ELA Standards Review and Standards and Instruction Summit RFQ June 2026.pdf

ILLINOIS STATE BOARD OF EDUCATION

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

REQUEST FOR QUOTE (RFQ)

RFQ Specifications:

The Illinois State Board of Education (ISBE) is seeking a single vendor to provide a venue, catering, and A/V equipment plus setup for the Illinois State Board of Education Standards and Instruction Department’s ELA Standards Review and Standards and Instruction Summit.

Meeting Dates: Tuesday, June 23rd, 2026, from 9:00 AM to 4:00 PM and Wednesday, June 24th, 2026, from 9:000 AM to 4:00 PM.

Location: Central Illinois - preferred cities are Bloomington/Normal, Champaign or Springfield.

Number of attendees anticipated: 275

*BIDS FROM THIRD PARTY VENDORS WILL NOT BE CONSIDERED*

This bid is only seeking a single vendor that can provide all necessary services outlined in the Items tab in BidBuy and the RFQ. Only one proposal per event space can be submitted.

Physical Layout:

June 23-24- one room setup in rounds to accommodate 275 people.

Lobby entrance or main conference area (both days):

• Four 6x3' skirted tables for registration

• 1-2 chairs per table

Main event room (both days):

• Tables in rounds with 8-10 people at each

• Beverage stations

Meals for both days:

o Sandwich Boxed Lunch for up to 275 with a meat and vegetarian option, one side, one dessert and the ability to accommodate gluten-free.

o Venue will provide coffee, tea, and water throughout the day.

REQUEST FOR QUOTE (RFQ)

o Any server/staffing charges and service charges should be included in the catering total.

Audiovisual:

• High speed internet access for presenters and attendees (both days)

• 4 Microphones

• 2 Projectors w/ screens

Expenses:

Direct Billing. ISBE will send payment after the event. Please note, ISBE is tax-exempt.

mailto:shardin@isbe.net

ILLINOIS STATE BOARD OF EDUCATION

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

Effective Dates:

The term of this contract will be from upon execution to the end of conference services which will be June 24, 2026, shortly after 4 PM.

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 including service charges and applicable taxes 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.

mailto:shardin@isbe.net