2018_NBRS_RFQ.Final.docx

REQUEST FOR QUOTES

HOTEL MEETING SPACE

2018 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-EMS2018-0001 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) 2005-97. The NAICS Code is 721110, Hotels (Not Casino) and Motels, and small business size standard is $32.5M.

The U.S. Department of Education (ED) has a requirement to obtain meeting space and hotel guest room accommodations for the 2018 National Blue Ribbon Schools Award Ceremony in November 2018. The preferred dates are November 7-9, 2018 or November 14-16, 2018.

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 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.

Preferred dates: November 7, 2018 (load in/set up) conference and ceremony dates November 8 -9, 2018 (preferred dates), November 6, 2018 (load in/set up) through November 7-8, 2018 (acceptable alternate dates #1) or November 14, 2018 (load in/set up) conference and ceremony dates November 15 -16, 2018 (acceptable alternate dates #2). Quotes shall not offer Federal Holiday dates. The dates and patterns listed above have been identified as the most acceptable dates for this program requirement. ED requires the hotel to honor the quoted room rate three 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 4 YEARS:

2017 – Omni Shoreham Washington, DC – Over 100% room pick up of over 850 room nights: Food and Beverage Revenue was over $80K 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

· 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:

Load in Day:

Registration - 4:00 p.m. – 6:00 p.m.

Event Day #1:

Registration - 7:00 a.m. – 5:00 p.m.

Opening Plenary Session - 1:00 p.m. – 3:00 p.m.

Keynote Speaker – 3:30 p.m. – 4:30 p.m.

Networking By Region – 4:30 p.m. – 5:30 p.m.

Event Day#2:

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)

Event 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 needs:

· Wi-fi

· Speaker phone with active phone line

Event Day 2 Requirements

Day 2

Set up by: 7:00 a.m.

Registration: 8-5 p.m.

Planned Meals:

Continental Breakfast for 600 Plated Lunch for 900

Set by 9:00 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

Breakout Session 1 9:45 a.m. – 11:00 a.m.

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

4 – 6 Breakouts (preferably within close proximity of each other and on the same floor)

· 2 breakouts set in theater seating for 250 each.

· 2 breakouts set in theater seating for 250 each.

· 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.

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:

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 three days before and two days after the blocked guestroom dates. A number of guestrooms will be used before the main event days by attendees traveling from as far away as Hawaii and Alaska.

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 gift funding, food and beverage will be added to the contract AFTER donated, gift 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).

-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).

-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 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 2018)

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 Representation (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. 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)

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

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

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

9. Availability of Funds: Gift Funds for food & beverage (F&B) are not presently available for this contract. The Government’s F&B 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.

10. 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.).

11. 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).

12. 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.

13. 306-1b: Invoice and Contract Financing Requests Submission - IPP (December 2013)

(a) Payments shall be rendered in accordance with the identified payment schedule(s), and any other incorporated payment clause(s), specified rates, and/or fixed price amounts.

(b) The contractor shall submit invoices electronically by means of the web-based system, Invoice Processing Platform (IPP) that can be accessed at: http://www.ipp.gov/. All submitted invoices must be accompanied by supporting documentation in accordance with the contract's terms and conditions. The supporting documentation shall be submitted in the following formats: Adobe Acrobat (pdf), Microsoft Word (doc), Pictures (jpeg), Microsoft Excel (excel), and Microsoft Outlook message (msg).

(c) Invoice Number Format - The format for the invoice shall be the contract number followed by the invoice number. The invoice number shall have no spaces, dashes, or other special characters. The invoice number cannot exceed 21 characters. Examples of acceptable invoice number formats are as follows:

Example 1, Definitive Contract:

Contract Number: ED-ABC-13-C-1234 Contractor's Invoice No.: 15897126341 IPP Invoice No.: EDABC13C1234158971263 (Note that the "-" characters were removed due to the requirement of not having special characters and the last two digits ["41"] from the contractor's invoice number were removed due to the 21 character limitation)

Example 2, Task/Delivery Order Contract:

Contract Number: ED-CDE-13-A-4567/0001 Contractor's Invoice No.: 158971263 IPP Invoice No.: EDCDE13A4567000115897 (Note that the "/" and "-" characters were removed due to the requirement of not having special characters and the last four digits ["1263"] from the contractor's invoice number were removed due to the 21 character limitation)

(d) If the Contractor has not already established an IPP account that is active, an IPP account will be automatically created on behalf of the Contractor. The automatically created IPP account will be issued to the Designated Primary Administrator, which will be the individual that has been identified in the "Accounts Receivable POC" Section of the Contractor's System for Award Management (SAM) registration located at https://www.sam.gov/portal/public/SAM/.

(e) Within ten (10) business days of the Contractor entering or updating the Accounts Receivable POC information within the Contractor's SAM registration, the Designated Primary Administrator will receive an email from the IPP Customer Support Team containing the Designated Primary Administrator's IPP username. Within 24 hours of receiving the initial email, the Designated Primary Administrator will receive a second email containing their IPP password. Once both emails have been received, the Designated Primary Administrator must log into IPP and complete the registration process.

(f) The Contractor's Designated Primary Administrator will be authorized to further designate other administrators under the Contractor's IPP account who may submit invoices on behalf of the Contractor.

(g) The Contractor must ensure that the "Accounts Receivable POC" Section of its SAM registration is accurate and up to date.

(h) In the event that an invoice is rejected, the contractor shall make the necessary corrections and resubmit the invoice by means of IPP. Any questions, concerns, or issues regarding the use of IPP should be directed to IPP Customer Support Team, as identified at http://www.ipp.gov/

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 the hotel can meet the breakout room requirements

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

· Hotel’s proximity to the preferred location of Downtown DC

· quality of meeting space proposed, which, at the Department’s discretion may be based on a walk-through, viewing online photos, catalogs, quote materials, etc.

· 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 Department will evaluate price using the quoted fixed unit prices for rooms, meeting space, tables/chairs, wifi, internet, A/V, storage/handling, shipping/receiving, food & beverage, etc., and estimated attendance numbers known at the time of the evaluation. A final contract amount will not be known until final attendance numbers are known.

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 agree 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:

· Technical Quote - Dates offered and confirmation that a Sleeping Room Block is available and will be held as well as Meeting Space

· Proposed meeting space shall be adequately described, to include size, set-up options, number of occupants, time of availability for each day, proximity to plenary session and proximity to other breakout rooms, etc. (We desire meeting spaces in close proximity to each other, that are aesthetically pleasing to the eye as judged by evaluators).

· Food & beverage menus describing F&B options available.

· A/V requirements/ additional requirements and/or fees for using outside A/V vendors

· Any and all special accommodations and concessions being offered

· Provide DUNS Number and Confirmation of SAM.GOV Registration

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

· Cost/Price Quote - the hotel shall quote firm-fixed unit prices (FFP) for rooms, wifi, internet, A/V, storage/handling, parking, food & beverage, etc. required to furnish the conference support requirements described. FFP quotes shall account for labor as well as other direct costs, including equipment use and set-up requirements, service charges, reimbursement for travel, etc., and

· Fixed prices for Internet for meeting space

· Special or reduced pricing for catering.

CLARIFICATION QUESTIONS:

Offerors must submit 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 Monday, March 5, 2018. 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.

QUOTE SUBMISSION:

Quotes are due Thursday, March 8, 2018 by 10 a.m. Please email quotes to Robin Dixon-Jefferson at Robin.Dixon-Jefferson@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 is expected on or about March 22, 2018.

NBRS 2018 Conference – Hotel and Meeting Space RFQ