AGENDA STAFF REPORT

Agenda Item AGENDA STAFF REPORT ASR Control 19-000349
MEETING DATE:	06/25/19
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	All Districts
SUBMITTING Agency/Department:	Sheriff-Coroner (Approved)
Department contact person(s):	Jeff Hallock (714) 647-1804
	Ross Caouette (714) 647-1854

Subject: Approve Amendment Number One to Helistream Inc. Contract

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Consent Calendar

3 Votes Board Majority

Budgeted: N/A

Current Year Cost: N/A

Annual Cost: FY 2019-20 $17,083
FY 2020-21 $187,917

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

Prior Board Action: 6/27/2017 #10

RECOMMENDED ACTION(S):

Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number One to renew the Helistream Inc. contract for flight instructor and advanced flight training services for the period of August 1, 2019 through July 31, 2020, and increase the contract by $45,000, in the not to exceed amount of $205,000, for a revised cumulative contract total amount of $525,000, renewable for two additional one-year periods.

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 Aviation Support Unit, 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 Aviation Support Unit 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 Aviation Support Unit helicopter pilots must receive continuous training in order to maintain proficiency and comply with the Public Safety Aviation Accreditation Commission.

In March 2017, an Invitation for Bids was issued for flight instructor and advanced flight training services. One bid was received: Helistream Inc. The bid was evaluated and found to meet the County's needs. 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 period of August 1, 2017 through July 31, 2019, in the not to exceed amount of $320,000.

Contractor performance has been confirmed as at least satisfactory. The Department 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 requests approval to authorize the County Procurement Officer or authorized Deputy to execute Amendment Number One to renew the Helistream Inc. contract for flight instructor and advanced flight training services, for the period 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 is to accommodate the training of additional staff due to turnover. The Aviation Support unit 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. 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 2019-20 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-060-17011791
Attachment B - Redline Version of Contract
Attachment C - Contract Summary Form