AGR-Cannabis-Audio Serviced during Hemp Summit

The Illinois Department of Agriculture is seeking audio-visual services for the 2025 Illinois Industrial Hemp Summit through a Basic Ordering Agreement (BOA) for an event tentatively scheduled on March 27, 2025, at the Artisan Building on the Illinois State Fairgrounds. The procurement requires a vendor to provide comprehensive audio-visual equipment, including two 9x12 projector screens with skirting, presentation monitors, powered speakers with stands, audio mixer, podium and wireless microphones, lighting fixtures with crank-up towers, a lighting console, and a spotlight. Vendor qualifications mandate being an established manufacturer or authorized dealer with a minimum of 5 years of experience, with the ability to maintain readily available parts and service within Illinois. The contract term extends through June 30, 2025, with required equipment setup scheduled for the day before the event. Vendors must provide F.O.B. destination pricing that includes all transportation and handling costs, with the total contract value under $50,000 and funded by state sources. The Department of Innovation and Technology (DoIT) will supplement the vendor's equipment by providing cameras, video switcher, and livestream capabilities with real-time auto-captions.

While no specific set-aside designations for disadvantaged enterprises are mentioned in the documentation, the contract allows for flexibility in potential date or venue changes within the fairgrounds. The procurement appears open to qualified audio-visual service providers who can meet the technical specifications and experience requirements. No information is provided about incumbent vendors or existing technological infrastructure beyond the DoIT's commitment to provide supplemental video and streaming equipment. The contract's modest budget of under $50,000 suggests this is a relatively small-scale procurement focused on supporting the Industrial Hemp Summit's technical production needs. Interested vendors must carefully review the BOA document and be prepared to demonstrate their technical capabilities, equipment inventory, and ability to support the event's specific audio-visual requirements within the specified timeframe.