SOW - State Park Managers Mtg.pdf

Statement of Work

2017 Statewide State Park Managers Meeting Department of Conservation and Natural Resources

Bureau of State Parks March 20-23, 2017

I. FACILITY REQUIREMENTS:

Provide lodging, meeting rooms, audiovisual equipment, meals, breaks and parking for Department of Conservation and Natural Resources’ Bureau of State Parks personnel for the 2017 Statewide State Park Managers Meeting.

Bidder must be an accredited hotel/motel facility owned by the lodging entity or a franchise thereof.

Any questions concerning the technical aspects of this contract should be directed to Stacey Myers at 717-787-3079, or through email at stmerritts@pa.gov. Questions regarding the contracting or bidding procedures should be directed to Nancy Weibley at 717-783-2566, or through email at nweibley@pa.gov, or Casey Smith at 717-783-1896, or through email at caseysmith@pa.gov.

Dates: March 21, 2017, from 8:00 a.m. to March 23, 2017, at 5:00 p.m.

Location: Facility must be within a 5-mile radius of Gettysburg National Military Park, Gettysburg, Pennsylvania.

Parking: Free on-site parking must be available for all participants.

II. LODGING:

Provide air-conditioned/heated single sleeping rooms for each participant. The number of rooms required will vary depending upon the needs of the Department. One (1) week confirmation notice will be provided.

Non-smoking rooms, if requested by the participants, must be provided. (Non-smoking room is defined as a room the hotel sets aside on a long-term basis for guests who do not smoke).

All rooms must be clean and well maintained. Rooms must be supplied with sufficient bed linens to accommodate all occupants. Appliances, lighting, and plumbing must be in good condition. The facility must meet current NFPA Fire Codes.

All rooms must be provided at the same premises.

March 20, 2017 no more than 30 rooms

March 21, 2017 no more than 185 rooms

March 22, 2017 no more than 185 rooms mailto:stmerritts@pa.gov mailto:nweibley@pa.gov mailto:caseysmith@pa.gov

Special Requirements:

Facility must be accessible to individuals with disabilities, including persons who use wheelchairs, persons with low or no vision, and persons who have hearing impairments.

Attendees of the meeting who identify the need for accommodation due to a disability will be provided reasonable accommodation.

III. MEETING ROOM REQUIREMENTS:

1. Rooms Needed:

a. Provide four (4) meeting rooms capable of seating approximately 50 people with individual writing surfaces or classroom style with students seated at tables and all facing front. In addition, there must be 15-20 feet between the front of the front tables and the nearest wall to allow for an instructor’s table, podium, and visual aids. Rooms will be required from 8:00 a.m. on March 21, 2017, through 5:00 p.m. on March 23, 2017.

b. In addition to those four meeting rooms mentioned in (a) above, provide one (1) auditorium style room capable of seating approximately 185 people theater style with individual writing surfaces, or classroom style with students seated at tables and all facing front. In addition, there must be 15-20 feet between the front of the front tables and the nearest wall to allow room for an instructor’s table, podium, and visual aids. Rooms will be required from 8:00 a.m. on March 21, 2017, through 5:00 p.m. on March 23, 2017. The auditorium room can be divided to be utilized as part of the meeting rooms needed as long as it can hold fifty persons per divided room and occurs during scheduled break at the Department’s convenience. This division can only account for two of the meeting rooms.

2. A permanent staging area with three, 6 ft. tables for registration and material distribution must be available for the duration of the workshop beginning at 8:00 a.m.

on March 21, 2017.

3. Provide basic AV equipment to include: computer projection with screen, CR/DVD player and monitor, screen, overhead projector with stand/cart, 5 flip charts with stand and markers, internet connection, and extension cords in each room. In addition, provide a microphone, amplifier, computer with two projectors, and 2, 10’ screens for the large room.

4. Meeting rooms shall have/be:

a. Free of noises of any kind and level that would interfere with normal conduct of conference/meetings.

b. Drinking glasses and cold-water pitchers must be available in all meeting rooms. Water pitchers and glasses to be refilled on an as-needed basis.

c. Meeting rooms must be cleaned daily and secured overnight. The Department must be present when the doors are unlocked at the commencement of each day’s meeting.

d. Heating, ventilation, and air conditioning systems that can be maintained or controlled within the meeting room. Ventilation must be such that air is fresh smelling and free of odors.

e. Wastebaskets, that are emptied daily or as needed.

f. Recycling can, in addition to the wastebaskets, must be provided.

g. Ample electrical outlets and extension cords must be available.

h. Loading and unloading provisions (zones) are to be available at all times.

i. Meeting rooms must be equipped with audiovisual equipment as described above.

j. Adequate space for set-up of morning and afternoon breaks.

IV. MEAL REQUIREMENTS:

The breaks and meals shall be required as listed in Attachment A.

Styrofoam and plastic utensils are not acceptable. If paper products are utilized, they must be from a renewable source. Cups and plates must be reusable (i.e. china, stoneware, etc.)

for both meals and breaks.

The contractor shall be required to accommodate individual requests for special diets (vegetarian, diabetic, gluten-free, etc.).

The Department’s needs may vary. Arrangements will be made one (1) week prior to the scheduled session to finalize meal selections required and provide confirmation of quantities.

Prior to the one (1) week final confirmation, the Department may decrease the anticipated meal and break needs to reduce costs.

V. RECYCLING REQUIREMENTS:

The contractor shall:

1. Plan the function so that the volume of waste will be reduced to the greatest extent feasible.

2. Utilize, to the greatest extent feasible, products, packaging and other materials that are made from recycled materials.

3. Ensure, to the greatest extent feasible, that disposable materials supplied for the function are recyclable.

4. Provide, to the greatest extent feasible, clearly marked containers for the collection of recyclable items by:

a. Coordinating with the establishment where the function is held; or

b. Coordinating with local recycling programs or municipal or county recycling coordinators; or

c. Undertaking the collection, transportation, processing, and marketing of the materials itself; or

d. Entering into contracts with other persons for collection, transportation, processing and marketing of the materials.

VI. CONTRACT REQUIREMENTS:

Contractor shall comply with Attachment C – Excess Food Provisions, as attached.

VII. CONTRACTOR REFERENCES AND POTENTIAL SITE INSPECTION:

Contractor must be the owner, operator, and/or officially appointed representative that has been designated in writing on facility letterhead and signed by a facility officer (i.e. General Manager) of the facility where the event will be held.

After the bid opening and prior to awarding of the contract, the Department has the right to request references (names, addresses and telephone numbers) of similar work performed in the previous two (2) years as proof of qualifications to perform the work involved in this contract.

Similarly, the Department reserves the right to inspect the facilities prior to award of the contract. If, during the inspection, the Department determines the facility not to be in conformance with bid specifications, the bid shall be rejected.

VIII. BID AWARD:

Bidder must complete and return the following:

1. The electronic Invitation for Bid to be found at www.pasupplierportal.state.pa.us,

2. Attachment A (informational purposes only), and

3. Attachment B (informational purposes only).

The bid will be awarded based on the total sum of all blocks as indicated on the IFB-Invitation for Bids.

The contract quantities herein are estimated only and may increase or decrease depending on the needs of the Department. The Contractor shall be paid at the unit price bid for actual work performed.

Please note that the Department will only accept out to two (2) decimal points when entering your pricing.

http://www.pasupplierportal.state.pa.us/

IX. ESTIMATED QUANTITIES:

Final arrangements and counts will be provided to the contractor one (1) week prior to the training session.

X. HOTEL TAX

The unit prices submitted must include any applicable taxes, gratuity, and miscellaneous charges necessary (i.e. equipment needs). As mandated in Management Directive 230.1, the Commonwealth is not subject to hotel occupancy or sales taxes imposed by local or county governments. The Commonwealth is subject to state hotel occupancy tax only at a rate of 6%. The Commonwealth’s registration number for tax exemption is 23740001-K.

XI. CONTRACT TERM:

The contract shall commence upon execution and receipt of Purchase Order and terminate December 31, 2017.

Further, the parties may agree to renew this contract for up to four (4) additional, annual terms, with the final termination date of December 31, 2021, upon the same terms and conditions set forth in the contract. The Department, based on past contractor performance, may negotiate an increase in the unit price(s) by a rate not to exceed 3%.

The Department will reach out to the Contractor no later than August 31 prior to the termination date to begin renewal discussions.

Note: At the time of renewal the Department and vendor shall agree upon dates for the meeting to take place during the renewal period.

Once the renewal terms are mutually decided, the Contractor shall provide written notification of the intent to renew, including the requested price increase if desired, to the Department no later than September 30 prior to the termination date. The renewal notice should be mailed to:

DCNR Bureau of State Parks Attn: Jody Russell (for Stacey Myers) PO Box 8551 Harrisburg, PA 17105

XII. PAYMENT TERMS:

The contractor shall submit itemized invoices upon the completion of the training session.

XIII. INVOICES:

Invoice format shall be in accordance with the IFB – Invitation for Bid.

All invoices for this contract MUST either be:

1. Emailed to the following for a Paperless Email Invoice Option:

Email a copy of the correctly executed invoice to: 69180@pa.gov.

For information on the Commonwealth’s E-Invoicing Program, visit:

http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx#.VnmrO6Mo6Uk.

2. Or, mailed to the following address:

Commonwealth of PA – PO Invoice PO Box 69180 Harrisburg PA 17106

All invoices MUST have the purchase order number, project number, as well as your SAP Vendor Number on the invoice. The name and address listed on the purchase order must also be listed on each invoice. Failure to provide this information will result in a delay of payment.

Copy of all invoices must be also sent to:

Stacey Myers Bureau of State Parks PO Box 8551 Harrisburg, PA 17105-8551

XIV. RECEIPT AND OPENING OF BIDS:

a. Bids must be submitted via the PA Supplier Portal, to be found at www.pasupplierportal.state.pa.us. Fax bids and mailed bids will not be accepted.

b. No responsibility will be attached to any employee of the Department for the premature opening of, or the failure to open, a bid not properly addressed and identified, or for any reason whatsoever.

XV. BID RESULTS:

Bidder can obtain bid results by accessing www.emarketplace.state.pa.us/ . The bids will be posted within three (3) working days following the bid opening. The results are the apparent bidders, and all bids are under review until final award of the purchase order.

Attachments mailto:%2069180@pa.gov http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx#.VnmrO6Mo6Uk http://www.pasupplierportal.state.pa.us/ http://www.emarketplace.state.pa.us/

ATTACHMENT A

(For informational purposes only)

Prior to the meetings, the Department and the contractor will agree on meal selections from the contractor's standard menu. The following quantities may vary from day to day. The Department will advise the contractor of daily quantities necessary one (1) week prior to the workshop.

A. BREAKS

1. Morning Breaks

To be available or served and maintained from 9:00 a.m. to 11:00 a.m. and must be located near the meeting rooms. To include water, coffee, and tea (regular and decaf).

March 22, 2017 185 people March 23, 2017 185 people 370 @ $______/person = $__________

2. Afternoon Breaks

To be available or served and maintained from 2:00 p.m. to 4:00 p.m., and must be located near the meeting rooms. To include water, coffee and tea (regular and decaf).

March 21, 2017 185 people March 22, 2017 185 people 370 @ $______/person = $__________

B. LUNCH

1. Buffet luncheon (to include soup, salad, sandwich or entrée, vegetarian option, and beverages) served in the facility’s restaurant or equivalent accommodation. A vegetarian entrée must be available for everyone. A boxed lunch may be substituted for one luncheon if the Agency choses to have an off-site training session. This will be communicated to the facility at least one month prior to meeting.

March 22, 2017 185 people 185 @ $ ______/per person = $__________

C. FACILITY FEES (requesting separate pricing)

1. Conference rooms with basic AV equipment to include: computer projection with screen, CR/DVD player and monitor, screen, overhead projector with stand/cart, 5 flip charts with stand and markers, internet connection, and extension cords in each room. In addition, provide a microphone, amplifier, computer with two projectors and 2 10’10’ screens for the large room.

4 meeting rooms X 3 days @ $________/rm. = $ __________

Auditorium Room X 3 days @ $________/day = $ __________

Lump Sum = $__________

D. LODGING

Unit price must include all applicable taxes

1. Single occupancy rooms:

March 20, 2017 30 rooms

March 21, 2017 185 rooms

March 22, 2017 185 rooms

400 single rooms @ $________/rm. = $__________

TOTAL BID: $ ___________________

Items A-D

**RETURN THESE COMPLETED PAGES ALONG WITH INVITATION FOR BID**

ATTACHMENT B

(For informational purposes only)

1. Copy and Fax Charges

$ ________ copy per page (one-sided) $ ________ copy per page (two-sided) $ ________ fax per page

**RETURN THIS COMPLETED PAGE ALONG WITH INVITATION FOR BID**

ATTACHMENT C

EXCESS PREPARED FOOD PROVISION

If the contract services include purchase of prepared foods for Commonwealth functions, the contractor agrees to make a good faith effort to donate any food that is not consumed at the Commonwealth function to a nonprofit organization for ultimate free distribution to needy individuals. This donation should include any apparently wholesome food or grocery products fit for human consumption.

A good faith effort includes, but is not limited to, contracting one or more of the entities appearing on the referral listing maintained by the Department of Agriculture. Updated lists may be obtained by contacting the Bureau of Government Donated Food at 1-800-468-2433 or by sending a request to:

Department of Agriculture Room 401 Agriculture Building 2301 N. Cameron Street Harrisburg, PA 17110-9408

Contractor is hereby put on notice that liability will not attach if the contractor complies with 42 Pa. C.S. §8338.