Responses-to-Questions-91995925Q0004.pdf

RFQ# 91995925Q0004

Responses to Clarification Questions

Request for Quotations 91995925Q0004 November 2025 Quarterly Board Meeting

Responses to Clarification Questions August 27, 2025

Below are the Department’s responses to questions received by the clarification questions due date:

1. Is this opportunity open to all vendors, or is it exclusively for Small Business Administration vendors?

This opportunity is open to all small businesses under NAICS 721110, with active registration in the System for Award Management (SAM) and to maintain active registration during the life of the purchase order. SAM can be accessed at https://www.sam.gov. Quoters shall include their SAM Unique Entity ID (UEI) number in their quote.

2. As a hotel, would we need to submit through a third party, or can we respond directly?

What document is required to show evidence that we are authorized to submit a quote on behalf of the hotel? Would a teaming agreement be acceptable?

The hotel should respond directly, if possible. 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(s) 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.

3. Could you please confirm the exact dates for guest lodging and for the meeting?

The meeting dates are November 20 & 21, 2025. Loding is required three days before and after the meeting. Please see page 2 of the RFQ for approximate room nights.

https://www.sam.gov/

RFQ# 91995923Q0002

Amendment 1: Responses to Clarification Questions

4. Would you happen to have any flexibility with the dates?

No. There is no flexibility with the meeting dates.

5. Can a later evening setup be accommodated for Wednesday, Day 1, for the General Session Room and Staff room?

Yes. As long as it is not too late, or an overnight setup. We have to schedule a technical dry run with the Audio-Visual company the day before the meeting.

6. Would you be open to accessing the meeting space a bit later in the day?

No. These meetings require an early morning start to accommodate the full agenda.

7. If we do not have the necessary function space availability to accommodate the Thursday breakout rooms, is there any potential for flexibility in those needs?

The breakout rooms for committee meetings are required on Thursday.

8. Can the general session room be utilized as breakout rooms?

The general session room can potentially be used as one of the breakout rooms, but not all three.

9. Would it be acceptable that one of the Breakout rooms is available at 1.30pm on Day 2?

Yes.

10. Is it required that the conference space be located within the same property where guests will be lodging?

The lodging and conference rooms must be at the same general location. Please see page 2 of the RFQ.

11. Will lunch need to be served in a separate area, or can it be provided within the meeting space?

Thursday lunch is a working lunch and can be served in the meeting space, or the foyer outside the general session room.

12. To reconfirm, guest rooms need to be billed separately as a master bill to be paid via a Government Purchase Card or credit card?

Yes. Guest rooms for Governing Board members as indicated on the rooming list shall be billed to a GSA Smart Pay Centrally Billed Account (CBA).

RFQ# 91995923Q0002

Amendment 1: Responses to Clarification Questions

13. Under preferred concessions it says that attrition of 80% or less is a must. Could you clarify whether it is a technical requirement or a preference?

Attrition and Cancellation clauses must be 80% or less per the industry standard.

14. Would it be possible for each guest to provide their own credit card at check-in to cover any potential incidentals? If not, how will incidentals be covered?

Yes. Each guest shall pay for their own incidentals with their own credit card.

15. Are you able to fill out an SF1049 form for third parties for tax exemption purposes? Will a tax exempt form be provided. For Maryland, hotels require a tax-exempt form that specifically states that you are tax exempt in Maryland.

The U.S. Department of Education (ED) is an agency of the Federal Government and is tax exempt. A form will be provided.

16. Will the contracting office be able to provide a tax-exempt certificate during the solicitation process?

The U.S. Department of Education (ED) is an agency of the Federal Government and is tax exempt. A form shall be provided after receipt of offers, upon negotiation with the selected offeror(s).