AGR-Cannabis-Audio Serviced during Hemp Summit

The Illinois Department of Agriculture is seeking a Basic Ordering Agreement (BOA) for audio-visual equipment and services for the 2025 Illinois Industrial Hemp Summit, scheduled tentatively for March 27, 2025, at the Artisan Building on the Illinois State Fairgrounds. The procurement involves comprehensive audio-visual support, including two 9x12 projector screens with skirting, presentation monitors, powered speakers with stands, audio mixer, podium microphone, wireless handheld microphones, lighting fixtures, and a spotlight. Vendors must be authorized dealers of established manufacturers with a minimum of 5 years of manufacturing experience and demonstrate the capability to provide parts and service within Illinois. The contract requires setup the day before the event, with flexibility to accommodate potential date or venue changes within the fairgrounds. The contract period extends through June 30, 2025, with F.O.B. destination pricing that includes all transportation and handling costs. The Department of Information Technology (DoIT) will supplement the vendor's services by providing cameras, video switcher, projector feed, and livestream capabilities with real-time auto-captions. The proposal submission deadline is March 4, 2025, with the contract opportunity posted on February 28, 2025.

While no specific set-aside designations or restrictions on vendor types are explicitly mentioned in the documentation, the procurement appears to be open to qualified audio-visual service providers meeting the specified technical requirements. No incumbent vendors are identified in the available materials, and no specific budget range or total contract value is disclosed. The requirement for vendors to be authorized dealers of established manufacturers with substantial manufacturing experience suggests a preference for experienced and reputable providers. The Department of Information Technology's involvement in providing complementary technological infrastructure indicates a collaborative approach to event technical support. The BOA is classified as being under $50,000, which suggests a relatively small-scale procurement focused on specialized audio-visual services for the Industrial Hemp Summit. Vendors will need to demonstrate technical competence, equipment quality, and the ability to provide responsive, flexible support for this state-sponsored agricultural event.