Video Production Services - Small Purchase

The State of Illinois, through the Illinois Department of Veterans Affairs, is issuing a Request for Quote (RFQ) for field services annual training conference room and lodging services as a small purchase procurement. The procurement seeks venue accommodations and services for approximately 100 attendees participating in a six-day training event scheduled for April 19-24, 2026. Qualified vendors must be located in one of thirteen specified Illinois counties and provide comprehensive lodging accommodations totaling 15 rooms on Sunday, April 19, and 85 rooms Monday through Thursday, April 20-23, with checkout on Friday, April 24. The facility must include a main plenary room configured classroom-style for 100 people, one breakout room for 50 people, dedicated registration space, a hospitality suite, and a banquet room for 90 people. Required amenities include comprehensive audiovisual equipment, wireless internet access, power outlets for laptops, daily coffee and tea service, assorted snacks throughout each day, continental breakfast for 100 people daily, and buffet dinner service on Thursday. All submissions must be received by the due date specified in BidBuy, with quotes valid for 90 days from submission and all expenses included with no price increases permitted after submission. Vendors are responsible for ensuring ADA accessibility and providing onsite parking accommodations with parking costs included in the quote price.

The procurement does not specify set-aside designations or restrictions on respondent types, though vendors must demonstrate geographic eligibility by being located within the thirteen designated Illinois counties. No incumbent vendors or existing contractors are identified in the solicitation materials. All products and services must be new with a minimum one-year warranty from the date of delivery. Lodging will be billed directly to the Illinois Department of Veterans Affairs with each reserved room requiring a detailed itemized receipt. The State reserves the right to reject any or all offers and to cancel the event up to 72 hours in advance without penalty. No specific budget range or award value is disclosed in the available documentation. Submissions may be made electronically via email to leah.thomas@illinois.gov or directly through the BidBuy platform using the Items Tab for pricing submission.