RFQ Annual Field Services Training FY23 - County.pdf

State of Illinois Chief Procurement Officer for General Services

REQUEST FOR QUOTE

Quote MUST be returned by the due date and time specified in BidBuy

AGENCY ILLINOIS DEPARTMENT OF VETERANS AFFAIRS

ADDRESS 833 S. SPRING STREET

CITY/STATE/ZIP SPRINGFIELD, IL 62704

AGENCY CONTACT LEAH THOMAS

PHONE 217-558-3941 FAX

EMAIL Leah.thomas@illnois.gov

TITLE OF PROJECT IDVA FIELD SERVICES ANNUAL TRAINING

Item # Agency Specifications and Requirements

Conference room and lodging in any one of the following Illinois Counties:

Adams Logan Rock Island

Champaign Macon Sangamon

Christian Macoupin St. Clair

Coles Madison Tazewell

DuPage McDonough Vermilion

Effingham McLean Will

Kankakee Morgan Knox Peoria

For the Illinois Department of Veterans Affairs Field Services Annual Training

Meeting Dates: May 22, 2023 – May 25, 2023 (Monday through Thursday)

Times: Monday: 12:00 p.m. – 5:00 p.m.

Tuesday: 7:30 a.m. – 5:00 p.m.

Wednesday: 7:30 a.m. – 5:00 p.m.

Thursday: 7:30 a.m. – 1:00 p.m.

Expected number of attendees is 120

See specifications and requirements below

Lodging

Sunday, May 21, 2023 – Block of no more than 10 rooms; single occupancy to be paid via direct bill by the Illinois Department of Veterans Affairs (cost to be included in this quote)

Monday, Tuesday, Wednesday night – Block of no more than 110 rooms; single occupancy to be paid via direct bill by the Illinois Department of Veterans Affairs (cost to be included in this quote)

Hospitality suite available Monday, Tuesday, and Wednesday 6:00 p.m. – 8:00 p.m.

mailto:Leah.thomas@illnois.gov

Physical Layout Monday – Registration space outside conference room from 10:30 a.m. – 12:00 p.m. Two draped registration tables with two chairs and a waste basket.

Main Plenary Room – 12:00 p.m. – 5:00 p.m. Tables with seating for 120 people. Table for beverage service to be in room.

Afternoon snack served at 2:45 p.m. in main plenary room for 120 people

Four Break out rooms – 8:00 a.m. – 4:00 p.m. Each room to include tables with seating for 30 people.

Tuesday - Registration space outside the meeting room from 7:00 a.m. – 3:00 p.m. Two draped registration tables with two chairs and a waste basket.

Main Plenary Room – 7:30 a.m. – 8:30 p.m. Tables with seating for 120 people. Table for beverage service to be in room.

Afternoon snack served at 2:45 p.m. in main plenary room for 120 people

Four Break Out rooms – 8:00 a.m. – 4:00 p.m. Tables with seating for 30 people

Banquet Room for Dinner Service – 6:00 p.m.- 7:00 p.m. Seating for 120 people-buffet style

Wednesday - Main Plenary Room – 7:30 a.m. – 5:00 p.m. Tables with seating for 120 people. Two covered draped tables in the rear of the meeting room with coffee/tea/water.

One Break Out room – 8:00 a.m. – 5:00 p.m. Tables with seating for 30 people

Thursday - Main Plenary Room – 7:30 a.m. – 1:00 p.m. Tables with seating for 120 people. Two covered draped tables in the rear of the meeting room with water.

Audiovisual Monday- Main Plenary Room with WiFi internet access and AV (Screen large enough to accommodate 120 people, cart, extension cords if needed, one wireless microphones with speaker system, and direct ethernet connection for the main room).

Four Breakout Rooms with WiFi internet access and AV (Cart, extension cords if needed, screen large enough to accommodate 30 people, wireless microphones with speaker system).

Tuesday- Main Plenary Room with WiFi internet access and AV (Screen large enough to accommodate 120 people, cart, extension cords if needed, one wireless microphones with speaker system, and direct ethernet connection for the main room).

Four Breakout Rooms with WiFi internet access and AV (Cart, extension cords if needed, screen large enough to accommodate 30 people, wireless microphones with speaker system).

Wednesday- Main Plenary Room with WiFi internet access and AV (Screen large enough to accommodate 120 people, cart, extension cords if needed, one wireless microphones with speaker system, and direct ethernet connection for the main room).

One Breakout Room with WiFi internet access and AV (Cart, extension cords if needed, screen large enough to accommodate 30 people, wireless microphones with speaker system).

Thursday- Main Plenary Room with WiFi internet access and AV (Screen large enough to accommodate 120 people, cart, extension cords if needed, one wireless microphones with speaker system, and direct ethernet connection for the main room).

Catering Beverages such as water, coffee, and tea to be available for the duration of each day.

Afternoon snack served at 2:45 p.m. Monday, Tuesday, and Wednesday. Snacks can be a combination of hot and cold food.

Tuesday, May 23, 2023 6:00 p.m. – 7:00 p.m. Banquet Room for Dinner Service and seating for 120 people-buffet style.

Menu to include choice of two meats and at least 2 sides, salad, plus dessert.

Location/Transportation The venue must be in any one of the following Illinois Counties

Adams Logan Rock Island

Champaign Macon Sangamon

Christian Macoupin St. Clair

Coles Madison Tazewell

DuPage McDonough Vermilion

Effingham McLean Will

Kankakee Morgan Knox Peoria

Must be ADA accessible

All quotes must include parking costs

VENDOR QUOTE

Item

Vendor Location/Venue Address TOTAL QUOTE

VENDOR NAME

VENDOR ADDRESS

VENDOR PHONE

VENDOR EMAIL

VENDOR FEIN

CONTACT PERSON

DATE

Notes to Vendor Vendor may attach separate page describing this proposal for supplies or services.

The quote must be valid for 90 days from date of submission and include all expenses. All prices must include shipping and handling charges. No price increases will be accepted. We reserve the right to reject all offers and to reject individual offers for failure to meet any requirement. The selected vendor must be able to provide all required supplies and services and offer the lowest price. We reserve the right to cancel up to 72 hours in advance.

“State agencies shall only accept electronic submissions for small purchase procurements via email or BidBuy. Manual submission in paper format shall not be accepted nor considered.” See also CPO 2020.06

This RFQ document is required to be completed and submitted if vendor chooses to submit a quote via email. Quote submissions must be received prior to the due date and time listed in BidBuy in order to be considered. Email quotes shall be sent to leah.thomas@illinois.gov mailto:leah.thomas@illinois.gov

If vendor chooses to submit a quote directly in BidBuy, this RFQ document is NOT required to be completed or attached in BidBuy. Pricing will be submitted using the Items Tab in BidBuy.

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.