TX_or_IL_RFQ_T2L.docx

Combined Synopsis/Solicitation

REQUEST FOR QUOTES

HOTEL ACCOMMODATIONS AND MEETING SPACE

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 OCO-EMS2016-0003 is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-89-1. The NAICS Code is 721110, Hotels (Not Casino) and Motels, and small business size standard is $32.5M.

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.

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.

AREA OF CONSIDERATION: Chicago, IL and San Antonio, TX, - December 1-3, 2016, Downtown preferred. Reception only on evening of December 1, 2016.

EVENT NAME: Teacher Leadership Summit (also known as Teach to Lead)

PURPOSE/BACKGROUND:

Former Secretary Duncan announced the Teach to Lead initiative/partnership, promising that the partnership would produce authentic examples of fostered and supported teacher leadership. Three summits were announced as part of the initiative designed to provide a space for teacher leaders to develop teacher leadership action plans. Due to the success of past summits, additional summits have been added by the new Secretary of Education, John King Teacher leadership development is an integral goal of the department and a priority of the Secretary. Summits have been conducted in St. Louis, Denver, Boston, Seattle, Washington, DC, Baltimore, New Orleans, and Minneapolis, and one is planned for Long Beach (Sep 22-24). This summit will conclude this series of informative and useful conferences. This summit has successfully met its room block obligations at all previous locations and has exceeded it in most cases.

General Summit Schedule and Requirements:

Day 1 move-in & Set-up

Staff room 3 banquet tables and 4 chairs, near general session preferred.

Room with 2 rounds for 8 and 2 banquet tables (no chairs in rear perimeter of room). Should be in close proximity to the registration area and have a lockable door.

*This set up time is negotiable.

5:00 p.m – 10:00 p.m.

VIP hold

1 round table with 5 chairs or lounge room with a closed door. Room must have Wi-Fi and telephone access. Preferred to be in close proximity to general session area.

24 hr. hold General Session with WIFI (All meals will be in this room) Rounds for 216 (27 tables with seating for 8 each per table): Elevated stage and lighting (if house lighting doesn’t illuminate the staging area), podium with microphone is required.

All rooms require A/V

7:00 a.m. – 6:00 p.m.

VIP hold

1 round table with 5 chairs or lounge room with a closed door. Room must have Wi-Fi and telephone access. Preferred to be in close proximity to general session area.

6:30 a.m. – 2:00 p.m.

General Session with WIFI (All meals will be in this room) Same requirements as Day 1

GUEST ROOM ACCOMMODATIONS

We are requesting the government rate or lower for the room block. This contract is planned for a rooming list with staff and presenter call-in. We are requesting two codes for guest reservations, one for those on the Master and another for individuals paying on their own. Attrition clauses must be less than 80%. We also request that you honor the rate 2 days pre- and 2 days post- the event.

PREFERRED SPECIAL CONCESSIONS – Food and beverage for an estimated 150 people will be added AFTER gift funds are made available to the Department. Therefore the following scale is being requested with desired concessions. Bidders are welcome to offer additional or revised concessions.

- 1 comp room for every 40 rooms picked up as a credit to the Master Account.

- Complimentary or reduced parking for attendees

- Complimentary or reduced wifi for meeting spaces and guest rooms

- Complimentary beverage breaks

- 10 daily complimentary parking passes.

-discounts on in house/out of house AV fees.

- no charge for using outside A/V

- no charge for up to 500lbs of shipping/handling

-Complimentary or reduced wifi for meeting spaces and guest rooms

- 1 comp room charge for every 40 picked up as a credit to the Master Account.

- Complimentary or reduced parking for attendees

- 10 daily complimentary parking passes.

-discounts on in house/out of house AV fees.

- no charge for using outside A/V

-Reduced wifi for meeting space and guest rooms

- reduced parking -1 comp room for every 50 rooms picked up -discounts on in house/out of house AV fees.

-no charge for using outside A/V

Optional Requirements – Audio/Visual (A/V) The following A/V requirements will be exercised at the Department’s discretion:

Day 1 A/V

Reception (set up by 5:00 p.m.) –

· 1 microphone with speaker for announcements,

· Auxiliary cord for ipod/ipad/mp3 player to play music during reception. Speakers to accommodate the adequate hearing needs of 150 persons. If in-house patch for sound is available in the designated reception area, that is an acceptable option.

· 10-12 Easels for all 3 days depending on the amount of directional signage needed (we appreciate if this is comped)

Day 2 & 3 - A/V (Proposed A/V needs, subject to change) General Session (set no later than 6:30 a.m.). Break down.

· Large screen(s) (2- Preffered) to accommodate views of 150-175 persons in rounds of 8 in the Grand Ballroom

· Projector

· Wireless presentation advancer

· 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.

· Mac projector cable for possible Mac user. (No Mac laptop needed)

· Speakers/sound equipment to meet needs of 150-175 attendees

· 4 wireless microphones

· 2 Lavaliers

· 2 stands

· 1 Lectern on stage/riser

· On siteAV technician for both days in plenary/ballroom

· All necessary labor for setup/operation/strike

· One additional 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. This laptop should be setup in the “staff room”

Day 2 only - 6 break outs – Set up no later than 10 a.m. (Tentative A/V, may not be needed for all breakouts)

· Large screen(s) to accommodate views of 32 persons

· Projector

· Wireless presentation advancer

· Mac projector cable for possible Mac user. (No Mac laptop needed)

QUOTES MUST INCLUDE:

· Confirmation that a Room Block is available and will be held

· Proposed meeting space offered (we desire meeting space in close proximity to each other and that is aesthetically pleasing to the eye)

· WIFI and hard wire Internet fees

· Any and all special accommodation and concessions

· Optional A/V requirements pricing, including any additional fees for using outside vendors

· Menu pricing. The Department has a limited food and beverage budget. We encourage reduce pricing and special food and beverage discounted menus.

· DUNS Number and SAM.GOV registration status

Provisions and Clauses:

The following FAR and EDAR provisions and clauses apply to the RFQ and any resulting purchase order.

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. 52.212-4 Contract Terms and Conditions—Commercial Items (MAY 2015)

3. 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items. (JUN 2016)

4. FAR 52.232-40 PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS (DEC 2013)

(a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor.

(b) The acceleration of payments under this clause does not provide any new rights under the Prompt Payment Act.

(c) Include the substance of this clause, including this paragraph (c), in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial items.

5. EDAR 3452.224-70 Release of Information Under the Freedom of Information Act (MAY 2011)

6. EDAR 3452.237-71 Observance of Administrative Closures (MAY 2011)

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

8. 306-1a INVOICE AND CONTRACT FINANCING REQUESTS SUBMISSION (ALTERNATE I) (JAN 2007)

Payments shall be rendered in accordance with the payments clause(s) of the incorporated contract clause section and with those otherwise specified rated or fixed price amounts. (B) The contractor shall submit invoices electronically as an attachment to a message to (EMAIL ADDRESS TBD AT AWARD). The subject area of the message shall contain the invoice number, contract number, and contract specialist's name. 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). ** Invoice shall include the name of the conference/project as well as the date of the meeting/project.

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).

EVALUATION CRITERIA: Quotes will be evaluated based on the hotel’s ability to meet the solicitation requirements, quality of meeting space proposed, guest room price, wifi costs, menu pricing and comps offered. The basis for award will be based on best value. As the differences in quotes become more equal, price and concessions will be the determining factor in the award decision.

CLARIFICATION QUESTIONS:

Interested parties must submit all 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 10 a.m. EST on Thursday, September 1, 2016. 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 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 in submitting quotes or if a lack of it would be prejudicial to any other prospective offerors.

QUOTE SUBMISSION

Quotes are requested on or before 5:00 p.m. EST September 7, 2016. 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 a 48 hour first right of refusal if another request for space is received. Meeting space hold is expected for a minimum of 5 days after quote submission. Winning offerors will be notified within 2 weeks of the closing date of this request.