TENT RFQ IDPH 03.10.2025.pdf

R E Q U E S T F O R Q U O T E

AGENCY: __Illinois Department of Public Health___ CONTACT: Michael L. Kalaskie___

EMAIL:_michael.l.kalaskie@illinois.gov___ BidBuy Requisition Number 25-482DPH-FINAN-R-255756

SPECIFICATIONS

CONTRACT

LENGTH/

ESTIMATED

TOTAL HOURS

The Illinois Department of Public Health “IDPH” requests the procurement of a custom-made event post frame tent, including services to install and remove the Tent for ten years as stated within the location and the required services listed below.

LOCATION Illinois State Fairgrounds, 801 E Sangamon Ave, Springfield, IL 62702, Du Quoin State Fairgrounds, 655 Executive Drive, Du Quoin, Illinois 62832, and two additional locations annually, dependent on IDPH's event participation. Tent installation will be within a 200-mile radius of the Springfield, IL Metro Area but not to reach beyond the State line of Illinois.

REQUIRED

SERVICES

The Illinois Department of Public Health is seeking a vendor to provide IDPH with a custom-made event post frame Tent imprinted with IDPH's approved logo and two event tables.

IDPH will need a vendor that can provide the tent, maintain it, set it up, and take it down for four events per year.

IDPH requires a 20-foot x 20-foot custom-made event post frame Tent, white in color, with a custom canopy quadrant imprinted with an approved IDPH logo in PMS color Blue, code PMS 301C in addition to the other shades of blue used in the logo are PMS 643C and PMS 646C. Pantone White and Pantone Black. (see attachment labeled IDPH_Logo2014_Slogan_301C (002).png). The imprinted logo will be imprinted / installed at the entrance-facing canopy quadrant. The Tent must have 7-foot-tall sidewall poles made of 2” diameter, anodized aluminum and 16-oz PVC Vinyl (580 gram) canopy and sidewalls.

The Tent must have removable side walls, with one entrance on the front wall and two windows each on the left side and right sidewalls equally distributed along the side-wall. The removable sidewall must be able to roll up with the capability to be held up in place or slide out of the way, allowing one or more sides to open and quickly close for inclement weather.

The Tent must have a lighting kit with six 48” (48-inch) LED light strips that can be hung and secured in place in varying locations throughout the Tent. The set-up kit must include all cabling and all required power cables to connect the lights together and standard 120-volt U.S. power sources must be used.

There must also be two 96" x 30" event tables, each collapsible and including four folding chairs capable of supporting adults.

The Vendor must provide all labor, materials, supplies, equipment, transportation, commercial liability insurance, auto insurance, worker’s compensation insurance, permits, and fees and must provide all other services, materials, and items necessary to deliver, install, set up, maintain, operate, teardown and store said Tents. This will be required for four events annually ( Illinois State Fair in Springfield, IL, and Du Quoin State Fair in Du Quoin, IL, and two additional events annually that would be determined based on the Agency's needs). The Vendor would also be responsible for storing, maintaining, and cleaning the Tent between events, including mending any tears or any damage caused while in use.

The vendor shall provide maintenance for the duration of all events with the following minimum requirements: (1) the vendor shall be on an “on-call” basis when not physically present, and (2) the vendor must be available on a twenty-four-hour basis for emergency duty.

The Vendor will be responsible for any fees or any other penalties accrued or other amounts claimed to be owed due to a failure to comply with timeliness requirements for the tent's set-up and removal.

Additionally, during the term of this contract, the Vendor shall maintain and provide the Illinois Department of Public Health 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. Insurance shall not limit the Vendor's obligation to indemnify, defend, or settle claims.

The vendor is responsible for checking with the Illinois Department of Labor to determine if services are subject to prevailing wage and to ensure that the proper prevailing wage is paid to its workers, if applicable.

All quotes must be entered in the items tab in BidBuy.

Note to Vendor: The quote must be valid for 90 days from date of submission and must include a l l e x p e n s e s . We reserve the right to reject all offers and to reject individual offers for failure to meet any requirement. The winning vendor must possess all mandatory qualifications and offer the lowest bid.

Below is an image from the .png file labeled ‘IDPH_Logo2014_Slogan_301C (002).png’