SBE-AU084-School Nutrition Training Conference

The Illinois State Board of Education (ISBE) has issued a Request for Quote (RFQ) for a venue to host the 2025 School Nutrition Programs Annual Training in Champaign County. The event will occur on Monday, June 16th (half day starting at 11:00 AM) and Tuesday, June 17th (full day until 5:00 PM), with potential locations in Champaign/Urbana, Bloomington/Normal, or Peoria. The primary procurement objective is to secure a conference venue capable of accommodating 300 attendees on the first day and up to 650 on the second day, with specific venue requirements including a main room for 600 people for keynote sessions and lunch, plus three additional breakout rooms. Required deliverables include comprehensive audiovisual equipment setup (high-speed internet, screens, podiums, microphones), registration table arrangements, and catering services featuring a sandwich boxed lunch with meat and vegetarian options. The contract term runs from execution through June 19, 2025, with a room block of 60 rooms. The RFQ requires vendors to provide a comprehensive quote encompassing all costs, with prices valid for 30 days and no subsequent price increases permitted.

The contract opportunity does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. Vendors must provide comprehensive insurance coverage, including general commercial liability, auto liability, workers' compensation, and professional liability insurance. The standard Illinois certifications document indicates that vendors must comply with 33 different legal and ethical standards, covering areas such as business practices, employment standards, tax obligations, and procurement regulations. Failure to meet these certifications could result in significant penalties, including contract voiding, suspension, or debarment. While no specific budget range is explicitly stated in the documents, the comprehensive requirements suggest a substantial contract value that would cover venue rental, audiovisual services, catering, and associated logistical expenses for a multi-day conference serving up to 650 attendees. Interested vendors must carefully review the attached standard terms and conditions and certification documents to ensure full compliance with state procurement requirements.