TITLE
Recommendation to adopt Specifications No. ITB FM-23-198 and award a contract to Standard Aero Limited, of Winnipeg, Canada, for providing helicopter engine overhaul services for two Turbomeca Arriel 1D1 engines installed in the City of Long Beach’s two 2003 Eurocopter AS350 B-2 helicopters, in an amount of $1,372,344, and authorize a 15 percent contingency of $205,852, for a total amount not to exceed $1,578,196, inclusive of taxes and fees, for a period of 12 months; and, authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary subsequent amendments. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Standard Aero Limited to provide engine overhaul for the City of Long Beach’s (City) two 2003 Eurocopter AS350 B-2 helicopters. These mandatory overhaul services are required by the Federal Aviation Administration, CFR Title 14, after 3,600 hours of engine flight time is logged. The main engines in both helicopters are scheduled for this service during Fiscal Years 2023 and 2024. A contingency is being added to allow for unanticipated but possible work or cost increases that may arise once the engines undergo a thorough inspection after removal from the aircraft. The costs for the engine overhaul will be covered under the Urban Area Security Initiative (UASI) 2021 grant funds in the Police Department.
The City Council originally authorized the acquisition of the two AS350B-2 Eurocopter helicopters from the Los Angeles County Sheriff’s Department in February 2011. These two units replaced older EC130 units. The helicopter fleet is currently logging approximately 20 hours of flight time per week and is specially equipped and outfitted to maximize the units’ mission capabilities and effectiveness. The proposed scheduled engine overhauls will enable the Police Department to continue its full response capabilities.
The bid was advertised in the Long Beach Press-Telegram on November 16, 2022, and three potential bidders specializing in transportation, automotive parts, and services were notified of the bid opportunity. Of those bidders, two downloaded the bid via the City’s electronic bid system. The bid document was made available from the Purchasing Division, located on the sixth floor of City Hall, and the Division’s website at www.longbeach.gov/purchasing <http://www.longbeach.gov/purchasing>. A bid announcement was also included in the Purchasing Division’s weekly update of Open Bid Opportunities, which is sent to 42 local, minority-owned, and women-owned business groups. There were two bids received on December 12, 2022. Of those bidders, none were Minority-owned Business Enterprises (MBEs), one was a Women-owned Business Enterprise (WBE), none were certified Small Business Enterprises (SBEs), and none were Long Beach vendors (Local).
Standard Aero Limited, of Winnipeg, Canada (not a MBE, WBE, SBE or Local), was the lowest responsible bidder.
Local Business Outreach
To align with the City’s outreach goal, Long Beach businesses are encouraged to submit bids for City contracts. The Purchasing Division also assists businesses with registering on the Long Beach Buys database to download bid specifications. Through outreach, one Long Beach vendor was notified to submit a bid, of which none downloaded or submitted a bid. The Purchasing Division is committed to continuing to perform outreach to local vendors to expand the bidder pool.
This matter was reviewed by Deputy City Attorney Anita Lakhani on January 26, 2023, Purchasing Agent Michelle Wilson on January 19, 2023, and by Revenue Management Officer Geraldine Alejo on January 27, 2023.
SUSTAINABILITY
The engine rebuild specification is in full compliance with Federal Aviation Administration requirements.
TIMING CONSIDERATIONS
City Council action to adopt Specifications No. ITB FM-23-198 and award a contract concurrently is requested on February 14, 2023, to ensure the contract is in place expeditiously. Failure to execute this contract in a timely manner could possibly result in the forfeiture of grant funds.
FISCAL IMPACT
The total contract amount will not exceed $1,578,196 inclusive of a 15 percent contingency, taxes, and fees. The contract cost is budgeted in the General Grants Fund Group in the Police Department, offset by UASI 21 grant funding. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
KEVIN RIPER
DIRECTOR OF FINANCIAL MANAGEMENT
WALLY HEBEISH
CHIEF OF POLICE
APPROVED:
THOMAS B. MODICA
CITY MANAGER