RFQ-2023 summit 1.18.23.docx

R E Q U E S T F O R Q U O T E

Please submit quotes and questions to the contact listed below.

AGENCY: ___Illinois Department of Public Health ___ ______________

CONTACT:___Cecil (Marcus) Taylor

EMAIL:____cecil.taylor@illinois.gov_______________________

SPECIFICATIONS

LOCATION

REQUIRED SERVICES

This Request for Quote seeks to procure a venue to host the annual Public Health and Health Care Coalition Preparedness Summit for 500 participants. The venue would provide the meeting facilities. IDPH request the vendor to be located in the central part of Illinois (Bloomington, Champaign, or Peoria Metro areas, in order to make it accommodating for attendees traveling from Chicago and the Southern part of the state. Vendors should submit quotes through the Bid Buy System.

MANDATORY QUALIFICATIONS

1) March 2023 planning meeting: At venue site for one working day, date to be determined. Vendor must provide facilities that include a meeting room for 15 people, food and beverages, including boxed lunches, service fees, and taxes, parking fees for up to 15 people, and meeting audio visual support with internet capabilities.

2) Drop off and storage space: at conference area on Monday June 5, 2023 for summit committee use.

3) Facilities - Meeting spaces for Tuesday June 6 through Thursday June 8, 2023 must include a reception/registration area central to main meeting area, a main conference room to accommodate 500 attendees and 6 meeting rooms each to accommodate 100 attendees. Reception/registration area to have a 6-foot table and 3 chairs with electrical hook up. Main conference room and all meeting rooms to be set up with linens, tables (preferably round) and chairs. A room to accommodate 12 for IT support personnel with table and chairs. A room to accommodate 15 summit organizers with easy access to meeting rooms. Wednesday June 7, 2023 only an area adjacent or close for 10 vendors with 10 6 foot tables with linen and 2 chairs at each table and electrical hook up for each table. To include all set, service and breakdown for all rooms. Service fees and taxes.

4) WiFi in the conference areas for all days for all attendees.

5) Audio Visual – For Tuesday June 6 through Thursday June 8, 2023 (2) sets risers/stairs, (12) easels, (7) podium w/wired mic, (7) projectors, (7) house sound, (7) power supply, (2) wireless mics on stands, (2) wired mics on mini stands, (1) mixer, (1) lapel mic, (2) VGA's, (7) A/V packages - screen, projector table, power strip & extension cord, (1) hardwired connection. 7 laptop computers or comparable to run presentations. 6 of each above rather than 7 if main conference room is used as one of meeting rooms and staff to assist with conversions are provided.

6) Food/Beverage – Tuesday: Breakfast x 300 people – Such as fresh baked muffins, Danishes, fresh fruit, juices, coffee, teas and water. Box lunch x 400 people – Such as sandwich/wrap, chips, fresh baked cookie, bottled water or soda. PM Break x 300 people – Such as assorted dried fruits, nuts, chex mix, Gardettos, goldfish, Doritos, M&Ms and assorted soft drinks. Beverage service from 10 am to 4:30 PM to include water, coffee and teas. Evening reception in large conference room to include cold and hot hors d’oeuvres x 500, garden vegetable display, cheese boards, slider station, cash bar, water, soft drinks. Entertainment. Service fee and taxes.

Wednesday: Breakfast x 400 people such as fresh baked muffins, danishes, fresh fruit, orange, apple, and cranberry juices, coffee, hot tea. Lunch x 475 people such as steak burgers, veggie burgers, grilled chicken breasts, country BBQ baked beans, lettuce, tomato, onions, pickles, assorted cheeses, potato salad, coleslaw, assorted cookies, bottled lemonade, coffee, iced tea, and water. PM Break x 400 people such as jumbo soft pretzel, mustards, warm cheese, candied almonds, chips, and assorted soft drinks. Beverage Service: 10 am - 4:30 pm to include water, coffee and teas. Service fee and taxes.

Thursday: Breakfast x 350 people such as fresh baked muffins, danishes, fresh fruit, orange, apple, and cranberry juices, coffee, and hot tea. Beverage Service: 9:30 am - 11:30 am to include water, coffee and teas. Service fees and taxes. Food service to be provided in an area central to the conference. If main conference room is not used as one of the meeting rooms then it could be used for food service. Beverage and snacks to be provided in meeting rooms.

Hotel accommodations – Per room for 2 presenters x 2 nights and 35 speakers for 1 night. Total 39. Service fee and taxes.

Please enter your quote below as an all-inclusive price to provide all required services.

Note to Vendor: The quote must be valid for 90 days from date of submission and must include all expenses. We reserve the right to reject all offers and to reject individual offers for failure to meet any requirement. The Department of Public Health anticipates the value of the resulting contract shall be greater than $50,000. If you submit a response to this solicitation and your entity is doing business as a for profit entity (i.e. sole proprietorship, partnership, corporation, limited liability company or partnership, or otherwise) you are probably required to register with the State Board of Elections. The winning vendor must possess all mandatory qualifications and offer the lowest bid.

COVID-19 PROTECTIONS: In response to the COVID-19 pandemic, Governor J.B. Pritzker issued Executive Order 2021-22 and 2021-23. These Executive Orders mandate certain contractors shall use face coverings, have COVID-19 vaccinations, or undergo testing for COVID-19 when in indoor public places, Health Care Facilities, Schools, Institutions of Higher Education, and State-owned and operated congregate facilities. Vendor shall adhere to the requirements of these Executive Orders as applied by the Agency. The Agency may also implement vaccination or testing requirements that exceed those in the Executive Orders.

Company Name: ______________________________________________________________________