Illinois BidBuy #27-494DOT-FINAD-B-54694

IDOT 2027 DBE Conference Venue, Catering, and Lodging Services

The Illinois Department of Transportation is seeking a venue and event services for its 2027 statewide DBE conference. - Government buyer: Illinois Department of Transportation (IDOT), Office of Business and Workforce Diversity (OBWD). - OEMs and vendors: No OEMs, manufacturers, or specific vendors are named; no branded products or part numbers are requested. - Venue and event services: One venue in Sangamon, McLean, Peoria, or Champaign County for up to 500 attendees and 75 vendors. Requirements include a 500-seat general session/banquet room, six breakout rooms seating up to 75 each, exhibitor space for up to 75 vendor tables, two secured staff/storage rooms, a registration area, and a business center. - Provide audiovisual equipment, wired and wireless internet, hardline ethernet, A/V and IT support, a dedicated event coordinator, setup and teardown, janitorial and maintenance support, and complimentary parking or full validation. - Catering: Provide networking food and beverages, refreshments for breaks, breakfasts, a VIP breakfast, and plated lunches. Requirements include vegetarian and gluten-free choices, menu details, staffing, service, setup, cleanup, and service charges in pricing. - Networking service includes hot and cold food stations, appetizer displays, à la carte items, a cash bar, a beverage station, complimentary soft drinks, and water stations. - Lodging: Provide a three-night suite for the conference facilitator. Also arrange an attendee room block at the government state rate: 150 rooms for the nights before and of Day 1, and 50 rooms for the night of Day 2; attendees pay their own lodging. - Performance: Two consecutive business days during the eligible 2027 scheduling window; the contract term is ten months from execution. Facilitator suite coverage is three nights, with no annual subscription identified.

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 accommodate up to 500 attendees and 75 vendors, and provide event space, breakout rooms, exhibitor and registration areas, audiovisual equipment, internet, catering, setup and teardown, lodging, and parking. The conference will run for two consecutive eligible business days between February 24 and April 8, 2027, in Sangamon, McLean, Peoria, or Champaign County. Bids must be submitted electronically through BidBuy with the completed pricing table and required forms and attachments.

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