DATE: September 23, 2025
TO: Board of Supervisors
SUBMITTED BY: Raymond T. Hunter, Director, General Services Department
SUBJECT: Agreement with Quinn Company
RECOMMENDED ACTION(S):
TITLE
1. Under Administrative Policy No. 34 for competitive bids or requests for proposals (AP 34), determine that an exception to the competitive bidding requirement under AP 34 is satisfied and a suspension of competition is warranted due to unusual or extraordinary circumstances, as Quinn Company is the closest authorized Caterpillar dealer able to provide parts and repair services; and
2. Approve and authorize the Chairman execute an Agreement with Quinn Company for Caterpillar Inc. original equipment manufacturer parts and repairs, effective upon execution, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $1,460,000.
REPORT
There is no additional Net County Cost associated with the recommended actions, which will allow Quinn Company (Quinn) to continue providing replacement Caterpillar Inc. (Caterpillar), original equipment manufacturer (OEM) parts and repair services to the General Services Department - Fleet Services Division (GSD-Fleet) on an as-needed basis. This item is countywide.
ALTERNATIVE ACTION(S):
Your Board may direct staff to release a competitive bid for Caterpillar OEM parts and services. In the interim, should any parts or services be required, staff would pursue a short-term Purchase Order to address operational needs, with these services likely procured through a Suspension of Competition.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department's request to suspend the competitive bidding process is consistent with AP 34, for unusual or extraordinary circumstances as Quinn is the closest authorized dealer who can provide Caterpillar OEM parts, maintenance and repair services. To preserve manufacturer warranties and ensure performance of Caterpillar equipme...
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