RFQ Annual Field Services Training FY24 1.29.24.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 MAY 6, 2024 THROUGH MAY 9, 2024

Item # Agency Specifications and Requirements

1 Conference room and lodging in one of the following cities:

Springfield, IL

Peoria, IL Bloomington, IL Champaign, IL

Danville, IL Marion, IL Quincy, IL

Northbrook, IL for the Illinois Department of Veterans Affairs Field Services Annual Training

Meeting Dates: MAY 6, 2024 through MAY 9, 2024 (Monday through Thursday)

Times: Monday: 10:30 a.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 approximately 70

See specifications and requirements below

Lodging Requirements

Sunday, May 5, 2023 through Wednesday May 8, 2024 (checkout Thursday 5/9/24)– Block of no more than 10 rooms;

single occupancy to be paid via direct bill to the Illinois Department of Veterans Affairs (cost to be included in this quote).

Monday May 6, 2024, Tuesday May 7, 2025, Wednesday May 8, 2024 (checkout Thursday 5/9/24) – Block of no more than 60 rooms; single occupancy to be paid via direct bill to the Illinois Department of Veterans Affairs (cost to be included in this quote).

Hospitality suite available Monday, Tuesday, and Wednesday 6:00 p.m. – 9:00 p.m. Room to include tables with seating available for 40. Draped table in the rear of room with water availability.

Physical Layout Requirements mailto:Leah.thomas@illnois.gov

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 70 people. Six (6) foot rectangle tables to fit two staff per table, forward facing toward speaker and screen. Aisle on sides and middle.

Coffee/Tea/Water and Snacks available throughout the day in main plenary room for 70 people. Snacks may be a combination of chips, crackers, cookies.

One (1) Break out room – 8:00 a.m. – 5:00 p.m. To include tables with seating for 35 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 70 people. Six (6) foot rectangle tables to fit two staff per table, forward facing toward speaker and screen. Aisle on sides and middle.

Coffee/Tea/Water and Snacks available throughout the day in main plenary room for 70 people. Snacks may be a combination of chips, crackers, cookies.

One (1) Break Out room – 8:00 a.m. – 5:00 p.m. Tables with seating for 35 people in each room.

Banquet Room for Dinner Service – 6:00 p.m.- 8:00 p.m. Seating for 80 people-buffet style dinner. (See Catering Requirements Section)

Wednesday - Main Plenary Room – 7:30 a.m. – 5:00 p.m. Tables with seating for 70 people. Six (6) foot rectangle tables to fit two staff per table, forward facing toward speaker and screen. Aisle on sides and middle.

Coffee/Tea/Water and Snacks available throughout the day in main plenary room for 70 people. Snacks may be a combination of chips, crackers, cookies.

Thursday - Main Plenary Room – 7:30 a.m. – 1:00 p.m. Tables with seating for 70 people. Six (6) foot rectangle tables to fit two staff per table, forward facing toward speaker and screen. Aisle on sides and middle.

Coffee/Tea/Water and Snacks available throughout the day in main plenary room for 70 people. Snacks may be a combination of chips, crackers, cookies.

Audiovisual Requirements

Monday- Main Plenary Room with WiFi internet access and AV: Screen large for all in the room to view, cart, extension cords if needed for projectors will need electrical access, two (2) wireless microphones with speaker system, and direct ethernet connection for the main room. Podium. Available electrical outlets to charge laptops, minimum two per table for laptop use.

One (1) Breakout Room with WiFi internet access and AV (Cart, extension cords if needed, screen large enough to accommodate 35 people, wireless microphones with speaker system). Podium.

Tuesday- Main Plenary Room with WiFi internet access and AV: Screen large for all in the room to view, cart, extension cords if needed for projectors will need electrical access, two (2) wireless microphones with speaker system, and direct ethernet connection for the main room. Podium. Available electrical outlets to charge laptops, minimum two per table for laptop use.

One (1) Breakout Rooms with WiFi internet access and AV (Cart, extension cords if needed, screen large enough to accommodate 35 people, wireless microphones with speaker system). Podium.

Wednesday- Main Plenary Room with WiFi internet access and AV: Screen large for all in the room to view, cart, extension cords if needed for projectors will need electrical access, two (2) wireless microphones with speaker system, and direct ethernet connection for the main room. Podium. Available electrical outlets to charge laptops, minimum two per table for laptop use.

Thursday- Main Plenary Room with WiFi internet access and AV: Screen large for all in the room to view, cart, extension cords if needed for projectors will need electrical access, two (2) wireless microphones with speaker system, and direct ethernet connection for the main room. Podium. Available electrical outlets to charge laptops, minimum two per table for laptop use.

Catering Requirements

Beverages such as water, coffee, and tea to be available for the duration of each day. Assorted snacks to be available for the duration of each day. Snacks may be a combination of chips, crackers, cookies. Replenished as needed throughout the day.

Tuesday, May 7, 2024 6:00 p.m. – 8:00 p.m. Banquet Room for Dinner Service and seating for 70 people-buffet style.

Menu to include choice of two meats, a vegetarian option, at least 2 sides, salad, plus dessert. (Please include menu options with quote).

Location/Transportation Requirements The venue must be in one of the following cities:

Springfield, IL Peoria, IL

Bloomington, IL Champaign, IL

Danville, IL Marion, IL Quincy, IL

Northbrook, IL Must have ADA parking access.

All quotes must include parking costs.

VENDOR QUOTE

Please enter quote electronically via BidBuy

In order to be considered responsive, Vendor must bid on ALL line items in BidBuy

Notes to Vendor 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.