Specifications for Electrical Insulating Oil Testing

The Utility Board of the City of Key West, Florida, operating as Keys Energy Services (KEYS), is issuing a Request for Proposals for electrical insulating oil testing services. The procurement seeks a contractor to provide comprehensive oil sampling and laboratory testing services for oil-insulated equipment, including annual testing of 28 power transformer main tank units, 13 power transformer load tap changer compartment units, and 10 single-phase voltage regulator units, with estimated retest samples included. Key deliverables encompass providing IATA-compliant oil sample collection kits, performing laboratory testing per ASTM specifications, delivering written maintenance assessment reports with hot oil reclamation procedures, installing numbered brass reference tags on sample valves, and maintaining an internet-accessible portal with 10 years of historical test data available 24/7. The contractor must serve as a primary consultant for data interpretation, monitor SD Myers online passive dryer units, and perform all work during regular business hours (Monday through Friday, 7:00 a.m. to 3:30 p.m.), with annual sampling scheduled for January. Required qualifications include obtaining City of Key West and Monroe County licenses, passing background checks, and maintaining specified insurance coverage consisting of Commercial General Liability ($2,000,000 general aggregate), Business Automobile Policy ($1,000,000 combined single occurrence), and Workers Compensation with Employer's Liability ($1,000,000 per accident). The base contract duration is three years from execution with two optional one-year renewal terms. Sealed electronic proposals are due by 10:00 a.m. on February 20, 2026, with submissions accepted via VendorLink or DemandStar, with vendor questions due in writing to purchasing@keysenergy.com by February 6, 2026 at noon. If annual scope of work is not substantially complete by February 1st of each contract year, liquidated damages of $100.00 per day apply, and all bids must remain firm for a minimum of 120 days.

The RFP does not specify any set-aside designations or restrictions limiting responses to disadvantaged enterprises or specific organization types, indicating that all qualified vendors are eligible to respond. No incumbent vendors or current contractors are identified in the procurement documents. Contractors must comply with the APPA Safety Manual and integrate with existing infrastructure, including KEYS' established equipment and the SD Myers online passive dryer monitoring system already in place. Pricing must be firm for all line items with annual price adjustments beginning October 1st following contract award, not to exceed the Consumer Price Index for Miami/Fort Lauderdale, Florida, though no specific budget range or award value is disclosed in the available documentation. KEYS reserves the right to cancel the contract without cause with 30 days written notice or with cause within 10 days, providing flexibility in contract management.