Students Working Against Tobacco (SWAT) Statewide Meeting

Background
The State of Florida, Department of Health is issuing this Invitation to Bid (ITB) to obtain competitive prices for a full-service hotel in Lake Mary, Florida. The contract aims to provide meeting space, sleeping rooms, audio-visual services, and food for the Students Working Against Tobacco (SWAT) Statewide Meeting scheduled for June 2025.

The set-up will occur on June 4, 2025, with meetings taking place from June 5-8, 2025.

Work Details
The contractor will provide the following services and products:
1. Guest Rooms:
- Standard 2-Bed Rooms for 3 nights: 125 rooms per night totaling 375 rooms.
- Standard Rooms for an additional night (June 4): 15 rooms.
- Up to 80 additional rooms per night for three nights.

2. Meals:
- Youth Dinner: 3 days x 175 meals per day (max $19 per meal) totaling up to 525 dinners.
- Youth Snacks: 2 days x 270 snacks per day (max $3 per snack) totaling up to 540 snacks.

3. Meeting Room Packages including A/V Equipment:
- Conference room with capacity for 275 people in theatre style setup on June 4, used from June 5-8.
- Breakout rooms with capacity for 75 people classroom style setup on June 5, used from June 6-7.
- Board room with capacity for 15 people conference style setup on June 4, used from June 4-8.

Period of Performance
The contract period will commence on June 4, 2025, and continue through the conclusion of the event on June 8, 2025.

Place of Performance
Lake Mary, Florida.

Bidder Requirements
Respondents must comply with section 287.135 of the Florida Statutes regarding scrutinized companies. They must also complete various forms including a Statement of Non-Collusion and certifications regarding forced labor and scrutinized companies. Additionally, vendors must be registered in the MyFloridaMarketPlace system.