SOW.pdf

Statement of Work

OVR DA/ADA Meeting, Wednesday, Feb. 22, Thursday, Feb. 23, and Friday, Feb. 24, 2017 State College, PA

6100040997

Objective

Provide overnight lodging on Wednesday, February 22, and Thursday, February 23, 2017, and meeting room space on Wednesday, February 22, Thursday, February 23, and Friday, February 24, 2017 in State College, PA

Location

Location must be in State College, PA within seven (7) miles of zip code 16801

Guest Rooms

Line # 1: Guest Rooms for Wednesday, February 22, 2017: Facility to provide up to 60 (sixty) guest rooms on Wednesday February 22, 2017; four (4) of the 60 (sixty) guest rooms with the following requirements:

a) One (1) guest room with a refrigerator

b) One (1) guest room with a flashing fire alarm

c) Two (2) wheelchair accessible guest rooms with roll-in showers

Line #2: Guest Rooms for Thursday, February 23, 2027: Facility to provide up to 60 (sixty) guest rooms on Thursday, February 23, 2017; four (4) of the 60 (sixty) guest rooms with the following requirements:

a) One (1) guest room with a refrigerator

b) One (1) guest room with a flashing fire alarm

c) Two (2) wheelchair accessible guest rooms with roll-in showers

Meeting Rooms and AV Equipment

Line # 3: Meeting Room “A” Wednesday, February 22, 2017 from 12:00 p.m. to 5:00 p.m.:

Facility to provide one (1) large meeting room to accommodate 65 (sixty-five) participants from 12:00 p.m. to 5:00 p.m. on Wednesday, February 22, 2017 with the following requirements:

a) Room set up with nine (9) round tables with linens, set up for eight (8) participants per table

b) AV Equipment:

i. One (1) podium with microphone

ii. Two (2) lavalier microphones

iii. One (1) screen

iv. One (1) small table for AV equipment (OVR presenter will bring laptop and LCD projector)

Line #4: Meeting Room “B” Wednesday, February 22, 2017 from 12:00 p.m. to 5:00 p.m.:

Facility to provide one (1) small meeting room to accommodate 20 (twenty) participants from 12:00 p.m. to 5:00 p.m. on Wednesday, February 22, 2017 with the following requirements:

a) Room set up with three (3) round tables with linens, set up for eight (8)

ii. One (1) lavalier microphone

iii. One (1) screen

Line #5: Meeting Room “C” Thursday, February 23, 2017 from 8:00 a.m. to 5:00 p.m.: Facility to provide one (1) large meeting room to accommodate 65 (sixty-five) participants from 8:00 a.m. to 5:00 p.m. on Thursday, February 23, 2017 with the following requirements:

a) Room set up with nine (9) round tables with linens, set up for eight (8) participants per table

ii. Two (2) lavalier microphones

iii. One (1) screen

Line #6: Meeting Room “D” Thursday, February 23, 2017 from 8:00 a.m. to 5:00 p.m.: Facility to provide one (1) small meeting room to accommodate 20 (twenty) participants from 8:00 a.m.

to 5:00 p.m. on Thursday, February 23, 2017 with the following requirements:

ii. One (1) lavalier microphone

iii. One (1) screen

Line #7: Meeting Room “E” Friday, February 24, 2017 from 8:00 a.m. to 12:00 p.m.: Facility to provide one (1) large meeting room to accommodate 65 (sixty-five) participants from 8:00 a.m.

to 12:00 p.m. on Friday, February 24, 2017 with the following requirements:

a) Room set up with nine (9) round tables with linens, set up for eight (8) participants per table

b) AV Equipment:

i. One (1) podium with microphone

ii. Two (2) lavalier microphones

iii. One (1) screen

Line #8: Meeting Room “F” Friday, February 24, 2017 from 8:00 a.m. to 12:00 p.m.: Facility to provide one (1) small meeting room to accommodate 20 (twenty) participants from 8:00 a.m. to 12:00 p.m. on Friday, February 24, 2017 with the following requirements:

ii. One (1) lavalier microphone

iii. One (1) screen

Parking Facility must provide onsite free parking for all guests, including two (2) van accessible parking areas with ground level access to facility.

Method of Award: Invitation for Bid (IFB) Award will be made by factors including: accessibility and acceptability of facilities considering the special needs required in the statement of work; location; additional factors OVR staff will consider from the proposal are visual inspection; price, including room guarantee rate and facilities price as requested.

Pricing Guest room price may not exceed contracted price established on Commonwealth of PA Preferred Lodging Guide 2016-2017. All fees are to be included in the price for all contracted items, i.e. AV equipment, meeting rooms, etc.

Once the contract has been awarded, no additional fees, i.e. taxes, may be added or billed to the Commonwealth.

Costs of Meeting Room Rentals may be waived if at least 50 guest rooms are rented by the Office of Vocational Rehabilitation at the same facility during the event.

Eligibility Requirements:

In order to be eligible to bid, Bidders (Hotel/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

Additional Specific Requirements:

Must be fully accessible in all public/meeting areas including:

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

Automatic doors at hotel entrance

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

Facility doors can be opened from seated position http://www.dol.gov/dol/topic/disability/ada.htm http://www.ada.gov/ada_title_III.htm

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

Fully accessible restrooms on the same floor as the meeting room

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

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

“Accessibility Kits” to accommodate guests with Sensory Disabilities

(Vibrating/Light Sensor Alarms, TTY (Teletypewriter), etc.)

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

All exits are accessible by wheelchair

Service animal accommodations

Billing and Reporting Requirements:

Guest rooms will be paid for individually and separately by the Corporate Card or Agency Lodging Card.

The awarded bidder will submit an invoice to the Commonwealth of Pennsylvania for meeting room rentals (if applicable), AV services (if applicable), and food and beverages (if applicable), listed in the Statement of Work. The invoice will list the Purchase Order #, dates of service, invoice number, invoice date, and service provider’s Federal Identification Number and SAP Number. The invoices must include a breakdown of charges and a detailed report on the services provided. Bidders will be required to maintain records that are sufficient to fully disclose the extent and nature of services provided.

Special Requirements:

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

The Commonwealth of PA is exempt from all cancellation fees, penalties, and attrition. In your contract, please delete any sections/sentences referring to these items.

Brick and mortar locations only; no travel agencies eligible to bid

Individuals are always responsible for incidentals.

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

Facility must be maintained and clean at all times.

The Commonwealth of PA reserves the right to inspect site prior to the event.

Facility must allow minors on premises.

Inquiries: All inquiries should be directed to Procurement at RA-li-OIT-BAS-Procur@pa.gov.

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