RFQ AFN Conference~7.docx

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

AGENCY: ___Illinois Department of Public Health ___ ______________

CONTACT:___Tina Bhaga

EMAIL:____tina.bhaga@illinois.gov_______________________

SPECIFICATIONS

The venue is for a two (2) day on-site meeting in Springfield, Illinois or within a 20 mile radius from Springfield in Spring 2024. The space will include a general session room to accommodate 300 people, secure storage room one day prior to the AFN Training and Exercise Conference through the end of the conference, technical AV support and AV package with ability to livestream, Wi-Fi in all areas, registration area, and vendor area. The venue must be accessible and parking onsite. Meals will include breakfast, snacks, and lunch for all attendees. There are 4 mandatory qualifications listed below.

1)Facilities: Must be located in or within a 20 mile radius from Springfield, Illinois. Venue site must be available for two consecutive days. Day 1 8:00 am – 5:00 pm and Day 2 8:00 am – 1:00 pm in March, April, and May 2024 chosen from the following preferences:

a. March 6 & 7, 2024

b. March 13 & 14, 2024

c. April 17 & 18, 2024

d. May 1 & 2, 2024

All taxes, fees and charges associated with the services and goods must be included in quote. Vendor must provide:

A) General Session Room to seat up to 300 people with round tables, chairs and linens to accommodate meals being served to attendees.

B) Wireless internet access in all areas for all attendees C) Registration Area / Booth with a table, three chairs, linen and electrical access D) A vendor display area with 10 tables with two chairs and electrical access at each on Day 1.

E) All areas of the conference must be accessible. Accessible refers to a site, facility, work environment, service, or program that is easy to approach, enter, operate, participate in, and/or use safely and with dignity by a person with a disability.

F) Available Parking for attendees, presenters and organizers (Parking cost must be included in the total pricing quote)

2) Drop off and storage space: A small meeting room with tables and chairs to accommodate 20 people, electrical access, Wi-Fi capability, and securable storage space for the day prior to the AFN Training and Exercise Conference until the conclusion of the conference.

3) Audio Visual: A computer and camera are needed to livestream and record the sessions because the AFN Training and Exercise Conference will be available to in-person and virtual participants. An AV Technician will be responsible for operating the livestream and troubleshooting any issues that may occur during the livestream. The live stream equipment and AV technician will be in the general session room with in-person attendees and speakers. The podiums and riser with platform will be in the general session room to be used by speakers. Equipment must include the following:

A) Two laptops and two projectors that must connect to display presentations, and two large (12’) screens in General Session for projection during sessions – cost must include two meeting room projector packages with large screens, connection cables and labor B) Ability to live stream to Zoom o Camera package o HD Mixer Video and Sound with Livestream + computer to operate C) Sound system + at least 7 mics (if possible: 2 handheld, four stands for a table) D) A/V set up and technician E) Two podiums F) One riser with platform G) High speed wireless internet access in all areas for all attendees with at minimum 100 mbps to meet bandwidth needs for attendees

4) Food/Beverage:

When vendors submit a quote, attach a breakdown of menu to be served at the Conference. Service fees and taxes to be included in quote. Vendor to include staff available for cleaning, set up and take down. The vendor must provide food and beverages for attendees, either provided in-house or contracted.

Vendor must have onsite or contracted catering to provide the following:

Day 1 morning – Suggest a healthy option including fruit, yogurt, muffins, or such and beverages such as coffee, tea, and water for 300 people.

Day 1 lunch including 2-3 entrees (one vegetarian), 2-3 vegetables or side dishes, bread, a light dessert and selection of beverages for 300 people.

Day 1 afternoon – Suggest a healthy option including vegetables, chips, candy or such and beverages such as tea, water and lemonade for 300 people.

Day 2 morning – Suggest a healthy option including fruit, yogurt, muffins, or such and beverages such as coffee, tea, and water for 300 people.

IDPH will confirm final servings count no later than five (5) days prior to the event.

Please enter your quote below as an all-inclusive price to provide all required services and attach in BidBuy an itemized breakdown of the quote to include the cost of each of the four mandatory qualifications.

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.

Required to be completed and submitted with quote:

Company Name: ______________________________________________________________________