RFQ - June 2023 Quarterly Board Meetings~1.docx
DOCX document 20 KB Posted
- Attached to
- June 2023 - Quarterly Board Meetings
- Solicitation number
- 23-569LETSB-LETSB-B-36471
- Issued by
- Lake County, Illinois
About this file
This document is a Request for Quote (RFQ) issued by the Illinois Law Enforcement Training & Standards Board for hotel services to host their quarterly board meetings on June 7-8, 2023. The Board requires a hotel located within Lake County, Illinois, or within seven miles of the county border, with a ballroom capable of seating over 200 people. The hotel must provide meeting space setup, audio/visual equipment, catering services, and lodging accommodations for board members. The Board is seeking quotes to provide all required supplies and services for the two-day event. Lodging for approximately 30 rooms must be included in the quote at the applicable state rate, while the remaining 20 rooms will be self-pay within the reservation block.
The Board is willing to provide applicable credit applications and tax-exempt documentation upon request. The hotel must agree to directly bill the Board for the needed services, and payment will be made in accordance with State requirements. The hotel cannot require a deposit or include any attrition clause within the use agreement. The Board reserves the right to reject all offers and individual offers that fail to meet any requirement, and will select the vendor that can provide all required supplies and services at the lowest price.
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Text version
ILLINOIS LAW ENFORCEMENT TRAINING STANDRDS BOARD
R E Q U E S T F O R Q U O T E
| AGENCY: | Illinois Law Enforcement Training Standards Board | |
| ADDRESS: | 4500 S. 6th Street Rd. | |
| CITY: | Springfield, IL 62704 | |
| CONTACT: | John Keigher | |
| PHONE: | 217-524-5349 | |
| FAX: | 217-524-5350 | |
| EMAIL: | john.keigher@illinois.gov |
| Item # |
| Specifications and Requirements: The Illinois Law Enforcement Training & Standards Board is seeking a hotel to host its Board meetings on June 7th and 8th of 2023. |
| 1 |
| Location: This hotel must be located within Lake County, Illinois, or within seven miles of the border of Lake County. |
Date & Times: Sub-committee meetings begin at 1pm on June 7, 2023 and the full Board meeting begins at 9am on June 8, 2023. The event is expected to conclude by noon on June 8th. The Board requires the following services in connection with hosting these meetings.
Meeting Space: The Board requires a ballroom capable of holding over 200 people. One half of the room must be set up with a U-shaped dais seating 21, and must include a center podium for guests to address the Board members. The other half of the ballroom must be set up to include theater style gallery seating for at least 80 with appropriate COVID-19 spacing. Hotel must provide a projection screen and flags of the State of Illinois and United States of America within the ballroom.
| 4 |
| Audio / Visual Services: At least 10 table-top microphones and the appropriate speaker system must be provided at the U-shaped tables to amplify the voices of Board members and any podium speakers so that they can be heard by all in attendance. |
| 5 |
| Catering: Wednesday afternoon (6/7), hotel shall provide a beverage service table including coffee, tea, and water. On Thursday morning (6/8), hotel shall provide a buffet style breakfast for approximately 75 people from 7:30 am to 9:00 am, including, but not limited to: eggs, bacon, potatoes, toast, fruit, pastries, coffee, and juice options. For the Thursday Board meeting, hotel shall provide a beverage service table including coffee, tea, and water. |
| 6 |
| Lodging: Hotel must provide block reservations for 5 rooms on the night of Tuesday, June 6, 2023, and 50 rooms on the night of Wednesday, June 7, 2023. Of these 55 rooms, the Board will be financially responsible for approximately 30 which should be included in and accounted for in the quote (up to 5 on Tuesday night, and up to 25 on Wednesday night, to be provided on a rooming list two weeks prior), while the other 20 will be self-pay within the reservation block. Lodging rooms must be provided at the applicable state rate. |
| 7 |
| Financial: Hotel must agree to directly bill the Board for the needed services and payment will be made in accordance with State requirements. Board is willing to provide applicable credit applications and tax-exempt documentation upon request. Hotel shall not require a deposit and may not include any attrition clause within the use agreement. |
| 8 |
| All quotes must include parking costs for each overnight room reservation. |
Please enter your quote below as an all-inclusive price to provide all required supplies and services.
VENDOR’S QUOTE TOTAL: $______________________________
Note to Vendor: The quote must be valid for 180 days from date of submission and include all expenses. 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.
Vendor Name: _________________________________________________________________________
| Signature: | ______ Date: | _______________ | ||
| Printed Name: | Title: | ____________ | _ |
*IF THIS FORM IS NOT FILLED OUT IN ITS ENTIRETY THE QUOTE MAY BE DISQUALIFIED
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