REPORT TO THE CITY COUNCIL
FROM: MINDY CASTO, Chief of Police
Police Department
BY: BURKE FARRAH, Deputy Chief
Police Department/Support Division
SUBJECT
Title
Actions pertaining to the Fresno Police Department Air Support Unit “Skywatch”
1. Award a Sole Source Agreement with Airbus Helicopters, Inc. for the purchase of an overhauled main rotor gearbox main module for Airbus EC120 helicopter N524MW in an amount not to exceed $200,000.
2. ***RESOLUTION: Adopt a Resolution authorizing an exception to formal bidding procedures and approving the sole source purchase and installation of a main rotor gearbox overhaul for N524MW Airbus EC120 Helicopter for the Fresno Police Department. (Subject to Mayor’s Veto)
Body
RECOMMENDATION
Staff recommends Council award a Sole Source Agreement with Airbus Inc. for the purchase of an overhauled main rotor gearbox main module for Airbus EC120 helicopter N524MW in an amount not to exceed $200,000 for continued airborne law enforcement operations in support of patrol and specialized units serving the citizens of Fresno; and adopt a Resolution authorizing an exception to formal bidding procedures and approving the sole source purchase of an overhauled main rotor gearbox main module for Airbus EC120 helicopter N524MW for the Fresno Police Department.
EXECUTIVE SUMMARY
The Fresno Police Department seeks to purchase an overhauled main rotor gearbox main module that is overhauled certified by Airbus for the Airbus EC120 police helicopter N524MW. Installation of the overhauled main module will be completed by Fresno Police Department employed and FAA certified aviation mechanics at the Skywatch facility. This helicopter will continue to provide support to our officers in the field during emergency response to critical incidents, 911 calls, other services provided to the citizens of Fresno. The main module will be purchased as an exchange through a sole source without advertised competitive bidding.
BACKGROUND
The Fresno Police Department owns and operates two EC120 Colibri helicopters to conduct airborne law enforcement operations. The helicopters were originally manufactured by American Eurocopter, which officially changed its name to Airbus Helicopters Inc. in 2014 (hereinafter “Airbus”). Airbus discontinued the manufacturing of EC120 helicopters in 2017 and began focusing on the production and sales of the more widely used H125 helicopter. Although Airbus continues to provide service support for the legacy aircraft, parts inventory availability has been limited.
The City of Fresno purchased the second EC120 helicopter new and directly from American Eurocopter in 2005. The helicopter is registered with the Federal Aviation Administration as N524MW and has logged more than 14,300 flight hours. The helicopter has been maintained in an airworthy condition and has served the citizens of Fresno well for the last 20 years.
The FAA requires all operating aircraft to maintain “airworthy” certification to confirm safe and legal operation of the aircraft. Airworthy Directives (ADs), the manufactures maintenance manual, and the FAA regulate the requirements for airworthy certification.
Regular and proper maintenance is essential to ensure our helicopters remain airworthy. Maintenance performed, inspections, and repairs are logged and tracked in a maintenance logbook specific to each helicopter. Nearly all maintenance must be completed by Airframe and Powerplant (A&P) FAA certified mechanics. Regulations allow for minor service-related tasks to be completed by pilots who have received the necessary training.
Airframe & Powerplant (A&P) Aviation Aechanics with an additional FAA Inspection Authorized (IA) certification are approved to perform a wider range of maintenance. IA certified aviation mechanics are allowed to perform and approve inspections, major repairs and alterations.
Our two full-time, IA certified, Aviation Maintenance Technicians complete most of the service, repairs, and inspections of our helicopters at our facility. Airbus Helicopters Inc, Airbus certified service centers, or other third-party vendors are used for complex repairs requiring specialized tools or expertise. Except for the engine, Airbus Helicopters Inc. overhauls all major components. Safran, the engine manufacturer, completes all engine overhauls and major repairs under the conditions set forth by the Support By the Hour (SBH) agreement.
Generally, part replacement and components overhauls are scheduled when established flight hour limits are reached. Certain parts have a hard time limit, while others allow for varying buffer limits. The helicopter is not airworthy when the part reaches the hard time limit or reaches end of the buffer time limit, if a buffer time is allowed. Unscheduled part replacement, repairs, and overhauls may be necessary when faulty parts are identified during inspections of the helicopters.
The main rotor gearbox is a major component, with a series of gears, that transfers the power of the engine to drive the main rotor blade system and allows for aerodynamic authority. The main rotor gearbox is modular and is comprised of two primary components. The main module and the epicyclic reduction gear module are the two major sections of the main rotor gear box. The modular design of the main rotor gear box allows for each module to be overhauled and replaced independently. The main module and the epicyclic each have independent established Time Between Overhaul (TBO).
The Time Between Overhaul (TBO) for the Main Mod and the Epicyclic is 5,000 flight hours with a 300-flight hour buffer for each independently. Overhaul times of the two major components are staggered with each of the two helicopters to distribute overhaul costs over several fiscal years. The current estimated cost for an overhaul exchange of the main module is approximately $200,000.
Airbus Helicopters International, the helicopter manufacturer, is the only company certified to provide the overhaul service. We utilize the overhaul exchange program to reduce the time the helicopter is grounded. The cost of the overhaul exchange allows us to exchange our component needing overhaul with a certified overhaul component. The cost of an overhaul exchange is fixed, regardless of the required maintenance of the component we exchange.
The less preferred overhaul method would require us to send in our component to Airbus with a down payment and wait an extended period for the component to be overhauled. The final cost would depend on the amount of replacement parts, service, and repair needed to certify the overhauled component. In addition to the helicopter being grounded for an undetermined amount of time, the “Over and Above” final cost is unknown until the overhaul is complete. The uncertainty of this method has a negative impact on the operations of the unit and inhibits budgetary forecasts.
The General Services Department Purchasing Division has reviewed and approved the sole source resolution. The City Attorney has reviewed and approved as to form.
ENVIRONMENTAL FINDING
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a project as defined by CEQA.
LOCAL PREFERENCE
Local preference did not affect the award of this agreement because there was only one vendor who can provide the Airbus certified overhauled main rotor gearbox main module necessary for the overhaul replacement.
This purchase would be awarded as a sole source, meaning local preference would not apply since there is a single provider of the specified equipment.
FISCAL IMPACT
The Police Department’s FY 2026 budget has $200,000 appropriated for the purchase of an overhauled main rotor gearbox main module for Airbus EC120 helicopter N524MW. Any future large expenditures related to the Skywatch helicopters will be requested in future budget years.
Attachments:
Airbus, Inc. Sole Source Resolution
Quote 0021491691