REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 19, 2023
FROM
SHANNON D. DICUS, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Contract with Hangar One Avionics, Inc. for a Helicopter
End
RECOMMENDATION(S)
Recommendation
1. Approve Contract with Hangar One Avionics, Inc. for the provision of one new Subaru Bell 412EPX IFR helicopter, warranty, and associated training, in the amount of $19,003,783, for the period of December 20, 2023 through December 19, 2024.
2. Authorize the Auditor-Controller/Treasurer/Tax Collector to post adjustments to the Sheriff/Coroner/Public Administrator’s 2023-24 budget, as detailed in the Financial Impact section (Four votes required).
(Presenter: Ernie Perez, Deputy Chief, 387-3760)
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 result in the use of additional Discretionary General Funding (Net County Cost). As part of the 2023-24 Recommended Budget (June 13, 2023, Item No. 99) the Board of Supervisors (Board) approved the use of $17,000,000 from the County Asset Replacement Reserve to fund the purchase of one helicopter for the Sheriff/Coroner/Public Administrator (Department). As a result of the bid for the helicopter coming in higher than anticipated, the Department is requesting the use of an additional $2,003,783 from the County Asset Replacement Reserve.
The Department requests the Auditor-Controller/Treasurer/Tax Collector post the net adjustments to the 2023-24 budget, as detailed below:
|
Cost Center |
Commitment Item/GL |
Description |
Action |
Amount |
|
4430001000 |
54504050 |
Vehicles |
Increase |
$2,003,783 |
|
1000 |
37008200 |
Fund Balance-Committed - Asset Replacement |
Decrease |
$2,003,783 |
BACKGROUND INFORMATION
The Department provides law enforcement services in the unincorporated areas of the County, to 14 contract cities, and one Indian Tribe; at the same time, it operates a Detentions and Corrections Bureau with over 79,000 annual bookings and an Average Daily Population of 6,126 inmates. In support of these services, the Department’s Aviation Division utilizes a fleet of aircraft to provide narcotics surveillance, personnel/cargo transport, airborne photography, search and rescue operations, wild land fire suppression, emergency medical transportation services, and general law enforcement support.
Approval of Recommendation No. 1 will approve a contract with Hangar One Avionics, Inc. (Hangar One) for the provision of one new Subaru Bell 412EPX IFR (Helicopter), warranty, and associated training, for the period of December 20, 2023 through December 19, 2024. The contract term length will provide an adequate timeframe for the Helicopter to be manufactured, customized, and delivered to the Department, and for Department Aviation Mechanics and pilots to be trained in the required courses to maintain and operate the aircraft.
Approval of Recommendation No. 2 will authorize the Auditor-Controller/Treasurer/Tax Collector to post the necessary budget adjustments and transfer funds from the County Asset Replacement Reserve to the Department to fund the contract and associated costs.
PROCUREMENT
On October 4, 2023, Request for Proposal (RFP) No. SHR124-ADMSR-5042 was approved and released through the County’s electronic Procurement Network (ePro) for the provision of a new Helicopter. The RFP was posted for 27 days, and 39 registered vendors were contacted via email notifications; Hangar One, located in Carlsbad, California, was the only respondent.
An evaluation committee consisting of representatives from the Department’s Aviation Division evaluated the proposal. The evaluation was based upon the Proposer’s qualifications, experience, product specifications, references, and proposed cost. As a result, the Committee selected Hangar One for contract award, having demonstrated the ability to meet the needs of the County. No protests or appeals were received. Either party may terminate the contract upon 30-days advanced written notice.
County Policy 11-04 requires departments to seek Board approval when contracting for competitive and non-competitive purchases of goods and services in excess of $200,000 during a single annual period.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Grace B. Parsons, Deputy County Counsel, 387-5455) on November 20, 2023; Purchasing (Michael Candelaria, Lead Buyer, 387-0321) on November 20, 2023; Auditor-Controller/Treasurer/Tax Collector (Vanessa Doyle, Deputy Chief Controller, 382-7022) on November 20, 2023; Finance (Erika Rodarte, Administrative Analyst, 387-4919) on November 27, 2023; and County Finance and Administration (Robert Saldana, Deputy Executive Officer, 387-5423) on December 4, 2023.