May 2026 National Assessment Governing Board Meeting

Amendment / Modification

This document is Amendment 1 to Solicitation 91995926Q0005 for the May 2026 Quarterly Board Meeting. It provides the Department's responses to clarification questions received by the due date.

• The amendment addresses specific questions regarding meeting dates, historical room pickup, anticipated staff for discounted lodging, lunch service location, breakout room diagrams, hybrid plenary session AV equipment, court reporter technical requirements, site visit procedures, guest room billing, hotel incidentals, on-site contractor presence, attrition clauses, and tax exemption forms.

• The due date for quotes remains unchanged: March 6, 2026, at 12:00 PM ET.

• Bidders are instructed to include OWL devices in their AV quotes.

• Court reporters require a feed to the house sound system on Thursday and Friday.

• Site visits will be kept to a minimum.

• Guest rooms will be billed to a GSA Smart Pay Centrally Billed Account (CBA).

• Guests will pay for their own incidentals.

• On-site contractor representative is not required; a hotel point of contact is preferred.

• Attrition and Cancellation clauses must be 80% or less.

• Tax exemption forms will be provided after quote receipt to the selected quoter(s).

Solicitation / RFP / RFQ

This Request for Quotations (RFQ) seeks commercial services for conference space and lodging for the National Assessment Governing Board's (NAGB) May 2026 Quarterly Board meeting. The meeting is scheduled for May 14-15, 2026, with lodging required from May 12-15, 2026, in the Washington, DC metropolitan area (including Bethesda, MD and Alexandria/Arlington, VA) with public transportation access. This is a combined synopsis/solicitation issued under Simplified Procedures.

• Lodging: Provision of 82 room nights (1 on May 12, 40 on May 13, 40 on May 14, 1 on May 15) at or below the federal government per diem rate ($276 for May 2026). All guest rooms and meeting space must be at the same general location.

• Meeting Space: Detailed requirements for staff office, breakout rooms, and plenary room set-ups for May 13-15, 2026, including specific capacities and configurations (e.g., conference style, hollow square, classroom style).

• Food & Beverage: Coffee service and working lunch for specified dates and attendee counts (e.g., 60 for coffee, 40 for lunch). General menu discounts (20% off published prices) are expected.

• Audiovisual (AV): Comprehensive AV equipment for breakout rooms and hybrid plenary sessions, including video (screens, cameras), audio (microphones, sound system), computer, and internet (wireless for up to 70 pp, wired). NAGB will provide its own LCD projectors.

• Preferred Concessions: Includes complimentary room for every 50 guest rooms, discounted lodging for local staff, waiver of resort fees, 25% off in-house AV partner services, complimentary/discounted Wi-Fi, discounted F&B, and discounted/complimentary parking.

• Billing: Guest room charges will be billed to NAGB's Centrally Billed Account (CBA)/VISA. Meeting services charges will be billed to a purchase order, with invoices submitted via the Invoice Processing Platform (IPP).

• Hotel Contract Clauses: Specific clauses are required for attrition/cancellation (80% or less with sliding scale), security deposit (max 15% of contract price), indemnification, overbooking, relocation/walk, hotel maintenance, meeting space changes, and brand/ownership change notification.

• Eligibility: Open to any interested, responsible source. Non-venue quoters must provide written proof of authorization from the venue.

• SAM Registration: Quoters must be registered in SAM and include their SAM Unique Entity ID (UEI). Failure to provide UEI will result in technical unacceptability.

• Quote Validity: Quotes must remain valid for 120 days.

• Required Submissions: Technical Response Form (detailing proposed space, ADA compliance, F&B menus), Quote Worksheet (including detailed AV quote, discounts, concessions), Past Performance Information (at least two references for similar scope within 3 years), and Teaming Agreement (if applicable).

• Clarification Questions Deadline: 12:00 pm ET, Tuesday, February 17, 2026, via email to tony.white@ed.gov.

• Quote Due Date: 12:00 pm ET, Friday, March 6, 2026, via email to tony.white@ed.gov.

• Evaluation Criteria: Award will be based on best value, with significant consideration given to Technical Quality, Vendor Experience (Past Performance), and Price. Non-price factors are significantly more important than price, but price and concessions may become deciding factors as technical differences narrow. The Government reserves the right to award without discussions.

• Set-Aside: Total Small Business.

• NAICS Code: 721110 (Hotels and Motels, Non-Casino).

• Size Standard: $40.0M.

• This document serves as the only solicitation. Bidders should read it in its entirety and follow all submission instructions carefully.

• A site visit may be conducted at the Government's discretion to verify facilities.

Solicitation / RFP / RFQ

This document is a solicitation (Solicitation Number: 91995926Q0005) issued by the U.S. Department of Education, National Assessment Governing Board, for services related to the "MAY 2026 NAGB QUARTERLY BOARD MEETING". The Product/Service Code is X1AB.

• The primary deliverable appears to be services for the "MAY 2026 NAGB QUARTERLY BOARD MEETING".

• Specific details regarding the scope of work, tasks, or deliverables are not fully detailed in the provided pages but are referenced to be in "See Schedule" and "See Addendum".

• The period of performance is from 05/13/2026 to 05/16/2026.

• The contract type is not explicitly stated, but the solicitation is issued as a Request for Quote (RFQ).

• The Offer Due Date is 03/06/2026 at 12:00 PM ET.

• The solicitation incorporates FAR clauses by reference, including FAR 52.212-1 (Instructions to Offerors), FAR 52.212-3 (Representations and Certifications), and FAR 52.212-4 (Contract Terms and Conditions).

• Evaluation factors are detailed in Section M, including a Notice of Price Evaluation Preference for HUBZone Small Business Concerns (52.219-4).

• This acquisition is set aside for Small Business (100.00%).

• Offers are solicited only from small business concerns. Offers received from concerns that are not small business concerns will be considered nonresponsive and will be rejected.

• Any award resulting from this solicitation will be made to a small business concern.

• The solicitation includes a provision for a 10 percent price evaluation preference for HUBZone small business concerns, which offerors can choose to waive.

• The document includes numerous FAR and agency-specific clauses incorporated by reference, covering areas such as contract administration, special requirements, representations and certifications, instructions, and evaluation factors.

• Key personnel and the Contracting Officer's Representative (COR) are TBD UPON AWARD.

• Payment will be made via the Invoice Processing Platform (IPP) system.

Form / Attachment / Pricing Sheet

This document is a response form for Solicitation 91995926Q0005, related to the National Assessment Governing Board's Quarterly Board Meeting scheduled for May 14-15, 2026, in Washington, DC. It is designed for potential bidders (hotels/companies) to provide information about their facilities and services.

• Bidder Information: Requires Hotel/Company Name, address, point of contact details, and SAM UEI#.
• Eligibility: Asks if the bidder is a 3rd party, has a teaming agreement, and if they qualify under NAICS Code 721110 (Hotels/Motels) and are a Small Business under this code.
• Facility Details: Information on proximity to airport, complimentary airport shuttle, and confirmation of meeting date availability.
• Lodging: Details on guest room block availability at the prevailing government per diem rate ($276/night) for specific dates (May 12-15, 2026), with a preference for King Rooms.
• Services & Amenities: Inquires about on-site business centers, AAA/Mobil ratings, complimentary Wi-Fi, and ADA compliance.
• Food & Beverage: Requires details on meal functions, number of people (PP), and menu selections for coffee service and working lunches on May 14-15, 2026. A 20% discount on published menu prices is noted.
• Meeting Space: Requires proposed room names, total square footage, and rental costs for various events and timeframes across May 13-15, 2026, including staff offices, general sessions, and breakout rooms. A specific requirement for the General Session room size (2,900-3,000 sq ft, no columns) is mentioned.
• Service Fees: Inquires about service fees on meeting room rental and food/beverage.

This form is critical for any hotel or venue wishing to bid on providing services for the National Assessment Governing Board's meeting. Bidders must accurately complete all sections to detail their offerings, pricing, and compliance with requirements to be considered for this opportunity.

Form / Attachment / Pricing Sheet

This document is a quote worksheet for the National Assessment Governing Board (NAGB) Quarterly Board Meeting scheduled for May 14-15, 2026, in Washington, DC. It outlines the expected costs for various services required for the meeting.

• Guest Rooms: Details the quantity of guest room nights needed, with a preference for King rooms. NAGB is tax-exempt.
• Food & Beverage: Specifies requirements for coffee breaks, coffee refreshes, and working lunches for a specified number of attendees on Day 1 and Day 2. NAGB is tax-exempt.
• Room Rental: Lists the required room setups for Day 1, Day 2, and Day 3, including staff offices, a general session room, and breakout rooms. NAGB is tax-exempt.
• Shipping & Handling: Includes a quantity for shipping and handling per box. NAGB is tax-exempt.
• Audiovisual: Requires a vendor quote for AV charges.
• Miscellaneous Charges: Includes placeholders for easels and other applicable miscellaneous charges.

This worksheet serves as a pricing template for potential vendors to provide quotes for the services listed. Bidders should use this document to understand the estimated quantities and types of services required for the NAGB meeting and to prepare their pricing proposals accordingly. Note that all subtotals and totals are currently set to 0.0, indicating that bidders must enter their proposed pricing. Bidders are instructed to confirm the accuracy of all formulas and to ensure lodging rates comply with Federal Travel Regulations. Service charges and sales tax percentages should be entered as specified.

Form / Attachment / Pricing Sheet

This document is a seating chart for the Governing Board Quarterly Meeting General Session. It outlines the arrangement of seating for board members, staff, and other attendees.

• Screen Area: Designated seating for Board Member, V. Chair, Chair, and Exec. Dir.
• Confidence Monitor: Placement of a confidence monitor with power strip access for all seats.
• Main Seating Arrangement: A "Hollow Square" setup for 28 people, utilizing three 6'x30' tables and four 6' tables at the sides.
• Additional Seating Styles: Classroom style for 5 people to the right of the hollow square, and classroom style for 6 people below it. Theater style seating for 20 people is also indicated.
• Tech Team Area: Designated table for AV Team, NAGB Technical Team, and Court Reporter.
• Classroom Areas: Two "Classroom for 3" areas, each with two staff members.
• Ancillary Services: Placement of a water station and charging station near the room entrance.

This document provides a visual layout of the meeting space, which may be relevant for bidders involved in event planning, audiovisual services, or facility management, as it details the physical arrangement and capacity requirements for the meeting.