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HomeMy WebLinkAboutAgenda Item Summary FormAGENDA ITEM SUMMARY FORM File ID: #3755 Date: 03/09/2018 Commission Meeting Date: 04/12/2018 Requesting Department: Department of Police Sponsored By: District Impacted: All Type: Resolution Subject: Sole Source - H-Care Program for Police Helicopter Purpose of Item: The nature of this item is to authorize a resolution of the Miami City Commission, with attachments, by a four -fifths (4/5ths) affirmative vote, pursuant to Section 18-92 of the Code of the City of Miami, Florida, as amended, after an advertised public hearing, ratifying, approving and confirming the City Manager's finding of a sole source, waiving the requirements for competitive sealed bidding procedures, and approving the request to enter into an agreement with Airbus Helicopters, Inc., to utilize the H-Care program for helicopter parts. Allocating funds from the Police Department, subject to the availability of funds and budgetary approval at the time of need. Background of Item: The City of Miami Police Department ("Police") has a need for the procurement of a "parts by the hour" maintenance plan, for the recently acquired Airbus model AS350B2 helicopter. The H-Care Program is designed to establish a fixed parts cost, for most parts on the helicopter, on a per flight hour basis, and will be active for as long as the helicopter is owned by Police. The H-Care Program may be terminated at any time, and a refund will be provided for any monies not utilized for the parts. However, if parts utilized exceed the monies paid into the H-Care Program, an invoice will be issued for the outstanding balance. In February 2014, when the previous Police helicopter was sent to Rotortech Services Inc. for inspection, it was found that the main rotor gearbox had a corrosion issue, and needed to be sent directly to Airbus Helicopter for repair or overhaul. An estimate was provided to Police in the amount of $245,000, for the repair or overhaul. Since monies had not been allocated for said repairs, the helicopter was out of service for approximately 18 months. Had there been an H-Care Program in place, the cost of the parts would have been the same; however, the helicopter would have been repaired immediately, and the City would not have incurred additional repair costs due to the amount of time the helicopter was out of service. The H-Care Program will allow Police to properly budget for maintenance and repairs of the helicopter without having to declare an emergency, when expected or unexpected repairs or maintenance are required. Budget Impact Analysis Item is an Expenditure Item is NOT funded by Bonds Item is NOT Related to Revenue Total Fiscal Impact: Estimated $54,564 annually, based on 400 hours per year ($272,820 for five years in -warranty rate) Estimated $72,752 annually, based on 400 hours per year ($363,760 for five years out warranty rate) Department of Police Department of Police Department of Police Department of Procurement Office of Management and Budget Office of Management and Budget Legislative Division City Manager's Office Office of the City Attorney Office of the City Attorney City Commission Office of the Mayor Office of the City Clerk Legislative Division Office of the City Attorney Office of the City Clerk Reviewed B Bertine Louissaint Ronald Papier Jorge Colina Annie Perez Adine Cordero Christopher M Rose Valentin J Alvarez Nikolas Pascual Barnaby L. Min Victoria Mendez Maricarmen Lopez Mayor's Office City Clerk's Office Valentin J Alvarez Victoria Mendez City Clerk's Office Initial Police Review Police Chief Review Department Head Review Procurement Review Budget Analyst Review Budget Review Legislative Division Review City Manager Review Deputy City Attorney Review Approved Form and Correctness Meeting Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Completed Signed by the Mayor Completed Signed and Attested by the City Clerk Completed Legislative Division Review Completed Approved Form and Correctness with Modification(s) Rendered Completed 03/09/2018 2:54 PM 03/14/2018 10:01 PM 03/15/2018 9:12 AM 03/16/2018 11:01 AM 03/19/2018 4:37 PM 03/20/2018 4:01 AM 03/27/2018 9:28 AM 03/30/2018 2:15 PM 03/30/2018 2:22 PM 03/30/2018 3:27 PM 04/12/2018 9:00 AM 04/19/2018 6:23 PM 04/19/2018 6:43 PM 04/20/2018 12:41 PM Completed 04/20/2018 12:54 PM City of Miami Legislation Resolution Enactment Number: R-18-0141 City Hall 3500 Pan American Drive Miami, FL 33133 www.miamigov.com File Number: 3755 Final Action Date:4/12/2018 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT(S), BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE, PURSUANT TO SECTION 18-92 OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED ("CITY CODE"), AFTER AN ADVERTISED PUBLIC HEARING, RATIFYING, APPROVING, AND CONFIRMING THE CITY MANAGER'S FINDING OF A SOLE SOURCE, ATTACHED AND INCORPORATED AS ATTACHMENT "A"; WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDDING PROCEDURES AND APPROVING THE PROCUREMENT OF THE H-CARE PROGRAM FOR PARTS BY THE HOUR FOR THE MIAMI POLICE DEPARTMENT ("MPD") HELICOPTER FROM AIRBUS HELICOPTERS, INC., THE SOLE AUTHORIZED DISTRIBUTOR FOR AIRBUS AIRCRAFT PARTS; ALLOCATING FUNDS FROM THE MPD, SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT THE TIME OF NEED; AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM; FURTHER AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE ALL OTHER DOCUMENTS, INCLUDING ANY AMENDMENTS, RENEWALS, AND EXTENSIONS, SUBJECT TO ALLOCATIONS, APPROPRIATIONS AND BUDGETARY APPROVAL HAVING BEEN PREVIOUSLY MADE, AND IN COMPLIANCE WITH APPLICABLE PROVISIONS OF THE CODE OF THE CITY OF MIAMI, FLORIDA, AS AMENDED, ("CITY CODE"), INCLUDING, WITHOUT LIMITATION, THE CITY OF MIAMI'S PROCUREMENT ORDINANCE, ANTI -DEFICIENCY ACT AND FINANCIAL INTEGRITY PRINCIPLES, ALL AS SET FORTH IN CHAPTER 18 OF THE CITY CODE, IN A FORM ACCEPTABLE TO THE CITY ATTORNEY, AND IN COMPLIANCE WITH APPLICABLE REGULATIONS, AS MAY BE NECESSARY FOR SAID PURPOSE. WHEREAS, pursuant to Section 18-92 of the Code of the City of Miami, Florida, as amended ("City Code"), the Chief Procurement Officer has adopted a finding that Airbus Helicopters, Inc. is the sole provider of the H-Care Program for parts by the hour for Airbus Helicopters; and WHEREAS, the findings of the Chief Procurement Officer have been approved and adopted as the findings of the City Manager, attached and incorporated as Attachment "A"; and WHEREAS, the City Manager and the Chief Procurement Officer recommend that the requirements for competitive sealed bidding procedures be waived and that the procurement of the above services, as specified, be approved; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA" Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. By a four -fifths (4/5ths) affirmative vote, pursuant to Section 18-92 of the City Code, after an advertised public hearing, the City Manager's findings of a sole source, attached and incorporated as Attachment "A," are ratified, approved, and confirmed, the requirements for competitive sealed bidding procedures are waived, and the procurement of the H-Care Program for the Miami Police Department ("MPD") from Airbus Helicopters, Inc., the sole provider of the H-Care Program for parts by the hour for the Airbus Helicopter is approved, with funds allocated from MPD, subject to the availability of funds and budgetary approval at the time of need. Section 3. The City Manager is authorized' to execute an agreement, in substantially the attached form, with Airbus Helicopters, Inc., the sole provider of the H-Care Program for parts by the hour for the Airbus Helicopter, as identified in Attachment "A." Section 4. The City Manager is further authorized' to negotiate and execute all other documents, including any amendments, renewals, and extensions, subject to allocations, appropriations and budgetary approval having been previously made, and in compliance with applicable provisions of the Code of the City of Miami, Florida, as amended ("City Code"), including, without limitation, the City of Miami's Procurement Ordinance, Anti -Deficiency Act and Financial Integrity Principles, all as set forth in Chapter 18 of the City Code, in a form acceptable to the City Attorney, and in compliance with applicable regulations, as may be necessary for said purpose. Section 5. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.2 APPROVED AS TO FORM AND CORRECTNESS: 1 The herein authorization is further subject to compliance with all requirements that may be imposed by the City Attorney, including but not limited to, those prescribed by applicable City Charter and City Code provisions. 2 If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission.