Bid Solicitation: 27-494DOT-FINAD-B-54239

Time remaining

Header Information

Bid Number:

27-494DOT-FINAD-B-54239

Description:

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

Bid Opening Date:

10/26/2026 02:00:00 PM

Purchaser:

Aaron Beard

Organization:

DOT - Transportation

Department:

FINADMIN494 - Finance & Administration

Location:

AK001 - Budget & Fiscal Management

Fiscal Year:

Type Code:

10 - Invitation for Bid (IFB)

Allow Electronic Quote:

Yes

Alternate Id:

Required Date:

Available Date :

10/06/2026 11:40:00 AM

Info Contact:

Contact Aaron Beard at aaron.beard@illinois.gov

Bid Type:

OPEN

Informal Bid Flag:

Purchase Method:

Open Market

Pre Bid Conference:

N/A

Bulletin Desc:

Ship-to Address:

Brian Hendricks
Office of Business and Workforce Diversity
2300 S. Dirksen Pkwy
Springfield, IL 62764
US
Email: Brian.D.Hendricks@illinois.gov
Phone: (217) 782-6286

Bill-to Address:

Brian Hendricks
Office of Business and Workforce Diversity
2300 S. Dirksen Pkwy
Springfield, IL 62764
US
Email: Brian.D.Hendricks@illinois.gov
Phone: (217) 782-6286

Print Format:

Bid Print New

File Attachments:

Addendum 1 - Re-Bid~2.docx
Re-Bid 2027 TCTR Conference IFB Contract - ~2.docx
Re-Bid 2027 TCTR Conference invitation-for-bid-vendor-instructions-and-requirements-v26-1.docx
Attachment A Re-Bid 2027 TCTR Conference - Pricing Table 7.1.26.xlsx
Re-Bid 2027 TCTR Conference invitation-for-bid-offer-to-the-state-of-illinois-v-25-3-2-24-25.pdf
ipg-active-registered-vendor-disclosure-formerly-forms-b-v-26-1-8-26-2025-1~23.docx
vendor-disclosure-formerly-forms-a-v27-1-2026-0624~13.docx

Form Attachments:

Required Quote Attachments

Desired Attachment Name	Description
Offer to the State of Illinois	Upload completed Offer with authorized signature here
Signed Contract	Upload signed contract here
Attachment A - Pricing Table	Failure to complete and upload may result in disqualification
Vendor Disclosures or IPG Active Registered Vendor Disclosure	Failure to complete and upload will result in disqualification

SPO Name:

Adam Aldridge

Is this a Small Business Set Aside Procurement?:

Is there a BEP/VBP Participation Goal? :

Link to Original Contract :

Amendments:

Amendment #	Amendment Date	Amendment Note
1	10/16/2026 02:41:14 PM	The State of Illinois is extending the bid opening date to allow vendors more time to submit their bid after receiving vendor questions. Please see attached, Addendum #1. If any vendor has already submitted a bid, they will be able to submit a second or revised bid based off the Q&A. All vendors must acknowledge all amendments at the time of the bid opening. New bid opening date: 10/26/2026 @ 2:00pm. Header 1. Bid Opening Date changed from "10/20/2026 02:00:00 PM" to "10/26/2026 02:00:00 PM". Attachment File Changes: Header 1. File 'Addendum 1 - Re-Bid~2.docx': File 'Addendum 1 - Re-Bid~2.docx' added .

Item Information

Item # 1:

The Illinois Department of Transportation's Office of Business and Workforce Diversity (OBWD) seeks a venue for the 2027 Disadvantaged Business Enterprise (DBE) Conference: Today's Challenge, Tomorrow's Reward. The event provides workshops and networking to help DBE firms pursue federally funded highway contracts and supports Federal Highway Administration (FHWA) goals. The 2027 conference will be held for two (2) consecutive days during the period of February 24, 2027, through April 8, 2027 in Cook, Will, DuPage, Kane, McHenry, or Lake County. Bidders must complete the provided pricing table and include it with their bid submission. The completed pricing table must be uploaded in BidBuy under the Required Documents section of the Attachments tab. Failure to submit a completed pricing table may result in the bid being considered incomplete and rejected.

Qty	Unit Cost	UOM	Total Discount Amt.	Total Cost
This item is narrative

Item # 2: ( 971 - 30 )

Venue Rental and Conference Facilities: The Vendor shall provide all meeting and event space required for the 2027 Today's Challenge, Tomorrow's Reward Conference, including, but not limited to, meeting rooms, exhibitor space, registration areas, audiovisual equipment, internet access, event setup, and all related venue services in accordance with the requirements of this solicitation. Attachment A - Pricing Table must be completed in its entirety and submitted with the vendor's bid. Bidders should enter the "Total Venue Cost" amount from the Attachment A - Pricing Table for this line item.

NIGP Code:

971-30
Hotel and Motel Accommodations, Including Lodges, Resorts, Bed/Breakfast Inns, etc., Rental or Lease

Qty

Unit Cost

UOM

Total Discount Amt.

Total Cost

1.0

EA - Each

Manufacturer:

Brand:

Model:

Make:

Packaging:

Additional NIGP Code:

Item # 3: ( 971 - 30 )

Food and Beverage Services: The Vendor shall provide all food and beverage services for the conference in accordance with the solicitation requirements, including networking reception services, refreshment breaks, buffet breakfasts, VIP buffet breakfast, plated luncheons, beverages, staffing, setup, service, and cleanup. The vendor shall ensure all services are delivered in a professional, timely, and efficient manner. Attachment A - Pricing Table must be completed in its entirety and submitted with the vendor's bid. Bidders should enter the "Total Cost of the Catering" amount from the Attachment A - Pricing Table for this line item.

NIGP Code:

971-30
Hotel and Motel Accommodations, Including Lodges, Resorts, Bed/Breakfast Inns, etc., Rental or Lease

Qty

Unit Cost

UOM

Total Discount Amt.

Total Cost

1.0

EA - Each

Manufacturer:

Brand:

Model:

Make:

Packaging:

Additional NIGP Code:

Item # 4: ( 971 - 30 )

Conference Facilitator Accommodations: The Venue shall provide one overnight suite accommodation for the Conference Facilitator for the night preceding Day 1, the night of Day 1, and the night of Day 2. Attachment A - Pricing Table must be completed in its entirety and submitted with the vendor's bid. Bidders should enter the "Overnight suite accommodation" amount from cell G31 of the Attachment A - Pricing Table for this line item.

NIGP Code:

971-30
Hotel and Motel Accommodations, Including Lodges, Resorts, Bed/Breakfast Inns, etc., Rental or Lease

Qty

Unit Cost

UOM

Total Discount Amt.

Total Cost

3.0

DAY - Days

Manufacturer:

Brand:

Model:

Make:

Packaging:

Additional NIGP Code: