City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JULY 5, 2022 FROM: POLICE DEPARTMENT WARDS: ALL
SUBJECT: EMERGENCY PURCHASE ORDER 224663 WITH HELI-MART, INC FOR A MAIN ROTOR TRANSMISSION FOR ONE OF THE EXISTING POLICE HELICOPTERS IN THE AMOUNT OF $81,812.50 DUE TO A BREAKDOWN IN MACHINERY ISSUE:
Ratify the emergency Purchase Order 224663 with Heli-mart, Inc., of Irvine, CA, for a main rotor transmission for one of the Police Department helicopters in the amount of $81,812.50 due to the breakdown in machinery.
RECOMMENDATION:
That the City Council ratify the emergency Purchase Order 224663 with Heli-mart, Inc., of Irvine, CA, for a main rotor transmission for one of the Police Department helicopters in the amount of $81,812.50 due to the breakdown in machinery.
BACKGROUND:
On October 26, 2021, the City Council approved a Service Agreement with H.E.R.O.s., Inc., of Chandler, Arizona, for the overhaul of the Gearbox and turbine on Police Department helicopter N951RP. This helicopter (N951RP) was out of service at the time of this writing and not operational leaving the Department with one operating helicopter (N911RP), until the parts were received and installed.
DISCUSSION:
The week of May 16, 2022, the Police Department helicopter N911RP underwent a required inspection where it was discovered that the main rotor transmission required immediate replacement due to reaching its maximum flight hours. The parts for both helicopters are no longer manufactured and the overhauled or used replacement parts are difficult to obtain.
On May 17, 2022, the Police Department found that Heli-Mart, Inc, of Irvine, CA, had an overhauled main rotor transmission on hand and was willing to sell it to the Department. However, the vendor was not willing to hold the part in order for the Department to obtain City Council approval as required for purchases of $50,000 or more.
Without the main rotor transmission, both Department helicopters N911RP and N951RP would be nonoperational and would not be able to perform crucial Department services. Therefore, the Department procured the required part and performed the necessary replacement on helicopter N911RP.
Purchasing Resolution No. 23812, Section 301(c) Emergency Procurement, states, “An “emergency” shall be deemed to exist under any one or more of the following circumstances:…(c) A breakdown in machinery, facilities or essential services which requires the immediate Procurement of Goods, Services or Construction to protect the public health, welfare, safety, property, or personal/confidential information.” The Purchasing Manager concurs that the recommended action is in compliance with Purchasing Resolution No. 23812, Section 301(c).
STRATEGIC PLAN ALIGNMENT:
This item contributes to Strategic Priority No. 2 Community Well-Being and Goal No. 2.4 – Support programs and innovations that enhance community safety, encourage neighborhood engagement, and build public trust.
This item aligns with each of the five Cross-Cutting Threads as follows:
Community Trust – Maintaining the Police Department helicopters will allow the Department to continue to use these assets to support the RPD Aviation Units primary purpose to provide aerial support for ground operations in observing, preventing, and interdicting criminal activity.
Equity – The RPD provides public safety services to all residents in the City of Riverside with support of the Aviation Unit. The proposed helicopter maintenance will allow the Department to continue to provide aerial support of which every member of the community will share in the benefits.
Fiscal Responsibility – The Police Department has weighed the benefits of providing aerial support to the City against the cost of maintaining the helicopters and determined the cost to be reasonable and fiscally responsible. The proposed helicopter maintenance is necessary for the Police Department to maintain the current level of public service.
Innovation – Aviation units allow the Department to be inventive and timely in meeting the community’s changing needs and provide the Police Department with an additional tool to provide public safety services to the community.
Sustainability & Resiliency – The proposed helicopter maintenance will allow the Police Department to continue to provide aerial support. The ability for the Police Department to use this valuable tool will help the City persevere, adapt, and grow as the needs of the community change.
FISCAL IMPACT:
The fiscal impact of this action is $81,812.50. Sufficient funding is budgeted and available in the Grant and Special Projects Fund, Police Administrative Services, State COPS FY21-22 account no. 9345300-440210.
Prepared by: Larry V. Gonzalez, Chief of Police
Certified as to
availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer Approved by: Edward Enriquez, Interim Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachment: Heli-Mart, Inc. quote
Emergency Procurement Main Rotor Transmission ● Page 2