REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 27, 2023
FROM
SHANNON D. DICUS, Sheriff/Coroner/Public Administrator
SUBJECT
Title
Purchase Orders for Aircraft Maintenance and Repair Services
End
RECOMMENDATION(S)
Recommendation
Authorize the Purchasing Agent to issue purchase orders, as needed, in an aggregate amount of $4,000,000, for the period of July 1, 2023 through December 31, 2024, for aircraft maintenance, parts and repair services provided by the following 20 vendors:
1. ABLE Aerospace Services, Mesa, AZ
2. Aero Dynamix, Inc., Euless, TX
3. Airbus, Inc., Grand Prairie, TX
4. Airbus Helicopter, Inc., Grand Prairie, TX
5. Boeing Distribution, Dallas, TX
6. Bills Air Center, Inc., Santa Monica, CA
7. Executive Jet Maintenance, LLC; San Bernardino, CA
8. Frederick Aero Development, Murrieta, CA
9. Hangar One Avionics, Carlsbad, CA
10. Helimart, Costa Mesa, CA
11. International Aviation Composites, Haslet, TX
12. Mint Turbines, LLC, Stroud, OK
13. Rotorcraft Support Inc., Van Nuys, CA
14. Safran Helicopter Engines USA, Inc., Grand Prairie, TX
15. Spectrolab, Inc., Sylmar, CA
16. Thales Avionics, Inc., Piscataway, NJ
17. Trace Aviation, Jackson, MS
18. UTC Aerospace Systems (Goodrich Corporation), Brea, CA
19. Vislink Integrated Microwave Technology, LLC, Hackettstown, NJ
20. Wescam, Inc., Ontario, Canada
(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 not result in the use of additional Discretionary General Funding (Net County Cost). The Sheriff/Coroner/Public Administrator (Department) does not encumber these purchase order(s) and is therefore required to re-establish budget authority of $2,000,000 each for 2023-24 and 2023-24, to provide sufficient budget authority should a repair exceeding $1,000,000 occur. Annual appropriation of $2,000,000 will be included in the Department’s 2023-24 recommended budget (4430001000) and will be included in future recommended budgets.
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 Federal Aviation Administration (FAA) safety and operational standards.
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 hierarchy Agreement No. 4400009034, for the period of July 1, 2018 through June 30, 2021, in an aggregate amount of $3,500,000 annually, for a maximum of $10,500,000 as listed below:
|
Vendor |
Location |
|
ABLE Aerospace Services |
Mesa, AZ |
|
Aero Dynamix, Inc. |
Euless, TX |
|
Airbus, Inc. |
Grand Prairie, TX |
|
Airbus Helicopter, Inc. |
Grand Prairie, TX |
|
Boeing Distribution |
Dallas, TX |
|
Bills Air Center, Inc. |
Santa Monica, CA |
|
Frederick Aero Development |
Murrieta, CA |
|
Hangar One Avionics |
Carlsbad, CA |
|
Helimart |
Costa Mesa, CA |
|
International Aviation Composites |
Haslet, TX |
|
Mint Turbines, LLC |
Stroud, OK |
|
Rotorcraft Support Inc. |
Van Nuys, CA |
|
Safran Helicopter Engines USA, Inc. |
Grand Prairie, TX |
|
Spectrolab, Inc. |
Sylmar, CA |
|
Thales Avionics, Inc. |
Piscataway, NJ |
|
Trace Aviation |
Jackson, MS |
|
UTC Aerospace Systems (Goodrich Corporation) |
Brea, CA |
|
Vislink Integrated Microwave Technology, LLC |
Hackettstown, NJ |
|
Wescam, Inc. |
Ontario, Canada |
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.
Based on the lack of response to the recent RFP, the need to ensure adequate time to solicit additional vendors for these services, and to continue to procure parts to maintain and repair the aircrafts, the Department recommends approval of the Recommendation for the period of July 1, 2023 through December 31, 2024, as needed.
PROCUREMENT
The Department’s aircraft require 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.
Approval of this item will give the Department sufficient time to evaluate and release a Request for Qualifications (RFQ) to produce a pool of qualified service providers and seek the necessary approvals to enter into non-exclusive agreements that will include fixed rate labor and parts pricing, separated by specialized repair, location and expertise. The Purchasing Department concurs that additional time is necessary to properly complete a successful competitive RFQ.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Richard D. Luczak, Deputy County Counsel, 387-5455) on June 12, 2023; Purchasing (Michelle Churchill, Supervising Buyer, 387-2060) on June 12, 2023; Finance (Erika Rodarte, Administrative Analyst, 387-0294) on June 12, 2023; and County Finance and Administration (Robert Saldana, Deputy Executive Officer, 387-5423) on June 15, 2023.