REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
March 25, 2025
FROM
SHANNON D. DICUS, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Increased Spending Authority for Aircraft Maintenance and Repair Services Contracts.
End
RECOMMENDATION(S)
Recommendation
1. Authorize the Purchasing Agent to issue non-competitive purchase orders, as needed, increasing the total aggregate spending amount by $1,800,000, from $8,000,000 to $9,800,000, for the term of January 1, 2025, through June 30, 2028, for aircraft maintenance, parts, and repair services provided by the following 21 vendors:
a. ABLE Aerospace, Meza, AZ
b. Aero Dynamix, Eules, TX
c. Airbus Helicopter Inc., Grand Prairie, TX
d. Bell Textron, Inc., Fort Worth, TX
e. Boeing Distribution, Dallas, TX
f. Executive Jet Maintenance, LLC, San Bernardino, CA
g. Frederick Aero Development, Murrieta, CA
h. Hangar One Avionics, Carlsbad, CA
i. Helimart, Costa Mesa, CA
j. Hornet AcquisitionCo, LLC, dba Onboard Systems, Anaheim, CA
k. International Aviation Composites, Haslet, TX
l. Konecranes, Inc., Corona, CA
m. Mint Turbines, LLC, Troud, OK
n. Rotorcraft Support Inc., Van Nuys, CA
o. Safran Helicopter Engines, USA, Inc., Grand Prairie, TX
p. Spectrolab, Inc., Sylmar, CA
q. Standard Aero Limited, Winnipeg, Canada
r. Thales Avionics, Inc., Piscataway, NJ
s. Trace Aviation, Jacson, MS
t. Vislink Integrated Microwave Technology, LLC, Hackettstown, NJ
u. Wescam, Inc., Ontario, Canada
2. Authorize the Auditor-Controller/Treasurer/Tax Collector to post budget adjustments to the Sheriff/Coroner/Public Administrator’s 2024-25 budget as detailed in the Financial Impact section (Four votes required).
(Presenter: Carolina Mendoza, Chief Deputy Director, 387-0640)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The Sheriff/Coroner/Public Administrator (Department) does not encumber these purchases order(s) and is, therefore, required to re-establish budget authority each fiscal year. The Department is requesting an additional $1,800,000 to fund expenses for the remainder of the fiscal year.
|
Fiscal Year |
Existing Spending Authority |
Additional Spending Authority |
|
FY 2024-25 (Jan-June 2025) |
$500,000 |
$1,800,000 |
|
FY 2025-26 |
$2,500,000 |
- |
|
FY 2026-27 |
$2,500,000 |
- |
|
FY 2027-28 |
$2,500,000 |
- |
|
Total |
$8,000,000 |
$1,800,000 |
The additional $1,800,000 will be funded by the Inland Regional Narcotics Enforcement Team budget ($400,000) and the Department’s 2024-25 Operations budget ($1,400,000). The $1,400,000 will be funded by unbudgeted Mandated Cost Reimbursement law (SB 90) revenue ($901,054) and salary savings ($498,946). Sufficient appropriation is included in the Department’s 2024-25 Inland Regional Narcotics Enforcement Team budget (4430002382).
The Department requests the Auditor-Controller/Treasurer/Tax Collector to post the following adjustments to the Department’s 2024-25 Operations budget, as detailed below:
|
Fund Center |
Commitment Item |
Description |
Action |
Amount |
|
4430001000 |
51001010 |
Regular Salary |
Decrease |
$498,946 |
|
4430001000 |
40408895 |
SB 90 Mandated Cost Reimbursement |
Increase |
$901,054 |
|
4430001000 |
52002855 |
General Maintenance - Equipment |
Increase |
$1,400,000 |
BACKGROUND INFORMATION
The Department maintains a fleet of various aircraft for patrol, surveillance, search and rescue, firefighting, and transportation services. These aircraft require routine and emergency maintenance and periodic engine overhauls to meet the Federal Aviation Administration’s (FAA) safety and operational standards.
The Department’s Aviation fleet requires mandatory ongoing maintenance, repairs, parts, and major overhaul of engines, transmissions, and airframes every 3,000-3,500 hours of use, as required per manufacturer maintenance schedules. All vendors are qualified to perform these aircraft maintenance and repair services. Expenditures may vary per vendor and may exceed $200,000 per instance, depending on the type and frequency of repairs needed. Due to the scarcity of available parts and need for timely specialized services to support the safe operation of the Department’s Aviation fleet, these purchase orders help ensure the Department can procure these specialized goods and/or services when immediately required.
On June 26, 2018 (Item No. 64), the Board of Supervisors (Board) approved 19 purchase orders with qualified vendors through a non-competitive process for aircraft maintenance and repair services under SAP hierarchy Agreement No. 4400009034, for the period of July 1, 2018 through June 30, 2021, in an agreement amount of $3,500,000 annually, for a maximum of $10,500,000.
On May 18, 2021 (Item No. 78), the Board approved a two-year extension to the term of Agreement No. 4400009034, for a new total period of July 1, 2018, through June 30, 2023, increasing the aggregate amount from $10,500,000 to $17,500,000 ($3,500,000 annually) with the same 19 vendors, to allow sufficient time for the Department to seek new service contracts through a competitive Request for Proposals (RFP) process.
On November 16, 2021 (Item No. 64), the Board approved the addition of Executive Jet Maintenance, LLC to the list of aircraft maintenance and repair service vendors under Agreement No. 4400009034, increasing the number of vendors from 19 to 20, with no change to the aggregate Agreement amount or the term of July 1, 2018, through June 30, 2023, and no change to the maximum aggregate amount of $17,500,000.
On February 17, 2023, RFP No. SHR122-ADMSR-4642 was approved and released through San Bernardino County’s electronic Procurement Network (ePro) for the provision of aircraft maintenance, parts, and repair services; responses were due March 17, 2023. A total of 28 vendors were notified and only two responses were received. Due to the lack of responses, the Department was unable to request approval of new contracts.
On June 27, 2023 (Item No. 122), the Board authorized the County Purchasing Agent to issue purchase orders for aircraft maintenance, parts, and repair services, as needed, in an aggregate amount of $4,000,000 for the period of July 1, 2023, through December 31, 2024, to the 20 listed vendors under Agreement No. 4400009034.
On December 17, 2024 (Item No. 92), the Board authorized the County Purchasing Agent to issue non-competitive purchase orders, as needed, in an aggregate amount of $8,000,000, for the period of January 1, 2025, through June 30, 2028, for aircraft maintenance, parts, and repair services provided by 21 vendors. In the same action, the Board also approved non-financial General Terms and Conditions with Bell Textron, Inc., and authorized the Purchasing Agent to add or delete vendors as needed from the vendors listed in the agenda item, to meet the FAA’s safety and operational standards.
Approval of this item will increase the aggregate spending authority for those contracts from $8,000,000 to $9,800,000 and will authorize the County Purchasing Agent to issue non-competitive purchase orders, as needed, for aircraft maintenance, parts, and repair services provided by 21 vendors. Aging aircraft in the fixed wing fleet continue to see unexpected repairs because of their age. The patrol helicopter fleet is also nearing the end of its service life (11 years) and is starting to experience more expensive and unexpected repairs. In combination with the cost of repairs, since 2020, the cost of aviation parts has significantly increased due to factors like supply chain disruptions, inflation, rises in material costs, and limited market competition.
Approval of this item is necessary to allow the Department to continue to provide Aircraft Maintenance and Repair Services through June 30, 2025.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Grace B. Parsons, Deputy County Counsel, 387-5455) on March 5, 2025; Purchasing (Jason Cloninger, Lead Buyer, 387-0321) on March 6, 2025; Auditor-Controller/Treasurer/Tax Collector (Cherlene Huang, Auditor-Controller Manager, 382-7022); Finance (Erika Rodarte, Administrative Analyst, 387-4919) on March 10, 2025; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on March 11, 2025.