HomeMy WebLinkAboutHeli-Mart - Approve Sole Source for purchase of aircraft par t� . V/L.ES : ,
Council/Agency Meeting Held: Z Id4lo
Deferred/Continued to:
, A r_ge ❑ Conr itio II y oved ❑ Denied y 's Sig ure
Council Meeting Date: 1/191 2010 Department ID Number: PD-10-001
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COU I MEMBERS
SUBMITTED BY: FRED A. WILSON, CITY ADMINISTR
PREPARED BY: KENNETH W. SMALL, CHIEF OF POL E
SUBJECT: Approve a Sole-Source request for the purchase of aircraft parts with
Heli-Mart, Inc.
Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s)
Statement of Issue: A waiver of the formal bidding requirement per Municipal Code
Section 3.02.080(b)(4), Sole-Source Goods and Services exemption, and approval to
purchase various aircraft parts from a Sole Source, namely Heli-Mart Inc. No one
purchase to exceed $30,000.00, however, total purchases with this vender could reach
$70,000.00 during the course of this Fiscal Year.
Funding Source: Funds in the amount of $289,975.00 were approved by Council as
part of the F/Y 09/10 Budget for aircraft maintenance and repairs, Account No.
10070208.64520. $70,000.00 would be encumbered into an Open Purchase Order
account to facilitate purchases for aircraft maintenance and repairs.
Recommended Action: Motion to:
1. Waive the formal bidding requirement per Municipal Code Section 3.02.080(b)(4),
Sole Source Goods and Services exemption; and
2. Authorize the use of Heli-Mart, Inc. as a Sole-Source for the purchase of aircraft
parts.
Alternative Action(s): Do not waive the formal bidding requirement and direct staff
accordingly.
REQUEST FOR CITY COUNCIL ACTION
MEETING DATE: 1/1 9/2 ft,,1016 DEPARTMENT ID NUMBER: PD-10-001
Analysis: The Federal Aviation Administration has designated the Huntington Beach
Police Department Air Support Unit as a Certified Repair Station (Limited). As such,
they are only allowed to do business with vendors who have been authorized by MD
Helicopters, Inc. to provide aircraft parts, service and support. Although there are
other vendors who are authorized to provide the same parts, services and support,
Heli-Mart Inc. is located in the City of Costa Mesa and is able to provide the goods and
services required without the delays attributed to shipping and without shipping or
delivery charges.
Strategic Plan Goal: Maintain and improve public safely.
Environmental Status: Not applicable.
Attachment(s):
. - Xumberb-
1. Sole-Source Justification
-2- 12/23/2009 11:33 AM
ATTACHMENT # 1
... CITY OF HUNTINGTON BEACH
Sole-Source Justification
(For use on all goods and services acquisitions.)
This justification document consists of two(2)pages. All information must be provided and all questions must be answered. The"Required
Approvals"section must include a date for each signature,as appropriate for the transaction.
Requesting -De artment Information.
Date: December 28, 2009
Requestor Name: Sgt. Ray Villescas Division Manager: Capt.W. Stuart
(Type names. Do not sign.)
Department: Police Department Head: Chief Kenneth W. Small
(Type names. Do not sign. Must be same as signature below.)
Department Contact Information
Contact Name: Sgt. Ray Villescas Street Address: 18401 Gothard St.
Huntington Beach, CA 92648
Telephone: 714 536-5997
Fax: 714 841-6747 Shipping Address: Same as above.
Cellular phone: 714 625-2853
Reguired Contact Information
Contractor/Supplier Name: Hell-Mart Inc.
Contractor/Supplier Address: 3184 Airway Ave, Bldg. E
Contractor/Supplier City/State/Zip: Costa Mesa, CA 92626
Original Contract Amount:* Amendment Amount:* (if applicable) New Contract Amount:
$NA $NA $NA
(*Includes original contract and previously (*Includes original contract and all amendments,
approved amendments) (*Current amendment only) including current amendment
Provide a brief description of the acquisition, including all goods and/or services the contractor willprovide:
Heli-Mart would provide aircraft parts and components to the Huntington Beach Police Department Air Support Unit.
Contract Type and Term ' -
Contract Type: Contract Term: What account number will be used to purchase?
Select One: ® Goods Begin: Business Unit: 10070208
❑ Service
❑ Goods&Services End: Object Code: 64520
Re'uired A royals
D artment Head ,C-eentral Services Manager D'rector of Finance De ty City Administrator
Approved ❑ Denied �Appr ❑ D ied �p�roved ❑ D ied pproved ❑ Denied
I �
Signature/Date ignature/D Signature/Dat Signature/Date
(Transactions exceeding$50,000
L/—°2 pt o
� must be approved by council
1
f
CITY OF HUNTINGTON BEACH
Sole Source Justification
(For use on all goods and services acquisitions.)
Complete responses must be provided for all of the following items.
A. THE GOOD/SERVICE REQUESTED IS RESTRICTED TO ONE SUPPLIER FOR THE REASONS STATED BELOW:
1. Why is the acquisition restricted to this goods/services/supplier?
(Explain why the acquisition cannot be competitively bid.)
The Federal Aviation Administration has designated the Huntington Beach Police Department Air Support
Unit as a Certified Repair Station (Limited). As such, we are only allowed to do business with vendors
who have been authorized by MD Helicopters, Inc. to provide aircraft parts,service and support.
Although there are other vendors who are authorized to provide the same parts, services and support,
Heli-Mart Inc. is located in the City of Costa Mesa and is able to provide the goods and services we
require without the delays attributed to shipping and without shipping or delivery charges.
2. Provide the background of events leading to this acquisition.
This Sole-Source Justification is being submitted in order to conform with City Charter Regulations
concerning purchase of goods over$30,000.00.
As part of the FY 09/10 Budget, Council approved $289,975.00 for Aircraft Maintenance and Repairs. A
portion of this money, $70,000.00,will be encumbered in an Open Purchase Order account with Heli-Mart
Inc. for the purchase aircraft parts thoughout the 09/10 Fiscal Year.
3. Describe the uniqueness of the acquisition (why was the good/service/supplier chosen?).
Heli-Mart Inc. has a long standing relationship with our Air Support Unit. They are authorized by MD
Helicopters, Inc.to provide parts, service and support to Repair Stations, such as ours. They are located
in the City of Costa Mesa, which in many cases, allows them to provide same day service to our unit.
Since they are located locally, they deliver parts without delivery or shipping charges, providing us with
some degree of cost savings. This relationship limits the amount of time our aircraft spend on the ground
for maintenance or repairs and provides a cost savings to the City.
4. What are the consequences of not purchasing the goods/services or contracting with the proposed
supplier?
In the event this Sole-Source requested is not approved,we would be forced to contact other authorized
vendors outside the immediate area. We would incur shipping and handling fees,which we currently do
not pay and thereby reduce the funds available to purchase additional parts. This would also create
delays associated with delivery and would result in aircraft being taken out of service for extended
periods of time. There would be no cost savings for the city and we could experience a decline in
services as a result of shipping delays.
5. What market research was conducted to substantiate no competition, including evaluation of other items
considered?
(Provide a narrative of your efforts to identify other similar or appropriate goods/services, including a summary of how the department
concluded that such alternatives are either inappropriate or unavailable, The names and addresses of suppliers contacted and the reasons
for not considering them must be included OR an explanation of why the survey or effort to identify other goods/services was not performed.)
2
CITY OF HUNTINGTON BEACH
Sole Source Justification
For use on all goods and services acquisitions.)
i ( 9
Since we are only authorized to aquire parts from Authorized Service Centers, our pool of potential
vendors is very limited. Currently, MD Helicopters, Inc. has identified 26 authorized service centers
throughout the continental United States and Hawaii. In utilizing any of these others vendor we would
immediately incur shipping and handling costs. Those costs would vary based on the location the items
were shipped from. Since we currently pay no shipping cost in our transactions with Heli-Mart Inc.,these
new costs could have a significant impact on our current Budget.
B. PRICE ANALYSIS
1. How was the price offered determined to be fair and reasonable?
(Explain what the basis was for comparison and include cost analyses as applicable.)
The alternative to using Heli-Mart Inc.would be to seek out authorized vendors with whom we have no
long standing business relationship and from whom we would incur additional shipping costs and
shipping delays.
2. Describe any cost savings realized or costs avoided by acquiring the goods/services from this supplier.
We would experience cost savings in two ways; first, as an authorized service center Heli-Mart Inc. has a
relationship with MD Helicopters, Inc.which allows them to obtain parts at or in some cases, below
manufacturer cost. The second area of cost savings would come in the form of no shipping or delivery
costs.
Remit completed form to: City of Huntington Beach-Central Services Division
2000 Main Street,Huntington Beach,CA 92648-2702
3
RCA ROUTING SHEEP
INITIATING DEPARTMENT: Police
SUBJECT: Sole-Source Justification
COUNCIL MEETING DATE: January 19, 2eNcRD/a
A RCi4; ATTACHMENTS STATUS;
Ordinance (w/exhibits & legislative draft if applicable) Attached ❑
Not Applicable
Resolution (w/exhibits & legislative draft if applicable) Attached ❑
Not Applicable
Tract Map, Location Map and/or other Exhibits Attached ❑
Not Appl!cable
Contract/Agreement (w/exhibits if applicable) Attached ❑
(Signed in full by the City Attorne ) Not Applicable
Subleases, Third Party Agreements, etc. Attached ❑
(Approved as to form by City Attorney) Not Applicable
Certificates of Insurance (Approved by the City Attorney) Attached ❑
Not Applicable
Fiscal Impact Statement (Unbudgeted, over $5,000) Attached ❑
Not Ap l!cable
Bonds (If applicable) Attached
icable El
Staff Report (If applicable) AttachNot Applicable
Commission, Board or Committee Report (If applicable) Attached ❑
Not Appl!cable
Findings/Conditions for Approval and/or Denial Attached ❑
Not Applicable
EXPLANATION FOR IVIISSING ATTACHMENTS :.
N.A.
REVLEW f ® RETURNED FOR. A DED
Administrative Staff ) )
Deputy City Administrator Ini ial IS
City Administrator Initial
City Clerk of H 7ION ( )
EXPLANATION FOR RETUR is
(Below Space �FOr City Cler Use, Only
RCA Author: R.Villescas