Notice of Intent to Award Single Source Procurement: Hotel Accommodations and Conference Services for FLDOE Civics Professional Learning Event – Jacksonville, Florida

Putnam County School District, acting through the North East Florida Educational Consortium, intends to award a single source procurement for hotel accommodations and conference services in support of the Florida Department of Education Civics Professional Learning Event in Jacksonville, Florida, under Policy 450.03 and Florida Statute 287.057(3)(c). This non-competitive procurement is justified based on operational necessity and the unique ability of the Aloft Jacksonville Tapestry Park to provide integrated lodging, meeting space configurations, event support services, and scheduling coordination that meet the specific demands of the event. The procurement is not open for competitive bidding but invites responses from other potential vendors solely to determine if competition would be in the best interest of the agency. Responses must be submitted electronically via the e-Procurement Platform by 8:00 a.m. on May 27, 2026, and must include the vendor’s capability statement, contact information, and any relevant supporting documentation. The contract, executed on February 9, 2026, requires the vendor to provide a minimum spend of $3,850 covering guest rooms at $1,100, room rental at $2,200, and a 25% operational charge of $550. Services include configured event spaces, necessary equipment, and adherence to specific event rules such as prohibitions on open flames, glitter, and unapproved materials. The vendor must comply with federal and state laws including ADA accessibility, equal employment opportunity regulations under 41 C.F.R. §§ 60-1.4(a), 60-300.5(a), and 60-741.5(a), and Executive Order 11246, with flow-down obligations to subcontractors. Liquor service is permitted only by authorized hotel staff with a $550 minimum spend requirement, and any damages to function space are capped at $3,850. Cancellation terms impose penalties of 90% if canceled within 90 days of the event, scheduled for June 18, 2026. Payment will be processed via credit card upon event completion, with no formal invoicing system such as WAWF or IPP required. The place of performance is the Aloft Jacksonville Tapestry Park, and inspections occur on-site. The procuring agency has not designated a COR, COTR, or PCO, and no UEI, CAGE