x/wk
1x/wk
Yorkville City Hall and
Police Department
651 Prairie Point Drive
Refuse
Recycling
Recycling (paper)
1-6 yd
1-2 yd cardboard
6-96 gallon toters
2x/wk
1x/wk
1x/wk
Former Yorkville Public
Works Building
610 Tower Lane
Refuse 1-20yd open 1x/wk
Yorkville New Public
Works
306 Boombah Boulevard
Refuse 1-30 yd open 1x/wk
1x/wk
Yorkville Parks
Maintenance Building
185 Wolf Street
Refuse
1-20 yd open
1x/wk
Ice Cream Shop
131 E. Hydraulic
Refuse
Recycling
1 – 2 yd
2 – 96 gallon toters
1x/wk
1x/wk
Riverfront Park
301 E. Hydraulic
Refuse 1-4 yd 1x/wk
Bridge Park
3651 Kennedy Road
Refuse
Recycling
1 – 2yd
10 – 96 gallon toters
1x/wk
1x/wk
Yorkville Beecher
Center
908 Game Farm Road
Refuse
Recycle
1-4yd refuse
1-2yd recycle
1x/wk
1x/wk
All City Rentals When
Required
Refuse
96 gal.toters, 33 gal. toters, 18
gal. toters
30 yd open dumpster
(Exhibit B continued)
The location of the facilities, the number of facilities, their bin/tote size, and pickup schedule are
subject to change throughout the lift of the contract. The Contractor shall provide, at no cost to
the City, the collection and disposal of all refuse, recycling, and yard waste, or more often if
requested by the City. A comprehensive recycling program shall also be provided at no cost for
the municipal facilities listed above (new or additional facilities may be added at any time during
the Contract term). The Contractor shall be responsible for supplying all service equipment
associated with totes and containers/dumpsters to said facilities as set forth in the Contract. All
special events to have port-a-potties and hand washing stations and 2yd dumpsters.
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Community Development
Economic Development
Police
Public Works
Parks and Recreation
Agenda Item Number
New Business #2
Tracking Number
PW 2026-51
Skid Steer Purchase
Public Works Committee – June 16, 2026
Supermajority (6 out of 9)
Approval
Proposed purchase of a new skid steer for sewer, water, and street dept.
Eric Dhuse Public Works
Name Department
Summary
Staff is proposing the purchase of a skid steer for all of PW. This is a budgeted purchase
and would be split between sewer, water, and streets.
Background
A few years ago, we traded our old skid steer in for a mini loader tractor. The thought
was that we could do almost everything a skid steer does and have more maneuverability and
larger loading capacity. While these are true, there is still a need for a skid steer. As we grow,
and especially after we move to the new shop, we need machines that are easily loaded on a
trailer and moved to the job site. The quick 5 minute trip downtown to clean up something, will
take 20 minutes and cause traffic backups after we move. The addition of a skid steer will also
allow us more flexibility in scheduling and give us another piece of equipment to help us get the
jobs done efficiently. Lastly, the proposed skid steer is the same make and model as we had
before, so the employees are familiar with the controls, it will use the same attachments as the
mini loader, and service is right here in town.
This is a budgeted expense, and is split equally between sewer, water, and streets. The
total approved amount in the budget is $75,000 and the quote came in at $69,739.28. This will
require a supermajority vote because it is a single source Sourcewell quote.
Recommendation
Staff recommends approval of this purchase from Atlas Bobcat in an amount not to
exceed $69,739.28.
Memorandum
To: Public Works Committee
From: Eric Dhuse, Director of Public Works
CC: Bart Olson, City Administrator
Date: June 7, 2026
Subject: Skid Steer Purchase
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Community Development
Economic Development
Police
Public Works
Parks and Recreation
Agenda Item Number
New Business #3
Tracking Number
PW 2026-52
Water Main Replacement Project Plan – Engineering Agreement
Public Works Committee – June 16, 2026
Majority
Approval
Please see the attached memo.
Eric Dhuse Public Works
Name Department
Summary
A proposed PSA from EEI to create an updated Drinking Water Project Plan.
Background
To continue to be eligible for IEPA low interest loans, the City needs to update the
Drinking Water Project Plan to include future years. Currently, our plan only includes water
main replacement through 2026. In order to be eligible for next year’s loan program, EEI is
recommending that we update the plan to program water main replacement through 2031
The cost for this update is a proposed fixed fee of $19,854. This is not a specific line
item approved for this expense in the FY 27 budget, but there is money in the water fund in the
Engineering Services line item that we can use for this.
Updating the plan now, to include future years, will allow us to keep applying for the low
interest funds from the IEPA instead of alternatives such as bonds or higher interest rates through
other loans.
Recommendation
Staff recommends approval of this agreement.
Memorandum
To: Public Works Committee
From: Eric Dhuse, Director of Public Works
CC: Bart Olson, City Administrator
Date: June 10, 2026
Subject: Engineering PSA Drinking Water Project Plan
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Community Development
Economic Development
Police
Public Works
Parks and Recreation
Agenda Item Number
New Business #4
Tracking Number
PW 2026-53
Truck Purchases and Disposal of Property
Public Works Committee – June 16, 2026
Supermajority (6 out of 9)
Approval
Proposed purchase of 2 trucks in the street department and proposed disposal
of 3 trucks through auction.
Eric Dhuse Public Works
Name Department
Summary
Staff is proposing the purchase of 2 trucks and the disposal of 3 trucks.
Background
Staff is proposing the purchase 2 trucks. These trucks are budgeted in the approved
FY27 budget and are quoted through a Sourcewell vendor and are under budget. We are
ordering two identical trucks for the street department. There is a brief description below with
the full build sheet and quote attached.
Truck 1 and 2
2026 Ford F350, 1 Ton Dump Truck with snowplow. We are proposing two identical trucks to
replace a pair of 10 year old models. These trucks will have stainless steel bodies and
snowplows. We are moving away from the salt spreader inserts now that we have caught up
with truck purchasing.
Currently, there is $220,000 budgeted for these trucks in the approved FY27 budget. The
quote came in at $99,490 each for a total of $198,980. We will be under budget by $21,020.
These purchases are a Sourcewell quote, meaning this will have to be a supermajority
vote.
Disposal of Property
Staff is proposing to sell at an upcoming Ritchie Brothers Auction the following trucks.
2016 Ford F350 Dump Truck, VIN# 1FDRF3H68GED40778, with 50,277 miles. This
truck has low miles, but it has plowed snow every year of its service. Along with this
truck, we would ask permission to include the snowplow and Henderson stainless steel v-
box spreader that slides in the bed. As previously stated, we have now caught up on large
dump truck purchases which all have salt spreading capabilities. Even with the sale of
this spreader, we will still have 3 in the fleet. Estimated Value is $25,000-$30,000
2016 Ford F350 Dump Truck, VIN# 1FDRF3H6XGED40779, with 53,678 miles. Again,
low mileage, but hard use. Along with this truck, we would ask permission to include the
Memorandum
To: Public Works Committee
From: Eric Dhuse, Director of Public Works
CC: Bart Olson, City Administrator
Date: June 5. 2026
Subject: FY27 Truck Purchases and Disposal of Property
snowplow and the stainless-steel v-box spreader with the truck. We would still have 2 v-
box spreaders in the fleet to use when needed. Estimated Value is $25,000-$30,000.
2008 Ford F350 Utility Truck, VIN# 1FDWF37Y08ED57176, with 96,350 miles. This
truck has been here so long, we had to remove the utility body and put a flat bed on it
because it had rusted through. It has been a very good truck and has given us 18 years of
service. We mainly use this truck to pull our mowing rig and only plow with it when
absolutely necessary. Estimated Value is $5,000-$7,000.
Recommendation
Staff recommends the purchase of the three trucks as presented in an amount not to
exceed $198,980.
Staff recommends approval of the disposal of property as described.
Have a question or comment about this agenda item?
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Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Community Development
Economic Development
Police
Public Works
Parks and Recreation
Agenda Item Number
New Business #5
Tracking Number
PW 2026-54
Water Audit and Non-Revenue Water Reduction Update
Public Work Committee – June 16, 2026
None
Informational
Brad Sanderson Engineering
Name Department
WY2025 WATER AUDIT AND NON-
REVENUE WATER REDUCTION UPDATE
June 16, 2026
United City of Yorkville
1
1. Water Audit Results
2. Non-Revenue Water Reduction Plan
3. Potential Dual-Metric Analysis
4. Lake Michigan Allocation Permit Status
5. Q&A
Agenda
2
WATER AUDIT
PROGRESS
3
HISTORICAL WATER AUDITS
Volume versus % of Volume
IDNR Submittal - WY2025:
145 MG NRW
19.7% NRW
Billing data read dates
assumptions impact NRW.
0%
4%
8%
12%
16%
20%
24%
28%
32%
0
100
200
300
400
500
600
700
800
2021 2022 2023 2024 2025 Non-Revenue Water %Water (MG)Volume From Own Sources Billed, Metered Water Use
NRW Volume (MG)NRW %
4
UNBILLED
AUTHORIZED USE
“Free Water”
• Hydrant Flushing
• Fire Use (Fire Use (Fighting,
Training, Hydrant Maintenance
• Auto-Flushers
• Construction Uses
• Treatment Losses
Non-Revenue Water Components (“Buckets”)
APPARENT LOSSES
“Paper or Economic
Losses”
• Systematic Data Handling Error
• Customer Meter Inaccuracies
• Theft
REAL LOSSES
“Physical Losses”
• Water Main Breaks/Leaks
• Service Line Leakage up to
Customer Meter
• Storage Tank Overflows
5
NON-REVENUE WATER –
COMPONENTS BY VOLUME
WY2025 Water Audit:
145 MG NRW
19.7% NRW
Unbilled Metered Consumption
Unbilled Unmetered
Consumption
Unauthorized Consumption
Customer Meter Inaccuracies
Systematic Data Handling
Errors
Real Losses
Real Losses
121.3 MG
83.5 %
Apparent Losses
12.4 MG
8.5 %
Unbilled
Authorized
Consumption
11.5 MG
8.0 %
6
NON-REVENUE WATER –
COMPONENTS BY VOLUME
WY2025 Water Audit:
145 MG NRW
19.7% NRW
___________________________
NRW % Without Flushing = 17.8%
NRW % Without Flushing &
Breaks = 16.2%
NRW % Without Flushing &
Breaks & Leaks = 13.1%
(Assumes leaks running for ½ of
the year)
Unbilled Authorized
Water Use
8.7 MG
6%Unbilled Authorized Water Use - New Water Main
Flushing and Filling
0.9 MG
1%
Unbilled Authorized Water Use -
Water Quality Flushing and Filling
1.3 MG
1%
Apparent Losses
12.4 MG
9%
Real Losses - Water Main
Breaks
14.69 MG
10%
Real Losses - Identified and
Repaired Leaks
25.23 MG
17%
Real Losses - Other
81.36 MG
56%
7
WHY IS NRW, PARTICULARLY
REAL LOSSES, INCREASING?
• Confidence in billed metered data
Customer meter inaccuracies
Data extracted from billing software
• Watermain construction has increased
(Developments and City replacement program)
• Water main leaks/breaks increasing due to
water main replacement program
8
CALCULATING NRW AND THE “BUCKETS”
CALCULATING NRW
NRW = Water Supplied –
Billed Authorized
Consumption
IDENTIFYING NRW BUCKETS
Unbilled Authorized Consumption
+ Apparent Losses
+ Real Losses
CALCULATING BUCKETS
Make small %
assumptions for Unbilled
Authorized Consumption
and Apparent Losses
Meter inaccuracies?
System Handling Errors?
CALCULATING REAL LOSSES
Real Losses = NRW -
Unbilled Authorized
Consumption - Apparent
Losses
DO THE
“BUCKETS”
MAKE
SENSE?
9
BILLED METERED WATER
OBSERVATIONS
Since WY2022, Water
Supplied increased by 111
MG while Billed Authorized
Water Use only generally
increased by 15 MG.
Per estimates from
Population Per Residential
Development Inventory 2025-
09-25, approx. 2,354 people
were added from WY2022-
WY2025. Assuming 50 gpd
per PE, this equates to 57
MG (vs 15 MG). Weather can
cause water use changes as
well.
Water YearUnitWater Audit Line Item 20252024202320222021
WATER SUPPLIED
741.91701.76673.61632.10642.53MG/YrVolume From Own Sources
3.033.62-3.434.834.53MG/Yr or %Master Meter Adjustment
0.000.000.000.00MG/YrWater Imported
0.000.000.000.00MG/YrWater Exported
738.87698.14677.05627.27638.00MG/YrWATER SUPPLIED - Total
AUTHORIZED CONSUMPTION
593.68598.67576.76575.15557.11MG/YrBilled Authorized Use
11.509.6912.4114.968.97MG/YrUnbilled Authorized Consumption
605.18608.37589.17590.11566.08MG/YrAUTHORIZED CONSUMPTION - Total
NON-REVENUE WATER
738.87698.14677.05627.27638.00MG/YrWater Supplied - Total
-605.18-608.37-589.17-590.11-566.08MG/YrLess Billed and Unbilled Authorized Consumption - Total
133.6989.7787.8737.1671.92MG/YrWATER LOSSES - Total
11.509.6912.4114.968.97MG/Yr
Plus Unbilled Authorized Consumption
(Unbilled Metered and Metered Water)
145.2099.47100.2852.1280.89MG/YrNON-REVENUE WATER-Total
19.7%14.2%14.8%8.3%12.7%%NON-REVENUE WATER %
10
METER REPLACEMENT PROGRESS
7,000
7,200
7,400
7,600
7,800
8,000
8,200
8,400
8,600
8,800
9,000
9,200
68.0
70.0
72.0
74.0
76.0
78.0
80.0
82.0
2/28/2022 2/28/2023 2/28/2024 2/28/2025 2/28/2026
January/February Historical Billed Metered Water Use
vs Number of Accounts
January/February Billed Metered Volume (MG)Number of Accounts 11
METER REPLACEMENT - EXAMPLE
12
WATER USE DUE TO WATER
MAIN CONSTRUCTION
Note: Water main lengths and volumes are based on best available info as of 4/7/26.
13
WHY IS NRW,
PARTICULARLY REAL
LOSSES, INCREASING?
Number of water main leaks
and breaks appears to be
increasing as the Water Main
Replacement Program has
increased.
Leak detection was not being
regularly completed prior to
WY2022.
Estimated flushing and filling of
new water main = 0.9 MG
0
5
10
15
20
25
30
35
40
0.0
20.0
40.0
60.0
80.0
100.0
120.0
140.0
WY2021 WY2022 WY2023 WY2024 WY2025 Number of Leaks and Main BreaksAnnual Water Volume (MG)Historical NRW By Component and
Total Number of Main Breaks and Leaks
Unbilled Authorized Consumption Apparent Losses Consumption
Real Losses Total Estimated Loss - Leaks & Breaks
Total Number of Leaks & Breaks
14
WATER MAIN BREAK/LEAK DETECTION
PROGRAM OBSERVATIONS
13
3
13 11
24
7
7
22
44
7
40
65
52
100 99
145
0
20
40
60
80
100
120
140
160
0
5
10
15
20
25
30
35
40
WY2022 WY2023 WY2024 WY2025 Water Volume (MG/Year)Number of Main Breaks/Leaks# of Leaks, Main Breaks, and
Water Loss Per Water Year
# of Main Breaks # of Leaks
Estimated Water Loss - Leaks and Breaks Non-Revenue Water
Feb. 2022 Nov-Dec 2022 Jan 2024 April 2025
Leak Detection Occurred in:
Includes
Crooked Creek
Water Main
Break
15
WHY CAN MORE MAIN BREAKS/LEAKS OCCUR
AFTER A WATER MAIN REPLACEMENT PROGRAM?
•Valve Operation & Pressure Surges:Opening and closing valves that have not been
turned in decades (part of construction) can alter system hydraulics, resulting in "water
hammer" and sudden pipe failure.
•Construction Disruption: Heavy equipment and vibrations during construction can
cause ground movement and strain existing older, brittle pipes, leading to increased
failure rates shortly after installation.
•Ground Movement:Some of the existing water infrastructure is reaching the end of its
life, making it highly sensitive to any shift in surrounding soil or pressure. Changes in soil
conditions around the pipe during construction, combined with temperature changes,
often exacerbate structural weaknesses.
•System Discontinuities:Changes in pipe bedding and/or material (e.g., rigid old pipe
connected to more flexible new pipe) can create weak points where they meet.
•Upstream/Downstream Stress:Once the weakest sections of a pipe network are
replaced, the surrounding older pipes become the new weak points, placing higher strain
on the older water main, causing more frequent breaks in those remaining.16
NRW REDUCTION PLAN
17
WATER SYSTEM
IMPROVEMENT PLAN
(FEBRUARY 2023)
Water Year 2021 Non-Revenue Water Reduction Strategies
United City of Yorkville, Kendall County, Illinois
Revised February 9, 2023
General
Short-Term Anticipated Deadline
G-1 Annual water loss audit completion On-going
G-2 Establish a Water Loss Champion and Water Loss Task Force - Meet on a quarterly basis 2023
G-3
Initiate an education and outreach Program to City staff regarding water efficiency and
water loss reduction strategies for operations On-going
G-4 Monitor NRW annually and pivot with NRW reduction initiatives as appropriate On-going
G-5 Continue to educate and encourage residents to conserve water On-going
Unbilled Water Use
Short-Term Anticipated Deadline
U-1
Review unbilled (unmetered and metered)(Including, but not limited to Fire Protection
Districts, ball fields, Bridge Park, lift stations, hydrant flushing, filling water mains during
construction, Hometown Days, etc.) 2025
U-2 Amend policies as necessary to meter and charge for unbilled water as appropriate 2025
U-3 Develop a tracking/estimating system for all unmetered water 2025
Apparent Losses
Short-Term Anticipated Deadline
A-1 Implement annual master meter testing of effluent meters 2022
A-2
Continue with implementation of a customer (AMI) meter change-out program (replace
6000 to 6500 meters) 2026
A-3 Review billing software and potentially replace it 2025
A-4 Review and update enforcement efforts related to illegal water use policies/ordinances 2023
Long-Term
A-5 Convert fully to AMI technology TBD
A-6 Implement improvements based on discovered AMI capabilities TBD
A-7
Develop a benchmark testing program for customer meters for accuracy and implement
the plan TBD
Real Losses
Short-Term Anticipated Deadline
R-1
Continue to implement the water main replacement program based on NRW desired goals.
These goals are consistent with the current CIP in place which targets replacement of all pre-
1970 water main as well as high water main break areas On-going
R-2 Implement leak detection (100% of the system annually) 2022
R-3
Develop water main replacement plan for beyond the current 5-year CIP program. The
plan will be based on water main age, condition, material, and break frequencies which
may include water main condition analysis via modeling if needed at that time. 2028
R-4
Implement better tracking of water main breaks, including actual date of the water main
break. 2023
Long-Term
R-5
Monitor water main replacement rate and water reduction to determine impact on NRW
and adjust accordingly On-going
R-6
Install bi-directional flow meters at booster pump and pressure reducing valve stations that
separate the five different pressure zones. These meters will allow real-time comparison
between treated water and billed water within each pressure zone, essentially acting as
district metered areas.TBD
G:\Public\Yorkville\Water Loss Audits (NRW)\NRW Reduction Plan\2024\[Tables-Graphs-YO-Read 1st day of the monthExcept2024-Final_MLP25-07-23.xlsx]NRWStrategies
• Unbilled Authorized Use
• Apparent Losses
• Real Losses
18
NRW REDUCTION PLAN INITIATIVES
GENERAL PLAN ITEMS
• Complete Annual Water Audit
• Establish a Water Loss Team and
Champion – Meets regularly
• Initiate an education program within
the City
• Monitor Impact of NRW Initiatives
19
WATER SYSTEM
IMPROVEMENT PLAN
(FEBRUARY 2023)
G-5 Continue to educate and encourage residents to conserve water On-going
Unbilled Water Use
Short-Term Anticipated Deadline
U-1
Review unbilled (unmetered and metered)(Including, but not limited to Fire Protection
Districts, ball fields, Bridge Park, lift stations, hydrant flushing, filling water mains during
construction, Hometown Days, etc.) 2025
U-2 Amend policies as necessary to meter and charge for unbilled water as appropriate 2025
U-3 Develop a tracking/estimating system for all unmetered water 2025
Apparent Losses
20
NRW REDUCTION PLAN INITIATIVES
UNBILLED AUTHORIZED WATER USE
• Convert Unbilled Water Use to Billed
Water Use
• Improve the Tracking of Unbilled,
Unmetered Water:
• Fire Protection Districts Use
• Flushing Hydrants
• Construction Use
21
WATER SYSTEM
IMPROVEMENT PLAN
(FEBRUARY 2023)
U-3 2025
Apparent Losses
Short-Term Anticipated Deadline
A-1 Implement annual master meter testing of effluent meters 2022
A-2
Continue with implementation of a customer (AMI) meter change-out program (replace
6000 to 6500 meters) 2026
A-3 Review billing software and potentially replace it 2025
A-4 Review and update enforcement efforts related to illegal water use policies/ordinances 2023
Long-Term
A-5 Convert fully to AMI technology TBD
A-6 Implement improvements based on discovered AMI capabilities TBD
A-7
Develop a benchmark testing program for customer meters for accuracy and implement
the plan TBD
22
NRW REDUCTION PLAN INITIATIVES
APPARENT LOSSES
• Master and Effluent Meter Testing and
Calibrating, Annually
• Customer Meter Replacement
Program (AMI Technology) – City
Budgeted $2.8M combined in FY2026
and FY2027
• Review Billing Software and
Replace/Update it if Necessary
• Review policies and enforcement
efforts of illegal water use
23
METER REPLACEMENT PROGRESS
Replacements
Complete
2798
0.49
Meters Remaining to
be Replaced
2919
0.51
Meter Replacement Progress as of 3/25/26
Replacements Complete
Meters Remaining to be Replaced
City anticipates completing
all meter replacements
prior to 9/30/26
24
METER REPLACEMENT PROGRESS
• Meter Replacement began in 2025
• Anticipated to replace all customer meters by 9/30/26
• 2026 Program includes 3,749 Meters:
3/4” Meters 3,009
1” Meters 600
1 1/2” Meters 30
2” Meters 88
3” Meters 14
4” Meters 6
6” Meters 2
• Full meter replacement results will not be observed until WY202725
METER REPLACEMENT PROGRESS
0
500
1,000
1,500
2,000
5/8" 3/4" 1" 1 1/2" 2" 3" 4" 6"
Meter Replacement Progress by Size
Replacements Complete Meters Remaining to be Replaced
Meter Size
Meters
Remaining to be
Replaced
Replacements
Completed Total # of Meters
5/8" 2,027 0 2,027
3/4" 39 2,108 2,147
1" 292 495 787
1 1/2" 26 13 39
2" 52 39 91
3" 12 5 17
4" 4 4 8
6" 2 0 2
Total 2,454 2,664 5,118
26
CUSTOMER METER REPLACEMENT PROGRAM
0
250
500
750
1,000
1,250
1,500
1,750
2,000
2,250
3/4" 1" 1 1/2" 2" 3" 4" 6"Max Flow (gpm)Meter Size
Max Flow Per Meter Size
27
CUSTOMER METER
REPLACEMENT
PROGRAM PROGRESS
• Meters replaced through
March 25, 2026
28
BILLING AUDIT PROGRESS
• Contract award to EMA by City
Council on 2/28/26
• Request for Information is in
progress
• Billing audit completion prior to
9/30/26
29
WATER SYSTEM
IMPROVEMENT PLAN
(FEBRUARY 2023)
Real Losses
Short-Term Anticipated Deadline
R-1
Continue to implement the water main replacement program based on NRW desired goals.
These goals are consistent with the current CIP in place which targets replacement of all pre-
1970 water main as well as high water main break areas On-going
R-2 Implement leak detection (100% of the system annually) 2022
R-3
Develop water main replacement plan for beyond the current 5-year CIP program. The
plan will be based on water main age, condition, material, and break frequencies which
may include water main condition analysis via modeling if needed at that time. 2028
R-4
Implement better tracking of water main breaks, including actual date of the water main
break. 2023
Long-Term
R-5
Monitor water main replacement rate and water reduction to determine impact on NRW
and adjust accordingly On-going
R-6
Install bi-directional flow meters at booster pump and pressure reducing valve stations that
separate the five different pressure zones. These meters will allow real-time comparison
between treated water and billed water within each pressure zone, essentially acting as
district metered areas.TBD 30
NRW REDUCTION PLAN INITIATIVES
REAL LOSSES
• Implemented GIS tracking of water
main breaks
• Annual Leak Detection on 100% of
Distribution System
• Water Main Replacement Program
31
LEAK DETECTION – WY2025 LOCATIONS
32
IDNR SUBMITTAL (JANUARY 2023)
Replace all
Pre-1970s
Water Main
Including
High Main
Break
Locations
• Replaced 5.4 miles of water
main from 2023-2025 out of 7.2
miles through 2027
• Developed an on-going water
main replacement program
through 2030 and passed rates
to fund the additional water main
replacement
WATER MAIN REPLACEMENT
PROGRESS
33
WATER MAIN REPLACEMENT
PROGRAM - UPDATED
34
DISTRICT METERED AREAS
CONSIDERATIONS
• Meeting with vendors/consultants to
investigate:
Temporary vs Permanent
Monitoring
Size of DMAs
Monitoring of pressures vs flows
Pilot test location
Cost evaluation
35
NON-REVENUE WATER REDUCTION PLAN FOCUS
• Unbilled Authorized Use
Review Billing Software and Replace/Update
Complete a Third-Party Forensic Billing Data Audit
• Apparent Losses
Customer Meter Replacement Program
Continue Annual Master and Effluent Meter Testing and Calibrating
• Real Losses
Annual Leak Detection on 100% of Distribution System, Consider Bi-annual
Frequency
Continue with Annual Water Main Replacement Program
Investigate Potential District Metered Areas and Implement as Appropriate
36
POTENTIAL DUAL
METRIC ANALYSIS
37
POTENTIAL DUAL METRIC ANALYSIS
Proposed Based on Current Industry Best Practices:
If either of the following two (2) metrics is satisfied,
then it would be acceptable:
1) % NRW ≤ 10% NRW
2) Volume NRW ≤ System-Specific NRW Threshold
NRW Threshold = Real Loss Threshold + Unbilled
Threshold+ Apparent Loss Threshold
Connection to DWC/Lake Michigan Water
38
POTENTIAL DUAL
METRIC ANALYSIS –
METRIC #2
• Real Loss Threshold
• Unbilled Authorized Use
Threshold
• Apparent Loss Threshold
Metric 2 (Proposed) - Volume NRW ≤ System-Specific NRW Threshold?
3 Components
1) Real Loss Threshold
2 x Unavoidable Real Loss (UARL)
UARL = 67.10 MG
2 x UARL = 134.20 MG
2) Unbilled Threshold
Billed Consumption = 593.68 MG
2.50% of nominal meter under-registration = 14.84 MG
0.25% systematic data handling error = 1.48 MG
0.25% unauthorized consumption = 1.48 MG
Total Unbilled Threshold = 17.81
3) Apparent Loss Threshold
1% of Billed Consumption
Billed Consumption = 593.68 MG
1% of Billed Consumption = 5.94 MG
Total NRW Threshold 157.95
Volume of NRW for WY2025 per Water Audit = 145.20
Metric 2 Summary
Volume NRW ≤ System-Specific NRW Threshold?
145.20 < 157.95
MG MG
Metric 2 is met and acceptable.
2.50% of nominal meter under-registration + 0.25%
systematic data handling error + 0.25% unauthorized
39
LAKE MICHIGAN
ALLOCATION PERMIT
STATUS (LMO-22-06)
40
IDNR PERMIT SCHEDULE/STATUS
• Final Order from IDNR
• IDNR Permit Issued
• Submit Last Water Audit Prior to Lake Michigan
Connection
• DWC Commissioning
• Connection to DWC/Lake Michigan Water
10/14/23
_______
January 2028
(10/1/26-9/30/27)
Spring 2028
Summer 2028
41
QUESTIONS OR
COMMENTS?
We’re here to help any way we can!
42
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Community Development
Economic Development
Police
Public Works
Parks and Recreation
Agenda Item Number
New Business #6
Tracking Number
PW 2026-55
Mowing and Grass Fines – Discussion
Public Work Committee – June 16, 2026
None
Informational
Bart Olson Administration
Name Department
Have a question or comment about this agenda item?
Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville,
tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council
Agenda Item Summary Memo
Title:
Meeting and Date:
Synopsis:
Council Action Previously Taken:
Date of Action: Action Taken:
Item Number:
Type of Vote Required:
Council Action Requested:
Submitted by:
Agenda Item Notes:
Reviewed By:
Legal
Finance
Engineer
City Administrator
Community Development
Economic Development
Police
Public Works
Parks and Recreation
Agenda Item Number
Old Business #1
Tracking Number
PW 2026-49
Kennedy Road and Freedom Place Intersection Improvements – Presentation
Public Work Committee – June 16, 2026
CC – 6/9/26
Sent back to Public Works Committee.
PW 2026-49
None
Informational
Please see the attached memo.
Brad Sanderson Engineering
Name Department
This memo serves as a supplement to the PowerPoint presentation regarding the proposed
improvements.
To clarify the design standards established by IDOT, here are a few excerpts that pertain to the
project:
If a roadside hazard is within the clear zone, the designer should select the treatment
which is judged to be the most practical and cost-effective for the site conditions. The
range of treatments include:
eliminate the hazard (flatten embankment, etc.)
relocate the hazard
where applicable, make the hazard breakaway (e.g., signposts, luminaire
supports)
shield the hazard with a roadside barrier
delineate the hazard
do nothing
The hazard in this case is the trees located with the calculated clear zone. The design manual
further states:
The goal of any roadway project should be to eliminate all roadside hazards within the
clear zone. When the hazard cannot be eliminated, efforts should be made to provide a
treatment to minimize the impact of the hazard to the motorist or to provide a barrier to
protect the motorist from the hazard. Whether objectively or subjectively, the decision
will be based upon the traffic volumes, roadway geometry, proximity of the hazard to the
traveled way, nature of the hazard, installation costs and, where applicable, crash
experience.
In this case, the clear zone is calculated to be 24’ off the edge of pavement per the design
manual.
When making engineering design decisions, the design manual suggests the following when
applying engineering judgement:
Memorandum
To: Bart Olson, City Administrator
From: Brad Sanderson, EEI
CC: Eric Dhuse, Director of Public Works
Jori Behland, City Clerk
Rob Fredrickson, Finance Director
Date: June 8, 2026
Subject: Kennedy Road and Freedom Place Intersection Improvements
Can the hazard be eliminated or property treated?
What is the greater hazard, the roadside hazard or the roadside barrier?
The designer must realize that the barrier is also a hazard and if a clear decision cannot
be made, the general rule of “when in doubt, leave it out” should apply.
Finally, regarding trees, the manual states the following:
Trees with an expected mature size greater than 4 inches are considered fixed objects.
Consider the removal of an individual tree where it is determined that the tree is both an
obstruction and to be in a location where they are likely to be hit. Because tree removal
can be expensive and often has adverse environmental impacts, it is important that this
countermeasure be used only when it is an effective solution. When a tree is in a
vulnerable location and cannot be moved, consider a traffic barrier to shield the tree.
However, a roadside barrier should only be used when the severity of impacting the tree
is greater than impacting the barrier.
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ALTERNATIVES ANALYSIS
UNITED CITY OF YORKVILLE
KENNEDY ROAD & FREEDOM PLACE
INTERSECTION IMPROVEMENTS
Agenda
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1.History and Background
2.Design Alternatives
3.Arborist Evaluation
4.Analysis and Recommendations
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HISTORY AND
BACKGROUND
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KENNEDY ROAD IMPROVEMENTS
Kennedy Road
2026 Average Daily Traffic ≈ 5,000 Vehicles
2050 Average Daily Traffic ≈ 7,000 Vehicles
TO FACILITATE NEW LEFT AND RIGHT
TURN LANES AND FUTURE TRAFFIC
SIGNAL AT FREEDOM PLACE
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•Originally designed in 2023 -2024
•Originally bid for construction in April 2024
•Low bid was $570,000+/-
•Property acquisition was still in progress
•0.84 Acres of Row
•0.11 Acres – Temporary Easement
•Unable to resolve property acquisition process and all bids were
subsequently rejected by the City
PROJECT HISTORY
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•Design criteria established by IDOT, Bureau of Local Roads and
Streets (BLRS) Manual
•BLRS requires that a safe area be provided adjacent to all
roadways to minimize the chance of damage and injuries should a
vehicle leave the roadway
•The safe area is known as the “clear zone” and is determined
based on traffic volumes, posted speed limits, and other design
factors such as ditch slopes
•The clear zone along Kennedy Road is required to be twenty -four
feet (24’) wide as measured from the edge of the traveled roadway
IDOT DESIGN SAFETY REQUIREMENTS
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DESIGN
ALTERNATIVES
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DESIGN ALTERNATIVES
Alternative
No.DESCRIPTION TREES TO BE
REMOVED
TEMPORARY
EASEMENT
REQUIRED
PERMANENT
ROW
REQUIRED
1 Original Design - Conform to BLRS and
Establish 24' Clear Zone 13 ✓✓
2 Original Design - Do not Comply with BLRS
Clear Zone Regulations 5 ✓✓
3 Original Design - Add Guardrail 5 ✓✓
4 Full Reconstruction with Alignment Shift to
East 8 ✓✓
5 Full Reconstruction – Do not comply with
BLRS Clear Zone Regulations 0 ✓✓
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DESIGN ALTERNATIVE NO. 1
BLRS CLEAR ZONE
•Pavement widening on both
sides of Kennedy Road
•New 2’- 4’ wide aggregate
shoulders
•Mill and resurface existing
asphalt pavement
•24’ Clear zone required from
edge of traveled roadway surface
•Full compliance with BLRS
design requirements
•Thirteen (13) trees to be
removed
•Estimated project cost =
$790,000
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DESIGN ALTERNATIVE NO. 1
x x x x x
xx x x x x x x
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DESIGN ALTERNATIVE NO. 2
DO NOT FOLLOW BLRS
•Pavement widening on both
sides of Kennedy Road
•New 2’- 4’ wide aggregate
shoulders
•Mill and resurface existing
asphalt pavement
•Do not follow BLRS design
requirements
•Retain eight (8) trees within the
clear zone
•The remaining five (5) trees
would need to be removed to
facilitate grading modifications
•Estimated project cost =
$785,000
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DESIGN ALTERNATIVE NO. 2
x x x
x x
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DESIGN ALTERNATIVE NO. 3
GUARDRAIL INSTALLATION
•Pavement widening on both
sides of Kennedy Road
•New 2’- 4’ wide aggregate
shoulders and guardrail
•Mill and resurface existing
asphalt pavement
•Guardrail would introduce new
hazard and would not meet strict
reading of BLRS design
requirements
•Retain eight (8) trees
•The remaining five (5) trees
would need to be removed to
facilitate grading modifications
•Estimated project cost =
$945,000
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DESIGN ALTERNATIVE NO. 3
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DESIGN ALTERNATIVE NO. 4
FULL RECONSTRUCTION
•Reconstruction of Kennedy Road
with additional widening on east
side
•Entirely new pavement section
with 2’- 4’ wide aggregate
shoulders
•Entirely new roadway subbase
•Requires utility relocations and
drainage improvements
•24’ Clear zone required from
edge of traveled roadway surface
•Full compliance with BLRS
design requirements
•Eight (8) trees would be removed
from clear zone
•Estimated project cost =
$1,750,000
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DESIGN ALTERNATIVE NO. 4
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DESIGN ALTERNATIVE NO. 5
DO NOT FOLLOW BLRS
•Full reconstruction of Kennedy
Road with additional widening on
east side
•Entirely new pavement section
with 2’- 4’ wide aggregate
shoulders
•Entirely new roadway subbase
•Requires utility relocations and
drainage improvements
•Do not follow BLRS design
requirements
•No trees would be removed
•Estimated project cost =
$1,740,000
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DESIGN ALTERNATIVE NO. 5
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ALTERNATIVE DESCRIPTION COST
---Original Design - 2024 Bid Results $570,000
1 Original Design $790,000
2 Original Design - Do not Comply with BLRS Clear Zone
Regulations $785,000
3 Original Design - Add Guardrail $945,000
4 Full Reconstruction with Alignment Shift to East $1,750,000
5 Full Reconstruction – Do not comply with BLRS Clear Zone
Regulations $1,740,000
ESTIMATED PROJECT COST SUMMARY
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ARBORIST
EVALUATION
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•Kramer Tree Specialists, Inc. was retained by the City in March
2026 to provide general observation of the tree conditions
•It is not realistic to relocate the existing trees as they are too large
and several share interconnected root systems
•Many of the 13 trees were observed to exhibit signs of heartwood
decay and may have structural stability issues
•Individual tree assessments can be performed for all 13 trees for
$22,000 - $30,000
•Consider planting new hardwood trees at other locations to partially
offset the loss of the mature trees
ARBORIST EVALUATION
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TREES POTENTIALLY IMPACTED
x xx xxx x xxxxx x
Google Earth
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TREES POTENTIALLY IMPACTED
1 2 3 4 4 5 6 7 8
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TREES POTENTIALLY IMPACTED
9 10 11 12
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TREES POTENTIALLY IMPACTED
1312
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ANALYSIS AND
RECOMMENDATIONS
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•Design Alternative No.1 (original design) would be fully compliant
with BLRS requirements. It would result in thirteen (13) tree
removals
•Kramer Tree Specialists observed that the trees are in decline
•New hardwood trees could be planted elsewhere to partially offset
the loss of the mature oaks
•The design has already been completed and is ready for bidding
•Staff supports and recommends this option
ANALYSIS AND RECOMMENDATIONS
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•Design Alternative No. 2 would not comply with BLRS requirements
and may result in potential legal liability for the City
•Greater risk of damage / injuries should a vehicle leave the
roadway
•Eight (8) of the thirteen (13) trees could be saved
•Risk of long-term deterioration of the trees that remain as a result
of construction activities
•The design has already been completed and is ready for bidding
•Staff does not recommend this option due to the lack of full
compliance with BLRS requirements
ANALYSIS AND RECOMMENDATIONS
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•Design Alternative No. 3 would not fully comply with BLRS
requirements and may result in potential legal liability for the City
•Greater risk of damage / injuries should a vehicle leave the
roadway and strike the guardrail
•Eight (8) of the thirteen (13) trees could be saved
•Risk of long-term deterioration of the trees that remain as a result
of construction activities
•Staff does not recommend this option due to the lack of full
compliance with BLRS requirements and the added long -term
maintenance costs
ANALYSIS AND RECOMMENDATIONS
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•Design Alternative No. 4 would fully comply with BLRS
requirements and would require removal of eight (8) trees from
clear zone
•Kramer Tree Specialists observed that the trees that would be
removed are in decline. New hardwood trees could be planted
elsewhere to partially offset the loss of the mature oaks
•This is the most expensive option and would completely reconstruct
Kennedy Road through the intersection. A re -design of the
improvements would be required
•Staff recommends against this option and feels the added cost is
not worth the resulting benefits
ANALYSIS AND RECOMMENDATIONS
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•Design Alternative No. 5 would not comply with BLRS requirements
and may result in potential legal liability for the City
•No trees would be removed
•Greater risk of damage / injuries should a vehicle leave the
roadway
•This option would completely reconstruct Kennedy Road through
the intersection. A re-design of the improvements would be required
•Staff recommends against this option and feels the added cost is
not worth the resulting benefits
ANALYSIS AND RECOMMENDATIONS
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ANALYSIS AND RECOMMENDATIONS
DESIGN ALTERNATIVES AND COSTS
ALTERNATE DESCRIPTION TREES TO BE
REMOVED
TEMP.
EASEMENTS
ROW
REQUIRED COSTS
---Original Design - 2024 Bid Results ---------$570,000
1 Original Design - Conform to BLRS and
Establish 24' Clear Zone 13 ✓✓$790,000
2
Original Design - Do not Comply with BLRS
Clear Zone Regulations 5 ✓✓$785,000
3 Original Design - Add Guardrail 5 ✓✓$945,000
4 Full Reconstruction with Alignment Shift to East 8 ✓✓$1,750,000
5 Full Reconstruction – Do not Comply with BLRS
Clear Zone Regulations 0 ✓✓$1,740,000
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•Funds are Received and Placed in Escrow from Grande Reserve
Development per Agreement
•Current FY27 Budget - $825,000 (Kennedy/Freedom)
•Current Escrow Balance - $1,960,000
•Additional Kennedy Road Projects Utilizing Escrow
•Emerald Lane to Freedom Place – Reconstruction and Resurfacing
•$2,040,000 STP Funds; $1,400,000 Local Funds
•Target Letting: January 2028
•Escrow Balance Projection Post Construction – Approx. $300,000
•Future Emerald Lane to Bristol Ridge – Reconstruction and Widening
•Not Currently Budgeted
CITY BUDGET / ESCROW
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•Seeking direction from City Council as to the preferred design
alternative
•Finalize ROW and easement acquisition
•Update plans and specifications as necessary
•Ideally, bid the project in winter 2027 with construction in summer
2027
NEXT STEPS
QUESTIONS OR
COMMENTS?