SOW.pdf

Statement of Work

6100036943

OVR 2016 Early Reach Coordinator Training, State College, PA March 16, 17, and 18, 2016

Objective Provide overnight lodging on March 15, 16, 17, and 18, 2016 and meeting room space on March 16, 17, and 18, 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, March 15, 2016: Facility to provide up to three (3) guest rooms on the evening of Tuesday, March 15, 2016. All guest rooms must have in room refrigerators.

Guest Rooms for Wednesday, March 16, 2016: Facility to provide up to 45 (forty-five) guest rooms on the evening of Wednesday, March 16, 2016. All guest rooms must have in room refrigerators

Guest Rooms for Thursday, March 17, 2016: Facility to provide up to 45 (forty-five) guest rooms on the evening of Thursday, March 17, 2016. All guest rooms must have in room refrigerators

Guest Rooms for Friday, March 18, 2016: Facility to provide up to three (3) guest rooms on the evening of Friday, March 18, 2016. All guest rooms must have in room refrigerators

Meeting Rooms and AV Equipment

Meeting Room for Wednesday, March 16, 2016: Facility to provide one (1) large meeting room to accommodate 45 participants from 12:00 p.m. to 5:00 p.m. on Wednesday, March 16, 2016.

a) Room set up with six (6) 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)

Meeting Room for Thursday, March 17, 2016: Facility to provide one (1) large meeting room to accommodate 45 participants from 8:00 a.m. to 5:00 p.m. on Thursday, March 17, 2016.

a) Room set up with six (6) round tables with linens, set up for eight (8)

b) AV Equipment:

i. One (1) podium with microphone

ii. Two (2) lavalier microphones

iii. One (1) screen and LCD projector)

Meeting Rooms for Friday, March 18, 2016: Facility to provide one (1) large meeting room to accommodate 45 participants from 8:00 a.m. to 12:00 p.m. on Friday, March 18, 2016

a) Rooms set-up with six (6) round tables with linens, set up for eight (8)

a) AV Equipment: Facility to provide the following AV Equipment in each of the two large meeting rooms:

i. One (1) podium with microphone

ii. Two (2) lavalier microphones

iii. One (1) screen and LCD projector

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.

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

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 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.

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.

Meeting room expenses cannot include a charge for refreshments or coffee breaks.

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

Award of bid dependent on availability of funds

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