EXEMPT NOTICE DOI GCI Exempt Procurement Report - January 2026

The Illinois Law Enforcement Training & Standards Board (ILETSB) is soliciting hotel services through a Request for Quote (RFQ) process for a two-day Board meeting scheduled for March 4-5, 2026, in Springfield, Illinois. The procurement seeks direct quotes from hotels only, excluding event planners, with submissions due by the deadline specified in BidBuy. The hotel must provide comprehensive lodging accommodations consisting of 10 rooms on Tuesday (5 direct-billed), 55 rooms on Wednesday (35 direct-billed), and 20 self-pay rooms, along with a 4,000 square-foot ballroom configured with U-shaped seating for 22 Board members and theater-style seating for approximately 100 attendees. Required services include audio/visual equipment and technician support for both days, catering services featuring full breakfast for 80-100 attendees on Thursday morning and beverages on Wednesday, and parking accommodations for overnight guests plus 30 additional spaces with in-out privileges. Pricing must be presented as all-inclusive, line-item costs at prevailing state government rates or better, with all applicable taxes itemized separately, valid for 180 days from submission with no price increases unless mutually agreed upon. Meeting schedules include Wednesday sessions from 1:00 p.m. to 5:00 p.m., Thursday breakfast from 7:30 a.m. to 9:00 a.m., and a Board meeting from 9:00 a.m. to noon. The quote submission must include current published breakfast and break banquet menus with pricing and a floor plan with room capacity information.

The procurement documents indicate that Illinois procurement preferences are available under the Illinois Procurement Code, allowing bidders to claim applicable preferences such as Illinois Business Preference or Domestic Product Preference with appropriate documentation and line-item designation. No deposit is required, and no attrition clause is permitted in the hotel agreement. The state reserves the right to reject all offers, cancel up to 72 hours in advance, and award to the vendor meeting all requirements at the lowest price. The hotel must agree to direct bill the state for guest rooms and food and beverage charges, with payment made in accordance with state requirements. While specific budget ranges or award values are not explicitly stated in the available documentation, the procurement scope and requirements suggest a moderate-value contract based on the lodging block size and comprehensive service requirements. No incumbent vendors or existing infrastructure integration requirements are noted in the solicitation materials.