2017_NBRS_RFQ.final.docx

REQUEST FOR QUOTES

HOTEL MEETING SPACE

2017 National Blue Ribbon Schools Awards Ceremony

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 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 NBRS-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 2005-94,2005-95. The NAICS Code is 721110, Hotels (Not Casino) and Motels, and small business size standard is $32.5M.

Subject to the availability of funds, the U.S. Department of Education (ED) has a requirement to obtain meeting space and hotel guest room accommodations for the 2017 National Blue Ribbon Schools (NBRS) Awards Ceremony.

The firm 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. Firms shall include their DUNS number in their quote. If the firm does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. The firm 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. However, the Government will not 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 offeror 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 offeror. 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 offeror’s facility shall be deemed technically unacceptable and will not be considered for award.

Preferred dates: November 5, 2017 (load in/set up) through November 6-7, 2017 (preferred dates) or November 12, 2017 (load in/set up) conference and ceremony dates November 13-14, 2017. Quotes shall not offer Federal Holiday dates. ED requires Sunday- Tuesday guest room patterns. Sunday set up and registration start is preferred; however, ED will consider other quoted options if essential space is available on a Sunday (e.g. registration area, staff and work rooms). ED requires the hotel to honor the quoted room rate two days before and two days after the blocked guestroom dates.

AREA OF CONSIDERATION: Washington, DC metropolitan area large hotels. Hotel must be within 3 blocks of a metro station. Free shuttle service must be provided if the metro is more than 1 block away from the hotel.

PURPOSE/BACKGROUND:

ED’s NBRS Program honors exemplary public and private schools whose students achieve at very high levels or make significant improvements in their level of achievement. Since the program’s inception in 1982, the NBRS Program has honored more than 6,800 of America’s most successful public and private elementary, middle, and high schools. A National Blue Ribbon Schools flag waving overhead has become a trademark of excellence, a symbol of quality recognized by everyone from parents to policy-makers in thousands of communities. The National Blue Ribbon Schools Program sets a standard of excellence for all schools striving for the highest level of achievement. As stated by the Secretary, “National Blue Ribbon Schools are committed to accelerating student achievement and preparing students for success in college and careers. Some have shown dramatic improvements in places where students are overcoming the challenges of poverty, and others serve as examples of consistent excellence. Each year an Award Ceremony is held in their honor. The NBRS Program is part of a larger U. S. Department of Education effort to identify and disseminate knowledge about best school leadership and teaching practices.

HISTORIC INFORMATION ON THIS CONFERENCE FOR THE PAST 3 YEARS:

2016 – Crystal City Gateway Marriott – Over 100% room pick up of over 850 room nights using Crystal City Marriott for overflow guestrooms and maxing out block held there.

2015 - Omni Shoreham Washington, DC – Over 100 % room pick up of over 850, actual pick up was over 1915 guest nights. Food and Beverage revenue was over $80K 2014 – Omni Shoreham Washington, DC – Over 100 % room pick up of over 850, actual pick up was over 850 guest nights, Food and Beverage revenue: Food and Beverage revenue was over $100,000 (Student lunches, Breakfast and Plated Ceremony Lunch)

Space Requirements Summary

· Registration Area with 8 stations

· Plenary session for 800 in rounds seating

· Overflow room for 200 or more in theater seating, must accommodate a large screen (used for overflow)

· 4-6 Breakout Rooms for 250 each in rounds

· 1 Break out room for 250 in theater

· 1 Breakout Room that can hold 4 rounds and later be set in conference set up for 30 (this could be a separate room)

· 2 Staff Rooms

· 1 Storage/Work room

· VIP hold room

· Exhibitor Space for 3 exhibitors. Each Exhibitor will need one 6ft table and 2 chairs in a high traffic area.

SCHEDULE OF EVENTS:

Tentative Event Schedule:

Sunday:

Registration - 4:00 p.m. – 6:00 p.m.

Monday:

Registration - 7:00 a.m. – 5:00 p.m.

Breakout Session 1 - 10:00 a.m. – 11:30 a.m.

Breakout Session 2 - 11:00 a.m. – 12:00 p.m.

Opening Plenary Session - 1:00 p.m. – 2:10 p.m.

Breakout Session 3 – 2:15 p.m. – 3:45 p.m.

Plenary Session – 4:00 p.m. – 5:30 p.m.

Tuesday:

Sponsored Breakfast/Opening Plenary – 7:30 a.m. - 9:30 a.m.

Breakout session 1 - 9:45 a.m. – 11:00 a.m.

Breakout Session 2 – 11:00 a.m. -12:00 p.m.

Plated Lunch/Awards Ceremony – 12:10 p.m. – 4:15 p.m.

State Liaison Business Meeting – 4:30 p.m. – 5:30 p.m.

ED requires all meeting and function space to be placed on a 24 hour hold. A/V requirements described below are subject to change at ED’s discretion based on final program/ceremony requirements and funds availability.

Set up Day – Set up is required the day prior to Day 1 below.

8 a.m.

- 3-5 lines for attendees by last name

- 1 line for VIPs and Special Invited Guest, Speakers/Sponsors

- 1 area in close proximity to the main registration for corrections and assistance (preferably in a separate area). These lines will need rope and stanchion to define lines.

The corrections line can be separate from the other lines; however, within close proximity/view of the main registration area. Lighting, electricity and Wi-Fi is required in all registration space.

Space should allow for hanging registration signs from the ceiling as needed. If this is not doable, please offer alternatives to ensure optimal visibility of registration.

STAGE: 16x24x24 with podium and mic, riser, if required, for performers and a head table for 5 A/V Requirements:

· (2) 12’x 16’ LCD Screen & projectors

· 3-5 wireless microphones (needed on Day 1 & 2 only)

· 2-3 lapel mics (needed on Day 1 & 2 only)

· Up to 2 Laptops with Vista or higher software, Microsoft Office suite, WIFI capabilities and DVD playing capabilities. Sound may be needed for some of the presentations and videos embedded into the presentations.

· Recording and live feed to overflow room and ED provided live streaming site. Recording will need to be edited and returned to ED within 30 business days after the event.

· Stage lighting(needed on Day 1 & 2 only)

8:00 a.m. through Day 2 at 7 p.m.

Storage/work room

Preferably behind or within close proximity of registration area. To accommodate registration materials, conference storage boxes and containers, and event items and signage. Room needs to include 6 banquets tables and 6 chairs.

A/V Requirements:

· 2 Laptops

· 2 printers/copiers (one for ED, one for contractor)

Day 1 - All space must be on 24 hour hold, unless otherwise noted.

Day 1

Set up by: 7 a.m.

7 a.m. – 7 p.m.

A/V Requirements:

· Projector with screen and live feed from plenary event.

· 5th Breakout room will be in theater seating for 250.

· May need a 6th Breakout to accommodate 250 in theater or in rounds

· Elevated head table for up to 4 and a podium

A/V Requirements for each Breakout:

· 2 wireless microphones on table stands on head table

· 2 wireless microphones on stands for Q&A

· 1 lapel mic

· LCD screen and projector

· Laptop with Vista or higher software, Microsoft Office suite, WIFI capabilities and DVD playing capabilities. Sound may be needed for some of the presentations and videos embedded into the presentations.

· Wi-Fi for all attendees

A/V needs:

· Wi-fi

· Speaker phone with active phone line

Day 2 Requirements

Day 2

Set up by: 7 a.m.

Registration: 8-5 p.m.

Planned Meals:

Continental Breakfast for 600 Plated Lunch for 900

Set by 9 a.m.

Attendees will be listening to this speaker while the luncheon is being set in the main ballroom

A/V requirements:

· Stage to accommodate up to 2 speakers

· Podium with microphone

· Camera for recording. Raw footage of this speaker needed after the conference

Room may be reused for State Meeting from 5:30-7:30 p.m. Set up: Conference Style for 30

A/V Requirements:

· Wi-fi

· Speaker phone with active phone line

GUEST ROOM ACCOMMODATIONS:

Arrival Day

ED requests the government rate or lower for the room block. ED cannot accept a contract with attrition based on the fact that these rooms are purchased on the individual attendance and payment. Individual attendees are responsible for paying for their own rooms, incidentals and all taxes. Therefore, requested block estimates are lower than anticipated pick up and ED has listed a sliding scale of preferred concessions below. ED requires the hotel to honor the quoted room rate two days before and two days after the blocked guestroom dates.

Lead hotel may offer to partner with other hotel(s) in close proximity to the lead hotel for guest rooms only. Meeting space shall all be available at the lead hotel.

FOOD AND BEVERAGE REQUIREMENTS:

Subject to the availability of funding, food and beverage will be added to the contract AFTER funds are raised. Quotes shall include menus and special or reduced pricing for catering for the following food and beverage requirements:

PREFERRED CONCESSIONS

PREFERRED CONCESSIONS –The following scale is being requested with desired concessions. Offerors are welcome to quote additional or revised concessions.

-1 comp room for every 40 picked up

- Guaranteed up to12 guestrooms per night at 90% off the guest room rate per night (excluding applicable taxes) with Sunday check in and Tuesday check out.

-Complimentary Wi-Fi in all meeting space, registration and staff/office space.

- Complimentary Wi-Fi for guests

- 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.

-Easels -Rope and stanchion for registration and outside of meal function area -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/refreshments for VIP hold (max 12) and state board meeting (40 max).

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

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

-1 comp room for every 40 picked up

- Guaranteed up to12 guestrooms per night at 90% off the guest room rate per night (excluding applicable taxes) with Sunday check in and Tuesday check out.

-Complimentary Wi-Fi in all meeting space, registration, work/staff rooms

- Complimentary Wi-Fi for guest rooms

- 8 complimentary valet parking per day

- 10 complimentary self-parking per day

- Easels

- Rope and stanchion for registration and outside of meal function area

- 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 state board meeting for 40 max.

-600 lbs of complimentary in-bound receiving and handling of in-house shipping and receiving department starting the day prior to meeting start.

- Complimentary meeting room (set in theater with a head table needed for 2 hours for volunteer briefing and walkthrough. Walkthrough to include refreshments provided by hotel.

CONTRACT CLAUSES:

The following clauses apply to the solicitation and to any resulting contract.

Please note that Payment Terms are included in the first clause, FAR 52.212-4.

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):

https://www.acquisition.gov/far/loadmainre.html http://www2.ed.gov/policy/fund/reg/clibrary/edar.html

2. FAR 52.212-4 -- Contract Terms and Conditions -- Commercial Items (May 2015), incorporated by reference. Note the requirement in this clause that the contractor be actively registered in the Central Contractor Registration database (now at www.SAM.gov). Clause available in full text at https://www.acquisition.gov/far/current/html/52_212_213.html#wp1179465

3. FAR 52.212-5 -- Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items (Feb 2016), incorporated by reference.

4. 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 GARY.WEAVER@ED.GOV. 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)

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

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

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

8. 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, for food and beverage, donated 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.

9. 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.).

10. 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).

11. 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.

QUOTE INSTRUCTIONS:

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

· Proposed meeting space and time of availability for each day. (ED desires meeting spaces in close proximity to each other and that is aesthetically pleasing to the eye).

· Any and all special accommodation and concessions.

· Fixed prices for Internet for meeting space.

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

· A/V requirements, pricing, as well as any additional fees or penalties for using outside vendors.

· DUNS Number and confirmation that the hotel is actively registered in SAM.GOV

· Cost/Price Quote - the offeror shall propose a fixed unit prices for furnishing the requirements that account for labor as well as other direct costs, including equipment use and set-up requirements, reimbursement for travel, etc. Fixed unit prices should be itemized.

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

EVALUATION:

For this requirement, the results of the technical evaluation shall outweigh the results of the price evaluation. As the technical evaluations become more equal, price shall become a more significant factor. However, to be considered for an award, an offer must be fairly and reasonably priced.

The Government will award a contract resulting from this solicitation to the responsible offeror 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:

· Hotel’s ability to meet the solicitation requirements, including meeting space, sleeping rooms, preferred dates, food & beverage, A/V

· Hotel’s that can provide services on the preferred dates will receive preference

· Quality of meeting space proposed, which, at ED’s discretion may be based on a walk-through

· Guest room price

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

· Comps offered

· Other prices quoted, including shipping/receiving, parking, etc.

· ED may review and consider online reviews of the hotel

The Contracting officer shall determine whether any difference in technical evaluation is worth the difference in price.

CLARIFICATION QUESTIONS:

Offerors must submit clarification questions concerning this solicitation in writing via E-Mail to Anya Ashe at Anya.Ashe@ed.gov and Gary Weaver at Gary.Weaver@ed.gov. ED will accept clarification questions until Tuesday, April 4, 2017. After this date, ED does not guarantee that a response will be given. Oral explanations or instructions given by the Government before the award of the contract(s) shall not be binding. Any information given to a prospective offeror concerning a solicitation will be furnished promptly to all other prospective offerors as an amendment to the solicitation, if that information is necessary for submitting quotes or if a lack of it would be prejudicial to any other prospective quoter.

Quotes are due Thursday, April 7, 2017 by 10 a.m. Please email quotes to Anya Ashe at Anya.Ashe@ed.gov and Gary Weaver at Gary.Weaver@ed.gov. Please hold space or give the Department right of first refusal if another Quote is offered for a minimum of 10 days after submissions of Quote. A decision will be made on or about April 14, 2017.

NBRS 2017 Conference – Hotel and Meeting Space RFQ