Active SLED Opportunity · FLORIDA · PUTNAM COUNTY SCHOOL DISTRICT
AI Summary
Putnam County School District seeks proposals from hotel providers in Tallahassee and Panama City for accommodations, meeting space, and conference services to support district events and activities. Award based on value, location, and service capabilities. Due June 19, 2026.
The Putnam County School District (“District”) invites proposals from qualified hotel providers in the Tallahassee and Panama City regions to provide hotel accommodations, meeting space, conference services, and related hospitality services on an as-needed basis for District events, trainings, workshops, conferences, meetings, student activities, and official District functions throughout the term of the resulting contract. The District intends to establish hotel partnerships within these regions to support operational flexibility and program needs during the contract period.
Proposers should provide information regarding lodging accommodations, government or group room rates, meeting and conference space pricing, audio/visual service estimates, catering or concession options, parking accommodations, cancellation policies, and any additional value-added services available to the District. Awards will be made based on overall best value, operational suitability, location, availability, pricing, and the ability to support District operational requirements.
The purpose of this solicitation is to establish competitively procured hotel partnerships within the Tallahassee and Panama City regions for use by the District throughout the duration of the contract, eliminating the need for separate procurements for individual events, conferences, trainings, or travel-related activities.
The Putnam County School District regularly coordinates programs, trainings, workshops, conferences, meetings, and outreach initiatives throughout North Florida and the Florida Panhandle. Many of these activities require overnight lodging accommodations, meeting space, and conference support services in locations that support regional educational initiatives, professional development activities, and statewide collaboration efforts.
The Tallahassee region is frequently utilized for meetings, conferences, and activities associated with legislative session, Department of Education initiatives, and statewide educational collaboration. The Panama City region supports programs and events serving the Florida Panhandle and surrounding areas.
The District is seeking hotel partners capable of providing dependable accommodations, flexible meeting space options, competitive pricing, and professional event support services to support the operational needs of District staff, students, and program participants throughout the contract term.
| Score Range | Evaluation Standard |
|---|
| 8–10 | Proposal was complete, well organized, and included all requested information, forms, pricing, and supporting documentation with minimal or no deficiencies. |
| 4–7 | Proposal included most required information but contained minor omissions, inconsistencies, or organizational issues that did not significantly impact evaluation. |
| 0–3 | Proposal was incomplete, poorly organized, missing significant information, or failed to adequately address solicitation requirements. |
| Score Range | Evaluation Standard |
|---|
| 16–20 | Property location strongly supports District operational needs with excellent accessibility to major roadways, airports, government facilities, conference venues, military-support locations, dining, and related services. |
| 8–15 | Property location adequately supports District needs but may have minor accessibility limitations or reduced proximity to key operational areas. |
| 0–7 | Property location does not adequately support District operational needs or presents significant accessibility or logistical concerns. |
| Score Range | Evaluation Standard |
|---|
| 16–20 | Hotel accommodations and amenities are high quality, well maintained, professional in appearance, and demonstrate strong capability to support District events and travelers. |
| 8–15 | Hotel accommodations and amenities adequately meet District needs but may contain minor limitations, outdated features, or reduced service offerings. |
| 0–7 | Hotel accommodations or amenities are insufficient, poorly maintained, or fail to adequately support District operational requirements. |
| Score Range | Evaluation Standard |
|---|
| 16–20 | Meeting spaces, breakout rooms, AV capabilities, internet services, and event support services demonstrate strong flexibility and capability to support District conferences and events. |
| 8–15 | Meeting and conference capabilities adequately support District needs but may contain minor limitations related to space, flexibility, technology, or support services. |
| 0–7 | Meeting facilities or conference support services are inadequate or unable to effectively support District event requirements. |
| Score Range | Evaluation Standard |
|---|
| 16–20 | Pricing is competitive, transparent, and provides strong overall value to the District considering accommodations, meeting space, amenities, fees, and services offered. |
| 8–15 | Pricing is generally reasonable but may contain moderate cost concerns, additional fees, or reduced overall value when compared to other proposals. |
| 0–7 | Pricing is excessive, unclear, contains unreasonable fees, or does not represent a favorable value to the District. |
| Score Range | Evaluation Standard |
|---|
| 8–10 | Respondent demonstrated extensive relevant experience and provided strong references supporting successful performance of similar services for governmental, educational, or comparable organizations. |
| 4–7 | Respondent demonstrated adequate experience and provided acceptable references with minor limitations or less directly related experience. |
| 0–3 | Respondent demonstrated limited relevant experience, weak references, or insufficient information to support qualifications. |
Please upload your complete proposal here (Do not include cost).
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All terms, specifications and conditions set forth in this RFP are incorporated by this reference into your response. By checking the confirm box, I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business entity or person submitting an offer for the same materials, supplies, equipment, or services, and is in all respects fair and without collusion or fraud. I further agree to abide by all terms, specifications and conditions of this invitation and certify that I am authorized by the offeror to sign this response. In submitting an offer to the School Board of Putnam County, I, as the Proposer, offer and agree that if the offer is accepted, the offeror will convey, sell, assign, or transfer to the School Board of Putnam County all right, title, and interest in and to all causes of action it may now or hereafter acquire under the Antitrust laws of the United States and the State of Florida for price fixing relating to the particular commodity(s) or service(s) purchased or acquired by the School Board. At the School Board’s discretion, such assignment shall be made and become effective at the time the School Board of Putnam County tenders final payment to the vendor.
NOTICE: All contractors and employees of contractors who are contracted by the School Board must comply with the requirements of the Jessica Lunsford Act. Direct any questions regarding these requirements to Jackie Smith, Human Resources Department (386) 329-0547.
Please respond to the following questions as required.
Please download the below documents, complete, and upload.
Pursuant to Section 448.095, Florida Statutes, Contractor shall register with and use the U.S. Department of Homeland Security's E-Verify system to verify the work authorization status of all employees hired during the term of this Agreement and must, upon request, provide evidence of compliance with this provision.
Subcontractors
Contractor shall also require all subcontractors performing work under this Agreement to use the E-Verify system for any employees they may hire during the term of this Agreement.
Subcontractors shall provide Contractor with an affidavit stating the subcontractor does not employ, contract with, or subcontract with an unauthorized alien, as stated in Section 448.095, Florida Statutes.
Contractor shall provide a copy of such affidavit to the School Board upon receipt and shall maintain a copy for the duration of the Agreement.
Failure to comply with this provision is a material breach of the Agreement, and School Board may choose to terminate the Agreement at its sole discretion. Contractor may be liable for all costs associated with School Board securing the same services, inclusive, but not limited to, higher costs for the same services.
It is the responsibility of the vendor/contractor to insure compliance with E-verify requirements (as applicable). To enroll in E-Verify, employers should visit the E-Verify website (https://www.uscis.gov/e-verify) and follow the instructions. The employer must retain the 1-9 Forms for inspection. By affixing your signature below you hereby affirm that you will comply with E-Verify requirements.
This is to certify that the Proposer is:
Duly licensed to conduct business in the State of Florida;
Has a minimum experience requirement as stated in this solicitation,
This is to certify that the Successful Proposer will act as the Prime Contractor to the District for all services provided under the Contract(s).
This is to certify that the Proposer’s Proposal and all services provided under the Contract will be compliant with all laws, rules, and other authority applicable to providing the services, including, but not limited to, Florida’s Open Government laws (Article I, Section 24, Florida Constitution, Chapter 119, F.S.).
This is to certify that the Proposer has disclosed in their Proposal all suspensions, revocations, bankruptcies, judgments, or liens in the last five (5) years.
This is to certify that neither the Proposer nor its principles are currently disbarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from participation in this solicitation by any Federal department or agency.
Per Section 1001.42(12)(i), F.S., this certifies that no member of the Putnam County School Board or the Superintendent has any financial interest in the Proposer whatsoever.
This is to certify that none of the contents of this Proposal have been disclosed before award, directly or indirectly, to any other Proposer or competitor.
This is to certify that the proposed costs in this Proposal have been arrived at independently, without consultation, communications, or agreement as to any matter relating to such costs with any other Proposer or with any competitor, and not to restrict competition.
The Proposer certifies they are not listed on the Scrutinized Companies that Boycott Israel List, created under Section 215.4725, F.S., and they are not currently engaged in a boycott of Israel. If the resulting Contract exceeds $1,000,000.00 in total, not including renewal years, the Proposer certifies that they are not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List created under Sections 215.473, F.S., and 215.4725, F.S., and further certifies they are not engaged in business operations in Cuba or Syria. In compliance with Sections 287.135(5), F.S., and 287.135(3), F.S., the Proposer agrees the District may immediately terminate the resulting Contract for cause if the Proposer is found to have submitted a false certification or if the Proposer is placed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or has engaged in business operations in Cuba or Syria during the term of the Contract. Any company that submits a bid or proposal for a contract, or intends to enter into or renew a contract with an agency or local governmental entity for commodities or services, of any amount, must certify that the company is not participating in a boycott of Israel.
By submitting this proposal the Authorized Representative affirms they have the authority to bind the Proposer and acknowledges and affirms the statements above.
By submitting this proposal, the undersigned authorized agent, assures the Putnam County School District that it does not discriminate on the basis of race, sex, marital status, national origin, religion, handicap, or age, in the operation of provision of services.
The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. All proposers must disclose with their proposal the name of any officer, director, or agent who is also an employee of the School Board. Further, all proposers must disclose the name of any employee who owns, directly or indirectly, an interest in the proposer’s firm or any of its branches. The proposer shall not compensate, in any manner directly or indirectly, any officer, agent, or employee of the School Board for any act or service that he/she may do, or perform for, or on behalf of any officer, agent, or employee of the proposer. No officer, agent, or employee of the School Board shall have any interest, directly or indirectly, in any contract or purchase made, or authorized to be made by anyone for, or on behalf of the School Board. The proposer shall have no interest and shall not acquire any interest that shall conflict in any manner or degree with the performance of the services required under this RFP.
By submitting this proposal, the authorized agent, acknowledges and certifies all portions of this proposal and agree that our firm will comply with all other terms, conditions, and requirements made by the School Board of Putnam County.
By submitting this proposal Authorized Representative certifies that understands that as defined in Florida Statues 287.133 (1) (b):
Pursuant to Section 287.133, Paragraph (2)(a), Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public works, may not submit a proposal on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier subcontractor or consultant under a contract with any public entity and may not transact business with any public entity in excess of the threshold amount of thirty-five thousand dollars ($35,000) provided in Section 287.017, Florida Statutes, for a category two for a period of thirty-six (36) months from the date of being placed on the convicted vendor list. By completing this form your firm is certifying that they are not and have not been placed on the convicted vendor list now or within the past thirty-six (36) months.
All Contractors must have performed verifiable work provided as specified herein, within the most recent three (3) year period of time. References from the Putnam County School District will not be considered.
Indicate the number of years (minimum of three years) the propsing company has been in business providing the goods and/or services requested in this proposal:
Note that all Contractors must have performed verifiable work provided as specified herein, within the most recent three (3) year period of time. References from the Putnam County School District will not be considered.
Please provide three (3) references and provide the following for each reference:
Company Name (city, state)
Description of Goods/Services
Dates Provided
Contact Person including email address and telephone number
Answer YES only if Winning Vendor must provide submittals or other deliverables as part of the resulting contract. If you answer yes, you will be given a chance to specify the submittals.
Specify the submittals or deliverables that the Vendor will need to provide.
EXAMPLE:
Feasibility Study and Site Analysis Reports.
Conceptual Design Drawings and Renderings.
Detailed Design Development Plans and Specifications.
Complete Construction Documentation Package.
Please provide the details of the pre-solicitation meeting, such as date, location, etc.
EXAMPLE:
A pre-solicitation meeting will be held at City Hall on 2/14/2026. Please meet at City Hall Steps at 8:00 a.m.
Please complete the following sentence entering the term of the resulting contract. Type the entire sentence as shown with the appropriate dates DO NOT AADD any punctuation.
"The term of this contract shall be from XX/XX/XXXX to XX/XX/XXXX"
EXAMPLE:
The term of this contract shall be from 2/14/2026 to 6/30/2027
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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