B-45940 - Vendor Questions and Answers - Addendum 1.docx
DOCX document 530 KB Posted
- Contract number
- 25-494DOT-FINAD-P-77680
- Issued by
- Illinois
About this file
This document is a Vendor Questions and Answers Addendum (Addendum 1) for the Illinois Department of Transportation (IDOT) related to solicitation B-45940 for the 2025 IDOT Fall Planning Conference. The document involves potential vendors seeking clarification about the conference requirements and bidding process, with responses provided by the state procurement team. The procurement will be conducted through the Illinois BidBuy system, with vendor registration and submission requirements clearly outlined.
The procurement seeks hotel and conference services in Moline, Illinois, specifically requesting 8 rooms the night before the first conference day, and 100 rooms each for the first and second conference days. The venue requirements include one main banquet room, one speaker ready room, and three breakout rooms, along with food and beverage services and audio-visual equipment. The relevant commodity service code is 971-30 for Hotel and Motel Accommodations. Vendors must register in the BidBuy system and can obtain assistance through the vendor help desk via email or phone during standard business hours.
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Other files
| File | Type | Posted |
|---|---|---|
| Standard-Illinois-Certifications V.23.1.docx | DOCX document | |
| 2025 IDOT Fall Planning Conference - RFQ.docx | DOCX document | |
| 2025 IDOT Fall Planning Conference - Pricing Table.xlsx | XLSX spreadsheet | |
| B-45940 - Vendor Questions and Answers - Addendum 1.pdf | ||
| Approved SBSA Waiver - B-45940.pdf | ||
| Standard-Terms-and-Conditions~7.pdf | ||
| 2025 IDOT Fall Planning Conference - RFQ.pdf |
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Text version
Illinois Department of Transportation
25-494DOT-FINAD-B-45940
2025 IDOT Fall Planning Conference Vendor Questions & Answers
| 1. | Question: Will the conference take place in Springfield or in the O'Hare area? | |
| Response: Conference shall be held in Moline, Illinois – See section 2 of the RFQ. | ||
| 2. | How many rooms are you looking for? | |
| Response: | 8 rooms the night before the 1st Day, |
100 rooms for the 1st Day, and 100 rooms for the 2nd Day
3. Question: Do you need meeting space, F&B services, or AV equipment?
Response: Yes, one main banquet room, one speaker ready room, and three breakout rooms all of which are outline in the RFQ. F&B services are also required per the RFQ. Audio Visual Equipment requirements are stated in Page 2, Section 2 of the RFQ.
4. Question: Don’t see a way to bid for this RFP.
Response: Vendor must be registered in Bidbuy and Vendors quote must be submitted in bidbuy under B-45940.
See BidBuy Registration Information Below:
https://www.bidbuy.illinois.gov/bso/view/login/login.xhtml For Vendor assistance contact the BidBuy Vendor Help Desk by email at il.bidbuy@illinois.gov or by phone at 866-455-2897 Hours of Operation: Monday through Friday from 8:30am to 4:30pm CT.
| 5. | Question: I am stumped at the Commodity Service Codes. Is there anything relating to hospitality and the rental of rooms that I am missing? |
| Response: The commodity Code solicited for this procurement is 971-30 – Hotel and Motel Accommodations, including Lodge, Resorts, Bed/Breakfast Inns, etc, Rental and Lease. | |
| The Agency is seeking a Conference room and lodging in the Moline, Illinois Area. |
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