SBE-AU112-2025 Those Who Excel & Teacher of the Year Banquet

The Illinois State Board of Education (ISBE) is seeking a vendor to provide conference and catering services for the 2025 Those Who Excel & Teacher of the Year Banquet scheduled for May 17, 2025, from 4 PM to 9:30 PM. The procurement is a Request for Quote (RFQ) for a comprehensive event venue in Central Illinois, with preferred locations including Bloomington, Normal, Peoria, Champaign, and Springfield. The vendor must provide a conference space within a hotel or walking distance from a hotel that can accommodate between 700 and 1,050 attendees, including meeting rooms, a registration area, a banquet room, and necessary audiovisual equipment. Key deliverables include room rental, table rental, beverages, and a plated dinner for attendees, with additional meals required for student performers and ISBE staff/volunteers. The evaluation criteria primarily focus on the lowest total price, with the quote required to be all-inclusive and valid for 160 days from submission. The RFQ responses are due by November 14, 2024, and ISBE reserves the right to reject any offers that do not meet the specified requirements.

While no specific set-aside designations are explicitly mentioned, vendors must comply with the Standard Illinois Certifications, which include requirements related to minority- and women-owned businesses and various ethical and legal standards. The contract will be set up for direct billing to ISBE after the event, with a negotiated hotel room rate of $110 per night. Previous catering expenses for similar events have ranged from $30,000 to $40,000, though no specific budget range is provided in the documentation. The venue has historically been the Bloomington-Normal Marriott, which ISBE has appreciated for its location, venue size, and availability. Potential vendors must submit comprehensive quotes that include all required supplies and services, with pricing for the estimated 1,050 attendees and an additional per-plate rate for any extra participants. The contract is subject to standard Illinois state terms and conditions, including compliance with various legal and ethical requirements outlined in the Standard Illinois Certifications document.