RFQNashvilleAmend0001.docx

Combined Synopsis/Solicitation

REQUEST FOR QUOTES

HOTEL ACCOMMODATIONS AND MEETING SPACE

Amendment 0001 – February 1, 2018 Solicitation is modified to add additional ‘preferred dates’ of May 4-6, 2018 in Nashville, TN. It has come to the Department’s attention that a city-wide event during April 27-29 is limiting the availability of sleeping rooms 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 OS-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 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, hotel guest room accommodations, Wi-Fi/Internet, and food and beverage for a Teacher Leadership Summit in Nashville, TN in April or May, 2018. Optional A/V requirements, to be exercised at the Department’s discretion, are included as well. The complete requirements are below.

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. Also, contractors should note the requirement to submit invoices electronically by means of the web-based system, Invoice Processing Platform (IPP).

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.

AREA OF CONSIDERATION: Nashville, TN – Dates being considered: April 27-29 or May 4-6, 2018 (meeting space needed Friday reception (tentative), Saturday general session space and breakouts and Sunday, general session meeting space only till 2 p.m.

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

PURPOSE/BACKGROUND:

In March 2016, the Department announced the Teach to Lead initiative/partnership to produce authentic examples of fostered and supported teacher leadership. Multiple summits have been held as part of the initiative to provide a space for teacher leaders to develop teacher leadership action plans.

Teacher leadership development is an integral goal and priority of the U.S. Department of Education. Summits have been conducted in St. Louis, Denver and Boston, Seattle, Washington, DC, Baltimore, New Orleans, Minneapolis and Long Beach, and Chicago to gain information from those successfully doing it in the field to share with the Department and others to help improve teacher leadership and development. Each previous summit has successfully met its room block obligations and has exceeded it in most cases.

GUEST ROOM ACCOMMODATIONS REQUIREMENTS

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.

SET UP, WIFI, and MEAL 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

PREFERRED SPECIAL CONCESSIONS

Food and beverage for an estimated 180 people will be added AFTER sponsored funds are made available to the Department and/or through a 3rd party paying directly to the hotel on ED Master account. Therefore, the following scale is being requested with desired concessions. Quoting firms 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

- 12 Complimentary Easels

-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 AUDIO/VISUAL (A/V) REQUIREMENTS

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 complimentary)

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- Preferred) 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 site AV technician for both days in plenary/breakouts

· 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 40 persons

· Projector

· Wireless presentation advancer

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

QUOTES INSTRUCTIONS:

Quotes shall include a technical quote describing the meeting space, guest room accommodations and pricing, menus offered, A/V services. Technical quotes must include:

· Dates offered and confirmation that a Room Block is available and will be held

· 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.

· 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

· DUNS Number and SAM.GOV registration status

Price quotes shall include the following information:

· Room pricing, to include any occupancy taxes

· Meeting space pricing, if applicable and not offered as a concession

· 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 reduced pricing and special food and beverage discounted menus.

· Shipping and receiving, parking, and any other costs required to support the requirements

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 JAN 2017)

3. 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items. (JAN 2018)

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. 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. 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 basis for award will be technical quality and price. Technical quality will be evaluated based on the hotel’s ability to meet the solicitation requirements, quality of meeting space proposed, and quoted menu selections. Price evaluation will include guest room prices, wifi costs, 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 Kevin Plourde at Kevin.Plourde@ed.gov and Gary Weaver at Gary.Weaver@ed.gov. ED will accept clarification questions until 1 p.m. EST on February 6, 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 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 9 a.m. EST on February 12, 2018. Please email quotes to Kevin Plourde at kevin.plourde@ed.gov and Gary Weaver at Gary.Weaver@ed.gov. We anticipate selecting a hotel within 2 weeks of the closing date of this request.