Agenda 09/22/2020 Item #16E 4 (Airbus Helicopters, Inc. as sole source vendor)09/22/2020
16. E.4
EXECUTIVE SUMMARY
Recommendation to authorize expenditures from Airbus Helicopters, Inc. ("Airbus"), as a sole
source vendor for the purchase of equipment parts, repairs, and services for the County's air
ambulance helicopters, in an amount not to exceed $210,000 annually.
OBJECTIVE: To provide for the safe and effective operation of the of the County's Air Ambulance
service.
CONSIDERATIONS: The Federal Aviation Administration ("FAA") Type Certification Requirement
states that parts for helicopters must come from a factory authorized provider. Airbus is the manufacturer
of the County's air ambulance helicopters and is the only approved sales representative in the United
States for Airbus parts. Airbus is extending the County a discount on all parts. (see Back-up attached for
current price discount) Parts and service will be procured using County -issued purchase orders.
The proposed sole source purchase of goods and services from Airbus is expected to exceed the $50,000
per fiscal year competitive threshold required for formal solicitations by Collier County Purchasing
Ordinance No. 2013-69, as amended (the "Ordinance"). Section Eleven, subsection 10, and Section
Nineteen, subsection 6, of the Ordinance, authorizes the Board to waive the competitive process and
approve sole source providers for purchases above the $50,000 formal competitive threshold.
Staff requests authorization to make these purchases from Airbus Helicopters, Inc., as a sole source
vendor for parts, repairs and services for FY 2021 thru FY 2025.
FISCAL IMPACT: Funds for the Helicopter service requirements are budgeted annually in the
Helicopter Operations Fund 490 operating budget. Total expenditures under this sole source agreement
are not to exceed $210,000 annually.
GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts associated with
this action.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for Board approval. -SRT
RECOMMENDATION: To authorize sole source purchases for the County's air ambulance helicopters
equipment parts, repairs and services from Airbus Helicopters, Inc., for the period FY 2021 thru FY 2025
and allow staff to make these purchases by issuing a standard Collier County Purchase Order.
Prepared by: Erin Page, Supervisor Accounting, Emergency Medical Services
ATTACHMENT(S)
1. FY20 Waiver Request 093 - Airbus Helicopters (PDF)
2. Airbus Discounts (PDF)
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16. E.4
09/22/2020
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.4
Doe ID: 13358
Item Summary: Recommendation to authorize expenditures from Airbus Helicopters, Inc.
("Airbus"), as a sole source vendor for the purchase of equipment parts, repairs, and services for the
County's air ambulance helicopters, in an amount not to exceed $210,000 annually.
Meeting Date: 09/22/2020
Prepared by:
Title: Accounting Technician — Emergency Medical Services
Name: Erin Page
08/24/2020 11:01 AM
Submitted by:
Title: Division Director - EMS Operations — Emergency Medical Services
Name: Tabatha Butcher
08/24/2020 11:01 AM
Approved By:
Review:
Procurement Services
Procurement Services
Administrative Services Department
Emergency Medical Services
Procurement Services
Procurement Services
Administrative Services Department
County Attorney's Office
Office of Management and Budget
County Attorney's Office
Office of Management and Budget
County Manager's Office
Board of County Commissioners
Opal Vann
Level 1 Purchasing Gatekeeper
Sandra Herrera
Additional Reviewer
Paula Brethauer
Level 1 Department Reviewer
Tabatha Butcher
Additional Reviewer
Sara Schneeberger Additional Reviewer
Catherine Bigelow
Additional Reviewer
Len Price
Level 2 Department Head Review
Scott Teach
Level 2 Attorney Review
Debra Windsor
Level 3 OMB Gatekeeper Review
Jeffrey A. Klatzkow
Level 3 County Attorney's Office Review
Laura Wells
Additional Reviewer
Sean Callahan
Level 4 County Manager Review
MaryJo Brock
Meeting Pending
Completed
08/24/2020 1:27 PM
Completed
08/24/2020 1:59 PM
Completed
08/24/2020 2:46 PM
Completed
08/25/2020 10:38 AM
Completed
09/02/2020 8:47 AM
Completed
09/02/2020 8:48 AM
Completed
09/08/2020 3:27 PM
Completed
09/09/2020 10:49 AM
Completed
09/09/2020 11:26 AM
Completed
09/09/2020 12:47 PM
Completed
09/09/2020 2:56 PM
Completed
09/14/2020 2:39 PM
09/22/2020 9:00 AM
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16.E.4.a
CnJer County
Collier County
Administrative Services Department
Pr"urement SeNlces Division Instructions Waiver Request Form
Completed waiver requests accompanied by any associated backup documentation (sole source letter, business case, etc.) must bt
submitted to the division's Procurement Strategist for any procurement, without competition, in excess of $3,000. Waiver request.
greater than $50,000 will require approval by the Board of County Commissioners.
Sole source refers to a procurement where the selection of one particular supplier to the exclusion of all others may be based on havinc
only one supplier in the market place, proprietary technology, copyright, patent, or a supplier's unique capability.
Single source refers to a procurement directed to one source because of standardization, warranty, geographic territory, or other factors
even though other competitive sources may be available.
Requester Name: Steve Adams Division: EMS/Helicopter Operations
Item/Service: Parts and service for EC135/H135 Helicopters Vendor Name: Airbus Helicopters
Historical Is there an agreement associated with this
Countywide $200 000 Requested 10/1/20 to 09/30/25 Not Fiscal
Exceed $21 0, 000 waiver to be reviewed by Contracts?
Spend: date range: per Fiscal Year: ❑✓ No
❑ Yes
❑✓ Sole Source ❑ Single Source ❑ One Time Purchase ❑✓ Multiple Purchases
Description of Purchase: Enter a description of the item(s) that will be purchased under this waiver.
Parts and service related to the general maintenance of the County's Airbus helicopters.
Purpose: Describe in detail, the public purpose of the requested item(s) and why it is essential to County operations.
It is essential to maintain the helicopters IAW Helicopter Operation's Maintenance procedures, Federal
Aviation Administration regulations, and manufacturer's maintenance schedule for the safe operation of
the aircraft and its occupants.
The medical helicopters support EMS in its role to transport sick/injured residents and visitors of Collier
County in a timely manner to the best care facilities available.
Information Technology: Select Yes if the products/services are related to Information Technology. If yes, please provide the Purchasinc
Compliance Code (PCC) number or email approval documentation.
❑ Yes ❑✓ No If yes, provide the PCC number:
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16.E.4.a
Justification: Identify the criteria that qualifies this purchase as a sole or single source. Select from the list below.
Check all that apply (if box is checked, please make sure to provide an explanation below):
❑✓ Sole Source
0 Only Authorized Vendor or Distributor: Is this vendor the only vendor authorized to sell this product/service? If yes, explain
below and provide documentation from the manufacturer confirming claims made by the distributors.
❑ No Comparable Product or Service: Is there another vendor who can provide a similar product/service, regardless of cost,
convenience, timeliness, etc.?
❑✓ Product Compatibility: Does this product/service provide compatibility with existing equipment that prohibits switching to
another comparable brand/vendor? If yes, provide the detailed explanation below, including what would occur if the other brand/vendor
were used.
✓❑ Proprietary: Is this product/service proprietary? If yes, provide a detailed explanation below on how its use is restricted by
patent, copyright or other applicable laws and provide documentation validating that claim.
❑ Single Source
❑ Standardization: Is this product/service part of a purchase that the County has already standardized on? If yes, please provide
the detailed information below.
Date of BCC Standardization: BCC Agenda Item number:
❑ Warranty: Is this the only vendor able to complete factory -authorized warranty services on County owned equipment? If yes,
provide the documentation verifying the warranty.
❑ Geographic Territory: Is this vendor the only vendor authorized to sell this product/service in our region? If yes, provide
documentation from the manufacturer confirming those claims.
❑ Other Factors: Any other reason not listed above, explain below.
Explain: How does this purchase meet the identified sole or single source criteria listed above?
All parts and service related to the maintenance of the helicopters are governed by applicable Federal
Aviation Administration regulations which mandates parts/service items must be approved by the FAA
for the individual OEM. No unauthorized parts or service may be applied to the aircraft outside of the
provided service manuals provided by the OEM and approved by the FAA.
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16.E.4.a
How was the decision made to use this vendor? Describe in detail if a formal standardization process was performed via
Procurement or if there is a historical precedence established for the use of the product, please explain purchase and use history and the
current level of County investment in the product.
Collier County used competitive bids >20 years ago as well as recently to choose the type of helicopterE
deployed in the County.
Collier County Helicopter Operations has purchased parts and service from Airbus since the original
purchase of an AS350 helicopter and then 20 years ago the purchase of this EC135T1 helicopter. The
services (parts and maintenance support) has been outstanding over these years. They support their
aircraft to the letter.
Explain why it is in the County's best interest to use this product/service rather than issuing a competitive solicitation: What are
the benefits from the continued use? Are there costs that would be incurred if a different vendor/product was used? What would occur if
another brand/vendor was used?
Parts and services related to this EC135T1 helicopter can only come from the OEM. This was
explained on the bottom of page 2 above. Federal Aviation Administration regulations govern all
maintenance performed on the County owned helicopter. This means that parts cannot be purchased
from any other vendor other than approved through the use of STC (Supplemental Type Certificate)
CFR Parts 27/49.
What would occur if the County used unapproved parts would be a violation of Federal regulations
which could result in either a sizable fine, jail time for the County's mechanics, or in the case of
unapproved parts failing in flight a fatal accident.
Explain how this pricing compares to other vendors/products and is it considered to be fair and reasonable: Provide information
on historical use and whether pricing has increased/decreased. If sole source and no other product is available, provide the cost for
addressing the needs via an alternate approach.
Due to the fact the County can ONLY use approved parts this block does not apply. The cost would be
to change helicopter manufacturer.
Will this purchase obligate the County to future ancillary products or services? Either in terms of maintenance or standardization.
❑ Yes ❑✓ No
If yes, explain what types:
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16.E.4.a
Market research and market alternatives: When was the last time a market evaluation was performed to determine if either the
technology or vendor offerings have changed? Based on the life expectancy of the product, when do you anticipate evaluating the market
again? Please attach a detailed market evaluation report should the complexity, duration, and dollar amount of the purchase be a high ris/
to the County.
2015-2019 during the process of choosing the next medical configured helicopter for Collier County.
The Director of Maintenance is continuously following the Federal Aviation Administration regulations to
ensure compliance and safety of the helicopter operations.
It is a felony to knowingly and intentionally circumvent a competitive process for commodities or services by fraudulently
specifying sole source to obtain a benefit for any person or to cause unlawful harm to another. Florida Statute 838.22(2).
Requested by: Steve Adams
Digitally signed by
Signature: AdamsSteven Adamssteven
Date: 2020.05.11 10, 09,22
-04'00'
Date:
Division Director: Tabatha Butcher
Digitally signed by
Signature: ButcherTabatha ButcherTabatha
Date: 2020.07.21 09:26:16
-04'00'
Date:
Department Head- Sandra Herrera on behalf of Len Price
Required if over $50,000
Signature: Sandra Herrera DDatt'ea'2020.08.06y140825H04`0o
Date:
Procurement Strategist:
Sara
d by
SchneebergerS Digitally rgeSar
Signature: S4'00' er erSara
Signature: ara Date: 2020.08.1813:28:36
-oa�oo�
Date:
Procurement Director:Catherine Bigelow
1l R Digitally signed by Cal Bigelow
Cat BI eIOW DNcn=Cal Bigelowo-Collier County
Signature: G... rbent.nu-Pr-r-ntBe,�inee.
Date:
Or designeeoa�el1=o
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For Procurement Use Only:
❑✓ Approved ❑ Requesting Additional Information ❑ Requires RFI/Intent to Sole Source ❑ Rejected
Procurement Comments:
ElCurrent FY _ Approval ❑✓ Multi -Year Approval
Start Date: 10/01 /2020 End Date: 09/30/2025
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16.E.4.b
AIRBUSHELICOPTERS
03 June 2019
Dear Valued Customer,
Airbus continues to improve support for our customers while increasing efficiencies in our daily operations
by incentivising improved order planning. These changes afford opportunities for increased discounts
based on Spare Parts order volume and ordering behavior.
We're committed to keeping all our customers advised of any changes to our discount structure.
Effective July 1, 2019 the following Spare Parts ECom-Keycopter discount will change from 2% to 1%. All
other conditions remain the same.
AOG Orders
• AOG Orders will not receive discounts (Except where upgraded by AHI)
Spare Parts Ordering Incentives
• 1 % ECOM — KeycopterB2B order placement
• 5% for planned orders (> 15 days)
Tiered Volume Incentive Discount to Trade Account
• 2% for Volume for greater than $0.5M to $1M Annual
• 4% for Volume for greater than $1.0M to $2.5M Annual
• 6% for Volume for greater than $2.5M to $5.5M Annual
• 8% for Volume for greater than $5.5M Annual
Be assured we continuously strive to provide the best possible support & services in the industry.
If you have any specific questions regarding the content of this letter, please do not hesitate to contact me.
I would like to take this opportunity to thank you for your business.
Sincerely,
Mike Muniz
Director Customer Support
Airbus Helicopters, Inc.
Phone: (972) 641-3611
Mobile: (214)616-5163
E-mail: mike.muniz@airbus.com
Airbus Helicopters, Inc.
2701 N. Forum Drive
Grand Prairia TX 75052 7099
USA
www airbushelicoptersinc.com
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