FY26 field services annual training

The Illinois Department of Veterans Affairs, through the State of Illinois Chief Procurement Officer for General Services, is issuing a Request for Quote (RFQ) for FY26 Field Services Annual Training services. This procurement seeks a single vendor to provide comprehensive conference and lodging services for approximately 100 attendees during an event scheduled for April 19-24, 2026, in one of 30 specified Illinois counties. Required deliverables include a block of 15 hotel rooms for Sunday, April 19, and 70 rooms for April 20-23 with Friday checkout; multiple meeting spaces including a main plenary room configured classroom-style for 100 attendees, a 50-person breakout room for Tuesday and Thursday, a hospitality suite operational Monday through Thursday from 6:00 p.m. to 11:00 p.m., and a banquet room for Thursday dinner service. The vendor must provide complete audiovisual support across all meeting spaces, including WiFi internet access, projectors, screens, wireless microphone systems, podiums, and laptop charging capabilities. Training sessions operate from 10:30 a.m. to 5:00 p.m. on Monday and 7:30 a.m. to 5:00 p.m. Tuesday through Thursday, concluding Friday at 12:00 p.m. Catering services must include daily coffee, tea, water, and assorted snacks throughout each day; continental breakfast for 100 attendees Monday through Friday; and a Thursday buffet dinner for 90 people featuring two meat options, a vegetarian option, two sides, salad, and dessert. The venue must be ADA accessible with onsite parking included, and all pricing must be all-inclusive with no price increases permitted. Quotes must be submitted electronically via BidBuy with a validity period of 90 days from submission, and the due date for proposals is January 23, 2026.

All vendors submitting quotes must certify compliance with 34 distinct State of Illinois requirements spanning eligibility, ethical conduct, employment practices, environmental compliance, and regulatory adherence as outlined in the Standard Illinois Certifications document. Vendors must maintain general commercial liability insurance of $1,000,000 per occurrence and $2,000,000 annual aggregate, auto liability coverage of $1,000,000 per occurrence, and workers' compensation insurance as required by law. Prevailing wage compliance is mandatory for applicable service categories including food services, with rates available through the Illinois Department of Labor. While the RFQ does not explicitly designate this as a Business Enterprise Program (BEP) set-aside, vendors should note that the State of Illinois has established a 30 percent aspirational BEP goal for contracting with businesses owned by minorities, women, and persons with disabilities. No incumbent vendors or specific budget range is identified in the procurement documents; however, all pricing must include lodging, direct billing to the Illinois Department of Veterans Affairs, and itemized receipts for each room booked. The State reserves the right to cancel the event up to 72 hours in advance and does not waive sovereign immunity through contract execution. All work product and intellectual property created under the contract becomes the sole property of the State of Illinois, and vendors awarded contracts of $1,000 or more must pay a $15 fee to the Comptroller's Administrative Fund.