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RESOLUTION APPROVING AWARD OF CONTRACT NO. RFP-01647 TO AIRBUS HELICOPTERS, INC. FOR THE PURCHASE OF HELICOPTERS FOR THE MIAMI-DADE POLICE DEPARTMENT IN A TOTAL AMOUNT NOT TO EXCEED $43,354,298.00 FOR THE INITIAL FIVE-YEAR TERM AND TWO FIVE-YEAR OPTIONS TO RENEW; AND AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR�S DESIGNEE TO EXECUTE SAME FOR AND ON BEHALF OF MIAMI-DADE COUNTY AND EXERCISE ALL PROVISIONS OF THE CONTRACT, INCLUDING ANY ASSIGNMENT, CANCELLATION, RENEWALS OR EXTENSIONS, PURSUANT TO SECTION 2-8.1 OF THE CODE OF MIAMI-DADE COUNTY, FLORIDA AND IMPLEMENTING ORDER 3-38

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WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that:

Section 1. This Board approves award of Contract No. RFP-01647 to Airbus Helicopters, Inc., in substantially the form attached and made a part hereof, for the purchase of Helicopters for the Miami-Dade Police Department in a total amount not to exceed $43,354,298.00 for the initial five-year term and two, five-year options to renew.

Section 2. This Board authorizes the County Mayor or County Mayor�s designee to execute the agreement and exercise all provisions of the contract, including any assignment, cancellation, renewals or extensions, pursuant to section 2-8.1 of the Code of Miami-Dade County, Florida and Implementing Order 3-38.

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Date:
To: Honorable Chairman Oliver G. Gilbert, III
and Members, Board of County Commissioners

From: Daniella Levine Cava
Mayor

Subject: Recommendation for Approval to Award a Contract for Helicopters for Miami-Dade Police Department

STAFF RECOMMENDATION
Summary
This contract is for the purchase of four helicopters for Miami-Dade Police Department (MDPD) to provide aerial support services including but not limited to support of perimeter operations, vehicle and foot pursuits, and reconnaissance for major events. The contract provides for the purchase of the following: four new helicopters with warranty; training services for the new helicopters; a spare parts account; sale of two helicopters from MDPD�s existing fleet; and a full components airframe support program for the new helicopters.

Approval of this item will allow MDPD to modernize its fleet of helicopters and ensure continuity of vital air support services to department personnel, as well as a myriad of federal, state, and municipal first responder agencies and local governmental entities.

MDPD�s current fleet consists of four helicopters that were placed into service in 2008, 2009, 2010, and 2011, respectively. All four helicopters have reached a service life requiring mandated FAA 12-year inspection and repair services to various components (airframe, engine, and avionics). Due to the age of the fleet, replacement parts necessary to repair or overhaul various aircraft components have been very difficult to secure. Scarcity of parts and vendors that are able to properly service the equipment has resulted in multiple emergency purchases to ensure continuity of helicopter operations. Due to the current fleet�s age, repair costs continue to rise since parts are scarce and repairs are encountered at shorter intervals. A separate agenda item is being presented to the Board for the ratification of two emergencies that were declared to ensure that MDPD continues its vital air support operations.

Recommendation
It is recommended that the Board of County Commissioners (Board) approve a competitive contract award, Contract No. RFP-01647, Helicopter Purchase for Miami-Dade Police Department, to Airbus Helicopters, Inc. for MDPD in the amount of $43,354,298 for a 15-year term.

Staff will negotiate a separate agreement with Safran Helicopter Engines (Safran) for the Support By the Hour Program for engine maintenance. Once negotiations are complete, an agenda item will be submitted for Board approval. The helicopter engines are under a standard manufacturer�s warranty of 36 months or 2,000 flying hours. The warranty will be with the engine�s manufacturer directly, not through Airbus. Typically, support by the hour programs will include a nominal fee to be paid while engines are under warranty, with such fee increasing after expiration of the warranty. The first helicopter delivery will be on March 31, 2025, and it is preferable to have a negotiated agreement with Safran by that time.

Background
A Request for Proposals (RFP) was issued under full and open competition on September 10, 2021. On the closing date of December, 3, 2021, the County received two proposals and one �No Bid�. A Competitive Selection Committee (Committee) appointment was initially requested on September 30, 2021, and then was amended on October 14, 2021 to include additional technical advisors. Following the appointment of the original Committee on January 11, 2022, Committee member substitution requests were received on three different occasions, and were approved on May 5, 2022, August 2, 2022, and January 4, 2023. After the final Committee was appointed on January 4, 2023, the five-person Committee consisted of three new members. A total of eight evaluation meetings were conducted, including two flight demonstrations. The final evaluation and scoring meeting was held on April 26, 2023.

Negotiations commenced on August 3, 2023, and concluded on January 19, 2024. A total of 22 meetings with staff and the recommended Proposer were held to negotiate final contract terms including, but not limited to, helicopter configuration, police mission equipment customization, helicopter training, trade in of two MDPD helicopters, and a long-term full components airframe support program.

If this award is approved, the new helicopters will be delivered in March, April, May, and June of 2025. Each new helicopter will be warranted for 36 months or 2,000 flying hours for the airframe. In addition, MDPD will have access to an Airframe Support Program that will be paid for by each hour flown and will include coverage for any airframe part that exceeds $250 and a spare parts account. The Airframe Support Program will ensure that MDPD has priority access to any airframe replacement parts that may become necessary at no additional cost beyond the hourly rate. Additionally, MDPD will have access to a variety of training programs to ensure that both pilots and technicians are properly trained to fly and maintain the new helicopters. The pilot training will include initial training and night-vision goggles training, and the technician training will include both airframe field maintenance and engine training.

The contract provides for assignment in whole or in part to the elected Sheriff. The County has the right to terminate this contract for convenience in the event that the elected Sheriff does not wish to assume this agreement. Upon termination of this contract, the County may forfeit the downpayment of 20% and will negotiate any further expenses incurred through the date of termination.

The Office of the Inspector General has been closely monitoring this procurement process throughout its entirety, including flight demonstrations, to ensure the procurement was conducted in accordance with County rules and regulations, and the specifications of the RFP, and has not expressed any concerns.

Scope
The scope of this item is countywide in nature.

Fiscal Impact/Funding Source
The fiscal impact for the purchase of four new helicopters, warranty, spare parts account, and training services for the 5-year term is $26,600,000. The fiscal impact for the full components airframe support program is $3,768,582 for the initial five-year term or $16,754,298 total for 15 years. Should the County choose to exercise, at its sole discretion, the two, five-year options to renew, the cumulative allocation will be $43,354,298. Credits for the sale of two helicopters from MDPD�s existing fleet will be calculated at the time of the sale.

Department Allocation Funding Source Contract Manager
MDPD $43,354,298 Future Financing Nicholas Santos
Total $43,354,298


Track Record/Monitor
Vanessa Stroman of the Strategic Procurement Department (SPD) is the Procurement Contracting Manager.

Delegated Authority
If this item is approved, the County Mayor or County Mayor�s designee will have the authority to exercise all provisions of the contract, including any assignment, cancellation, renewals, or extensions, pursuant to Section 2-8.1 of the County Code and Implementing Order 3-38.

Vendor(s) Recommended for Award
Pursuant to Resolution No. R-477-18, the highest-ranked proposer is recommended in accordance with the method of award per the solicitation and is non-local.
Vendor Principal Address Local Address Number of Employee Residents Principal
1) Miami-Dade
2) Percentage*
Airbus Helicopters, Inc. 2701 Forum Dr Grand Prairie, TX None 0 Kevin Cabaniss
0%
*Provided pursuant to Resolution No. R-1011-15. Percentage of employee residents is the percentage of vendor�s employees who reside in Miami-Dade County as compared to the vendor�s total workforce.

Vendors Not Recommended for Award
Vendor Local Address Reason for Not Recommending
AgustaWestland Philadelphia Corporation No Evaluation Scores/Ranking
Sterling Corporation No No Bid*
*A �No Bid� means the vendor responded indicating that it will not be providing an offer.

Due Diligence
Pursuant to Resolution No. R-187-12, due diligence was conducted in accordance with SPD�s Procurement Guidelines to determine vendor responsibility, including verifying corporate status and that there are no performance and compliance issues through various vendor responsibility lists and a keyword internet search. The lists that were referenced included convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties. There were no adverse findings relating to vendor responsibility.

Applicability of Ordinances and Contract Measures
� The two percent User Access Program applies to the full components airframe support program only.
� The Small Business Enterprise Selection Factor and Local Preference were applicable.
� The Living Wage Ordinance does not apply.



_________________
James Reyes
Chief of Public Safety