RFQ FY26 FIELD SERVICES ANNUAL TRAINING.pdf
PDF 269 KB Posted
- Attached to
- FY26 FIELD SERVICES ANNUAL TRAINING
- Solicitation number
- 26-497DVA-CENTR-B-50736
- Issued by
- Illinois
About this file
This is a Request for Quote issued by the Illinois Department of Veterans Affairs through the State of Illinois Chief Procurement Officer for General Services for the FY26 Field Services Annual Training. The event will be held April 19-24, 2026, in one of 30 specified Illinois counties. The agency is seeking a single vendor to provide comprehensive conference and lodging services for approximately 100 attendees. Services required include a block of 15 rooms for Sunday, April 19, and a block of 70 rooms for April 20-23, with checkout on Friday, April 24. The vendor must supply multiple meeting spaces including a main plenary room configured classroom-style with seating for 100, a break-out room for 50 attendees (Tuesday and Thursday), a hospitality suite operational Monday through Thursday from 6:00 p.m. to 11:00 p.m., and a banquet room for Thursday dinner service. Training sessions run from 10:30 a.m. to 5:00 p.m. on Monday and 7:30 a.m. to 5:00 p.m. Tuesday through Thursday, concluding Friday at 12:00 p.m. Quotes must be submitted electronically via BidBuy and are valid for 90 days from submission.
The quote must include all lodging, direct billing to the Illinois Department of Veterans Affairs, and itemized receipts for each room booked. Complete audiovisual support is required across all meeting spaces, including WiFi internet access, projectors, screens accommodating 100-person capacities, wireless microphone systems, podiums, and laptop charging capabilities. Catering services must include daily coffee, tea, water, and assorted snacks throughout each day; continental breakfast for 100 attendees Monday through Friday; and a Thursday buffet dinner for 90 people featuring two meat options, a vegetarian option, two sides, salad, and dessert. The venue must be ADA accessible with onsite parking included in the quote. All pricing must be all-inclusive with no price increases permitted, and the agency reserves the right to cancel up to 72 hours in advance.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| standard-illinois-certifications-v-26-2~2.pdf | ||
| CEI FY24 BEP Annual Expenditure and Service Category Data Entry Spreadsheet_Revised.xlsx | XLSX spreadsheet | |
| Standard Terms and Conditions v.23.2~3.pdf |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
State of Illinois Chief Procurement Officer for General Services
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 Leah Thomas
PHONE 217-588-8331 FAX
EMAIL Leah.thomas@illinois.gov TITLE OF PROJECT IDVA FIELD SERVICES ANNUAL TRAINING APRIL 19, 2026 – APRIL 24, 2026
Item # Agency Specifications and Requirements
1 Conference room and lodging for the Annual Field Services Training
LOCATION: ONE OF THE FOLLOWING COUNTIES
Adams Jefferson Pike Bureau Knox Rock Island Champaign LaSalle Saline Clay Logan Scott Clinton Macoupin St. Clair Coles Madison Stephenson Effingham Marios Tazewell Franklin McDonough Vermilion Hamilton McLean Whiteside Henry Peoria Williamson Jackson Perry Winnebago
MEETING DATES: SUNDAY April 19 – FRIDAY April 24, 2026
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 p.m.
Expected number of attendees is approximately 100 mailto:Leah.thomas@illinois.gov
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 70 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. Total number of rooms is approximate. Agency will only be direct billed for rooms that are booked for the event.
Hospitality suite available Monday, Tuesday, Wednesday, and Thursday 6:00 p.m. – 11:00 p.m. Room to include tables with seating available for 40.
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.
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.
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 [for remote speaker capability], direct ethernet connection for the main room, and projector). Podium.
Available electrical outlets to charge laptops. Power strips available for seating area to accommodate up to 100 laptops in total if needed. Available electrical outlets to charge laptops.
Tuesday, Wednesday, 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 [for remote speaker capability], direct ethernet connection for the main room, and projector). Podium. Available electrical outlets to charge laptops. Power strips available for 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 [for remote speaker capability], direct ethernet connection for the main room, and projector). Podium.
Available electrical outlets to charge laptops. Power strips available for seating area to accommodate up to 100 laptops in total if needed. Available electrical outlets to charge laptops.
Catering
Daily: 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. In the event that a complimentary continental breakfast is not provided by the hotel, we request a prepaid voucher system to ensure all attendees are provided with breakfast for the duration of the event.
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, 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:
Adams Jefferson Pike Bureau Knox Rock Island Champaign LaSalle Saline Clay Logan Scott Clinton Macoupin St. Clair Coles Madison Stephenson Effingham Marios Tazewell Franklin McDonough Vermilion Hamilton McLean Whiteside Henry Peoria Williamson Jackson Perry Winnebago
Must be ADA accessible.
Vendor must provide onsite parking to accommodate attendees. Parking costs must be included in quote.
Notes to Vendor
PLEASE ENTER QUOTE ELECTRONICALLY VIA BIDBUY
In order to be considered responsive, Vendor must bid on ALL line items in BidBuy
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.
File details come from the government source that posted it. Updated .