2025-05-07_AIS.pdf
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- Solicitation number
- 08-25
- Issued by
- Florida
About this file
This document is an Agenda Item Summary Sheet from Keys Energy Services (KEYS), a municipal electric utility in Key West, Florida, dated May 7, 2025, concerning Bid 08-25 for a Unit Price Contract for Local Lodging During Emergency Situations. The procurement seeks to establish a three-year contract with two potential one-year renewals for local hospitality providers to accommodate lodging for disaster response contractors and mutual aid workers during declared emergencies. KEYS received five proposals and recommends awarding the contract to Doubletree Grand Key Resort, the only vendor fully complying with technical specifications and terms and conditions.
The financial impact is currently marked as "TBD" and not budgeted, with potential funding sources including FEMA and state cost-share reimbursement. The contract will authorize the General Manager & CEO or designee to issue not-to-exceed task orders in emergency situations, with each task order to be reported to the Utility Board immediately following issuance. All emergency assistance contracts will include specific terms aligned with current FEMA Public Assistance Program requirements. KEYS plans to re-bid these services in the coming weeks to identify additional compliant providers, with staff intending to rank and activate awarded providers based on rates offered. The procurement supports KEYS' strategic plan goal of providing reliable electric service that exceeds industry standards.
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Text version
Agenda Item Summary Sheet Meeting Date: May 7, 2025
Proposer: Lynne E. Tejeda, General Manager & CEO Department: Human Resources
Agenda Item #: 8c
AGENDA ITEM WORDING: Award Unit Price Contract for Local Lodging During Emergency Situations, Bid 08-25
REQUESTED ACTION: Motion to Award Unit Price Contract for Local Lodging During Emergency Situations, Bid 08-25, to Doubletree Grand Key Resort, and authorize the General Manager & CEO or designee to issue not-to-exceed task orders in the event of a declared emergency
DISCUSSION: KEYS places local lodging contracts, with pre-negotiated pricing and terms, for activation in the event of a declared emergency. The contracts accommodate lodging for disaster response contractors and mutual aid workers.
KEYS issued a request for proposals seeking responses from local hospitality providers. The specifications provide for a three-year contract duration, with two available one-year renewals.
KEYS received five proposals. After reviewing the proposals, Staff recommends entering into a contract with Doubletree Grand Key Resort.
Company Name Compiles with
Technical Specifications
Complies with Terms &
Conditions Doubletree Grand Key Resort Yes Yes Hansa Holdings No N/A Streamlined Stay Solutions, LLC No N/A The Keys Collection No No United Contract Solutions, LLC No N/A
In the event of a declared emergency, the Utility Board authorizes the General Manager & CEO or designee to issue task orders, as deemed appropriate, against the unit price contracts. The task orders will include a not-to-exceed amount and will be reported to the Utility Board at the board meeting immediately following issuance.
All emergency assistance contracts included specific terms and conditions in accordance with the current requirements of the FEMA Public Assistance Program.
KEYS will re-bid these services in the coming weeks in an effort to identify additional compliant providers. Staff will rank and activate awarded providers on the basis of rates offered.
SUPPORTS STRATEGIC PLAN: Goal #1 – Provide reliable electric service that exceeds industry standards
FINANCIAL IMPACT:
Total Cost: TBD Budgeted: No Source of Funds: Potential for FEMA and State Cost Share
Reimbursement
File details come from the government source that posted it. Updated .