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CITY OF SAN BERNARDINQ _RJ:~~t:t~!oR COUNCIL ACTION
From: Michael A. Billdt,
Chief of Police
Subj ect: Resolution of the City of San
Bernardino authorizing a 120-day contract
extension between the City of San
Bernardino and California Aviation
Services for helicopter patrol services and
to increase the purchase order (#300128)
for these services to an amount not to
exceed $230,184
M/CC DATE: September 18, 2006
Dept: Police Department
Date: September 15, 2006
Synopsis of Previous Council Action
6-19-2006
Resolution No. 2006-182, authorizing a 90-day trial contract between the City of San
Bernardino and California Aviation Services, Inc. for helicopter patrol services.
Recommended Motion:
1. Adopt resolution.
2. Authorize the Director of Finance to amend the adopted General Fund budget for FY
2006/07 as follows:
Increase the General Fund revenue account 001-000-4621 (booking fee subvention) by
$354,700, increase Police expenditure account #001-213-5502 (professionaVContractual
Services) by $129,184, increase the Police booking charges (001-228-5178) by $14,700;
and set aside the remaining $210,800 in the General Fund Budget reserve account.
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MICHAEL A. BILLDT, CHIEF PICE
Contact person:
Captain Steve Klettenberg
Phone: 384-5606
Supporting data attached: Yes Staff Report/Resolution
Ward: All
FUNDING REQUIREMENTS: Amount:
Source:
$155,292
Professional/ Cont Services 001-213-5502
Council Notes: R 3ljr
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Finance
Agenda Item No. .C:; I
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect
Resolution of the City of San Bernardino authorizing a 120-day contract extension between the
City of San Bernardino and California Aviation Services for helicopter patrol services and to
increase the purchase order (#300128) for these services to an amount not to exceed $230,184.
Backeround
On June 19, 2006, the Mayor and Conunon Council approved Resolution No. 2006-182,
authorizing a 90-day contract between the City of San Bernardino and California Aviation
Services, Inc. for helicopter patrol services. The 90-day trial contract provides one helicopter,
four days per week (averaging 4.5 flight hours per day) at a cost not to exceed $101,000. This
amount includes the pilot, maintenance, fuel, and equipment. The cost of liability insurance for
the first 90-day trial period ($7,392) was not included in the purchase order amount of$101,000.
This expense was paid, reducing the number of flight days in the first 90-day period from 53 to
49.
Actual helicopter services did not begin until July 17, 2006, after the liability insurance
requirement was satisfied. Through September 18, 2006, total expenditures for helicopter
services are projected to be $74,892. This includes actual and projected flight time costs of
$67,500 and actual liability insurance costs of $7,392. The Police Department projects that
$26,108 will remain unspent on purchase order (#300128) for helicopter services on September
18,2006
The goals of this program are to improve the quality of law enforcement services delivered to the
conununity, reduce response time to critical police calls for service and increase the number of
"on sight" arrests. Helicopter patrol services conunenced on July 19, 2006, in support of the
Operation Phoenix and CITE special enforcement programs. Performance measures, including
response times to calls for services and significant arrests, were tracked over the first 90-day trial
period and are as follows.
Average CAD Response Times
Call Priority Patrol 2005 Patrol 2006 Air-I
E 03.42 Min 03.25 Min 02.68 Min
I 05.38 Min 05.01 Min 02.31 Min
2 08.15 Min 07.29 Min 01.90 Min
3 10.41 Min 08.44 Min 01.34Min
4 11.59Min 11.08 Min 00.98 Min
Air-I Response Statistics
Call Priority Air-I Responses First On-Scene
E 50 16
I 93 36
2 88 44
3 120 55
4 76 16
On 08-16-2006, Air-I, along with ground units, responded to an emergency "man-with-a-gun"
call. Air-1 was the first unit on-scene arriving 51 seconds after the call was broadcast. Air-1 and
ground units located the male subject and found a shotgun under the driver's seat of his car. One
arrest was made.
On 08-09-2006, Air-I, along with ground units, responded to an emergency "stabbing-just-
occurred" call. Air-1 was the first unit on-scene arriving 1.12 minutes after the call was
broadcast. The stabbing was unfounded and was part of a domestic violence incident. Air-1
assisted in the arrest of a male subject at the scene.
On 08-11-2006, Air-I, along with ground units, responded to an emergency "shooting" call. Air-
1 was the first unit on-scene, arriving 1.2 minutes after the call was broadcast. Three people
were shot during an argument. Air-1 and a ground unit located the suspect who actually did the
shooting. One arrest was made.
On 08-24-2006, CIT task force units called out checking a group of suspicious subjects. Air-I
arrived overhead 10 seconds later. The air unit provided protective cover while orbiting tightly
over the group. Three arrests were made for a variety of warrants.
The Police Department is proposing a 120-day contract extension to allow the Department to
further evaluate the effectiveness of having dedicated air support for the City. The helicopter
crew will adjust their work schedule to attend patrol briefings and develop teamwork and
comradery with patrol officers.
The Police Department requests approval to increase purchase order (#300128) to California
Aviation Services by $129,184, to an amount not to exceed $230,184 to continue helicopter
patrol services for a 120-day contract extension period, from September 19, 2006 through
January 18, 2007. Additionally, we request that the Mayor and Common Council approve an
exemption from the bid process (Per Municipal Code 3.04.010(b)(3)). The emphasis during this
second trial period will be on supporting regular patrol activities.
The terms of the initial 90-day trial contract will be amended as follows for the 120-day contract
extension:
1. The current contract specifies that the patrol helicopter service will be for 4.5 hours of
flying per day, four days per week. The amended contract will increase this to 5.0 hours
of flying per day, four days a week. The additional flying time will increase the number
of critical calls for service daily that the helicopter can respond to.
2. The cost of the 120-day contract extension will be $155,292 to compensate for the
increased flying hours and the cost of liability insurance coverage.
Approval of the contract is subject to the City Attorney being satisfied that the necessary
insurance coverage totaling $10,000,000 in aviation liability and property coverage is continued.
Financial Impact
Funding for the 90-day trial period was derived from the FY 05/06 Evidence Impound Trust
account ($89,000) and the Asset Forfeiture undesignated balance ($12,000). As of September
18,2006, $26,108 will remain unspent on purchase order (#3000128) for helicopter services.
Financial Impact
Funding for the 90-day trial period was derived from the FY 05/06 Evidence Impound Trust
account ($89,000) and the Asset Forfeiture undesignated balance ($12,000). As of September
18,2006, $26,108 will remain unspent on purchase order (#3000128) for helicopter services.
Funding for the 120-day contract extension for helicopter services ($147,900), and liability
insurance ($7,392) totals $155,292, which will be derived from the following sources:
Remaining amount of Purchase Order (#3000128)
Booking Fee Subvention Revenue
Total
$ 26,108
$129.184
$155,292
The State of California had not finalized their budget for FY 2006/07 when the Mayor and
Common Council adopted the City's General Fund budget for FY 2006/07. Certain
Intergovernmental revenues, particularly the Booking Fee Subvention, were uncertain at that
time, as legislation was pending to eliminate Counties ability to charge booking fees.
Consequently, revenue projections for FY 2006/07 did not include any Booking Fee Subvention
amounts.
The State of California's enacted budget includes $35 million to reimburse the fees that local law
enforcement agencies paid to book arrestees into county jails in FY 2005/06. Cities will
continue paying booking fees in FY 2006/07 but these costs will be almost entirely eliminated
starting in FY 2007/08. Based on FY 2005/06 actual costs, the Booking Fee Subvention revenue
that the City will receive in FY 2006-07 is estimated at $354,700. After covering the 120-day
contract extension for helicopter services, and increasing the Booking Fee expense budget up to
$354,700, the remaining $210,800 in Booking Fee Subvention reimbursement will be placed in
the City's General Fund Reserve account to help offset the additional cost of the police charter
Section 186 raises.
Recommendation
I. Adopt Resolution.
2. Authorize the Director of Finance to amend the adopted General Fund budget for FY
2006/07 as follows:
Increase General Fund revenue account 001-000-4621 (Booking Fee Subvention) by
$354,700, increase Police expenditure account #001-213-5502 (Professional/Contractual
Services) by $129,184, increase Police Booking Charges (001-228-5178) by $14,700 and
increase the General Fund Budget reserve account by $210,800 to help offset the
additional cost ofthe police charter Section 186 raises.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING A 120-
DAY CONTRACT EXTENSION BETWEEN THE CITY OF SAN BERNARDINO AND
CALIFORNIA AVIATION SERVICES FOR HELICOPTER PATROL SERVICES
AND TO INCREASE THE PURCHASE ORDER (#300128) FOR THESE SERVICES
TO AN AMOUNT NOT TO EXCEED $230,184.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That the Mayor and Common Council authorize the purchasing manager
to increase purchase order #300128 to California Aviation Services by $129,184, not to exceed
$230,184 for liability insurance costs and air patrol services for a 120-day contract extension
period.
SECTION 2. That the Mayor and Common Council approve select source justification
for the vendor California Aviation Services Inc (per Municipal Code 3.04.010 (b)(3)).
SECTION 3. Approval of the Contract is subject to the City Attorney being satisfied
that the necessary insurance coverage totaling $10,000,000 in aviation liability and property
coverage is continued.
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING A 120-
DAY CONTRACT EXTENSION BETWEEN THE CITY OF SAN BERNARDINO AND
CALIFORNIA AVIATION SERVICES FOR HELICOPTER PATROL SERVICES
AND TO INCREASE THE PURCHASE ORDER (#300128) FOR THESE SERVICES
TO AN AMOUNT NOT TO EXCEED $230,184.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a
meeting thereof, held
on the day of
, 2006, by the following vote, to wit:
NAYS
ABSTAIN ABSENT
Council Members:
AYES
ESTRADA
BAXTER
Vacant
DERRY
KELLEY
JOHNSON
MCCAMMACK
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this
day of
2006.
Patrick J. Morris, Mayor
City of San Bernardino
Approved as to
Form:
.J
CITY OF SAN BERNARDINO
CONTRACTUAL SERVICES AGREEMENT
CONTRACT EXTENSION
For
HELICOPTER PATROL SERVICES
CITY OF SAN BERNARDINO
CONTRACTUAL SERVICES AGREEMENT
CONTRACT EXTENSTION
THIS AGREEMENT (hereinafter the "Agreement") is made this JL day of September, 2006, (the
"Effective Date") by and between the CITY OF SAN BERNARDINO, a municipal corporation, (hereinafter the
"CITY"), and California Aviation Services, a California corporation with its principal place of business at 6791
Airport Drive, Suite #A, Riverside, Ca. 92504 (hereinafter the "CONTRACTOR"). The City and the Contractor
are sometimes hereinafter individually referred to as "PARTY" and hereinafter collectively referred to as the
"PARTIES."
The following terms and conditions of the Agreement are amended. All other terms and conditions will remain
in place.
SECTION IV
COMPENSATION
I. Compensation. In consideration of the performance by Contractor of the Services, the City shall pay to
the Contractor compensation at the rates set forth in Exhibit "B" attached hereto and incorporated herein
by reference. Total compensation under this Agreement shall not exceed $230,184 without written
approval of the City's Mayor and Common Council (the "Compensation").
The following terms and conditions of the EXHIBIT "A" are amended. All other terms and conditions will remain
in place.
Contractor to Provide
Helicopter and all crew and equipment necessary to accommodate a 4/10-work schedule (4 days per week, 10
hours per shift and 5.0 flight hours per shift) from Wednesday through Saturday from 1530 hours until 0130 hours
and other and/or hours as mutually agreed by CITY and CONTRACTOR. Flight hours either over or under the
minimum flight hours per shift may be adjusted in the following days and/or week to provide for an average of
20 flight hours per week. The time period of the contract extension will be from September 19, 2006, to January
18,2007.
Contractor/ConsultantIV endor warrants it possesses, or shall obtain, and maintain during the term of this
agreement a business registration certificate pursuant to Title 5 ofthe City of San Bernardino Municipal Code,
and any and all other licenses, permits, qualifications, insurance and approvals of whatever nature that are legally
required of contractor/consultant/vendor to practice its profession, skill or business.
The following terms and conditions of the EXHIBIT "B" are amended. All other terms and conditions will remain
in place.
1. Basic Level of Service
40 shift hours per week work shift 4/10 (4 days per week, lO hour shift per day), minimum of5.0 flight hours per
10 hour work shift. Flight hours per shift may be adjusted in the following days and/or week to provide for an
average of 20 flight hours per week.
2. Additional Costs Billed Monthlv
Additional flight hours above the basic weekly flight hour schedule of 20 flight hours per week and not adiusted
in the following davs and/or week will be billed at a rate of: $435.00 per hour.
3. Insurance Costs
Additional liability insurance will be billed at a rate of $7,392 per 90-day period. Total cost for both contractual
periods $14,800.
4. Maximum Compensation
The total compensation under this agreement shall not exceed $230,184 without written approval of the City's
Mayor and Common Council.
CITY OF SAN BERNARDINO,
A Municipal Corporation,
CONTRACTOR
Patrick J. Morris, Mayor
City of San Bernardino
Leo Bell, Owner
California Aviation Services, Inc.
6791 Airport Drive, Suite #A
Riverside, CA 92504
ATTEST:
Rachel G. Clark
City Clerk
APPROVED AS TO FORM:
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~ . y-. j,<=;.oyvy.........,
. Jfmes F. Perulian
je:ity Attorney