Event Coordination and Management
Closed State & local contract opportunity Posted
- Solicitation number
- ITB-13494
- State
- Florida
- Responses due
Opportunity facts
- Jurisdiction
- NIGP codes
- UNSPSC codes
- Point of contact
-
- Sally Johns sally.johns@myflfamilies.com
Opportunity details come from vendor.myfloridamarketplace.com. Updated .
About this opportunity
The Florida Department of Children and Families (DCF) has issued an Invitation to Bid (ITB 2425 005) for comprehensive Event Coordination and Management services, targeting vendors capable of providing full-scale project management for departmental trainings, meetings, and conferences. The solicitation seeks multiple vendors to handle registration, pre-event and post-event planning, with a strong emphasis on customer service delivery. Key deliverables include managing events such as the Annual Child Protection Summit, Office of Child and Family Well-Being Leadership Meetings, Step Into Success Workforce Education Training Event, Workforce Internship, and Pillars Conferences. Vendors must submit a comprehensive technical response detailing their organizational experience, professional qualifications, potential subcontractors, and three references from similar service engagements. The procurement timeline includes written questions due by August 13, 2025, with responses expected by September 10, 2025 at 10:00 A.M., and an anticipated contract start date of August 1, 2025, with a five-year contract duration. Evaluation will focus on selecting responsible and responsive respondents who submit the lowest bid, with mandatory submissions including Required Certifications, Technical Response, and Cost Proposal forms.
The solicitation demonstrates a strong commitment to diversity, actively encouraging participation from woman-owned, veteran-owned, and minority-owned business enterprises. The contract will be a cost-plus-fixed-fee arrangement, where DCF will reimburse actual event organization costs plus a predetermined fixed fee for services. Potential financial penalties are built into the contract, including $100 per day for missed deadlines and 15-20% payment reductions for incomplete deliverables. While specific contract value is not explicitly stated, the scope suggests significant ongoing financial opportunities across six Florida regions and twenty circuits, primarily supporting child welfare professionals, foster youth, and departmental staff. Vendors must demonstrate compliance with various Florida Statutes, maintain specific staffing levels, and provide comprehensive event management services including logistics, registration, marketing, on-site management, and post-event reporting. Payments will be processed through MyFloridaMarketPlace (MFMP), with the contract potentially renewable for up to three additional years based on performance and fund availability.
Opportunity text
7 versions
Update #7 · Latest ·
11/17/2025: Notice of Intent to Award posted.
10/29/25: Addendum No. 04 posted with timeline updates.
9/15/2025: Addendum No. 03 with Department's response to Vendor questions posted.
9/12/25: Addendum No. 02 posted with timeline updates.
8-27-25: Addendum No. 01 posted with timeline updates.
8-4-25: Corrected attachments for Solicitation Instructions and PO Scope of Work posted.
In accordance with Chapter 287, Florida Statutes (F.S.), the State of Florida, Department of Children and Families (Department), issues this Solicitation to select a Respondent(s) to provide project management, registration, and pre- and post- Event planning services for the coordination and delivery of a variety of the Department's Trainings, Meetings, and Conferences (Event) with a high level of customer service. Please review the attachments for more details.
Update #6 ·
10/29/25: Addendum No. 04 posted with timeline updates.
9/15/2025: Addendum No. 03 with Department's response to Vendor questions posted.
9/12/25: Addendum No. 02 posted with timeline updates.
8-27-25: Addendum No. 01 posted with timeline updates.
8-4-25: Corrected attachments for Solicitation Instructions and PO Scope of Work posted.
In accordance with Chapter 287, Florida Statutes (F.S.), the State of Florida, Department of Children and Families (Department), issues this Solicitation to select a Respondent(s) to provide project management, registration, and pre- and post- Event planning services for the coordination and delivery of a variety of the Department's Trainings, Meetings, and Conferences (Event) with a high level of customer service. Please review the attachments for more details.
Update #5 ·
9/15/2025: Addendum No. 03 with Department's response to Vendor questions posted.
9/12/25: Addendum No. 02 posted with timeline updates.
8-27-25: Addendum No. 01 posted with timeline updates.
8-4-25: Corrected attachments for Solicitation Instructions and PO Scope of Work posted.
In accordance with Chapter 287, Florida Statutes (F.S.), the State of Florida, Department of Children and Families (Department), issues this Solicitation to select a Respondent(s) to provide project management, registration, and pre- and post- Event planning services for the coordination and delivery of a variety of the Department's Trainings, Meetings, and Conferences (Event) with a high level of customer service. Please review the attachments for more details.
Update #4 ·
9/12/25: Addendum No. 02 posted with timeline updates.
8-27-25: Addendum No. 01 posted with timeline updates.
8-4-25: Corrected attachments for Solicitation Instructions and PO Scope of Work posted.
In accordance with Chapter 287, Florida Statutes (F.S.), the State of Florida, Department of Children and Families (Department), issues this Solicitation to select a Respondent(s) to provide project management, registration, and pre- and post- Event planning services for the coordination and delivery of a variety of the Department's Trainings, Meetings, and Conferences (Event) with a high level of customer service. Please review the attachments for more details.
Update #3 ·
8-27-25: Addendum No. 01 posted with timeline updates.
8-4-25: Corrected attachments for Solicitation Instructions and PO Scope of Work posted.
In accordance with Chapter 287, Florida Statutes (F.S.), the State of Florida, Department of Children and Families (Department), issues this Solicitation to select a Respondent(s) to provide project management, registration, and pre- and post- Event planning services for the coordination and delivery of a variety of the Department's Trainings, Meetings, and Conferences (Event) with a high level of customer service. Please review the attachments for more details.
Update #2 ·
8-4-25: Corrected attachments for Solicitation Instructions and PO Scope of Work posted.
In accordance with Chapter 287, Florida Statutes (F.S.), the State of Florida, Department of Children and Families (Department), issues this Solicitation to select a Respondent(s) to provide project management, registration, and pre- and post- Event planning services for the coordination and delivery of a variety of the Department's Trainings, Meetings, and Conferences (Event) with a high level of customer service. Please review the attachments for more details.
Update #1 ·
In accordance with Chapter 287, Florida Statutes (F.S.), the State of Florida, Department of Children and Families (Department), issues this Solicitation to select a Respondent(s) to provide project management, registration, and pre- and post- Event planning services for the coordination and delivery of a variety of the Department's Trainings, Meetings, and Conferences (Event) with a high level of customer service. Please review the attachments for more details.
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