RFQ FY26 FIELD SERVICES ANNUAL TRAINING~2.pdf
PDF 264 KB Posted
- Contract number
- 26-497DVA-CENTR-P-92844
- Issued by
- Illinois
About this file
This Request for Quote is issued by the Illinois Department of Veterans Affairs, located at 833 S. Spring Street, Springfield, Illinois 62704, under the State of Illinois Chief Procurement Officer for General Services. The requesting agency contact is Leah Thomas, reachable at 217-588-8331 or Leah.thomas@illinois.gov. The procurement seeks qualified vendors to provide conference facilities and lodging services for the IDVA Field Services Annual Training event.
The vendor must provide comprehensive conference and hospitality services for approximately 100 attendees from Sunday, April 19 through Friday, April 24, 2026, at a location within the State of Illinois that is ADA accessible. Lodging requirements include 15 single-occupancy rooms for April 19 and 70 single-occupancy rooms for April 20-23, with checkout on April 24, all to be direct-billed to the department with detailed itemized receipts required. Physical layout specifications require a main plenary room accommodating 100 people in classroom-style setup with tables and seating, one breakout room for 50 people on select days, a registration area on Monday, a banquet room for 90 people on Thursday evening, and a hospitality suite available Monday through Thursday from 6:00 p.m. to 11:00 p.m. Audiovisual requirements include WiFi internet access, large projection screens, wireless microphones with speaker systems, podiums, and adequate electrical outlets for up to 100 laptops throughout the meeting spaces. Catering services must include daily beverages and assorted snacks, continental breakfasts Monday through Friday for 100 people (or prepaid vouchers if not provided by the hotel), and a buffet-style dinner on Thursday for 90 people featuring two meat options, a vegetarian option, two sides, salad, and dessert. The vendor must provide onsite parking for attendees with parking costs included in the quote. The quote must be valid for 90 days from submission, include all expenses with no additional shipping or handling charges, and may be submitted electronically via email to leah.thomas@illinois.gov or directly through BidBuy prior to the deadline specified in that system. The state reserves the right to reject any or all offers and to cancel the event up to 72 hours in advance.
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Other files
| File | Type | Posted |
|---|---|---|
| Standard Terms and Conditions v.23.2~3.pdf | ||
| standard-illinois-certifications-v-26-2~2.pdf |
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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 rooms and lodging for the Annual Field Services Training
LOCATION: MUST BE IN THE STATE OF ILLINOIS
Meeting Dates: SUNDAY April 19 – FRIDAY April 24, 2026
Times:
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 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.
Hospitality suite available Monday, Tuesday, Wednesday, and Thursday 6:00 p.m. – 11:00 p.m.
Agency will only be responsible for rooms that are booked for the event.
mailto:Leah.thomas@illinois.gov
Physical Layout
Vendor will provide:
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. Podium.
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. (Snacks may be hot or cold).
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, and at least 2 sides, salad, plus dessert. (Please include menu options with quote).
Location/Transportation
The venue must be located within the State of Illinois
Must be ADA accessible.
Vendor must provide onsite parking to accommodate attendees. Parking costs must be included in quote.
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.
“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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