STATEMENT OF WORK SOUTHWEST TRAINING CENTER RFX

This is an invitation to bid for providinglodging roomsbuffet meals, boxed meals, and coffee to the Pennsylvania State Police for personnel who may be attending or utilizing the State Police Southwest Training Center, Greensburg, PA periodically throughout the term of the contract. Contract shall be effective for FIVE (5) years, to begin July 1, 2018and to terminate on June 30, 2023.

SERVICES TO BE PROVIDED:

  1. Lodging Rooms - Single Occupancy, approximately 4000.
  1. Buffet Breakfast at a minimum shall consist of assorted cold cereals, fruit, 1 breakfast meat (bacon, sausage, or ham), eggs, 1 breakfast side dish (pancakes, French toast or homefries), toast, assorted Danish, coffee, tea, juice, and milk, approximately 4000.
  1. Buffet Lunch at a minimum shall consist of soup, salad bar, cold cuts (including lettuce, tomato, and condiments), 1 hot entrée (such as Ala King or hot sandwich), 1 side dish (such as French fries or onion rings), relish tray, fruit, dessert, and beverage, approximately 4500.
  1. Buffet Dinner at a minimum shall consist of salad, 1 hot meat entrée, 1 pasta or potato, 1 vegetable, dinner rolls, butter, garnishes, dessert, beverage, approximately 4000.
  1. Boxed meals at a minimum shall consist of two (2) small sandwiches or one (1) hoagie type sandwich (no bologna), chips or pretzels, fruit, dessert, soda or coffee, and either salad, fruit salad or pasta salad, approximately 2000.
  1. Coffee; must be available within 20 minutes of request, approximately 3000.
  1. Misc.

SPECIAL REQUIREMENTS:

Contracted vendor must be located within a five (5) mile radius,via Google Maps,of the Southwest Training Center located at St. Joseph Center, 2900 Seminary Drive, Greensburg, PA.

When funds (state and/or federal) are not appropriated or otherwise made available to support this training, the Commonwealth shall have the right to terminate the request of these services prior to awarding this bid.

CONTRACT DURATION – PRICE INCREASE

THIS will be a FIVE (5) year contract. The maximum rate increase for each year shall not exceed five percent (5%).

CONTRACT AWARD:

Contract award to be based upon the total low cost of the lodging room, buffet breakfast, and buffet lunch and buffet dinner rates for the three years combined. If the calculated costsof two or more bidders are equal, the department may select the contractor by random method. The Pennsylvania State Police will visit with the low bidder prior to contract award to assure the facilities meet the requirements of this invitation to bid. It is anticipated that meals and lodging would be required on the average of three weeks per month.

OTHER CONDITIONS AND REQUIREMENTS:

Classes are conducted at the PA State Police Southwest Training Center, 2900 Seminary Drive, Greensburg, PA. Specific dates and number of attendees will be provided in advance to the vendor when accommodations or meals are necessary. Coordination shall be with the Southwest Training Center Commander/designee and the contracted vendor.

Periodically, the Pennsylvania State Police requires interview rooms for promotions and Cadet oral interviews. The costs for any such rooms shall be charged at the existing lodging room rate in effect under this contract at the time the rooms are utilized.

Bid/Contract is an estimate of services required; State Police will pay only for actual services performed. If service usage exceeds the original bid/contract estimate during the effective time period of the bid/contract, the contractor agrees to provide the additional units of service needed at the original bid/contract unit rates.

*The unit prices reflected on the purchase contract should include any applicable taxes and gratuity charges*

Parking charges to be included in room rental.

- Hotel Room Rental Tax (53 P.S. S 16223) Pennsylvania Convention Center Authority Act. A local hotel room rental tax imposed by first class cities or first class counties to fund construction of convention centers (Allegheny, Bucks, Delaware, Montgomery, and Philadelphia). The amount of the tax can range from one to six percent.

- Local Sales, Use, and Hotel Occupancy Tax authorized by the Pennsylvania Intergovernmental Cooperation Authority Act for Cities of the First Class (53 P.S. S 12720.501 et. seq.) and the Second Class County Code (16 P.S. S 6152-B). The one percent tax is imposed in a taxable county on the occupancy of hotel/motel rooms (Philadelphia, Allegheny).

If State Police requires other services during the effective period of the Purchase Order, the item(s) shall be charged at the vendors existing rate(s). The Purchase Order will be amended to include those items/charges as they occur.

PROVISIONFOR THEDONATION OF EXCESS PREPAREDFOOD:

Thecontractoragreestomakeagoodfaithefforttodonatetoanonprofitorganizationforultimatefreedistributiontoneedyindividualsanyapparentlywholesomefoodapparentlyfitforhumanconsumptionwhichisnotconsumedatthecommonwealthfunctionandremainsatthefunctionlocationattheconclusionofthefunctionfordisposalbythecontractor.Agoodfaitheffortincludes,ataminimum,contactingoneormoreoftheentitiesappearingonthereferrallistingmaintainedbytheDepartmentofAgriculture.Pursuantto42Pa.C.S.A.§8338,thecontractorshallnotbesubjecttoliabilityarisingfromthenature,age,packagingorconditionoftheapparentlywholesomefood.

BILLING REQUIREMENTS:

The contractor shall bill the Pennsylvania State Police on a monthly basis for actual services provided. Invoices shall be submitted in an original and one copy and shall refer to the Invitation to Bid #6100044812. Billing shall be made to the Pennsylvania State Police, Commander, Southwest Training Center, 2900 Seminary Drive, Greensburg, PA 15601.