Title
Sheriff’s Office recommending the Board:
1) Make findings in accordance with Chapter 3.13, Section 3.13.030(B) County Ordinance, that helicopter maintenance and repair services require specialty skills and qualifications not expressly identified in County classifications;
2) Make findings to waive the competitive bid process in accordance with County's Procurement Policy Section 3.6.G (6), as this is the vendor previous used for helicopter maintenance and repair, and continuing to use this vendor provides efficiencies and critical knowledge that cannot be provided by other vendors;
3) Approve and authorize the Chair to sign Agreement 10516 with DFC Inc. (doing business as Advanced Helicopter Services, Inc.), for helicopter maintenance and repair services for a three-year period beginning September 18, 2026, for a total compensation amount not to exceed $1,000,000; and
4) Authorize the Purchasing Agent to increase the purchase agreement on an as-needed basis during the awarded period as long as funding is available within the requesting department's budget.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Sheriff’s Office Aviation Unit relies on its helicopter to support critical public safety operations, including search and rescue missions, law enforcement patrols, emergency response, suspect apprehensions, disaster response, and mutual aid throughout the County and surrounding jurisdictions. Maintaining the aircraft in a safe and airworthy condition is essential to ensuring uninterrupted aviation operations.
Since 2023, DFC Inc. (doing business as Advanced Helicopter Services) has provided helicopter maintenance and repair services to the Sheriff’s Office and has demonstrated the technical expertise, responsiveness, and reliability necessary to support the Aviation Unit. The contractor has successfully performed scheduled services in accordance with Federal Aviation Administration (FAA) regulations and requirements.
The Sheriff’s Office is requesting approval of Agreement 10516 to continue utilizing this contractor with proven experience maintaining the Department’s aircraft. Continued use of this contractor provides operational continuity, minimizes aircraft downtime, and ensures repairs and maintenance are completed by technicians familiar with the helicopter’s maintenance history and operational requirements. The Purchasing Agent concurs with this determination, as referenced by the attached Sole Source Justification (Attachment C).
ALTERNATIVES
If the Board does not approve the proposed helicopter maintenance and repair agreement, the Sheriff’s Office may face extended aircraft downtime, increased long-term repair costs resulting from deferred maintenance, and a heightened risk of noncompliance with FAA airworthiness requirements.
PRIOR BOARD ACTION
Legistar file 23-1639 - September 12, 2023 - The Board approved the previous agreement (Agreement 7946) with Advanced Helicopter Services for an amount not to exceed $1,500,000.
Legistar file 24-1390 - August 13, 2024 - The Board approved Amendment I to Agreement 7946, adding language regarding reimbursement for travel, lodging, per diem, and mileage expenses while performing helicopter repair services.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved this Agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no increase to Net County Cost as a result of this item. These costs are budgeted in the Sheriff’s Office Fiscal Year 2026-27 budget, and will be included in future fiscal years, as needed.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Please return signed Agreement to the Sheriff's Office for distribution.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Undersheriff Eric Palmberg