2026 TCTR RFQ~4.pdf

Request for Quote Illinois Department of Transportation

Title: FY26 Today’s Challenge, Tomorrow’s Reward Annual DBE Conference - Bid

1. Statement of Work:

The Illinois Department of Transportation (IDOT), Office of Business and Workforce Diversity (OBWD), is seeking a hotel that can provide logistics for hosting a statewide conference.

The Disadvantaged Business Enterprises (DBE) Conference: 2026 Today’s Challenge Tomorrow’s Reward (TCTR) is focused on providing educational and skill building workshops, best practices, and networking opportunities to statewide DBE firms. The overall goal is to help advance the firm’s skill set and knowledge to increase their competitiveness and opportunities for work on federally funded highway contracts. The TCTR Conference has been held for over three decades, addresses Federal Highway Administration (FHWA) goals, and is always well attended by minority and women owned firms in construction, trucking, engineering, professional consulting, and design. The conference concludes with an awards luncheon recognizing outstanding firms throughout the state.

2. Hotel Specifications and Mandatory Requirements:

• Must be available for two (2) successive days in March or April 2026 chosen from the following list.

1. April 1-2, 2026

2. March 25-26, 2026

3. March 11-12, 2026

4. April 8-9, 2026

Proposed Dates: _____________

• Must be in Peoria County.

• Must have onsite catering to provide the following:

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

1. Refreshments for Breaks – Afternoon Break for both days between Breakout

Sessions – Day 1- soft pretzels with cheese- Day 2- assorted popcorn (cheese, butter, caramel) and mixed nuts. Drinks both days to include coffee, tea or water for approximately 400 people for each day. Refreshments to be set up in the networking area.

2. Networking Appetizers for 1st Day only at the Exhibitor Area in the evening with the following:

a.) Two Hot Food Stations for approximately 400 people b.) One Cold Food Station (for 200 people per item) c.) Three Appetizer Displays (for 200 people per item) d.) Four A La Carte Items (for 200 people per item) e.) Cash bar and beverage station f.) Complimentary water stations for guests g.) Complimentary soft drinks for guests

3. Breakfast for both days – a.) General (Continental Breakfast for approximately 250 people)- to include eggs, meat (bacon and sausage), potatoes, fresh fruit, assorted breads.

b.) Both breakfasts include drinks (choice of juice, coffee, tea and/or water).

4. Luncheon for 1st Day – Sit Down/Plated Luncheon – 2 Options for main dish

(protein and pasta dish NO pork), Garden salad with two choices of dressings, water, iced tea, coffee, and dessert with choices of pie or cake with a vegetarian option and gluten free option for approximately 400 people.

5. VIP Breakfast for 2nd Day only – Sit down/Plated Breakfast buffet-style – Choice of bacon or sausage, scrambled eggs, potatoes, biscuits and gravy, fresh fruit plate with yogurt, Danish or muffin, butter, selection of jams and jellies; choice of juice, milk, coffee, tea and/or water with vegetarian option and gluten free option for approximately 50 people.

6. Luncheon for 2nd Day – Sit down/Plated Luncheon – 2 Options for main dish

(protein and pasta dish NO pork), Garden salad with two choices of dressings, water, iced tea, coffee, and dessert with choices of pie or cake with a vegetarian option and gluten free option for approximately 400 people.

• Day 1 and Day 2 luncheon food options are one per guest (with their choice of either the protein OR pasta dish)

• General Session Room to seat at minimum 400 people

• Exhibitor Area available all day both days for up to 60 Vendors with six-foot Tables Skirted and

Curtained Dividers

• Banquet Room to seat at minimum 400 people

• A minimum of four (4) breakout rooms is required, with a preference for four to six (4–6) rooms total. Each room should seat up to 75 people theatre style.

• Audio Visual Equipment for Presentations:

1. One projector and screen in all six breakout rooms – cost must include meeting room projector package, wireless presenter, and labor in each room.

2. One projector and screen in VIP Luncheon room – cost must include meeting room projector package, wireless presenter, microphone, cables, and labor.

3. Three projectors and three screens in General Session/Banquet Room – cost must include three meeting room projector packages, cables, wireless presenter, microphone, lavalier microphone, and labor.

4. Wireless internet access in all rooms.

• Registration Area / Booth

• 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 suite accommodation for Conference facilitator for 3 nights, one the night before the 1st day, one for the 1st day, one for the 2nd day. (Cost must be included in the total pricing quote below).

• Overnight Accommodations for Guests estimated at 100 rooms the night before the 1st Day, 100 rooms for the 1st Day, and 30 rooms for the 2nd Day– All to be paid by Guests.

3. Pricing:

• The total quote must be submitted in BidBuy and must be all-inclusive, as outlined in Section 2: Hotel Specifications and Mandatory Requirements. This includes all service charges, except for overnight accommodations, which will be paid directly by guests. Please refer to and complete the attached Pricing Table (B- 48987) as part of your submission.

• 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 requirements and location.