Bid Solicitation: 23-569LETSB-LETSB-B-36471

Header Information

Bid Number:

23-569LETSB-LETSB-B-36471

Description:

June 2023 - Quarterly Board Meetings

Bid Opening Date:

05/02/2023 02:00:00 PM

Purchaser:

John Keigher

Organization:

LET - Law Enforcement Training and Standard Board

Department:

LETSB569 - Illinois Law Enforcement Training and Standards Board

Location:

AA001 - Illinois Law Enforcement Training and Standards Board

Fiscal Year:

Type Code:

95 - Small Purchase

Allow Electronic Quote:

Yes

Alternate Id:

Required Date:

Available Date :

04/28/2023 09:00:00 AM

Info Contact:

Bid Type:

OPEN

Informal Bid Flag:

Purchase Method:

Open Market

Pre Bid Conference:

Bulletin Desc:

Ship-to Address:

Front Desk
500 S 9th St
Purchasing
Springfield, IL 62701
US
Email: PTB.Fiscal@illinois.gov
Phone: (217) 782-4540
FAX: (217) 524-5350

Bill-to Address:

Front Desk
500 S 9th St
Purchasing
Springfield, IL 62701
US
Email: PTB.Fiscal@illinois.gov
Phone: (217) 782-4540
FAX: (217) 524-5350

Print Format:

Bid Print New

File Attachments:

RFQ - June 2023 Quarterly Board Meetings~1.docx

Form Attachments:

Required Quote Attachments

Desired Attachment Name	Description

SPO Name:

Chaney Lovellette

Is this a Small Business Set Aside Procurement?:

Is there a BEP/VBP Participation Goal? :

Link to Original Contract :

Item Information

Item # 1: ( 993 - 10 )

Specifications and Requirements: The Illinois Law Enforcement Training & Standards Board is seeking a hotel to host its Board meetings on June 7th and 8th of 2023. Location: This hotel must be located within Lake County, Illinois, or within seven miles of the border of Lake County. Date & Times: Sub-committee meetings begin at 1pm on June 7, 2023 and the full Board meeting begins at 9am on June 8, 2023. The event is expected to conclude by noon on June 8th. The Board requires the following services in connection with hosting these meetings. Meeting Space: The Board requires a ballroom capable of holding over 200 people. One half of the room must be set up with a U-shaped dais seating 21, and must include a center podium for guests to address the Board members. The other half of the ballroom must be set up to include theater style gallery seating for at least 80 with appropriate COVID-19 spacing. Hotel must provide a projection screen and flags of the State of Illinois and United States of America within the ballroom. Audio / Visual Services: At least 10 table-top microphones and the appropriate speaker system must be provided at the U-shaped tables to amplify the voices of Board members and any podium speakers so that they can be heard by all in attendance. Catering: Wednesday afternoon (6/7), hotel shall provide a beverage service table including coffee, tea, and water. On Thursday morning (6/8), hotel shall provide a buffet style breakfast for approximately 75 people from 7:30 am to 9:00 am, including, but not limited to: eggs, bacon, potatoes, toast, fruit, pastries, coffee, and juice options. For the Thursday Board meeting, hotel shall provide a beverage service table including coffee, tea, and water. Lodging: Hotel must provide block reservations for 5 rooms on the night of Tuesday, June 6, 2023, and 50 rooms on the night of Wednesday, June 7, 2023. Of these 55 rooms, the Board will be financially responsible for approximately 30 which should be included in and accounted for in the quote (up to 5 on Tuesday night, and up to 25 on Wednesday night, to be provided on a rooming list two weeks prior), while the other 20 will be self-pay within the reservation block. Lodging rooms must be provided at the applicable state rate. Financial: Hotel must agree to directly bill the Board for the needed services and payment will be made in accordance with State requirements. Board is willing to provide applicable credit applications and tax-exempt documentation upon request. Hotel shall not require a deposit and may not include any attrition clause within the use agreement. All quotes must include parking costs for each overnight room reservation.

NIGP Code:

993-10
Travel, Business?

Qty

Unit Cost

UOM

Total Discount Amt.

Total Cost

1.0

EA - Each

Manufacturer:

Brand:

Model:

Make:

Packaging:

Additional NIGP Code: 993-38, 917-35, 971-30, 971-35, 993-56