DATE: April 27, 2021
TO: Board of Supervisors
SUBMITTED BY: Margaret Mims, Sheriff-Coroner-Public Administrator
SUBJECT: Agreement with DFC, Inc., dba Advanced Helicopter Services for Aircraft Maintenance Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with DFC, Inc., dba Advanced Helicopter Services, for aircraft maintenance services for the Sheriff’s Office aircrafts consisting of two MD500E, one MD530F helicopters and one Cessna T206H airplane, effective August 1, 2021 through July 31, 2026 not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $4,000,000.
REPORT
There is no increase in Net County Cost associated with the recommended action. On January 15, 2021 the County of Fresno Purchasing Division issued a Request for Quotation (RFQ) which solicited proposals to provide aircraft maintenance for the Sheriff’s Office Air Support Unit located at the Fresno Yosemite International Airport. The Air Support Unit currently operates two MD500E, one MD530F helicopters and one Cessna T206H airplane. DFC, Inc., dba Advanced Helicopter Services (AHS), is the recommended vendor to provide aircraft maintenance to the Sheriff’s Air Support Unit because it was the only vendor that submitted a bid to the RFQ. This item is countywide.
ALTERNATIVE ACTION(S):
There are no viable alternative actions. AHS was the only vendor that submitted a bid to this RFQ. If the recommended action is not approved, the Sheriff’s Air Support Unit would not be able to obtain an aircraft maintenance services agreement with AHS.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The Agreement is in the amount of $4,000,000. Funding for this Agreement is included in the Sheriff-Coroner-Public Administrator’s FY 2020-21 Adopted Budget for Org 3111 and will be included in future requested budgets.
DISCUSSION:
On August 9, 2016, your Board approved Agreement No. 16-482 with Advanced Helicopter Services to provide maintenance services for the Sheriff’s Air Support Unit existing two MD500E helicopters and one Cessna T206H airplane. The term of this agreement was made effective August 9, 2016 through July 31, 2021.
To provide for continued aircraft maintenance services, RFQ No. 21-026 was released on January 15, 2021, by the Purchasing Division of the Internal Services Department, and on February 11, 2021 Advanced Helicopter Services was the only vendor that submitted a proposal to this RFQ. Since there were no other vendors who submitted a proposal to this RFQ, the Sheriff’s Office made a recommendation to the Purchasing Division of the Internal Services Department on February 24, 2021 to award AHS this aircraft maintenance services agreement.
Under the recommended agreement, AHS will provide two mechanics on site Monday through Friday 8:00 a.m. to 5:00 p.m. for full aviation management and aircraft maintenance services for the Sheriff’s Office Air Support Unit’s two MD500E, one MD530F helicopters and one Cessna T206H airplane at a flat rate charge of $29,440 per month for a total of $353,280 per year. Authorized additional mechanic(s), overtime hours exceeding eight hours per day and any weekends or holiday hours will be compensated at $115 per hour. A minimum of two hours will be charged for any mechanic call out, other than the normal scheduled days and hours. In addition to the maintenance services fees, the Sheriff’s Office Air Support Unit is also expected to expend an estimated amount of $446,720 per year for additional services and replacement parts for four aircrafts. The maximum compensation in the recommended Agreement is $4,000,000.
It should be noted that after July 31, 2021 the Sheriff’s Air Support Unit will not have an active agreement for aircraft maintenance services. The Sheriff’s Air Support Unit needs to continue with an on-going agreement to provide these necessary services beginning August 1, 2021.
REFERENCE MATERIAL:
BAI #28, August 9, 2016
BAI #27, July 15, 2014
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with Advanced Helicopter Services
CAO ANALYST:
Yussel Zalapa