RFQ_SNP Annual Training~4.pdf

ILLINOIS STATE BOARD OF EDUCATION

REQUEST FOR QUOTE (RFQ)

For Questions please contact: Staci Hardin at shardin@isbe.net Telephone: 217-524-5837 or Fax 217-557-5839

RFQ Specifications:

The Illinois State Board of Education (ISBE) is seeking a vendor to provide a venue for the Illinois State Board of Education Nutrition Department’s 2025 School Nutrition Programs Annual Training.

Meeting Date: Monday, June 16th, 2025 at 11:00 AM to Tuesday, June 17th, 2025 at 5:00 PM

Vendor must be able to supply one of the following locations in Illinois: Champaign/Urbana, Bloomington/Normal, or Peoria

Number of attendees anticipated: Monday, June 16th (half day): 300; Tuesday, June 17th (full day): up to

*NO THIRD PARTY CAN BID. BIDS FROM THIRD PARTY VENDORS WILL NOT BE CONSIDERED*

This bid is only seeking a single vendor that can provide all necessary services outlined in the Items tab and the RFQ. Only one proposal per event space can be submitted.

Physical Layout:

Lobby entrance or main conference area (both days):

• Four 6x3' skirted tables for registration.

Monday, June 16th (half day)

• 3 meeting spaces (approximately 100 each) o Classroom style

Tuesday, June 17th (Full day)

• Two additional 6x3’ skirted tables for exhibitors in main conference area

• One main room that can accommodate 600 people for keynote session and lunch o Table rounds

• 3 additional breakout room spaces (approximately 200 each) o Classroom style preferred, but a mix of classroom and theatre style is acceptable if needed depending on space limitations

Meals:

• Monday, June 16th (half day) o No meals; venue will provide coffee, tea, and water

• Tuesday, June 17th (Full day) o Sandwich Boxed Lunch for up to 650 with a meat and vegetarian option, one side, one dessert and the ability to accommodate gluten-free.

o Venue will provide coffee, tea, and water throughout the day o Any server/staffing charges and service charges should be included in the catering total.

Audiovisual:

mailto:shardin@isbe.net

• High speed internet access for presenters and attendees (both days)

• Monday, June 16th (half day) o One screen for projecting presentations, a podium, and microphone (lavalier preferred) in each room (3 rooms)

• Tuesday, June 17th (Full day) o Main room: AV cart with 2-3 screens for projecting presentation, podium, and microphone (lavalier preferred) o Breakout rooms: One screen for projecting presentations, podium, and microphone

(lavalier preferred) in each room (3 rooms)

Lodging:

Room block of 60, not included in direct billing

Expenses:

Direct Billing

Effective Dates:

The term of this contract will be from: Upon execution through 6/19/2025

Insurance:

Vendor shall, at all times during the Term of this Contract and any renewals or extensions, maintain and provide a Certificate of Insurance naming the State as an additional insured for all required bonds and insurance. Certificates may not be modified or canceled until at least thirty (30) days’ notice has been provided to the State. Vendor shall provide: (a) General Commercial Liability insurance in the amount of $1,000,000 per occurrence (Combined Single Limit Bodily Injury and Property Damage) and $2,000,000 Annual Aggregate; (b) Auto Liability, including Hired Auto and Non-owned Auto (Combined Single Limit Bodily Injury and Property Damage), in amount of $1,000,000 per occurrence; and (c) Worker’s Compensation Insurance in the amount required by law; (d) a Professional Liability Insurance Policy with a limit of liability not less than $1,000,000 for each claim, and not less than $1,000,000 in the aggregate on an annual basis, for errors, omissions or negligent acts arising out of the performance of (or the failure to perform) professional services hereunder such as, but not limited to: systems analysis, system design, programming, data processing, consulting, system integration and information services. The Professional Liability coverage shall include contractual liability coverage in support of the Vendor’s indemnification agreements in favor of ISBE, shall be written on a “claims made” basis and must be maintained for a period of not less than three (3) years following the date of final payment to the Vendor for all such Services.

The Vendor shall cause all of its subcontractors to purchase and maintain insurance coverages identical to those required of the Vendor hereunder. Insurance shall not limit Vendor’s obligation to indemnify, defend or settle any claims.

Upon execution of this Agreement, the Contractor shall provide a copy of certificate of insurance evidencing the coverage described in this Section. The policy specified above shall be placed with an insurance company reasonably acceptable to ISBE.

Quotes Must Include:

Quote should encompass all costs into one final total.

Notes to Vendor:

• All quoted prices must be valid for 30 days from date of submission. All prices must include all charges.

• No price increases will be accepted. In the event of a price decrease, the agency is guaranteed to receive the lowest price.

• ISBE reserves the right to reject all offers; to reject individual offers for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; and to waive minor defects.

• Vendors are encouraged to register as a Small Business with the State of Illinois

• If you have questions about State of Illinois purchasing procedure, policy or payment please contact ISBE contact located below before placing your quote for consideration.

• Vendor may attach separate page describing its bid.