March 2026 National Assessment Governing Board Meeting - Houston, Texas

The National Assessment Governing Board (NAGB) is soliciting quotes for conference space and lodging services for its March 5-6, 2026, Quarterly Board Meeting in Houston, Texas. This Request for Quotations (RFQ 91995926Q0001) seeks a full-service venue capable of providing guest rooms at prevailing per diem rates and comprehensive meeting facilities, including specific room setups, food and beverage services, and audiovisual equipment. Eligibility requires vendors to be registered in SAM, and third-party submissions need written authorization. Quotes must include technical and cost proposals, past performance references, and adhere to specific contract clauses regarding cancellations, billing, and government tax exemption. The evaluation prioritizes technical quality and vendor experience over price, with a deadline for questions on November 13, 2025, and quotes due by December 4, 2025.

The National Assessment Governing Board (NAGB) is planning a Quarterly Board Meeting and an NAEP Outreach Event in Houston, TX, from March 5-6, 2026. This file outlines the estimated costs for guest rooms, food and beverage, room rentals, shipping and handling, and audiovisual services. Key items include 96 guest room nights, catering for various breaks and lunches for 40-75 people, and multiple room rentals for general sessions, staff offices, and breakout committees. The NAGB is tax-exempt from sales tax. Detailed audiovisual requirements are provided, including internet access for 60-70 attendees, Owl Conference Cameras, screens, microphones (handheld and push-to-talk), sound packages, and technician labor hours. The NAGB will provide its own LCD projectors and power cords. This document serves as a request for pricing for these services to facilitate the upcoming meetings and events.

The provided document outlines the seating and setup plan for a Governing Board Quarterly Meeting, detailing various configurations for attendees and staff. The main purpose is to guide the physical arrangement of the meeting space. Key elements include a seating chart for board members, the Executive Director, Chair, and Vice Chair. The setup specifies a hollow square arrangement for 28 people, classroom styles for 6, 5, and 3 people, and theater styles for 20 people. Important logistical details include power strips at every seat, a confidence monitor, water and charging stations near the entrance, and dedicated tables for the Tech Team, AV Team, NAGB Technical Team, and a Court Reporter. Board Staff are also allocated specific seating areas. This detailed plan ensures an organized and functional environment for the meeting, indicating careful preparation for a government-related gathering.

RFQ# 91995926Q0001 Amendment 1 addresses clarification questions for the March 2026 Quarterly Board Meeting. This opportunity is open to small businesses under NAICS 721110 with active SAM registration. The meeting dates are firm: March 5 & 6, 2026, with lodging required before and after. Proposals from third-party organizations must include written authorization from the venue. The Department requires a full-service venue with a minimum 3-star or 3-diamond rating. Digital floor plans or weblinks are acceptable. Lunch can be served in the meeting space or foyer. The venue should propose the best solution for the NAEP Outreach event, accommodating panel seating, crescent rounds or theater style for 75-80 people, and a reception for 80 people. AV pricing will be evaluated by comparing quoted prices and discounts off published rates from in-house providers. While NAGB prefers in-house AV, external providers are acceptable if needed. Guest rooms for board members will be centrally billed to a GSA Smart Pay CBA, with guests paying for incidentals. On-site contractor representation is not required; the hotel point of contact is preferred. Attrition and cancellation clauses must be 80% or less. The U.S. Department of Education is tax-exempt, and forms will be provided after offer receipt.

The National Assessment Governing Board (NAGB) is planning its Quarterly Board Meeting and an NAEP Outreach Event in Houston, TX, from March 5-6, 2026. This document details the estimated costs and requirements for guest rooms, food and beverage, room rentals, shipping and handling, and audiovisual services. Key needs include 96 guest room nights, catering for various breaks and working lunches for 40-75 people, and multiple meeting rooms over three days, including staff offices, general session rooms, and breakout rooms. The NAGB is tax-exempt for sales tax. The audiovisual requirements are extensive, covering internet access for 60-70 attendees, Owl conference cameras, screens, monitors, various microphones (handheld, push-to-talk, lavalier), sound packages, switchers, and technician labor hours for general sessions and committee meetings (ADC, COSDAM, R&D). The NAGB will provide its own LCD projectors and power cords for iPads, requesting assistance with set-up and any associated fees.