SOW.pdf

Statement of Work

IFB # - 6100036127

OVR Executive Director Meeting, State College, Dec. 2, 3 & 4, 2015

Objective Provide overnight lodging and meeting room space in State College, PA for OVR Executive Director bi-annual meeting on December 2, 3 & 4, 2015.

Location

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

Guest Rooms

Wednesday, December 2 & Thursday, December 3, 2015:

1. Facility to provide up to 60 guest rooms on the evenings of Wednesday, December 2, 2015 and Thursday, December 3, 2015.

Five (5) of the 60 guest rooms must have the following specifications:

a) Need two (2) wheelchair accessible rooms with roll-in shower

b) Need two (2) rooms with refrigerators

c) Need one (1) room with a flashing fire alarm

Meeting Rooms

Wednesday, December 2, 2015:

1. Facility to provide one (1) large meeting room to accommodate 64 participants from 12:00 p.m. to 5:00 p.m.

a) Room set up with eight (8) round tables with linens, set up for 8 participants per table.

2. Facility to provide one (1) small meeting room to accommodate 20 participants from 12:00 p.m. to 5:00 p.m.

a.) Room set up with three (3) round tables with linens, set up for eight (8) participants per table.

Thursday, December 3, 2015:

8:00 a.m. to 5:00 p.m.

a) Room set-up with (8) eight round tables with linens, set up for 8 (eight) participants per table.

Friday, December 4, 2015

8:00 a.m. to 12:00 p.m.

a) Room set-up with (8) eight round tables with linens, set up for (8) eight participants per table

AV Equipment

Wednesday, December 2, 2015

1. Facility to provide the following AV Equipment for large meeting room from 12:00 p.m. to 5:00 p.m.:

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.)

2. Facility to provide the following AV Equipment for small meeting room from 12:00 p.m. to

i. One (1) lavalier microphone

ii. One (1) screen

iii. One (1) small table for AV equipment (OVR presenter will bring laptop and LCD projector)

Thursday, December 3, 2015

1. Facility to provide the following AV Equipment for large meeting room from 8:00 a.m. to

iii. One (1) screen

iv. One (1) small table for AV equipment (OVR presenter will bring laptop and

LCD projector)

Friday, December 4, 2015

1. Facility to provide the following AV Equipment for large meeting room from 8:00 a.m. to

12:00 p.m.:

iii. One (1) screen

iv. One (1) small table for AV equipment (OVR presenter will bring laptop and

LCD projector

Parking Facility must provide onsite free parking for all guests which includes two (2) van accessible parking areas with ground level access to facility.

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:

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.

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.

ELIGIBILITY REQUIREMENTS:

In order to be eligible to bid on this contract, Bidders (Hotel/Meeting facility):

1. Must be within five (5) miles of zip code 16801, State College, PA.

2. Must be accessible in all public/meeting areas. Accessible is defined as:

a. Must have guest elevator if facility/hotel has more than one floor

b. Automatic doors at hotel entrance

c. Smooth floor transition between mediums, example: 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. “Accessibility Kits” to accommodate guests with Sensory Disabilities (Vibrating/Light

Sensor Alarms, TTY, etc.)

g. Handicapped-designated parking spots have sufficient room for vehicle wheelchair ramp to operate safely

h. Handicapped accessible guest rooms have thermal protection devices where hot water is used

i. At least two (2) guest rooms that have roll-in showers and are completely wheel chair accessible

j. At least two (2) guest rooms have refrigerators

k. At least one (1) guest room has a flashing light sensor fire alarm

l. At least one (1) accessible restroom near/in the meeting room area.

m. If there is a grade at any hotel entrance, ramp slopes between 1:16 and 1:20 are preferred

n. All exits are accessible by wheelchair

o. Service animal accommodations

BILLING AND REPORTING REQUIREMENTS:

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

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.

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.

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