Agenda Item AGENDA STAFF REPORT ASR Control 25-000299
MEETING DATE:	04/22/25
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	5
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Cory Martino (714) 647-1817
	Ed Manhart (949) 557-7002

Subject: Approve Amendment Number Two to Helistream Inc. Contract

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: N/A

Current Year Cost: N/A

Annual Cost: FY 2025-26 $375,178
FY 2026-27 $34,822

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: 4/11/2023 #12, 7/19/2022 #9

RECOMMENDED ACTION(S):

Authorize the County Procurement Officer or Deputized designee to execute Amendment Number Two to the Helistream Inc. contract for helicopter flight instructor services and advanced flight training effective August 1, 2025, through July 31, 2026, in a not to exceed amount of $410,000, for a new cumulative amount of $1,640,000, renewable for one additional one-year term.

SUMMARY:

Approval of Amendment Number Two to renew 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 Inc. (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.

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

Board of Supervisors (Board) Approved

Amendment

Number or

Contract

Contract Term

Contract

Amount

Comments

7/19/22

Contract

8/1/22 - 7/31/25

$1.230 million

Board approved a new contract.

4/11/23

One

8/1/22 - 7/31/25

Board approved amendment number one to increase pricing and compensation with no increase to the total contract amount.

Sheriff now requests Board approval of Amendment Number Two to renew the original contract for a one-year term of August 1, 2025, through July 31, 2026, in the not to exceed amount of $410,000, for a new cumulative amount of $1.640 million as noted in the Recommended Action. This contract does not currently include subcontractors or pass through to other providers. See Attachment B for the Contract Summary Form.

Contractor performance has been confirmed as 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 Sheriff has conducted a due diligence check required by the revised 2024 Contract Policy Manual. The Orange County Preference Policy is not applicable to this contract renewal.

FINANCIAL IMPACT:

Appropriations for this contract are included in the Sheriff-Coroner's FY 2025-26 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 Two to Contract MA-060-22011404
Attachment B - Contract Summary Form