RFQ-Tobacco Conference April FY20~1.docx
DOCX document 21 KB Posted
- Attached to
- OHPm:Tobacco-Free Annual Grantee Meeting FY20
- Solicitation number
- 20-482DPH-HLTHP-B-12172
- Issued by
- St. Clair County, Illinois
About this file
This document is a Request for Quote (RFQ) issued by the Illinois Department of Public Health for a conference room and catering services for the Illinois Tobacco-Free Communities Grantee Meeting to be held on April 22-23, 2020 in Springfield, Illinois. The meeting is expected to have 110 attendees and requires a main plenary room with registration space, a breakout room, audiovisual equipment, and catering services including an afternoon snack, continental breakfast, and buffet lunch. The RFQ specifies the physical layout, schedule, and technical requirements. Quotes are due by the time and date specified in BidBuy and must be valid for 180 days. The selected vendor must be able to provide all required supplies and services and offer the lowest price.
The RFQ includes pricing terms and requires an all-inclusive quote to provide the specified supplies and services. It does not mention any set-asides, incumbents, funding requirements or sources, or contract term and renewal options.
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Text version
ILLINOIS DEPARTMENT OF PUBLIC HEALTH
R E Q U E S T F O R Q U O T E Quotes are due by the time and date specified in Bid Buy.
| AGENCY: | Illinois Department of Public Health | |
| ADDRESS: | 535 W. Jefferson St. | |
| CITY: | Springfield, IL 62761 | |
| CONTACT: | Sarah Blakley | |
| PHONE: | 217 558-7278 | |
| FAX: | 217 782-1235 | |
| EMAIL: | Sarah.Blakley@illinois.gov |
| Item # |
| Specifications and Requirements: |
| 1 |
| Conference room in Springfield, Illinois for the Illinois Department of Public |
Health, Tobacco-Free Communities Grantee Meeting.
Meeting Dates: April 22 – 23, 2020 Wednesday: 12:00 p.m. – 5:00 p.m.
Thursday: 7:30 a.m.- 3:00 p.m.
The expected number of attendees is 110.
Physical Layout:
Wednesday, April 22, 2020 -- Registration space outside the meeting room from 10:30 a.m. – 5:00 p.m. Two draped registration tables with two chairs and a waste basket.
Main Plenary Room – 12:00 p.m. – 5:00 p.m. Covered round tables with crescent round seating for 110 people. Four covered draped vendor tables in the rear of the meeting room.
Afternoon snack served at 2:45 p.m. in main plenary room for 110 people.
One Break Out room – 11:30 a.m. – 4:00 p.m. with 8 round tables, seating for 50 people.
Thursday, April 23, 2020 -- Registration space outside the meeting room from 7:00 a.m. – 3:00 p.m. Two draped registration tables with two chairs and a waste basket.
Continental breakfast served inside plenary room from 7:30 a.m. – 8:30 a.m.
Main Plenary Room – 7:00 a.m. – 4:00 p.m. with draped round tables with crescent round seating for 110 people. Four covered draped vendor tables in the rear of the meeting room.
Buffet luncheon served inside plenary room from 12:30 p.m. to 1:30 p.m.
| 3 |
| Audiovisual: |
Wednesday, April 22, 2020 --Main Plenary Room with AV including LCD projector, laptop, cables, cart, extension cords if needed, screen large enough to accommodate 110 people, two wireless microphones.
One Break Out room – 11:30 a.m. – 4:00 p.m. One Microphone needed.
Thursday, April 23, 2020 --Main Plenary Room with AV including LCD projector, laptop, cables, cart, extension cords if needed, screen large enough to accommodate 110 people, two wireless microphones.
| 4 |
| Catering: |
Wednesday, April 22, 2020 -- Afternoon snack for 110 people served at 2:45 p.m. in plenary room. Afternoon snack: brownies, assorted fruits and vegetables served with water. There will be no continental breakfast or buffet luncheon served.
Thursday, April 23, 2020 -- Continental Breakfast 7:30 a.m. – 8:30 a.m. for 110 people in plenary room.
Thursday, April 23, 2020 –Buffet luncheon 12:30 p.m.-1:30 p.m. for 110 people in plenary room. Buffet luncheon must consist of a chicken entrée, 2 starches, 2 vegetables, brownies and cookies. A vegetarian and vegan entrée option must be available for the same price. Final counts of the types of entrées needed will be provided prior to the event.
There will be no afternoon snack served on Thursday.
| 5 |
| Location/transportation: |
The venue must be in Springfield, IL.
Lodging--April 22, 2020, Block of at least 80 rooms to be paid by individual attendees (cost not included in this quote).
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
File details come from the government source that posted it. Updated .