2017 Statewide State Parks Managers Meeting

The Pennsylvania Department of Conservation and Natural Resources' Bureau of State Parks is seeking an accredited hotel/motel facility to host the 2017 Statewide State Park Managers Meeting from March 20-23, 2017, located within a 5-mile radius of Gettysburg National Military Park. The procurement requires a vendor to provide comprehensive event logistics, including up to 185 single occupancy rooms, free on-site parking, and meeting spaces consisting of four rooms accommodating 50 people each and one auditorium-style room for 185 attendees. Key deliverables include lodging, meeting rooms, audiovisual equipment, meals, and breaks for approximately 185 state park personnel. The bid was posted on October 25, 2016, with a response deadline of November 8, 2016. Evaluation criteria appear to include facility location, room capacity, amenities, and pricing for conference services. The contract will commence upon execution of the purchase order and terminate on December 31, 2017, with options to renew for up to four additional one-year terms.

The solicitation does not explicitly outline specific set-aside designations or restrictions for disadvantaged business enterprises. The contract allows for potential price increases of up to 3% upon renewal and requires the Commonwealth to pay a 6% state hotel occupancy tax while being exempt from local hotel and sales taxes. The Commonwealth reserves the right to request references, inspect facilities prior to award, and potentially negotiate pricing. While specific budget ranges are not detailed, the comprehensive requirements suggest a substantial event contract covering multiple days of lodging, meeting spaces, and catering for nearly 200 state park managers. The procurement process allows for electronic bid submissions through the Commonwealth's electronic system, with the ability to award by line item or total bid basis based on what is most advantageous to the government.