RFQ-Tobacco Conference_.docx
DOCX document 22 KB Posted
- Attached to
- OHPm:Tobacco-Free Annual Grantee Meeting
- Solicitation number
- 20-482DPH-HLTHP-B-9669
- 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 in Springfield, Illinois for the Illinois Department of Public Health's Tobacco-Free Communities Grantee Meeting. The meeting is scheduled for October 2019 over two days, with the expected attendance of 110 people. The RFQ outlines the specific requirements, including the physical layout of the event space, audiovisual needs, catering services, and the need for a block of 80 hotel rooms for Tuesday night. Quotes are due by the time and date specified in Bid Buy, and the selected vendor must be able to provide all the required supplies and services and offer the lowest price.
The RFQ requires an all-inclusive quote that includes all expenses. The selected vendor will be awarded the contract, but the agency reserves the right to reject all offers and individual offers for failure to meet any requirement.
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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: October 2019 (Tuesday-Wednesday, week to be determined by availability of bidding hotels) Tuesday 12:00 p.m. – 5:00 p.m.
Wednesday: 7:30 a.m.- 3:00 p.m.
The expected number of attendees is 110.
Physical Layout:
Tuesday-- 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.
Wednesday-- 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: |
Tuesday--Main Plenary Room with Full AV (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
Wednesday Main Plenary Room with Full AV (LCD projector, laptop, cables, cart, extension cords if needed, screen large enough to accommodate 110 people, two wireless microphones).
| 4 |
| Catering: |
Tuesday-- Afternoon snack served at 2:45 p.m. in plenary room. Afternoon snack: brownies, assorted fruits and vegetables served with water. There will be no breakfast served.
Wednesday-- Continental Breakfast 7:30 a.m. – 8:30 a.m. for 110 people in plenary room with coffee, tea, and water. We consider continental breakfast to be the cheapest option.
Wednesday-- 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 Wednesday.
| 5 |
| Location/transportation: |
The venue must be in Springfield, IL.
Lodging-- Tuesday night: 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 .