Illinois BidBuy #27-494DOT-FINAD-B-54239

IDOT DBE Conference Venue, Catering, and Event Services

IDOT is seeking a venue and full conference services package for its two-day statewide DBE conference, serving up to 500 attendees and 75 exhibitors. - Government buyer: Illinois Department of Transportation (IDOT), through its Office of Business and Workforce Diversity (OBWD), with Finance & Administration involvement. - Location and attendance: Venue must be in Cook, Will, DuPage, Kane, McHenry, or Lake County, Illinois, and accommodate up to 500 attendees, 75 exhibitors, and agency staff. - Venue and event services: At least one 500-seat general session/banquet room, six breakout rooms seating up to 75 each, exhibitor space for up to 75 skirted tables with curtained dividers, two secure staff/storage rooms, registration space, and a business center. Required support includes A/V, wireless internet and hardline ethernet, onsite A/V and IT technicians, event coordination, setup and teardown, janitorial and maintenance staff, ADA compliance, and adequate complimentary parking or full parking validation. - Catering: Two days of refreshments for 500 attendees per day, breakfasts for approximately 350 per day, plated luncheons for 500 per day, and a VIP buffet breakfast for 50. Day-one networking service includes two hot-food stations for 500, a cold-food station for 200, three appetizer displays for 200 each, four à la carte items for 200 each, a cash bar/beverage station, complimentary soft drinks for 500, and water stations. Vegetarian and gluten-free options are required; service charges must be included in pricing and menus or itemized details provided. - Lodging: Include one facilitator suite for three nights. Also arrange an attendee block of 150 rooms for each of the first two nights and 50 rooms for the third night, at the applicable government rate; attendees pay for those rooms directly. If the block fills sufficiently in advance, it must be expanded or supplemented at a nearby affiliated property at the government rate. - Notable requirements: No subcontractors are allowed. No OEMs, product manufacturers, or specific vendors are named; this is a venue and hospitality-services procurement rather than a branded-product purchase. - Period: The event is planned for two consecutive eligible business days within the stated scheduling window. The facilitator suite covers the night before the event and both event nights. The initial contract term is ten months from execution, with no renewal option.

Description

The Illinois Department of Transportation's Office of Business and Workforce Diversity seeks a venue for its 2027 Disadvantaged Business Enterprise (DBE) Conference, “Today's Challenge, Tomorrow's Reward.” The venue must host up to 500 attendees and 75 vendors for two consecutive days between February 24 and April 8, 2027, in Cook, Will, DuPage, Kane, McHenry, or Lake County. Scope includes conference rooms and exhibitor space, catering, audiovisual equipment and technical support, event setup and teardown, lodging accommodations, and parking. Bidders must submit the completed Attachment A pricing table and the required vendor disclosures and other bid documents through BidBuy.

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