Title
Sheriff’s Office recommending the Board:
1) Make findings pursuant to Section 3.4 (2) of Board Policy C-17 - Procurement that it is appropriate to make a purchase with AeroVironment Inc. as they are the only vendor able to provide Telemax robot-updated equipment and accessories; and
2) Authorize the Purchasing Agent to execute a Purchase Order with AeroVironment Inc., contingent upon approval from County Counsel and Risk Management, for the purchase of Telemax robot-updated equipment and accessories for the amount of $500,000.
FUNDING: Special Revenue Funds.
Body
DISCUSSION / BACKGROUND
The Sheriff’s Office Explosive Ordnance Disposal (EOD) Unit relies on specialized robotic equipment to remotely access, assess, and mitigate hazardous situations involving suspicious packages, explosive devices, and other potentially dangerous incidents. The EOD robot is a critical public-safety asset that minimizes the need for personnel to enter hazardous environments, thereby enhancing the safety of staff, first responders, and the public. Due to the age, operational wear, and increasing maintenance needs of the current system, the Sheriff’s Office now requires the purchase of a new EOD robot to ensure continued safe and effective response capabilities.
AeroVironment Inc. is the sole provider of the proprietary replacement parts, accessories, software, maintenance, and repair services required to operate and sustain the EOD robot.
The Telemax robot is designed to support responses to potential explosive threats and assist in other tactical missions. Its primary role is to evaluate situations without placing Sheriff’s Office personnel at unnecessary risk. Each update or accessory added to the robot expands its capabilities and further reduces direct human exposure during potentially life-threatening operations. Purchasing a new robot will ensure the EOD Unit maintains these capabilities at modern performance standards and addresses emerging operational requirements.
In May 2021, Telerob was acquired by AeroVironment Inc., resulting in all design and intellectual property for the Telemax robot-including parts and accessories-becoming proprietary to AeroVironment. As a result, all equipment, updates, and services for the County’s Telemax robot must now be purchased directly from AeroVironment Inc. This proprietary structure also applies to the acquisition of a new robot, which must be sourced from the same vendor to maintain operational compatibility with existing equipment, software, and training.
On January 3, 2023, through Legistar file 23-0025, the Board approved a sole source purchase with AeroVironment Inc., authorizing the Purchasing Agent to execute a purchase order in the amount of $151,503.00 for EOD robot parts and accessories.
AeroVironment Inc. remains the exclusive provider for the robot, it's components and services necessary to properly maintain and operate the EOD robot. Approval of this sole source purchase will ensure the EOD Unit maintains operational readiness and the continued reliability of its robotic platform. In addition, approval to proceed with the purchase of a new EOD robot will ensure the Unit has a fully capable, up to date robot that meets current operational standards and supports long-term public safety needs.
Board of Supervisors Policy C-17, Procurement, provides an exemption from competitive bidding for sole source purchases when only one vendor is capable of providing the required item or service. The equipment identified in this request is essential for interoperability with the existing EOD robot and is only available from a single provider, as documented in the attached sole source letter (Attachment C). The same sole source justification applies to the procurement of a new robot, as AeroVironment is the only authorized manufacturer and supplier capable of providing a compatible and fully supported robot for the Sheriff’s Office.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
Legistar file 23-0025 - January 3, 2023 - The Board approved a sole source purchase with AeroVironment Inc., authorizing the Purchasing Agent to execute a purchase order in the amount of $151,503.00 for EOD robot parts and accessories.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
No increase to net county cost, these items will be funded by Special Revenue Funds.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Undersheriff Eric Palmberg