Final RFQ Summit Calendar Year 23 FY24.docx

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. GOAL: The Illinois Emergency Management Agency is hosting the 2023 IEMA Training Summit September 5-8, 2023. IEMA requires a host location that can accommodate the meeting, vendor, catering and lodging needs of the Summit and its attendees. Day 1 of the Conference is September 5, 2023; Day 2 of the Conference is September 6, 2023; and Day 3 of the Conference is be September 7, 2023, and Day 4 of the Conference is September 8, 2023.

1.2. SUPPLIES AND/OR SERVICES REQUIRED: Vendor will host the 2023 IEMA Training Summit to be held from September 5-8, 2023. Vendor will accommodate registration space, vendor and meeting space needs, vehicle display needs, and catering service needs at the host site. Vendor will also secure an adequate number of sleeping rooms to accommodate Summit attendees.

Vendor agrees to the following specifications:

Host Site Availability Requirements Vendor agrees that their site for the IEMA Training Summit dates of 9/5/23-9/8/23 are available. NOTE: The morning of September 5, 2023 will be designated as a set up day for registration area, signage and vendor space areas.

Registration and Storage Space Requirements: Vendor agrees to provide a registration area on main level for the duration of the Summit that will consist of a counter/table at least 20 feet long and at least 18 inches wide with seating for four to five people, internet access and access to electrical outlets. Vendor agrees to provide a secure small storage area (minimum size 5' by 8' or 40 square feet) within registration space for the duration of the Summit and the morning prior to the start of the Summit. Vendor agrees to provide a secure storage area (minimum size 24" by 20" or 480 square feet) adjacent to the general session area for the duration of the Summit and the morning prior to the start of the Summit.

Meeting Room Space Requirements: Vendor will provide five (5) meeting rooms on Day 1 (9/5) of the training summit, each of which will accommodate a minimum of 100 people in a classroom configuration. Vendor will provide nine (9) meeting rooms on Day 2 (9/6) of the training summit, each of which will accommodate a minimum of 100 people in a classroom configuration. Vendor will provide nine (9) meeting rooms on Day 3 (9/7) of the training summit, each of which will accommodate a minimum of 100 people in a classroom configuration. Vendor will provide five (5) meeting rooms on Day 4 (9/8) of the training summit, each of which will accommodate a minimum of 75 people in a classroom configuration. Vendor will provide one keynote room on Day 2 (9/6) of the Summit will accommodate a minimum of 750 people. Vendor will provide one keynote room on the morning of Day 3 (9/7) of the Summit which will accommodate a minimum of 750 people. Vendor will provide a podium on risers and a microphone in each of the meeting rooms requested each day of the Summit. Vendor will provide multiple pitchers of water and glasses in each of the meeting rooms requested on each day of the Summit. Vendor will provide a raised speaker platform that will accommodate one (1) eight-foot table with three (3) chairs on each side of a podium with one microphone in the keynote room on Day 2 (9/6) and 3 (9/7) of the Summit.

Vendor agrees to provide a large screen and projector in the keynote room that can be operated by speakers on the raised platform on the morning of Day 2 (9/6) and Day 3 (9/7) of the Conference.

Vendor room space requirements: Vendor will provide vendor space/booths for up to forty (40) vendors on Day 1 (9/5) to allow for vendor set up. Each 10’ x 10’ vendor booth will consist of table, two chairs, pipe and drape, electrical access and wireless Internet access. Vendor will provide vendor space/booths for up to forty (40) vendors on Days 2 and 3 (9/6 and 9/7) of the Summit. Vendor agrees to invoice IEMA, or its designee for all expenses related to the vendor space/booth area separately from all other IEMA Summit expenses.

Lunch Requirements: Vendor will provide space and catering for attendee lunches on Day 2 and Day 3 (9/6 and 9/7). Break needs requirements: The Summit may include break needs. Break needs will include beverages and snacks. IEMA will confirm break needs in writing seven (7) days prior to the start of the event.

Sleeping room requirements: IEMA will require, at a minimum, the following block of sleeping rooms for each night of the Summit: 1) Day 1 (9/5)- minimum 100 rooms at the Summit site or surrounding hotels within a five-mile radius; 2) Day 2 (9/6)-minimum 300 rooms at the Summit site and surrounding hotels within a five-mile radius; and 3) Day 3 (9/7)-minimum 300 rooms at the Summit site and surrounding hotels within a five-mile radius. Although vendor needs to commit to the minimum number of sleeping rooms, all the rooms do not need to be at the Summit site. Vendor can provide additional rooms, if needed, off site within a five-mile radius. The vendor can release any unconfirmed room set-aside as part of the IEMA block fourteen (14) days prior to the start of the event. Participants will be expected to use a credit card to hold/pay for individual rooms except for those rooms identified as IEMA as "direct bill" rooms to IEMA. Vendor agrees to provide all rooms to be paid for by IEMA at or below Governor's Travel Control Board Lodging Rates (https://cms.illinois.gov/employees/travel.html) at time of contract and/or renewal. Vendor agrees to direct bill IEMA for all rooms to be paid by IEMA. IEMA will be offered one (1) complimentary room for every 40 revenue generating rooms.

Vehicle Display Requirements: IEMA will provide notice to vendor 10 days prior to event of any indoor/outdoor display requirements.

Other Requirements: The hotel will offer complimentary, reliable internet service to Summit presentation rooms, including hardwire, if needed and Wi-Fi in all guest rooms at host hotel. Due to the nature of the Summit and its attendees, venue must ensure reliable cellular connections or allow cellular enhancing equipment to be brought in at no additional charge.

1.3. MILESTONES AND DELIVERABLES: Shall include, but not be limited to: Space for registration area, Meeting room space, Vendor space, Catering needs, Sleeping rooms, Ancillary items (microphones, A/V equipment, etc.), Vehicle display space, Wireless internet access, Solid cellular connection

1.4. VENDOR / STAFF SPECIFICATIONS: Refer to Section 1.2

1.5. SUPPLIES AND/OR SERVICES REQUIRED: This RFQ is to identify a vendor to act as a host site for the IEMA Conference which occurs annually. The conference is a three and a half-day event, which draws in excess of 700 attendees from various entities/organizations that are entrusted with providing public safety in Illinois.

Attendees are from across the State, so a centralized location is required. IEMA’s headquarters and staff are located in Springfield; therefore, venue should be within a 30-mile radius of Springfield, Illinois. Vendors are to specify whether each of the Mandatory Requirements is agreed to and satisfied by checking the appropriate “Met” or “Not Met” box, and where appropriate, provide the requested information. Vendors should complete the “Vendor Narrative” section to explain how they meet the requirement or provide requested information and/or include references to other included documentation that provides additional detail.

If any mandatory requirement is not met, or requested information is not provided, the entire bid will not be considered. If all responding vendors fail to meet a particular mandatory, that mandatory may, at the sole discretion of the State, be removed so the evaluation process may continue.

Note that no pricing information should be included in this section of the RFP.

1.5.1 Host Site Availability Mandatory Requirement

· Not Met

1.5.2– Registration & Storage Space Mandatory Requirements

· Not Met

· Not Met

1.5.3– Meeting Room Space Mandatory Requirements Vendors should assume all room sizes based on the numbers listed in the specifications below. IEMA will confirm room sizes seven (7) days prior to the start of the event.

Keynote room will be used on Day 2 (9/6) and Day 3 (9/7) of the Conference. Vendor space should be set up in the same area where any snacks are served during the conference.

· Not Met

· Not Met

· Not Met

· Not Met

· Not Met

· Not Met

· Not Met

1.5.4 Vendor Room Space Mandatory Requirements

Bidders should assume vendor space based on the numbers listed in the specifications below. IEMA, or its designee, will confirm the number of actual vendors fourteen (14) days prior to the start of the event. Upon confirmation of Vendor Space/Booths, IEMA, or its designee, will notify vendor of any additional requirements needed for each of the Vendor Spaces/Booths. This will include electrical needs, internet, audio visual or any other needs. Each vendor booth space should be 10’ wide by 10’ deep.

· Not Met

· Not Met

· Not Met

1.5.5.–Lunch Mandatory Requirements

The winning vendor will be expected to provide lunch for approximately 700 people on Day 2 (9/6) and Day 3 (9/7) of the conference. IEMA would prefer to provide a hot buffet style lunch both days but would be open to the option of a box lunch one of the days. IEMA will confirm with the vendor the actual headcount for lunch seven (7) days prior to the start of the event.

The hot buffet lunch should include at a minimum: a salad, two entrees, bread or roll, one vegetable, dessert (optional) and water, tea and coffee. The box lunch price should consist of at minimum: a sandwich, one side, a baked good and water, tea and coffee. Vendor should include three sample menu options for both the buffet lunch and the boxed lunch with their bid based on the criteria listed here. Vendor shall have the ability to meet any special dietary restrictions (e.g.- vegetarian, kosher, gluten-free, etc.) at no additional cost.

IEMA will expect the vendor to serve lunch for all participants of the conference within a one-and-a-half-hour timeframe. IEMA will confirm time with the vendor (7) days prior to the event. IEMA also expects the vendor to set up multiple food lines to accommodate the number of attendees. It should be noted that although IEMA is gathering information and pricing lunches, there is no guarantee that IEMA will contract for these services.

· Not Met

1.5.6. –Break Requirements

Morning Hours - Mandatory Requirements The vendor will be expected to provide beverages on Day 2 (9/6) and Day 3 (9/7) of the conference, and coffee for up to 500 - 700 people to be replenished throughout the morning. Decaf coffee and hot water and tea bags for up to 50 people.

The conference is expected to include the following breaks:

· Day 2 (9/6) –morning and afternoon break, each for approximately 500 attendees. Afternoon break should include water, soft drinks (diet, caffeine-free, and regular) Pepsi or Coke products and snacks. Refer to Price Table E (Break Needs)

· Day 3 (9/7) – morning and afternoon break for approximately 500 attendees. Morning and Afternoon break should include water, soft drinks (diet, caffeine-free, and regular) Pepsi or Coke products and snacks. Vendor should supply sample snack and cost per person for each. Refer to Price Table E (Break Needs)

IEMA will confirm with the vendor the actual headcount for any break needs seven (7) days prior to the start of the event. It should be noted that although IEMA is gathering information and pricing on beverages and snacks for afternoon breaks, there is no guarantee that IEMA will contract for these services.

1.5.7 - Award Ceremony and Vendor Reception Day 1 (9/5) Evening IPEM Award Ceremony/Reception:

Vendor will provide a space for ceremony that includes a podium, riser, and audience chairs set up theater style for 150 people. Vendor will provide a screen/projector and computer or allow IEMA to utilize their own A/V equipment. Food service will include light appetizers and variety of beverages. Vendor will provide a sample menu to choose from. Examples include: crudités, charcuterie board, hummus/vegetables/pita chips, chips and salsa, spinach artichoke dip, meatballs, cheese curds, etc.

Day 2 (9/6) Evening Vendor Reception/Social Event:

For the first hour of the social event, vendor would set up a drink station in the vendor display area with various soft drinks, water, and light appetizers. Examples include: crudités, cheese and crackers, chips and salsa, spinach artichoke dip, etc. Additional beverage service available at summit attendees’ cost. After first hour, reception would move to a larger area (to accommodate 350 people) with tables and chairs and space for musical entertainment and food service (heavy appetizers) available. Vendor will provide a sample menu. Examples include: slider sandwiches, egg rolls, chicken fingers, meatballs, mozzarella sticks, meat skewers, other hot appetizers, etc.

1.5.8–Sleeping Room Mandatory Requirements

IEMA will require at a minimum, the following block of sleeping rooms for each night of the conference:

• Day 1 (9/5) – minimum 100 rooms at summit site or surrounding hotels within a five-mile radius of conference hotel site.

· Day 2 (9/6) – minimum 300 rooms at summit site or surrounding hotels within a five-mile radius of conference hotel site.

• Day 3 (9/7) - minimum 300 rooms at Summit site or surrounding hotels within a five-mile radius of conference hotel site.

Although vendor needs to commit to the minimum number of sleeping rooms outlined above, all of the sleeping rooms do not need to be at the Conference site. Vendor can provide for additional rooms, if needed, off site. The vendor can release any unconfirmed room set-aside as part of the IEMA block fourteen (14) days prior to the start of the event. Participants will be expected to use a credit card to hold/pay for individual rooms except for those rooms identified by IEMA as “direct bill” rooms to IEMA.

· Not Met

· Not Met

· Not Met

1.5.9–Vehicle Display Space Mandatory Requirements

IEMA requires inside and/or outside vehicle display space to display emergency response vehicles. This space should be approximately 200’ by 200’. This space should be partitioned/roped or barricaded off on Day 1 (9/5), until the completion of the conference or released by IEMA.

2.0 FORMAT OF PRICING:

2.1 Offeror shall submit pricing in the format shown below, based on the terms and conditions set forth in section 1 of this Request for Proposal. Offeror’s price Offer shall serve as the basis for compensation terms of the resulting contract. Failure to submit pricing as shown in this section may render Offeror’s entire offer non-responsive and ineligible for award.

2.2 Pricing for the initial term of the contract shall be submitted in the appropriate Pricing Tables below. All prices should be inclusive of all applicable, taxes, tips, service fees, gratuities, service charges or any other charges.

Registration/Storage Area

As stated in Section 1.5, enter the price proposed in Pricing Table A

(Column A)

R Registration Space (Column B)

(Column D)

Cost Space for all Four Dates

Totals

Keynote Space Pricing for this space should include a raised stage area with a podium, microphone and two eight-foot tables and six chairs. In addition, pricing for this space should include a large screen and projector.

(Column A) Cost (Column B)

Keynote Space – Day 2 (9/6)

Keynote Space – Day 3 (9/7) a.m

Meeting Space As stated in Section 1.5.3.

Pricing for this space should include a podium on risers, a microphone and multiple pitchers of water with glasses in each of the meeting rooms.

PRICING TABLE C – Meeting Room Costs

Lunch A luncheon will occur on Day 2 (9/6) and Day 3 (9/7), for approximately 700 people. IEMA would like a hot buffet style lunch on one or both day(s) with an option of a box lunch on one day. Enter the proposed fixed rate per person in Pricing Table E for the cost of a hot buffet lunch and a box lunch option. Price should be quoted per person and should be inclusive of all applicable, taxes, tips, service fees, gratuities, service charges or any other charges.

The hot buffet lunch should include at a minimum: a salad, two entrees, bread or roll, one vegetable, dessert and water/tea or coffee.

The box lunch price should consist of at minimum: a sandwich, one side, a baked good and water, tea or coffee.

Vendor should include three sample menu options for both the buffet lunch and the boxed lunch with their bid based on the criteria listed here. The items must be included in the cost per person price on the pricing table

IEMA will confirm with the vendor whether a buffet or box lunch will be served and will confirm actual headcount for lunch seven (7) days prior to the start of the event.

Hot Buffet Lunch per specifications

Boxed Lunch per specifications

Break Needs Enter the proposed fixed rates in Pricing Table F for the cost of items that may be requested for afternoon breaks. Cost per unit quoted should be inclusive of all applicable, taxes, tips, service fees, gratuities, service charges or any other charges. Vendor may add additional items under the Section “Additional Items.”

IEMA will confirm with the vendor during contract negotiations whether any break items will be included in the contract and the actual headcount for any break needs will be confirmed seven (7) days prior to the start of the event. Note: Pricing is included for contractual purposes only. IEMA is making no commitments for Break items at this time.

PRICING TABLE E – Break Needs

Vendor Reception Table F

Light Appetizers (Vendor will provide a sample menu of what items would be considered in this cost per person). Examples should include: crudites, charcuterie board, humus/vegetables/pita chips, chips and salsa, sausage, cheese, etc.

Heavy Appetizers (Vendor will provide a sample menu of what items would be considered in this cost per person). Examples should include: slider sandwiches with different meats, egg rolls, chicken fingers, mozzarella sticks, meatballs, meat skewers, wings, potato skins, etc.

IPEM Ceremony on 9/6/2023 and Vendor Reception on 9/7/2023 Table G

Cost for room space for IPEM Reception on Day 2 (9/6) as stated in Section 1.5.7

Cost for room space for the Vendor Reception on Day 3 (9/7) as stated in Section 1.5.7 which is the small space with beverage service (beverages will be charged by cost per soda, tea, etc. as stated in another table). This is for room space

Cost for space on Day 3 (9/7) as stated in Section 1.5.7 which includes tables/chairs, food service, large stage for musical entertainment, etc.

Vehicle Display Area IEMA requires inside or outside vehicle display space to display emergency response vehicles. This space should be approximately 200’ by 200’ and needs to be located on site. This space should be partitioned/roped or barricaded off from September 5-8,2023. Enter the proposed fixed rates in Pricing Table G for any cost for the Vehicle Display area. Costs quoted should be inclusive of all applicable, taxes, tips, service fees, gratuities, service charges or any other charges

IEMA will confirm with the vendor during contract negotiations whether a display area will be included in the contract and be reconfirmed seven (7) days prior to the start of the event. Note: Pricing is included for contractual purposes only. IEMA is making no commitments for Vehicle Display Space at this time.

PRICING TABLE H – Vehicle Display Area (Initial Term)

Display Cost for Day 1 (9/5)

Display Cost for Day 2 (9/6)

Display Cost for Day 3 (9/7)

Display Cost for Day 4 (9/8)

Other Costs Enter the proposed fixed rates in Pricing Table H for the cost of any other items that may be incurred or requested during the IEMA Conference. This may include the cost for linens, extra microphones, extension cords, additional electrical drops, additional podiums, additional audio-visual equipment, etc. Costs quoted should be inclusive of all applicable, taxes, tips, service fees, gratuities, service charges or any other charges

Note: Pricing is included for contractual purposes only and will be used in the event that IEMA requests any of these other items. Vendor should add any additional lines or items as necessary or attach price sheet.

PRICING TABLE I – Other Costs (Initial Term)