2025 IDOT Fall Planning Conference - RFQ.pdf

Request For Quote (RFQ) Illinois Department of Transportation

B-45940 / 25-OPP-R-248218

Title: 2025 IDOT Fall Planning Conference

1. Statement of Work:

The Illinois Department of Transportation (IDOT), Office of Planning and Programming (OPP), is seeking a hotel that can provide logistics for hosting a statewide conference.

The IDOT Fall Planning Conference is the premier annual event for transportation professionals in Illinois. Providing timely sessions on a variety of both metropolitan and rural transportation topics, the conference highlights best practices and addresses current issues in transportation planning throughout all facets of the multi-modal transportation system. This year marks the 40th annual event and is always well attended.

2. Hotel Specifications and Mandatory Requirements:

• Must be available for three (3) successive days (12:00 pm - 5:00 pm Day 1, 7:00 am - 5:00 pm Day 2 and 7:00 am - 1:00 pm Day 3) in September or October chosen from the following preferences:

o September 10 - 12, 2025 o September 24 - 26, 2025 o October 15 - 17, 2025 o October 22 - 24, 2025

• Must be located in Moline, Illinois.

• Must have onsite catering to provide the following:

Note: When sending your quote, attach a breakdown of menu to be served at the three-day Conference.

o Refreshments for Breaks – Afternoon Break for the 1st Day, Morning Break for the 2nd Day, Afternoon Break for the 2nd Day, and Morning Break for the 3rd Day – snacks and drinks (coffee, tea or water) for approximately 200 people for each day.

o Breakfast on the 2nd and 3rd Day. Protein dishes, breakfast sides, Danishes, fruit, water, orange juice, and coffee for approximately 200 people (with options for vegetarian/vegan/Gluten Free).

o Luncheon for the 2nd Day – Sit Down/Plated Luncheon – Protein dish, Garden Salad with two choices of dressings, water, iced tea, coffee, and dessert with choices of pie or cake for approximately 200 people (with options for vegetarian/vegan/Gluten Free).

• Must have WIFI for attendees.

• General Session Room to seat up to 200 people.

• Banquet Room to seat up to 200 people. Room can be a combo of General Session/Banquet Room

• Stage for presenters in General Session Room

• Three (3) Break Out Rooms, each to seat up to 60 people Classroom style on Day 2 and

3. Each room will need a podium.

• One (1) Meeting Room, to seat up to 40 people U Shape style for Illinois MPO Annual meeting on morning of Day 3. Can be one of the three (3) breakout rooms used.

• One (1) room to be used as the Speaker Ready Room for speakers and staff to sit and store materials. Room needs to be accessible evening for conference begins.

• Audio Visual Equipment for Presentations:

o One projector and screen in all three breakout rooms – cost must include meeting room projector package, wireless presenter, 2 handheld microphones, lavalier microphone, and labor in each room;

o One projector and screen in Illinois MPO Meeting room – cost must include meeting room projector package, wireless presenter, microphone, cables, and labor;

o Two projectors and two screens in General Session – cost must include two meeting room projector packages, cables, wireless presenter, two (2) handheld microphones, lavalier microphone, and labor;

o Wireless internet access in all rooms.

• Registration Area and space for showcasing 10 - 15 tripods with posters on them.

• Event Staff Available for Set Up and Take Down

• Janitorial/Maintenance staff on hand for any issues or concerns

• Business Center for use of Guests and Agency’s Staff

• Available Parking for Guests and Agency’s Staff (Parking cost must be included in the total pricing quote below.)

• Overnight Accommodations for Guests estimated at 8 rooms the night before the 1st Day, 100 rooms for the 1st Day, and 100 rooms for the 2nd Day a – All to be paid by Guests and would prefer direct bill for state employees.

• Onsite restaurant or within walking distance.

3. Pricing:

• Lowest Quote: $ ____________. This quote should be all inclusive as stated in Section 2, Hotel Specifications and Mandatory Requirements, and service charges except for the overnight accommodation to be paid by guests. See attached Pricing Table to be completed by Vendor and the total should reflect in the space provided in this paragraph.

• Final count on catering to be provided by IDOT at no less than 5 calendar days prior to the conference.

• Any contractual revisions resulting in a cost adjustment will be at consent of both parties, IDOT and Vendor.

4. Award Determination:

• Award will be made to the lowest bidder that meets all mandatory and location requirements.