Title
Sheriff’s Office recommending the Board:
1) Make findings in accordance with Chapter 3.13, Section 3.13.030(B) County Ordinance, that the work requires specialty skills and qualifications not expressly identified in County classifications;
2) Make findings to waive the competitive bid process over $100,000 in accordance with County's Procurement Policy Section 3.4.2(f), Exemption from Competitive Bidding, as this vendor provides efficiencies, and other vendors cannot provide similar efficiencies, and that would cause the helicopter to be out of use for an extended period of time;
3) Approve and authorize the Chair to sign Agreement 7946 with Advanced Helicopter Services, Inc., to provide helicopter maintenance and repair services effective upon final execution of the Agreement for three years, in a not-to-exceed amount of $1,500,000; 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
During the FY 2022-23 budget process, your 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 has been completed and we are now requesting that Agreement 7946 be signed for repair and maintenance services for the helicopter. The maintenance and repairs are estimated to be approximately $400,000 - $500,000 annually.
When the purchase of the helicopter was approved, Sheriff's Office staff began to work with other local agencies who have aviation units to determine approximate annual costs tied to maintenance and repair services and determine who would be an appropriate vendor. Staff reached out to both Sacramento and Placer counties and learned that Advanced Helicopter Services is the only local vendor who performs these services on Airbus helicopters. While other vendors are available, the location of Advanced Helicopter provides ease in planning for scheduled maintenance and for any necessary larger repairs. Electing to use a different vendor would not be ideal in that it would take additional time and resources, when maintenance or repair services are needed, causing additional time that the helicopter would not be in use.
Based on research, maintenance and repairs are estimated to be approximately $400,000 - $500,000 annually, therefore, the initial agreement is for $1,500,000 for a term of 3 years effective upon final execution of the Agreement.
ALTERNATIVES
The Board could deny this request causing for needed routine maintenance or repairs for the helicopter to be delayed.
PRIOR BOARD ACTION
12/20/2022 Legistar Item 23-0019
04/25/2022 Legistar Item 22-0715
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved this Agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
These costs are budgeted for in the Sheriff’s Office FY 2023-24 budget, and will be included in future fiscal years, therefore, there is no increase to net county cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Please return signed Agreement to the Sheriff's Office for distribution.
STRATEGIC PLAN COMPONENT
Providing services to the community increases public safety.
CONTACT
Undersheriff Bryan Golmitz