SOW.pdf

STATEMENT OF WORK

2017 Pennsylvania Forest Fire Weekend June 23 – 25, 2017

DEPARTMENT OF CONSERVATION & NATURAL RESOURCES (DCNR)

BUREAU OF FORESTRY

DIVISION OF FOREST FIRE PROTECTION

I. SCOPE OF WORK:

The Commonwealth of Pennsylvania, Department of Conservation and Natural Resources, Bureau of Forestry, requires services to provide lodging, meeting rooms, meals, and breaks for their 2017 Forest Fire Weekend Training which is conducted by the Department.

Any questions regarding the technical aspects of this bid should be directed to Charles Choplick, at telephone (717) 772-0256 or cchoplick@pa.gov. Questions regarding the contracting or bidding procedures should be directed to Nancy Weibley at (717) 783-2566 or nweibley@pa.gov.

II. FACILITY REQUIREMENTS:

Dates: June 23 – 25, 2017.

Maximum participants are 120. In attendance will be Bureau personnel, volunteer Forest Fire Wardens, and Support Crew members.

Location: The contract shall be awarded to the lowest responsible bidder/facility located within a 15-mile radius of Lewisburg, Pennsylvania, which is in near proximity of State Forest land where field course work may occur. The lowest responsible bidder shall have the contract administrator on-site for the entire period of the contract.

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.

Bid price shall not exceed state-established maximum rate.

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

mailto:cchoplick@pa.gov mailto:nweibley@pa.gov

Lodging:

Hold the following block of rooms to be reserved upon receipt of a rooming list. Final arrangements and counts will be provided to the contractor two (2) weeks prior to the training session.

June 23, 2017 – 20 single occupancy rooms + 40 double occupancy rooms;

June 24, 2017 – 20 single occupancy rooms + 40 double occupancy rooms.

Rooms shall be available for check-in by 12:00 p.m. on day of arrival and until 12:00 p.m. for checkout on day of departure. All rooms must be provided at the same premises.

Non-smoking rooms shall be provided for each person. (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, pillows, towels and washcloths to accommodate all participants. Appliances, lighting and plumbing shall be in good condition. Rooms shall contain individual heating and air conditioning controls.

Parking: Free 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:

Three (3) meeting rooms on-site that are 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 f r o n t tables and the nearest wall to allow for an instructor's table, podium, and visual aids. Rooms will be required from 12:00 noon on Friday, June 23, 2017, through 12:00 noon on Sunday, June 25, 2017. Rooms shall not be located by service or kitchen facilities.

One (1) auditorium style room on site that is capable of seating approximately 120 people theater style with individual writing surfaces with students all facing front. In addition, there must be 15-20 feet between the f r o n t of the front row and the nearest wall to allow room for an instructor’s table, podium, and visual aids. Room will be required from 12:00 noon to 9:00 p.m. on Friday June 23, 2017, and from 10:00 a.m. until 12:00 noon on Sunday June 25, 2017. Room shall not be located by service or kitchen facilities.

The rooms shall be equipped with the following:

1. Heating, ventilation, and air conditioning systems that can be maintained or controlled within the room(s). Ventilation shall be such that air is fresh-smelling and free of odors.

2. Fluorescent lighting.

3. Adjustable lighting.

4. Two (2) wastebaskets emptied as needed.

5. Clearly marked receptables for recycling cans and bottles.

6. Ample electrical outlets and extension cords.

7. Adequate connectivity and space for audio-visual equipment.

8. Walls which are free from marks, physical defects, and stains.

9. Visibility in the room that shall not be obstructed by posts, columns/pillars, etc.

10. The room(s) shall be free of noises of a kind and level that would interfere with normal conduct of conferences/meetings.

11. Restrooms shall be within a reasonable distance to meeting room(s).

12. Room, including restrooms, shall be cleaned daily.

IV. 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 material itself; or o Entering into contracts with other persons for collection, transportation, processing, and marketing of the materials.

V. MEAL REQUIREMENTS:

The meals and breaks shall be on-site.

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

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 Department’s needs may vary depending on the length of each session in accordance with the contract.

A final confirmation notice shall be provided to the Contractor two (2) weeks prior to the scheduled session to finalize meal selections required and confirm quantities.

The Department shall meet with the Contractor prior to the scheduled session to discuss specific menu items. The Contractor shall be required to accommodate individual requests for special diets (i.e. vegetarian, diabetic, gluten-free).

VI. EXCESS PREPARED FOOD PROVISION:

If the contract services include purchase of 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. §8338.

VII. ESTIMATED QUANTITIES:

The contract quantities herein are estimated only and may be adjusted depending on the needs of the Department. The contractor shall be paid at the unit price bid for the actual number of breaks, meals, meeting rooms and lodging provided. Final arrangements and counts will be provided to the contractor two (2) weeks prior to the training session.

The Department reserves the right to deduct any or all breaks and/or meals prior to award of contract.

VIII. SAFETY REQUIREMENTS:

The Department may request information concerning safety issues such as incidents of crimes at the facility and types of security provided.

IX. CONTRACTOR REFERENCES:

After bid opening and prior to awarding of the contract, the Department has the right to request references (names, addresses and telephone numbers) of similar items received in the previous two

(2) years as proof of qualifications to supply the item involved in this contract.

X. CONTRACT REQUIREMENTS:

Either party (Division of Forest Fire Protection/representative or the Contractor) shall give the Department at least ninety (90) days written notice prior to cancellation of this contract.

XI. CONTRACT TERM:

The contract shall commence upon execution and receipt of purchase order and Notice to Proceed notification and terminate on June 25, 2017.

XII. BID AWARD:

The bidder shall complete the electronic Invitation for Bid to be found at www.pasupplierportal.state.pa.us for award of the bid.

The bidder shall include with their bid the name of the contractor administrator who will be the point of contact for the Department. Please also include the cost per page for faxing and photocopies.

The unit prices submitted must include any applicable taxes, gratuity, and miscellaneous charges necessary (i.e. equipment needs). 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.

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

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 Department will only accept out to two (2) decimal points.

XIII. PAYMENT TERMS:

The Contractor shall submit an invoice upon completion of the meeting. The invoice must be itemized according to the line items on the purchase order.

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

XIV. 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#.VnmrO6Mo6Uk.

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 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 will result in a delay of payment.

XV. 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 premature opening of, or failure to open, a bid not properly addressed and identified, or for any reason whatsoever.

XVI. BID RESULTS:

Bidders can obtain bid results by accessing www.emarketplace.state.pa.us/bidtabs.aspx. 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.

http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx#.VnmrO6Mo6Uk http://www.emarketplace.state.pa.us/bidtabs.aspx