Request for Information (RFI) - March 2026 National Assessment Governing Board Quarterly Meeting - Houston, Texas

THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (RFI) ONLY.

This RFI is issued solely to determine potential sources for information and planning purposes – it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This RFI should not be construed as a commitment by the Government for any purpose other than to gain the information requested for market research. The Government is not at this time seeking proposals and will not accept unsolicited proposals. Responders are advised that the Government will not pay for any information or administrative costs incurred in response to this RFI. Not responding to this RFI does not preclude participation in any potential future RFP. If a solicitation is released, it will be synopsized on the Contract Opportunities website (sam.gov). It is the responsibility of potential offerors to monitor this site for additional information pertaining to this requirement.

The purpose of this notice is to conduct market research, a continuous process for collecting and analyzing information about capabilities within the market to satisfy agency needs. The acquisition strategy has not yet been determined, and market research results will assist in determining the direction of acquisition.

Respondents to this notice must indicate whether they qualify as small or large business under NAICS 721110 (size standard $40,000,000).

Background 

The National Assessment Governing Board (hereafter Governing Board) is an independent, nonpartisan organization established by Congress to oversee the National Assessment of Educational Progress (NAEP)—widely known as the Nation’s Report Card. The Board sets policy for NAEP, including determining the subjects and content to be assessed, establishing achievement levels, and ensuring the integrity and independence of the assessment process. Its mission is to provide valid, reliable, and actionable data on student achievement to inform education policy and improve learning outcomes nationwide.

To fulfill its legislatively mandated responsibilities, the Governing Board convenes quarterly in March, May, August, and November. Each meeting spans two days, with Day One consisting of a plenary session and three committee meetings, and Day Two dedicated to a plenary session.  Additional information about the Board and its work is available at the links in this notice.

Information Requested

The purpose of this Request for Information (RFI) is to gather input from qualified vendors – particularly small and disadvantaged businesses – capable of providing lodging, meeting and food and beverage services for a Governing Board meeting to be held in Houston, TX from March 5 – 6, 2026.  The information collected will inform future acquisition strategies in accordance with FAR Part 10 and support efforts to maximize small business participation in alignment with FAR Part 19.

Responses should specifically address the following services to be provided in Houston, TX.

First, lodging services should be available either on-site or near the meeting venue. Accommodations should be comfortable, safe, and accessible, with a range of room types and amenities to meet the needs of attendees. Consideration should be given to group booking rates, check-in/check-out flexibility, and proximity to dining, transportation, and local attractions.

Second, meeting space must be available that accommodates the requirements of a two-day event, including an office, plenary and committee sessions. The space should offer sufficient capacity, be fully accessible in accordance with ADA standards, and provide a layout and ambiance suitable for various session formats.

Third, the delivery of audio-visual equipment and technical support is essential. This includes microphones, projectors, screens, and hybrid meeting capabilities to support both in-person and remote participation. On-site technical assistance should be available throughout the event to ensure seamless operation of all equipment.

Fourth, experienced on-site conference services staff must be available to support both pre-event planning and coordination, as well as logistical execution during the meeting. This includes setup, attendee support, and real-time troubleshooting as needed.

Fifth, catering services should include a variety of meal and refreshment options that accommodate diverse dietary needs such as vegetarian, vegan, gluten-free, etc.   

Finally, responses may include a general pricing structure and estimated timelines for all services. This may include rate sheets or sample budgets for lodging, meeting space, A/V services, staffing, and catering, along with typical lead times required for planning, booking, and execution.

How to Respond

Vendors interested in responding to the RFI should carefully review the objectives and service requirements outlined above and complete the attached checklist.  Vendors may include an attachment outlining relevant experience and proposed solutions to support the Governing Board’s quarterly meeting.

Due Date

Responses to this RFI are due via email only by 12:00 pm ET, Wednesday, October 22, 2025.

Submit responses to this RFI to Tony White, Contract Specialist, Team Lead, at tony.white@ed.gov. The email subject line shall read:

RFI Response – March 2026 Meeting Support Services – Houston, TX – John Doe Company

This announcement is for information and planning purposes only.