RFQ FY25 FS Training_ Revised MAP - Final 11.20.24.docx
DOCX document 51 KB Posted
- Attached to
- IDVA FY25 Annual Field Services Training
- Solicitation number
- 25-497DVA-CENTR-B-45667
- Issued by
- Lake County, Illinois
About this file
This is a Request for Quote (RFQ) issued by the Illinois Department of Veterans Affairs (IDVA) for conference room and lodging facilities for their Annual Field Services Training from April 20-25, 2025. The RFQ seeks facilities in one of nine specified Illinois counties (Lake, Will, Cook, Peoria, LaSalle, DuPage, Kane, Champaign, or Rock Island) to accommodate approximately 80 attendees. The requirements include lodging for 12 rooms on April 20 and 80 rooms for April 21-24, a main plenary room for 70 people, one breakout room for 35 people, AV equipment including WiFi and presentation technology, and catering services including daily continental breakfast, continuous beverages and snacks, and a Wednesday evening banquet dinner. The facility must be ADA accessible and include onsite parking.
Quotes must be submitted electronically via email to amanda.gray@illinois.gov or through BidBuy prior to the specified due date (not provided in document). The quote must be valid for 90 days and include all expenses, including shipping, handling, and parking costs. No price increases will be permitted, and the state reserves the right to cancel up to 72 hours in advance. All products must carry a minimum one-year warranty from delivery date. The selected vendor must be able to provide all required supplies and services at the lowest price.
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| File | Type | Posted |
|---|---|---|
| Standard Terms and Conditions V23.2~4.pdf | ||
| standard-illinois-certifications-v.23.1 (6).docx | DOCX document |
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Text version
REQUEST FOR QUOTE
Quote MUST be returned by the due date listed in BidBuy
| AGENCY |
| ILLINOIS DEPARTMENT OF VETERANS AFFAIRS |
| ADDRESS |
| 833 S. Spring St. |
| CITY/STATE/ZIP |
| Springfield, IL 62704 |
| AGENCY CONTACT |
| Amanda Gray |
| PHONE |
| 217-782-7467 |
| FAX |
| amanda.gray@illinois.gov |
| TITLE OF PROJECT |
| IDVA FIELD SERVICES ANNUAL TRAINING April 20-25, 2025 |
| Item # |
| Agency Specifications and Requirements |
| 1 |
| IDVA is seeking conference room and lodging for the Annual Field Services Training April 20, 2025- April 25, 2025 |
Conference room and lodging in one of the following counties:
· Lake County
· Will County
· Cook County
· Peoria County
· LaSalle County
· DuPage County
· Kane County
· Champaign County
· Rock Island County for the Illinois Department of Veterans Affairs Field Services Annual Training
Meeting Dates: April 20-25, 2025 (Sunday through Friday)
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. – 5:00 p.m.
Friday: 7:30 a.m.- 12:00 pm.
Expected number of attendees is approximately 80 See specifications and requirements below
Lodging Requirements
Vendor will provide:
Sunday, April 20, 2025 – Block of 12 rooms; single occupancy to be paid via direct bill to the Illinois Department of Veterans Affairs (cost to be included in this quote).
Monday April 21, 2025, Tuesday April 22, 2025, Wednesday April 23,2025 Thursday April 24, 2025 – Block of 80 rooms; single occupancy to be paid via direct bill to the Illinois Department of Veterans Affairs (cost to be included in this quote).
Check out date is Friday, April 25th for all rooms
Hospitality suite available Monday, Tuesday, Wednesday, and Thursday 6:00 p.m. – 9:00 p.m.
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 70 people.
Coffee/Tea/Water and Snacks available throughout the day in main plenary room for 70 people.
One (1) Break out room – 1:00 p.m. – 4:30 p.m. To include tables with seating for 35 people.
Tuesday - Main Plenary Room – 7:30 a.m. – 5:00 p.m. Tables with seating for 70 people.
One (1) Break Out room – 8:00 a.m. – 4:30 p.m. Tables with seating for 35 people in each room.
Wednesday - Main Plenary Room – 7:30 a.m. – 5:00 p.m. Tables with seating for 70 people.
One (1) Break Out rooms – 8:00 a.m. – 4:30 p.m. Tables with seating for 35 people.
Banquet Room for Dinner Service – 6:00 p.m.- 8:00 p.m. Seating for 70 people-buffet style dinner. (see Catering Requirements Section), Banquet room to have wireless microphones with speaker system and podium.
Thursday- Main Plenary Room – 7:30 a.m. – 5:00 p.m. Tables with seating for 70 people.
Coffee/Tea/Water and Snacks available throughout the day in main plenary room for 70 people.
One (1) Break Out room – 8:00 a.m. – 4:30 p.m. Tables with seating for 35 people in each room.
Friday - Main Plenary Room – 7:30 a.m. – 12:00 p.m. Tables with seating for 70 people.
Audiovisual Requirements
Monday- Main Plenary Room with WiFi internet access and AV (Screen large enough to accommodate 70 people, cart, extension cords if needed, two (2) wireless microphones with speaker system, and direct ethernet connection for the main room). Podium. Available electrical outlets to charge laptops. Power strips available to seating area to accommodate up to 70 laptops in total if needed.
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 enough to accommodate 70 people, cart, extension cords if needed, two (2) wireless microphones with speaker system, and direct ethernet connection for the main room). Podium. Available electrical outlets to charge laptops., power strips available to seating area to accommodate up to 70 laptops in total if needed.
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 enough to accommodate 70 people, cart, extension cords, power strips available to seating area to accommodate up to 70 laptops in total if needed, two wireless microphones with speaker system, and direct ethernet connection for the main room). Podium. Available electrical outlets to charge laptops.
One 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.
Thursday- Main Plenary Room with WiFi internet access and AV (Screen large enough to accommodate 70 people, cart, extension cords, power strips available to seating area to accommodate up to 70 laptops in total if needed, two wireless microphones with speaker system, and direct ethernet connection for the main room). Podium. Available electrical outlets to charge laptops.
One 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.
Friday- Main Plenary Room with WiFi internet access and AV (Screen large enough to accommodate 70 people, cart, extension cords, power strips available to seating area to accommodate up to 60 laptops in total if needed, two wireless microphones with speaker system, and direct ethernet connection for the main room). Podium. Available electrical outlets to charge laptops.
Catering
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.
Continental Morning Breakfast Service Monday -Friday for 80 people: consisting of items such as fruit, pastries, scrambled eggs, bacon, potatoes, fruit juice, coffee, hot tea.
Wednesday April 23,2025 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 and at least 2 sides, salad, plus dessert. (Please include menu options with quote).
Location/Transportation The venue must be in one of the following counties:
· Lake County
· Will County
· Cook County
· Peoria County
· LaSalle County
· DuPage County
· Kane County
· Champaign County
· Rock Island County
Must be ADA accessible.
Vendor must provide onsite parking to accommodate attendees. Parking costs must be included in quote.
Notes to Vendor Warranty: All products will be new and will carry a minimum 1-year warranty from the date of delivery.
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 2023.12.
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 amannda.gray@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.
State of Illinois Chief Procurement Officer for General Services image1.png
File details come from the government source that posted it. Updated .