Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  22-000584

 

MEETING DATE:

07/19/22

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 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: $375,833

Annual Cost: FY 2023-24 $410,000
FY 2024-25 $410,000
FY 2025-26 $34,167

 

 

 

    Staffing Impact:

No

# 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

 

 

    Prior Board Action: 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 the Helistream Inc contract for helicopter flight instructor services and advanced flight training for the term of August 1, 2022, through July 31, 2025, in the not to exceed amount of $1,230,000.

 

 

 

SUMMARY:

 

Approval of 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.  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 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

 

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. This contract is submitted for Board approval less than 30 days prior to the effective date due to need for addition of emergency procedures training and lengthy contract negotiations. The Orange County Preference Policy is not applicable to this contract award. The awarded bidder is not registered as a small and local business and was the only bidder.

 

Sheriff now requests Board approval to authorize the County Procurement Officer or Deputized designee to the Helistream Inc contract for flight instructor and advanced flight training services, for the term of August 1, 2022, through July 31, 2025, in the not to exceed amount of $1,230,000. Adding emergency procedures training as well as the escalating fuel costs resulted in the stated increase of $196,225. 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 2022-23 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 - Contract MA-060-22011404
Attachment B - Contract Summary Form