IDVA FY25 Annual Field Services Training

The Illinois Department of Veterans Affairs (IDVA) is seeking a conference venue and lodging facilities for its Annual Field Services Training scheduled from April 20-25, 2025, specifically targeting counties including Lake County. The Request for Quote (RFQ) requires a facility capable of accommodating approximately 80 attendees with specific lodging and meeting space requirements, including 12 rooms on April 20 and 80 rooms for April 21-24. The venue must provide a main plenary room for 70 people, a breakout room for 35 people, and include AV equipment with WiFi and presentation technology. Additional requirements include catering services such as daily continental breakfast, continuous beverages and snacks, and a Wednesday evening banquet dinner. The facility must be ADA accessible with onsite parking, and vendors must bid on ALL line items to be considered responsive. Quotes must be submitted electronically via email to amanda.gray@illinois.gov or through BidBuy prior to the December 2, 2024 due date, with quotes remaining valid for 90 days.

The procurement appears open to vendors across multiple Illinois counties, with no specific set-aside designations explicitly noted in the documents. Vendors must comply with extensive state certifications outlined in the Standard Illinois Certifications document, which includes requirements related to educational loan default status, tax compliance, anti-competitive practices, and cybersecurity standards. The contract is contingent upon standard state procurement terms, including potential performance monitoring and background checks. Vendors must maintain books and records for 3-5 years and carry specified insurance coverage, including $1 million in general commercial liability. While a specific budget range is not provided, the comprehensive requirements suggest a significant investment in conference and lodging services. The state reserves the right to cancel up to 72 hours in advance, and all products must carry a minimum one-year warranty from the delivery date. Vendors will be expected to provide all required supplies and services at the lowest possible price.