2023 USDA Foods Show RFQ~2.docx

ILLINOIS STATE BOARD OF EDUCATION

REQUEST FOR QUOTE (RFQ)

RFQ Specifications:

The Illinois State Board of Education (ISBE) is seeking a vendor to provide a venue for the Nutrition Division’s 2023 USDA Foods Show.

Meeting Date: October 17, 2023, from 8:00AM to 6:00PM

Vendor must be able to supply one of the following locations: Aurora, Naperville, Bolingbrook, Oswego, Plainfield, Joliet, Tinley Park, Bloomington, or Springfield

Number of attendees anticipated: 250

Physical Layout:

Lobby entrance of hotel:

· Four 6x3' skirted tables for registration.

First room:

· Skirted round tables for approximately 250 people

· Podium

· Two 6x3' tables

· Easel with paper

· Water pitchers

· Stage with drape edge large enough to hold a podium and two 6x3' tables

Second room:

· Up to 75 6x3' skirted tables, each with electrical access;

· One supervisory staff in the food show room for four hours.

Kitchen Needs:

· Access by industry staff to a kitchen with equipment including:

· Four double stack convection ovens, steamer, fryer, dish washer, sinks, refrigerators, freezers and use of sheet pans, utensils, bowls, etc. and garbage pickup;

· Two dishwashers for six hours;

· One supervisory staff in the kitchen for six hours;

Audiovisual:

High speed internet access for presenters and attendees 10x7' screen One microphone stationed on the podium One wireless microphone/handheld Three microphones on the 6x3' tables near the podium

Expenses:

Include how the vendor will be paid (total rate v. hourly rate) as well as if travel is included

Effective Dates:

The term of this contract will be from: Upon execution through 10/18/2023

Insurance:

Vendor shall, at all times during the Term of this Contract and any renewals or extensions, maintain and provide a Certificate of Insurance naming the State as an additional insured for all required bonds and insurance. Certificates may not be modified or canceled until at least thirty (30) days’ notice has been provided to the State. Vendor shall provide: (a) General Commercial Liability insurance in the amount of $1,000,000 per occurrence (Combined Single Limit Bodily Injury and Property Damage) and $2,000,000 Annual Aggregate; (b) Auto Liability, including Hired Auto and Non-owned Auto (Combined Single Limit Bodily Injury and Property Damage), in amount of $1,000,000 per occurrence; and (c) Worker’s Compensation Insurance in the amount required by law; (d) a Professional Liability Insurance Policy with a limit of liability not less than $1,000,000 for each claim, and not less than $1,000,000 in the aggregate on an annual basis, for errors, omissions or negligent acts arising out of the performance of (or the failure to perform) professional services hereunder such as, but not limited to: systems analysis, system design, programming, data processing, consulting, system integration and information services. The Professional Liability coverage shall include contractual liability coverage in support of the Vendor’s indemnification agreements in favor of ISBE, shall be written on a “claims made” basis and must be maintained for a period of not less than three (3) years following the date of final payment to the Vendor for all such Services. The Vendor shall cause all of its subcontractors to purchase and maintain insurance coverages identical to those required of the Vendor hereunder. Insurance shall not limit Vendor’s obligation to indemnify, defend or settle any claims.

Upon execution of this Agreement, the Contractor shall provide a copy of certificate of insurance evidencing the coverage described in this Section. The policy specified above shall be placed with an insurance company reasonably acceptable to ISBE.

Quotes Must Include:

Quote should encompass all costs into one final total.

Notes to Vendor:

· All quoted prices must be valid for 30 days from date of submission. All prices must include all charges.

· No price increases will be accepted. In the event of a price decrease, the agency is guaranteed to receive the lowest price.

· ISBE reserves the right to reject all offers; to reject individual offers for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; and to waive minor defects.

· Vendors are encouraged to register as a Small Business with the State of Illinois

· If you have questions about State of Illinois purchasing procedure, policy or payment please contact ISBE contact located below before placing your quote for consideration.

· Vendor may attach separate page describing its bid.

For Questions please contact: Staci Hardin at shardin@isbe.net Telephone: 217-524-5837 or Fax 217-557-5839