2025-07-16_AIS.pdf
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- Solicitation number
- 16-25
- Issued by
- Florida
About this file
This Agenda Item Summary Sheet is from Keys Energy Services (KEYS), a municipal electric utility, concerning a unit price contract for local lodging during emergency situations. The document outlines a recommendation to award Bid 16-25 to two lodging providers: Beachside Resort & Residences and The Reach Key West, Curio Collection by Hilton. The contract specifications provide for a three-year duration with two potential one-year renewals, and staff will rank and activate awarded providers based on rates offered. The contract is designed to support lodging for disaster response contractors and mutual aid workers in the event of a declared emergency.
The financial impact is currently marked as "TBD" and not budgeted, with a potential source of funds being FEMA and State Cost Share Reimbursement. KEYS received two proposals and has two additional lodging vendors already under contract from previous competitive bids. In the event of a declared emergency, the Utility Board authorizes the General Manager & CEO to issue task orders with not-to-exceed amounts, which will be reported at the subsequent board meeting. All emergency assistance contracts include specific terms and conditions aligned with current FEMA Public Assistance Program requirements, supporting the strategic plan goal of providing reliable electric service that exceeds industry standards.
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Text version
Agenda Item Summary Sheet Meeting Date: July 16, 2025
Proposer: Lynne E. Tejeda, General Manager & CEO Department: Human Resources
Agenda Item #: 9h
AGENDA ITEM WORDING: Award Unit Price Contract for Local Lodging during Emergency Situations, Bid 16-25
REQUESTED ACTION: Motion to Award Unit Price Contract for Local Lodging during Emergency Situations, Bid 16-25, to Beachside Resort & Residences and The Reach Key West, Curio Collection by Hilton 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 support lodging for disaster response contractors and mutual aid workers.
The specifications provide for a three-year contract duration, with two available one-year renewals. Staff will rank and activate awarded providers on the basis of rates offered.
KEYS received two proposals. Staff recommends entering into contracts with Beachside Resort & Residences and The Reach Key West, Curio Collection by Hilton.
Company Name Compiles with
Technical Specifications
Complies with Terms &
Conditions Beachside Resort & Residences Yes Yes The Reach Key West, Curio Collection by Hilton Yes Yes
KEYS has two additional lodging vendors, procured by previous competitive bid, under contract and available for activation.
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.
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 .