STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: September 23, 2020
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize (1) a six-year service price agreement for helicopter engine maintenance and parts for the Police Department’s Helicopter Unit in an estimated amount of $1,115,498.40 - Uniflight, LLC, lowest responsible bidder of two; and (2) the ratification of the City Manager’s purchase of a helicopter engine maintenance overhaul with Uniflight, LLC in an amount not to exceed $201,551.00 - Total estimated amount of $1,317,049.40 - Financing: General Fund
Body
BACKGROUND
This action does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement.
This service price agreement will provide for helicopter engine maintenance and parts for the Police Department's Helicopter Unit. The helicopter unit flies approximately 2,100 hours a year spread over the two helicopters owned by the City. Both helicopters are 2006 Bell 206’s that were delivered in 2007. In recent years the unit has increased the amount of flying. In 2019, the unit responded to 7,539 service calls, more calls than any time in the last decade. In just the first six months of 2020, the unit has responded to 4,450 calls, assisted with 420 arrests, recovered 137 stolen vehicles, participated in 41 vehicle pursuits, all while maintaining an average response time of approximately three minutes. As a result of accumulated flight hours, each helicopter requires scheduled maintenance to ensure safe operations and to meet compliance with the Federal Aviation Administration.
The helicopter unit operates 24 hours a day, 7 days a week, and has been in operation for over 50 years providing an aerial vantage in response to emergency calls. The crew is made up of police officers trained to assist officers on the ground accomplish their missions in a safe manner. The helicopter unit responds primarily to police calls, but also assists the Fire-Rescue Department, code enforcement, and City marshals. Frequently, the unit is first to respond to emergency calls and is able to provide advanced situational information to ground units also responding. Additionally, the helicopter unit is able to provide efficiencies by eliminating some calls through aerial observation, allowing ground patrol units to focus on other calls.
The ratification amount of this agenda item is the result of an unanticipated major engine overhaul for one of the two helicopter units. This engine experienced a significant breakdown of major internal components that rendered the unit unsafe to operate. The repairs of which exhausted the remaining funds in the existing contract more quickly than anticipated.
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors. Additionally, in an effort to secure more competition, the Office of Business Diversity sent notifications to chambers of commerce and advocacy groups to ensure maximum vendor outreach.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The current calculated living wage during the solicitation process of this contract is $11.71; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On December 9, 2009, City Council authorized a four-year service contract for helicopter parts, maintenance and service repairs for the Dallas Police Department’s Helicopter Unit with Uniflight, LLC, AeroMaritime America, Inc., Standard Aero Limited, Radio Masters, Inc., and Masco Service Corp. by Resolution No. 09-2930.
FISCAL INFORMATION
|
Fund |
FY 2020 |
FY 2021 |
Future Years |
|
General Fund |
$275,722.81 |
$520,663.29 |
$520,663.30 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Plan adopted on October 22, 2008, by Resolution No. 08-2826, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$1,317,049.40 |
Other Services |
N/A |
N/A |
N/A |
|
• M/WBE goal waived due to no M/WBE availability |
|
• Uniflight, LLC - Non-Local; Workforce - 10.53% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Low Bid |
• Recommended vendor is based on the lowest competitive quoted price, who is also technically and financially capable of performing and completing the contract, and otherwise meets all material specification requirements |
|
|
• Negotiations are not allowed |
The Office of Procurement Services received the following bids from solicitation number BQ20-00013562. We opened them on June 19, 2020. We recommend the City Council award this service price agreement in its entirety to the lowest responsive and responsible bidder.
*Denotes successful bidder
Bidders Address Amount
*Uniflight, LLC 2617 Aviation Pkwy. $1,115,498.40
Grand Prairie, TX 75052
Dallas Airmotive, Inc. 2988 West Walnut Hill Ln. Non-responsive
Dallas, TX 75261
OWNER
Uniflight, LLC
Mike Topa, Chief Operating Officer