KEYS_Bid_17-25_Specifications_for_Transmission_Line_Station_Post_Insulator_Replacement.pdf

KEYS BID 17-25 SPECIFICATIONS FOR TRANSMISSION LINE STATION POST

INSULATOR REPLACEMENT

CALL FOR BIDS

THE UTILITY BOARD OF THE CITY OF KEY WEST, FLORIDA, operator of Keys Energy Services (KEYS), hereby gives notice to prospective bidders that sealed proposals will be received by KEYS electronically until 10:00 a.m. on Friday, September 5, 2025 for:

KEYS BID 17-25

SPECIFICATIONS FOR TRANSMISSION LINE STATION POST INSULATOR REPLACEMENT

KEYS has instituted VendorLink and DemandStar systems to provide current information to potential bidders. These systems will allow you to receive bid information quickly and at your convenience 24 hours a day, 7 days a week. Specifications may be obtained from their websites at www.myvendorlink.com or www.DemandStar.com. Registered vendors will be notified automatically of all Requests for Proposals. You may also visit www.KeysEnergy.com for links and download information for all KEYS bid specifications.

It shall be the sole responsibility of each bidder to have their bid electronically delivered on or before the time for opening proposals last announced to bidders. Emailed proposals will not be accepted. Should a vendor not be able to submit via VendorLink or DemandStar, paper submittals will be accepted. Paper submittals must be received prior to the opening date and time in order to be considered. Paper submittals, if applicable, are to be delivered via FedEx, UPS, or in-person to:

Keys Energy Services Bid Opening Committee – KEYS Bid 17-25 6900 Front Street Extended Key West, FL 33040 Note: This address does not receive US Postal Service.

Any proposal received after the time last announced for opening proposals may be retained by KEYS or returned to the bidder, but such proposal may be rejected as not responsive.

Vendors with questions pertaining to this bid specification must submit them in writing via email to purchasing@keysenergy.com no later than August 15, 2025 at noon. Any questions received after noon on Friday, August 15, 2025 will not be addressed.

Each proposal should be accompanied by a Certified Check or Bid Bond payable to the UTILITY BOARD OF THE CITY OF KEY WEST in an amount not less than five (5%) percent of the amount of the proposal as security.

Each proposal should constitute an offer to KEYS, as outlined therein, and should be irrevocable after the time announced for the opening thereof.

At a meeting of the BID OPENING COMMITTEE to be held virtually on Friday, September 5, 2025 at 10:00 a.m. Proposals will be opened and vendor names will be publicly read aloud.

KEYS reserves the right to reject any or all proposals, to waive irregularities and informalities in any or all proposals, and to separately accept or reject any item, items, bid schedule or bid schedules of the proposal which KEYS deems to be in the best interest of the Utility Board.

Tyler Randolph, Purchasing Supervisor http://www.myvendorlink.com/ http://www.demandstar.com/taf/agencycp.taf?_function=list&A=335 http://www.keysenergy.com/ mailto:purchasing@keysenergy.com

GENERAL

Keys Energy Services (KEYS) is a municipal electric utility supplying power to residents of the lower Florida Keys. KEYS is located in the extreme southern tip of peninsular Florida, situated in Monroe County, Florida, primarily what is considered the “Lower Keys”, which extends eastwardly from Key West to the west end of the Seven-Mile Bridge. Corporate Offices are located at 1001 James Street, Key West, Florida and the Transmission and Distribution (T&D) Facility is located on Stock Island at 6900 Front Street Extended, Key West, Florida 33040.

KEYS and its representatives have exercised due care in preparing this Request for Proposals (RFP). All information contained herein is believed to be substantially correct. However, bidders should verify information independently if desired. KEYS and its representatives do not warrant the accuracy of information contained herein.

PROJECT LOCATION

This project is in Summerland Key, in Monroe County, Florida. The scope of this project covers 2 structures on Line 6. Both structures are 138kV transmission structures supplying power to the Lower Keys and City of Key West, Florida.

SPECIFICATIONS

Section A – Summary of Work A. General Project Description The work involves the replacement of station insulators on Line 6 (138 kV) structures #189 (SU16) and #190 (SU17), Summerland Key, FL. All assembly replacements will be performed while the transmission line is energized.

Refer to Appendix A for Original Structure Drawing and Assembly.

Refer to Appendix B for materials provided by KEYS’ Warehouse.

• 6 Station Post Insulators. Part# Hubble Power Systems PSP2953002

• 6 Station Post Clamps. Part# Travis CAT#19-404-SP

Refer to Appendix C for KMZ map location.

Refer to Appendix D for Pole Insulator Photos.

Refer to Hyperlink for all other information:

https://keysenergy0.sharepoint.com/:f:/s/Purchasing/EiwnPgxLiyRGuheEeqgpXLcBuTxAN5jBdD X8OK5ZfwViiQ?e=JMtbJ8

B. Location of Work The following is a description of the line segments included under the scope of this project:

Line Segment 6 – Work begins at Structure #189 and ends at Structure #190. Structure locations are on land. Structure types consist of square precast concrete monopole structures.

See: KMZ file of location or attached map. Refer to Appendix C.

https://keysenergy0.sharepoint.com/:f:/s/Purchasing/EiwnPgxLiyRGuheEeqgpXLcBuTxAN5jBdDX8OK5ZfwViiQ?e=JMtbJ8 https://keysenergy0.sharepoint.com/:f:/s/Purchasing/EiwnPgxLiyRGuheEeqgpXLcBuTxAN5jBdDX8OK5ZfwViiQ?e=JMtbJ8

It is not unusual for there to be periods of high winds and/or extreme storms in the Florida Keys.

The winter months tend to be very windy. Also, the possibility of tropical storms and/or hurricanes is elevated during the period from June to November. The Contractor should be aware of these weather issues and be prepared to work around them. These events will not be considered abnormal for the purposes of schedule unless the frequency exceeds the historical trends.

C. Description of Work This project involves the replacement of 6 Station Post insulators on 2 poles. There will be no outages for the work defined under the scope of this project, all work is to be done on energized 138kV lines. Bidders shall propose methods of installation that they believe will result in efficient and safe installations. The Center Insulator base hardware is concealed under the Crossarm/Steel channel hardware. Therefore, to replace the insulator all crossarm hardware will require removal to replace/access insulator bolts. All considerations for accessibility are the responsibility of the bidder to include in their proposal. The proposal shall be a price per installed assembly.

D. Definitions

1. “KEYS,” “Owner,” and “Purchaser” shall be considered as interchangeable and as used herein shall mean Keys Energy Services.

2. “Project Manager” shall mean KEYS’ representative responsible for ensuring all material and equipment furnished, and all completed work is in conformance with the specifications and drawings. The Project Manager will be the first point of contact for the Contractor for all technical items.

3. “Contractor” shall be the second party to the Agreement, as set therein, whether an individual, partnership, or corporation. The Contractor shall be responsible for the work from the date of the Contract until its acceptance by KEYS. They shall use proper care and diligence in bracing and securing all parts of the work and shall in all cases judge as to the amount of protection required.

4. “Work” shall be mean the tasks completed by the Contractor, directed in the Scope of Work of this specifications and drawings.

E. Scope of Work

1. Remove and dispose of six (6) transmission insulator assemblies of the following type.

2. Install six (6) insulator assemblies.

a. Refer to Appendix C for a list of structure locations and the associated assemblies to be installed on each structure.

b. The assemblies shall be installed in accordance with the assembly drawings in Appendix A.

c. Keys Energy shall be responsible for procuring all material specified for each assembly.

d. Contractor shall also supply all tools, including but not limited to vehicles, PPE, and general construction tools. Vehicles may include trucks, boats, and/or helicopter(s) but should be included in the per-unit pricing for insulators. Proper accommodations for all vehicles are the responsibility of Contractor.

3. The awarded bidder will be provided with all the material directly related to insulator replacement and mounting.

4. The bidder shall separately bid a work hour per person to replace any miscellaneous hardware that may be requested by KEYS directly or need to be replaced unrelated to the insulator replacement due to excessive corrosion or suspected near end of service life.

The bidder shall supply hourly rate sheets for both labor and equipment for work requested outside the scope of work.

Section B – Proposal & Payment

A. Non-Payment for Rejected Products

1. Payment will not be made for any of the following:

a. Products wasted or disposed of in a manner that is not acceptable.

b. Products determined as unacceptable before or after placement.

c. Products placed beyond the lines and levels of the required work.

d. Products remaining on hand after completion of the work.

e. Loading, hauling and disposing of rejected products.

f. Products installed to replace defective repairs.

B. Description of Unit Prices

The estimated quantities provided in the Unit Price Bid Schedule are included solely for the purpose of comparing the bids offered under this Contract on a uniform basis and should not be construed as a guarantee for this amount of work. These quantities are subject to either increases or decreases without changing the firm unit price to be paid for an individual Bid Unit. Therefore, the Contractor’s firm Bid Unit prices shall incorporate all of the Contractor’s expenses (overheads, profit, transportation, etc.) associated with performing the work specified for each particular Bid Unit. The Contractor will be paid based on completed units installed.

1. Unit 1 – Mobilization/Demobilization

Mobilization and Demobilization shall include the obtaining of all bonds, insurance, and permits, including all relevant FDOT and FAA permits; moving onto the site of all equipment; and the furnishing and erecting of all temporary construction facilities as required for the proper performance and completion of the work. It shall also include the submittal and approval of the initial progress schedule, the proposed product list, and the product submittals required in the individual sections. The Bid Unit price of the item may not exceed 10% to total bid. This Bid Unit will be paid in full when the first bid item has been installed and invoiced.

2. Unit 2 – Station Post Insulator Assembly (6 insulators, 2 Concrete Structure)

Include in these prices removal of existing assemblies, assembly and installation of new insulator assembly, transfer of the existing conductor, and any other materials and labor necessary for the completion of the work as described in the drawings. Payment will be made for each assembly replaced.

Section C – General Conditions A. Reference Codes and Standards The equipment and material covered by this Contract shall be designed, constructed, and tested in accordance with the latest revisions or editions in effect, at the time of fabrication, of the applicable codes, standards, specifications, regulations, tests, and procedures of all federal, state and local laws and (but not limited to) the following unless otherwise specified herein:

ASTM - AMERICAN SOCIETY FOR TESTING MATERIALS

Florida Department of Transportation, 600 Series, Maintenance of Traffic.

Florida Keys National Marine Sanctuary Regulations

NESC – NATIONAL ELECTRIC SAFETY CODE

OSHA – OCCUPATIONAL SAFETY & HEALTH ADMINISTRATION

B. Submittal Procedures

1. Identify Project, Contractor, Subcontractor or Supplier; pertinent Drawing sheet and detail number(s), and specification Section number, as appropriate.

2. Apply Contractor's stamp, signed or initialed, certifying that review, verification of Products required, field dimensions, adjacent construction Work, and coordination of information, is in accordance with the requirements of the Work and Contract Documents.

3. Schedule submittals to expedite the Project, and deliver to Project Manager at business address. Coordinate submission of related items.

4. Identify variations from Contract Documents and Product or System limitations which may be detrimental to successful performance of the completed Work.

5. Provide space for Contractor and Project Manager review stamps.

6. Revise and resubmit submittals as required, identify all changes made since previous submittal.

7. Distribute copies of reviewed submittals to concerned parties. Instruct parties to promptly report any inability to comply with provisions.

C. Construction Progress Schedules

1. Submit initial progress schedule within fifteen (15) days of written Notice to Proceed for

Project Manager review. The work schedule shall be developed under the following assumptions:

a. Bidder shall estimate earliest start date and provide tentative schedule as stated in Bidder Pre-Construction Deliverables.

b. Work hours 7am – 6pm. Due to tidal flow any alterations from work schedule must be approved prior to start of work by KEYS Project Manager.

c. Monday – Friday, unless approved by KEYS Project Manager.

d. Notify KEYS dispatch, via phone, when work commences and completes daily.

e. Bidder shall consider all KEYS blackout dates, as listed in Appendix A, as possible no work days unless prior approval has be agreed upon.

2. Revise and resubmit as required.

3. Submit revised schedules with each Request for Payment, identifying changes, if made, since previous version.

4. Submit a horizontal bar chart with separate line for each major section of Work or operation section of Work, identifying first work day of each week.

5. Show complete sequence of construction by activity, identifying Work of separate stages and other logically grouped activities.

6. Indicate estimated percentage of completion for each item of Work at each Request for

Payment.

7. Indicate submittal dates required for shop drawings, product data, samples, and product delivery dates, including those furnished by KEYS.

D. Proposed Products List

1. Within 15 days after date of Notice to Proceed, submit complete list of major products proposed or used, with name of manufacturer, trade name, and model number of each product.

2. For products specified only by reference standards, give manufacturer, trade name, model or catalog designation, and reference standards.

E. Product Data

1. Submit the number of copies that the Contractor requires, plus three copies, two of which will be retained by the Project Manager.

2. Mark each copy to identify applicable products, models, options, and other data.

Supplement manufacturer’s standard data to provide information unique to this Project.

F. Manufacturer’s Instructions

1. When specified in individual specification Sections, submit manufacturers' printed instructions for delivery, storage, assembly, installation, adjusting, and finishing, in quantities specified for Product Data.

2. Identify and report conflicts between manufacturers' instructions and Contract Documents.

G. Manufacturer’s Certificates

1. When specified in Technical Specification, submit manufacturers' certificates to Project

Manager for review, in quantities specified for Product Data.

2. Indicate if material or product conforms to or exceeds specified requirements. Submit supporting reference date, affidavits, and certifications as appropriate.

3. Certificates may be recent or previous test results on material or Product but must be acceptable to Project Manager.

H. Quality Assurance/Control of Installation

1. Monitor quality control over suppliers, manufacturers, products, services, site conditions, and workmanship, to produce Work of specified quality.

2. Comply fully with manufacturers' instructions, including each step-in sequence.

3. Request clarification from Project Manager before proceeding if manufacturers' instructions conflict with Contract Documents.

4. Comply with specified standards as a minimum quality for the Work except when more stringent tolerances, codes, or specified requirements indicate higher standards or more precise workmanship.

5. Perform work with personnel qualified to produce workmanship of specified quality.

I. Temporary Facilities

1. All temporary buildings required by the Contractor or their Subcontractors for protection of equipment and materials, or for other use, shall be provided by them. They shall be removed at the completion of the work.

2. The Contractor shall provide temporary electrical power, drinking water, and sanitary service at the construction site for their use.

3. The Contractor shall provide the security at field office(s), material yards, etc. they determine is necessary.

Section D – Engineering Specifications A. Project Coordination and Supervision

1. The Contractor shall coordinate scheduling, submittals, and Work of the various Sections of Specifications to assure efficient and orderly sequence of installation of interdependent construction elements, with provisions for accommodating items installed later.

2. The Contractor shall furnish the services of a competent superintendent regularly employed by the Contractor throughout the Project.

3. The Contractor shall provide the superintendent with the authority to make decisions in the field not involving changes in Contract Price or Contract Times.

4. The Contractor’s Superintendent must be onsite to supervise contractors/subcontractors work at all times. Must be available to KEYS and Project Manager for meetings, questions and clarifications throughout the project.

5. The Contractor’s Superintendent must carry communication equipment at all times during regular working hours in order to provide constant communication lines between the Contractor and the Project Manager.

6. Inform KEYS and Project Manager of the address to which official correspondence should be sent and the address and telephone number, email address of the Contractor’s representative who will be General Superintendent for the Contractor and responsible and available outside of normal working hours for emergency repairs and the maintenance of safety devices.

7. Keep the Project Manager informed in writing as to the name, address and telephone number of Contractor’s representatives who will be responsible and available outside of normal working hours for emergency repairs and the maintenance of safety devices.

8. Identify correspondence, drawings, data, and materials, packing slips, or other items associated with this Contract as:

KEYS ENERGY SERVICES: TRANSMISSION LINE INSULATOR

ASSEMBLY REPLACEMENT FOR 138KV LINES

9. The Contractor shall keep Project record documents current and store record documents with transmittal letters containing date, Project title, Contractor’s name and address, list of documents and signature of the Contractor. Record documents include but are not limited to:

a. As-built drawings, including any modifications to the Contract Drawings.

b. Accounting of all Work performed to date according to structure including the

Structure number, unit work performed, quantity of each unit at each structure, and date that work at each structure was completed.

c. Specifications.

d. Addenda.

e. Change orders and other modifications to Agreement.

f. Project Manager field order or written instructions.

g. Reviewed shop drawings and samples.

h. Warranties.

B. Project Meetings

1. A Pre-Construction conference will be held after the Notice to Proceed is issued.

Attendance of a KEYS representative, the Project Manager, representatives of regulatory agencies (as available), and the Contractor is required.

2. Progress meetings will be scheduled and administered by the Contractor, summarizing the progress of work, at frequent intervals. Attendance of the Contractor’s General Superintendent, KEYS, and the Project Manager are required.

C. Temporary Controls The Contractor shall be responsible for installation, maintenance, labor, and equipment for the following control measures, as described within this Bid document:

1. Water Turbidity Control

2. Dust Control

3. Barriers

4. Noise Control

5. Pollution Control

6. Traffic Controls

D. Electrical Safety Considerations

1. All workers on the line shall be accompanied by at least 1 Journeyman Lineman in each bucket, boat, or helicopter.

2. General electrical knowledge of any on-site worker shall include at a minimum:

a. The nominal voltages of lines and equipment

b. The presence of hazardous induced voltages

c. The presence and condition of protective grounds and equipment grounding conductors

d. The condition of poles and hardware

e. Environmental conditions relative to electrical safety

f. The locations of circuits and equipment, including power, standard communication lines and fiber optic communication circuits

g. The clearance distances specified in the approach distances table and the corresponding voltages to which the qualified person will be exposed, in accordance with current NESC codes and OSHA. Additionally, KEYS can provide Arc Flash distances for its lines.

h. Qualified persons whose work on energized equipment involves either direct or indirect contact shall be familiar with the proper use of special precautionary techniques, personal protective equipment, insulating and shielding materials, and insulated tools.

3. All insulating blankets, matting, covers, line hose, gloves, and sleeves made of rubber shall meet ASTM Standards for Electrical Protective Equipment for Workers. Contractor will provide blankets as necessary and be responsible for placement and removal of insulating methods on energized lines and components as necessary to perform work.

MATERIAL AND EQUIPMENT

KEYS will supply insulator and clamp materials for this project. It is Contractor’s responsibility to verify all material that is required to complete the work. Contractor may not use materials and equipment removed from existing premises, except as specifically permitted by the contract documents. All material supplied by Contractor must match the material properties and meet the standards specified in the drawing set entitled included in Appendix B of this document.

1. All material furnished by Contractor will meet minimum industry specifications. All materials which do not meet specifications or are broken or damaged shall be rejected by

Contractor and a report made to Project Manager as to the number rejected and reason for rejecting.

2. After the materials are accepted as specified above, Contractor shall be solely responsible for their care, storage, and protection until such time of final acceptance by KEYS. In the event materials are damaged, lost, stolen, or destroyed by any cause whatsoever after Contractor has signed a receipt for them, their repair or replacement shall be entirely at Contractor’s expense. Contractor’s Material Coordinator shall maintain an inventory status report which shall be available to KEYS upon request.

3. When transporting and handling material, Contractor must:

a. Transport and handle products in accordance with manufacturer's instructions.

b. Promptly inspect shipments to assure that products comply with requirements, quantities are correct, and products are undamaged.

c. Provide equipment and personnel to handle products by methods to prevent soiling, disfigurement, or damage.

4. When storing and protecting material, Contractor must:

a. Store and protect products in accordance with manufacturer's instructions, with seals and labels intact and legible. Store sensitive products in weather tight, climate-controlled enclosures.

b. For exterior storage of fabricated products, place on sloped supports, above ground.

c. Provide off site storage and protection when site does not permit on site storage or protection.

d. Cover products subject to deterioration with impervious sheet covering. Provide ventilation to avoid condensation.

e. Provide equipment and personnel to store products by methods to prevent soiling, disfigurement, or damage.

f. Arrange storage of products to permit access for inspection. Periodically inspect to assure products are undamaged and are maintained under specified conditions.

5. In the event that material substitution is required, Contractor must follow the below conditions:

a. Engineer will consider requests for Substitutions only within 15 days after date of written Notice to Proceed.

b. Substitutions may be considered when a product becomes unavailable through no fault of Contractor.

c. Document each request with complete data substantiating compliance of proposed Substitution with Contract Documents.

d. A request constitutes a representation that Contractor:

i. Has investigated proposed product and determined that it meets or exceeds the quality level of the specified product.

ii. Will provide the same warranty for the Substitution as for the specified product.

iii. Will coordinate installation and make changes to other work, which may be required for the work to be complete with no additional cost to KEYS.

iv. Waives claims for additional costs or time extension, which may subsequently become apparent.

v. Will reimburse KEYS for review or redesign services associated with re-approval by authorities.

vi. Substitutions will not be considered when they are indicated or implied on drawings or product data submittals, without separate written request, or when acceptance will require revision to contract documents.

e. Substitution Submittal Procedure:

i. Submit three copies of request for substitution for consideration. Limit each request to one proposed substitution.

ii. Submit shop drawings, product data, and certified test results attesting to the proposed product equivalence.

iii. Project Manager will notify Contractor, in writing, of decision to accept or reject request.

DOCUMENTATION

Please use the following link to access reference material. Line 6 Plan and Profile Drawings are provided.

https://keysenergy0.sharepoint.com/:f:/s/Purchasing/EiwnPgxLiyRGuheEeqgpXLcBuTxAN5jBdD X8OK5ZfwViiQ?e=JMtbJ8

SCHEDULE

For the purpose of meeting the work schedule, KEYS expects to tentatively award this Contract on October 15, 2025. Actual construction work under this Contract will not begin until after the Contract is fully executed. The construction start date is tentatively set for Feb 1, 2026. Work shall be completed by Mar 1, 2026. Contractor shall not work on the blackout dates. Prior to commencement of Work, a Notice to Proceed meeting will be held. Attendees will include KEYS Engineering Representative, Project Manager, and Contractor’s General Superintendent.

BLACK OUT DATES

New Year’s Day January 1st January 2nd Martin Luther King, Jr. Birthday January, 3rd Monday President’s Day February, 3rd Monday Memorial Day May, Last Monday Independence Day July 4th Mini Season Week July Labor Day September, 1st Monday Columbus Day October, 2nd Monday Goombay through Fantasy Fest October 17th – October 26th Veteran’s Day November 11th Thanksgiving Day November, 4th Thursday Day After Thanksgiving November Christmas Eve December 24th Christmas December 25th New Year’s Eve Day December 31st – Half day

When a holiday falls on a Sunday, the Monday following shall be considered the holiday. When a holiday falls on a Saturday, the Friday prior thereto shall be considered the holiday.

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PROPOSAL CONTENTS & EVALUATION

The proposal should include a description of the firm’s capabilities and experience with providing the requested services, including a description of any special qualifications which are indicative of working familiarity with similar projects.

The proposals will be evaluated. The evaluation criteria will include a variety of considerations, including, but not limited to:

a. Experience with similar projects;

b. Range and suitability of services provided;

c. Project management approach;

d. Pricing;

e. References.

BID SUBMITTAL

Proposals shall be submitted electronically via VendorLink or DemandStar prior to the opening date and time. Emailed proposals will not be accepted. Should a vendor not be able to submit via VendorLink or DemandStar, paper submittals will be accepted. Paper submittals must be received before the opening date and time to be considered.

Paper submittals can be sent via FedEx, UPS, or In-Person to:

Keys Energy Services Bid Opening Committee – Bid 17-25 6900 Front Street Extended Key West, Florida 33040 Note: This address does not receive US Postal Service.

Bidders must submit the following to be found responsive:

1. Bid Bond or Cashier’s Check for 5% of Total

2. Proposal Page

3. Insurance Agent’s Statement

4. Bidder’s Statement

5. Safety Compliance Affidavit

6. Drug-Free Workplace Statement

7. Public Entity Crimes Sworn Statement

8. Hourly Rates for Labor and Equipment – to be used should additional work/material outside of the scope of work is required

ATTACHMENTS

Appendix A: Original Structure Drawing and Assembly

Appendix B: KEYS Provided Material

Appendix C: KMZ map location

Appendix D: Pole Insulator Photos

KEYS ENERGY SERVICES

GENERAL TERMS & CONDITIONS

ADDITIONS/DELETIONS

KEYS reserves the right to add or delete any item from this bid or resulting contract when deemed to be in the best interest of KEYS.

ALTERATIONS IN PROPOSAL

Except as otherwise provided herein, Proposals which are conditional in any way, or which contain erasures or interlineations not authenticated as provided herein, or which contain items not called for, items not in conformity with applicable laws, changes, additions, recapitulations, alternative Proposals, or any other modifications of the Proposal forms which are not specifically called for in the Contract Documents, will be rejected as not responsive unless specifically agreed to in writing by KEYS. Erasures, interlineations or other corrections shall be authenticated by affixing in the margin immediately opposite the correction, the handwritten initials of each person executing the Proposal.

APPLICABLE LAW

This Contract shall be interpreted in accordance with the law of the State of Florida.

ASSIGNMENT

No contract awarded under these terms, conditions, and specifications, may be sold, transferred or assigned in full or part without the written permission of KEYS. Such written permission shall not relieve contractor from its obligations and liabilities.

ATTORNEY FEES

The prevailing party in any litigation or mediation relating to the contract shall be entitled to recover it reasonable attorney fees and costs from the other party for all matters, including, but not limited to, appeals.

BASIS OF AWARD

A. The award will be made by KEYS on the basis of the Proposal from the lowest responsive* responsible**, Bidder which, in KEYS’ sole and absolute judgment, will best serve the interest of KEYS.

B. KEYS reserves the right to accept or reject any or all Proposals, and to waive any informalities and irregularities in said Proposal.

*Responsive Bidder: Any person, firm, or corporation submitting a bid for the work contemplated whose bid form is complete and regular, free of excisions or special conditions and has no alternative bids for any item unless requested in the technical specifications.

**Responsible Bidder: Any person, firm, or corporation submitting a bid for the work contemplated who maintains a permanent place of business, has adequate manpower and equipment to do the work properly and within the time limit that is established, has adequate financial status to meet his obligations contingent to the work and has a history of performance of like contracts (acceptable to KEYS).

C. Evaluation: The lowest evaluated price shall be determined from an analysis which assesses the impact of the contract price, operational and maintenance costs.

BID BOND/CERTIFIED CHECK

Each proposal should be accompanied by a Bid Bond or Certified Check payable to the UTILITY BOARD OF THE CITY OF KEY WEST, FLORIDA in an amount not less than five (5%) percent of the amount of the proposal as security.

BID PROPOSAL PRICING

All bid proposals must remain firm for 120 days minimum.

BIDDER QUALIFICATIONS

Please provide this information in your bid response.

CITY/COUNTY LICENSING

For the term of the contract, Contractor shall maintain City of Key West and Monroe County licenses and/or other requirements to work within the City or County limits. Contractor should provide KEYS with a copy of all licenses.

COMPLETENESS OF PROPOSAL

A. Each Bidder shall respond to all items on Proposal Page. When quoting on all items including optional items, bidders shall insert the words

“No Bid” in the space provided for any item for which no offer is made. Failure to do so may result in the Proposal being rejected as not responsive.

B. KEYS will consider alternative, additive, or deductive options with no initial pricing.

C. Each Proposal shall include specific acknowledgment of receipt of all Addenda issued during the bidding period. Failure to do so may result in the Proposal being rejected as not responsive.

D. Each Bidder shall furnish information relating to its experience, facilities, material, equipment and business as is required by the Proposal form. Failure to do so may result in the Proposal being rejected as not responsive.

E. Additional technical data furnished by a Bidder, but not required by the Request for Proposal (RFP), may at KEYS’ option be considered part of the Proposal to the extent that it is supplementary to, is consistent with and not contrary to the RFP.

CONTACT REFERENCES

KEYS contact for bidding requirements and technical specifications: Tyler Randolph, Supervisor of Purchasing, Tyler.Randolph@keysenergy.com or purchasing@keysenergy.com.

CONTRACT DURATION

The duration of the base contract shall be from the date of execution by the Utility Board through June 1, 2026. If this contract is for a unit price and estimated quantities and if KEYS desires, KEYS and Contractor can extend the contract at the same unit price. KEYS reserve the right to cancel this contract without cause with 30 days written notice and with cause within 10 days.

CONTRACT CHANGES

No changes, over the contract period, shall be permitted unless prior written approval is given by the Utility Board of the City of Key West, Florida. No Contractor shall assign the contract or any rights or obligations there under without the written consent of KEYS. In the event of such approved subcontracting, contractor agrees to provide KEYS with written documentation relative to the Subcontractor(s) employed in this contract.

CONTRACT COMPLIANCE

All contracts are subject to the terms and conditions of the Fair and Accurate Credit Transactions Act of 2003. The said provisions and compliance therewith are expressly made part of the contract and are binding covenants on the party contracting with KEYS.

CONTRACTOR LIABILITY

In the event of default by Contractor, KEYS reserves the right to utilize the next lowest Bidder as the new Contractor. In the event of this occurrence, the next lowest Bidder, if it wishes the award, shall be required to provide the bid items at the prices as contained on its proposal or bid for this specification.

CONTRACTOR’S RESPONSIBILITIES

A. Contractor shall be responsible for all loss, damage, vandalism, theft, etc. for all equipment, tools, materials, etc. left on the job site.

B. Contractor shall be responsible for maintaining the site in a clean condition during installation. Contractor and KEYS at which time the site should be cleaned up will make a final walk down of the sites.

C. Prior to completion of demobilization, Contractor shall remove all construction materials, waste, demolition debris, excess materials, temporary installation, etc. that have not been specifically turned over and accepted by KEYS.

D. Contractor shall be responsible for any and all costs for cleanup of oil or gasoline spills which result from his equipment or from any work performed as part of this contract.

E. Permit violations or environmental damage caused by contractor shall be mitigated or repaired by contractor, at contractor’s expense, to the satisfaction of the governing authority citing such damage.

F. Items discussed in this section are not intended to be all-inclusive of Federal, State, and Local Laws and Regulations. Information is provided as anticipated minimum requirements. Contractor shall be familiar and comply with all requirements of applicable laws and regulations.

G. Contractor will assume total responsibility for materials, delivery to/from job site, installation, and testing of system.

DELIVERY

A. Delivery, inspection and acceptance - delivery, inspections and acceptance will be at destination, F.O.B. Key West as specified in the RFP, KEYS Warehouse, unless otherwise provided. Until delivery and acceptance and after any rejections, risk of loss will be on the Vendor, unless loss results from negligence of KEYS.

B. Notwithstanding the requirements for any KEYS inspection and test contained in the specifications applicable to this proposal, except where specialized inspections or tests are specified for performance solely by KEYS, contractor shall perform or have performed the inspections and tests required to substantiate that the supplies and services provided under this proposal conform to the drawings, specifications and proposal requirements listed herein, including if applicable, the technical requirements for the manufacturer’s part numbers specified herein.

C. Delivery of Excess Quantities – Contractor is responsible for the delivery of each item quantity within allowable variations, if any.

If contractor delivers and KEYS receives quantities of any item in excess of the quantity called for (after considering any allowable variations of quantity) such excess quantities will be treated as being delivered for the convenience of contractor. KEYS may retain such excess quantities without compensating the interests herein. Quantities in excess, will at the option of KEYS, either be returned at contractor’s expense, or retained and paid for by KEYS at the contract unit price.

D. Deliveries – In the event of failure to deliver material of the quality or within the time specified, KEYS may cancel the order and buy elsewhere. Contractor will be responsible for any cost differences encountered in the procurement of materials. Failure of KEYS to exercise this option with respect to any installment shall not be deemed a waiver with respect of future installments, if any.

E. Delivery tickets – All shipments under this agreement shall be accompanied with delivery tickets, or packing slips, in triplicate, which shall contain the following minimum information: name of supplier, purchase order number, date of order, date of delivery or shipment, itemized list of supplies or services furnished, quantity, unit price, and extension of each line item. Upon delivery, the Warehouse will retain a copy of the related delivery ticket.

F. Inspection, Acceptance and Title – Inspection and acceptance will be at destination, unless otherwise provided. Title and risk of loss or damage to all items shall be the responsibility of the contract supplier until accepted by KEYS in writing.

ENTIRE AGREEMENT

The terms, specifications and/or drawings included in a duly executed contract will constitute the entire agreement between the parties. No modification or waiver of terms of this agreement shall be binding, unless in writing, signed by a duly authorized representative of KEYS.

mailto:Tyler.Randolph@keysenergy.com mailto:purchasing@keysenergy.com

ERROR IN BID CALCULATION

In the event there is a mathematical error in the bid, KEYS will recalculate using the line items and correct the total.

EXECUTION OF PROPOSAL

If a Proposal is made by a partnership, it shall contain the name and address of each partner and shall be executed in the partnership name, followed by the handwritten signature of a partner authorized to execute the Proposal for the partnership. If a Proposal is made by a corporation, it shall be executed in the name of the corporation, followed by the handwritten signature of an officer authorized to execute the Proposal for the corporation, and the printed or typewritten designation of the office he holds in corporation. Another partner of the partnership or official of the corporation shall attest to the authority of the person executing the Proposal. KEYS may require any Bidder to furnish certified copies of extracts of the minutes of meetings of the governing body of the Bidder authorizing execution of the Proposal and Contract Documents.

FORCE MAJEURE

KEYS shall not be liable in any way to contractor as a result of an event, circumstance or act of a third party that is beyond a party’s reasonable control (e.g. an act of God, and act of the public enemy, an act of a government entity, strikes or other labor disturbances, hurricanes, earthquakes, fires, floods, epidemics, embargoes, war and riots).

LITIGATION SEARCH

KEYS reserve the right to conduct a litigation search on contractor’s history of past litigation.

LIQUIDATED DAMAGES

In the event the Scope of Work is not substantially complete on or before March 1, 2026, liquidated damages shall be payable by Contractor to KEYS in the amount of $500.00 per day for each day the Scope of Work is not substantially complete.

The parties recognize that the damages to be incurred by KEYS as a result of delay in completion of the Scope of Work are difficult to estimate at this time and would be difficult for KEYS to prove. The parties intend that the payment of Liquidated Damages set forth above would serve to compensate KEYS for its damages resulting from such delay in completion, and constitutes a reasonable, good faith approximation of such damages. The liquidated damages set forth herein are not intended to, nor shall be construed to, function as a penalty, and shall not preclude other remedies available to KEYS at law or in equity.

MATERIAL

No goods or materials provided pursuant to the proposal shall consist of or contain any equipment which has been manufactured or supplied by persons or entities owned by, controlled by, or subject to the jurisdiction or direction of the government of the People’s Republic of China.

MODIFICATION OF PROPOSAL

A modification of a proposal already received will be considered only if the modification is received prior to the time last announced for opening Proposals. All modifications shall be made in writing, executed and submitted in the same form and manner as the original proposal, fax or E-mail.

Phone modifications will not be considered.

NOTICE TO PROCEED

KEYS will issue the successful bidder a Notice to Proceed after the following activities have been completed: 1) the Performance Bond and Insurance Certificates have been received and approved by KEYS, 2) a meeting has been held and issues regarding environmental, lien releases, payment procedures, safety, security, and use of sub-contractor notification were discussed. The successful bidder will be asked to complete the signature to acknowledge receipt of this notice.

OPENING PROPOSALS

At the time and place last announced for opening Proposals, each Proposal which has been received prior to the time last announced for opening Proposals, except those which have been properly withdrawn, will be publicly opened, irrespective of any irregularities or informalities in such Proposals.

KEYS INSPECTIONS/MEETINGS

KEYS will make inspections and/or meetings as deemed necessary to ensure that all work is being performed in compliance with these specifications and guarantees.

PAYMENT

Payment will be made after acceptance of services and materials and within 30 days after receipt of invoice. KEYS will hold 5% retention until 30 days after project completion and final acceptance. Contractor will complete and submit the provided Contractor’s Request for Payment form, prior to any payment of draw request. Contractor’s request for payment shall be accompanied by a breakdown of material and labor associated with that particular request. KEYS does not pay service charges on late payments.

PENALTIES

KEYS reserves the right to increase or decrease quantities shown without penalties.

PERFORMANCE BOND

Within ten (10) days after contractor receives the Notice of Utility Board Approval and prior to the execution of the Contract, contractor shall furnish a Performance and Payment Bond in the form acceptable to KEYS, with corporate Surety satisfactory to KEYS such bond shall insure the full and faithful performance of the Contract, including the payment of faithful performance of the Contract, including the payment of all obligations arising there under, and shall be in an amount equal to (one hundred) 100% of the Total Contract Amount unless otherwise provided in these specifications. Such bond shall further comply in all respects with the laws of the State of Florida.

PERSONNEL

A. The project supervisor must be capable of communicating fluently in English at all times.

B. On a project, the foreman must be capable of communicating fluently in English.

C. All employees of company must be United States Citizens or legally authorized to reside and work in the United States.

D. KEYS may request at any time throughout the contract the following within eight (8) hours:

- Proof of citizenship for all employees

- Proof of employee’s salary is at or above state and federal minimum requirements

- Proof of eligibility to legally work in the United States

POSTPONEMENT OF OPENING

KEYS reserves the right to postpone the date and time last announced for opening Proposals and such postponement may be made at any time prior to the time last announced for opening Proposals. KEYS will give written notice in the form of an Addendum by email to each party to whom Contract Documents have been issued in addition to posting the Addendum on DemandStar, Vendorlink, and Keysenergy.com websites, stating the change in date and time of any such postponement.

PRICES

A. All prices bid shall be firm unless the conditions of the RFP permit price escalation. If an escalation method or indices are specified, the

Bidder shall indicate in its bid the specific items subject to escalation, and shall give the method and indices to be used in computing the amount thereof.

B. The vendor shall provide the proposal price in U.S. dollars only.

PROPOSAL GUARANTEE

A. The Proposal Guarantee shall be the cashier’s check or Bid Bond required in the Notice to Bidders. A bid bond or cashier’s check in lieu of a surety bond in the amount of (five) 5% of the proposal shall be submitted with all proposals. This bid bond requirement is to be used as security and will be returned to bidder after KEYS enters into a Contract with the successful bidder. This (five) 5% shall be based on the total bid price. The bid bond or cashier’s check shall be valid for a period of no less than 120 days after bid opening date.

B. KEYS may reject all Proposals, and in such event, all cashier’s checks and Bid Bonds will thereupon be returned to the Bidders.

C. When a Proposal is accepted, all checks and Bid Bonds will thereupon be returned to the bidders, except for the approved proposal. The cashier’s check or Bid Bond of the approved Bidder will be returned after completion of the requirements in the following paragraph.

D. Within (ten) 10 days after delivery of Notice of Utility Board Approval, or such additional time as is allowed by KEYS, the Bidder shall furnish satisfactory Performance and Payment Bond, Insurance Certificate and Insurance Policies.

PROTESTS

Any bidder who believes he has been aggrieved in connection with the staff recommendation or award of a contract may protest in writing to the KEYS Purchasing Department. The deadline for filing a protest is prior to the commencement of the Utility Board meeting wherein the award is to be considered. It is the responsibility of the bidder to ascertain the bid award information from DemandStar or VendorLink.

Protests shall specifically describe the subject matter and facts giving rise to the protest.

PUBLIC RECORDS ACT

Pursuant to F.S. 119.0701 of the Public Records Act, any request to inspect or copy public records relating to a public agency’s contract for services must be made directly to the public agency. Contractors is required to comply with public records laws and upon request by the public records custodian, shall provide a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost not to exceed the cost provided in Ch. 119, F.S. or as otherwise provided by law. A contractor who fails to provide the records to the agency within a reasonable time may be subject to penalties as provided in F.S. 119.10

IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES, TO CONTRACTOR’S DUTY TO

PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT

THE CUSTODIAN OF PUBLIC RECORDS AT:

KEYS ENERGY SERVICES

P.O. BOX 6100

Key West, FL 33041-6100

(305) 295-1067

Gricel Owen

Email: gricel.owen@keysenergy.com

PUBLIC ENTITY CRIME CLAUSE

Any person submitting a bid or proposal in response to this invitation must execute the enclosed form FOR 094, SWORN STATEMENT UNDER SECTION 287.133 (3) (a), FLORIDA STATUTES ON PUBLIC ENTITY CRIMES, including proper check(s), in the space(s) provided, and enclose it with his bid proposal. If you are submitting as bid or proposal on behalf of dealers or suppliers who will ship commodities and receive payment from the resulting contract, it is your responsibility to see that copies of the form are executed by them and are included with your bid or proposal. Corrections to the form will not be allowed after the bid or proposal opening time and date.

Failure to complete this form may result in immediate disqualification of your…