Subject
title
Award a Contract in the form of a purchase order to Lindsay Ford, of Wheaton, Maryland, for the purchase of one medium duty dump truck with snowplow and material spreader for snow removal and hauling debris materials in the amount of $103,284, consistent with the terms and conditions of the competitive procurement for vehicles from Montgomery County Contract #1114498
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Department
PW - Fleet Services
Recommendation
Staff recommends that the Mayor and Council award a contract in the form of the attached purchase order to Lindsey Ford, of Wheaton, Maryland, for the purchase of one medium duty dump truck with snowplow and material spreader for snow removal and hauling debris and materials, in the amount of $103,284, consistent with the terms and conditions of the competitive procurement for vehicles from Montgomery County Contract #1114498.
Discussion
The Mayor and Council awarded the purchase of ProPatch truck in FY2023 on September 12, 2022 to replace a 2003 Freightliner ProPatch truck, however, the order was cancelled as the chassis manufacturer has been unable to begin production on the vehicle for over a year. A ProPatch vehicle is a specialized vehicle used to permanently repair potholes and other pavement patches. However, as it is a specialized vehicle, it cannot be used for other purposes. Due to the delay in production, staff evaluated other alternatives and now recommend substituting the ProPatch truck with a medium duty dump truck and a tow-behind asphalt hot box. This combination provides equivalent capabilities at a lower cost and offers versatility as the dump truck can be used for snow removal and debris hauling. The cost of the ProPatch was $217,765 and the combined cost of the medium duty dump truck and tow behind asphalt hot box is $177,320. The dump truck purchase is the subject of this agenda item, and the tow-behind asphalt hot box will be purchased separately. As the asphalt hot box is less than $100,000, it does not require Mayor and Council award.
The medium duty dump truck will also be equipped with a power angle snowplow and material spreader for snow and ice operations during inclement weather events.
Per Resolution 02-22, Transition the City On-Road Fleet to Cleaner and More Efficient Fuel Sources, staff evaluated alternatives for this vehicle replacement. This type of vehicle is not currently available as an electric or hybrid vehicle. Additionally, this vehicle is needed for 24-hour snow operations. As the vehicle would need to be charged, it would not be operationally possible to utilize an electric vehicle. Staff will continue to monitor the market for available clean fuel and hybrid models that may be suitable for the heavy-duty fleet services.
The vehicle and attachments being replaced will be disposed of in accordance with City procedures via auction.
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 other State or local governments or agencies thereof who have arrived at those terms through a competitive procurement procedure similar to the procedure used by the City."
After a competitive procurement process, Montgomery County awarded a contract to Lindsay Ford of Wheaton, Maryland for providing certain types of trucks. The Montgomery County contract gives the City of Rockville the best pricing for this vehicle.
In accordance with Rockville City Code, Section 17-39(a), Awarding Authority, all contracts, including purchase orders, involving over $100,000, shall be awarded by Mayor and Council. The contract in the form of the purchase order incorporates the terms and conditions of the Montgomery County Contract applicable to this purchase. The purchase order will be signed by both the City and the vendor. The purchase order is attached as Attachment A and the Montgomery County contract is attached as Attachment B.
Lindsay Ford is a non-Minority, Female, or Disabled (non-MFD) business.
To view all contract documents, please click the link below:
<https://www.swisstransfer.com/d/92593860-ff50-4788-8172-118e23dec33e>
Fiscal Impact
The budgeted amount in FY 2023 for one ProPatch truck was $193,000. Using savings from other vehicle purchases, a purchase order in the amount of $217,765 for the ProPatch truck was executed in FY 2023 and rolled into FY 2024. Following the cancellation of the order, those rollover funds are now available for the purchase of an alternate vehicle.
There is adequate funding in the Department of Public Works Fleet Services Division vehicle replacement account (110-850-0803-0431) for this award.
Next Steps
Upon Mayor and Council approval, the Procurement Division will issue a purchase order to Lindsay Ford for the purchase of one medium duty dump truck equipped with a snowplow and material spreader.