91990025Q0025-Historically Black College and Universitites Confernce-Request for Quote (RFQ).docx

Request for Quote Hotel Meeting Space and Guest Room Accommodation The White House Initiative on Historically Black Colleges and Universities

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice.

The solicitation for commercial services is being conducted under FAR Part 12 in conjunction with FAR Part 13.5. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation Number 91990025Q0025 is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-03, effective 01/17/2025. The NAICS Code is 721110, Hotels (Not Casino) and Motels, and small business size standard is $40M.

The U.S. Department of Education (ED) has a requirement to obtain meeting space and hotel guest room accommodations for a conference hosted by The White House Initiative on Historically Black Colleges and Universities (HBCU) in September 2025. The preferred program dates are September 15-19, 2025, but ED will consider other dates in September, with the exception of September 24-28, 2025, as those dates conflict with the Congressional Black Caucus Foundation’s Annual Legislative Conference (September 24-28, 2025), which may negatively impact attendee participation at the HBCU event.

The entity selected to receive an offer from ED is required to register in the System for Award Management (SAM) and to maintain active registration during the life of the purchase order. SAM can be accessed at www.sam.gov Quoters shall include their SAM Unique Entity ID (UEI) number in their quote. If the quoter does not have a UEI, it should contact the entity designated at www.sam.gov for UEI establishment directly to obtain one. The quoter should indicate that it is an offeror for a government contract when contacting the entity designated at www.sam.gov for establishing the UEI. The quoter selected for an offer from the Department will need to provide Offeror Representations and Certifications prior to any award.

All interested, responsible sources may submit a quote directly to the U.S. Department of Education. Any quote from a source other than the hotel or lodging venue itself must include written evidence that the quoter is currently authorized to submit binding quotes on behalf of the venue whose accommodations and/or facility are being offered. Evidence shall include a signed agreement between the vendor and the quoter. Quotes that fail to provide such evidence shall be deemed technically unacceptable and will not be considered for award. See additional subcontract-related requirements and instructions below.

EVENT NAME: 2025 Annual National Historically Black Colleges and Universities Week Conference

PURPOSE/BACKGROUND

The Annual National HBCU Week Conference is the nation’s premier convening of college and university executive leadership, faculty, students, and supporters. It is implemented under the leadership of the Initiative, in consultation with the Executive Office of the President and U.S. Department of Education. The conference provides a unique occasion for federal agencies, private sector companies and philanthropic organizations to engage and provide useful information and successful models to improve instruction, degree completion and federal engagement ensuring the sustained elimination of systemic inequities.

The conference has been held since the 1980s and has increased in popularity and size over the last ten years. In 2024, the HBCU Week Conference was held outside the DC Metro Area for the first time. Throughout the week we had over 2,400 attendees. Over 100 vendors participated in the career and recruitment fair on the arrival day (Sunday), with over 700 in-person guests. This year, the conference will be more focused on the infrastructure of the HBCUs, and we expect high profile and political attendance as keynote and general participation.

CONFERENCE OBJECTIVES

· Strengthen partnerships between HBCUs, federal agencies, states, and private sector organizations.

· Empower HBCU presidents, chancellors, and executive staff with strategies for institutional growth and innovation.

· Showcase HBCU achievements and contributions to higher education and America’s economic strength.

· Provide networking opportunities for HBCU leadership, students, industry professionals, faculty, and staff.

· Facilitate discussions on the future of HBCU education.

KEY FEATURES

Announcement of Key Leadership Appointments

Workshops and Plenary Sessions

· Interactive and engaging workshops and panel discussions on critical topics in education and career development categorized into thematic tracks.

· Inspiring keynote speeches from prominent policymakers, industry, and government leaders.

Federal Agency Meet and Greet

· An exclusive opportunity to meet representatives from 20+ federal agencies.

· Obtain information on “new government” approach to grants and contracts.

Exhibition – Innovation Alley

· Interactive displays highlighting HBCU innovation, research, and capabilities.

· A showcase of innovative products and services from our sponsors and partners.

· An opportunity for informal conversation and connections to spark partnerships.

Impact and Reach The conference provides unique value:

1. Strategic Meet people: Connect with 70% of HBCU presidents and chancellors in one location to foster collaborations and share resources.

2. Professional Development: Gain insights in best practices in higher education and leadership.

3. Policy Engagement: Participate in discussions that shape federal and state policy affecting HBCUs.

4. Showcase: Highlight achievements and unique offerings to a national audience.

What to Expect at the 2025 Annual National HBCU Week Conference

· A Strong Commitment to HBCUs: Experience first-hand the Administration’s ongoing support for Historically Black Colleges and Universities (HBCUs) and the communities they serve, with a focus on aligning policy with legislative goals.

· Influence the Future of Workforce Development: Be part of shaping the next generation of workforce initiatives, ensuring that HBCUs play a pivotal role in creating a dynamic, diverse talent pool.

· Networking with Key Stakeholders: Build valuable connections with federal agencies, industry leaders, and influential decision-makers from HBCUs.

· Engage with HBCU Leadership: Gain direct access to HBCU presidents and their executive teams, fostering collaboration and dialogue on critical issues impacting education and innovation.

AREA OF CONSIDERATION

Downtown Washington, DC Maryland – Bethesda, Downtown Baltimore, National Harbor Virginia – Alexandria, Arlington/Crystal City Louisiana – Downtown New Orleans Texas – Downtown Dallas, Downtown Houston, Downtown Austin

OVERALL REQUIREMENTS

Large hotels in the vicinities mentioned above that can offer 400 or more sleeping rooms on peak nights, plus meeting space that can accommodate a minimum of 550 attendees in rounds of no more than 8 per table, heavy AV, and 4-5 breakout rooms accommodating a minimum of 100 in theater seating with moderate AV per room, will be considered. We prefer to have the lodging and conference rooms at the same location. However, we will consider proposals with partnering arrangements with sites, i.e., sleeping rooms, meeting space, etc., within one city block or 5-minute walk.

DATES

Hotel shall be able to accommodate the schedule above in September 2025. The preferred program dates are September 15-19, 2025, but the Department will consider any combination of dates from September 9 through conference completion on September 19, 2025, excluding weekends. The Department will not accept dates over the week of Labor Day, or dates that conflict with the Congressional Black Caucus Foundation’s Annual Legislative Conference (September 24-28, 2025), which may negatively impact attendee participation at the HBCU event.

MEETING SPACE, SET UP, FOOD AND BEVERAGE, AND AV REQUIREMENTS

ED’s guest room accommodations requirements are listed below. Meeting space, set up, food and beverage, and AV requirements for the conference are described in Appendix I. ED reserves the right to utilize other than the in-house AV provider for all AV requirements.

Quoters are advised that ED intends to use donated gift/sponsored funds to pay for the majority of food and beverage, subject to the availability of the gift funds. Final food and beverage requirements will be added to the contract AFTER funds are acquired and attendance numbers become clearer. Please note that, for over 20 years, the HBCU office has consistently raised well over $75K for meals for this conference. Meal periods are subject to change at the discretion of the event coordinators.

Quotes shall include menus and a fixed price per meal for plated lunch. See Appendix I for additional details on space requirements for food and beverage functions.

Historically, the HBCU office allows affiliate groups to host meetings, receptions, and other recognition events in conjunction with HBCU Week that often require use of allocated space. Those identified groups are responsible for coordination and procurement of audiovisual, and food and beverage. Examples of previous activity includes hosted happy hours, receptions, galas, film screenings, and awards programs, averaging 100-500 in attendance for each engagement. Local restaurants tend to see an increase in business throughout conference dates.

GUEST ROOM ACCOMMODATION REQUIREMENTS

Room Block Type

Pre-Conference (Arrival)

Conference Day 1

Conference Day 2

Conference Day 3 Total Nights

Notes:

* Paid for by individual, not ED.

ED is requesting the government rate or lower for the room block. Unless otherwise noted, individual attendees are responsible for paying for their own rooms. Attrition clauses must be less than 80%. If a hotel is unable to accommodate the full block requested, ED encourages partnering with other properties near the host property. Partnering hotels should be of equal quality and the number of guest rooms, pricing, and conditions for use of a partner hotel shall be included in the quote. ED requests that the hotel honor the contracted rate 3 days prior to and 3 days after the contract dates.

Preferred Concessions:

See “HBCU 2025 - Appendix II - RFQ Price Quote Worksheet”

HISTORIC INFORMATION ON THIS CONFERENCE

2015 – Washington Marriott Wardman Park

· 100% room pick up of 630 room nights.

· Food and Beverage Revenue: Over $130K.

2016 – Renaissance Capital View Arlington/Residence Inn Capital View Arlington

· 100% room pick up of 630 room nights.

· Food and Beverage Revenue: Over $130K.

2017 – White House-sponsored event (Old Executive Office Building Annex)

· Guest rooms acquired at Crystal Gateway Marriott and Crystal City Marriott at Reagan National Airport resulting in $30K spent on lodging.

· This meeting was an abbreviated version of the full meeting.

2018 – Washington Marriott Wardman Park

· 100% room pick up of 870 room nights.

· Food and Beverage Revenue: Over $90K.

2019 – Renaissance Washington DC Downtown Hotel

· 100% room pick up of 751 room nights.

· Food and Beverage Revenue: Over $100K

· AV Revenue: ED -$116K, White House -$7,500, plus affiliate and exhibitor requirements.

2020 – 100% virtual meeting 2021 – 100% virtual meeting 2022 – Washington Hilton

· 100% room pick up of 1,750 room nights.

· Food and Beverage Revenue: Over $125K.

· AV Revenue: $129K (rebate inclusive) plus affiliate and exhibitor requirements.

2023 – Hyatt Regency Crystal City

· 100% room pick up of 1,668 room nights, in addition to two overflow hotels with 50 room nights each.

· Food and Beverage Revenue: Over $145K.

· AV Revenue: $169K (rebate inclusive) plus affiliate and exhibitor requirements.

2024 – Philadelphia Marriott Downtown, first time out of the DC Metro area

· 100% room pick up of 2,032 room nights, in addition to two overflow hotels with 50 room nights each.

· Food and Beverage Revenue: Over $213K.

· AV Revenue: ED - $195K (rebate inclusive), White House - $100K+, plus affiliate and exhibitor requirements.

CONTRACT CLAUSES

The following clauses shall apply to any resulting contract. The quoter should review the full text of the clauses below and ensure that no terms and conditions are proposed that conflict with these provisions and clauses. For example, the clauses below cover changes, disputes, payments, cancellation, etc.

1. 52.252.-2 Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es):

Education Department Acquisition Regulation (EDAR) provisions can be reviewed at http://edocket.access.gpo.gov/2011/pdf/2011-4660.pdf.

Federal Acquisition Regulation provisions and clauses can be reviewed at:

http://www.acquisition.gov/far/loadmainre.html

2. 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (SEP 2023)

3. 52.212-3 Offeror Representations and Certifications – Commercial Products and Commercial Services (MAY 2024)

4. 52.212-4 Contract Terms and Conditions – Commercial Items (NOV 2023)

5. 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services (JAN 2025)

Under 52.212-5, the Contracting Officer has indicated the following clauses as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

X (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2013) (Pub. L. 109-282) (31 U.S.C. 6101 note).

X (9) 52.204-27, Prohibition on a ByteDance Covered Application (Jun 2023) (Section 102 of Division R of Pub. L. 117-328).

X (8) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Aug 2013) (31 U.S.C. 6101 note).

X (16) 52.219-8, Utilization of Small Business Concerns (May 2014) (15 U.S.C. 637(d)(2) and (3)).

X (22) 52.219-28, Post Award Small Business Program Representation (Jul 2013) (15 U.S.C. 632(a)(2)).

X (25) 52.222-3, Convict Labor (June 2003) (E.O. 11755).

X (27) 52.222-21, Prohibition of Segregated Facilities (Feb 1999).

X (28) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246).

X (30) 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C. 793).

X (40) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) (E.O. 13513).

X (41) 52.225-1, Buy American-Supplies (May 2014)

X (44) 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).

X (50) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Jul 2013) (31 U.S.C. 3332).

6. EDAR 3452.201-70 Contracting Officer’s Representative (COR) (MAR 2011)

(a) The Contracting Officer`s Representative (COR) is responsible for the technical aspects of the project, technical liaison with the contractor, and any other responsibilities that are specified in the contract. These responsibilities include inspecting all deliverables, including reports, and recommending acceptance or rejection to the contracting officer. (b) The COR is not authorized to make any commitments or otherwise obligate the Government or authorize any changes that affect the contract price, terms, or conditions. Any contractor requests for changes shall be submitted in writing directly to the contracting officer or through the COR. No such changes shall be made without the written authorization of the contracting officer. (c) The COR`s name and contact information: TBD at award. (d) The COR may be changed by the Government at any time, but notification of the change, including the name and address of the successor COR, will be provided to the contractor by the contracting officer in writing. (End of Clause)

7. EDAR 3452.224-70 Release of information under the Freedom of Information Act (MAR 2011) by reference

8. 3452.233-70 Agency level protests (OCT 2023) by reference

9. EDAR 3452.237-71 Observance of Administrative Closures (MAR 2011) by reference

10. 3452.239-71 Department information security and privacy requirements (OCT 2023) by reference

(a) The Contractor shall, at all times, maintain compliance with the most current version of Department security requirements as set forth in "Department Information Security and Privacy Requirements." These requirements are posted at http://www.ed.gov/fund/contract/about/bsp.html.

(b) The Contractor shall be notified when the "Department Information Security and Privacy Requirements" have been updated.

(c) If any such change causes a material increase or decrease in the cost of, or the time required for, performance of any part of the work under this contract, whether or not changed by the order, the Contractor may request an equitable adjustment to the contract price or the delivery schedule, as applicable. The Contracting Officer shall make an equitable adjustment in the contract price, the delivery schedule, or both, and shall modify the contract.

(d) The Contractor must assert its right to an equitable adjustment under this clause within 30 days from the date of receipt of notice of the changed requirement. However, if the Contracting Officer determines that the facts justify it, the Contracting Officer may receive and act upon the Contractor`s request for equitable adjustment submitted before final payment of the contract. Failure to agree to any adjustment shall be a dispute under the Disputes clause. However, nothing in this clause shall excuse the Contractor from proceeding with the contract as changed.

e) The Contractor shall incorporate the substance of this clause, its terms and requirements, including this paragraph, in all subcontracts, and require written subcontractor acknowledgement of the same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

(f) Failure to comply with this clause, including the embedded Department Information Security and Privacy Requirements, may result in a termination of the contract for default or cause.

(g) Performance of this contract does not include the following: access to, collection of, or maintenance of information on behalf of the Department; or Department information technology (IT) products, systems, or hardware that are (1) used or operated by the Contractor on behalf of the Department, or (2) used in the performance of services or the furnishing of products. IT products, systems, hardware, and services include agency-hosted, outsourced, and cloud-based solutions, as well as incidental IT equipment that is acquired by the Contractor to support contract performance. When "does include" is selected, the categorizations shown below apply:

(1) In accordance with the Federal Information Processing Standard (FIPS 199), Standards for Security Categorization of Federal Information and Information Systems, the Information Security Categorization applicable to each security objective has been determined to be:

(2) Performance of this contract does not involve Personally Identifiable information (PII) as defined in OMB A-130 (2016).

(3) Performance of this contract does not involve "Controlled Unclassified Information" as defined in 32 CFR 2002.4(h).

11. EDAR 3452.242-71 Notice to the Government of Delays (MAR 2011) by reference

12. EDAR 3452.242-73 Accessibility of Meetings, Conferences, and Seminars to Persons with Disabilities (MAR 2011) by reference

13. EDAR 3452.243-70 Key personnel (OCT 2023)

(a) The personnel designated as key personnel in this contract are considered to be essential to the work being performed hereunder. Prior to diverting any of the specified individuals to other programs, or otherwise substituting any other personnel for specified personnel, the contractor shall notify the contracting officer reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the contract effort. No diversion or substitution shall be made by the contractor without written consent of the contracting officer; provided, that the contracting officer may ratify a diversion or substitution in writing and that ratification shall constitute the consent of the contracting officer required by this clause. The contract shall be modified to reflect the addition or deletion of key personnel.

(b) The following personnel have been identified as Key Personnel in the performance of this contract:

Labor category: Hotel’s Event Coordinator assigned to 2025 HBCU Event

14. Availability of Funds: Gift Funds for food & beverage are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated and/or gift funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

15. Deposit for Space and/or Cancellation Fee Maximum: It is the responsibility of the contractor to provide all resources needed for performance of the contract. For purchases of commercial items, financing of the contract is normally the contractor's responsibility. However, since the use of security deposits to secure rooms or meeting space (space) is a commercial practice in this industry, the contracting officer may authorize payment of a security deposit to hold space when doing so will be in the best interest of the Government. Any security deposit or other commercial advance payment that may be appropriate for procuring space from a hotel, shall be limited to 15 percent of the contract price prior to the start of performance in accordance with FAR 32.202-1(b).

16. Insurance: The Hotel recognizes that the U.S. Department of Education (Group) is an agency of the United States Government and as such, will assume liability for property damage or personal injury in accordance with the provisions of the Federal Torts Claim Act (28 U.S.C. 2671 et. seq.).

17. Indemnification: The Hotel recognizes that the U.S. Department of Education (Group) is a federal agency and as such, will assume liability due to negligence, loss or damage of persons or property in accordance with the Federal Torts Claim Act (28 U.S.C. 2671).

18. Overbooking Prior to Cut-Off: If the hotel turns away rooms before the block is full, then the hotel will owe liquidated damages to the group equal to the number of room nights the hotel is unable to accept in the Government’s block, multiplied by 30% of the average Room Rate for each Guestroom Reservation that Hotel is unable to accept prior to the Reservation Cut-off Date. Additionally, the government shall be credited with the number of room nights turned away in the room pick-up report and will not be liable for damages, if any, for any resulting reduction or shortfall in the room pick-up.

19. Relocation/Walk: If a guaranteed and confirmed reservation is not honored because a room(s) is unavailable the date of arrival, the Hotel will pay for the first night of the guest’s stay at a comparable property, i.e., hotel of a like standard. The Hotel will pay for the guest’s transportation to and from the other property and return the guest as soon as a room becomes available. In addition, the Hotel shall credit a set ‘liquidated damages amount’ to the Master Account equal to the number of room nights the hotel relocated/walked, multiplied by 30% of the average Room Rate. Under such circumstances the Hotel will not be liable for any indirect or consequential damages and under no circumstances will the liability to the Hotel for a walked guest exceed what has been stipulated herein.

20. Hotel Maintenance: At the time of the Event, Hotel must be the same condition or better than it was at the time this Agreement was executed. In addition, Hotel must maintain its current “star” or “diamond” rating. In the event that Hotel’s rating is lowered, or Hotel is sold or changes management contracts prior to the Event, Government may terminate this Agreement upon written notice with no liability of any kind, and Government shall be entitled to a refund of all amounts prepaid to Hotel within thirty (30) days of receipt of cancellation notice by Hotel.

21. Meeting Space: Any change of meeting space agreed to at contract award requires written permission from the Government.

22. Brand or Ownership Change Clause: Hotel will promptly notify the Government if there is a change in brand management or ownership of the Hotel prior to or during the program. Government shall have the right to cancel this contract without liability upon written notice to the hotel.

23. 306-1c Invoice and Contract Financing Requests Submission – IPP (May 2018)

(a) Payments shall be rendered in accordance with the identified payment schedule(s), and any other incorporated payment clause(s), specified rates, and/or fixed price amounts.

(b) The Contractor shall submit invoices electronically by means of the web-based system, Invoice Processing Platform (IPP), which can be accessed at http://www.ipp.gov/. All submitted invoices must be accompanied by supporting documentation in accordance with the contract's terms and conditions. The supporting documentation shall be submitted in the following formats: Adobe Acrobat (pdf), Microsoft Word (doc), Pictures (jpeg), Microsoft Excel (excel), or Microsoft Outlook message (msg).

(c) Invoice Number Format - The format for the invoice shall be the contract number followed by the invoice number. The invoice number shall have no spaces, dashes, or other special characters. The invoice number cannot exceed 21 characters. An example of an acceptable invoice number format follows:

IPP Invoice No.: 91990018C000115897126 (Note that the last three digits ["341"] from the Contractor's invoice number were removed due to the 21-character limitation.)

(d) If the Contractor has not already established an IPP account that is active, an IPP account will be automatically created on behalf of the Contractor. The automatically created IPP account will be issued to the Designated Primary Administrator, which will be the individual that has been identified in the "Accounts Receivable POC" section of the Contractor's System for Award Management (SAM) registration located at https://www.sam.gov/SAM/.

(e) Within ten (10) business days of the Contractor entering or updating the Accounts Receivable POC information within the Contractor's SAM registration, the Designated Primary Administrator will receive an email from the IPP Customer Support Team containing the Designated Primary Administrator's IPP username. Within 24 hours of receiving the initial email, the Designated Primary Administrator will receive a second email containing their IPP password. Once both emails have been received, the Designated Primary Administrator must log into IPP and complete the registration process.

(f) The Contractor's Designated Primary Administrator will be authorized to further designate other administrators under the Contractor's IPP account who may submit invoices on behalf of the Contractor.

(g) The Contractor must ensure that the "Accounts Receivable POC" section of its SAM registration is accurate and up to date.

(h) In the event that an invoice is rejected, the Contractor shall make the necessary corrections and resubmit the invoice by means of IPP. Any questions, concerns, or issues regarding the use of IPP should be directed to the IPP Customer Support Team, as identified at http://www.ipp.gov/.

24. 52.212-2 Evaluation – Commercial Products and Commercial Services (NOV 2021)

The Government intends to evaluate quotes and issue a purchase order based on the initial quotes received. Therefore, the quoter’s initial quote should contain the quoter’s best terms from a price and technical standpoint.

The Government will award a purchase order resulting from this solicitation to the responsible hotel whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotes: 1) technical capability and quality of the items offered to meet the Government requirement, 2) price, and 3) past performance.

1) Technical quality will be evaluated using the following:

· Quoters who can offer the preferred September dates will be considered first before those offering alternative dates.

· Ability to meet all the solicitation’s sleeping room, meeting space, and other requirements.

· Quality of meeting space proposed, which, at the Department’s discretion, may be based on a walk-through, photos on the hotel’s website, ED’s knowledge from previous events at the hotel, or other reasonable means such as online reviews and ‘star’ ratings.

· Guest room and other hotel amenities (on-site restaurant(s), gym facilities, etc.).

· Food and beverage offerings/menu options.

· A/V quality as judged by equipment offerings and technician/labor quoted.

· Concessions and comps offered.

2) The Department will evaluate price by comparing the quoted fixed unit prices for guest rooms, meeting space, Wi-Fi, internet, A/V, storage/handling, shipping/receiving, food & beverage, parking, etc. Food and menu price evaluation will include comparing a) any discounts offered on published menu pricing and b) the service charge quoted. A/V pricing evaluation will include comparing quoted prices as well any quoted discount off the in-house A/V providers published pricing. A final contract amount will not be known until final attendance numbers are known.

3) The Government will evaluate Past Performance in accordance with FAR 13.106-2(b)(3). The evaluation of past performance will be based on the contracting officer’s knowledge of and previous experience with the services being acquired, including surveys of other past ED users of a particular hotel, outreach to references includes in the quote, and by checking the quoter’s information in the Government’s past performance CPARS system using the UEI number included in the quote.

The basis for award will be best value. All evaluation factors other than cost or price, when combined, are significantly more important than cost or price. As the difference in quoter’s services become more equal, price and concessions will be the determining factor in the award decision. At the Department’s discretion, the quoter shall submit to a site visit by the Government to review their facilities and ensure adequate accommodations prior to award.

QUOTE INSTRUCTIONS

Responses shall include a technical quote describing the meeting space, guest room accommodations, and food and beverage options as well as a separate cost/price quote. Quotes shall include:

Technical Quote – the quote shall include the following:

· Provide UEI Number and Confirmation of active SAM.GOV Registration.

· Sleeping accommodations offered, room block pattern, cut-off date and reservation methods available.

· Proposed meeting space, including names of the exact meeting rooms being offered. In addition, include descriptions, floorplans, capacities, set-up options, etc. and time of availability each day for each of the proposed rooms. Links to meeting space specs on hotel’s website are acceptable if exact meeting rooms being offered are identified in the quote. ED desires meeting spaces near each other and that is aesthetically pleasing to the eye.

· Confirm room block and space will be held, or ED given the first right of refusal for a minimum of 10 days after quote submission date.

· Food & beverage menus.

· A/V services available from in-house A/V provider, including any discounts being offered as well as any additional fees for using other than the hotel’s in-house A/V provider.

· Wi-Fi, internet offerings including bandwidth, capacities, etc.

· Information/offerings on all other ED requirements such as shipping/receiving, parking, etc.

· All special accommodations and concessions being offered.

· Brief resume for the Key Personnel position “Hotel Event Coordinator”, that describes the directly related experience, qualifications, and certifications of the proposed Hotel Event Coordinator. Information provided should address the proposed personnel’s competencies and experience in performing work of similar size, scope and complexity to the requirements identified in the RFQ.

· A Cancellation Clause or cancellation terms that include a sliding scale that reduces damages for earlier Cancellations and includes a commitment that the hotel will attempt to lessen its harm by reselling ED’s space and functions and credits any revenues received from the resale against the liquidated damages in the amount not to exceed the full amount of such damages.

· Include at least two references (name, organization, phone number) from a group for which the hotel provided services similar in scope in the last two calendar years.

· Subcontract Management Plan (Required ONLY if the quoter is teaming or otherwise subcontracting with a hotel for meeting space and sleeping rooms; NOT required if the quoter is the hotel being proposed for majority of the meeting space and sleeping rooms) – close coordination between ED’s in-house event planners and the hotel is required, especially during the event. The quote shall provide details on how the offeror will coordinate and communicate with ED, the hotel, and any other identified subcontractors, such as an AV provider. If the quoter is not a hotel, the quoter shall provide a summary description of the management control system that will be used to plan, schedule, budget, manage, and report the accomplishments of this requirement. The plan should include procedures for effective management of project resources, procedures for controlling the quality of services delivered, and procedures for early identification of potential problems in carrying out delivery of services.

Cost/Price Quote - the hotel shall quote firm-fixed unit prices (FFP) for the following:

· Guest sleeping rooms and meeting space pricing.

· Food and beverage pricing, including Service Charge and any other costs included on Banquet Event Orders (linen, centerpiece, etc.), and any Food and Beverage Minimum to obtain concessions.

· Wi-Fi and internet - for meeting space, guest rooms, etc.

· A/V pricing, including service charge, fees, and charges for using other than the in-house A/V provider, and any discount offered on published prices.

· Storage/handling/porterage

· Parking

· Cancellation Fee / Deposit to hold space – see Clause 12 above.

FFP quotes shall account for labor as well as other direct costs, including equipment use and set-up requirements, service charges, etc. The price quote shall include a statement recognizing that as a federal entity, the U.S. Department of Education is tax exempt, and therefore the hotel understands that State/Local taxes will not be included as part of the overall price. If any specific documentation is required by the hotel to grant tax exemption, this information must be included in the quote. The quote and/or contract price shall address any Federal, State, and local taxes and duties that would not be exempt.

The Cost/Price Quote shall include a completed HBCU 2025- Appendix II - RFQ Price Quote Worksheet.

CLARIFICATION QUESTIONS

Submit all clarification questions concerning this solicitation in writing via e-mail to Brian Pentecost, Contract Specialist at Brian.Pentecost@ed.gov and Aleseia Saunders at Aleseia.Saunders@ed.gov. ED will accept clarification questions until 11:59 am EST, Tuesday, April 29, 2025. After this date ED does not guarantee that a response will be given.

QUOTE DUE DATE

Quotes are due by 5:00 pm EST, Wednesday, May 7, 2025, to Brian Pentecost, Contract Specialist at Brian.Pentecost@ed.gov and Aleseia Saunders, Contracting Officer, at Aleseia.Saunders@ed.gov. The Department will make an award decision as soon as possible after the quote due date so that a room block, space, etc. can be locked in.

2025 HBCU Conference RFQ

2025 HBCU Conference RFQ