020 PSP Collision Reconstruction Seminar

The Pennsylvania State Police, Bureau of Patrol and Bureau of Training and Education, is seeking a vendor to provide comprehensive services for the 020 PSP Collision Reconstruction Seminar scheduled from October 29 through November 2, 2018, in Gettysburg, Pennsylvania. The contracted facility must be located within one mile of the York Street exit off Route 30 and will be required to offer 15 to 300 guest rooms daily, meeting spaces capable of accommodating up to 450 persons in a classroom-style configuration, and refreshment services including coffee, tea, water, and doughnuts. Key deliverables include audio/visual equipment for meeting rooms and the ability to host a multi-day training seminar for state police personnel. The procurement is structured as an Established Price Contract with potential annual renewals, with a submission deadline of May 18, 2018, and contact person Amber Lontz available at alontz@pa.gov or 717-705-5952 for any questions. Bidders must comply with mandatory responsiveness requirements and understand that the contract may be terminated if state or federal funding is not appropriated.

The contract does not explicitly specify set-aside designations or restrictions for disadvantaged enterprises. The procurement allows for potential contract renewals up to four additional one-year terms, with a maximum annual rate increase of 5%, and a final termination date of June 30, 2023. While specific budget ranges are not detailed, the contract requires vendors to provide pricing that includes all applicable taxes and gratuity charges, with the Commonwealth only paying for actual services rendered. The vendor will be expected to make a good faith effort to donate any unused food to a nonprofit organization. The contract will commence upon execution of the purchase order or October 29, 2018, whichever is later, and will terminate on June 30, 2019. No incumbent vendor information is provided in the available documentation, and there are no specific mentions of required technology integration beyond standard audio-visual equipment for meeting spaces.