Annual Professional Learning Conference Events

Florida Virtual School (FLVS) is issuing a Request for Proposal to secure a qualified venue and/or full-service hospitality provider to host its Annual Professional Learning Conference (APLC) events for calendar years 2027 through 2031, serving approximately 3,800 staff members annually. The procuring agency seeks comprehensive services including meeting space accommodating up to 4,000 attendees in theater seating, 45-60 breakout rooms, hotel accommodations, food and beverage services, and audio-visual support across three-day annual conferences. Proposers must provide all-inclusive, not-to-exceed rates for breakout rooms, general session space, on-site parking, audio-visual services, internet services, and banquet/catering, with unit pricing clearly identified and extended costs calculated. Respondents must demonstrate financial stability through audited financial statements, investment-grade credit ratings, or written declarations from chief financial officers; provide three written references from the preceding thirty-six months; and verify compliance with the Americans with Disabilities Act and Florida accessibility laws. The evaluation criteria include venue location preference in Orange, Osceola, and Seminole counties to minimize travel costs, though other Florida counties are acceptable with travel reimbursement analysis; acceptance of P-Card payment without additional fees; and adherence to all mandatory certifications and the FLVS Master Service Agreement. Critical deadlines include a non-mandatory pre-submittal conference on May 18, 2026 at 11:00 AM EST via Zoom; written questions due May 21, 2026 at 2:00 PM EST; proposals due June 3, 2026 by 2:00 PM EST through the Bonfire electronic submission platform; Proposal Evaluation Committee meeting on June 8, 2026 at 10:00 AM EST; optional presentations and interviews on June 12, 2026 at 10:00 AM EST; anticipated Notice of Intent to Award on June 12, 2026; and final Board of Trustees approval expected in September 2026.

The RFP documents do not identify any set-aside designations or restrictions limiting responses to disadvantaged enterprises, minority-owned businesses, or other specified organization types, indicating this is an open competitive solicitation available to any qualified venue or hospitality provider. No incumbent vendors or current contractors are listed in the available documentation. Proposers must comply with federal certifications related to debarment, suspension, drug-free workplace status, non-collusion, lobbying, and non-discrimination requirements, as well as Florida's Public Records Act, Family Educational Rights and Privacy Act (FERPA) requirements if applicable, and e-verification compliance. FLVS retains the right to award by individual year or combination of years to single or multiple respondents based on venue availability and best value determination. The RFP does not specify a guaranteed minimum spend or overall budget range; all fees will be negotiated into final event agreements for each respective year. Proposers may submit alternative pricing structures and concessions for combined services to enhance competitiveness.