Specifications for Local Lodging during Emergency Situations

Keys Energy Services (KEYS), a municipal electric utility located in the Florida Keys, is seeking local lodging vendors through Request for Proposals (RFP) KEYS Bid 16-25 to provide emergency accommodations for authorized employees and contractors during power restoration efforts. The procurement aims to secure lodging services specifically for housing personnel during emergency situations such as hurricanes, with a primary focus on the Atlantic Hurricane Season from June 1st through November 30th. Vendors must submit non-commissionable, double occupancy room rates excluding taxes, with requirements including weekly room rekeying, ensuring two-bed rooms, and maintaining double occupancy by placing another single occupant if one guest checks out. Evaluation criteria will comprehensively assess vendors based on experience with similar projects, service suitability, project management approach, pricing, and references. The solicitation has a proposal submission deadline of June 6, 2025, with an intended contract duration of three years and potential for two one-year extensions. Bidders must complete various compliance documents, including an Insurance Agent's Statement, Safety Compliance Affidavit, Drug-Free Workplace Statement, and a Sworn Statement on Public Entity Crimes.

The RFP does not explicitly specify set-aside designations or restrictions for disadvantaged enterprises. KEYS intends to award multiple contracts to ensure FEMA compliance and lodging availability during emergencies, suggesting an open competition approach. Individual task orders will be issued for each emergency situation with a not-to-exceed amount, and contractors must proactively notify KEYS if the allocated amount is estimated to be met within one week. While specific budget ranges are not detailed in the documents, the procurement suggests a flexible, as-needed approach to lodging services during emergency events. The solicitation appears designed to create a responsive and adaptable pool of local lodging providers capable of supporting critical infrastructure restoration efforts in the Florida Keys during hurricane and other emergency scenarios.