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Brown Deer begins planning for 2025 refuse, recycling contract renewal
Summary
Village staff briefed the board on the refuse, yard waste and recycling contract that expires Dec. 31, 2025, and recommended soliciting a renewal proposal from current contractor GFL while reserving the option to issue an RFP; board asked staff to gather comparative pricing and more detail.
Village staff told the Brown Deer Village Board on Jan. 13 that the village’s contract for refuse, yard waste and recycling collection expires Dec. 31, 2025, and recommended starting negotiations with the current contractor, GFL, while collecting comparative pricing in case the village later issues a formal request for proposals.
"Our contract expires December 31, 2025," a staff member said. The board was given a summary of current service: weekly refuse pickup, recycling every other week, 13 designated yard-waste collection weeks starting at the end of April, and an automated recycling drop-off facility that the village operates seven days a week. Staff noted the village owns the 96-gallon carts and pays for replacements from its budget.
Why it matters: Public works and refuse collection are among the village’s largest line items. Staff said the contract carries an annual escalator tied to the Chicago-Midwest CPI with a 3.5% ceiling in the current agreement; that ceiling has been strained by recent higher CPI readings, and renewed pricing is likely to be an important budget question. Staff also noted features the village has negotiated in prior renewals, such as no-cost service at village facilities and free bulk-item pickups for residents.
Board direction: Staff recommended first asking GFL for a renewal proposal and presenting that to the board; if the renewal price is unsatisfactory the village would proceed to a competitive RFP. Trustees asked staff to collect comparable pricing from nearby municipalities and to bring a proposal or an RFP timeline back to a future meeting. One trustee asked staff to report which nearby municipalities use which contractors and what they pay.
Service issues discussed: Trustees and residents raised operational questions including missed pickups, damaged carts and drivers’ handling of bins (for example returning carts with lids closed). Staff said they would monitor service and address operator issues with the contractor’s route manager if trends emerge. The village will aim for a contract decision and transition planning by late summer or early fall 2025 if it chooses to change providers.
