Loyola University Venue for AM Training - Small Purchase

The Illinois Department of Housing (IHD) is procuring venue and audiovisual services through a small purchase contract classified as a general services engagement for Adams County. The procurement involves securing facilities at Loyola University of Chicago for a four-day training event scheduled for March 3-6, 2026. The deliverables include room rentals at CLC-Kasbeer Hall configured for both half-day and full-day sessions, classroom space at CLC Classrooms, and built-in audiovisual equipment with classroom setup services. The vendor must provide comprehensive facility and technology support, including meeting rooms, overnight accommodations, food and beverage services, and additional support infrastructure. Key requirements include submission of a tentative written schedule at least thirty (30) calendar days prior to the conference and a final schedule twenty-one (21) calendar days in advance. The contract was posted on December 16, 2025, with an identical due date for submissions. Evaluation will be based on the vendor's ability to meet facility specifications, provide adequate audiovisual capabilities, manage food and beverage services through designated caterers (ARAMARK Educational Services, Inc.), and maintain compliance with all insurance and safety requirements outlined in the agreement.

The procurement includes no specific set-aside designations or restrictions limiting the types of organizations that can respond, with no Business Enterprise Program (BEP) or Veterans Business Program (VBP) utilization requirements identified. Loyola University of Chicago is the incumbent vendor providing the venue and services. The organization procuring these services must maintain comprehensive insurance coverage including Workers' Compensation ($500,000 per employee), Commercial General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Sexual Molestation coverage if minors are involved ($1,000,000 per occurrence/$2,000,000 aggregate), Automobile Liability ($1,000,000 combined single limit), and Umbrella/Excess Liability ($3,000,000 per occurrence/$3,000,000 aggregate). The total contract value is $9,250.00, with a non-refundable deposit of $4,625.00 due upon submission of the signed agreement and the remaining balance of $4,625.00 due fourteen (14) days prior to the event. Cancellation fees range from 20% to 100% of total estimated costs depending on notice period, with no fees assessed if cancellation results from force majeure events and the conference is rescheduled within sixty (60) days.