CALL FOR BIDS
THE UTILITY BOARD OF THE CITY OF KEY WEST, FLORIDA, operator of Keys Energy Services (KEYS), hereby gives notice to prospective bidders that sealed proposals will be received by KEYS electronically until 10:00 a.m. on Friday, December 4, 2026 for: KEYS BID 17-26 SPECIFICATIONS FOR UNDERGROUND PADMOUNT TRANSFORMER AND SWITCHGEAR INSPECTIONS
KEYS has instituted VendorLink and DemandStar systems to provide current information to potential bidders. These systems will allow you to receive bid information quickly and at your convenience 24 hours a day, 7 days a week. Specifications may be obtained from those systems. Registered vendors will be notified automatically of all Requests for Proposals. You may also visit KeysEnergy.com for links and download information for all KEYS bid specifications. It shall be the sole responsibility of each bidder to have their bid electronically delivered on or before the time for opening proposals last announced to bidders. Emailed proposals will not be accepted. Should a vendor not be able to submit via VendorLink or DemandStar, paper submittals will be accepted. Paper submittals must be received prior to the opening date and time in order to be considered. Paper submittals, if applicable, are to be delivered via FedEx, UPS, or in-person to: Keys Energy Services Bid Opening Committee - KEYS Bid 17-26 6900 Front Street Extended Key West, FL 33040. Note: This address does not receive US Postal Service. Any proposal received after the time last announced for opening proposals may be retained by KEYS or returned to the bidder, but such proposal may be rejected as not responsive. Vendors with questions pertaining to this bid specification must submit them in writing via email to purchasing@keysenergy.com no later than Friday, November 20, 2026 at noon. Any questions received after noon on November 20, 2026 will not be addressed. Each proposal should be accompanied by a Certified Check or Bid Bond payable to the UTILITY BOARD OF THE CITY OF KEY WEST in an amount not less than five (5%) percent of the amount of the proposal as security. Each proposal should constitute an offer to KEYS, as outlined therein, and should be irrevocable after the time announced for the opening thereof. At a meeting of the BID OPENING COMMITTEE to be held virtually on Friday, December 4, 2026 at 10:00 a.m. Proposals will be opened and vendor names will be publicly read aloud. KEYS reserves the right to reject any or all proposals, to waive irregularities and informalities in any or all proposals, and to separately accept or reject any item, items, bid schedule or bid schedules of the proposal which KEYS deems to be in the best interest of the Utility Board.
GENERAL
Keys Energy Services (KEYS) is a municipal electric utility supplying power to residents of the lower Florida Keys. KEYS is located in the extreme southern tip of peninsular Florida, situated in Monroe County, Florida, primarily what is considered the "Lower Keys", which extends eastwardly from Key West to the west end of the Seven-Mile Bridge. Corporate Offices are located at 1001 James Street, Key West, Florida and the Transmission and Distribution (T&D) Facility is located on Stock Island at 6900 Front Street Extended, Key West, Florida 33040. KEYS and its representatives have exercised due care in preparing this Request for Proposals (RFP). All information contained herein is believed to be substantially correct. However, bidders should verify information independently if desired. KEYS and its representatives do not warrant the accuracy of information contained herein.
SPECIFICATIONS
SCOPE OF WORK
No switching or load interruption shall be performed by the Contractor under this Contract unless specifically authorized in writing by KEYS. The Contractor shall furnish all labor, equipment, tools, supervision, transportation, and materials necessary to perform detailed inspections of approximately 602 underground padmount transformers and 46 switchgears located throughout the Lower Florida Keys, from the 7-mile Bridge to Key West, Florida. Quantities stated herein are estimates for bidding and evaluation purposes and are not guaranteed minimum quantities. Payment shall be based on the actual quantities inspected and accepted by KEYS at the applicable unit prices stated in the Bid. The inspection shall evaluate the structural integrity, electrical condition, safety condition, environmental condition, and general serviceability of each unit, with particular attention to transformer condition, high- and low-voltage terminations, elbows and cables, corrosion, fluid leakage, pest infestation (termites/fire ants), grounding, labeling, vegetation clearance, foundations stability, and thermal anomalies. All inspections shall be performed without de-energizing equipment unless otherwise specifically authorized by KEYS.
CONTRACTOR QUALIFICATIONS
All inspections shall be performed by or under the direct supervision of a qualified high voltage electrician with documented training and experience inspecting energized electrical equipment, including underground padmount transformers and switchgear. Personnel shall meet applicable OSHA 29 CFR 1910.269 requirements. Proof of qualifications, certifications, and relevant experience shall be submitted with the Bid.
INSPECTION REQUIREMENTS
1. Transformer Enclosure and Body: Inspect tank and cabinet for rust, corrosion, paint deterioration, dents, impact damage, perforation, or other physical deterioration; document severity of corrosion; verify integrity and condition of penta-head bolts, padlocks, hinges, door latches, and other locking or securing mechanisms; inspect for dielectric fluid leakage; verify presence, condition, and legibility of NESC-required external safety and warning labels, equipment identification, and internal schematics/nameplates; inspect door gaskets and weather seals.
2. Pest and Environmental Control (Termites): Inspect interiors and surrounding areas for termite activity, fire-ant mounds, rodent activity, wildlife intrusion; identify accumulation of soil, leaves, debris, nests or other materials restricting ventilation or covering grounding connections; inspect cable conduit and sleeve openings for intact seals.
3. High-Voltage Components Padmount Transformers (Elbows & Cables): Inspect tank, cabinet, and pad for corrosion, leakage, structural damage; verify equipment identification and safety signage (replace/install missing signage; KEYS will provide KEYS-specific labels when required); visually inspect terminations and current transformers; perform thermal imaging of elbows, bushings, cable connections, junction points, lightning arrestors, and other connectors; verify cable source and load identification and labeling; replace batteries in applicable fault indicators and test operation; inspect grounding grids and bonding where visible; inspect for overheating indicators; confirm clearances and vegetation compliance; document non-compliance with FPSC reliability standards; inspect and replace oil-absorbent pads where deteriorated.
4. Pad Inspection:
a) Infrared Thermographic Scan (IR): Perform infrared thermographic inspection of accessible energized equipment; scan accessible terminations and identify components displaying a temperature differential greater than example thresholds; include thermal images for identified abnormalities in final report.
b) Pad-Mounted Switchgear: Inspect exterior cabinet, locking mechanisms, perform thermal imaging, inspect interior compartments for contamination, inspect operating mechanisms, bushings, elbows, ground conductors, and bonding; document conditions non-compliant with FPSC standards; verify cable identification and labels; verify presence and condition of equipment and arc-flash labels (KEYS will provide replacement stickers); inspect communication, control, and backup batteries and identify batteries needing replacement if in poor condition or older than 2024.
c) Foundation & Structural Integrity: Inspect pads for cracking, spalling, settlement, or structural failure; measure and document equipment or pad tilt exceeding example thresholds; inspect for erosion or undermining; identify obstructions interfering with access and verify minimum clearance of 10 feet in front of doors and 3 feet on sides/rear (or per local standards).
REPORTING & DELIVERABLES
The Contractor shall provide KEYS with a complete final inspection report and electronic database documenting all inspected assets. Deliverables at minimum shall include: a searchable database in Microsoft Excel and/or CSV linking each transformer ID to GPS coordinates and inspection status; high-resolution photos documenting condition of each asset (nameplate, exterior condition, open cabinet interior, exception close-ups); a summary categorizing defects by urgency (Priority 1: Immediate/Safety Concern; Priority 2: Corrective Action Recommended; Priority 3: Minor/Cosmetic Condition). The Contractor shall immediately notify KEYS' Project Manager of any Priority 1 conditions discovered.
SAFETY & COMPLIANCE
All work shall be performed in accordance with applicable federal, state, and local laws, regulations, safety requirements, utility requirements, OSHA 1910.269, and NESC guidelines. Contractor shall supply and personnel must wear appropriate PPE including FR clothing, eye protection, electrical safety footwear, voltage-rated gloves where required, hard hats, etc. Contractor shall assume equipment is energized unless advised otherwise by KEYS; inspections are intended to be visual and thermographic only unless otherwise specified; maintain Minimum Approach Distances; no switching, electrical isolation, energized electrical work or intrusive testing unless specifically authorized by KEYS.
SCHEDULE & COMPLETION
The Contractor shall complete all inspections within 160 calendar days following KEYS' written Notice to Proceed. Final deliverables shall be submitted within 30 calendar days after completion of inspections unless otherwise approved. Progress updates to KEYS' Project Manager are required every two weeks with asset counts, significant deficiencies, follow-up locations, schedule status and anticipated completion date. Contractor scheduling shall be coordinated and approved by KEYS.
BID EXCEPTIONS/DEVIATIONS
Any exceptions, deviations, or proposed modifications to the Specifications or KEYS' Terms and Conditions must be clearly identified in writing and submitted with the proposal. If no exceptions, the Bidder shall state: "NO EXCEPTIONS." KEYS may determine whether an exception renders a Bid nonresponsive.
PROPOSAL CONTENTS & EVALUATION
Proposals should include a description of the firm's capabilities and experience with the requested services and special qualifications. Evaluation criteria include experience with similar projects, range and suitability of services, project management approach, pricing, and references. KEYS reserves the right to award based on the proposal determined to be in the best interest of KEYS.
BID SUBMITTAL
Proposals shall be submitted electronically via VendorLink or DemandStar prior to the opening date and time. Emailed proposals will not be accepted. Paper submittals will be accepted only if vendor cannot submit electronically; paper submittals must be received before the opening date and time to be considered and can be sent via FedEx, UPS, or In-Person to: Keys Energy Services Bid Opening Committee - Bid 17-26 6900 Front Street Extended Key West, Florida 33040. Bidders shall submit the following: (1) Bid Bond or Cashier's Check for 5% of Total Bid amount; (2) Proposal Page; (3) Insurance Agent's Statement; (4) Bidder's Statement; (5) Safety Compliance Affidavit; (6) Drug-Free Workplace Statement; (7) Public Entity Crimes Sworn Statement; (8) Hourly Rates for Labor and Equipment for additional work/material outside scope; (9) Proof of qualifications, certifications, and relevant experience.
KEYS ENERGY SERVICES GENERAL TERMS & CONDITIONS
Includes rights for additions/deletions, alterations in proposal, applicable Florida law, assignment restrictions, attorney fees, basis of award (lowest responsive and responsible bidder as determined by KEYS), evaluation methodology, bid bond/certified check requirements, bid proposal pricing firm for 120 days, bidder qualifications, city/county licensing requirements, completeness of proposal requirements, addenda acknowledgment, delivery/inspection/acceptance (F.O.B. Key West), error in bid calculation, execution of proposal requirements, force majeure, litigation search rights, liquidated damages ($100 per day after 190 calendar days following Notice to Proceed), material origin restrictions (no goods from certain foreign government-controlled entities), notice to proceed conditions, opening proposals procedures, KEYS inspections/meetings, payment (within 30 days after invoice; 5% retention until 30 days after completion), penalties and personnel requirements, postponement of opening, pricing and proposal guarantee details, protest procedures, public records compliance, public entity crime clause, quality assurance provisions, release of liens, rejection rights, retainage (5%), safety/MOT requirements, security/background checks, severability, subcontractor listing, supplier diversity, tax, termination for convenience and for cause, warranty provisions, withdrawal of proposal, and detailed insurance, indemnity and environmental responsibility requirements. Insurance minimums and specifications include Commercial General Liability, Business Automobile, Workers' Compensation and Employer's Liability with specified limits and additional insured/waiver of subrogation requirements.
CONTACTS, CONTRACT DURATION, PAYMENT AND ADMINISTRATIVE DETAILS
Bidding contact: Tyler Randolph, Supervisor of Purchasing, Tyler.Randolph@keysenergy.com or purchasing@keysenergy.com. Contract duration: base contract from date of execution through September 30, 2027 with possible extension at same unit prices; KEYS may cancel without cause with 30 days written notice. Payment procedures and related forms are specified; accounts.payable@keysenergy.com is the processing address for payment request packets. Proposal Page and Bid Form included; estimated quantities and unit price table provided (Mobilization/Demobilization; 602 Underground Transformers; 46 Switchgear/Passthrough; $10 Indemnity Fee). Additional forms and affidavits (safety compliance, drug-free workplace, sworn statements, releases of lien, conditional releases, contractor's affidavit of contract completion, payment application form, sworn statements concerning claims) are included in the RFP package.
IMPORTANT DATES AND SUBMISSION REQUIREMENTS
Questions due in writing via purchasing@keysenergy.com no later than Friday, November 20, 2026 at noon. Sealed proposals will be received until 10:00 a.m. on Friday, December 4, 2026. At the bid opening committee virtual meeting on Friday, December 4, 2026 at 10:00 a.m., proposals will be opened and vendor names publicly read.
ADDITIONAL NOTES
The RFP contains extensive contractual, insurance, safety, reporting, and administrative requirements and multiple forms that must be completed and submitted with the proposal. Bidders are responsible for compliance with all requirements, providing proof of qualifications, required bonds, insurance, and maintaining required licenses for the contract term.
