DATE: October 17, 2017
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Agreement with Quinn Group, Inc.
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to waive the competitive bidding process under Administrative Policy No. 34 due to “unusual or extraordinary circumstances” to purchase preventative maintenance and repair services for the emergency generators at the Juvenile Justice Campus.
2. Approve and authorize Chairman to execute an Agreement with Quinn Group, Inc. dba Quinn Company, for a term not to exceed five consecutive years (three-year base contract with two optional one-year extensions) for a maximum potential cost not to exceed $174,134.
REPORT
Approval of the recommended action will allow the Internal Services Department (ISD) Facility Services Division to contract for routine maintenance and repair services for the emergency backup generators at the Juvenile Justice Campus (JJC) that have proprietary Caterpillar software. Quinn Group, Inc. dba Quinn Company (Quinn) is the local authorized Caterpillar vendor and maintenance repair service for Fresno County.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the County will remain without routine maintenance and repair services to the emergency generators at the JJC. The Board may direct the Internal Services Department, Purchasing Division to continue to use the current practice of using blanket purchase orders to Quinn for services.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department requests that your Board waive the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances for the provision of routine maintenance and repair services from Quinn in Selma. The vendor is the closest authorized provider of Caterpillar services. ISD - Purchasing Division concurs with the Department’s recommended action to waive the competitive bidding process.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action for Facility Services. Appropriations for the annual cost for routine maintenance and emergency services of the generators are included in the FY 2017-18 Internal Services Department - Facility Services Division Org 8935 Adopted Budget. Future costs associated with this agreement will be requested in future years. If additional appropriations are required, staff will return to your Board for approval.
The recommended Agreement will have a preventative maintenance three-year base contract with two additional one-year extensions with a total spending limit of $84,134. Additionally, the Agreement allows for a total spending limit of $90,000 for extra services for the five-year term. Extra services are expressly contemplated to include, but are not limited to, emergency response/repair services. The maximum total compensation for the entire five-year term of the Agreement is $174,134.
DISCUSSION:
ISD Facility Services provides for two Caterpillar emergency generators at the JJC. The JJC is a locked detention facility that primarily holds minors who have committed a law violation. It also provides a secure location for minors pending foster and group home placements, amongst other services. The safety of the JJC inhabitants and County employees are dependent upon the reliable operation of these systems. With routine care to the generators, Facility Services is able to assure that the generator systems continue to operate properly, minimizing disturbances to the operations of the facility.
The Caterpillar generators at the JJC are unique in that they have proprietary software in the computer controls of the generator system that monitor the equipment’s health in real time. Any attempts at maintenance and repair would have to include Caterpillar certified technicians because they are the only personnel allowed to access the computerized information on the unit. As the authorized Caterpillar vendor, Quinn is able to utilize this technology to maintain and repair the units. Quinn is the only authorized service provider for Fresno County by Caterpillar to perform repairs on Caterpillar equipment.
Quinn in Selma, CA is the closest certified dealer who is authorized to supply these services to Fresno County. This is important as the generators require a vendor who can provide fast on-site services in cases of emergency. Quinn also has a parts store located in Fresno for any hardware and component needs.
Therefore, it is recommended that the County enter into an agreement with Quinn. The recommended action approves and authorizes award of the for a three-year base contract and two optional one-year extensions upon written approval of both parties for a total amount not to exceed $174,134.
ATTACHMENTS INCLUDED AND/OR ON FILE:
Sole Source Acquisition Request
On file with Clerk - Agreement
CAO ANALYST:
John Hays