Recommend approval to authorize the City Manager to execute Contract Modification No. 1 and renew the annual contract with Guardian Centers, LLC. for critical workforce facility provisions in the amount of $46,145.65. The City’s Emergency Planning Division continually plans and prepares for emergencies, such as hurricanes, tornadoes, and other extreme events that can impact City operations and safety of the general public. If a Category 3 or above hurricane were to impact the community, it would be necessary for critical workforce to evacuate until such time as it is safe to return, as few buildings in the City could withstand a storm of that force. This facility is able to house up to 1700 City personnel to include feeding, fueling, parking and a command post. Additionally, the facility would be out of the impacted area but close enough to get employees back into Savannah as quickly as possible.

The cost to retain the facility annually is $12,500, in addition there will be a training exercises that cost $33,645.65 for a total amount of $46,145.65. The cost to activate the facility is based on a firm, fixed fee of $141.42 per person, per day. This includes all services: feeding, lodging, fuel, etc.  Should the City send 1,000 employees to the facility during a Category 3 or above hurricane, the cost would be $141,420.00 per day. This amount represents at-cost expenses for the Guardian Centers. Additionally, half of the annual retainer would be applied to the City's invoice if the facility is used.

Bids were originally received on September 26, 2017.  Council originally approved this contract on August 30, 2018 in the amount of $12,500.  This is the first of four renewal options available.  The contract term shall be January 1, 2020 through December 31, 2020.

Approval