RFQ - 2027 Education Matters Conference.pdf
PDF 215 KB Posted
- Solicitation number
- 27-691ISAC-GENCO-B-54834
- Issued by
- Illinois
About this file
This Request for Quote (RFQ) is issued by the Illinois Student Assistance Commission (ISAC) for venue and catering services to support the 2027 Education Matters Conference. ISAC seeks a single vendor to provide a conference facility located within 25 miles of Tinley Park, Illinois, capable of accommodating up to 600 attendees on Thursday, July 15, 2027, from 7:00 a.m. to 4:30 p.m., with setup access available the day prior. The venue must include one main ballroom configured with round tables for 8-10 people, ten separate breakout rooms with theater-style seating for 75 people each, one 16,000-square-foot exhibit space with high-top tables, and one registration entry room. The facility must provide comprehensive audiovisual equipment including 14 projectors, 14 screens, 15 microphones, 11 podiums, 14 power strips, all necessary cables, and complimentary Wi-Fi with guest sign-in capability. Catering services must include a continental breakfast buffet with coffee and juice, a lunch buffet with pizza and pasta, and vegan, vegetarian, and gluten-free options for both meals, with food service and cleanup provided by the vendor. The facility must also offer complimentary parking for 600 vehicles. Quote submissions are due by Thursday, November 19, 2026, at 12:00 p.m. through BidBuy (Bid# 27-691ISAC-GENCO-B-54834), with contact information provided for Phyllis Wiley at the ISAC office in Deerfield, Illinois.
Pricing must be itemized across four categories: room rental, food and beverage, audiovisual equipment, and setup fees, with a grand total required. All quoted prices must remain valid for 30 days from the submission date and must include shipping and handling charges with no subsequent price increases permitted; however, any price decreases will be passed to the agency. No subcontracting or third-party vendors are permitted; the venue must provide all services directly. ISAC reserves the right to reject any or all offers, reject individual offers for failure to meet requirements, award based on lowest price by item or total, and waive minor defects. The agency has established no specific set-asides, and no incumbent information, current environment details, or specific funding sources are identified in the RFQ.
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Other files
| File | Type | Posted |
|---|---|---|
| Standard Illinois Certifications v.26.2~12.pdf | ||
| Standard Terms and Conditions v23.2~11.pdf |
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Text version
Illinois Student Assistance Commission (ISAC)
Request for Quote (RFQ) for Conference Venue & Catering, Ref #: GS-2027-136 Quote submission deadline: Thursday, November 19, 2026 @ 12:00pm
BidBuy Bid# 27-691ISAC-GENCO-B-54834
AGENCY: Illinois Student Assistance Commission
ADDRESS: 1755 Lake Cook Road Deerfield, IL 60015
CONTACT: Phyllis Wiley
PHONE: 847-831-8614
EMAIL: phyllis.wiley@illinois.gov
Brief Description: The Illinois Student Assistance Commission (ISAC) is seeking quotes from vendors to provide a conference space with catering for our 2027 Education Matters (EM) Conference. The number of attendees is anticipated to be up to 600. Please refer to the following minimum specifications and requirements for further detail.
Please fill out the pricing table and include this RFQ document as an attachment to your bid in BidBuy. No sub-contracting or third-party vendors allowed.
Item # Specifications and Requirements:
1 Location and Date:
• Location: Conference Center must be located within 25 miles from Tinley Park, Illinois
Date: The EM conference will be held on Thursday, July 15, 2027, with morning registration/check-in set-up starting at 7 am, and conference will conclude at 4:30
pm. *ISAC will need access to the venue exhibit space the day before event for set-up.
2 Space Requirements:
• One (1) main ballroom for plenary sessions and for sit-down meals (e.g., continental breakfast and lunch) o Room set up with round tables with 8 to 10 chairs to seat 8-10 people to accommodate up to 600 people for meals, with tablecloths/linens on each table
• Ten (10) separate breakout session rooms o Room set up with podium and speaker microphone. Each room must accommodate seating for 75 people theater style
• One (1) open room to be used as exhibit space o Room size approximately 16,000 square feet o Up to 10 high-top tables
• One (1) initial entry room for registration/sign-in purposes;
o Room set up with 4 long tables
3 Audiovisual Equipment:
• 14 Projectors
• 14 Screens
• 15 Microphones
• 11 Podiums mailto:phyllis.wiley@illinois.gov
• 14 Power Strips
• All cables/cords essential to above processes will also be required to be supplied by venue
• Complimentary Wi-Fi access with capability for guest sign-in for attendees
4 Catering: The following food items listed, or similar, are acceptable:
• Breakfast – Buffet: muffins, Danish, croissants, fruit, yogurt, fruit preserves, and butter. Drinks: Water, Orange juice, coffee, decaf, and hot tea.
• Lunch – Buffet: Pizza, pasta, salad, breadsticks. Drinks: Water, Tea, and Coffee.
• Both Breakfast and lunch shall include vegan, vegetarian, and gluten-free options
• Food service and clean up to be provided by venue
• Catering must be provided from the vendor
5 Parking: Parking should be complimentary to allow for 600 attendees
To be completed by vendor:
Item
Description Vendor Notes Price Total
1 Room Rental
2 Food/Beverage
3 Audio/Visual Equipment
4 Setup Fee
Grand Total
Name of venue:
Venue Address:
Notes to Vendor: All Quoted prices must be valid for 30 days from date of submission. All prices must include shipping and handling charges. No price increase will be accepted. In the event of a price decrease, the agency is guaranteed to receive the lowest price. We reserve the right to reject all offers; to reject individual offers for failure to meet any requirement; to award based on lowest price by item, part or portion of an item, group of items, or total; and to waive minor defects. Vendor may attach separate page describing their proposal for equipment or services.
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