SOW.pdf

Statement of Work

6100039104

OVR Fall Farm Coordinator Meeting, August 16, 17, and 18, 2016, State College, PA

Objective

Provide overnight lodging on Tuesday, August 16, 2016, and Wednesday, August 17, 2016 and meeting room space on Tuesday, August 16, 2016, Wednesday, August 17, 2016, and Thursday, August 18, 2016, in State College, PA

Location

Location within a five (5) mile radius of State College, PA, zip code 16801

Guest Rooms

Facility to provide up to 20 (twenty) guest rooms on Tuesday, August 16, 2016 with four

(4) of the 20 (twenty) guest rooms with the following requirements:

a) Two (2) guest rooms must have refrigerators in the room

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

c) One (1) wheelchair accessible room with roll-in shower

Facility to provide up to 20 (twenty) guest rooms on Wednesday, August 17, 2016 with four (4) of the 20 (twenty) guest rooms with the following requirements:

b) Two (2) guest rooms must have refrigerators in the room

d) One (1) room with a flashing fire alarm

e) One (1) wheelchair accessible rooms with roll-in showers

Meeting Rooms and AV Equipment

Meeting Room “A” - Tuesday, August 16, 2016 from 1:00 p.m. to 5:00 p.m.: Facility to provide one (1) meeting room to accommodate 25 participants on Tuesday, August 16, 2016 from 1:00 p.m. to 5:00 p.m. with the following requirements:

a) Room set up with five (5) round tables with linens, set up for five (5) participants per table

b) AV Equipment:

i. One (1) lavalier microphones

ii. One (1) screen

iii. One (1) LCD projector

iv. Once USB PowerPoint advancement remote for a computer

v. Necessary power cords

vi. One (1) small table for AV equipment

vii. Back up equipment of all above identified equipment must be available in the event the equipment does not function properly

Meeting Room “B” – Wednesday, August 17, 2016 from 1:00 p.m. to 5:00 p.m.: Facility to provide one (1) meeting room to accommodate 25 participants on Wednesday, August 17, 2016 from 1:00 p.m. to 5:00 p.m. with the following requirements:

iii. One (1) LCD projector

iv. Once USB PowerPoint advancement remote for a computer

v. Necessary power cords

vi. One (1) small table for AV equipment

vii. Back up equipment of all above identified equipment must be

Meeting Room “C”- Thursday, August 18, 2016 from 8:30 a.m. to 12:00 noon: Facility to provide one (1) meeting room to accommodate 25 participants on Thursday, August 18, 2016 from 8:30 a.m. to 12:00 noon with the following requirements:

iii. One (1) LCD projector

iv. Once USB PowerPoint advancement remote for a computer

v. Necessary power cords

vi. One (1) small table for AV equipment

vii. Back up equipment of all above identified equipment must be

Parking Facility must provide on-site free parking for all guests

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 Office of Vocational (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 2015-2016. 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, may be added or billed to the Commonwealth.

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

b) Automatic doors at hotel entrance

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

d) Facility doors can be opened from seated position

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

f) Fully accessible restrooms on the same floor as the meeting room

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

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

i) “Accessibility Kits” to accommodate guests with Sensory Disabilities

(Vibrating/Light Sensor Alarms, TTY (Teletypewriter)

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

k) All exits are accessible by wheelchair

l) Service animal accommodations

Billing and Reporting Requirements:

The method of reservation is rooming list. Guest rooms will be paid for individually and separately through either Commonwealth Corporate Card or Agency Lodging Card. The awarded bidder will submit an invoice to the Commonwealth of Pennsylvania for all rentals and services (as applicable) listed in the Statement of Work. The invoices shall list the Purchase Order # (if applicable), dates of service, invoice number, invoice date, and the 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.

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

Special Requirements:

Adhere to The Department of General Services (DGS) 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 Commonwealth of PA is exempt from local occupancy tax and is subject to the state occupancy tax of 6%.

The minimum room cancellation policy is 24 hours.

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 cleaned at all times.

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

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

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