Purchase of Ice, Snow and Renting Trailers on an as-needed basis

The Kissimmee Utility Authority (KUA) in Florida is seeking a vendor to provide bagged ice, snow, and refrigerated trailer rental services through Request for Quote (RFQ 25-053-RM), with a solicitation due date of July 22, 2025, at 2:00 PM EST. The procurement is structured as an as-needed contract with an anticipated three-year term and two potential one-year renewal periods. Specific deliverables include 20 lb bags of ice for work crews and special events, emergency ice supply within twelve hours of notification, snow for special occasions with delivery and setup, and refrigerated trailer rentals in different sizes for ice storage. Key objectives include supporting KUA's operational needs during emergencies, hurricanes, and public events, with vendors expected to provide first priority services during critical situations. Evaluation criteria will likely include vendor experience, emergency response capabilities, pricing, references from similar commercial accounts, and compliance with insurance and regulatory requirements. The contract will operate on a fixed-price basis, with estimated annual quantities of 500 ice bags, 5 ice pallets, 5 trailer rentals for 200-bag storage, 5 trailer rentals for 100-bag storage, and 4 tons of snow.

The solicitation does not explicitly specify set-aside designations or restrictions for disadvantaged enterprises. Vendors must demonstrate compliance with cybersecurity protocols, network access requirements, and various state and federal regulations. Potential respondents will need to provide comprehensive references, prove experience with similar commercial accounts, and meet strict insurance and drug-free workplace policy requirements. While specific budget ranges are not definitively stated, the pricing sheet template suggests vendors should include all taxes, tariffs, freight, and delivery costs in their unit prices. KUA reserves the right to cancel services with 24 hours' notice and expects vendors to be adaptable to dynamic emergency response scenarios. The contract structure allows for flexibility in purchasing, meaning KUA is not obligated to purchase the entire estimated annual quantity but can acquire goods and services as needed throughout the contract period. Vendors will be expected to integrate with KUA's existing operational infrastructure and demonstrate robust emergency preparedness capabilities.