Specifications for Local Lodging during Emergency Situations

The Utility Board of the City of Key West, Florida, operating as Keys Energy Services (KEYS), has issued a Request for Proposals (RFP) to procure local lodging accommodations for authorized KEYS employees and contractors during emergency situations, including hurricanes and other disasters. KEYS intends to award multiple contracts to various vendors to ensure adequate FEMA-compliant lodging options are available during emergencies. Vendors must submit proposals specifying the number of available rooms, double occupancy room rates (non-commissionable and tax-exempt), and any miscellaneous fees, with all pricing submitted in U.S. dollars and firm for a minimum of 120 days. Deliverables include rooms with two beds for double occupancy, weekly room rekeying to verify occupant identity, and weekly reconciliation meetings with KEYS to review charges and provide detailed daily documentation of rooms and occupants. Required qualifications include vendor experience with similar projects, demonstrated project management capabilities, commercial general liability insurance with limits of $2,000,000 per project naming the Utility Board as an additional insured with a waiver of subrogation, and compliance with federal requirements including Davis-Bacon Act prevailing wage standards and Equal Employment Opportunity provisions. Evaluation criteria encompass vendor experience, range and suitability of services, project management approach, pricing competitiveness, and references. Sealed proposals must be submitted electronically via VendorLink or DemandStar, or by paper submission via FedEx, UPS, or in-person by 10:00 a.m. on Friday, March 20, 2026, with a virtual proposal opening occurring at the same time and date. Written questions regarding bid specifications must be submitted to purchasing@keysenergy.com no later than Friday, March 6, 2026, at noon.

No set-asides or restrictions limiting types of organizations that can respond are specified in the procurement documentation. The contract duration is three years from the date of execution by the Utility Board, with two optional one-year renewal terms available upon mutual agreement. Individual task orders will be issued for each emergency situation with not-to-exceed amounts established based on the severity of the situation and vendor pricing. The contract is eligible for reimbursement under FEMA Public Assistance Funding and/or State of Florida Division of Emergency Management funding, requiring vendors to comply with extensive federal assistance requirements and certifications. No incumbent vendors or existing contractors are referenced in the available documentation. Specific budget ranges or award values are not disclosed; rather, pricing will be determined through vendor proposals with individual task order amounts varying based on emergency circumstances and awarded vendor rates.