The White House Initiative on Historically Black Colleges and Universities (HBCU) 2025 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 under FAR Part 12 in conjunction with FAR Part 13.5. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation HBCU-EMAP2025-Q-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) 2025-03, effective 01/17/2025. The NAICS Code is 721110, Hotels (Not Casino) and Motels, and small business size standard is $40M.

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 2025. The preferred program dates are September 15-19, 2025, but ED will consider other dates in September, with the exception of September 24-28, 2025, as those dates conflict with the Congressional Black Caucus Foundation’s Annual Legislative Conference (September 24-28, 2025), which may negatively impact attendee participation at the HBCU event.

General Requirements:  Large hotels in the vicinities mentioned in the complete solicitation that can offer 600 or more sleeping rooms on peak nights, plus meeting space that can accommodate a minimum of 1,100 attendees in rounds of no more than 10 per table, heavy AV, and 8-10 breakout rooms accommodating a minimum of 100 in theater seating with moderate AV per room, will be considered. ED prefers to have the lodging and conference rooms at the same location. However, ED will consider proposals with partnering arrangements with sites, i.e., sleeping rooms, meeting space, etc., within one city block or 5-minute walk.

AREAS OF CONSIDERATION:

Downtown Washington, DC

Maryland – Bethesda, Downtown Baltimore, National Harbor

Virginia – Alexandria, Arlington/Crystal City

Louisiana – Downtown New Orleans

Texas – Downtown Dallas, Downtown Houston, Downtown Austin

The entity selected to receive an offer from ED 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. Quoters shall include their SAM Unique Entity ID (UEI) number in their quote. If the quoter does not have a UEI, it should contact the entity designated at www.sam.gov for UEI establishment directly to obtain one. The quoter should indicate that it is an offeror for a government contract when contacting the entity designated at www.sam.gov for establishing the UEI. The quoter selected for an offer from the Department will need to provide Offeror Representations and Certifications prior to any award.

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. See additional subcontract-related requirements and instructions below.

CLARIFICATION QUESTIONS:

Submit all clarification questions concerning this solicitation in writing via E-Mail to Elizabeth McCane at Elizabeth.McCane@ed.gov and Gary Weaver at Gary.Weaver@ed.gov. ED will accept clarification questions until 5:00 pm EST, Monday, January 27, 2025. 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 12, 2025, 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 TWO APPENDICES, UPLOADED AS SEPARATE DOCUMENTS FOR COMPLETE REQUIREMENTS, BASIS FOR AWARD, AND COMPLETE QUOTE INSTRUCTIONS.