DOEA ITB-25-001-JT Hotel Accommodations

The Florida Department of Elder Affairs (DOEA) is issuing an Invitation to Bid (ITB) to procure hotel lodging, accommodations, and meeting space for two separate statewide training events in 2026. The Department seeks qualified hotel vendors located in Lakeland, Daytona, or St. Augustine, Florida, to provide approximately 200 non-smoking rooms with functioning heat/air conditioning, plumbing, and television for the Ombudsman-2026 Volunteer-Awareness Training Conference (April 13-16, 2026) and the State Council Meeting with training activities (April 20-23, 2026). Required qualifications include a minimum four-star rating on TripAdvisor.com and comprehensive event space including a main conference room accommodating 200 people, three classroom-style breakout rooms for 65 people each, registration areas, and secure storage for Department equipment. Additional deliverables include breakfast and lunch provision on Tuesday and Wednesday at rates not exceeding state per diem thresholds ($6.00 for breakfast and $11.00 for lunch), audio-visual equipment with projectors, screens, wireless microphones, on-site AV crew support, and wireless internet access. Nightly room rates must be all-inclusive of parking and resort fees, and pricing must reflect tax-free costs as the Department is exempt from federal excise taxes and state sales tax. The bid submission timeline includes written inquiries due by February 10, 2026, sealed bids due February 13, 2026, at 3:00 p.m. Eastern Time, and an anticipated award announcement on February 17, 2026. The lowest responsive and responsible bidder will receive the award based on pricing submitted on the provided Price Page (Attachment I).

No set-aside designations or restrictions limiting the types of organizations that can respond are specified in this solicitation. All bidders must be registered in MyFloridaMarketPlace (MFMP), comply with E-Verify requirements, and submit required documentation including the Price Page (Attachment I), Bidder's Contact Information and Certification (Attachment II), and Certification of Drug Free Workplace Program (Attachment III, if applicable), along with a Substitute W-9 Form to the Department of Financial Services. No incumbent vendors or existing contractors are identified in the available documentation, nor are there specified technology integration requirements. The successful bidder will receive a fixed-rate Purchase Order with all charges billed in arrears in accordance with Florida Statute Section 215.422, with free cancellation permitted up to 24 hours prior to check-in and final room count confirmation required 15 calendar days before check-in. The final room count will be confirmed 15 calendar days before the check-in date. The agreement includes a termination clause without liability if circumstances beyond either party's control (such as acts of God, governmental travel advisories, pandemics, or communicable disease recommendations from the WHO, CDC, or other governmental agencies) prevent 25 percent or more of attendees from participating. No specific budget range or award value is provided in the available solicitation materials.