August 2026 National Assessment Governing Board Quarterly Meeting - RFQ 91995926Q0009

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services, specifically conference space and lodging for the National Assessment Governing Board (NAGB) August 6-7, 2026, Quarterly Board Meeting in the Washington, DC metropolitan area. The solicitation is issued under simplified procedures (RFO Part 12.201-1).

• Lodging: A block of 72 room nights is required, with rates not exceeding the prevailing federal government per diem for the Washington, DC metropolitan area ($183 or below for August 2026). King rooms are preferred.

• Meeting Space: Venues must accommodate specific meeting room setups and capacities for various sessions (Staff Office, Plenary, Breakout Rooms) on August 5-7, 2026.

• Food & Beverage: Requirements include coffee service, a working lunch buffet, and a farewell reception.

• Audiovisual (AV) & Technical: Includes requirements for microphones, projection equipment, Zoom/hybrid support, power/cabling, and recording/audio feed. NAGB will provide its own LCD projector for some sessions.

• Concessions: Preferred concessions include complimentary guest rooms, reduced lodging rates for local staff, waived resort fees, discounts on AV services and food/beverage, complimentary parking passes, and discounted parking for attendees.

• Contract Type: Purchase Order.

• Period of Performance: August 5-7, 2026 (meeting dates).

• Estimated Value: Not explicitly stated, but the set-aside is Total Small Business with a Size Standard of $40.0M.

• Submission Deadline: Quotes are due via email by 12:00 pm ET, Monday, June 15, 2026, to tony.white@ed.gov.

• Submission Requirements: Quotes must include a Technical Response Form, Quote Worksheet (with detailed AV quote), Past Performance Information, and Teaming Agreement (if applicable). A Unique Entity ID (UEI) from SAM.gov is required.

• Evaluation Criteria: Award will be based on best value, with significant consideration given to technical quality and vendor experience, followed by price. Technical quality factors include meeting dates, venue proximity, facility capability, ability to meet requirements, quality of meeting space, food/beverage offerings, AV services, concessions, and cancellation fees. Past performance will also be evaluated.

• Set-Aside: Total Small Business.

• Eligibility: Hotels and any interested, responsible source may submit a quote. Third-party submissions require written authorization from the venue.

• Registration: Quoters must be registered in the System for Award Management (SAM).

• The meeting dates and geographic area (Washington, DC metropolitan area, including Maryland and Virginia) are fixed and non-negotiable.

• NAGB prefers meeting spaces that are located near each other and are aesthetically pleasing.

• Facilities must be ADA compliant.

• The Governing Board is tax-exempt.

• Specific contract clauses related to deposit, insurance, indemnification, overbooking, impossibility, rebooking, relocation, maintenance, meeting space changes, brand/ownership changes, dispute resolution, liability, arbitration, and attorney fees are included and must be complied with.

Form / Attachment / Pricing Sheet

This document is a response form for the National Assessment Governing Board's Quarterly Board Meeting, scheduled for August 6-7, 2026, in Washington, DC. Bidders are required to complete this form to provide information about proposed hotel facilities and services.

• Hotel/Company Information: Name, address, Point of Contact (POC), SAM UEI#, NAICS code confirmation, and small business status.
• Meeting Facility Details: Proposed facility name, address, proximity to airport, and availability of complimentary airport shuttle.
• Lodging: Confirmation of guest room block availability at the prevailing government per diem rate ($183/night) for specific dates (August 4-7, 2026), with preferred room types (King Rooms) and quantities specified.
• Hotel Services & Amenities: Confirmation of on-site business center, AAA/Mobil rating, complimentary Wi-Fi, and ADA compliance.
• Food & Beverage: Details on requested meal functions (coffee service, working lunch, farewell reception) including anticipated number of people, menus, and confirmation of a general menu discount (20% off published prices).
• Meeting Space: Requirements for meeting rooms, including proposed room names, total square footage, rental costs, and specific timings for staff offices, general sessions, and breakout rooms for August 5-7, 2026. A specific requirement for the General Session room is 2,900 – 3,000 sq. ft. with no columns.
• Service Fee: Information regarding service fees on meeting room rental and food and beverage.

This form is critical for any vendor wishing to propose a hotel or facility for the National Assessment Governing Board's meeting. Bidders must accurately complete all sections to provide necessary details on their offerings, pricing, and compliance with requirements. The information provided will be used to evaluate potential venues for the meeting.

Form / Attachment / Pricing Sheet

This document is a quote worksheet for Solicitation # 91995926Q0009, related to the National Assessment Governing Board (NAGB) Quarterly Board Meeting scheduled for August 6-7, 2026, in Washington, DC. It serves as a template for vendors to provide pricing for various services required for the meeting.

• Guest Rooms: Details required quantities for guest room nights, with a preference for King Rooms. Lodging rates must comply with Federal Travel Regulations.
• Food & Beverage: Specifies quantities and types of coffee breaks, working lunches, and a reception for outgoing members.
• Room Rental: Outlines the need for various meeting rooms (General Session, Breakout rooms, Staff Offices) for multiple days.
• Shipping & Handling: Includes a quantity for shipping boxes.
• Audiovisual: Requires vendors to attach their quote for AV equipment.
• Miscellaneous Charges: Includes placeholders for items like easels and other applicable charges.
• Totals: Sections for subtotals, service charges, sales tax (NAGB is tax-exempt), and grand totals.

Bidders should use this worksheet to input their pricing for each line item. The "Estimated Grand Total" will reflect the vendor's proposed cost. Vendors must confirm the accuracy of all formulas and ensure service charges and taxes are entered as percentages. The document also highlights that lodging rates must adhere to federal per diem regulations.

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: Designates seating for V. Chair, Chair, and Exec. Dir.
• Confidence Monitor: Indicates placement of a confidence monitor and power strip availability.
• Main Seating Arrangement: Details a "Hollow Square" setup for 28 people using specific table configurations (three 6'x30' tables and four 6' tables with two per side).
• Classroom/Theater Style Seating: Specifies arrangements for additional attendees: classroom style for 5 people to the right of the hollow square, classroom style for 6 people below it, and theater style for 20 people.
• Classroom for 3: Indicates two separate "Classroom for 3" areas, with notes on classroom style for 6 and theater style for attendees based on registration.
• Tech Team Table: Designates space for the AV Team, NAGB Technical Team, and Court Reporter.
• Ancillary Services: Notes the placement of a water station and charging station near the room entrance.

This document is a seating chart and does not contain information directly relevant to bidding on an opportunity. It details the physical layout and attendee arrangement for a specific meeting.

Solicitation / RFP / RFQ

This document is a solicitation (RFQ) for services related to the "AUGUST 2026 NAGB QUARTERLY BOARD MEETING." The National Assessment Governing Board (NAGB) is the issuing agency.

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

• Specific details regarding the services or deliverables are not fully detailed on the first page but are referenced in "SCHEDULE OF SUPPLIES/SERVICES" and likely within the "ADDENDUM" and attached clauses.

• The solicitation number is 91995926Q0009.

• The issue date is 05/21/2026.

• The offer due date is 06/15/2026 at 12:00 ET.

• The contract type is not explicitly stated on the first page, but the form is a Standard Form 1449, typically used for commercial items.

• The period of performance for the specific item listed is 08/04/2026 to 08/08/2026.

• Offers are requested via RFQ.

• Submission instructions are detailed within the document, including references to FAR clauses.

• Evaluation criteria are not detailed on the first page.

• This acquisition is set aside 100.00% for SMALL BUSINESS.

• The NAICS code is 721110 with a size standard of $40.

• The document references numerous FAR and agency-specific clauses and addenda that will contain further details.

• Payment will be made by electronic funds transfer via the System for Award Management (SAM).

• The Contracting Officer is Tony White.