Statement of Work 2018.docx

Statement of Work Lodging, Meeting Room and Meal Service for the Pennsylvania State Police (PSP) Collision Reconstruction Seminar Provide Lodging, Conference Room and refreshment services to the Pennsylvania State Police (PSP), Bureau of Patrol and Bureau of Training and Education, for the annual Collision Reconstruction Seminar. The seminar shall begin on Monday, October 29, 2018 through Friday, November 2, 2018. The contracted facility must be located within a one (1) mile radius of the York Street exit off of Route 30, Gettysburg, Pa.

Lodging Rooms:

Final occupant list will be provided by PSP at least two weeks prior to the event.

SUNDAY, OCTOBER 28, 2018

15 Guest Rooms (PSP)

MONDAY, OCTOBER 29, 2018

75 Guest Rooms (PSP) 300 Guest Rooms (These rooms will be booked and paid for individually by non-PSP attendees)

TUESDAY, OCTOBER 30, 2018

75 Guest Rooms (PSP) 300 Guest Rooms (These rooms will be booked and paid for individually by non-PSP attendees)

WEDNESDAY, OCTOBER 31, 2018

75 Guest Rooms (PSP) 300 Guest Rooms (These rooms will be booked and paid for individually by non-PSP attendees)

THURSDAY, NOVEMBER 1, 2018

40 Guest Rooms (PSP)

CONFERENCE/MEETING SPACE:

MONDAY, OCTOBER 29, 2018

· ACTAR Prep Classroom: Vendor shall provide meeting space to accommodate thirty (30) persons, classroom style, commencing at 7:00 a.m. until 5:00 p.m.

· C.A.R.S. Unit Meeting: Vendor shall provide meeting space to accommodate forty (40) persons, classroom style, commencing at 7:00 a.m. until 5:00 p.m.

TUESDAY, OCTOBER 30, 2018

· Conference Room: Vendor shall provide meeting space to accommodate up to four hundred fifty (450) persons, classroom style, with no pillars or obstructions, commencing at 7:00 a.m. until 5:00 p.m. Room shall be equipped with at least 100 square feet of stage space, placed front and center, on risers that are at least 2 feet in height.

WEDNESDAY, OCTOBER 31, 2018

· Conference Room: Vendor shall provide meeting space to accommodate up to four hundred fifty (450) persons, classroom style, with no pillars or obstructions, commencing at 7:00 a.m. until 12:00 p.m. Room shall be equipped with at least 100 square feet of stage space, placed front and center, on 2’ risers.

· During the lunch break from noon to 1:00 pm, at no additional cost to the commonwealth, the vendor shall divide the above main conference space into two (2) separate meeting spaces:

· Breakout meeting space to accommodate up to three hundred (300) persons, classroom style, with no pillars or obstructions, commencing at 1:00 p.m. until 5:00 p.m. Room shall be equipped with at least 100 square feet of stage space, placed front and center, on 2’ risers. (See also A/V requirements)

· Breakout meeting space to accommodate up to one hundred fifty (150) persons, classroom style, with no pillars or obstructions, commencing at 1:00 p.m. until 5:00 p.m. No stage required. (See also A/V requirements)

· Conference Room: Vendor shall provide meeting space to accommodate up to four hundred fifty (450) persons, classroom style, with no pillars or obstructions, commencing at 7:00 a.m. until 5:00 p.m. Room shall be equipped with at least 100 square feet of stage space, placed front and center, on 2’ risers.

FRIDAY NOVEMBER 2, 2018

· Meeting Room: Vendor shall provide meeting space to accommodate up to forty (40) persons, classroom style, with no pillars or obstructions, commencing at 7:00 a.m. until 12:00 p.m.

· ACTAR Test Room: Vendor shall provide meeting space to accommodate up to forty (25) persons, classroom style, with no pillars or obstructions, commencing at 7:00 a.m. until 5:00 p.m.

REFRESHMENTS:

· C.A.R.S. Unit Meeting: Lite Lunch buffet for forty (40) persons, commencing at 1:00 p.m. in the provided meeting room.

TUESDAY, OCTOBER 30, 2018

· A minimum of two (2) separate service areas immediately outside the main conference room consisting of coffee, tea/hot water, water and doughnuts to accommodate up to four hundred fifty (450) persons, available from 7:00 a.m. until 10:30 a.m. A final count will be provided by PSP at least two weeks prior to the event.

WEDNESDAY, OCTOBER 31, 2018

· A minimum of two (2) separate service areas immediately outside the main conference room consisting of coffee, tea/hot water, water and doughnuts to accommodate up to four hundred fifty (450) persons, available from 7:00 a.m. until 10:30 a.m. A final count will be provided by PSP at least two weeks prior to the event.

THURSDAY, NOVEMBER 1, 2018

· A minimum of two (2) separate service areas immediately outside the main conference room consisting of coffee, tea/hot water, water and doughnuts to accommodate up to four hundred fifty (450) persons, available from 7:00 a.m. until 10:30 a.m. A final count will be provided by PSP at least two weeks prior to the event.

FRIDAY, NOVEMBER 2, 2018

· C.A.R.S. Unit Meeting: Lite Breakfast buffet for forty (40) persons, commencing at 7:00 a.m. in the provided meeting room.

AUDIO/VISUAL:

· ACTAR Prep Classroom:

· One (1) Projector, one (1) - 7.5’ x 10’ Screen, all necessary laptop cable connections, and external speakers.

· One (1) Large dry erase board (approx. 4’ x 6’) with markers and eraser.

· C.A.R.S. Unit Meeting:

· One (1) Projector, One (1) - 7.5’ x 10’ Screen, all necessary laptop cable connections, and external speakers.

TUESDAY, OCTOBER 30, 2018

· Main Conference Room:

· Two (2) 3K+ Lumen Projectors, two (2) - 7.5’ x 10’ Screens, piped and draped, all necessary laptop cable connections, and external sound system. (screens should be elevated as high as possible)

· One (1) Podium equipped with microphone

· One (1) Wireless LAV mic.

WEDNESDAY, OCTOBER 31, 2018

· Main Conference Room (7:00 am to 12:00 pm):

· Two (2) 3K+ Lumen Projectors, two (2) - 7.5’ x 10’ Screens, piped and draped, all necessary laptop cable connections, and external sound system.

· One (1) Podium equipped with microphone

· One (1) Wireless LAV mic.

· Breakout meeting space (large) for 300 (1:00 pm to 5:00 pm):

· One (1) 3K+ Lumen Projector, one (1) - 7.5’ x 10’ Screen, piped and draped, all necessary laptop cable connections, and external sound system.

· One (1) Podium equipped with microphone

· One (1) Wireless LAV mic.

· Breakout meeting space (small) for 150 (1:00 pm to 5:00 pm):

· One (1) 3K+ Lumen Projector, one (1) - 7.5’ x 10’ Screen, piped and draped, all necessary laptop cable connections, and external sound system.

· One (1) Wireless LAV mic.

· Main Conference Room: Vendor shall provide, at no additional cost to the Commonwealth:

· Two (2) 3K+ Lumen Projectors, two (2) - 7.5’ x 10’ Screens, piped and draped, all necessary laptop cable connections, and external sound system.

· One (1) Podium equipped with microphone

· One (1) Wireless LAV mic.

FRIDAY, NOVEMBER 2, 2018

· Meeting Room: Vendor shall provide, at no additional cost to the Commonwealth:

· One (1) 3K+ Lumen Projector, one (1) - 7.5’ x 10’ pedestal screen, all necessary laptop cable connections, and external sound system.

PROVIDED TO THE COMMONWEALTH AT NO ADDITIONAL CHARGE:

· ICE WATER TO BE PROVIDED OVER THE COURSE OF THE ENTIRE CONFERENCE EVENT AND AVAILABLE IN ALL APPROPRIATE MEETING ROOMS

· Conference Registration Area: Vendor shall provide, at no additional cost to the Commonwealth, space near the conference area to allow for conference attendee registration. This space shall include a minimum of four (4) - 6’ Tables, draped and skirted, ten (10) chairs, power supply, extension cord and trash receptacle(s). This area shall remain available for the entire event.

· Crash Test Area: Vendor shall provide, at no additional cost to the Commonwealth, a paved lot large enough to accommodate on site experimentation/crash testing as well as nearby secure viewing area for up to four hundred fifty (450) spectators. PSP shall make final determination as to whether the space is enough to accommodate the outdoor activities in a safe manner. This area shall remain available for the entire event.

· Crash Vehicle Viewing Area: Vendor shall provide, at no additional cost to the Commonwealth, an area of paved parking lot, near the conference area and be accessible to a recovery vehicle (tow truck). The space shall be large enough to accommodate four (4) to six (6) crashed vehicles with ample space for conference attendees to walk around/between. This area shall remain available for the entire event.

· Conference Storage Area / Office Space: Vendor shall provide, at no additional cost to the Commonwealth, a secure storage area, near the conference space, for exclusive use throughout the duration of the event and accessible to conference staff 24 hrs. a day from Monday morning through Thursday evening. A minimum of six (6) 6’ tables, draped and skirted, twenty (20) chairs, and trash receptacles. Refreshed daily during conference hours. Setup/layout to be determined by PSP staff prior to the event. This area shall remain available for the entire event.

· Vendor Area: Vendor shall provide, at no additional cost to the Commonwealth, Eighteen (18) 6-foot tables. Each shall be draped and skirted, with two (2) chairs per table, as well as power supply, extension cord and trash receptacle(s). If additional tables are needed at any point during this event to accommodate any area reserved by the Pennsylvania State Police, vendor shall provide them at no additional charge.

· Networking Space: Vendor shall provide, at no additional cost to the Commonwealth, networking space able to accommodate up to one hundred fifty (150) persons, commencing at 7:00 p.m. until 10:00 p.m. on Monday, Tuesday, Wednesday, and Thursday of the event. The vendor shall refresh this space daily.

SPECIAL REQUIREMENTS:

· All lodging rooms must be located at one facility.

· All conference rooms are to remain available for our exclusive use, regardless of number of participants.

· The set up for the room(s) may vary once staff is on site, depending on the needs of the training program. Hotel maintenance staff should be available on Monday evening and throughout the five days to coordinate and/or address problems or alteration of set-up.

· Must be able to provide, or have access to, additional conference/meeting space with theater-style seating for research training and subject studies.

· Photocopy and fax services must be made available on-site. Usage will be on an as needed basis.

· Hotel must have full wireless internet/Wi-Fi capabilities in lodging and conference rooms available free of charge.

· FREE PARKING availability must be on the premises to accommodate the lodgers, commuters, and guest speakers attending the function.

· Location shall have a FEMA approved fire rating.

· Location shall have a AAA 3-star rating or better.

CONTRACT AWARD:

Through mutual agreement between the Pennsylvania State Police and the awarded vendor, yearly renewals may be made annually for four (4) one-year optional renewals. The maximum rate increase for each additional year shall not exceed five percent (5%).

When funds (state and/or federal) are not appropriated or otherwise made available to support this training, the Commonwealth shall have the right to terminate the request of these services prior to awarding this bid.

NOTE: The Seminar/Training/Breakout rooms that are viewed at the time of inspection are the rooms we will expect to have the entire time of our training. The layout of the Meeting/Training/breakout rooms does affect our training strategies.

OTHER CONDITIONS:

Purchase contract is an estimate of services required; State Police will only pay for actual services rendered. If service usage exceeds the original bid/purchase contract estimate during the effective time period of the purchase contract, the contractor agrees to provide the additional units of service needed at the original purchase contract unit rates.

The unit prices reflected on the purchase contract should include any applicable taxes and gratuity charges.

As a Department of the Commonwealth of PA, State Police is exempt from paying sales tax on food/beverages. The Commonwealth will pay the hotel occupancy tax. The Commonwealth of PA is exempt from paying:

- Hotel Room Rental Tax (53 P.S. S 16223) Pennsylvania Convention Center Authority Act. A local hotel room rental tax imposed by first class cities or first-class counties to fund construction of convention centers (Allegheny, Bucks, Delaware, Montgomery, and Philadelphia). The amount of the tax can range from one to six percent.

- Local Sales, Use, and Hotel Occupancy Tax authorized by the Pennsylvania Intergovernmental Cooperation Authority Act for Cities of the First Class (53 P.S. S 12720.501 et. seq.) and the Second-Class County Code (16 P.S. S 6152-B). The one percent tax is imposed in a taxable county on the occupancy of hotel/motel rooms (Philadelphia, Allegheny).

Contract Provision for Donation of Excess Prepared Food:

The contractor agrees to make a good faith effort to donate to a nonprofit organization for ultimate free distribution to needy individuals any apparently wholesome food or grocery products apparently fit for human consumption which are not consumed at the Commonwealth function. A good faith effort includes, but is not limited to, contracting on more of the entities appearing on the referral listing maintained by the Department of Agriculture. Contractor is hereby put on notice that liability will not match if the contractor complies with 42 Pa. C.S.