SOW - 2018 Forestry Annual Meeting-Training.pdf

Statement of Work

Department of Conservation and Natural Resources (DCNR) Bureau of Forestry

Annual Meeting/Training Lodging, Meeting Rooms, and Meals

I. SCOPE OF WORK:

The Commonwealth of Pennsylvania, Department of Conservation and Natural Resources, Bureau of Forestry, requires services to provide lodging, meeting rooms, audiovisual equipment, meals, breaks and parking for the annual meeting/training conducted by the Department.

Bidder must be an accredited hotel/motel facility owned by the lodging entity or a franchise thereof.

Questions regarding the technical aspects of this bid should be directed to Jeff Woleslagle at 717-425-5366 or e-mail jwoleslagl@pa.gov. Questions regarding the bidding or contracting procedures should be directed to Nancy Weibley at 717-783-2566 or nweibley@pa.gov.

II. FACILITY REQUIREMENTS:

Dates: The Department estimates that one (1) meeting will be required for the contract term. That tentative session timeframe is as follows:

Approximately 275 attendees:

January 23, 2018 – 8:00 a.m. to 6:00 p.m.

January 24, 2018 – 8:00 a.m. to 6:00 p.m.

January 25, 2018 – 8:00 a.m. to 6:00 p.m.

Bid prices shall not exceed state-established maximum rates.

The Department reserves the right to change these dates upon a thirty (30)-day notice to the Contractor.

The lowest responsible bidder shall have the contractor administrator on-site for the entire period of each session. Please provide the name(s) of the contractor administrator(s) who will:

be the sole point of contact for the facility; and, be on-site during the sessions and employed by the facility.

Location: Facility must be within a 5-mile radius of State College, Pennsylvania.

mailto:jwoleslagl@pa.gov mailto:nweibley@pa.gov

Lodging: Hold a block of no more than 150 double occupancy sleeping rooms, to be reserved upon receipt of a rooming list. Lodging rooms shall be in the same building as, or within a reasonable proximity to, the meeting rooms and meals.

No more than 3 rooms are required on January 22, and no more than 150 rooms are required on January 23 and 24, 2018. Rooms shall be available for check-in by 2:00 p.m. on day of arrival, and until 11:00 a.m. for checkout on day of departure.

Non-smoking rooms shall be provided for each person, unless a smoking room is specifically requested. (Non-smoking room is defined as a room the hotel has set aside on a long-term basis for guests who do not smoke.) All rooms must be clean, well-maintained, and free of odors and insects (i.e. bedbugs). Rooms must be supplied with sufficient bed linens to accommodate all occupants. All appliances, lighting and plumbing shall be in good condition. Rooms shall contain individual heating and air conditioning controls. The facility must meet current NFPA Fire Codes.

One (1) week confirmation notice will be provided.

Parking: Free on-site parking must be available on-site or within a reasonable proximity for all participants. Since many attendees drive full sized or heavy duty, 4-wheel drive pickup trucks, adequate height clearance and parking space size must exist at parking facilities. Parking areas must have sufficient lighting so as to provide for safety of attendees.

Special Requirements: Facility must be accessible to individuals with disabilities, including persons who use wheelchairs, persons with low vision or no vision and persons who have hearing Impairments.

Participants or attendees of the meeting who identify the need for accommodations due to a disability will be provided reasonable accommodations, such as refrigerators for diabetics.

III. MEETING ROOM REQUIREMENTS:

Meeting room requirements are as described below. The Department shall notify the Contractor of any items to be waived thirty (30)-days prior to the first day of the session.

The Contractor shall provide the Department with the following:

a. Provide three (3) meeting rooms capable of seating approximately 50 people with individual writing surfaces or classroom style with students seated at tables and all facing front. In addition, there must be 15-20 feet between the front of the front tables and the nearest wall to allow for an instructor’s table, podium, and visual aids. Rooms will be required from 8:00 a.m. on January 23, 2018, through 6:00 p.m. on January 25, 2018.

b. In addition to those three meeting rooms mentioned in (a) above, provide one (1) auditorium style room capable of seating approximately 275 people theater style with individual writing surfaces or classroom style with students seated at tables and all facing front. In addition, there must be 15-20 feet between the front of the front tables and the nearest wall to allow room for an instructor’s table, podium, and visual aids.

Rooms will be required from 8:00 a.m. on January 23, 2018, through 6:00 p.m. on January 25, 2018. The auditorium room can be divided to be utilized as part of the meeting rooms needed as long as it can hold fifty persons per divided room and occurs during scheduled break at the Department’s convenience. This division can only account for two of the meeting rooms.

c. In addition to those meeting rooms mentioned in (a & b) above, provide one (1) auditorium style room capable of seating approximately 275 people attendees to be used for a poster session. This room will require eighteen (18) eight (8) foot tables to accommodate the posters. This should be available for set-up on Wednesday evening, January 24, 2018, and be open from 7:00 a.m. to 11:00 a.m. on Thursday, January 25, 2018. In addition, there must be 15-20 feet between the front of the front tables and the nearest wall to allow room for an instructor’s table, podium, and visual aids.

d. In addition to those meeting rooms mentioned in (a, b & c) above, provide one (1) meeting room capable of seating approximately ten (10) attendees to be used as a business center. This room must have wired internet connection and must be open each day from 7:00 a.m. to 6:00 p.m.

e. A permanent staging area with three, 6 ft. tables for registration and material distribution must be available for the duration of the workshop beginning at 8:00 a.m. on January 23, 2018, to 6:00 p.m. on January 25, 2018.

The rooms shall have/be:

free of noise of any kind and level that would interfere with normal conduct of conferences/meeting.

drinking glasses and cold-water pitchers available in all meeting rooms. Water pitchers and glasses to be refilled on an as-needed basis.

cleaned daily and secures at the commencement of the day’s meeting.

heating, ventilation and air conditioning systems, which can be maintained or controller within the meeting room. Ventilation must be such that air is fresh smelling and free of orders.

wastebaskets, that are emptied daily or as needed.

recycling can, in addition to the wastebaskets.

ample electrical outlets and extension cords.

loading and unloading provisions (zones) available at all times.

adequate space for set-up of morning and afternoon breaks.

Equipment Needs:

The following are equipment needs for a typical session, but needs shall vary with the number of attendees and type of sessions.

Provide basic AV equipment in each room to include: computer projection with screen, CR/DVD player and monitor, screen, overhead projector with stand/car, 5 flip charts with stand and markers, wired or wireless internet connection, and extension cords.

In addition, provide a microphone, amplifier, computer with two projectors and 2 10’ x10’ screens for the large room.

Fax and copying services available on-site. Costs to the Department shall be determined on a usage basis. (See Attachment A)

IV. MEAL REQUIREMENTS:

The breaks shall be set up near the assigned meeting rooms or in a central open area accessible to the attendees. Morning and afternoon break tables must be attended to, cleaned, and restocked.

The breaks and meals shall be required as listed on the IFB (Invitation for Bid).

Styrofoam and plastic utensils are not acceptable. If paper products are utilized, they must be from a renewable source. Cups and plates must be reusable(i.e. china, stoneware) for other meals and breaks.

The Contractor shall be required to accommodate individual requests for special diets (vegetarian, diabetic, etc.)

The Department’s needs may vary. Arrangements will be made one (1) week prior to the scheduled session to finalize meals selections required and provide confirmation of quantities. Due to budgetary constraints, the Department reserves the right to reduce the anticipated meal and break needs to reduce costs.

V. RECYCLING REQUIREMENTS:

The Contractor shall:

Plan the function so that the volume of waste will be reduced to the greatest extent feasible.

Utilize to the greatest extent feasible, products, packaging and other materials that are made from recycled materials.

Ensure to the greatest extent feasible, clearly marked containers for the collection of recyclable items by:

o Coordinating with the establishment where the function is held; or, o Coordinating with local recycling programs or municipal or county recycling coordinators; or, o Undertaking the collection, transportation, processing, and marketing of the materials itself; or, o Entering into contracts with other persons for collection, transportation, processing and marketing of the materials.

VI. EXCESS PREPARED FOOD PROVISION:

If the contract services include purchase or prepared foods for Commonwealth functions, the contractor agrees to make a good faith effort to donate any food that is not consumed at the Commonwealth function to a nonprofit organization for ultimate free distribution to needy individuals. This donation should include any apparently wholesome food or grocery products fit for human consumption.

A good faith effort includes, but is not limited to, contracting one or more of the entities appearing on the referral listing maintained by the Department of Agriculture. Updated lists may be obtained by contacting the Bureau of Government Donated Food at 1-800-468-2433 or by sending a request to:

Pennsylvania Department of Agriculture Room 401 Agriculture Building 2301 N. Cameron Street Harrisburg, PA 17110-9408

Contractor is hereby put on notice that liability will not be attached if the contractor complies with 42 Pa. C.S. Section 8338.

VII. CONTRACTOR BUSINESS AFFILIATION AND REFERENCES:

Contractor must be the owner, operator, and/or officially appointed representative, that has been designated in writing on facility letterhead and signed by a facility officer (i.e. General Manager) of the facility where the event will be held.

After the bid opening, and prior to awarding of the contract, the Department has the right to request references (names, addresses and telephone numbers) of similar work performed in the previous two (2) years as proof of qualifications to perform the work involved in this contract.

VIII. BID AWARD:

Bidder must complete and return the following:

1. The electronic Invitation for Bid to be found at www.pasupplierportal.state.pa.us,

2. Attachment A – Copy and Fax Charges sheet.

The unit price submitted must include any applicable taxes, gratuity, and miscellaneous charges necessary. As mandated in Management Directive 230.1, the Commonwealth is not subject to hotel occupancy or sales taxes imposed by local or county governments. The Commonwealth is subject to state hotel occupancy tax only at a rate of 6%. The Commonwealth’s registration number for tax exemption is 23740001-K.

http://www.pasupplierportal.state.pa.us/

The Department reserves the right to inspect the facilities prior to award of the contract. If during the inspection the Department determines the facility is not to be in conformance with bid specifications, the bid shall be rejected.

The bid will be awarded based on the lowest total sum.

In the event of a discrepancy between the unit price and extension of figures, the unit price will prevail.

The contract quantities herein are estimated only and may increase or decrease depending on the needs of the Department. The Contractor shall be paid at the unit price bid for actual work performed.

Please note that the Department will only accept out to two (2) decimal points when entering your pricing.

IX. CONTRACT TERM:

The contract term shall commence on January 1, 2018, and terminate December 31, 2018.

Further, the parties may agree to renew this contract up to four (4) additional, annual terms, with a final termination date of December 31, 2022, upon the same terms and conditions set forth in the contract. The Department, based on past contractor performance, may negotiate an increase in the unit price(s) by a rate not to exceed 3%.

The Department will reach out to the Contractor no later than August 31 prior to the termination date to begin renewal discussions. The Department will supply the vendor with the dates of the meeting for that renewal period.

Once the renewal terms are mutually decided, the Contractor shall provide written notification of the intent to renew, including the requested price increase if desired, to the Department no later than September 30 prior to the termination date. The renewal notice should be mailed or faxed to:

DCNR Bureau of Forestry Attn: Jeff Woleslagle P.O. Box 8552 Harrisburg, PA 17105-8552 Fax: (717) 783-5109

X. PAYMENT TERMS:

The contractor shall submit an itemized invoice upon the completion of the training session.

The invoice must be itemized according to the line items on the purchase order.

XI. INVOICES:

Invoice format shall be in accordance with the IFB – Invitation for Bid.

All invoices for this contract MUST either be:

1. Emailed to the following for a Paperless Email Invoice Option:

Email a copy of the correctly executed invoice to: 69180@pa.gov.

For information on the Commonwealth’s E-Invoicing Program, visit:

http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx.

2. Or mailed to the following address:

Commonwealth of PA – PO Invoice PO Box 69180 Harrisburg PA 17106

All invoices MUST have the purchase order number, project number, as well as your SAP Vendor Number on the invoice. The name and address listed on the purchase order must also be listed on each invoice. Failure to provide this information may result in a delay of payment.

A copy of all invoices must also be sent to:

Jeffery Woleslagle Bureau of Forestry P.O. Box 8552 Harrisburg, Pa 17105-8552

XII. RECEIPT AND OPENING OF BIDS:

Bids must be submitted via the PA Supplier Portal, to be found at www.pasupplierportal.state.pa.us. Faxed bids and mailed bids will not be accepted.

No responsibility will be attached to any employee of the Department for the premature opening of or the failure to open a bid not addressed properly and identified, or for any reason whatsoever.

XIII. BID RESULTS:

Bidder can obtain bid results by accessing www.emarketplace.state.pa.us/. The bids will be posted within three (3) business days following the bid opening. The results are the apparent bidders, and all bids are under review until final award of the purchase order.

Attachment: Attachment A mailto:%2069180@pa.gov http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx http://www.pasupplierportal.state.pa.us/ http://www.emarketplace.state.pa.us/