Responses-to-Questions-91995926Q0001.pdf

RFQ# 91995923Q0002

Amendment 1: Responses to Clarification Questions

Request for Quotations 91995926Q0001 March 2026 Quarterly Board Meeting Responses to Clarification Questions

November 14, 2025

Please use the revised pricing spreadsheet uploaded to SAM.gov for quotes titled ‘91995926Q0001-Cost- Proposal-Worksheet-NAGB-Revised’. Some formulas have been corrected. You may also use the other version and validate the formulas. Please confirm the accuracy of all formulas.

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

The meeting dates are March 5 & 6, 2026. Lodging is required some days before and after the meeting. Please see page 2 of the RFQ for approximate room nights.

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

No. There is no flexibility with the meeting dates.

4. Could you please confirm whether proposals can be submitted by third-party organizations?

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.

https://www.sam.gov/

5. Are there any requirements regarding hotel classification, such as minimum star rating or AAA certification?

We require a full-service venue with a minimum 3 star or 3 diamond rating. The RFQ states that venues will be evaluated based on quality of meeting space, which may be evaluated through a site visit, prior experience with the venue, or other reasonable means such as online reviews and star ratings.

6. May we provide digital floor plans or weblinks in lieu of formal blueprints if they clearly indicate the room names, capacities, and layout photos?

Yes. Any of these are acceptable.

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

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

8. For the NAEP Outreach event, should the room be set up with round tables, banquet style for 75-80 people, and additional, reception setup (smaller, taller tables) for 80 people, all in the same room?

The venue should propose the best solution for the outreach event, depending on space availability and configuration. The requirements are based on typically what the Board has required for previous outreach events. The room should accommodate panel seating on a riser for 5 people, and crescent rounds or theater style for 75-80 people, and a room hosting a reception for 80 people with light refreshments following the panel. This can be all in the same room, if possible, or a separate room or area within the venue.

9. What constitutes acceptable documentation for the required 20% AV discount (e.g., published rate sheet, comparative quote)?

A/V pricing will be evaluated by comparing quoted prices and any discounts offered off the in-house providers published pricing.

10. If the venue’s in-house AV partner is unable to support hybrid tools such as OWLs and

Zoom, is an external AV provider acceptable?

AV must be available from an in-house provider, and include any discounts being offered as well as any additional fees for using other than the hotel’s in-house A/V provider. While NAGB prefers to use the venue’s in-house A/V provider, it reserves the right to contract an external provider if needed.

11. 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).

12. Will lodging guests be providing their credit card for hotel incidentals?

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

13. Does the Government require a contractor representative to be physically on-site throughout the event, or would a designated hotel point of contact be sufficient to meet this requirement?

We do not require on-site support from a contractor representative. The hotel point of contact is preferred.

14. Is the Government expecting an on-site representative during the event (if so, in what capacity), or is remote/virtual coordination acceptable?

No. An on-site representative from the contractor is not required. Virtual coordination is acceptable, although the Board has staff capacity for meeting support and the hotel staff should be our primary point(s) of contact.

15. May we include coordination and onsite presence T&E costs (if on-site presence is required)? Where should these charges be placed - part of the Meeting Services section of the cost proposal?

We do not require on-site support from a contractor representative. The hotel point of contact is preferred.

16. 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 industry standard.

17. Since the hotel will have to submit their invoice through ipp.gov, my portion would have to be added under the service charge, per the excel sheet?

This depends on your agreement with the hotel venue and shall be reflected in your third-party agreement. You may include this on the spreadsheet where applicable.

18. Will you provide tax exemption forms for the hotel as well as for our company?

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).