HomeMy WebLinkAbout03 - Resolution to Award Sole Source Contracts•
March 10, 1997
TO:
41genda Item No. 3
CITY OF NEWPORT BEACH - -- -
`" COUNCIL
POLICE DEPARTMENT ' C O U NCIL
Honorable Mayor, Members of the City Council
FROM: Bob McDonell, Chief of Police C-3011
SUBJECT: Resolution to Award Sole Source Contracts
RECOMMENDATION:
Approve the attached resolution to award two sole source contracts. The two
contracts provide for the installation of avionics instruments and the purchase
and installation of an infrared sensing system on the replacement helicopter for
the AirBorne Law Enforcement program.
ANALYSIS:
The Newport Beach and Costa Mesa City Councils have approved the
purchase of a replacement helicopter. Accordingly, it is also necessary to
• purchase new avionics instruments and a new infrared sensing system. The
vendor of the avionics equipment, Western Avionics, possesses the unique
technical skills and necessary instrumentation to equip the new helicopter.
Based upon the factors outlined in the attached report, it is appropriate to sole
source this contract because formal bidding would not result in an economic
savings for ABLE nor would the absence of a formal bidding process eliminate
competition which was not already considered in this decision - making process.
The sole source decision should result in projected operational savings for
ABLE.
Regarding the infrared sensing system, the vendor, WESCAM, Inc., provides a
unique and technologically superior infrared system, when compared to all
other systems known to exist and that perform similar functions. The WESCAM
system provides greater quality and clarity than any others in a package that
has less weight and is more compact, both important considerations in an
aircraft. The infrared system housing will also be fitted to the two existing
helicopters in order to provide for quick transfer from one helicopter to another.
Additional details are included in the attached resolution and Exhibit A
submitted by Sergeant Bob Oakley, supervisor of ABLE.
In conclusion, ABLE's general counsel, Costa Mesa City Attorney Tom Kathe,
has reviewed Sergeant Oakley's sole source justification, and deemed it to be
sufficient legal justification to grant the sole source awards.
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Resolution to Awaroole Source Contracts 46
Page 2 -
This matter is scheduled to be heard by the Council's Public Safety Committee
on March 6, 1997. A supplemental report on results of that discussion will be
proy4ed to the Council prior to the meeting on March 10th.
Respectfully submitted,
akx
Bob McDonell
CHIEF OF POLICE
40
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0
RESOLUTION NO.97- -199
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF NEWPORT BEACH TO AWARD SOLE
SOURCE CONTRACTS FOR INSTALLATION OF
ANIONIC INSTRUMENTATION AND INFRARED
SYSTEMS ON HELICOPTERS OF THE AIRBORNE
LAW ENFORCEMENT SERVICES AGENCY
The City Council of the City of Newport Beach finds as follows:
1. The City of Costa Mesa ( "Costa Mesa") and the City of Newport
Beach ( "Newport Beach ") have established a Joint Powers Agency, known as
the Airborne Law Enforcement Services Agency ("ABLE"), for the purposes of
providing cooperative law enforcement helicopter services to their respective
jurisdictions.
2. Costa Mesa and Newport Beach have contributed public funds,
personnel and aircraft for the operation of ABLE and agreed to jointly purchase a
new helicopter for ABLE which requires avionic instrumentation and infrared
systems.
3. On January 24, 1997, the ABLE Board of Directors accepted a
report from the ABLE Bureau Commander, (attached as Exhibit A) which clearly
establishes that certain vendors of avionic instrumentation and infrared systems
market superior products and/or possess superior skills such that they represent
the only practical source for equipment and systems required by ABLE.
4. Western Avionics, Inc., is a vendor which possesses unique
technical skills and avionic instrumentation required by ABLE to equip the one
new helicopter purchased in 1996 from McDonnell Douglas such that the
compliance with purchasing policies or procedures of the City of Newport Beach
preliminary to the acquisition and installation of avionic equipment from /by
Western Avionics, Inc., is not warranted.
• Res 97 -19
5. WESCAM, Inc., is a vendor which markets an infrared
system which is technologically superior to all other similar systems currently
known to exist in that WESCAM's infrared system provides images of superior
quality and resolution than other systems and is the only system which complies
with ABLE standards for airborne observations such that the compliance with
purchasing policies or procedures of the City of Newport Beach preliminary to
the acquisition and installation of avionic equipment from /by WESCAM, Inc., is
not warranted.
6. The award of a sole source contract for avionic instrumentation and
infrared systems will benefit the residents of Costa Mesa and Newport Beach by
ensuring that the ABLE helicopters operate with the best possible equipment to
fulfill the law enforcement services provided by ABLE.
NOW THEREFORE, BE IT RESOLVED, that the City Council of the City
of Newport Beach, does hereby resolve:
1. The Chief of Police is authorized to negotiate and execute a
contract for avionic instrumentation with Western Avionics, Inc., in an amount not
to exceed $70,000; and
2. The Chief of Police is authorized to negotiate and execute a
contract with WESCAM, Inc., for infrared systems in an amount not to exceed
$200,000.
ADOPTED, this 10th day of March 1997.
MAYOR
ATTEST:
L City Clerk
STATE OF CALIFORNIA }
COUNTY OF ORANGE
CITY OF NEWPORT BEACH }
I, LAVONNE M. HARKLESS, City Clerk of the City of Newport Beach, California, do
hereby certify that the whole number of members of the City Council is seven; that the foregoing
resolution, being Resolution No. 97 -19, was duly and regularly introduced before and adopted by the
City Council of said City at a regular meeting of said Council, duly and regularly held on the 10th
day of March, 1997, and that the same was so passed and adopted by the following vote, to wit:
Ayes: O'Neil, Thomson, Edwards, Hedges, Glover, Noyes, and Mayor Debay
Noes: None
Absent: None
Abstain: None
IN WITNESS WHEREOF, I have hereunto subscribed my name and affixed the
official seal of said City this 11th day of March, 1997.
�tivvPpR rryr
k
City Clerk of the City of
O fif.Al �d, Newport Beach, California
(Seal)
To: Sgt. Bob Oakley
From: Thomas Kathe, City Attorney
Re: Sole Source Request for Avionics and Infrared Systems
Date: February 24, 1997
Pursuant to the ABLE Board's request of February 19, 1997, this office has
reviewed your memorandum of February 20, 1997, providing additional justification
for a sole source award of contracts to Western Avionics for avionics
equipment /service and WESCAM for infrared system /service for the new ABLE
helicopter.
This office previously issued Report no. 97 -10 with resolutions and findings
necessary to award a sole source contract. Your original report of February 4,
1997, was, in our opinion, sufficient to support the resolution findings
Based on our review of the pertinent authorities and your updated report, this
office remains of the opinion that clear and convincing evidence supports findings
for award of sole source contracts to Western Avionics and WESCAM by the
member agencies of ABLE, the City of Costa Mesa and City of Newport Beach.
Discussion:
Generally, competitive bidding is mandatory for public projects by cities
pursuant to Public Contract ( "PC ") § § 20161 and 20162. However, there are
certain well recognized exceptions to this rule. One exception is where competitive
proposals are not available or would not produce, an advantage, and advertisement
for competitive bids would thus be undesirable, impractical or impossible. (Graydon
v. Pasadena Redevelopment Agency (1980) 104 Cal.App.3d 631; Menkin v.
Steveland. Inc. (1977) 68 Cal.App.3d 490; Hodgeman v. City of San Diego (1942)
53 Cal.App.2d 610.)
This exception specifically applies to technologically unique products and /or .
services, purchase of patented products and personal services from contractors
Sole Source Contract Recaendation
Page 3
market support to the greater Los Angeles area. They have been the bench mark in technology to
the news media with stabilized video equipment for news helicopters. This is the same
technology which has been applied to the Model 12 system. After three days of field testing, all
ABLE pilots agreed this system far exceeds their expectations.
My contact with FLIR Systems was Mike McGinn, the area representative. I was originally
looking at the Ultra 3000 System, as a comparison to the WESCAM. I became aware of
problems with the Ultra 3000 which FLIR Systems has not addressed satisfactorily with the
customer (City of Riverside PD and the Los Angeles Sheriff s Department). Mike acknowledged
these problems and offered their Sapphire System as an alternative. This is a system which has
been offered for larger helicopters due to its weight, but he told me they could downsize it for
our application. He scheduled an appointment to demonstrate the equipment on January 20'", but
did not show up and did not call. I questioned him later about it and he related that he could not
come through with the system he promised. This type of service is consistent with what I have
heard from other law enforcement air units about FLIR Systems after market support. Based on
this I would not recommend dealing with them at this time. The Ultra 3000 System is the only
other unit available offering similar technology to the WESCAM. However, problems with this
system which have not been addressed eliminate it from consideration for use by ABLE.
The vendor, WESCAM, Inc., provides a unique and technologically superior infrared system to
all other systems known to exist which perform similar functions. It provides a greater quality of
• airborne observation than any other system in existence and complies with proven standards
required by ABLE to equip the new helicopter. It is recommended the sole source contract for
the WESCAM, Model 12 System be awarded to WESCAM at a cost not to exceed $200,000.00.
•
0 •
with special skills or abilities to meet unique requirements of the public contract.
i(Kenedv v. Ross (1946) 28 Cal.2d 569, Hodgeman v. City of San Diego, supra; and
Hiller v. City of Los Angeles 0 961) 197 Cal.App.2d 685.)
n
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In this matter, several key facts support the award of a sole source contract:
1. The ABLE helicopters have already received satisfactory service from
Western Avionics, and the technical personnel have unique experience in already
understanding the mission requirements for avionics for ABLE helicopters.
2. The Western Avionics informal bid is over $15,000 lower than the
nearest competitor, Air Comm, and contains not passive costs associated with
helicopter delivery due to the near location of Western Avionics.
3. The WESCAM infrared system is unique and subject to patents for
which no other competitor has an equivalent system. The WESCAM system is
presently available and operational, whereas the nearest FUR System is not
available or operational.
4. The WESCAM system complies with mission and weight requirements
for ABLE as well as interchangeability among three aircraft. Finally, the WESCAM
system has been tested and found operational by ABLE pilots.
Based on these factors, we are of the opinion that sole source contracts can
be authorized in this matter to Western Avionics and WESCAM.
If there are any questions, please contact this office.
TAK:mr
c: Dave Brooks
Sole Source Memo2
E
�Y) 0 1 NjWW MW r.AJEr
,borne Law Enforcement Services
February 4, 1997
TO: TOM KATHE, CITY ATTORNEY, ATTORNEY, CITY OF COSTA MESA
FROM: SERGEANT BOB OAKLEY
SUBJECT: SINGLE SOURCE PURCHASE REQUEST - HELICOPTER AVIONICS
itw'o�.d-�3 -s7
I am making this request to use a single source vendor for the installation of avionics in the new
ABLE helicopter. The City of Costa Mesa currently has a contract agreement with Western
Avionics, Inc., located at John Wayne Airport. We utilize their services for the on going
maintenance of the ABLE helicopters. They offer an excellent discount on parts and have
historically provided excellent workmanship and service. They have also completed the initial
avionics installation on two Costa Mesa helicopters with satisfactory results under the name of
Continental Avionics, Inc,. •
The attached quotation for avionics in our helicopter is $64,571.33. The actual cost may vary
slightly, depending on items which we have not anticipated. We took great pains to include
everything in this quote, which is why I. believe this estimate is very close.
As you know this is a complex installation. Past experience has shown that in the best case,
there are bugs to be worked out. From an operational perspective, it is preferable to use a vendor
who is accessible to deal with these problems. Western Avionics will send their personnel to our
hangar. This eliminates the need to deliver the aircraft to the repair facility, the pilots time for
delivery and the cost of flight time. in addition; loss of use and down time are minimized.
The cost of the installation is also attractive. A comparable installation for the City of Anaheim
for their new MD520N helicopter was estimated at $110,000.00 with another avionics installer.
Based on the above information, I believe it is beneficial for ABLE to consider Western Avionics
as a single source vendor for our new helicopter.
11
WESCAM, INC.
QUOTE NO.
WUUtd11U1i
ROGCSOLID WORLDWIDE •
Todd Newton
•. .
TERMS
Todd
Newton
Quotation No:97TN02A
Airborne Law Enforcement
Rev 1
am SW Zan or Cear
ITEM
QTY
Portland. Oft a7Mi
UNIT PRICE
DATE: January 23, 1997
PH: $0477-2100
1
WESCAM MODEL 12 DUAL SENSOR SYSTEM TO INCLUDE:
TAX: 6034".2111
$150,000
InSb 256 x 256 Focal Plape Army. Closed Cycle Cooling, Auto Level/Gain Controls, Dual
Ship To:
Newport Beach Police Department (Regional Air Suppt)
Newport Beach Police Department (Rash Air SuppU
361 Paularino Ave
361 Paularino Ave
Hangar #26
Hangar #26
Costa Mesa, CA 92626
Costa Mesa, CA 92626
Atm., SGT. Bob Oakley
Affiv SGT. Bob Oakley
NTSC format. and 768 x 494 Picture Elements
is
SALESPERSON
QUOTE NO.
DATE SHIPPED
SHIPPED VIA
F.O.B. POINT
TERMS
Todd
Newton
97TN02A Rev 1
Origin
Net 30
ITEM
QTY
DESCRIPTION
UNIT PRICE
AMOUNT
1
1
WESCAM MODEL 12 DUAL SENSOR SYSTEM TO INCLUDE:
$150,000
$150,000
InSb 256 x 256 Focal Plape Army. Closed Cycle Cooling, Auto Level/Gain Controls, Dual
Field of View Optics with 1 x and 5x magnification, Digital Image Processing
1/3' Hyper HAD Interline Transfer Color CCD Camera featuring 14:1 Continuous Zoom,
NTSC format. and 768 x 494 Picture Elements
360a Continuous Azimuth, +90 to 120a Elevation, Four Axis Gyro- Stabilization, Less than 12'
"
in diamatar nimlwl xsu nldv ant 14' in hpinht
-
2
1
System Interface Unit
3
1
Systern/Hand Controller Special Backlit design to house the controls for Level/Gatn,
Focus, IR/fV, Gimbal Control, Nightsun Slave, and Field of View Changes
4
1
Panasonic AG 750 VHS VCR
5
1
Cable Kit Standard for Model 12
6
Warranty is 1 year or 1000 hours, on parts and labor
7
Service will be conducted by Wescam's Local Service Depot, in Van Nuys, California
8
1
Aircraft Mount, Model 12 -Quick Disconnect
9
1
Color CRT 9- Diagonal Display/ Fomlat/NTSC —Sony
Options:
10
3
Nightsun Slave System
$10,000
$30,000
11
1
Flat Panel Multifunction Display with inputs for video and data, with mounting hardware
$10,000
$10,000
12
Five Days Orientation Training for Observers to be conducted at Heliport Facility by qualified
N/C
N/C
intln,Hnr
13
2
Hand Controller Un0—as specified above
$5,900
$11,800
14
2
System Interface Unit
$5,700
$11,400
15
2
Panasonic AG 750 VHS VCR
$1,250
$2,500
16
2
FSI ADAPTER CABLE
WC
WC
17
1
Trade In Costa Mesa PD's FSI 2000 Ala
<$25,000>
<$25,000>
18
1
Trade -in Newport Beach PD's FS12000 A/6
<$25,000>
<$25,000>
19
1
One Year Gold Law Enforcement Service Program
$10,000
$10,000
Sub Total:
Delivery will be 120 DAYS ARO unless otherwise specified Sales Tac
TBD
$200
$200
Shipping Included as per specification:
TBD
Total:
0If there are any questions about this quotation, please contact
2100 or FAX at 503- 977.2111.
Todd Newton at PH: b03 -vii-
THANK YOU FOR YOUR BUSINESS!
WESTERN AVIONICS, INC. • Quote 40 Pg. 1
TEL: (714) 757 -0290
19711 -A CAMPUS DRIVE Customer ID: NBPD
SANTA ANA, CA, USA 92707 75203
Fax #: (714) 757 -0293
* Q U O T E
.mod
Quote to: AIRCRAFT INFORMATION
NEWPORT BEACH POLICE NEWPORT BEACH POLICE
ATTN: ACCOUNTS PAYABLE ATTN: ACCOUNTS PAYABLE
PO BOX 7000 PO BOX 7000
NEWPORT BEACH, CA 92658 -7000 NEWPORT BEACH, CA 92658 -7000
- Date - - - - -- -WORK LOCATION ------- F.O.B.------ - - - - -- Terms -------------------------
01/21/97 1 1 Origin I Due on receipt
---------- - -P.O. Number --------- Salesperson --------------------- Required --------
I
I
SCOTT'GREGORY
1 01/21/97
Req Shp B.O.
Item No.
Description
Price.
HUGHES 520N
PRELIMINARY QUOTE
1
KCS55A -33
KCS55A HSI SYS HORZ 29V BLK-
1143.50
LIST 10,205.
1
NORTHSTAR M -60
2446.00
GPS LIST 3495.00
;
2
KY196A -30
KY196A 28V WKIT
5786.00
LIST 4160.00
1
KT76A -01
KT76A XPDR 28V SILVER CROWN
1239.'00
LIST 1770.00 .
1.000
AR850 -20
NARCO ENCODER 20KI
225.00
LIST 300.00
1
TRI30 SYS
TERRA RADAR ALIMETER SYSTEM
3316.50
TRI 30 /TRA 3000
LIST 3685
1
IVSI U -3000 FPM
895.00
1
AIM ATTITUDE GYRO
3596.00
510 -1B
2
NAT AA97 MULTI -USER
6620.00
SINGLE CHANNEL AUDIO
CONTROLLERS LIST 3895.00
•
WESTERN AVIONICS, INC.
TEL: (714) 757 -0290
19711 -A CAMPUS DRIVE
SANTA ANA, CA, USA 92707 -5203
Fax R: (714) 757 -0293
Quote to:
NEWPORT BEACH POLICE
ATTN: ACCOUNTS PAYABLE
PO BOX 7000
NEWPORT BEACH, CA 92658 -7000
Quote is 40 Pg. 2
Customer ID: NBPD
* Q U O T E
+
AIRCRAFT INFORMATION
NEWPORT BEACH POLICE
ATTN: ACCOUNTS PAYABLE
PO BOX 7000
NEWPORT BEACH, CA 92658 -7000
- Date - - - - -- -WORK
LOCATION ----- '- F.O.B.------ - - - - -- Terms ---------------------- - --
01/21/97 1
1 Origin 1 Due on receipt
---------- - -P.O.
Number--------- Salesperson--------------- - - -- --
Required-- - - - - --
I
--------------------------------------------------------------------------------
I SCOTT GREGORY 1
01/21/97
Req Shp B.O.
Item No. Description
Price.
1
ICS MODE SELECTOR
675.00
AA31 -002
-
LIST 795.00
1
PA DRIVER
803,00
AA22 -160
LIST 945
1
INSTALL KIT
45.00
AA23 -IKC
1
220 WATT POWER AMP
1270.00
PA220 -010
+
LIST 1495
1
INSTALL KIT
40.00
PA220 -IKS
1
TS200
845.00
EXTERNAL SIREN PA
SPEAKER LIST 995
2
FM PORTABLE INTERFACE -
620.00
AA34 -200
LIST 352
1
- MASTER CONTROL HEAD
4755.00
TH 350 - 2NNN
LIST 5595
1
KGS CONVERTER
668.00
28 TO 14
UC -28 -14 LIST 710
' 1
u
WESTERN AVIONICS, INC.
TEL: (119) 157 -0290
19711 -A CAMPUS DRIVE
SANTA ANA, CA, USA 92707 -5203
Fax #: (719) 757 -0293
Quote to:
NEWPORT BEACH POLICE
ATTN: ACCOUNTS PAYABLE
PO BOX 1000
NEWPORT BEACH, CA 92658 -7000
Quote • 90 Pg. 3
Customer ID: NBPD
* Q U 0 T E +
k *
AIRCRAFT INFORMATION
NEWPORT BEACH POLICE
ATTN: ACCOUNTS PAYABLE
PO BOX 7000
NEWPORT BEACH, CA 92658 -7000
-Date---- - --WORK LOCATION ------- F.O.B.- ----- --- --- Terms -------------------------
01/21/97 1 I Origin I Due on receipt
---------- - -P.O. Number--------- Salesperson--------------- - - - - -- Required-- - - - - --
I I SCOTT GREGORY 1 01/21/97
--------------------------------------------------------------------------------
Req Shp B.O. Item No. Description Price.
-- - - -- -- -- -- - -- -- - -- - - --
1 - CI 122 COM ANT 130.00
1 DM C70 -1 /A 189.00
COM ANT
INSTALLATION HARDWARE 795 ~00
AS NEEDED / WIRE/
CIRCUIT BREAKERS ;
1 FN300 28V TROLL 5 PORT COOLING FAN 2:75.00
1 CONNECTORS FOR 195.00
PAK SETS DC INPUT
1.000 LABOR TO INSTALL .0.00
CUSTOMER PROVIDED
FLIR SYSTEM
1.000
LABOR TO INSTALL 0.00
CUSTOMER PROVIDED
NIGHTSUN SYSTEM SLAVED
1.000
LABOR TO INSTALL 0.00
CUSTOMER PROVIDED
LOJACK SYSTEM
1.000
LABOR TO INSTALL 0.00
CUSTOMER PROVIDED
ETS SYSTEM
1.000 LABOR TO INSTALL 0.00
CUSTOMER PROVIDED
PAK SET HANDHELD
40
WESTERN AVIONICS, INC. •
TEL: (719) 757 -0290
19711 -A CAMPUS DRIVE
SANTA ANA, CA, USA 92707 -5203
Fax #: (719) 757 -0293
Quote to:
NEWPORT BEACH POLICE
ATTN: ACCOUNTS PAYABLE
PO BOX 7000
NEWPORT BEACH, CA 92658 -7000
Quote #* 90 Pg. 9
Customer ID: NBPD
* +
* Q U O T E
AIRCRAFT INFORMATION
NEWPORT BEACH POLICE
ATTN: ACCOUNTS PAYABLE
PO BOX 7000
NEWPORT BEACH, CA 92658 -7000
- Date - - - - -- -WORK LOCATION - - -- -----
1 1 Origin I Due on receipt
---------- - -P.O. Number--------- Salesperson--------------- - - - - -- Required-- - - - - --
I I SCOTT GREGORY 1 01/21/97
------------------------------------------------------ -------------------- - - - - --
Req Shp B.O.
Item No. Description
Price.
1.000
LABOR TO INSTALL
0.00
CUSTOMER PROVIDED
FM RT UNITS (3)
1.000
LABOR TO INSTALL
CUSTOMER PROVIDED
STROBE LIGHT SYSTEM (2)
00
TOTAL LABOR TO
18700.00
INSTALL ABOVE EQUIPMENT
Quote subtotal
61272.00
Sales tax @ 7.7508
3299.3
Quote total
69571.33
THANK YOU FOR YOUR INQUIRY.
This quote expires on 02/21/97
•
•
•
•
February 20, 1997
0640 SAO M0r
rborne Law Enforcement Services
TO: ABLE BOARD OF GOVERNORS
FROM: SERGEANT BOB OAKLEY
SUBJECT: SINGLE SOURCE PURCHASE REQUEST
I am making this request to use a single source vendor for the installation of avionics in the new
ABLE helicopter. The City of Costa Mesa currently has a contract agreement with Western
Avionics, Inc., located at John Wayne Airport. We utilize their services for the on going
maintenance of the ABLE helicopters. They offer an excellent discount on parts and have
historically provided excellent workmanship and service. They have also completed the initial
avionics installation on two Costa Mesa helicopters with satisfactory results under the name of
Continental Avionics, Inc.
The attached quotation for avionics in our helicopter is $64,571.33. The actual cost may vary
slightly, depending on items which we have not anticipated. We took great pains to include
everything in this quote, which is why I believe this estimate is very close.
As you know this is a complex installation. Past experience has shown that in the best case,
there are bugs to be worked out. From an operational perspective, it is preferable to use a vendor
who is accessible to deal with these problems. Western Avionics will send their personnel to our
hangar. This eliminates the need to deliver the aircraft to the repair facility, the pilots time for
delivery and the cost of flight time. In addition, loss of use and down time are minimized.
There is only one other vendor who can respond to our facility for maintenance and repair. The
vendor is Air Comm, located in Colton. Air Comm recently completed the avionics installation
for the City of Anaheim on their new MD520N helicopter, which totaled $110,000.00. When I
deleted items from their installation that we will not purchase new, a more accurate comparison
would be $83,000.00 for Air Comm to do the same work proposed by Western Avionics. Past
experience with Air Comm has demonstrated that they cannot always respond in a timely manner
for repairs. We formerly used Air Comm for all of our avionics work, but found their response
for service to be slow and expensive. Anaheim's helicopter facility is not located on an airport,
so in their case Air Comm was attractive because they don't have to deliver the helicopter for
service and they are noted for doing quality work. Air Comm does not have a facility to service
helicopters, so they are forced to perform the installation at the customer's location. In Anheim's
Sole Source Contract ReAendation •
Page 2
case this is a plus because it eliminates the cost and delivery time for actually flying the •
helicopter to the repair facility.
As an example of the transportation cost involved, I can refer to our experience with the last
Newport Beach helicopter purchased. The avionics installation was done by Cinema Air, in
Carlsbad, CA. We experienced problems with this installation for two years. During this time
the helicopter had to be delivered, and often left at their facility for trouble shooting and repairs
on at least 12 different occasions. Each trip required at least one pilot and when the helicopter
had to be left.there it required two helicopters and two pilots to make the delivery and the same
to retrieve it. Using present day operating costs, I have estimated the cost of a single pilot trip to
the repair facility.
Flight Time to Carlsbad
30 minutes @ $200 per hour
$100.00
Pilot Time to Carlsbad
45 minutes @ $30 per hour
$22.50
Flight Time From Carlsbad
30 minutes @ $200 per hour
$100.00
Pilot Time from Carlsbad
45 minutes @ $30 per hour
$22.50
TOTAL
$245.00
The example includes only the bare minimum time involved. You can see that if the pilot was to
stand -by while repairs are made, the cost increases. If the helicopter were to be left at the facility
it would require a pilot and helicopter to pick him up, then return when the work was complete.
In this scenario the cost would triple to approximately $735.00. You can see where this is going, •
since this only accounts for transportation costs. Factor in loss of use and the administrative
costs involved and the real cost of avionics goes up substantially. In this case, twelve trips at the
bare minimum would increase the cost by $8,820.00.
Western Avionics, Inc., possesses unique technical skills and avionics products required by
ABLE to equip the new helicopter. Their facility located on the John Wayne Airport makes
them accessible at all times. Based on the above information, formal bidding for such
instrumentation would not result in an economic savings for ABLE. It is therefore recommended
the sole source contract be awarded to Western Avionics, Inc., for the installation of avionics in
the new helicopter.
I am also making this request to use a single source vendor for the purchase of a new
infrared/video system for ABLE. In our quest to update our current infrared system to the latest
generation equipment available, I narrowed the search to two vendors, WESCAM and FLIR
Systems, Inc. They were the only vendors offering the type of technology we were looking for.
I contacted sales representatives from both organizations to schedule a product demonstration.
Todd Newton, from WESCAM scheduled a three day period for us to install and test the Model
12, Dual Sensor System in our helicopter. He arrived on time and spent three days with us while
we put the system to the test. The WESCAM, Model 12 utilizes third generation infrared
technology. The thermal imager has no moving parts and is only available in this system. The
stability is due to a four axis stabilization unit which is also not available in the competitive •
system. WESCAM has established a service center at the Van Nuys Airport to provide after
•
Supplemental Report 3/10/97
Agenda No.
CITY OF NEWPORT BEACH
POLICE DEPARTMENT
March 6, 1997
TO: Honorable Mayor, Members of the City Council and City Manger
FROM: Bob McDonell, Chief of Police
SUBJECT: Resolution to Award Sole Source Contracts — Results of Public
Safety Committee Meeting
The staff report and resolution to award sole source contracts for the installation
of avionics instruments and an infrared sensing system for the replacement
ABLE helicopter was presented to the Council's Public Safety Committee today.
The Committee found sufficient justification existed to award the contracts, and
by unanimous vote, recommends the full Council approve the resolution as
presented.
Bob McDonell
CHIEF OF POLICE
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January 24, 1997
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TO; ABLE. BOARD OF GOVERNORS
FROM: SERGEANT BOB OAKLEY
SUBJECT: SINGLE SOURCE PURCHASE REQUEST
I am making this request to use a single source vendor for the installation of avionics in the new
ABLE helicopter. The City of Costa Mesa currently has a contract agreement with Western
Avionics, Inc., located at John Wayne Airport. We utilize their services for the on going
maintenance of the ABLE helicopters. They offer an excellent discount on parts and have
historically provided excellent workmanship and service. They have also completed the initial
avionics installation on two Costa Mesa helicopters with satisfactory results under the name of
Continental Avionics, .Inc.
The attached quotation for avionics in our helicopter is $64,571.33. The actual cost may vary
slightly, depending on items which we have not anticipated. We took great pains to include
everything in this quote, which is why I believe this estimate is very close.
As you know this is a complex installation, Past experience has shown that in the best case,
there are bugs to be worked out. From an operational perspective, it is preferable to use a vendor
who is accessible to deal with these problems. Western Avionics will send their personnel to our
hangar, This eliminates the need to deliver the aircraft to the repair facility, the pilots time for
delivery and the cost of flight time. In addition, loss of use and down time are minimized.
There is only one other vendor who can respond to our facility for maintenance and repair, The
vendor is Air Comm, located in Colton. Air Comm recently completed the avionics installation
for the City of Anaheim on their new MD520N helicopter, which totaled $110,000.00. When I
deleted items from their installation that we will not purchase new, a more accurate comparison
would be $83,000.00 for Air Comm to do the same work proposed by Western Avionics. Past
experience with Air Comm has demonstrated that they cannot always respond in a timely manner
for repairs. We formerly used Air Comm for all of our avionics work, but found their response
for service to be slow and expensive. Anaheim's helicopter facility is not located on an airport,
so in their case Air Comm was attractive because they don't have to deliver the helicopter for
service and they are noted for doing quality work. Air Comm dues riot havw a facility to service
helicopters, so they are forced to perform the installation at the customer's location. In Anheinl's
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Sole Source Contract Reimendation
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case this is a plus because it eliminates the cost and delivery time for actually flying the
helicopter to the repair facility,
As an example of the transportation cost involved, I can refer to our experience with the last
Newport Beach helicopter purchased. The avionics installation was done by Cinema Air, in
Carlsbad, CA. We experienced problems with this installation for two years. During this time
the helicopter had to be delivered, and often left at their facility for trouble shooting and repairs
on at least 12 different occasions. Each trip required at least one pilot and when the helicopter
had to be left there it required two helicopters and two pilots to make the delivery and the same
to retrieve it. Using present day operating costs, I have estimated the cost of a single pilot trip to
the repair facility.
Flight Time to Carlsbad 30 minutes @ $200 per hour $100.00
Pilot Time to Carlsbad 45 minutes @ $30 per hour $22.50
Flight Time From Carlsbad 30 minutes @, $200 per hour $100.00
Pilot Time from Carlsbad 45 minutes @ $30 per hour $22.50
TOTAL $245,00
The example includes only the bare minimum time involved. You can see that if the pilot was to
stand -by while repairs are made, the cost increases. If the helicopter were to be left at the facility
it would require a pilot and helicopter to pick him up, then return when the work was complete.
In this scenario the cost would triple to approximately $735.00. You can see where this is going,
since this only accounts for transportation costs. Factor in loss of use and the administrative
costs involved and the real cost of avionics goes up substantially. In this case, twelve trips at the
bare minimum would increase the cost by $8,820.00,
Western Avionics, Inc., possesses unique technical skills and avionics.products required by
ABLE, to equip the new helicopter. Their facility located on the John Wayne Airport makes
them accessible at all times. Based on the above information, formal bidding for such
instrumentation would not result in an economic savings for ABLE. It is therefore recommended
the sole source contract be awarded to Western Avionics, Inc„ for the installation of avionics in
the new helicopter.
I am also making this request to use a single source vendor for the purchase of a new
infrared/video system for ABLE. In our quest to update our current infrared system to the latest
generation equipment available, I narrowed the search to two vendors, WESCAM and FLIR
Systems, Inc, They were the only vendors offering the type of technology we were looking for.
I contacted sales representatives from both organizations to schedule a product demonstration.
Todd Newton, from WESCAM scheduled a three day period for us to install and test the Model
12, Dual Sensor System in our helicopter. He arrived on time and spent three days with us while
we pill the system to the test. The WESCAM, Model 12 utilizes third generation infrared
technology. The thermal imager has no moving parts and is only available in this system. The
stability is due to a four axis stabilization unit which is also not available in the competitive
system. WESCAM has established a service center at the Van Nuys Airport to provide after
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Sole Source Contract ReWmendation
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market support to the greater Los Angeles area, They have been the bench mark in technology to
the news media with stabilized video equipment for news helicopters. This is the same
technology which has been applied to the Model 12 system, After three days of field testing, all
ABLE pilots agreed this system far exceeds their expectations.
My contact with FLIR Systems was Mike McGinn, the area representative. I was originally
looking at the Ultra 3000 System, as a comparison to the WESCAM. I became aware of
problems with the Ultra 3000 which FLIR Systems has not addressed satisfactorily with the
customer (City of Riverside .PD and the Los Angeles Sheriffs Department). Mike acknowledged
these problems and offered their Sapphire System as an alternative. This is a system which has
been offered for larger helicopters due to its weight, but he told me they could downsize it for
our application, He scheduled an appointment to demonstrate the equipment on January 20 "', but
did not show up and did not call. I questioned him later about it and he related that he could not
come through with the system he promised. This type of service is consistent with what I have
heard from other law enforcement air units about FLIR Systems after market support. Based on
this I would not recommend dealing with them at this time, The Ultra 3000 System is the only
other unit available offering similar technology to the WESCAM. However, problems with this
system which have not been addressed eliminate it from consideration for use by ABLI.i.
The vendor, WESCAM, Inc., provides a unique and technologically superior infrared system to
all other systems known to exist which perform similar functions. It provides a greater quality of
airborne observation than any other system in existence and complies with proven standards
required by ABLE to equip the new helicopter. It is recommended the sole source contract for
the WESCAM, Model 12 System be awarded to WESCAM at a cost not to exceed $200,000,00.