Agenda Item AGENDA STAFF REPORT ASR Control 23-000104
MEETING DATE:	04/11/23
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	5
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Andrew Stephens (714) 647-1833
	Ed Manhart (949) 557-7002

Subject: Approve Amendment Number One to Helistream Inc Contract

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: N/A

Annual Cost: N/A

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: State: 92% (Proposition 172), Other: 8% (Contract Cities)	County Audit in last 3 years: No
Levine Act Review Completed: Yes

Prior Board Action: 7/19/2022 #9, 6/22/2021 #21, 6/25/2019 #8, 6/27/2017 #10

RECOMMENDED ACTION(S):

Authorize the County Procurement Officer or Deputized designee to execute Amendment Number One to the Helistream Inc contract effective upon Board approval through July 31, 2025, to increase the pricing on the Compensation and Pricing provision for helicopter flight instructor services and advanced flight training, due to an increase in fuel costs, without increasing the original contract amount of $1,230,000.

SUMMARY:

Approval of Amendment Number One to the Helistream Inc contract will allow the Sheriff-Coroner Department to continue to provide needed flight instructor and advanced flight training services to maintain continual training for current helicopter pilots and to train additional helicopter pilots.

BACKGROUND INFORMATION:

The Sheriff-Coroner Department (Sheriff), through its Air Support Bureau, provides airborne law enforcement services for the County of Orange (County). In addition to regular patrol functions, the helicopters are used for firefighting support, search and rescue operations in the Cleveland National Forest and off the Pacific Coast and swift water rescues. The Air Support Bureau is also the lead airborne law enforcement resource for the County in support of disaster relief and homeland security, providing airborne support and assistance to areas within Sheriff's jurisdiction, plus other federal, state, county and city entities during mutual aid situations, including transport of emergency personnel and handling official business in support of County goals and objectives. Sheriff’s helicopter pilots participate in joint operations with the Orange County Fire Authority and provide contracted services to the City of Santa Ana. In order to provide these services, the Air Support Bureau helicopter pilots must receive continuous training in order to maintain proficiency and comply with the Public Safety Aviation Accreditation Commission.

The Board approved this contract with Helistream on July 19, 2022. That contract states that there will be no price increases during the first year of the contract. The Contractor also agreed that the compensation as specified in the contract was full payment for all services and materials, including reasonably unforeseen difficulties which may arise or be encounter in the execution of the contract. Helistream is requesting to change the fees and charges during the first year of the contract based on the increase in fuel costs. The original contract price will remain the same.

The table below details the contract history with Helistream Inc for flight instructor and advanced flight training:

Board of Supervisors (Board) Approved	Amendment Number or Contract	Contract Term	Contract Amount	Comments
6/27/17	Contract	8/1/17 - 7/31/19	$320,000	New contract
6/25/19	1	8/1/19 - 7/31/20	$205,000	Renewed and increased contract. The increase was needed to train additional staff due to turnover.
n/a	2	8/1/20 - 7/31/21	$205,000	New contract approved administratively by the County Procurement Office (CPO) based on the delegated authority granted by the Board as reflected in the County's Contract Policy Manual, Section 3.3
6/22/21	3	8/1/21 - 7/31/22	$205,000	Renewed contract
7/19/22	Contract	8/1/22 - 7/31/25	$1.230 million	New contract

Contractor performance has been confirmed as at least satisfactory. Sheriff has verified that there are no concerns that must be addressed with respect to contractor's ownership/name, litigation status or conflicts with County interests. The Orange County Preference Policy is not applicable to this contract amendment.

Sheriff now requests Board approval of Amendment Number One to increase the pricing on the, Compensation and Pricing provision of the original contract. The increase is impacting the cost of the flight training hourly rate due to an increase in fuel costs. The hourly rates increased as follows: Robinson R22 increased from $435 to $453, Robinson R44 increased from $705 to $735, Airbus AS350 B2 increased from $2,565 to $2,655, Airbus AS350 B3 increased from $2,665 to $2,755 and Bell UH-1 increased from $3,715 to $3,895. The not to exceed amount of $1.230 million of the original contract shall not be increased. This contract does not currently include subcontractors or pass through to other providers. See Attachment C for the Contract Summary Form.

FINANCIAL IMPACT:

Appropriations for this contract are included in the Sheriff-Coroner's FY 2023-24 Budget for Budget Control 060, and will be included in the budgeting process for future years. This contract contains language allowing the Sheriff-Coroner Department to terminate the contract or reduce the level of services without penalty with cause or without cause in the event that funding is reduced and/or not available to continue funding the contract.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Amendment Number One to Contract MA-060-22011404
Attachment B - Redline of Original Contract
Attachment C - Contract Summary Form