Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  21-000354

 

MEETING DATE:

06/22/21

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Sheriff-Coroner   (Approved)

Department contact person(s):

Ken Burmood (714) 647-1804 

 

 

Mike Peters (714) 647-1854

 

 

Subject:  Renewal Amendment Number Three 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 2021-22 $187,917
FY 2022-23 $17,083

 

 

 

    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: 6/25/2019 #8, 6/27/2017 #10

 

RECOMMENDED ACTION(S):

 

Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Three to renew the Helistream Inc. contract for flight instructor and advanced flight training services for the term of August 1, 2021, through July 31, 2022, in the not to exceed amount of $205,000, for a revised cumulative contract total amount of $935,000.

 

 

 

 

SUMMARY:

 

Approval of Amendment Number Three 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.  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.

 

On June 27, 2017, the Board of Supervisors (Board) approved a contract with Helistream Inc. for flight instructor and advanced flight training services, for the term of August 1, 2017, through July 31, 2019, in the not to exceed amount of $320,000.

 

On June 25, 2019, the Board approved Amendment Number One to renew the Helistream Inc. contract for flight instructor and advanced flight training services, for the term of August 1, 2019, through July 31, 2020, and increase the contract by $45,000, in the not to exceed amount of $205,000.  The proposed increase of $45,000 was to accommodate the training of additional staff due to turnover.  The Air Support Bureau requires two members of the unit to receive initial pilot training, instead of one that was previously required.  Additionally, the Aviation Support unit has more reserve pilots requiring emergency procedure training.  Amendment Number Two was approved administratively on June 10, 2020, by the Deputy Purchasing Agent based on the delegated authority granted by the Board as reflected in the Resolution of the Board Authorizing Emergency Contracting Authority dated March 26, 2020, for the term of August 1, 2020, through July 31, 2021, in an amount not to exceed $205,000.

 

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. 

 

Sheriff now requests Board approval to authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Three to renew the Helistream Inc. contract for flight instructor and advanced flight training services, for the term of August 1, 2021, through July 31, 2022, in the not to exceed amount of $205,000, for a cumulative total contract amount not to exceed $935,000.  This contract does not currently include subcontractors or pass through to other providers.  Prior to contract expiration, Sheriff plans to issue a solicitation to continue services.  See Attachment C for the Contract Summary Form.

 

 

 

FINANCIAL IMPACT:

 

Appropriations for this contract are included in the Sheriff-Coroner's FY 2021-22 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 Three to Contract MA-060-17011791
Attachment B - Redline Version of Prior Amendment
Attachment C - Contract Summary Form