SOW.pdf

Statement of Work

6100037182

Berks County Transition Coordinating Council (BCTC-C) Employability Expo, Thursday, March

31, 2015 from 7:00 a.m. to 3:00 p.m.

Objective

Provide meeting room space and banquet facilities for BCTC-C Employability Expo event on Thursday, March 31, 2016 from 7:00 a.m. to 3:00 p.m. with up to 500 participants.

Location

Location within a 6 (six) mile radius of downtown Reading, PA, zip code 19602

Meeting Rooms

1. Meeting Rooms A, B, and C: Facility to provide 3 (three) large meeting rooms with seating to accommodate up to 100 people in each room from 7:00 a.m. to 3:00 p.m.

a) Chairs arranged in rows

b) Facility to provide pitcher of water and water glasses for each of the 3 (three) large meeting rooms for the speaker

c) AV Equipment: Facility to provide the following AV equipment for each of the 3

(three) large meeting rooms:

1. One (1) podium with microphone

2. One (1) lavalier (handheld) microphone for audience participation

3. One (1) screen

4. One (1) small table for AV equipment

5. Wireless internet connection

2. Meeting Room D: Facility to provide 1 (one) large meeting room or space from 7:00 a.m. to 3:00 p.m. that includes 40 (forty) spaces to be used as interview stations each space separated by pipe/draping provided by facility. Each space includes the following:

One (1) table (no larger than 6 feet in size) with table covering with 3 (three) chairs at each table arranged with one (1) chair at the back of each table and two (2) chairs at the front of each table, one placed opposite the “Interviewer” and one placed to the side for the next student waiting to be interviewed.

Luncheon and Fashion Show Banquet Room

1. Facility to provide 1 (one) banquet room that will accommodate up to 500 participants for a sit-down plated luncheon and fashion show at 12:00 p.m.

a) Room set up a stage with a podium, and a runway space for a fashion show that will be occurring during the meal

b) Room set up with round tables, covered in linen, set up for eight (8) to ten (10) participants per table. Tables arranged to provide ample room for models to walk around the area and for seated participants to view the models. Eight (8) to ten (10) tables with eight (8) to ten (10) participants per table to be grouped together designated for interviewers and speakers.

c) Facility to provide a three course lunch meal for up to 500 participants with two meal options, poultry and vegetarian, salad, dessert, and beverages: soda, iced-tea, water, fruit juice, milk, coffee, and hot tea and accommodate any special dietary needs such as gluten free and dairy free.

a) Facility to provide the following AV equipment for the luncheon and fashion show:

i. One (1) podium with microphone

ii. Use of sound system to play music that will interface with an iPad/iPod electronic device

2. Facility to provide (1) area for hospitality which will include non-alcoholic beverages such as coffee, tea, and water for up to 100 from 8:00 a.m. to 12:00 p.m. in close proximity to Meeting Room D.

Parking

Facility must provide on-site free parking for all guests and allows for safe discharge of participants from school buses and/or vans. We expect up to 100 private vehicles and up to 25 school buses/vans and some school buses/vans may remain on-site for the duration of the event.

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. Please return your full quote with the information included in the IFB line item in Word format.

Pricing 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.

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

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

Billing and Reporting Requirements:

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 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 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.

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

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