Waukesha board recommends John’s Disposal for city residential refuse contract; council to review $2M cart purchase

The Waukesha Board of Public Works on July 18 voted to recommend that the Common Council approve a residential refuse and recycling collection and disposal contract to John’s Disposal, with the contract slated to start March 31, 2025, for an initial six‑year term and two one‑year extension options.

Dustin, a public works staff member who summarized the RFP process, said six haulers submitted proposals and that John’s Disposal ranked lowest on unit costs for both pricing alternatives. Dustin said the draft contract is largely complete and the remaining changes are primarily legal refinements.

The board heard that the city intends to purchase and own the automated carts that will be used for curbside service rather than transfer contractor‑owned carts. "We are intending to buy the carts to be city owned carts this time," Dustin said. Staff estimated the capital purchase at roughly $2,000,000 and said the purchase would be brought to the finance committee and the full council for approval in the 2025 capital budget.

Alderman Joe Piper moved to recommend the contract to council, citing first‑year unit costs and subject to final City Attorney approval. Piper said the recommended John’s Disposal option projects to about $27 million over eight years for service‑only costs, excluding the separate cart purchase, which staff said explains a roughly $3 million savings versus the next highest bidder. "This makes the best sense for the city to go ahead and purchase the carts at the $2,000,000," Piper said.

Dustin explained operational details the board will need to communicate to residents: the contract will involve exchanging existing contractor carts (Waste Management plans to retrieve its carts starting the week of March 24, 2025), delivering new city‑owned carts beginning in March 2025, and maintaining a short overlap when two sets of carts may be present. He said maintenance and repairs will be handled by John’s Disposal under the contract and that replacements for wear or breakage will come from the city inventory at no direct cost to residents.

The board also endorsed converting bulky‑item pickup from an always‑included service to an on‑demand, prepaid service to control costs. Dustin summarized example fees in the draft contract’s fee schedule: a single bulky‑item pickup would cost $45 in the first year, two items $60, and up to five items $75; the draft allows up to five items per paid pickup (current limit: three). John’s Disposal will accept prepaid payment by credit card over the phone for bulky‑item pickups.

Board members asked how the change would affect rental properties and enforcement; Dustin said property owners remain responsible for items left at the curb and staff will continue enforcement practices while improving tenant/property‑owner notification procedures. Board members also asked staff to investigate secure or smaller bins for alleyway locations to reduce vermin and inconsistent curbside practices.

The motion to recommend the contract to the Common Council passed by voice vote after an aye vote tally was recorded and the chair declared the motion carried. The recommendation is subject to final review by the City Attorney and council approval. Nate, a John’s Disposal representative, attended the meeting and was available to answer questions.

Next steps: the board will forward its recommendation to the Common Council and the finance committee will consider the cart purchase in advance of the council vote. The contract recommendation is advisory to the council; the contract (and the CIP purchase for carts) must be approved by the Common Council.