Sole Source - Embassy Suites by Hilton Panama City Beach Resort

Procurement Details Estimated Value: $7,290.00 (Total anticipated revenue to the hotel based on room block, meeting space, parking, and fees per the LOI) ISRD ESE Directors Mtg Feb.23-2… Term (Years): One-time event — February 23–25, 2026 Vendor: Embassy Suites by Hilton Panama City Beach Resort (Pier Park, LLC) Justification: This event requires guaranteed availability of 40 sleeping room nights, dedicated meeting space (Pier Conference Room), negotiated concessions, and specific event dates (February 23–25, 2026). Embassy Suites is the only vendor able to provide the required room block, meeting facilities, negotiated government-rate pricing, and federal meeting concessions for these dates. Comparable venues in the surrounding area were unavailable or unable to meet the room block, pricing, or space requirements. The attached Letter of Intent confirms exclusive availability, negotiated room rates of $131/night , meeting room rentals totaling $1,250 , and required concessions such as waived resort fees, reduced valet parking, and complimentary meeting Wi-Fi. Due to these unique conditions and the inability of other vendors to meet the event specifications, competitive solicitation is not feasible.