07-05-2022 CC RPT 28 - Laserfiche WebLink

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City Council Memorandum TO:HONORABLE MAYOR AND CITY COUNCILDATE: JULY 5, 2022 FROM: POLICE DEPARTMENTWARDS: ALL SUBJECT:EMERGENCY PURCHASE ORDER224663WITH 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 Order224663withHeli-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 Councilratify the emergency Purchase Order224663with 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. Thishelicopter(N951RP) wasout ofservice 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 Departmenthelicopter N911RP underwent a required inspectionwhere itwas discovered that the main rotor transmission required immediate replacementdue to reaching its maximum flight hours. The parts for bothhelicopters are no longer manufactured andthe overhauledor used replacement parts are difficult to obtain. On May17, 2022, the Police Department found that Heli-Mart, Inc, of Irvine, CA, had an overhauledmain rotor transmissionon hand and was willing to sell it to the Department. However, thevendor 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.