Reference Number: 22040584
Request ID:17-0105397
Date First Offered08/07/2017
Title:DCFS 2017 Summit Conference Hotel - Sole Source

Agency Reference Number:17-105397
Agency:CFS - Children and Family Services
Purchasing Agency:CFS - Children and Family Services
Purchasing Agency SPO:Sharon Clanton

Status: Closed


Description and Specifications:
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:
- Breakfasts
- Luncheons
- 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.

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:

Dianne Richman
712 Stratton Office Building
401 South Spring Street
Springfield, Il 62706
phone: 217-670-9646
fax: 217-558-1399

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.

Key Information

Notice Type:Sole Source
Notice Stage:
Notice of Intent

Notice Expiration Date:05/23/2017
Sole Source Only Justification:This is a Notice of Hearing for a sole source procurement for a conference that requires 4 basic conference services: Conference lodging rooms, catering, meeting rooms and audio visual service.

Please refer to Sole Source Justification Form attached below.
Accordance with Admin Rule:< Compatibility of equipment, accessory, parts, or service is paramount consideration

Professional & Artistic:No
Small Business Set-Aside:No

Does this solicitation contain a BEP or DBE requirement?:No

Does this solicitation contain a Veteran requirement?:No

Relevant Category:General Services

Total Amount of Award:$300,063.00 (Total Dollar Value Only/Includes Any Renewal Options)
Estimated/Actual Value Description:These are estimated values for:
Meeting Rooms $16,700
Lodging Rooms $43,340
Audio Visual $40,023
Catering $200,000
Total cost estimated to be $300,063.
Length of Initial Term:0.13
Contract Begin Date:08/07/2017
Contract End Date:08/10/2017
Renewal Terms:0 No renewals


Number of Responding Bidders:0
Number of Unsuccessful Bidders:0
Total Number Awarded:0

Listing of All Bidders/Offerors Considered But Not Selected:
Source Selection:N/A

Vendor(s) Selected for Award
Vendor NameAmount of Award BEP Goal % DBE Goal %
Crowne Plaza Springfield$300,063.000%0%

Notice Contact
Name: H. Eugene Gansz
Street Address:406 E Monroe, Station 470
Zip Code:62701
Phone: 217-557-5842
Fax Number:217-557-0635

Class Code

Class Codes:


NIGP Commodity/Service Code:880 11 Audio Visual Equipment and Supplies (Not Otherwise Classifie...
918 02 Audio/Visual Consulting Services
939 06 Audio-Visual Equipment Maintenance and Repair
961 15 Concessions; Catering; Vending: Mobile and Stationary (See C...
971 30 Hotel/Motel Accommodations (Incl; Lodges; Resorts; Bed/Break...
971 65 Room Rental or Lease for Conferences; Seminars; etc;


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