SOW.pdf

Statement of Work

PENNSYLVANIA DEPARTMENT OF LABOR & INDUSTRY

OVR DA/ADA & State Board Meeting, June 6, 7, and 8, 2018, Reading, PA

SPECIFICATIONS

Bid #6100045180

I. SCOPE OF WORK:

The Department of Labor & Industry (L&I), Office of Vocational Rehabilitation (OVR) is seeking a contractor to provide overnight lodging on June 6, and June 7, 2018, and meeting room space on June 6, 7, and 8, 2018, in Reading, PA. Location must be within zip code 19610.

II. CONTRACT REQUIREMENTS:

A. Guest Rooms and Meeting Rooms:

The facility must be fully accessible in all public/meeting areas including:

1. A guest elevator (if facility/hotel has more than one floor) with braille signs as a means of identification of controls

2. Automatic doors at hotel entrance

3. Smooth floor transition between mediums, (tile to carpet, hall to room)

4. Facility doors can be opened from seated position

5. All facility rooms (meeting/guest/etc.) have braille signs as a means of identification

6. Fully accessible restrooms on the same floor as the meeting room with thermal protection devices where hot water is used

7. Handicapped-designated parking spots that are ground level curb parking with sufficient room for vehicle wheelchair ramp to operate safely

8. Handicapped accessible guest rooms with thermal protection devices where hot water is used

9. “Accessibility Kits” to accommodate guests with Sensory Disabilities (Vibrating/Light

Sensor Alarms, TTY (Teletypewriter), etc.)

10. Ramp slopes at any entrance are between 1:16 and 1:20

11. All exits are accessible by wheelchair

12. Be compliant with the American Disabilities Act regarding the presence of Service

Animals accompanying attendees.

Guest Rooms for Wednesday, June 6, 2018: Facility to provide up to 95 (ninety-five) guest rooms on the evening of Wednesday, June 6, 2018, eight (8) of the 95 (ninety-five) with the following requirements: two (2) of the 95 (ninety-five) guest rooms with a refrigerator; four (4) of the 95 (ninety-five) wheelchair accessible guest rooms, including two (2) with a roll-in shower, and; two (2) of the 95 (ninety-five) guest rooms with a flashing fire alarm.

Guest Rooms for Thursday, June 7, 2018: Facility to provide up to 85 (eighty-five) guest rooms on the evening of Thursday, June 7, 2018, eight (8) of the 85 (eighty-five) with the following requirements: two (2) of the 85 (eighty-five) guest rooms with a refrigerator; four (4) of the 85

(eighty-five) wheelchair accessible guest rooms, including two (2) with a roll-in shower, and;

two (2) of the 85 (eighty-five) guest rooms with a flashing fire alarm.

Meeting Room “A” – Wednesday, June 6, 2018 from 12:00 p.m. to 5:00 p.m.: Facility to provide one (1) meeting room to accommodate up to 96 (ninety-six) participants on

Wednesday, June 6, 2018 from 12:00 p.m. to 5:00 p.m. with the following requirements: room set up with twelve (12) round tables with linens, set up for eight (8) participants per table; one

(1) podium with microphone; two (2) lavalier microphones; one (1) screen; one (1) small table for AV equipment (OVR presenter will bring laptop and LCD projector), and; electrical outlets available.

Meeting Room “B” – Wednesday, June 6, 2018 from 12:00 p.m. to 5:00 p.m.: Facility to provide one (1) meeting room to accommodate up to 32 (thirty-two) participants on

Wednesday, June 6, 2018 from 12:00 p.m. to 5:00 p.m. with the following requirements: room set up with four (4) round tables with linens, set up for eight (8) participants each table; one (1) screen; one (1) small table for AV equipment (OVR presenter will bring laptop and LCD projector), and; electrical outlets available.

Meeting Room “C” – Thursday, June 7, 2018 from 8:00 a.m. to 1:00 p.m.: Facility to provide one large meeting room to accommodate up to 125 (one hundred twenty-five) participants on

Thursday, June 7, 2018 from 8:00 a.m. to 1:00 p.m. with the following requirements: room set up with chairs arranged in theater style; seven (7) rectangular tables with linens, arranged in a

“U” shape at the front of the room with seating for 13 (thirteen) chairs facing the audience; one

(1) podium with microphone; two (2) lavalier microphones at the front of the room; six (6) table microphones at the front of the room; two (2) screens (one in the middle of the front wall, and one to the right or left for transcriptionist); two (2) small tables (one for AV equipment in the middle of the room [OVR presenter will bring laptop and LCD projector], and one for transcriptionist in front of room, off to the side), and; electrical outlets available.

Meeting Room “D” - Thursday, June 7, 2018 from 1:00 p.m. to 5:00 p.m.: Facility to provide one meeting room to accommodate up to 96 (ninety-six) participants on Thursday, June 7, 2018 from 1:00 p.m. to 5:00 p.m. with the following requirements: room set up with twelve (12) round tables with linens, set up for eight (8) participants per table; one (1) podium with microphone; two (2) lavalier microphones; one (1) screen; one (1) small table for AV equipment

(OVR presenter will bring laptop and LCD projector), and; electrical outlets available.

Meeting Room “E” – Friday, June 8, 2018 from 8:00 a.m. to 12:00 p.m.: Facility to provide one

(1) meeting room to accommodate up to 96 (ninety-six) participants on Friday, June 8, 2018 from 8:00 a.m. to 12:00 p.m. with the following requirements: room set up with twelve (12) round tables with linens, set up for eight (8) participants per table; one (1) podium with microphone; two (2) lavalier microphones; one (1) screen; one (1) small table for AV equipment

(OVR presenter will bring laptop and LCD projector), and; electrical outlets available.

B. Food and Beverages: Food and beverages for Meeting Room “C” on Thursday, June 7, 2018.

Facility to provide coffee, tea, juice, water and assorted breakfast pastries for 125 (one hundred twenty-five) people from 8:00 a.m. to 12:00 p.m.

C. Parking: Facility must provide onsite parking for all guests, including three (3) van accessible parking areas with ground level access to facility. Ground level van accessible parking and handicapped-designated parking spots are ground level curb parking with sufficient room for vehicle wheelchair ramp to operate safely, or garage handicapped-designated parking spots with an accessible route provided between the access aisle and the accessible building entrance. This route must have no steps or steeply sloped surfaces and it must have a firm, stable, slip-resistant surface.

D. Accommodations: Must meet Title III of the Americans with Disabilities Act (ADA) standards at all times: Bidders (Meeting facility) must comply with all requirements of Title III of the Americans with Disabilities Act (ADA) relating to Public Accommodations and Services Operated by Private Entities. For the purpose of this bid, the term “Public Accommodations” means private entities who own, lease, lease to, or operate facilities such as restaurants, retail stores, hotels, convention centers, transportation depots, and recreation facilities including fitness clubs. Transportation services provided by these private entities are also covered by ADA Title III. Public accommodations must comply with basic nondiscrimination requirements that prohibit exclusion, segregation, and unequal treatment. They also must comply with specific requirements related to architectural standards for new and altered buildings; reasonable modifications to policies, practices, and procedures; effective communication with people with hearing, vision, or speech disabilities; and other access requirements. See more at:

http://www.dol.gov/dol/topic/disability/ada.htm and http://www.ada.gov/ada_title_III.htm http://www.dol.gov/dol/topic/disability/ada.htm http://www.ada.gov/ada_title_III.htm

III. PRICING:

All fees are to be included in the price for all contracted items. Once the contract has been awarded, no additional fees, i.e. taxes, gratuity, or any miscellaneous charges may be added or billed to the Commonwealth.

IV. BID AWARD: INVITATION FOR BID

Award will be made by factors including: accessibility and acceptability of facilities considering the requirements in the statement of work. The Commonwealth reserves the right to inspect the facilities prior to award of the contract. If during the inspection, The Commonwealth determines the facility not to be in conformance with bid specifications, the bid will be rejected.

The event format is outlined in the Specifications section of this statement of work. The proposed format for the meeting may be subject to change at the sole option of OVR. In the event there are changes to the event format, OVR will notify the awarded supplier in writing no less than 10 (ten) days prior to the first day of event.

V. PAYMENT TERMS:

The awarded Contractor shall submit an invoice to the Commonwealth of Pennsylvania. The invoice will list the date(s) of service, invoice number, invoice date, and service provider’s and SAP Number. The invoices must include a breakdown of charges and a detailed report on the services provided. Contractors will be required to maintain records that are sufficient to fully disclose the extent and nature of services provided.

VI. SPECIAL REQUIREMENTS

A. Adhere to the DGS (Department of General Services) Standard Terms and Conditions.

B. The Commonwealth of PA is exempt from all cancellation fees, penalties, and attrition.

C. Brick and mortar locations only; no conference planning agencies or travel agencies eligible to bid.

D. Facility must have an on-site restaurant.

E. Guest rooms and meeting rooms must be at the same location.

F. Individuals are always responsible for incidentals.

G. The Purchase Order or Contract with the printed Purchasing Agent’s name shall constitute the electronic signature of the Commonwealth to the Awarded Vendor.

H. Facility must be maintained and clean at all times.

I. Facility must allow minors on premises.

VII. ADDITIONAL CONTRACT INFORMATION:

NOTE: Bidders are advised that all bids are to be submitted electronically, ONLY, and must be submitted before the closing date and time.

Direct all inquiries by email to Department of Labor and Industry Procurement at:

RA-li-OIT-BAS-Procur@pa.gov with the bid number in the subject line of your email.

VIII. ADDITIONAL GUEST ROOM REQUEST:

Request for facility to block an additional five (5) guest rooms on the evening of Wednesday, June 6, 2018, which will be reserved by vendors who will be attending the meetings, and will be contracted by the vendors individually and separate from this IFB. Blocking these guest rooms is not a requirement and will not be considered as part of the evaluation for the award.

mailto:RA-li-OIT-BAS-Procur@pa.gov