SOW.pdf

Statement of Work

6100037837

OVR 2016 PA Community on Transition Conference, State College, PA July 19, 20, 21, and 22, 2016

Objective Provide overnight lodging on July 19, 20, and 21, 2016 in State College, PA

Location Location must be in State College, PA, within five (5) miles of zip code 16801

Guest Rooms

Guest Rooms for Tuesday, July 19, 2016: Facility to provide up to 100 (one hundred) guest rooms on the evening of Tuesday, July 19, 2016 with the following requirements:

a) 10 (ten) rooms must have in-room refrigerators

b) Three (3) of the 100 guest rooms must be wheelchair accessible rooms with a roll-in shower

c) Six (6) of the 100 guest rooms must have a flashing fire alarm

Guest Rooms for Wednesday, July 20, 2016: Facility to provide up to 100 (one hundred) guest rooms on the evening of Wednesday, July 20, 2016 with the following requirements:

Guest Rooms for Thursday, July 21, March 16, 2016: Facility to provide up to 100 (one hundred) guest rooms on the evening of Thursday, July 21, 2016 with the following requirements:

PARKING

Facility must provide onsite 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; and other factors OVR staff will consider from your proposal and visual inspection. Price, including room guarantee rate and facilities price as requested in the SOW.

PRICING, BILLING, AND REPORTING REQUIREMENTS:

Guest rooms will be paid for individually and separately through either Commonwealth Corporate Card or Agency Lodging Card. 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, 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 after the fact.

The bidder shall submit an invoice to the Commonwealth of Pennsylvania for meeting room rentals (if applicable) and all AV services (if applicable) listed in the Statement of Work. The invoices shall list the 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 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

Meeting rooms and guest rooms must be at same location.

The method of reservation is rooming list.

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.

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:

1. 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, etc.)

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

k) All exits are accessible by wheelchair

l) Service animal accommodations

INQUIRIES: All inquiries should be directed to Procurement at RA-li-OIT-BAS-Procur@pa.gov http://www.dol.gov/dol/topic/disability/ada.htm http://www.ada.gov/ada_title_III.htm mailto:RA-li-OIT-BAS-Procur@pa.gov