RFQ FY26 FIELD SERVICES ANNUAL TRAINING.docx

REQUEST FOR QUOTE

Quote MUST be returned by the due date listed in BidBuy

Conference room and lodging in one of the following counties:

· Lake County

· Will County

· Jackson County

· Williamson County

· Effingham County

· Cook County

· Peoria County

· Winnebago 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 19-April 24, 2026 (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 100 See specifications and requirements below

Lodging Requirements

Vendor will provide:

Sunday, April 19, 2026 – Block of 15 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 20, 2026, Tuesday April 21, 2026, Wednesday April 22,2026 Thursday April 23, 2026 – Block of 85 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 24, 2026 for all rooms. Each room reserved will need a detailed itemized receipt.

Hospitality suite available Monday, Tuesday, Wednesday, and Thursday 6:00 p.m. – 11:00 p.m.

*Estimated cost. Agency will only be responsible for rooms that are booked for the event.

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 100 people, set up like a classroom facing the front.

Coffee/Tea/Water and Snacks available throughout the day in main plenary room for 100 people.

Tuesday - Main Plenary Room – 7:30 a.m. – 5:00 p.m. Tables with seating for 100 people, set up like a classroom facing the front.

Coffee/Tea/Water and Snacks available throughout the day in main plenary room for 100 people.

One (1) Break Out room – 8:00 a.m. – 4:30 p.m. Tables with seating for 50 people set up like a classroom facing the front, wireless internet access for each room, as well as a screen, projector and sound system.

Wednesday - Main Plenary Room – 7:30 a.m. – 5:00 p.m. Tables with seating for 100 people, set up like a classroom facing the front.

Coffee/Tea/Water and Snacks available throughout the day in main plenary room for 100 people.

Thursday- Main Plenary Room – 7:30 a.m. – 5:00 p.m. Tables with seating for 100 people, set up like a classroom facing the front.

Coffee/Tea/Water and Snacks available throughout the day in main plenary room for 100 people.

One (1) Break Out room – 8:00 a.m. – 4:30 p.m. Tables with seating for 50 people set up like a classroom facing the front, wireless internet access, screen for each room, as well as a screen, projector and sound system.

Banquet Room for Dinner Service – 6:00 p.m.- 8:00 p.m. Seating for 90 people-buffet style dinner. (see Catering Requirements Section), Banquet room to have wireless microphones with speaker system and podium. Cash Bar for the Banquet included.

Friday - Main Plenary Room – 7:30 a.m. – 12:00 p.m. Tables with seating for 100 people.

Coffee/Tea/Water and Snacks available throughout the day in main plenary room for 100 people.

Audiovisual Requirements

Monday- Main Plenary Room with WiFi internet access and AV (Screen large enough to accommodate 100 people, cart, extension cords if needed, two (2) wireless microphones with speaker system (system will need to also connect to a computer (in case there is a remote speaker)), direct ethernet connection for the main room, and projector). Podium. Available electrical outlets to charge laptops. Power strips available to seating area to accommodate up to 100 laptops in total if needed. Available electrical outlets to charge laptops.

Tuesday- Main Plenary Room with WiFi internet access and AV (Screen large enough to accommodate 100 people, cart, extension cords if needed, two (2) wireless microphones with speaker system (system will need to also connect to a computer (in case there is a remote speaker)), direct ethernet connection for the main room, and projector). Podium. Available electrical outlets to charge laptops., power strips available to seating area to accommodate up to 100 laptops in total if needed. Available electrical outlets to charge laptops.

One (1) Breakout Room with WiFi internet access and AV (Cart, extension cords if needed, screen large enough to accommodate 50 people, wireless microphones with speaker system, and projector) for room. Podiums.

Wednesday- Main Plenary Room with WiFi internet access and AV (Screen large enough to accommodate 100 people, cart, extension cords if needed, two (2) wireless microphones with speaker system (system will need to also connect to a computer (in case there is a remote speaker)), direct ethernet connection for the main room, and projector). Podium. Available electrical outlets to charge laptops., power strips available to seating area to accommodate up to 100 laptops in total if needed. Available electrical outlets to charge laptops.

Thursday- Main Plenary Room with WiFi internet access and AV (Screen large enough to accommodate 100 people, cart, extension cords if needed, two (2) wireless microphones with speaker system (system will need to also connect to a computer (in case there is a remote speaker)), direct ethernet connection for the main room, and projector). Podium. Available electrical outlets to charge laptops., power strips available to seating area to accommodate up to 100 laptops in total if needed. Available electrical outlets to charge laptops.

One (1) Breakout Room with WiFi internet access and AV (Cart, extension cords if needed, screen large enough to accommodate 50 people, wireless microphones with speaker system, and projector) for room. Podiums.

Friday- Main Plenary Room with WiFi internet access and AV (Screen large enough to accommodate 100 people, cart, extension cords if needed, two (2) wireless microphones with speaker system (system will need to also connect to a computer (in case there is a remote speaker)), direct ethernet connection for the main room, and projector). Podium. Available electrical outlets to charge laptops., power strips available to seating area to accommodate up to 100 laptops in total if needed. 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 100 people: consisting of items such as fruit, pastries, scrambled eggs, bacon, potatoes, fruit juice, coffee, hot tea. If hotel does not offer a free Continental Breakfast, would like a prepay with some sort of voucher system so breakfast would be provided for attendees.

Thursday April 23,2026 6:00 p.m. – 8:00 p.m. Banquet Room for Dinner Service and seating for 90 people-buffet style. Menu to include choice of two meats, a vegetarian option, 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

· Jackson County

· Williamson County

· Effingham County

· Cook County

· Peoria County

· Winnebago 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 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.

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