Loading...
Agenda 05/27/2025 Item #16F 3 (Approve expenditures with Airbus Helicopters, Inc)5/27/2025 Item # 16.F.3 ID# 2025-1771 Executive Summary Recommendation to approve expenditures with Airbus Helicopters, Inc., in an amount not to exceed $355,000 per fiscal year for costs related to: (1) a sole source waiver for HCareSmart Service Agreement No. 18-7291 in the amount of $110,000 per fiscal year, (2) a separate sole source waiver for equipment parts, repairs, and services not covered under the HCareSmart Service Agreement in the amount of $210,000 per fiscal year, and (3) an exemption for training related to the County’s air ambulance helicopter in the amount of $35,000 per fiscal year. 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 Helicopters, Inc. (“Airbus”) is the manufacturer of the County’s air ambulance helicopter and is the only approved sales representative in the United States for Airbus parts. On February 12, 2019 (Agenda Item No. 11.D), the Board approved the purchase of a helicopter and HCareSmart Service Agreement No. 18-7291 (the “Agreement”) with Airbus for approximately $80,000 per year, for an initial five- year term and one additional five-year option. On September 22, 2020 (Agenda Item No. 16.E.4), the Board approved the use of sole source waiver #20-093-WV for the purchase of equipment parts, repairs and services from Airbus for FY21 through FY25, for up to $210,000 annually. That sole source waiver covers items not included in the Agreement. Airbus continues to offer the County a discount on all parts (see “Attachment A,” for current price discount). As the aircraft ages, there has been a noticeable increase in unscheduled maintenance alongside routine inspections. Continuing to operate and maintain the existing aircraft will help minimize costs related to technician and pilot training, especially when compared to switching to a different helicopter manufacturer. Periodic mechanical and factory pilot training provided by Airbus remains necessary. Pursuant to Section Eleven, Procurement Methods, subparagraph 10 of the County’s Procurement Ordinance 2017-08, as amended, staff requests that the Board find that it is in the best interest of the County to continue to purchase required equipment, parts, and services through Airbus on a sole source basis. Additionally, pursuant to Section Eight, Exemptions to the Competitive Process, subsections 2 and 6 of the Procurement Ordinance 2017-08, as amended, staff requests that the Board find that it is in the best interest of the County to continue to purchase mandatory training from Airbus for its field technicians and pilots. The Agreement’s initial term expires on February 11, 2029, but has a five-year renewal option available. The separate sole source waiver for repairs and maintenance (Waiver Form #20-093-WV) in the amount of $210,000 expires at the end of FY25. The exemption for training mechanics (Waiver Form #25-622-EM) in the amount of $10,000 expires on September 30, 2027, and the exemption for pilot training (Exemption Form #22-066-EX) in the amount of $25,000 expires on September 30, 2025. To better manage expenditures, Staff proposes consolidating all training into a single exemption as more specifically addressed below. Staff recommends that the Board approve expenditures with Airbus in the amount of $355,000 per fiscal year as follows: 1. That HCareSmart Service Agreement No. 18-72-91, under Sole Source Waiver Form #25-333-WV, be approved in an amount of up to $110,000 per fiscal year, including all remaining renewal terms under the Agreement; Page 7019 of 7924 5/27/2025 Item # 16.F.3 ID# 2025-1771 2. A Sole Source Waiver for repairs and services not covered by the Agreement in an amount of up to $210,000 per fiscal year; and 3. A Training Exemption (Exemption #25-622-EMR1) in an amount of up to $35,000 per fiscal year. Staff further requests authorization to make these purchases through February 11, 2029, in alignment with the Agreement’s final available renewal term. Prior to any future renewals, Staff will evaluate the ongoing needs and return to the Board with any updated waivers and exemption requests. This item is consistent with the Collier County strategic plan objective to optimize the useful life of the County's assets and resources throug proper planning and preventative maintenance. FISCAL IMPACT: Funds for the Helicopter service requirements are budgeted annually in the EMS Fund (4050) within the MedFlight operating cost center budget (144505). Total expenditures for this vendor shall not exceed $355,000 per fiscal year, of which $110,000 is budgeted for the HCareSmart agreement, $210,000 is allocated towards repairs and parts not covered under the HCareSmart agreement, and $35,000 towards annual training. 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 RECOMMENDATIONS: To approve expenditures with Airbus Helicopters, Inc. in an amount not to exceed $355,000 per fiscal year for the following: (1) a Sole Source Waiver for the HCareSmart Agreement #18-7291 (Waiver Form #25- 333-WV) in the amount of $110,000 per fiscal year, 2) a Sole Source Waiver (Waiver Form #25-325-WV) for equipment parts, repairs, and services not covered under the HCareSmart Agreement in the amount of $210,000 per fiscal year, and 3) an Exemption (Exemption Form #25-622-EMR1) for training in the amount of $35,000 per fiscal year. PREPARED BY: Cherie DuBock, Supervisor Accounting, Emergency Medical Services ATTACHMENTS: 1. 18-7291HCareSmart_ServiceAgremeent_FullyExec_20250509131723.875_X 2. 18-7291-WV1stAmendFE_AirbusHelicopters_20250509132108.124_X 3. 25-325-WV Airbus_generalparts FE (1) 4. 25-333-WV Airbus HCARE FE (2) 5. 25-622-EMR1 Airbus Training FE (1) Page 7020 of 7924 Page 7021 of 7924 Page 7022 of 7924 Page 7023 of 7924 Page 7024 of 7924 Page 7025 of 7924 Page 7026 of 7924 Page 7027 of 7924 Page 7028 of 7924 Page 7029 of 7924 Page 7030 of 7924 Page 7031 of 7924 Page 7032 of 7924 Page 7033 of 7924 Page 7034 of 7924 Page 7035 of 7924 Page 7036 of 7924 Page 7037 of 7924 Page 7038 of 7924 Page 7039 of 7924 Page 7040 of 7924 Page 7041 of 7924 Page 7042 of 7924 Page 7043 of 7924 Page 7044 of 7924 Page 7045 of 7924 Page 7046 of 7924 Page 7047 of 7924 Page 7048 of 7924 Page 7049 of 7924 Page 7050 of 7924 Page 7051 of 7924 Page 7052 of 7924 Page 7053 of 7924 Page 7054 of 7924 Page 7055 of 7924 Page 7056 of 7924 Page 7057 of 7924 Page 7058 of 7924 Page 7059 of 7924 Page 7060 of 7924 Page 7061 of 7924 Page 7062 of 7924 Page 7063 of 7924 Page 7064 of 7924 Page 7065 of 7924 Page 7066 of 7924 Page 7067 of 7924 Page 7068 of 7924 Page 7069 of 7924 Page 7070 of 7924 Page 7071 of 7924 DocuSign Envelope ID: 8D5232AE-3978-4760-ABC3-69FE550489E2 2/5/2024 Page 7072 of 7924 DocuSign Envelope ID: 8D5232AE-3978-4760-ABC3-69FE550489E2 2/5/2024 Kevin Cabaniss VP, Legal Affairs/Head of Legal & Compliance2/5/2024 Scott Teach Page 7073 of 7924 Page 7074 of 7924 Page 7075 of 7924 Page 7076 of 7924 Page 7077 of 7924 Page 7078 of 7924 Page 7079 of 7924 Page 7080 of 7924 Airbus Helicopters, Inc. 2701 N. Forum Drive Grand Prairie, TX 75052-7099 USA www.airbushelicoptersinc.com Dear Valued Customer, Thank you for your continued support of Airbus Helicopters, especially in these challenging times. We remain open for business and are working to support all essential and non-essential customers. You, our customer, have come to rely on us every day to save lives, protect our country, and support critical infrastructure. We will continue our efforts to support your missions here in North America while also ensuring the health and safety of our employees. We continue working to improve our support initiatives and will remain focused on efficient operations, intended to better serve our customers. In 20 we introduced changes which provide opportunities for increased discounts based on Spare Parts order volume and by incentivising improved order planning, and it has been effective, thank you. We’re committed to keeping all our customers advised of any changes to our discount structure. We have listened to customer feedback and are happy to announce we are modifying our Rush and AOG time frames to better serve you. This letter is to notify you, effective of the following: Order Type: Time frame: AOG Same day RUSH 2-14 days PLANNED >15 days and over Please understand, we continuously strive to provide the best possible value and support in the industry. If I can help you in any way, or if you have any specific questions regarding the content of this letter or any other matter, please contact me directly. Thank you for support and continued business. Please continue to stay safe. Sincerely, Airbus Helicopters, Inc. M: +1 E: @airbus.com Order Incentive: 5% PLANNED ORDERS Tiered Volume Discount: 2% Volume for greater than $0.5M to $1M Annual 4% Volume for greater than $1.0M to $2.5M Annual 6% Volume for greater than $2.5M to $5.5M Annual 8% Volume for greater than $5.5M Annual Page 7081 of 7924 WAIVER REQUEST FORM Revised 10/01/2024 Page 1 of 4 Instructions: The Procurement Ordinance, 17- source. Complete this form for purchases greater than $3,000 and provide the supporting documentation to the Procurement Services Division. Waiver requests greater than $50,000 will require approval by the Board of County Commissioners. Complete all sections of this form prior to submitting it to Procurement. Definitions: Single source refers to a procurement directed to one source because of standardization, warranty, or other factors, even though other competitive sources may be available. Sole source refers to a procurement where the selection of one particular supplier to the exclusion of all others may be based on lack of competition, proprietary technology, copyright, warranty, or a supplier’s unique capability. Disclaimer: Waivers are not active until the Procurement Director approves the request or the requested start date, whichever is later. Waivers that require review by the Board of County Commissioners are not valid until Board approval is received. No purchase order requests will be processed until formal approval has been received. Submit Waiver requests to Procurement Services via the Jira Ticketing System. SECTION ONE Division: Requested Not-to-Exceed Expenditure Per FY: Vendor Corporate Name: Summary of Item(s)/Service(s): SECTION TWO Sole Source Single Source One-Time Purchase Multiple Purchases SECTION THREE Detailed Description of Purchase. Enter a description of the item(s) that will be purchased under this waiver. Detailed Public Purpose. Include why this purchase is essential to County operations. SECTION FOUR Information Technology. Select Yes if the products/services are related to Information Technology. If yes, provide the Purchasing Compliance Code (PCC) number or email approval from IT. Yes No If yes, provide the PCC number: Page 7082 of 7924 WAIVER REQUEST FORM Revised 10/01/2024 Page 2 of 4 SECTION FIVE Justification. Identify the criteria that qualifies this purchase as a sole or single source. Check all that apply (if a box is checked, make sure to provide an explanation below): Sole Source o Only Authorized Vendor of 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. o No Comparable Product or Service. Is there another vendor who can provide a similar product/service, regardless of cost, convenience, timeliness, etc.? o 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. o 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 o Standardization. Is this product/service part of a purchase that the County has already standardized on? If yes, please provide detailed information below. Date of BCC Standardization: BCC Agenda Item #: o 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. o 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. o Other Factors. Any other reason not listed above. Explain below. Explain. How does this purchase meet the identified sole or single source criteria checked above? 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. Page 7083 of 7924 WAIVER REQUEST FORM Revised 10/01/2024 Page 3 of 4 Explain why it is in the County’s best interest to use this product/service rather than issuing a competitive solicitation. vendor/product was used? What would occur if another brand/vendor was used? Explain how the pricing compares to other vendors/products and is it considered to be fair and reasonable. Provide information of 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. 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. Does this purchase require the County to accept terms and conditions, including those contained in hyperlinks? Yes No If yes, attach documentation. Market research and market alternatives. When was the last time a market evaluation was performed to determine if anticipate evaluating the market again? amount of the purchase will be a high risk to the County. Y "HSFFNFOU SrnkaSandra Digitally signed by SrnkaSandra Date: 2025.04.30 15:23:12 -04'00' Page 7084 of 7924 WAIVER REQUEST FORM Revised 10/01/2024 Page 4 of 4 SECTION SIX It is a felony to knowingly circumvent a competitive process for commodities or services by fraudulently specifying sole source. Florida Statute 838.22(2). Requester:Signature: Division Director: Signature: Department Head (Required if over $50,000):Signature: Procurement Director or Designee:Signature: PROCUREMENT USE ONLY Estimated Expenditure Per FY: Additional Commentary: P-Card PO Attachments: Sole/Single Source Letter Designation Approved Date Range Start Date: End Date: Contract #: Contract Not Applicable Waiver #: Contingent Upon Board Approval: Yes No Agenda #: Approval Date: SrnkaSandra Digitally signed by SrnkaSandra Date: 2025.04.30 15:23:32 -04'00'Sandra Srnka Page 7085 of 7924 February 12, 2025 Mr. Steve Adams Collier County Helicopter Operations 2375 Tower Drive Naples, Florida 34104 Subject: Sole Source of EC135 Parts Thank you for the long standing relationship with Airbus Helicopters,Inc. We applaud the work your teams provide for the safety of the residents of Collier County and are proud to have supported your successful helicopter operations for many years. Airbus Helicopters, Inc. (AHI) is the Original Equipment Manufacturer (OEM) of the EC135 helicopters, and as such, is the only approved source of supply for factory parts in North America. Airbus cannot be held liable, provide certification documents, or provide warranty support for Airbus Helicopters parts or services purchased from brokers or other third-party vendors. Therefore, there are no authorized resellers or distributors for Airbus parts. AHI is the only OEM source for structural/composite repairs and design office repairs in the United States. Our facilities in Grand Prairie, Texas, include a Class III main and tail rotor blade repair facility and a Class III main and tail rotor gearbox repair facility. As the OEM, we are also the only source for OEM Technical Support, provided via in-house and through field technical representatives. Additionally, all of the aircraft we service through our FAA Part 145 Repair Station have final flights and return to service with OEM factory-authorized and trained test pilots. We look forward to continued support of the Collier County MedFlight program. If you have any questions or concerns, please feel free to contact me at (786) 314-9594 or via email at marcela.moreno-orellana@airbus.com Sincerely, Marcela MORENO-ORELLANA Sr. Director, Customer Support M: (786) 314-9594 E : marcela.moreno-orellana@airbus.com Airbus Helicopters, Inc. 2701 N. Forum Drive Grand Prairie, TX 75052-7099 USA www.airbushelicoptersinc.com Page 7086 of 7924 EXEMPTION REQUEST FORM Revised Page 1 of 2 Instructions:The following procurement categories may be eligible for exemption from the competitive process per Procurement Ordinance 17-08, as amended, Section Eight, Exemptions to the Competitive Process; based upon the determination of the County Manager or designee that approval of such an exemption is in the best interest of the County. Purchases greater than $50,000 will require final approval by the Board of County Commissioners. Complete all sections of this form prior to submitting it to Procurement. Any quotes and/or documentation submitted must be dated within the last thirty (30) days. If applicable, submit with the form associated terms and conditions or agreements. Disclaimer: Exemptions are not active until the Procurement Director approves the request or the requested start date, whichever is later. Exemptions that require review by the Board of County Commissioners are not valid until Board approval is received. No purchase order requests will be processed until formal approval has been received. Submit Exemption requests to Procurement Services via the Jira Ticketing System. Exemption Category: 1. Government Agency/Non-Profit 10. Shop estimates on disassembled equipment 2. Registration/Dues/Training 11. Personnel/Recruitment Services 3. Subscriptions/Periodicals/Printed Materials 12. Works of art for public display 4. Advertisements 13. Direct Purchases 5. Utility Services – subject to government control 14. Financial Instruments 6. Education/Academic Programs/Trainers/Speakers 15. Entertainment Services for County Sponsored Events 7. Legal Services 16. Management Studies as directed by the County Manager 8. Purchases required by grants/gifts 17. Resolution/BCC Direction (include resolution number and approval date)9. Compatibility/Proprietary with current systems SECTION ONE Division: Requested Not-to-Exceed Expenditure Per FY: Vendor Corporate Name: Summary of Item(s)/Service(s): SECTION TWO One-Time Purchase Multiple Purchases SECTION THREE Detailed Description of Purchase.Enter a description of the item(s) that will be purchased under this waiver. Detailed Public Purpose. Include why this purchase is essential to County operations. Does this purchase require the County to accept terms and conditions, including those contained in hyperlinks? Yes No If yes, attach documentation. Page 7087 of 7924 EXEMPTION REQUEST FORM SECTION FOUR Information Technology. Select Yes if the products/services are related to Information Technology. If yes, provide the Purchasing Compliance Code (PCC) number or email approval documentation. Yes No If yes, provide the PCC number: SECTION FIVE Requester: Signature: Division Director: Signature: Department Head (Required if over $50,000): Signature: Procurement Director or Designee: Signature: PROCUREMENT USE ONLY : Additional Commentary: P-Card PO Approved Date Range Start Date: End Date: Contract #: Contract Not Applicable Exemption #: Contingent Upon Board Approval: Yes No Agenda #: Approval Date: Revised Page of 2 Page 7088 of 7924