The White House Initiative on Historically Black Colleges and Universities (HBCU) 2019 Conference

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 HBCU-EMS219-01 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_2019-01. 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 a conference hosted by The White House Initiative on Historically Black Colleges and Universities (HBCU) in September 2019. The preferred dates are September 8-11, 2019, which precedes the Annual Legislative Conference of the Congressional Black Caucus. The Department will not accept September 11-14, 2019 as those dates conflict with a Congressional Black Caucus event that would impact attendee participation.

AREA OF CONSIDERATION: Downtown Washington, DC and Maryland hotels within 5 miles of the Reagan National Airport Metro Station. Large hotels capable of blocking 400 or more sleeping rooms, plus meeting space that can accommodate 900 - 1200 attendees in rounds, will be considered. The majority of lodging and conference rooms must be at the same general location, although we will consider partnering arrangements where locations within close proximity of each other are proposed. At this time, there is no flexibility with the distance.

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. 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.

CLARIFICATION QUESTIONS: Submit all clarification questions concerning this solicitation in writing via E-Mail to Jermaine Sullivan at Jermaine.Sullivan@ed.gov and Gary Weaver at Gary.Weaver@ed.gov. ED will accept clarification questions until 12:00 pm EST Thursday, February 21, 2019. After this date ED does not guarantee that a response will be given.

QUOTE DUE DATE: Quotes are due by 2:00 pm EST, Wednesday, February 27, 2018 to Gary Weaver, Contracting Officer, at Gary.Weaver@ed.gov. The Department will make an award decision as soon as possible after the quote due date so that a room block, space, etc. can be locked in.

PLEASE SEE THE FULL RFQ, INCLUDING APPENDIX, UPLOADED AS A SEPARATE DOCUMENTS FOR COMPLETE REQUIREMENTS, BASIS FOR AWARD, AND COMPLETE QUOTE INSTRUCTIONS.

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