Specifications for Local Lodging during Emergency Situations

Keys Energy Services (KEYS), a municipal electric utility in Key West, Florida, is soliciting proposals for local lodging services during emergency situations through KEYS Bid 08-25. The procurement seeks hotel/lodging accommodations for authorized KEYS employees and contractors working to restore power during and after hurricanes or other emergency events, primarily focusing on the Atlantic Hurricane Season from June 1st through November 30th. Bidders must indicate available room numbers, submit non-commissionable double occupancy room rates, and agree to weekly room rekeyings to verify occupant identity. Proposals are due electronically by 10:00 a.m. on Friday, April 11, 2025, with a three-year base contract and potential for two additional one-year extensions. Evaluation criteria will include vendor experience with similar projects, range of services, project management approach, pricing, and references. Mandatory submission requirements include completing several forms such as an Insurance Agent's Statement, Safety Compliance Affidavit, Drug-Free Workplace Statement, and a Public Entity Crimes Sworn Statement.

KEYS intends to award multiple contracts to ensure FEMA compliance, with individual task orders issued for each emergency situation featuring a not-to-exceed amount. The utility is tax-exempt and will provide a tax exemption certificate to awarded vendors. While no specific set-aside designations for disadvantaged enterprises are explicitly mentioned, vendors must demonstrate comprehensive capabilities to manage emergency lodging requirements. Bidders are expected to provide rooms with two beds to ensure double occupancy and participate in weekly meetings to reconcile charges. Vendors must also maintain detailed documentation of rooms and occupants. Although specific award values are not disclosed, the contract structure suggests flexibility in accommodating varying emergency response needs. The procurement appears designed to establish a robust, responsive lodging network that can quickly support utility personnel during critical infrastructure restoration efforts.