REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
May 18, 2021
FROM
JOHN McMAHON, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Extension of Contracts for Aircraft Maintenance and Repair Service
End
RECOMMENDATION(S)
Recommendation
Authorize the Purchasing Agent to increase the total aggregate amount of SAP Contract No. 4400009034 from $10,500,000 to a new not to exceed amount of $17,500,000, for aircraft maintenance and repair services for the 19 vendors listed in the Background Information Section, stated herein, and extend the contract term by two years for a new total contract period of July 1, 2018 through June 30, 2023, allowing for some services or repairs to exceed $200,000 annually, per vendor.
(Presenter: John Ades, Captain, 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). Annual appropriation of $3.5 million to fund aircraft maintenance and repair services has been included in the Sheriff/Coroner/Public Administrator’s (Department) budget since 2018-19. Appropriation of $1,741,800 will be included in the 2021-22 recommended budget (4430001000), with the remaining appropriation of $1,758,200 to be funded with Federal Asset Forfeiture revenue, which will be included in a 2021-22 quarterly countywide budget report presented to the Board of Supervisors (Board) for approval, if necessary. The department has spent approximately $3,667,582 to date for contracted aircraft maintenance and repair services. As these funds are not encumbered, the department re-establishes budget authority of $3.5 million each year to provide sufficient funding should a repair exceeding $1.0 million occur. Appropriation of $3.5 million will be included in the 2022-23 recommended budget.
BACKGROUND INFORMATION
The Department maintains a fleet of various aircraft for patrol, surveillance, search and rescue, firefighting, and transportation services. These aircrafts require routine and emergency maintenance, and periodic engine overhauls to meet Federal Aviation Administration (FAA) safety and operational standards. To improve operational efficiencies and meet specific maintenance requirements and/or proprietary rights for the Department’s helicopters and other aircraft, the Department recommends vendors previously awarded under hierarchy SAP Contract No. 4400009034 to continue providing aircraft maintenance and repair services through June 30, 2023, as listed below:
|
SAP Contract No. |
Vendor |
Location |
|
4400009033 |
ABLE Aerospace Services |
Meza, AZ |
|
4400009036 |
Aero Dynamix, Inc. |
Euless, TX |
|
4400009052 |
Airbus, Inc. |
Grand Prairie, TX |
|
4400009038 |
Airbus Helicopter, Inc. |
Grand Prairie, TX |
|
4400009039 |
Boeing Distribution |
Dallas, TX |
|
4400009040 |
Bills Air Center, Inc. |
Santa Monica, CA |
|
4400009041 |
Frederick Aero Development |
Murrieta, CA |
|
4400009042 |
Hangar One Avionics |
Carlsbad, CA |
|
4400009043 |
Helimart |
Costa Mesa, CA |
|
4400009044 |
International Aviation Composites |
Haslet, TX |
|
4400009045 |
Mint Turbines, LLC |
Stroud, OK |
|
4400009046 |
Rotorcraft Support Inc. |
Van Nuys, CA |
|
4400009047 |
Safran Helicopter Engines USA, Inc. |
Grand Prairie, TX |
|
4400009048 |
Spectrolab, Inc. |
Sylmar, CA |
|
4400009049 |
Thales Avionics, Inc. |
Piscataway, NJ |
|
4400009050 |
Trace Aviation |
Jackson, MS |
|
4400009051 |
UTC Aerospace Systems (Goodrich Corporation) |
Brea, CA |
|
4400012094 |
Vislink Integrated Microwave Technology, LLC |
Hackettstown, NJ |
|
4400009053 |
Wescam, Inc. |
Ontario, Canada |
Expenditures may vary per vendor and may exceed $200,000 per instance, depending on the type and frequency of repairs needed for the aircraft. In addition to providing the required ongoing maintenance, repairs, and parts for patrol helicopter components, these vendors also perform major overhauls of aircraft engines, transmissions, and airframes every 3,000-3,500 hours of use, as required per manufacturer maintenance schedules. All vendors are qualified to provide aircraft maintenance and repair services.
PROCUREMENT
On June 26, 2018 (Item No. 64), the Board approved 19 contracts to qualified vendors for aircraft maintenance and repair services under hierarchy SAP Contract No. 4400009034, for the period of July 1, 2018 through June 30, 2021, through a non-competitive process. The Department recommends extending the contracts, under the hierarchy contract, effective July 1, 2021 through June 30, 2023, for a total of five years. Due to the COVID-19 pandemic, the Department has experienced, and continues to experience, staffing shortages resulting in delays in the procurement process. Approval of this item will allow for uninterrupted aircraft maintenance and repair services while the Department seeks a new contract through a competitive request for proposals (RFP) process. Purchasing concurs with the recommendation as additional time is needed to properly complete a competitive RFP process.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Richard D. Luczak, Deputy County Counsel, 387-5455) on April 19, 2021; Purchasing (Michael Candelaria, Lead Buyer, 387-2060) on April 19, 2021; Finance (Carolina Mendoza, Administrative Analyst, 387-0294) on April 29, 2021; and County Finance and Administration (Kelly Welty, Deputy Executive Officer, 387-5423) on April 30, 2021.