Statement of Work - Hotel for OSHA 30 17-19.pdf
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- Attached to
- Hotel for OSHA 30 Training
- Solicitation number
- 6100041962
- Issued by
- Centre County, Terre Hill Borough, Pennsylvania
About this file
This document is a Statement of Work for the Pennsylvania Department of Transportation (PennDOT) OSHA 30-Hour Training event. It outlines the lodging and meeting room requirements for a two-week event to be held from April 17-21, 2017 and April 24-28, 2017 in the State College, PA area. The vendor is required to reserve a block of 25 guest rooms per night for Commonwealth employees, with the option for non-Commonwealth employees to reserve rooms directly. The meeting room must accommodate 30 attendees in a classroom-style setup and include various audiovisual equipment and amenities. The vendor will not be responsible for providing catering, and adequate free parking for approximately 30 people must be available.
The Commonwealth of Pennsylvania is exempt from any local taxes, and lodging costs for Commonwealth employees will be paid by the state. The vendor is responsible for securing a form of payment from individuals for any incidental charges. The Department reserves the right to inspect the premises prior to the award of the bid to ensure all requirements are met, and any questions can be directed to the Purchasing Agent Supervisor.
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Text version
PA Department of Transportation (PennDOT)
MEETING REQUIREMENTS
2017 OSHA 30-Hour Training
I. Event Dates A. The vendor shall accommodate the meeting requirements herein for a 2-week event in the following timeframe: Monday, April 17th, 2017 through Friday, April 21st, 2017 and Monday, April 24th, 2017 through Friday, April 28th, 2017
II. Lodging
A. The vendor shall be in the State College, PA area B. The vendor shall reserve a block of clean guest rooms (single or double occupancy) as follows:
Date Rooms
Week 1 Monday, April 17, 2017 25 per night Tuesday, April 18, 2017 25 per night Wednesday, April 19, 2017 25 per night Thursday, April 20, 2017 25 per night Friday, April 21, 2017 25 per night Week 2 Monday, April 24, 2017 25 per night Tuesday, April 25, 2017 25 per night Wednesday, April 26, 2017 25 per night Thursday, April 27, 2017 25 per night Friday, April 28, 2017 25 per night
C. All quantities are estimated. The number of guest rooms needed may be more or less D. The lodging rate must be equal or lower to than the single or double occupancy rate established by the General Services Administration
1. Continental breakfast should be included in the daily lodging rate
E. Reservations will be made by:
1. A room list for all PennDOT employees
a. The Coordinator designated by PennDOT will provide a rooming list to the vendor Fourteen (14) days before the arrival date with lodging count
2. PennDOT retains the right to modify and submit a final rooming list to the vendor ten (10) days prior to the arrival date without penalty
3. PennDOT retains the right to cancel individual reservations 24 hours prior to the arrival date without penalty
4. Advance deposits or credit card holds are not permitted F. Individuals who are non-Commonwealth employees will contact the hotel directly to reserve a guest room; these individuals will be responsible for guest room, applicable tax, and all incidental charges
G. Commonwealth personnel are restricted from signing contractual agreements by the vendor that may hold PennDOT legally bound
H. Hotel must be located within a five-mile (5) mile radius of State College, PA I. Lodging costs and the applicable tax for Commonwealth employees will be paid for by the Commonwealth; The hotel is responsible for securing a form of payment, from individuals for incidentals upon check-in
J. The Commonwealth of Pennsylvania is not subject to any tax imposed by local government; State occupancy tax does apply to guest rooms.
1. One tax exempt form will be provided to the vendor to cover all PennDOT employees on overnight status K. A late checkout of 1:00 pm shall be available on Friday, April 21st and 28th, 2017 L. At least two (2) guest rooms shall be in compliance with the Americans with
Disabilities Act (ADA)
III. Meeting Rooms A. General Session Meeting Room
1. The meeting rooms shall be reserved as follows:
Date Time Week 1 Monday, April 17, 2017 10:30 AM – 4:30 PM Tuesday, April 18, 2017 8:00 AM – 4:30 PM Wednesday, April 19, 2017 8:00 AM – 4:30 PM Thursday, April 20, 2017 8:00 AM – 4:30 PM Friday, April 21, 2017 8:00 AM – 1:00 PM Week 2 Monday, April 24, 2017 10:30 AM – 4:30 PM Tuesday, April 25, 2017 8:00 AM – 4:30 PM Wednesday, April 26, 2017 8:00 AM – 4:30 PM Thursday, April 27, 2017 8:00 AM – 4:30 PM Friday, April 28, 2017 8:00 AM – 1:00 PM
B. Conference space shall be as follows:
1. Conference room shall accommodate 30 attendees comfortably in a classroom-style setup, with rectangular tables covered in tablecloths
2. Conference rooms shall be carpeted and free of noise that would interfere with the normal conduct of meetings
3. Chairs shall have padded seats and backs
4. Two extra tables in front of room for projection equipment and presentation materials
5. The vendor shall provide water pitchers and glasses filled every morning and lunch hour
6. Visibility within room cannot be obstructed by posts
7. Heating, ventilation, and air conditioning systems should be maintained or controlled within the meeting room
8. Ample electrical outlets and extension cords provided
9. Adjustable lighting should be within the room.
10. Adequate trash cans shall be provided in the room.
11. Include One (1) podium
a. Microphones shall be required if the room acoustics dictate
12. One (1) projector and large projection screen which shall be positioned in the front of the meeting room
13. Internet connection shall be made available
IV. Catering A. Catering will not be provided
V. Parking
A. Adequate, free parking shall be available for approximately 30+ total people (including attendees, presenters and others involved in the meeting)
VI. Miscellaneous
A. The Department reserves the right to inspect the premises prior to the award of the bid to ensure that all requests within the Statement of Work are met
B. Any questions regarding this bid can be directed to the purchasing agent:
Ereno J Lewis | Purchasing Agent Supervisor PA Department of Transportation Bureau of Office Services | MSMD Unit 400 North St. Keystone Bldg. 5th Floor | Harrisburg PA 17120 Phone: 717-783-3503 | Fax: 717-783-7971 erlewis@pa.gov mailto:erlewis@pa.gov
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