2016_NBRS_RFQ.docx

REQUEST FOR QUOTES

HOTEL MEETING SPACE

2016 National Blue Ribbon Schools Awards Ceremony

The U.S. Department of Education (ED) has a requirement to obtain meeting space and hotel guest room accommodations for the 2016 National Blue Ribbon Schools (NBRS) Awards Ceremony.

Preferred dates: November 6-8, 2016 or November 13-15, 2016 –no Holiday dates should be submitted. We need Sunday- Tuesday guest room patterns.

AREA OF CONSIDERATION: Washington, DC metropolitan area large hotels (400 or more sleeping rooms plus meeting space that can accommodate 800 in rounds). Hotel must be within no more than 3 blocks of a metro and free shuttle service must be provided if the metro is more than 1 block away from the hotel.

EVENT NAME: 2016 National Blue Ribbon Schools Awards Ceremony

PURPOSE/BACKGROUND:

The U.S. Department of Education’s National Blue Ribbon Schools 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 by U. S. Secretary of Education, Terrel H. Bell, the National Blue Ribbon Schools 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 Secretary Duncan, “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.

Each year since 1982, the Department has recognized some of America’s most successful public and non-public elementary, middle, and high schools with the National Blue Ribbon Schools award. These are schools where students achieve at very high levels and/or where the achievement gap is narrowing. The Program sets a standard of excellence for all schools striving for the highest level of achievement. The National Blue Ribbon Schools 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:

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 over1850 guest nights, Food and Beverage revenue: Over $80K – Food and Beverage revenue was over $100,000 (Student lunches, Breakfast and Plated Ceremony Lunch) 2013 – Omni Shoreham Washington, DC – Over 100% room pick up of 840 guest nights contracted, Food and Beverage revenue: Over $74K

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 of overflow)

· 4 Breakout Rooms for 250 each in theater seating or rounds

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

· 1 Staff Room

· 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:

SETUP DAY:

Registration - 4:00 p.m. – 6:00 p.m.

DAY 1:

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.

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.

We will require all reserved spaces to be set-up the day prior to the meeting start date and time. Breakouts and registration area setup the day before by noon. We will also require all meeting and function space to be placed on a 24 hour hold.

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

8 a.m.

The corrections 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, possible riser for performers and a head table for 5?

Tentative 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.

Tentative A/V Requirements:

· 2 Laptops

· 2 printers/copiers

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.

Tentative A/V Requirements:

· Projector with screen and live feed from plenary event.

· Elevated head table for up to 4 and a podium

Tentative 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

Set up by: 7 a.m.

Registration: 8-5 p.m.

Planned Meals:

Continental Breakfast for 700 Plated Lunch for 800

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

Tentative A/V Requirements:

· Wi-fi

· Speaker phone with active phone line

GUEST ROOM ACCOMMODATIONS:

Arrival Day

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 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 we have listed a sliding scale of preferred concessions below. We also require that you honor the rate 3 days prior and 3 days after the event.

Lead hotel may offer to partner with other hotel(s) in close proximity to the lead hotel for guest rooms only.

FOOD AND BEVERAGE:

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 offer additional or revised concessions.

-1 comp room for every 40 picked up

- Guaranteed 4 comp rooms, separate from the room pick up comp rooms, for a check-in on Day 1 and check out Day 3 -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.

-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 3 comp rooms, separate from the room pick up comp rooms, for a check-in on Day 1 and check out Day 3 -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

- 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.

-500 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.

-1 comp room for every 50 rooms picked up

- Guaranteed 3 comp rooms, separate from the room pick up, for a check-in on Day 1 and check out Day 3.

- Discounted meeting space internet services

- 4 complimentary valet parking per day -10 complimentary self-parking per day –Co 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 Day 3 state board meeting for 40 max and VIP hold (max 12) -300 lbs of complimentary in-bound are receiving and handling of in-house shipping and receiving department starting the day prior to meeting start.

- Complimentary meeting room set for 60 in theater with a head table needed for 2 hours for volunteer briefing and walk through of the meeting space.

-Complimentary or reduced price wifi for guestrooms.

PREFERRED SPECIAL CONCESSIONS

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

-1 comp room for every 40 picked up

- Guaranteed 4 comp rooms, separate from the room pick up comp rooms, for a check-in on Day 1 and check out Day 3 -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.

-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.

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. 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

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

3. 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)

4. 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)

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. 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.).

9. 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).

10. 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 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. (We desire meeting spaces in close proximity to each other and that is aesthetically pleasing to the eye).

· Fixed prices for Internet for meeting space.

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

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

· Any and all special accommodation and concessions.

· 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.

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 Contracting officer shall determine whether any difference in technical evaluation is worth the difference in price. Offerors will be evaluated based on their ability to meet the solicitation requirements, meeting space proposed, guest room price, and comps offered.

Quotes are requested by Monday, February 22, 2016 by 2 p.m. Please email responses to Anya Ashe at Anya.Ashe@ed.gov and Gary Weaver at Gary.Weaver@ed.gov. Please hold space or give the Department first right of refusal if another Quote is offered for a minimum of 10 days after submissions of Quote. A decision will be made on or about February 26, 2016.

CLARIFICATION QUESTIONS:

Offerors 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 Wednesday, February 17, 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(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 in submitting offers or if a lack of it would be prejudicial to any other prospective offerors.

NBRS 2016 Conference – Hotel and Meeting Space RFQ