FY26 field services annual training

The Illinois Department of Veterans Affairs (IDVA) is issuing a Request for Quote (RFQ) for lodging and conference room space to support the FY26 Field Services Annual Training scheduled for April 19-24, 2026. The procurement seeks a single vendor to provide comprehensive hotel accommodations and conference facilities for approximately 100 attendees, requiring 15 single-occupancy rooms on April 19 and 70 single-occupancy rooms April 20-23, with checkout on April 24. Conference space deliverables include a main plenary room configured classroom-style for 100 people, one breakout room for 50 people (available Tuesday and Thursday only), registration space, and a banquet room with seating for 90 people. The vendor must supply full audiovisual capabilities including screens, projectors, wireless microphones, podiums, WiFi, ethernet connections, and power strips capable of supporting up to 100 laptop charges. Catering requirements include daily coffee, tea, water, and assorted snacks throughout training days, plus continental breakfast for 100 people Monday through Friday and a Thursday evening buffet dinner for 90 people with two meat options, vegetarian option, sides, salad, and dessert. The facility must be ADA-accessible within Illinois with onsite parking included, and the vendor must provide itemized receipts billed directly to IDVA. Quote submissions must be received by February 13, 2026, either electronically via email to Leah.thomas@illinois.gov or through the BidBuy platform, with quotes valid for 90 days and all expenses included with no price increases permitted. The State reserves the right to reject any or all offers and will select the vendor offering the lowest price while meeting all requirements.

No specific set-aside designations for disadvantaged or minority-owned enterprises are identified in the procurement documents; however, all vendors must comply with Illinois Standard Certifications requirements, including compliance with 34 distinct conditions covering legal, ethical, and operational standards, and must comply with a $15 minority contractor initiative fee for contracts valued at $1,000 or more. Vendors are required to maintain books and records for three years (five years if federal funds are used), obtain prior written approval for any subcontracting, and carry specified insurance coverage including $1,000,000 general commercial liability and workers' compensation insurance. The Standard Terms and Conditions establish that payments will be made in accordance with the State Prompt Payment Act, and vendors must comply with prevailing wage requirements where applicable and all applicable federal, state, and local laws. No incumbent vendor or current contractor information is provided in the available documentation. The specific budget or award value for this procurement is not disclosed in the posted materials, though the estimate for approximately 100 attendees over five days with full lodging, meals, and conference services suggests a substantial contract value.