DOEA ITB -25-003-JT Hotel Accommodations

The Florida Department of Elder Affairs (DOEA) has issued Invitation to Bid (ITB) 25-003-JT to procure hotel accommodations and meeting space services for the LTCOP Statewide Training conference scheduled for October 12-15, 2026, with an alternative date of October 19-21, 2026. The procurement seeks a qualified hotel located in one of five designated Florida metro areas: Orlando, Altamonte Springs, Kissimmee, Tampa, or St. Petersburg/Clearwater. The selected hotel must maintain a minimum four-star rating on TripAdvisor and provide accommodations for approximately 200 attendees across 600 total rooms (200 rooms per night for three nights) with non-smoking, clean rooms featuring functional heating/air conditioning, plumbing, and television. Required deliverables include a main conference room with 200-person capacity (configured as 30 round tables of 7 people each), three breakout rooms accommodating 65 people each in classroom style, a registration area, secure equipment storage, and full audiovisual support including projectors, screens, wireless microphones, and internet access with on-site AV crew. The hotel must provide breakfast and lunch on October 13-14 within state per diem thresholds of $6.00 per breakfast and $11.00 per lunch, with free parking and resort fees included in nightly room rates and free cancellations available up to 24 hours prior to check-in. Sealed bids are due March 20, 2026, at 3:00 p.m. Eastern Time, with written inquiries accepted through March 17, 2026, and the anticipated award date is March 23, 2026. Pricing must be submitted as a Grand Total Price on the provided Price Page, with all costs free of state sales tax and federal excise tax, and the contract will be awarded to the lowest responsive and responsible bidder as a fixed-rate Purchase Order through MyFloridaMarketPlace (MFMP).

All bidders must register with MFMP and comply with E-Verify requirements, and mandatory documentation includes the Price Page, Bidder's Contact Information and Certification, and Certification of Drug Free Workplace Program. Bidders must submit a Substitute W-9 Form to the Florida Department of Financial Services and certify they are not on any Scrutinized Companies lists or engaged in boycotts of Israel. The solicitation contains no set-aside designations for disadvantaged enterprises, and no incumbent vendors or current contractors are identified in the documentation. Bidders must maintain commercial general liability insurance and workers' compensation coverage, with adequate parking provided in a safe, well-lit lot. Performance is subject to termination without liability for circumstances beyond either party's control, including pandemics or governmental travel advisories. No specific budget range or award value is disclosed in the solicitation; however, pricing will be competitively bid based on the standardized requirements for 600 room nights, meeting space, meals, and audiovisual services across the specified dates.