Subject
title
Award a Contract in the Form of a Purchase Order to Mid Atlantic Truck and Equipment, of Clinton, MD, for the Purchase of One leaf Collection Truck in the Amount of $293,676.00 Consistent with the Terms and Conditions of the Cooperative Purchase Virginia Sheriff’s Association Contract #26-07-0711
end
Department
PW - Fleet Services
Recommendation
Staff recommends the Mayor and Council award a Contract in the form of a Purchase Order to Mid Atlantic Truck and Equipment, of Clinton MD, per quote #RSSQ43987 for the purchase of One Leaf Collection Truck in the amount of $293,676.00 consistent with the Terms and Conditions of the Cooperative Purchase Virginia Sheriff’s Association Contract #26-07-0711.
Discussion
The purchase of one leaf collection truck was approved in the FY26 budget (Attachment 1). The new trucks will replace unit #441, a 1991 International.
These vehicles are used for fall and spring leaf collection in the City of Rockville (City).
The vehicle 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 leaf collection truck to electric is not feasible currently due to the unavailability of a model that has demonstrated performance to meet the city’s 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 is still in the planning stages. 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 Virginia Sheriff’s Association, a local government service cooperative, which serves as a municipal contracting agency throughout the nation with competitively awarded contracts. The City is a member of this cooperative and the Procurement Department has used Virginia Sheriff’s Association for the purchase of services and goods in the past.
Purchasing from a Virginia Sheriff’s Association contract provides the City with highly competitive pricing. By using the Virginia Sheriff’s Association 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.
In accordance with Rockville City Code, Section 17-39(a), Awarding Authority, all contracts, including purchase orders, over $250,000 shall be awarded by the Mayor and Council. The contract, in the form of a purchase order, will incorporate the terms and conditions of the applicable Sourcewell contract for this purchase. The purchase order will be signed by both the City and the vendor.
Mid Atlantic Truck and Equipment is a non-Minority, Female, Disabled or Veteran (non-MFD-V) business.
The draft purchase order is attached as Attachment 2.
To view all contract documents, please click the links below:
1. VSA-Heavy-Equipment-IFB <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=172022&GUID=4aac5dd7-a1fc-4c74-b8b0-603bf4cd03ea&N=QWdlbmRhIDI1LTE4OTYgVlNBIEhlYXZ5IEVxdWlwbWVudCBJRkI%3d>
2. 26-07-0711 Mid AWS Response <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=172023&GUID=c0f369e2-804e-498c-b572-88252dd6bc1f&N=QWdlbmRhIDI1LTE4OTYgXzI2LTA3LTA3MTEgTWlkIEFXUyBSZXNwb25zZQ%3d%3d>
3. VSA Item 791 Pac Mac Leaf Vacuum LV-25 Mid Atlantic <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=172024&GUID=c7d90f0d-0862-478f-bfe3-12c377fb29d9&N=QWdlbmRhIDI1LTE4OTYgSXRlbSA3OTEgUGFjIE1hYyBMZWFmIFZhY3V1bSBMViAyNQ%3d%3d>
4. VSA Contract Award <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=172025&GUID=0cffcbb6-b045-46d5-8d39-92fa5815410a&N=QWdlbmRhIDI1LTE4OTYgVlNBIENvbnRyYWN0IEF3YXJk>
5. Mid- Atlantic Quote RSSQ43987_2026 <https://rockvillemd.legistar.com/View.ashx?M=AO&ID=172026&GUID=d0cea2be-0e1f-44e4-b280-693a8d8131bb&N=QWdlbmRhIDI1LTE4OTYgTWlkIEF0bGFudGljIFF1b3RlIFJTU1E0Mzk4Nw%3d%3d>
Fiscal Impact
The cost of this vehicle exceeds the amount budgeted. Use of Refuse Fund contingency provides sufficient funding in the Department of Public Works Fleet Services Division vehicle replacement account for this purchase.
Next Steps
Upon Mayor and Council approval, the Procurement Department will issue a purchase order to Mid Atlantic Truck and Equipment for the purchase of one leaf collection truck.