Statement of Work Lodging 4 September 25-28, 2015.docx

Provide Lodging services to the Pennsylvania State Police from September 25, 2015 through September 28, 2015.

SERVICES TO BE PROVIDED:

1. Lodging rooms on the nights of Friday, September 25, 2015 through Sunday, September 27, 2015 for an estimated one hundred and seventy three (173) double occupancy rooms with a check out on Monday, September 28, 2015. All double occupancy lodging estimated rooms are to remain available for our exclusive use during this event, regardless of the number of members.

SPECIAL REQUIREMENTS:

1. Contracted facility must be located within a ten (10) mile radius (via Google maps) of the following address: 1160 First Avenue, King of Prussia, PA 19406-1326.

2. All lodging rooms must be located at one facility.

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

4. Hotel must have full wireless internet/Wi-Fi capabilities in lodging rooms.

5. FREE PARKING availability must be on the premises to accommodate both the lodgers and commuters attending the function and the Pennsylvania State Police must be able to come and go from the parking facility 24 hours a day. If a garage is utilized that is off the hotel property, valet parking shall be provided at no charge.

OTHER CONDITIONS:

Purchase contract is an estimate of services required. 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 AWARD:

Coordination of actual service requirements and counts will be made at least one week prior to commencement of services.

BILLING PROCEDURES:

Final Invoice shall reference the Purchase Order number, Invoice Number, Invoice Date, and Invoice total and shall be submitted via email to 69180 @pa.gov and or can be mailed via U.S. Mail to the Commonwealth of Pennsylvania, PO Invoices, P.O. Box 69180, Harrisburg, PA 17106. A complimentary invoice can be submitted to the Bureau of Staff Services, Procurement & Supply Division, 1800 Elmerton Avenue, Harrisburg, PA 17110 or scanned and emailed to Erin Webster at erwebster@state.pa.us Any incidental costs incurred (i.e. telephone, movie, rental, food, alcohol, etc.) shall be paid by the individual occupant at the time of departure. The Pennsylvania State Police will not be responsible for these charges or any other charges to the lodging rooms.