|The Department of Children & Family services is seeking to award Crowne Plaza Hotel to host the 3 day annual child welfare summit. The Summit conference in Springfield, Illinois requires 4 basic conference services: A) meeting rooms, B) catering, C) lodging rooms and D) audio visual services. Parking at this location is free of charge. Travel Board Regulations will govern any person eligible for state paid/reimbursed travel. |
A) Meeting Rooms:
- Accommodate an estimated 1,000 attendees for General Sessions and Luncheons
- Minimum of 10 breakout session meeting rooms accommodating all attendees
-Minimum of 2 breakout rooms to hold at least 500 people
-Minimum of 5 breakout rooms are needed on the first day for approximately 300 people
-Space for conference check-in and registration
-Exhibitor space for approximately 30-35 exhibitors from community service providers
(conference organizers indicate there will be no exhibitor fees to community service providers)
B) Catering for estimated quantity of 2,500 units, each of:
- Networking Receptions (alcohol will not be provided/paid by the state in accordance with regulations)
C) Audio Visual services (includes projectors, screens, microphones, mixers, etc as may be required by presenters/speakers)
D) Lodging Rooms:
-Based on approximately 350 people for a total of 550 nights.
-State paid/reimbursed lodging rooms will only be provided for DCFS Staff, conference presenters, foster parents, birth parents, and foster care Alumni as breakout participants. Last year, this group totaled 85 people, actual. This year's, attendance and participation is anticipated to be increased due to the success of last year's inaugural annual conference and central location. Other attendees will pay their own lodging room expenses.
Please refer to Sole Source Justification Form attached below.
The Chief Procurement Office for General Services will hold a public hearing to hear testimony and receive comments on the proposed contract as described in the attached document.
HEARING DETAILS: May 17, 2017
TIME: 2:00 PM
LOCATION: Room 511 Stratton Office Building, 401 South Spring St., Springfield, Il. Call-in information for those unable to attend in person will be provided upon request. Interested parties wishing to request a hearing or submit comments must do so in writing and submit their request to the notice contact. Request for a public hearing by an interested party or written comments shall be made by Friday, May 12, 2017 at 5:00 PM to:
712 Stratton Office Building
401 South Spring Street
Springfield, Il 62706
The hearing will be cancelled, unless an interested party submits a written request for public hearing by May 12, 2017 at 5:00 PM to the notice contact listed above.
If a public hearing is requested, the purchasing agency shall present testimony justifying the procurement method. Any interested party may present testimony for or against the sole source determination as described in this notice. The purpose of the hearing will be to receive information from the public regarding whether a sole source award is appropriate and in accordance with the Illinois Procurement Code. Formal rules of evidence will not apply. Hearings may be recorded in order to aid in the production of minutes. Parties may submit written comments in lieu of attending the hearing. Written comments will be afforded the same weight as oral comments received at the hearing.
After consideration of the testimony, the Chief Procurement Officer may approve the purchasing agency's request to contract by the sole source procurement method.