91995926Q0005-RFQ-NAGB-May-2026-QBM.pdf

Request for Quotations 91995926Q0005 May 14-15, 2026 Quarterly Board Meeting

Washington, DC Metropolitan Area

Conference Space and Lodging Services NAICS Code: 721110 (Hotels and Motels, Non-Casino) PSC: X1AB – Lease/Rental of Conference Space and Facilities Set-Aside: Total Small Business Size Standard: $40.0M

Overview

This is a combined synopsis/solicitation for commercial services, issued in accordance with Revolutionary FAR Overhaul (RFO) Part 12.201-1 – Simplified Procedures. This announcement serves as the only solicitation. Please read this notice in its entirety and follow all submission instructions carefully.

Eligibility and Submission Authorization Requirements

• Who may submit:

Any interested, responsible source may submit a quote directly to the U.S. Department of Education (ED), National Assessment Governing Board.

• Third-party submissions:

• If you are not the hotel or lodging venue, you must include written proof of authorization to submit a binding quote on the venue’s behalf.

o Acceptable evidence: A signed agreement between the venue and the quoter.

o Quotes that fail to provide such evidence shall be deemed technically unacceptable and will not be considered for award.

Background

The National Assessment Governing Board (NAGB) is an independent, nonpartisan board that sets policy for the National Assessment of Educational Progress (NAEP), commonly known “The Nation’s Report Card”. The Governing Board meets quarterly to fulfill its legislatively mandated responsibilities. More information about the Board and its work is available at www.nagb.gov. The Board seeks lodging and meeting services for its May 2026 Quarterly Board meeting in the Washington, DC metropolitan area, including Maryland (Bethesda) and Virginia (Alexandria and Arlington) hotels with ready access to public transportation options offered by the Washington Metropolitan Area Transit Authority.

• Venues capable of accommodating the room block & requirements listed below.

• The lodging and conference rooms must be at the same general location.

• There is no flexibility with the meeting dates and area of consideration.

http://www.nagb.gov/

Detailed information is available at https://www.nagb.gov/about-us/quarterly-board-meetings.html. This RFQ pertains only to the May 14-15, 2026, meeting in Washington, DC metropolitan area.

Meeting History

The Governing Board has held its recent quarterly meetings at the following locations:

• November 2025: Hilton National Landing, Arlington, VA

• August 2025: Hotel AKA, Alexandria, VA

• May 2025: Lyndon Baines Johnson Building, Washington, DC

• March 2025: Hotel AKA, Alexandria, VA

Requirements

Venues must provide both lodging and meeting space, with all guest rooms located on the same property. Meeting dates and geographic area are fixed and cannot be changed.

Lodging

The Governing Board requires a room block of 82 room nights (see nightly allocation below).

The lodging rate must comply with the prevailing federal government per diem for the Washington, DC metropolitan area. ($276 or below for May 2026).

Tuesday May 12, 2026

Wednesday May 13, 2026

Thursday May 14, 2026

Friday, May 15, 2026

# Guest Rooms (King Rooms Preferred) 1 40 40 1

Food & Beverage

Meal Function Anticipated # pp

Menu General Menu Discounts – 20% off published menu prices Thursday – Coffee Service: AM w/Refresh 60 Regular, Decaf, Assorted Teas Thursday – Working Lunch: Hot Buffet 40 3-course hot buffet lunch Friday – Coffee Service: AM w/Refresh 60 Regular, Decaf, Assorted Teas

Meeting Space & Set Up Requirements

The requirements for meeting space, set up, food and beverage, and audiovisual (AV) services are outlined below. While NAGB prefers to use the venue’s in-house A/V provider, it reserves the right to contract with an external company. A detailed quote from the AV provider shall be submitted with the quote. Quotes that fail to provide such evidence shall be deemed technically unacceptable and will not be considered for award.

https://www.nagb.gov/about-us/quarterly-board-meetings.html https://www.nagb.gov/about-us/quarterly-board-meetings.html https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2026&state=DC&city=&zip=

• Meeting Space Requirements Wednesday, May 13, 2026

Event Name Start Time End Time Attendees Set Up Staff Office 12:00 p.m.

24-hour hold Friday, May 15 @ 5:00 p.m.

10 pp

- Conference table for 10 pp.

- Space in room to store materials and equipment.

- Five keys for staff to access room after hours, as needed.

Breakout 1

8:00 a.m. 5:00 p.m. 25 pp Conference style for 10, theater style seating for 15 on the perimeter (see diagram).

Plenary Room Set Up 12:00 p.m.

Wednesday

24-hour hold 60 pp

Hollow Square for 25-28, with perimeter seating set classroom style for 6 on the left and 6 on the right of the square, and classroom for 36 with a center aisle below the square. (See diagram)

Thursday, May 14, 2026 Event Name Start Time End Time Attendees Set Up

Registration 7:00 am

5:00 pm 2 pp Registration area outside the Plenary room with two 6-foot tables, two chairs, and access to a power outlet.

Plenary 8:00 a.m.

5:00 p.m. 60 pp Hollow Square for 25-28, with perimeter seating set classroom style for 6 on the left and 6 on the right of the square, and classroom for 36 with a center aisle below the square. (See diagram).

Breakout 1

(ADC)

8:00 a.m. 5:00 p.m. 25 pp Conference style for 10, theater style seating for 15 on the perimeter (see diagram).

Breakout 2

(COSDAM)

8:00 a.m. 5:00 p.m. 25 pp Conference style for 10, theater style seating for 15 on the perimeter (see diagram).

Breakout 3 (R&D)

8:00 a.m. 5:00 p.m. 25 pp Conference style for 10, theater style seating for 15 on the perimeter (see diagram).

Friday, May 15, 2026 Event Name Start Time End Time Attendees Set Up Registration 7:00 a.m.

3:00 p.m. 2 pp Registration area outside the Plenary room with two 6-foot tables, two chairs, and access to a power outlet.

Breakout 1 (Nominations Committee)

7:00 a.m. 12:00 p.m. 25 pp Conference style for 10, theater style seating for 15 on the perimeter (see diagram).

Plenary 8:00 a.m.

3:00 p.m. 60 pp Room should be set in a hollow square configuration for 25–28 participants.

On the right side of the hollow square, include classroom-style seating for 6 additional attendees. Below the hollow square, arrange classroom style for 24 people with a center aisle.

Please refer to the attached diagram for layout details.

Audiovisual Requirements

Thursday, May 14, 2026 – Breakout Rooms

• Video Equipment:

• 3 screen packages & projection carts

• NAGB will provide own LCD projectors

• Power and Cabling:

• Power outlets will be provided for the conference table

• Will need extension cords and set up assistance will be provided by the AV contractor or hotel

Thursday, May 14, 2026 & Friday, May 15, 2026 – Plenary Session (Hybrid Meeting)

• Audio

• 28 Push to Talk microphones (wired)

• 1 Wireless Handheld microphone

• House Sound System (or speakers)

• Other related items (e.g. mixer, etc. as applicable)

• Video:

• 1 Screen Package

• 1 Confidence Monitor

• 2 OWLS (360° video conferencing cameras)

• Perfect Cue

• NAGB will provide own LCD projector

• Other related items (switcher, etc. as applicable)

• Computer:

• 1 Laptop Windows OS

• Internet:

• Wireless connection for up to 70 pp

• Wired Internet Connection

• Zoom & Hybrid Support

• NAGB meeting contractor will manage the Zoom with AV provider technical support

• AV audio and video technical assistance is required

• Pre-Meeting Preparation

• Technical run-through required the day before the meeting

• Power and Cabling:

• NAGB will provide power outlets for the general session table

• Audio visual contractor to provide extension cords

• Recording & Audio Feed:

• In addition to Zoom, the meeting will also be recorded by a court reporter to produce a verbatim transcript

• Court Reporter will need a feed to the house sound system on Thursday and Friday

Preferred Concessions

Lodging

• One complimentary room for every 50 guest rooms picked up, credited the master bill.

• Discounted lodging rate for local staff who commute long distances and need to arrive early and stay late for set up. Staff will be responsible for their own room, tax and incidental charges.

• Waiver of resort fee (if applicable)

Audio Visual and Technology

• Twenty-five percent off in-house AV partner services.

• Complimentary/discounted Wi-Fi in the guest rooms and meeting space

Food & Beverage

• Discounted published menu prices for beverages and working lunch.

Parking and Access

• Eight complimentary day parking passes for local staff and speakers.

• Discounted daily and overnight parking rates for attendees who will drive to the meeting.

• Complimentary keys to access staff office.

Hotel Contract Clauses

• Attrition and Cancellation clauses must be 80% or less with a sliding scale at 30 and 60 days from the arrival date.

• See Contract Clauses section at the end of this document for required terms and conditions to be incorporated in the resulting hotel contract.

Billing

Guest Room Billing and Reservations

• Guest room charges will be billed to the Governing Board’s Centrally Billed Account (CBA)/VISA except where indicated on the rooming list.

• The Governing Board is tax-exempt.

• All reservations will be made via rooming list.

• Each guest is responsible for their own incidental charges.

Meeting Services and Payment

• Meeting services charges will be billed to a purchase order to include meeting room rental, food and beverage, audio-visual equipment and other meeting services.

• The vendor must submit the final invoice through the Invoice Processing Platform (IPP) at https: //www.ipp.gov for electronic payment.

Instructions to Quoters

Quoters must be registered in the System for Award Management (SAM) and maintain an active registration throughout the life of the purchase order. SAM is accessible at https://www.sam.gov.

Quoters must include their SAM Unique Entity ID (UEI) in their quote. Quotes that fail to provide a UEI number shall be deemed technically unacceptable and will not be considered for award.

Quotes must:

• Be signed and submitted by an official authorized to bind the organization

• Remain valid for 120 days

• Include the name and email of a designated individual authorized to conduct negotiations

Responses shall include:

1. Technical Response Form

2. Quote Worksheet (Including detailed AV Quote)

3. Past Performance Information

4. Teaming Agreement, etc. (If Applicable)

Quotes that fail to follow these instructions shall be deemed technically unacceptable and will not be considered for award.

Technical Response Form

The quoter shall complete the attached form with availability details and include the following information:

Meeting Space, Lodging and Food & Beverage:

(a) A description of the proposed meeting space, including names of the exact meeting rooms being offered.

https://www.sam.gov/

(b) Additional details such as room descriptions, floor plans, capacities, set-up options, daily available times, and links to meeting space on the hotel’s website with specifications for each proposed room. NAGB prefers meeting spaces that are located near each other and are aesthetically pleasing.

(c) Facility must be ADA compliant.

(d) Lodging at per diem rates, accommodations offered, room block pattern, cut-off date and reservation methods available.

(e) Confirm room block and space will be held, or the Governing Board shall be given the first right of refusal for a minimum of 15 days after quote submission date.

(f) Food & beverage menus.

Audiovisual services (AV) and other services:

(g) An itemized quote from the AV provider shall be included, along with the total cost on the pricing sheet. The quote should include any discounts offered and any additional fees that would apply if a provider other than the hotel’s in-house A/V provider is used.

(h) Wi-Fi, internet offerings including bandwidth, capacities, etc.

(i) Information/offerings on all other NAGB requirements such as shipping/receiving, parking, etc.

(j) Parking costs per day and overnight.

(k) All special accommodations and concessions being offered.

(l) 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 the 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.

Additional information may be included such as a one-pager, venue brochure, floor plans, menus, can be attached to the quote as appendices.

Quote Worksheet

Vendors shall quote costs on a firm-fixed basis with detailed cost assumptions only on the pricing spreadsheet included with the RFQ.

1. A template detailing budget submission is provided as a separate attachment in Microsoft Excel format. The file shall be completed using formula/calculations and returned as part of the quote.

2. If available, a draft proposed facility/hotel contract using the guidance in the RFQ shall be submitted.

3. The quote shall include a statement recognizing that as a federal entity, the Governing Board (U.S. Department of Education) is tax exempt, and therefore 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.

Past Performance

Vendors shall provide at least two references (including name, organization, phone number) from clients for whom the proposed hotel or facility has delivered services of similar scope within the past three calendar years.

In addition, proposed facilities/hotels shall provide examples of government sponsored meetings of comparable size and scope hosted in the last 3 years.

Clarification Questions

NAGB will accept clarification questions via email only until 12:00 pm ET Tuesday, February 17, 2026. Questions submitted after this deadline may not receive a response.

Responses to questions will be issued after the deadline as an amendment to the RFQ. Oral explanations or instructions given by the Government before the award of the contract are not binding.

Submit all clarification questions concerning this solicitation to Tony White, Contract Specialist, Team Lead, at tony.white@ed.gov. The subject line of the email shall reference the RFQ number and the name of your organization. For example, the email subject line shall read:

Clarification Questions - RFQ 91995926Q0005- John Doe Company

Quote Due Date

Quotes are due via email only by 12:00 pm ET, Friday, March 6, 2026

Submit quotes in response to this solicitation to Tony White, Contract Specialist, Team Lead, at tony.white@ed.gov. The subject line of the email shall reference the RFQ number and the name of your organization. For example, the email subject line shall read:

Quote - RFQ 91995926Q0005- John Doe Company

Proposal Evaluation and Award

Proposals submitted in response to this RFQ will be evaluated in accordance with RFO Subpart

12.203. The award will be based on best value to the Government, with significant consideration given to technical quality and vendor experience, followed by price. The Contracting Officer may issue a purchase order to a vendor other than the lowest-priced quoter.

The Government reserves the right to make an award without discussions and intends to evaluate, and award based on initial quotes. Therefore, quoters should submit their best terms— both technical and pricing—in their initial submission.

The Contracting Officer may reject any or all quotes and may negotiate final terms with one or more quoters of the Government’s choosing. Formal source selection procedures under RFO Part mailto:tony.white@ed.gov mailto:tony.white@ed.gov

15 shall not be used, and the Contracting Officer will not negotiate with quoters outside of those selected.

The Government will award a purchase order from this solicitation to the responsible offeror whose quote will be most advantageous to the Government, price and other factors considered.

The following factors shall be used to evaluate quotes:

1) Technical Quality

2) Cost / Price

3) Past Performance

When combined, non-price factors are significantly more important than cost or price. However, as differences in technical proposals narrow, price and concessions may become the deciding factor for the award. A site visit to verify facilities and confirm adequate accommodations prior to award may take place at the Government’s discretion.

Technical Quality

Technical quality will be evaluated based on the following criteria to determine whether proposed venues meet and/or also exceed the Government’s requirements:

• Exact meeting dates.

• The proximity of the venue to the preferred location in downtown areas. For example, the

Washington, DC Metropolitan area includes hotels located in Washington, DC, downtown Arlington, VA and Alexandria, VA (within 5-10 miles of Reagan National Airport Metro Station), and Bethesda, MD (within 10-12 miles of Reagan National Airport Metro Station).

• Facility capability and suitability, including whether the venue is a full-service hotel/facility offering amenities such as guest rooms, on-site or nearby restaurants, fitness facilities, etc.

• Ability to meet all solicitation’s requirements for sleeping rooms, meeting space, and other specifications. This includes:

o General session room seating 28-30 in hollow square, with 36 classroom style around the perimeter o Breakout rooms that seat at least 10 conference style, with 15 in theater seating on the perimeter.

o Office space that accommodates at least 10 people conference style.

o 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.

o Food and beverage offerings, including menu variety and suitability.

o Audiovisual services, evaluated for responsiveness, quality of equipment, and fair and reasonable prices.

o Concessions and complimentary offerings.

o Reasonable cancellation fees.

Cost / Price

Lodging shall be offered at per diem rates with meeting services priced at fair and reasonable costs. The Department will evaluate price by comparing the quoted fixed unit prices for guest rooms, meeting space, Wi-Fi and internet, Audiovisual services (A/V), storage and handling, food & beverage, parking, etc.

Food and beverage pricing will be evaluated based on any discounts offered on a) published menu pricing and the b) the service charge quoted.

A/V pricing will be evaluated by comparing quoted prices and any discounts offered off the provider’s published pricing. The final contract amount will be determined once final attendance numbers are confirmed.

Past Performance Evaluation

Past Performance will be evaluated focusing on the quoter’s experience hosting government-sponsored meetings. The evaluation may include:

• The contracting officer’s prior knowledge and experience with the venue or services

• Outreach provided in the quote

Hotel / Venue Contract Clauses

Quoters are responsible for reviewing the full text of these clauses and must ensure that no proposed terms and/or conditions conflict with them. These provisions address changes, disputes, payments, cancellation, etc.

Please see the Provisions/Clauses in the Standard Form 1449 for Purchase Order clauses.

Quotes must be fully compliant with the terms of this RFQ. The Government reserves the right to reject any quote that does not adhere to these terms in all respects.

1. 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, the 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.

2. 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.).

https://www.gsa.gov/travel/plan-book/per-diem-rates

3. 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).

4. 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.

5. Relocation / Walk: If a guaranteed and confirmed reservation is not honored because a room(s) is unavailable on 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.

6. 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. If 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.

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

8. 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. The government shall have the right to cancel this contract without liability upon written notice to the hotel.