Title
Sheriff’s Office recommending the Board:
1) Increase the cost of the helicopter on the Fiscal Year 2022-23 Fixed Asset List from $3,100,000 to $3,325,000 due to taxes related to this purchase;
2) Make a finding that the purchase of a AS350B3 from Airbus Helicopters, Inc is exempt from competitive bidding per Purchasing Ordinance 3.123160, Item B: the unique nature of the property and services required precludes competitive bidding;
3) Authorize the Undersheriff to sign the “Used Purchase Agreement” with Airbus Helicopters, Inc and “Suggested Format for Affidavit for Exemption of Aircraft Sold for Removal from the State of Florida by a Nonresident Purchaser”, contingent upon County Counsel and Risk Management approval and subject to minor modifications as maybe approved by County Counsel;
4) Authorize the Purchasing Agent to process a Purchase Order in the amount of approximately $3,325,000; and
5) Authorize the Auditor to provide a deposit of $150,000 due upon signature of the “Used Purchase Agreement” and prior to December 31, 2022, and an additional pre-payment of $850,000 due by May 31, 2023, in order to secure a new engine at a cost of approximately $1 million as the costs for a new engine are anticipated to increase by approximately $120,000 - $170,000, beginning January 1, 2023.
FUNDING: Federal Asset Forfeiture, Supplemental Law Enforcement Services Account, Rural Counties, State Asset Seizure, Transit Occupancy Tax.
Body
DISCUSSION / BACKGROUND
During the FY 2022-23 budget process, the Sheriff presented to the Board that the Sheriff’s Office needs a helicopter to assist with Search and Rescue, tactical missions, and an overview of public safety. At times the Sheriff’s Office (EDSO) has to request air support from allied law enforcement agencies, but this required EDSO to be dependent on availability of others and at times of an emergency that is not always an option.
The Board approved this purchase and the use of $3.1m in Special Revenue Funds in the FY 2022-23 budget. Since that time, Sheriff’s Office staff has been researching various types of helicopters to determine what would be most suitable. The challenges that El Dorado County faces in terms of appropriate equipment is the various terrain, elevations, and weather patterns. While some helicopters might be more suited to fly near Tahoe, they would not be suitable for the West Slope and vice-versa. Additionally, the Sheriff’s Office needs a helicopter that can transport multiple personnel at one time, have hoist capability for Search and Rescue missions, and support firefighting missions.
Throughout the research process, Sheriff’s Office staff attended conferences, met with other law enforcement agencies, and contacted various individuals with helicopter knowledge. Throughout these interactions it was determined that the AS350B3 model helicopter would be an appropriate piece of equipment to meet the needs of the Sheriff’s Office. A used model was found for sale in Florida and staff were sent to inspect the helicopter in person. This specific model is suitable for a range of law enforcement missions including command and control, search-and-rescue (SAR), support with patrol operations, and is capable of operating firefighting apparatus. Given the array of uses the helicopter can provide; the Sheriff’s Office is requesting approval to purchase this specific helicopter and have the Board find that due to the unique nature of the equipment it is exempt from the formal bidding process.
Airbus Helicopters, Inc. is requesting an initial deposit of $150,000 upon signing the "Used Purchase Agreement" with an additional pre-payment of $850,000 due in May. This is a common practice given the cost of the helicopter and the need to ensure it is not sold prior to delivery. By approving this recommendation at this time, it will also secure the purchase price of a new engine. If this item is delayed until the January 3, 2023, Board meeting, it is anticipated the cost for a new engine will increase by approximately $120,000 - $170,000.
Originally, the Sheriff’s Office has budgeted $3.1M for the purchase of a helicopter; a model AS350B3 was found for that price in Florida, however the sales price does not include tax. Therefore, the total payment will be approximately $3,325,000 requiring an increase in the amount of the helicopter on the Sheriff’s FY 2022-23 Fixed Asset List. The Sheriff’s Office is requesting the Transient Occupancy Tax allocated in the current budget to offset maintenance costs related to the helicopter be utilized to cover the tax of the purchase, therefore, there will not be an increase to Net County Cost.
ALTERNATIVES
The Board could not approve this item causing additional staff time and resources spent to find a different helicopter for purchase that meets the needs of the Sheriff’s Office.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Procurements and Contracts, Chief Administrative Office, Auditor-Controller
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
This item is budgeted in the FY 2022-23 budget through the use of combination of Federal Asset Forfeiture, Supplemental Law Enforcement Services Account (SLESA), Rural Counties, State Asset Seizure and Transit Occupancy Tax (TOT) funds.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Leveraging available resources increases public safety.
CONTACT
Undersheriff Bryan Golmitz