OVR - Fall Farm Coor Mtg

The Commonwealth of Pennsylvania's Office of Vocational Rehabilitation (OVR) is seeking a lodging and meeting facility for its Fall Farm Coordinator Meeting, to be held in State College, PA from August 16-18, 2016. The procurement requires a venue within a five-mile radius of State College (zip code 16801) that can provide up to 20 guest rooms on August 16 and 17, as well as three meeting rooms capable of accommodating 25 participants during the three-day period. Specific requirements include accessibility features for guests with disabilities, such as accessible guest rooms, elevators, doors, restrooms, and parking. The facility must also provide necessary audio-visual equipment and services. Evaluation criteria will focus on facility accessibility, location suitability, and pricing, with room rates not exceeding the Commonwealth's contracted lodging guide rates. Interested vendors must submit bids electronically before the July 20, 2016 due date, with all questions to be submitted via email. No phone calls will be accepted, and the procurement will result in an Established Price Contract.

There are no specific set-aside designations mentioned in the procurement documents, and the solicitation appears open to all qualified vendors who can meet the specified requirements. The Commonwealth reserves the right to award to the lowest responsive and responsible bidder, with an initial contract term of zero years and zero months, and the potential to extend for up to three additional months. While no incumbent vendors are identified, the contract includes specific provisions such as the Commonwealth being exempt from cancellation fees, penalties, and attrition, and only responsible for the 6% state occupancy tax. The procurement does not specify a precise budget range, but room rates are constrained by the Commonwealth's contracted lodging guide. The total value of the contract will be determined by the actual usage of rooms and meeting spaces during the three-day event, with a maximum capacity of 20 guest rooms per night and space for 25 participants in meeting rooms.