File #: 24-1390    Version: 1
Type: Agenda Item Status: Approved
File created: 7/23/2024 In control: Board of Supervisors
On agenda: 8/13/2024 Final action: 8/13/2024
Title: Sheriff’s Office recommending the Board: 1) Authorize the Chair to sign Amendment I to Agreement 7946 with Advanced Helicopter Services to add language to the contract authorizing reimbursement for travel, lodging, per diem, and mileage expenses while performing helicopter repair services with no change to the amount or term; and 2) Authorize the Purchasing Agent to execute any necessary amendments to Agreement 7946, excluding term extensions and increases to compensation, contingent upon approval by County Counsel and Risk Management. FUNDING: General Fund.
Attachments: 1. A- Sheriff Advanced Helicopter Services # 7946, 2. B - Sheriff Agr # 7946 Amd I0001, 3. C - Sheriff FE #7946, 4. Executed Sheriff Agr #7946 Amd I0001
Related files: 23-1639

Title

Sheriff’s Office recommending the Board:

1) Authorize the Chair to sign Amendment I to Agreement 7946 with Advanced Helicopter Services to add language to the contract authorizing reimbursement for travel, lodging, per diem, and mileage expenses while performing helicopter repair services with no change to the amount or term; and

2) Authorize the Purchasing Agent to execute any necessary amendments to Agreement 7946, excluding term extensions and increases to compensation, contingent upon approval by County Counsel and Risk Management.

 

FUNDING: General Fund.

Body

DISCUSSION / BACKGROUND

During the FY 2022-23 budget process, the Board approved the purchase of an AS350BS helicopter from Airbus Helicopters, Inc., to assist with Search and Rescue, tactical missions, and an overview of public safety. This purchase was completed, and Agreement 7946 with Advanced Helicopter Services was signed on September 12, 2023, with Legistar file 23-1639, for repair and maintenance services for the helicopter. The maintenance and repairs are estimated to be approximately $400,000 - $500,000 annually.

 

However, the issue of travel reimbursement to facilitate the helicopter repairs was not addressed in Agreement 7946. The vendor has informed us that travel expense reimbursement to facilitate helicopter repair is necessary and is requesting reimbursement for such expenses.  This will allow for repairs to occur in the event the helicopter is unable to be transported to the vendor's facility.  Travel expenses are included in other service-related contracts and should have been included in this agreement at its onset.

 

This action is to amend the initial agreement to add language to reimburse the Contractor for future travel expenses and authorize the Purchasing Agent to execute further amendments excluding term and compensation increases.

 

ALTERNATIVES

N/A

 

PRIOR BOARD ACTION

09/12/2023 Legistar file 23-1639

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

Procurement and Contracts, County Counsel, and HR/Risk Department have reviewed and approved this Amendment I.

 

CAO RECOMMENDATION / COMMENTS

Approve as recommended.

 

FINANCIAL IMPACT

These costs are budgeted for in the Sheriff’s Office budget, and will be requested in future fiscal years, therefore, there is no increase to net county cost.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

Return signed Amendment I to the Sheriff’s Office for processing.

 

STRATEGIC PLAN COMPONENT

N/A

 

CONTACT

Undersheriff Bryan Golmitz