Subject
title
Award a contract, in the amount of $268,591, in the form of a purchase order, to THC Enterprises, Inc., d/b/a Mid Atlantic Waste Systems, of Easton Maryland, for the purchase of one leaf collection truck, known as a Pac Mac truck-mounted leaf vac, consistent the Virginia Sheriff's Association Cooperative Purchase Contract #24-05-0713
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Department
PW - Fleet Services
Recommendation
Staff recommends that the Mayor and Council award a contract, in the amount of $268,591, in the form of a purchase order, to THC Enterprises, Inc., d/b/a Mid Atlantic Waste Systems, of Easton Maryland, for the purchase of one leaf collection truck, known as a Pac Mac truck-mounted leaf vac, consistent with the Virginia Sheriff's Association Cooperative Purchase Contract #24-05-0713.
Discussion
The replacement of one truck mounted leaf vac was approved in the FY 2024 Adopted Operating Budget (Attachment A). This truck will replace Truck #449, a 2000 International 4900 and unit #690, a 2009 ODB leaf collector. The leaf vac truck is the main vehicle used in the collection of leaves by Public Works.
Per Resolution 02-22, Transition the City On-Road Fleet to Cleaner and More Efficient Fuel Sources, staff evaluated alternatives for this vehicle replacement. The conversion of this heavy-duty refuse truck to electric is not feasible at this time due to the unavailability of a model that has demonstrated performance to meet the City’s 10-hour duty cycle. Additionally, the electrification of heavy-duty fleet vehicles requires significant upgrades to the Rothgeb Maintenance Facility to support charging. The City is currently focused on Phase I of the Electric Vehicle Infrastructure CIP (GA23), which focuses on providing EV charging infrastructure to support the light duty fleet. Planning for the heavy-duty fleet will not begin until FY 2025, which is after this vehicle is anticipated to be placed into service. Staff will continue to monitor the market for available clean fuel and hybrid models that may be suitable for the heavy-duty refuse fleet.
Mayor and Council History
This is the first time this item has been brought before the Mayor and Council.
Procurement
In accordance with Rockville City Code, Section 17-71(b), Cooperative Procurement, the City may contract with any contractor who offers goods, services, insurance, or construction on the same terms as provided to other State or local governments or agencies thereof, who have arrived at those terms through a competitive procurement procedure similar to the procedures used by the City.
The Virginia Sheriff’s Association (the “Association”) conducted a competitive procurement process for a variety of heavy vehicles, including the type of leaf collection truck the City proposes to purchase. THC Enterprises, Inc., d/b/a Mid Atlantic Waste Systems (“Mid Atlantic”) was one of the companies with whom the Association contracted after this competitive process. The Association serves as a municipal contracting agency throughout the country with competitively awarded contracts.
The Association contract gives the City the best pricing for this vehicle, as these contracts are for a large number of vehicles that are purchased nationwide. By using the contract, the City benefits from the volume pricing that is offered instead of issuing a competitive solicitation for only a few vehicles.
In accordance with Subsection (a) of Rockville City Code Section 17-39, Awarding Authority, all contracts, including those done via purchase order, involving more than $100,000 shall be awarded by Council.
The purchase order that will be issued for this purchase incorporates the terms and conditions of the Association’s Cooperative Purchase Contract applicable to this purchase. The purchase order will be signed by both the City and Mid Atlantic. The purchase order is attached as Attachment B and the Association’s contract is provided as Attachment C.
Mid Atlantic Waste Systems is a non-Minority, Female, Disabled, or Veterans (non-MFD-V) business.
To view all contract documents, click the link below:
<https://www.swisstransfer.com/d/cb55de43-f4f8-484b-a50e-9f5e5c869fdf>
Fiscal Impact
The FY 2024 Adopted Budget includes $222,860.00 in the Refuse Fund for the replacement of this truck. The remaining $45,731.00 has been funded through Refuse contingency funds.
Next Steps
Upon Mayor and Council approval, the Procurement Division will issue a Purchase Order to Mid Atlantic Waste for the purchase of one leaf vac truck.