Re-Bid 2027 DBE Today's Challenge, Tomorrow's Reward Conference - IFB

The Illinois Department of Transportation's Office of Business and Workforce Diversity is soliciting bids on a venue for the 2027 Disadvantaged Business Enterprise Conference: Today's Challenge, Tomorrow's Reward, a two-day event to be held between February 24 and April 8, 2027, in Cook, Will, DuPage, Kane, McHenry, or Lake County, with bids due October 20, 2026. This is a re-bid solicitation.

The venue must accommodate approximately 500 attendees, 75 vendor exhibitors, and staff across a general session room, six breakout rooms (up to 75 theater-style seats each), and an exhibitor area with skirted and curtained dividers. Required infrastructure includes audio-visual and wired or wireless internet access throughout, complimentary parking with validation, a business center, registration facilities, and a registration/booth area. The conference facilitator requires one suite for three nights at government rates.

Catering is included in the vendor's bid: a networking appetizers reception (hot and cold stations) for Day 1 (~500 attendees), two daily break refreshment services (500 people each), buffet breakfasts for both days (350 attendees each day plus 50 VIP attendees on Day 2), and plated luncheons for both days (500 attendees each day). Overnight accommodations must include 150 rooms for two nights and 50 rooms for one night at government rates. Bidders must submit detailed menu breakdowns and comply with prevailing wage requirements for applicable food service categories. Final menu selections and per-person pricing will be determined after award based on confirmed attendee registration counts, with no additional charges permitted beyond the quoted pricing.

Eligible conference dates are February 24–25, March 10–11, March 17–18, March 24–25, March 31–April 1, or April 7–8, excluding the week of March 1. The contract term is ten months from execution with no renewal options; the State may terminate for convenience with 30 days' notice. No subcontractors are permitted. The vendor must carry General Commercial Liability of $1 million per occurrence / $2 million aggregate, Auto Liability of $1 million per occurrence, and Workers' Compensation as required by law, with the State as additionally insured. The contract does not receive federal funding. Bidders must be Illinois Vendor Registration–compliant or complete the appropriate Vendor Disclosure form. Bid prices must remain firm for 180 days from opening. The State will award to the lowest priced responsive and responsible bidder.