Subject
title
Award a Contract in the Form of a Purchase Order to Mid Atlantic Waste Systems d/b/a THC Enterprises, Inc. of Easton, MD, for the Purchase of Three Rear Loader Refuse Collection Trucks in the Amount of $989,207.07 Consistent with the Terms and Conditions of the Cooperative Purchase Sourcewell Contract #110223-THC.
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Department
PW - Fleet Services
Recommendation
Staff recommends the Mayor and Council award a Contract in the form of a Purchase Order to Mid Atlantic Waste Systems of Easton MD, for the purchase of three rear load refuse packers in the amount of $989,207.07 consistent with the Terms and Conditions of the Cooperative Purchase Sourcewell Contract #110223-THC.
Discussion
The purchase of three rear load refuse packers was approved in the FY25 budget (Attachment 1). The new trucks will replace units 411, 412, 413, (2014 Macks).
These vehicles are used to collect refuse and recycling in the City.
The vehicles being replaced will be disposed of in accordance with City procedures via auction.
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 currently 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 models that may be suitable for the heavy-duty refuse fleet.
Mayor and Council History
This is the first time this agenda item has been brought before the Mayor and Council.
Procurement
This is a cooperative rider purchase through Sourcewell local government service cooperative, which serves as a municipal contracting agency throughout the nation with competitively awarded contracts. The City of Rockville (City) is a member of this cooperative and the Procurement Division has used Sourcewell for the purchase of services and goods in the past.
Purchasing from a Sourcewell contract provides the City with highly competitive pricing, as this contract is for a large number of vehicles that are purchased nationwide by its 50,000+ members. By using the Sourcewell contract, the City can benefit from high volume discount pricing that would not be attainable by issuing a competitive solicitation for only one vehicle.
In accordance with Section 17-71(b) of the Rockville City Code, Cooperative Procurement, the City may contract with any contractor who offers goods, services, insurance, or construction on the same terms 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.
Mid Atlantic Waste systems is a non-Minority, Female, Disabled or Veteran (non-MFD-V) business.
The draft purchase order is attached as Attachment 2 and the Sourcewell contract is attached as Attachment 3.
To view all contract documents, please click the link below:
<https://www.swisstransfer.com/d/8a0a7008-f9ce-46c2-9675-950ba1348cc9>
Fiscal Impact
The October 28, 2024 budget amendment (FY 2025 Budget Amendment #2) included $145,400 in additional appropriations to address the additional funding needed for the purchase of these replacement refuse collection trucks. There is sufficient funding in the Department of Public Works Fleet Services Division vehicle replacement account.
Next Steps
Upon Mayor and Council approval, the Procurement Division will issue a purchase order to Mid Atlantic Waste Systems for the purchase of three (3) rear load refuse packer trucks.