Lodging, Meals, Meeting Rooms

The Commonwealth of Pennsylvania's Department of Conservation and Natural Resources, Bureau of Forestry, is seeking a qualified hotel/motel facility within a 5-mile radius of State College to provide comprehensive services for an annual meeting and training event. The procurement involves securing lodging, meeting rooms, audiovisual equipment, meals, breaks, and parking for approximately 275 attendees over a three-day period from January 23-25, 2018. The bidder must be an accredited hotel/motel facility owned by the lodging entity or a franchise, and must comply with state-established maximum rates. Key deliverables include providing adequate meeting spaces, technological equipment, and catering services for the multi-day event. The bid was posted on June 27, 2017, with responses due by July 26, 2017. Potential bidders can direct technical questions to Jeff Woleslagle at 717-425-5366 and contracting procedure questions to Nancy Weibley at 717-783-2566. Evaluation will be based on the lowest total sum, with the Commonwealth reserving the right to inspect facilities prior to award.

The contract opportunity does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. The contract term is from January 1, 2018, to December 31, 2018, with potential options to renew for up to four additional one-year terms. The Commonwealth is exempt from hotel occupancy and sales taxes, with only a 6% state hotel occupancy tax applicable. Bidders must complete an electronic Invitation for Bid, provide a Copy and Fax Charges sheet, and include all applicable taxes, gratuities, and miscellaneous charges in their unit pricing. The contract requires the successful vendor to submit invoices with specific formatting, including the purchase order number, project number, and SAP Vendor Number. While no specific budget range is detailed, the procurement is for a single annual meeting, suggesting a contained and specific scope of services. The Commonwealth reserves the right to terminate the contract for convenience, non-appropriation of funds, or contractor default.