2026-80141902-RFI.pdf
PDF 192 KB Posted
- Solicitation number
- RFI-14763
- Issued by
- Leon County, Florida
About this file
This Request for Information (RFI) is issued by the Florida Department of Management Services, Division of State Purchasing, seeking vendor information regarding Event Planning and Meeting Management services. The RFI is not a competitive solicitation and will not result in a contract award; rather, it is designed to gather market information to determine whether to proceed with a competitive procurement and to identify appropriate specifications if one is issued. The Department is requesting information on hardware and software requirements for events accommodating 100-150 attendees, including website platforms, attendee check-in software, and event applications. Specific inquiries address the provision of audio-visual components, keynote speaker options, sponsorship organization practices, deposit requirements, and industry standards for all-inclusive budgeting for two-day events. Vendor responses must be submitted electronically to John.Goodrich@dms.fl.gov prior to 5:00 p.m. ET on Monday, January 19, 2026. No bidders' conferences, site visits, or award dates apply to this RFI.
Vendors are permitted to submit supplementary written materials for Department consideration and may clearly mark any proprietary or confidential information as such, subject to Florida's Public Records Act. Responses to this RFI are non-binding and do not constitute formal offers; vendors who respond are not prohibited from participating in any subsequent related competitive solicitation. Pricing information is not solicited in this RFI as it is an informational-gathering exercise only. The contact for questions regarding this RFI is Jake Goodrich, Data and Compliance Manager, at (850) 692-0986 or John.Goodrich@dms.fl.gov.
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Text version
Division of State Purchasing 4050 Esplanade Way
Tallahassee, FL 32399-0950 850-488-8440
Ron DeSantis, Governor Pedro Allende, Secretary
FLORIDA DEPARTMENT OF MANAGEMENT SERVICES
Request for Information
Event Planning and Meeting Management
2026-80141902-RFI
I. PURPOSE:
The Department of Management Services (Department) hereby issues this Request for Information (RFI) as defined in section 287.012(22), Florida Statutes. The Department is seeking information from experienced vendors for Event Planning and Meeting Management. The RFI process is used to gather information on whether to competitively procure the services sought and if so, to determine which solicitation process to use. The Department may also use the information provided by the vendor community to determine general, special, or technical specifications to include if the Department does issue a competitive solicitation for these services.
This is not a “competitive solicitation”, as defined in section 287.012(6), Florida Statutes. Vendor responses to this RFI will be reviewed for informational purposes only and will not result in the award of any contract.
II. REQUESTED INFORMATION:
A. What hardware/software requirements will an event of 100-150 attendees need? (i.e. website, attendee check in software, event app)
B. Are any of the above requirements provided by event planning vendors? Or will it be the responsibility of the Department to provide technology requirements.
C. Are audio visual components for an event of 100-150 people provided by the event planners, venue, the Department or a combination of all three?
D. Who typically manages audio visual equipment during an event?
E. Do event planners typically organize sponsorships?
F. Is it industry standard to put down a deposit to the event planner?
G. Will event planners provide options for keynote speakers?
H. What is a realistic, all-inclusive budget for a two-day event for 100-150 attendees?
I. Any other feedback you would like to provide?
III. ELECTRONIC SUBMISSION OF VENDOR RESPONSES:
Prior to 5:00 p.m. ET on Monday, January 19, 2026, please provide a response to this RFI electronically to John.Goodrich@dms.fl.gov.
In addition to responses to items A through E above:
• Please include any written material that your company would like the Department to consider in connection with this RFI.
Any submitted material is subject to the Public Records Act, Chapter 119, Florida Statutes. If a vendor considers any portion of the documents, data or records submitted in response to this RFI to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution, or other authority, the vendor must mark the document as “Confidential”.
A Vendor’s response to this RFI is not a formal offer and vendors submitting a response to this RFI are not prohibited from responding to any related subsequent solicitation.
This RFI will not result in a contract, as defined in section 287.012(29), Florida Statutes. The RFI is not a binding contract. This RFI is not subject to a challenge pursuant to section 120.57, Florida Statutes.
IV. DEPARTMENT CONTACT FOR THIS RFI:
Jake Goodrich, Data and Compliance Manager Florida Department of Management Services Division of State Purchasing 4050 Esplanade Way Tallahassee, Florida 32399-0950 Phone: (850) 692-0986 John.Goodrich@dms.fl.gov
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