Recommend approval to award annual contracts to Ranco Response, LLC (Primary) and MLU Services, Inc (Secondary) in an amount that will vary based on the severity of the disaster.

The disaster recovery base and support services will be used in the event of a disaster to set up a base to serve as a temporary point of logistics until City facilities and homes can be re-occupied. When activated, the cost is a per person, per day fee and is scalable to the number of employees that may be needed. The per person, per day cost is $196. For example, a disaster base for 500 people would be $98,025 per day plus the cost of mobilization and demobilization of $288,000 each. Freight charges are not included and would be based on shipping rates at the time. There would be additional costs for items such as medical, security and fuel services if the City needed them based on the situation. If there is a Presidential Disaster Declaration, a portion of these expenses should be reimbursable by FEMA. While there is a retainer option of $250,000, staff is recommending approving ‘as available’ agreements with all companies. There is no cost for this option. However, availability would be subject to a first come, first served arrangement. This item assists in accomplishing the City’s goal of Public Safety and adds value to the residents feeling safe in their neighborhoods by allowing City personnel and mutual aid assets to work after a storm and provide a continuity of services during that time.

The unintended consequences are that the City is not guaranteed to be reimbursed by FEMA for these services depending on the situation. One potential alternative the Council could consider is entering into agreements with other jurisdictions for billeting, workspace and food services. Another alternative would be to invest in City infrastructure by building new City buildings that have Category 5 wind and surge protection areas then store adequate supplies there to support City workforce.

The method used for this procurement was the request for proposals (RFP), which evaluates criteria in addition to cost. The proposals were evaluated on the basis of qualifications and experience, including support capabilities, technical capabilities, fees, references and DBE participation.

Five proposals were received in response to this RFP. All proposals were reviewed and fully evaluated by a selection committee of City staff.

The proposal was advertised, opened, and reviewed. This contract has four (4) renewal options. Delivery: As needed. Terms: Net 30 days. The proposers were:

Ranco Response, LLC (Statesboro, GA^(D) $196.05*

MLU Services (Athens, GA)^(D) $523*

EXCEL (Baton Rouge, LA)^(D) $227.50*

SLSCO, LTD (Galveston, TX)^(D) $557.08*

Persons Service Co., LLC (Mobile, AL)^(D) $432.76*

A pre-proposal conference was conducted and nine (9) vendors attended. (*) Indicates per person per day cost. (D) Indicates non-local, non-DBE business. Recommend approval.

Local vendors notified via the supplier portal: Yes

Total sent: 570

Total received: 5

Approval