2025 HBCU Appendix II - Price Quote Worksheet .V3 FINAL.xlsx
XLSX spreadsheet 18 KB Posted
- Solicitation number
- 91990025Q0025
About this file
This is a Price Quote Worksheet for the 2025 Annual National Historically Black Colleges and Universities (HBCU) Week Conference, issued by the U.S. Department of Education. The solicitation (91990025Q0025) seeks venue and accommodation services for a conference scheduled for September 15-19, 2025, with specific requirements including a guest room block of 1,200 total room nights across pre-conference and conference days, with room quantities ranging from 100-400 rooms per day.
The document outlines detailed pricing and concession requirements, including food and beverage specifications for 1,500 plated lunches, comprehensive meeting space needs, and an extensive list of preferred special concessions. Key requested concessions include government rate room pricing, complimentary meeting spaces, 30% discount on menu prices, complimentary Wi-Fi with 200GB bandwidth, AV discounts, complimentary parking, shipping and receiving services, and multiple technical accommodations such as hardwired internet lines and power drops. The solicitation targets securing a venue that can fully support a multi-day HBCU conference with comprehensive logistical and technological support.
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Other files
| File | Type | Posted |
|---|---|---|
| 91990025Q0025-Historically Black College and Universitites Confernce-Request for Quote (RFQ).docx | DOCX document | |
| 2025 HBCU Appendix I - Meeting Space Requirements.V3 FINAL.xlsx | XLSX spreadsheet |
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RFP Price Quote Worksheet
| Appendix II - RFQ Price Quote Worksheet |
| HBCU-EMAP2025-Q-01.1 |
| CONFERENCE RFQ PRICE QUOTE FORM |
| Solicitation #: | 91990025Q0025 |
| Event title: | 2025 Annual National Historically Black Colleges and Universities Week Conference |
| Offeror: | |
| Venue: | |
| Contact email: | |
| Contact phone: |
| Conference/Event Space Date Availability | |||
| Please provide the start date and end date for the general session and meeting space will be available. Please note we require a full day for set up and break down days. | |||
| Preferred Dates: 15-19 September 2025 | |||
| Dates | Set Up Start date | Break Down Date | Meeting Space Availability |
| Event Date(s) offered: | |||
| Optional Date(s): If applicable | |||
| Optional Date(s) If applicable: | |||
| If there are any limitations such as set up arrival or breakdown times, please indicate here in the comments: |
| Guest Room Block | ||
| Please provide the number of rooms available per the dates as it relates to the RFQ requirements. | ||
| Guest Rooms Need | Quanty Needed | Quantity Offered |
| Pre-Conference Day | 300 | |
| Conference Day 1 | 400 | |
| Conference Day 2 | 400 | |
| Conference Day 3 | 100 | |
| Total Anticipated Room Nights | 1200 |
| Guest Room Rate (per day) excluding taxes | |||
| Sleeping Rooms | Quantity | Daily Room Rate | Total |
| Single up to Quad occupancy | $0.00 | $ - 0 | |
| Suites | $0.00 | $ - 0 | |
| Total Sleeping Rooms | Total Room Revenue | $ - 0 |
| Food & Beverage (F&B) | |
| Proposed Food & Beverage Minimum | $ |
| Service Charge % |
| Quantities are based off of 3 lunches: | |||
| Meal Functions | Quantity | Firm Fixed Price per Meal | Total |
| Plated Lunch (includes 1 salad, 1 starch, 1 vegetable, 1 protein, 1 dessert and a non-alcoholic beverage) | 1500 | $ - 0 | |
| Subtotal | $ - 0 | ||
| Service Charge % | 0% | $ - 0 | |
| Total F&B (w/Service Charge) | $ - 0 |
| PROPOSED Meeting Space Rental Based on All Days | |
| Meeting Space Rental (if F&B minimum met): | $0.00 |
| Meeting Space Rental (if 80% room pick up met): | $0.00 |
| Meeting Space Rental (if F&B and room pick up minimums not met): | $0.00 |
| AV | |
| AV Element | Discount % |
| Discount on Published AV Pricing | |
| Cost or Fee to Use Third-Party AV Provider | |
| Power/Engineering | |
| Power/Engineering Element | Discount % |
| 60 Amp 3-Phase Power Drop | |
| 100 Amp 3-Phase Power Drop | |
| 200 Amp 3-Phase Power Drop |
PREFERRED SPECIAL CONCESSIONS - The following concessions are requested. Quoters are welcome to offer additional or alternative concessions. Please put an "X" in the Accepted column for all concessions that are accepted "as written". Add modifications or alternative concessions in the "Alternative to Preferred Concession Offered" column. Use the blank fields further below to add additional concessions.
| Preferred Concession | Accepted Y/N | Alternative to Preferred Concession Offered |
| Room block rate at government rate or below lowest rate offered to non-government entities | ||
| Up to 20 guaranteed rooms per night at a 90% discount off government per diem rate or lowest rate offered from Pre-Conference Day to Conference Day 3 | ||
| If applicable, waive resort/activity fees | ||
| 20 Complimentary easels | ||
| Complimentary meeting/office space | ||
| 30% Discount on published menu prices | ||
| Firm Fixed Price plated lunches | ||
| At least a 40% discount on all AV requirements | ||
| Complimentary power in the plenary session with exclusive use of in-house AV | ||
| Complimentary Wi-Fi, with no less than 200GB of bandwidth, with exclusive use of in-house AV provider in all contracted meeting space | ||
| Flat rate of $2,000 for Wi-Fi, with no less than 200GB of bandwidth, with use of an outside AV provider in all contracted meeting space | ||
| Waived fee(s) for use of an outside AV provider | ||
| Complimentary SSID (network name) with or without exclusive use of in-house AV | ||
| 2 Hardwired internet lines in the plenary session with no less than 5 Mbps each | ||
| 2 Hardwired internet lines at registration with no captive portal | ||
| 2 Hardwired internet lines in the meeting planner office with no less than 5 Mbps each | ||
| 1 Comp room for every 35 picked up with the ability to use undesignated comp room with room rate value as credit towards the Master account | ||
| Complimentary parking for a minimum of 20 attendees per day | ||
| Complimentary beverages and light snacks in the VIP holding room (estimated 15 people) | ||
| Daily complimentary continuous beverages and refreshments for staff room (estimated 25) | ||
| Up to 1,000 lbs of complimentary in-bound receiving and handling of in-house shipping and receiving department starting the Friday prior to conference start date. Discount requested for anything beyond the 1000 lbs. | ||
| Complimentary keys to access all contracted space | ||
| Complimentary meeting room for 4 hours volunteer briefing and walkthrough. Complimentary light refreshments (food and drink) and AV provided by hotel. AV to included screen, projector, Wi-Fi, and hardline internet for a presentation. | ||
| Complimentary tables, 2 chairs each, and floor legnth linens in designated area for HBCU Showcase (day 2) (up to 100 tables). Hotel to provide vendor’s with electricity upon request, to be billed directly to the vendor. | ||
| Complimentary/discounted Wi-Fi for guest rooms |
Please add any additional concessions offered below:
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