PSP Collision Reconstruction Seminar

The Pennsylvania State Police, specifically the Bureau of Patrol and Bureau of Training and Education, is seeking a vendor to provide comprehensive lodging, conference, and support services for the Collision Reconstruction Seminar in Gettysburg, Pennsylvania. The procurement is an Established Price Contract with potential annual renewals, requiring a facility located within one mile of the York Street exit off Route 30. The seminar is scheduled for October 30 through November 3, 2017, with specific requirements including meeting/training rooms, lodging accommodations, break services, and audio/visual equipment. Deliverables must include dedicated meeting spaces that can support the training strategies of the Pennsylvania State Police, with the exact rooms viewed during initial inspection being the same rooms used throughout the event. The bid was posted on May 11, 2017, with the same date serving as the submission deadline, and interested vendors were instructed to contact Amber Lontz at alontz@pa.gov or 717-705-5952 with any questions. Evaluation criteria focus on selecting the lowest responsive and responsible bidder, with bids remaining firm for 60 days.

The contract does not specify any set-aside designations or restrictions on vendor types, appearing to be open to any qualified hospitality or conference service provider. The contract allows for potential yearly renewals for up to four additional one-year terms, with a maximum rate increase of 5% per renewal and a final termination date of December 31, 2022. Funding for the contract is contingent on state and federal appropriations, with the Commonwealth reserving the right to terminate services if funds are not available. The vendor will be required to make a good faith effort to donate any excess prepared food to a nonprofit organization after the event. The contract also includes specific tax exemptions for the Commonwealth, including exemption from hotel room rental tax and local sales, use, and hotel occupancy tax. While no specific budget range is provided, the contract suggests the value will cover lodging, conference rooms, parking, and refreshment services for approximately 30-50 Pennsylvania State Police personnel during the five-day training seminar.