DATE: September 5, 2023
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: Agreement with Quinn Company
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to suspend the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances, as Quinn Company is the only authorized Caterpillar dealer allowed to work in the County's service area; and
2. Approve and authorize the Chairman to amend, restate, replace, and supersede the existing Purchasing Agreement with Quinn Company, retroactive to that agreement's effective date of August 15, 2020, for the provision of Caterpillar original equipment manufacturer parts and repairs, not to exceed five consecutive years, which includes a two-year base contract and three optional one-year extensions, and increasing the maximum by $295,000, total not to exceed $920,000.
REPORT
There is no additional Net County Cost associated with approval of 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 Internal Services Department - Fleet Services Division (ISD-Fleet) on an as-needed basis. The increased funding in the recommended agreement will address the higher than anticipated need for Caterpillar equipment repairs. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, ISD-Fleet will not have an efficient method to acquire replacement parts for Caterpillar equipment or receive repairs.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department's request to suspend the competitive bidding process is consistent with Administrative Policy No. 34, as Quinn is the only local authorized dealer of Caterpillar parts and repairs services necessary to sustain the functionality ...
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