Request for Proposals (RFP): Hotel Accommodations, Meeting Space, and Conference Services – Gainesville / Ocala / Jacksonville Region

The Putnam County School District (“District”) invites proposals from qualified hotel providers in Gainesville, Ocala, and Jacksonville to supply hotel accommodations, meeting space, conference services, and related hospitality support on an as-needed basis for District events and functions. The initial contract term is three years, with two additional one-year renewal options available upon mutual written agreement and, if required by District policy, School Board approval.

Background

The Putnam County School District regularly organizes and attends regional trainings, workshops, conferences, meetings, and educational initiatives across Northeast and Central Florida. These activities often require overnight lodging, meeting space, audiovisual support, and hospitality services for District staff, presenters, participants, and partner agencies.

Project Details

• Reference ID: RFP #054-331-2616
• Department: NEFEC
• Department Head: Patrick Wnek (Executive Director)

Important Dates

• Questions Due: 2026-06-04T11:00:00.000Z
• Answers Posted By: 2026-06-09T21:00:00.000Z

Evaluation Criteria

• 1. Proposal Responsiveness and Completeness (10 Points) (10 pts) —

  Score	Evaluation Standard

  8–10	Proposal was complete, organized, and included all requested forms, pricing, documentation, and supporting materials with little or no clarification required.

  4–7	Proposal included most required information but contained minor omissions, inconsistencies, or organizational concerns that did not significantly impact evaluation.

  0–3	Proposal was incomplete, missing significant information, or failed to adequately address solicitation requirements.

• 2. Location and Accessibility (20 Points) (20 pts) —

  Score	Evaluation Standard

  16–20

  Property location strongly supports District operations with excellent accessibility to regional destinations, airports, educational partners, NEFEC districts, conference facilities, and related services.

  8–15	Property location adequately supports District needs but contains minor accessibility or logistical limitations.

  0–7	Property location presents operational concerns or does not adequately support District event requirements.

• 3. Hotel Accommodations and Amenities (20 Points) (20 pts) —

  Score	Evaluation Standard

  16–20

  Hotel accommodations demonstrate excellent quality, cleanliness, available amenities, room availability, accessibility, and overall suitability for District events.

  8–15	Hotel accommodations adequately meet requirements but may contain moderate limitations or reduced service offerings.

  0–7	Hotel accommodations are insufficient, poorly maintained, or unsuitable for District operational needs.

• 4. Meeting Space and Conference Capabilities (20 Points) (20 pts) —

  Score	Evaluation Standard

  16–20

  Meeting facilities demonstrate strong capability, flexibility, audiovisual support, internet availability, and event coordination services capable of supporting varying event sizes.

  8–15	Meeting capabilities meet minimum requirements but contain moderate limitations related to size, technology, setup flexibility, or support services.

  0–7	Meeting spaces or conference support services are inadequate for District needs.

• 5. Pricing and Overall Value (20 Points) (20 pts) —

  Score	Evaluation Standard
  16–20	Pricing is competitive, transparent, and provides strong overall value considering accommodations, meeting space, fees, amenities, and operational support.
  8–15	Pricing is reasonable but may include moderate concerns regarding fees, value, or cost competitiveness.
  0–7	Pricing is excessive, unclear, or does not represent favorable value to the District.

• 6. Experience and References (10 Points) (10 pts) —

  Score	Evaluation Standard

  8–10	Respondent demonstrated extensive experience supporting educational, governmental, conference, or similar hospitality services and provided strong references.

  4–7	Respondent demonstrated acceptable experience and references with minor limitations.

  0–3	Respondent demonstrated limited experience, weak references, or insufficient supporting information.

Submission Requirements

• Proposal (required) —

  Please upload your complete proposal here (Do not include cost).

• Cost Proposal (required)
• Authorized Representative Submitting This Response (required) —

  Please enter your full name in this field.

• Federal Employee Identification Number (FEIN) (required) —

  Please enter your company's FEIN number as registered in www.sunbiz.org

• Authorized Representative Confirmation (required) —

  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.

• REQUIRED PROVISIONS CERTIFICATIONS (ATTACHMENT B) —

  Please respond to the following questions as required. 

• Vendor Application and Human Trafficking Affidavit (required) —

  Please download the below documents, complete, and upload.

• E-Verify requirements (required) —

  1. 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.

  2. Subcontractors

     1. 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.

     2. 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.

     3. 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.

  3. 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.

  4. 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.

• Business/Corporate Experience (required) —

  This is to certify that the Proposer is: 

  1. Duly licensed to conduct business in the State of Florida; 

  2. Has a minimum experience requirement as stated in this solicitation,

• Prime Vendor (required) —

  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).

• Meets Legal Requirements (required) —

  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.). 

   

• Financial Disclosure (required) —

  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.

• Federal Debarment (required) —

  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. 

   

• Conflict of Interest (required) —

  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.

   

• Statement of Non-Disclosure (required) —

   

  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.

   

• Statement of Non-Collusion (required) —

  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.

• Scrutinized Companies Certification (required) —

  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.

• Affirmation (required) —

  By submitting this proposal  the Authorized Representative affirms they have the authority to bind the  Proposer and acknowledges and affirms the statements above. 

• NONDISCRIMINATION, CONFLICT OF INTEREST, AND PUBLIC ENTITY CRIME STATEMENTS (ATTACHMENT C)
• NONDISCRIMINATION STATEMENT (required) —

  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.

• CONFLICT OF INTEREST STATEMENT (required) —

  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.

   

• PUBLIC ENTITY CRIMES STATEMENT (required) —

  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.

   

• REFERENCES (ATTACHMENT D) —

  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.

• Number of Years in Business (required) —

  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:

• Provide Three References (required) —

  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 

• Does this project require the winning vendor to provide Submittals or other Deliverables? (required) —

  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. 

• Required Submitals/Deliverables (required) —

  Specify the submittals or deliverables that the Vendor will need to provide.  

  EXAMPLE: 

  1.  Required Submittals:
     

     1. Feasibility Study and Site Analysis Reports.

     2. Conceptual Design Drawings and Renderings.

     3. Detailed Design Development Plans and Specifications.

     4. Complete Construction Documentation Package.

• Will there be a pre-solicitation meeting for this project? (required)
• Pre-solicitation Meeting Details (required) —

  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.

• Term of Contract (required) —

  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

• Does this Project include Federal Funding? (required)
• How do you want to receive pricing from vendors? (required)