Subject
title
Award and Authorize the City Manager to execute a contract responsive to Request for Proposal (RFP) 12-26 for Emergency Snow Removal/De-icing and Snow Hauling Services.
end
Department
PW - Operations Maintenance
Recommendation
Staff recommend that the Mayor and Council award the contract for Emergency Snow Removal/De-icing and Snow Hauling Services, pursuant to RFP 12-26, to Ashbritt, Inc. of Deerfield Beach, Florida, and authorize the City Manager to execute the contract in an aggregate amount not to exceed $1,000,000. The initial contract term shall begin on the Effective Date and shall terminate on June 30, 2030. Upon satisfactory service the City reserves the right to renew the Contract for up to four additional one (1) year periods, authorized by the Purchasing Agent. The total expenditure for the initial contract term and all renewals combined shall not exceed $1,000,000.
Discussion
This contract will be used during events when more resources are required than the city staff
has available, such as during a large snow event, a natural disaster, or when a State of Emergency has been declared for our area. By having this contract in place, it will allow the city to be prepared to expedite the return of the Rockville community to normal functions. This contract will be utilized by both the Departments of Public Works and Recreation & Parks on an as needed basis.
Mayor and Council History
This is the first time this item has been brought before the Mayor and Council.
Procurement
Staff prepared and publicly advertised RFP 12-26 on December 28, 2025, in accordance with Rockville City Code section #17-62. In addition to using the city’s competitive e-procurement solicitation system, RFP 12-26 was made accessible via the city’s website and notice of the solicitation was electronically provided to 572 prospective bidders via the State of Maryland e-Marketplace Advantage (eMMA) system. Of the 572 prospective bidders, using the systems reporting capabilities, 111 were Disadvantaged Business Enterprises (DBE), 119 were Minority Business Enterprises (MBE), and 30 were Veteran-Owned Small Business Enterprises (VSBE).
On the proposal due date of January 30, 2026, the city received three proposals, which were reviewed and scored by the Evaluation Committee, as provided in Table 1.
Table 1
|
Respondent |
Responsiveness |
MFD-V Status |
Ranking |
|
Ashbritt, Inc. |
Responsive |
Non-MFD-V |
1 |
|
Austin Logistics, LLC |
Unresponsive |
Non-MFD-V |
|
|
WKM Solutions, LLC |
Unresponsive |
MFD-V |
|
Unresponsive proposals were either incomplete and/or unable to meet the solicitation’s minimum requirements.
The evaluation committee reviewed the responsive proposal based on the criteria found in Table 2. Respondents were asked to include equipment, labor and personnel hourly rates within their written proposals. This information helped the committee members review whether the responding firm understood the city’s requirements. Analysis of the responsive firm’s proposed fee schedule found the rates to be reasonable and consistent with the city’s requirements for emergency snow removal services.
Table 2
|
Evaluation Criteria |
Maximum Points |
|
Firm’s Qualifications and Experience |
40 |
|
Similar Projects/References |
25 |
|
Project Approach |
10 |
|
Price Proposal/Fee Schedule |
25 |
Staff reviewed and checked references for AshBritt, Inc. and found them to be acceptable.
In accordance with Section 17-39 of the Rockville City Code, Awarding Authority, (a) All contracts involving more than two hundred fifty thousand dollars ($250,000.00) shall be awarded by the Mayor and Council.
To view the Ashbritt, Inc. contract, see Attachment 1.
To view contract documents, which are not deliberative, potentially proprietary and/or confidential, please click the link provided below:
Non-Proprietary And Confidential Contract Documents <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=182579&GUID=51b2a7cd-6e89-4f48-b815-68eca49cb080&N=UkZQIDEyLTI2IFdJVEggQURERU5EVU1TLnBkZg%3d%3d>
Deliberative, potentially proprietary and/or confidential documents may be furnished via a non-public medium to council members if needed.
Fiscal Impact
This contract will be utilized by both the Department of Public Works and Recreation & Parks on an as needed basis after a major winter weather event. There is no funding set aside for this specific service in the budget. If an emergency arises that requires this service, funding will be provided through a transfer from contingency or from other recognized savings, or if necessary, a budget amendment. The city last utilized this service after the January 2026 winter storm at a total cost of $338,790.
Next Steps
Upon Mayor and Council award, the Procurement Department will work with the city’s Legal and Risk Management offices to prepare the final contract for execution, as well as obtain the required insurance documents from AshBritt, Inc.