Students Working Against Tobacco (SWAT) Statewide Meeting

The Florida Department of Health is seeking a full-service hotel in Lake Mary, Florida to host the Students Working Against Tobacco (SWAT) Statewide Meeting through an Invitation to Bid (ITB) DOH24-018. The procurement requires a venue capable of accommodating 125 standard two-bed rooms per night for three nights, with an additional 15 rooms for one night and up to 80 optional rooms nightly. The event, scheduled for June 4-8, 2025, necessitates conference facilities that can host 275 people in a theatre-style setup, five breakout rooms for 75 people in a classroom style, and a board room for 15 people in a conference style. The hotel must provide comprehensive catering services, including 525 youth dinners (not exceeding $19 per meal) and 540 youth snacks (not exceeding $3 per snack). Complete audio-visual services are required, including projection screens, projectors, microphones, lighting, and technical equipment. The bid submission deadline is May 13, 2025, at 1:00 pm, with an anticipated award posting date of May 19, 2025, and the contract will be awarded to the responsive, responsible bidder offering the lowest grand total.

The solicitation does not explicitly mention specific set-aside designations or restrictions for disadvantaged enterprises. Bidders must complete multiple attachments, including a Price Page, Prior Experience Form, and certifications regarding scrutinized companies, non-collusion, and labor practices. While the document does not specify an exact budget range, it provides detailed pricing requirements for rooms, meals, and meeting spaces. No incumbent vendors are listed in the provided documentation. The procurement is specifically for Seminole County and is part of a statewide initiative focused on youth tobacco prevention. Potential vendors will need to demonstrate capability to meet the comprehensive logistical and service requirements for hosting a large youth-focused statewide meeting, including ability to provide high-quality accommodations, meals, meeting spaces, and audio-visual support within the specified pricing constraints.