HBCU_Hotel_RFQ_Final_2017.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. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation HBCU-EMS2017-0001 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) 2005-94, 2005-95. The NAICS Code is 721110, Hotels (Not Casino) and Motels, and small business size standard is $32.5M.

The hotel selected to receive an offer from the Department 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 https://www.sam.gov Hotels shall include their DUNS number in their quote. If the hotel does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. The hotel selected for an offer from the Department will need to provide Offeror Representations and Certifications prior to any award.

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 2017. The preferred dates are September 17-19, 2017, which follows the culmination of the Annual Legislative Conference of the Congressional Black Caucus. The Department will not accept the dates of September 14-16, 2016, which conflict with a Congressional Black Caucus event that may impact attendee participation.

The Government does not intend to execute any contract other than with the facility or venue proposed to hold the event and provide accommodations. 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. Any quote which requires the Government to make an offer that renders a hotel or facility provider as a third party, or for lodging/hotel accommodations that cannot be provided at quoter’s facility, shall be deemed technically unacceptable and will not be considered for award. The Department’s preference is that all lodging and meeting space be in one general location.

AREA OF CONSIDERATION: Maryland National Harbor, Northern Virginia, Washington, DC area large hotels within 25 miles of downtown DC (400 or more sleeping rooms plus meeting space that can accommodate 900-1200 in rounds). The majority of lodging and conference rooms must be at the same general location, although we will consider partnering arrangements where locations within close proximity of each other are proposed. At this time, there is no flexibility with the distance.

EVENT NAME: 2017 National Historically Black Colleges and Universities Week Conference

PURPOSE/BACKGROUND:

The White House Initiative on Historically Black Colleges and Universities is having its annual conference. The conference has been held since 1980 and has increased in popularity and size over the last ten years. Historically, this conference receives support from 5 other Federal agencies and over 20 private sector organizations. The average total attendance is 960. This year, the conference will be more focused on the infrastructure of the HBCUs and we expect high profile and political attendance as key note and general participation.

HISTORIC INFORMATION ON THIS CONFERENCE:

2009 – Renaissance Washington – Over 100% room pick up of 840 guest nights, Food and Beverage revenue: Over $130K 2010 – Hyatt Crystal City – over 100% room pick up of 810 guest nights. Food and Beverage Revenue: Over $140K 2011 – Marriott Wardman Park – over 100% room pick up of 810 guest nights. Food and Beverage Revenue: Over $160K 2012- Grand Hyatt – Over 100% room pick up of 746 guest nights. Food and Beverage Revenue: Over $74K 2013- Washington Hilton-Over 100% room pick up of 517 guest nights. Food and Beverage Revenue: Over $129K 2014-Washington Marriott Wardman Park- over 100% room pick up of 630. Food and Beverage Revenue: Over $102K 2015- Washington Marriott Wardman Park- over 100% room pick up of 630. Food and Beverage Revenue: Over $130K 2016-Renaissance Capital View Arlington/Residence Inn Capital View Arlington- over 100% pick up of 630. Food and Beverage Revenue: Over $130K

SCHEDULE OF EVENTS:

Tentative Event Schedule: Two Full and two- half Days of Events Day 1(Set up day-half day)- Plenary, Breakout Room and Registration Set up 11 am Exhibitor Table-top set up beginning at 2:30pm Welcome Reception (to be held at the discretion of the conference program staff and may be canceled at any time without penalty).

Pre-Registration 4:00 pm-6:00pm

DAY 2 –

Registration begins at 7 a.m., 7:30 a.m.

Continental Breakfast - 7:00 a.m.-8 a.m., Opening plenary- 8am-10am Concurrent Breakout sessions 10:15 a.m.-12:15 p.m., Luncheon Service 12:30 p.m.-1:30 pm, Luncheon Speaker- 1:30 pm- 2:30pm Concurrent Breakout Sessions 2:45 pm-4:45 pm, Optional networking reception 6:00 pm-8:00 pm (to be held at the discretion of the conference program staff and may be canceled at any time without penalty).

DAY 3 –

Continental Breakfast, 7 A.M Plenary – 8:00-9:00 a.m. – Break outs 9:30 a.m. -11:30 a.m., Luncheon Service – 11:45-12:30, Luncheon Speaker- 12:30-1:30 Break outs and/or plenary. Close 5 p.m.

Optional Board Dinner for 25- 6pm

Break outs and registration area- available for set up no later than 6am. May need portion of the day prior for set up.

DAY 4 –

Private Board Member Breakfast (A separate room near or adjacent to the meeting room is preferred.)

PBA HBCU Board meeting (8 a.m. registration, 9 a.m. – 2 p.m. meeting). Private Board Member Lunch (A separate room near or adjacent to the meeting room is preferred.)

Hotel shall be able to accommodate the schedule above in September 2017. Preferred dates: September 17-19, 2017.

REQUIREMENTS:

Set up for Day 1 – Set up required the Day prior to event start date (prefer setup to be complete by 10 p.m. the day prior to the conference start).

· General Session with a stage (40’x5’ – We can be flexible with size if needed); for A/V set up (only stage/ A/V area(s) required for set up). Registration area. Registration area will need to accommodate 8 stations (5 last name lines, 1 line for VIPs and Presidents/Chancellors, 1 for Speakers/Sponsors and one large area for corrections/walk- ins). The corrections/walk-ins station can be separate from the others; however, within close proximity/view of the main registration area. Lighting and electricity is required in all registration space. Registration will be open tentatively from 4-7 p.m.

· Ability to hang registration signs from the ceiling, if needed. This will be based on a walkthrough, if determination is that attendees need a better visual at registration.

· Registration Office – preferably behind or within close proximity of registration area. To accommodate registration materials, a table and a few chairs.

· Speakers/Office – preferably in close proximity of registration and/or general session space. Wi-Fi for 5 is required. 2 rounds of 8 for staff meals and work, 3 banquets for computer stations and two small tables for printers/copiers.

Day 2 - All space must be available for use as required by 6 a.m. and on 24 hour hold, unless otherwise noted.

· Registration available at 6 a.m.

· General Session for 1000 in theater 8 a.m. – 5 p.m. (General session can be set in rounds after opening plenary and used for lunch if lunch room not available. Having two separate rooms for the lunch and plenary is preferable). Lunch will be for 800 in rounds. Stage with head table, projector, screen and microphones.

· Open area separate from General Session is preferred for Networking reception for 350

· Speakers/Office

· VIP hold/Green room (close proximity to general session stage)

· 1 area for 20-30 tabletops for Exhibitors (preferably in a high traffic area for the conference participants, registration area has worked best in the past) each exhibitor will have 1 – six foot table, 2 chairs and electricity available as a basic setup

· Set up (time can be set in the afternoon or evening, must be ready by 6 a.m. on Day 2) - 5 Break outs for 200 ea in theater with a head table, screen, podium, stage and projector. Break out rooms must be available from 6:00 a.m. – 11:59 p.m.

Day 3 - All space must be available for use as required by 6 a.m. and on 24 hour hold, unless otherwise noted.

· Registration 8 a.m. – 5 p.m.

· General Session for 800 theater 8 a.m. – 5 p.m. (General session can be set in rounds after opening plenary and used for lunch if lunch room not available. Having two separate rooms for the lunch and plenary is preferable). Lunch will be for 800 in rounds. Stage with head table, projector, screen and microphones.

· VIP hold/green room

· Speakers/Office

· Exhibitors area

· 5+ Break out areas (One floor is preferable)

Day 4 – Board meeting

· Board meeting (8 a.m. registration, 9 a.m. – 2 p.m. meeting)

· Set in u-shape for 20, plus seating for 50 around perimeter for general attendance. Projector, screen, floor podium with microphone, conference line and table microphones, floor microphone and stand will be needed.

· Small table with 1 chair will be needed for court reporter.

· Staff table set for 4 will be needed.

· Table with 4 chairs outside of meeting room for sign in/registration.

Additional optional space:

- Registration Office – preferably behind or within close proximity to registration area. To accommodate registration materials, table and a few chairs. Internet and phone capabilities are required.

- Media/Conference room to include phone with speaker capabilities. To accommodate 6 or less, table and chairs. Hard wired Internet required.

- Exhibit hall or foyer area large enough to accommodate 35 exhibitors within close proximity of main conference area.

GUEST ROOM ACCOMMODATIONS:

Arrival/Day 1

rooms for PBA

*Rooming list will be provided* rooms for All Stars

*Rooming list will be provided*

TOTAL NIGHTS

We are requesting the government rate or lower for the room block. We cannot accept a contract with attrition based on the fact that these rooms are purchased by the individual attendee. Individual attendees are responsible for paying for their own rooms, except as noted above. If a Hotel is unable to accommodate the full block requested, we encourage partnering with other properties in close proximity to the host property. Partnering hotels should be of equal quality and number of guest rooms, pricing and conditions included in quote response. We also request that you honor the contracted rate 3 days prior and 3 days after the contract dates.

FOOD AND BEVERAGE:

The Department plans to use gift/sponsored funds to pay for food and beverage subject to the availability of these gift funding. Food and beverage will be added to the contract AFTER funds are acquired. Please note, in 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 special or reduced pricing for catering for the following food and beverage requirements:

PREFERRED SPECIAL CONCESSIONS - The following concessions are requested. Quoters are welcome to offer additional or revised concessions.

· All meeting/office space –Complimentary

· 1 comp room for every 35 picked up

· Up to 10 Guaranteed rooms at a 80% discount off Government Per Diem rate over the duration of the conference

· Comp or Discounted meeting space internet services

· 8 complimentary valet parking per day

· 10 complimentary self-parking per day

· Complimentary Wi-Fi for presenters in all break outs and staff and registration office.

· Complimentary phone with speaker and phone line with 800 and local call capability in media conference and staff office.

· Complimentary coffee, tea and soda breaks/refresh for board meeting for 50 max.

· Complimentary Wi-Fi for all participants in all session space.

· Complimentary Wi-Fi for participants in the board meeting.

· 750 lbs of complimentary in-bound receiving and handling of in-house shipping and receiving department starting the day prior to meeting start.

· Complimentary tables and 2 chairs each in designated area for exhibitors (Max 35)

· Complimentary snacks and beverages in staff and volunteer rooms during contracted dates.

· Complimentary meeting room (set in theater with a head table needed for 2 hours for volunteer briefing and walkthrough. To include refreshments (food and drink) provided by hotel.

· Complimentary wifi for guestrooms

CONTRACT CLAUSES:

The following clauses shall apply to any resulting contract:

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. FAR 52.212-4 -- Contract Terms and Conditions -- Commercial Items (Jan 2017)

3. 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items. (Jan 2017)

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 (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 Rerepresentation (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).

4. FAR 52.232-40 Providing Accelerated Payment to Small Business Subcontractors (DEC 2013)

5. 306-1a Invoice and Contract Financing Requests Submission (Alternate I) (January 2007)

(A) Payments shall be rendered in accordance with the payments clause(s) of the incorporated contract clause and with those otherwise specified rated or fixed price amounts. (B) The contractor shall submit invoices electronically as an attachment to a message to TBD at award. The subject area of the message shall contain the invoice number AND contract number. The electronic copy of the invoice shall be in a format that is supported by Microsoft Office (Microsoft Word or Excel), or Adobe Acrobat (.pdf). (End of Clause)

6. EDAR 3452.201-70 Contracting Officer’s Representative (COR) (May 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 (May 2011) by reference

8. EDAR 3452.237-71--Observance of Administrative Closures (May 2011) by reference

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

10. Availability of Funds: Funds 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.

11. 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.).

12. 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).

13. Clearance of Conferences/Meetings: Any hotel/venue contract that the Contractor negotiates must be reviewed by and receive concurrence from an Event Services Team member prior to final agreement. The Event Services staff can be contacted at (202) 401-3679 or event.services@ed.gov.

Comps: The Contractor does not have authority to negotiate or accept room upgrades for Department or Contractor staff. However, the Contractor is authorized to exercise its best efforts to obtain other Comps of necessary items/services that the Department would otherwise seek to procure in furtherance of the conference/meeting (i.e., meeting rooms, sleeping rooms, audio-visual equipment, etc.)

Dual Compensation: Contractors are prohibited from receiving compensation from both the Department and any other source for conference planning performed pursuant to the terms of this Contract. If the vendor receives any compensation from another source as a result of conference services performed for the Department, the Contractor will report this compensation to the Contracting Officer and offset its invoice to the Department in an equal amount.

EVALUATION CRITERIA:

The Government will award a contract 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:

· the hotel’s ability to meet the solicitation requirements, including the requirement that breakout rooms must seat at a minimum 200

· hotels that can provide services on the preferred dates of September 17-19, 2017 will receive preference; quoters that cannot provide the complete requirement and services during the preferred dates may propose dates in September 2017; quoters that cannot provide services in September 2017 will not be considered.

· quality of meeting space proposed, which, at the Department’s discretion may be based on a walk-through

· guest room prices

· food and beverage offerings and menu prices, including any discounts offered

· comps offered

· other prices quoted, including shipping/receiving, internet, parking, etc.

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. The Federal Government is tax exempt. Quotes must include:

· Proposed meeting space and time of availability for each day. (We desire meeting spaces in close proximity to each other and that are aesthetically pleasing to the eye and that seat at a minimum of 200).

· Fixed prices for Internet for meeting space

· Special or reduced pricing for catering. Please provide menus.

· A/V requirements/pricing/additional fees for using outside vendors

· Any and all special accommodation and concessions

· Cost/Price Quote - the hotel shall quote a firm-fixed price (FFP) solution for furnishing the requirements that accounts for labor as well as other direct costs, including equipment use and set-up requirements, service charges, reimbursement for travel, etc., and

· FFP’s, based on attendance figures, menu, A/V, internet, and room prices, etc. should be itemized.

· Please provide a separate pricing for the Day 4 requirement, President’s Advisory Board Meeting. This meeting has separate funding requirements.

· Provide DUNS Number and Confirmation of SAM.GOV Registration

· Confirm space will be held or the Department given first right of refusal for a minimum of 10 days after submissions of quote.

CLARIFICATION QUESTIONS:

Submit all clarification questions concerning this solicitation in writing via E-Mail to Robin Dixon- Jefferson at Robin.Dixon-Jefferson@ed.gov and Gary Weaver at Gary.Weaver@ed.gov. ED will accept clarification questions until 12:00 p.m. EST Thursday, March 9, 2017. After this date ED does not guarantee that a response will be given.

QUOTE DUE DATE:

Quotes are due by Monday, March 20, 2017 at 11:00 a.m. EST. Please email quotes to Robin Dixon- Jefferson at Robin.Dixon-Jefferson@ed.gov and Gary Weaver at Gary.Weaver@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.

WHIHBCU 2017 Conference – Hotel and Meeting Space RFQ Page 1