SHIP Conference Catering Services

The Illinois Department on Aging (IDoA) is seeking catering services for five annual Senior Health Insurance Program (SHIP) conferences scheduled throughout Illinois in fall 2025. This procurement is specifically designated as a Small Business Set Aside Program opportunity, targeting vendors to provide comprehensive catering services for approximately 80-100 participants at each conference. The conferences will be held at five distinct locations: Advocate Good Shepard Hospital in Barrington, The Rock Church in Centralia, Rush University Medical Center in Chicago, Illinois Department of Agriculture State Fairgrounds in Springfield, and Glendale Heights Senior Center. Catering requirements include providing a full-day food service package consisting of continental breakfast, lunch, and afternoon snack, with vendors responsible for all food, beverages, serving materials, setup, and cleanup. The contract solicitation was posted on September 9, 2025, with proposals due by September 15, 2025, and will be awarded through the BidBuy Purchase Order system based on the lowest responsive and responsible bid. Vendors must comply with state procurement regulations, including prevailing wage laws and background check requirements.

This procurement is exclusively reserved for small businesses, with strict limitations on vendor eligibility through the Set Aside Program. Potential vendors must register in the Illinois BidBuy system, carefully selecting appropriate NIGP (National Institute of Governmental Purchasing) codes including 961-15, 918-52, 952-30, 961-38, 962-40, 972-18, and 989-40 to receive relevant bid notifications. The contract term will run from the final signature date through January 31, 2026, with potential for awarding different locations to separate vendors. While specific total contract value is not explicitly stated, the procurement indicates payments will not exceed a predetermined amount to be specified prior to contract execution. Vendors must provide general commercial liability insurance of $1,000,000 per occurrence and $2,000,000 annual aggregate, along with auto liability and worker's compensation coverage. Subcontracting is prohibited, and the contract remains contingent on fund availability and subject to standard state procurement regulations. Interested vendors can seek registration assistance through the BidBuy Vendor Help Desk via email at il.bidbuy@illinois.gov or by phone at 866-455-2897.