OVR - Employability Expo - March 2016

The Commonwealth of Pennsylvania, specifically the Berks County Transition Coordinating Council (BCTC-C), is seeking a vendor to provide meeting room and banquet facilities for an Employability Expo event scheduled for Thursday, March 31, 2016, from 7:00 a.m. to 3:00 p.m. The procurement requires a facility within a six-mile radius of downtown Reading, PA (zip code 19602) capable of accommodating up to 500 participants. Specific facility requirements include three large meeting rooms, one dedicated interview station room, and a banquet room for a sit-down luncheon and fashion show. The facility must be fully compliant with Americans with Disabilities Act (ADA) requirements. Vendors must submit a comprehensive quote including all fees for contracted items such as AV equipment and meeting rooms, with the understanding that no additional fees can be billed after contract award. The bid submission deadline is February 26, 2016, with all questions to be submitted electronically to the designated contact. The Commonwealth will award the contract to the lowest responsive and responsible bidder, with the initial contract term set for one year and an option to extend up to three additional months.

The procurement does not explicitly specify set-aside designations or restrictions for disadvantaged enterprises. The contract appears open to standard commercial vendors capable of meeting the specified facility requirements. The total contract value is not explicitly stated, but the scope suggests a moderate-sized event procurement. The Commonwealth maintains specific contractual protections, including exemption from cancellation fees, penalties, and attrition, and will only compensate the contractor for work performed to its satisfaction. The awarded contractor must establish separate billing accounts with using agencies and invoice them directly. Contractors must comply with all applicable federal, state, and local laws and regulations, and the Commonwealth is exempt from certain taxes. Prompt payment discounts will not be considered in the award determination, and the contractor will not be allowed travel or per diem expenses except as specifically outlined in the contract.