RFQ March 2026 - UPDATED.pdf

REQUEST FOR QUOTE

Quote MUST be returned by the due date and time specified in BidBuy

AGENCY ILLINOIS LAW ENFORCEMENT TRAINING & STANDARDS BOARD

ADDRESS 500 S. 9TH STREET

CITY/STATE/ZIP SPRINGFIELD, IL 62701

AGENCY CONTACT Courtney L. Bott

PHONE 217-786-0658 FAX 217-524-5350

EMAIL courtney.l.bott@illinois.gov

TITLE OF PROJECT ILETSB MARCH 4-5, 2026 – BOARD MEETING

Item # Agency Specifications and Requirements

1 The Illinois Law Enforcement Training & Standards Board (ILETSB) is seeking a hotel to directly contract with to host its Board meeting. Quotes from “event planners” will not be accepted. Hotel must be located within Springfield, IL – 62701, 62703, 62704

Meeting Dates: Wednesday, March 4, 2026 and Thursday, March 5, 2026

Times

• Wednesday: 1:00 p.m. – 5:00 p.m.; expected number of attendees 100 (General Session)

• Thursday: 7:30 a.m. – 9:00 a.m.; expected number of attendees 80-100 (Breakfast in Breakout room)

• Thursday: 9:00 a.m. – Noon: expected number of attendees 100

See specifications and requirements below

Lodging Guest rooms must be provided at the prevailing state government rate or better. All applicable taxes should be itemized on the pricing itemization table. A rooming list will be provided to Hotel approximately two (2) weeks prior to the event; all participants on the rooming list must be direct billed. Hotel must collect credit cards to guarantee the self-pay rooms.

Tuesday

• Block of 10 rooms

• Cost of 5 rooms to be included in this quote

Wednesday

• Block of 55 rooms

• Costs of 35 rooms to be included in this quote

• 20 remaining rooms will be self-pay

Physical Layout Requirements for both Wednesday and Thursday:

• A ballroom with a capacity of approximately 4,000 square feet of unobstructed column-free meeting space.

• One half of the room must be set in a U-shape for 22 and must include a podium at the open end of U for speakers and guests to address the Board members.

• The remainder of the meeting space in the general session must be set theatre style for a minimum of 100 people.

• Seat spacing must be in accordance with fire marshal regulations and industry standards.

mailto:courtney.l.bott@illinois.gov

• Meeting space should be large enough to accommodate 1-2 registration tables and a beverage table at the rear of the room.

• Breakout room for Thursday breakfast (80-100 flow). Room should be sufficiently large enough to accommodate the buffet line within the confines of the meeting room and should not be placed in public function space.

• The hotel must provide flags of the United States of America and the State of Illinois.

• Bid submission must include name(s) of proposed meeting rooms, floor plan of meeting space location within hotel and room capacity sheet

Audio / Visual Services Requirements for both Wednesday and Thursday:

• Hardwired ethernet connection to the general session room

• XLR connection for audio integration to the general session room

• A minimum of twelve (12) Push-to-Talk microphones must be set at the U table with appropriate sound mixer(s), reverberation (feedback) minimization devices, and amplification devices/speakers so that the voices of the Board members can be heard by all in attendance.

• Podium must include one (1) gooseneck microphone with connection to a speaker system for amplification.

• Sufficient electrical service and power strips (if necessary) to allow Board members to power laptops, phones, and other devices during the duration of the Board Meeting.

• Sufficient broadband width to allow internet access and the ability to log into WIFI for the duration of the Board

Meeting for Board members.

• An LCD projector with at least 3,000 lumens, an 8-foot tripod screen* with all necessary power packs, cabling, and AV cart. ILETSB will provide the laptop to be located at the projector stand. Hardwired LAN connection to laptop required. *Ceiling mounted screens cannot be used.

• All labor for A/V setup and breakdown must be included in the quote. The quote should identify line-item costs and not reflect package bundles.

• AV Technician both days

• No price increase will be accepted unless mutually agreed upon by both parties.

Catering Wednesday

• Within the meeting room, Hotel shall provide a beverage service table, including coffee, tea, and water for approximately 80 people. In addition to beverage service, pitchers of water must be available at U.

Thursday

• Hotel shall provide a buffet-style breakfast in a private banquet room. (Refer to requirements section above.)

• The breakfast buffet within the meeting room* will accommodate approximately 80-100 people from 7:30 a.m. –

9:00 a.m. *Public space/pre-function space not acceptable.

• Shall include, but not limited to: eggs, bacon, potatoes, toast, fruit, oatmeal, pastries, coffee, and juice options.

Hotel must submit a current published copy of breakfast and break banquet menus with prices to accompany pricing table.

• For the Thursday Board meeting, hotel shall provide a beverage service table including coffee, tea, and water.

• All meetings will require beverage service consisting of coffee, tea, and water commencing at posted meeting times.

• Any Service Charges, gratuities, and other fees must be included and itemized.

Parking All quotes must include parking costs for each overnight room reservation as well as an additional 30 parking spaces for geographically local Board members, ILETSB staff, and members of the general public, not requiring overnight accommodations. Parking rates must include in-out privileges. If a visual indicator (i.e. hang tag, placard) of parking in-out privileges is required by parking attendant, hotel must provide to hotel guests upon check-in. Hotel must indicate if

VENDOR QUOTE

Please enter quote electronically via BidBuy

Quote should be an all-inclusive price to provide all supplies and services listed above Notes to Vendor

1. Please use the attached pricing table for assistance with calculating overall price.

2. Please refer to the attached diagram for example of physical layout.

3. Please attach a current published copy of Hotel breakfast and break banquet menus with prices.

4. Please attach a general floor plan of meeting space location within hotel and room capacity sheet. Link to online floor plan and capacity sheet is acceptable.

5. The quote must be valid for 180 days from the submission date and include all expenses. 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. Awarded vendor must provide all required supplies and services at the lowest price. We reserve the right to cancel up to 72 hours in advance.

the parking lot/garage is subject to a subcontract agreement.

Financial Hotel must agree to direct bill the guest rooms provided on the rooming list as well as F&B to a Master Account. 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 with the use agreement.