PENNSYLVANIA PUBLIC UTILITY COMMISSION
P.O. BOX 3265, HARRISBURG, PA 17105-3265 / IN REPLY PLEASE REFER TO OUR FILE
WORK STATEMENT FOR 2018, 2019 & 2020 GAS SAFETY SEMINAR
The PA Public Utility Commission is soliciting bids for a Hotel to accommodate lodging and conferencearea for a two-day seminar on September 5th6th, 2018, September 4th5th, 2019, and September 9th10th, 2020.
Year: 2018
Location: State College, PA
Date: September 5th-6th, 2018
Accommodations:
- Hotel must be able to accommodate 300 lodging roomscheck-in Tuesday (September 4th, 2018) with checkoutThursdaymorning (September 6th, 2018)
- Hotel must be able to accommodate free parking for 300 attendees through duration of seminar (Wednesday 7:00 a.m. through Thursday 5:00 p.m.)
Registration Areas:
Wednesday: (One at Meeting Room and one at Exhibit Hall)
- Area/Atrium needed from 7:00 a.m. to 5:00 p.m.
- Three tables with skirts
Thursday: (One at Meeting Room and one at Exhibit Hall)
- Area/Atrium needed from 7:00 a.m. to 5:00 p.m.
- Three tables with skirts
Meeting Room (Single Enclosed Room - Minimum Size of 5,000 Square Feet):
Wednesday:
- Large room (accommodating up to 300) needed from 7:00 a.m. to 5:00 p.m.
- Set up: Classroom style layout
- One Audio Patch and Video Patch for Computer to House Sound and Video to projection screen(s)
- One Wireless Lavalier Microphone
- Five Wireless Handheld Microphonesw/stand
- Projectors/Screens
- Two Televisions
Year: 2018 (continued)
Thursday:
- Large room (accommodating up to 300) needed from 7:00 a.m. to 5:00 p.m.
- Set up: Classroom style layout
- One Audio Patch and Video Patch for Computer to House Sound and Video to projection screen(s)
- One Wireless Lavalier Microphone
- Five Wireless Handheld Microphones w/stand
- Projectors/Screens
- Two Televisions
Exhibit Hall (Single Enclosed Room – Minimum Size of 4,000 Square Feet):
Tuesday:
- Room(including50-6’ Table Top Exhibits –skirted, but not clothed) with setup for refreshments, coffee breaksand non-alcohol service bar insidethe room. Exhibit Hall must be located next to the Meeting Room or within close proximity
(50’-75’) of the Meeting Room.
- Needed from 4:00 p.m. to 9:00 p.m. for vendor setup
- Two chairs provided per exhibit table
Wednesday:
- Room(including50-6’ Table Top Exhibits – skirted, but not clothed) with setup for refreshments, morning and afternoon coffee breaksand non-alcoholservice bar insidethe room. Exhibit Hall must be located next to the Meeting Room or within close proximity (50’-75’) of the Meeting Room.
- Needed from 7:00 a.m. to 11:00 p.m. for vendor display
- Two chairs provided per exhibit table
- Arrival Coffee and Pastries 7:30 AM (menu*)
- Break: 10:00 a.m. (menu*)
- Break: 2:00 p.m. (menu*)
Thursday:
- Room(including50-6’ Table Top Exhibits –skirted, not clothed) with setup for refreshments, morning coffee break and non-alcohol service bar inside the room. Exhibit Hall must be located next to the Meeting Room or within close proximity
(50’-75’) of the Meeting Room. - Needed from 7:00 a.m. to 5:00 p.m. for vendor display and tear down
- Two chairs provided per exhibit table
- Arrival Coffee and Pastries 7:30 AM (menu*)
- Break: 10:00 a.m. (menu*)
Year: 2018 (continued)
Dining Area (Single Enclosed Room – Minimum Size of 5,000 Square Feet):
Wednesday:
- Room (accommodating up to 300) for buffet lunch from 12 p.m. to 1:30 p.m. (menu*)
- Tables must be no more than 8 people to table for banquet style lunch
- Meeting space must be in separate room from eating space and all attendees must eat in same room. Dining area must be located next to the Meeting Room or within close proximity (50’-75’) of the Meeting Room.
Service Charges
*Menu: To be finalized upon awarding of vendor – see provided sample menus below.
(Provide Costs for Each Arrival, Break and Lunch in case one of them may be deducted from the Final Contract).
Wednesday Morning Arrival and Break:
- Assorted Pastries
- Assorted Bagels
- Assorted Fruits
- Assorted Yogurts
- Coffee, Tea, Assorted Juices, Bottled Water
Wednesday Traditional Style Lunch Buffet:
- (1) Soup du Jour
- (2) Deli Salads
- Sliced Turkey, Ham, Roast Beef
- Assorted Cheeses
- Assorted Breads and Rolls
- Dessert
- Coffee, Hot or Iced Tea and Water
Wednesday Light Afternoon Break:
- Assorted Cookies
- Assorted Granola Bars or Nutri-Grain Bars
- Coffee, Tea, Assorted Sodas, Bottled Water
Thursday Morning Arrival and Break:
- Assorted Pastries
- Assorted Bagels
- Assorted Fruits
- Assorted Yogurts
- Coffee, Tea, Assorted Juices, Bottled Water
Year: 2019
Location: State College, PA
Date: September 4th-5th, 2019
Accommodations:
- Hotel must be able to accommodate 300 lodging rooms check-in Tuesday (September 3rd, 2019) with checkout Thursday morning (September 5th, 2019)
- Hotel must be able to accommodate free parking for 300 attendees through duration of seminar (Wednesday 7:00 a.m. through Thursday 5:00 p.m.)
Registration Areas:
Wednesday: (One at Meeting Room and one at Exhibit Hall)
- Area/Atrium needed from 7:00 a.m. to 5:00 p.m.
- Three tables with skirts
Thursday: (One at Meeting Room and one at Exhibit Hall)
- Area/Atrium needed from 7:00 a.m. to 5:00 p.m.
- Three tables with skirts
Meeting Room (Single Enclosed Room - Minimum Size of 5,000 Square Feet):
Wednesday:
- Large room (accommodating up to 300) needed from 7:00 a.m. to 5:00 p.m.
- Set up: Classroom style layout
- One Audio Patch and Video Patch for Computer to House Sound and Video to projection screen(s)
- One Wireless Lavalier Microphone
- Five Wireless Handheld Microphones w/stand
- Projectors/Screens
- Two Televisions
Thursday:
- Large room (accommodating up to 300) needed from 7:00 a.m. to 5:00 p.m.
- Set up: Classroom style layout
- One Audio Patch and Video Patch for Computer to House Sound and Video to projection screen(s)
- One Wireless Lavalier Microphone
- Five Wireless Handheld Microphones w/stand
- Projectors/Screens
- Two Televisions
Year: 2019 (continued)
Exhibit Hall (Single Enclosed Room – Minimum Size of 4,000 Square Feet):
Tuesday:
- Room(including50-6’ Table Top Exhibits – skirted, but not clothed) with setup for refreshments, coffee breaks and non-alcohol service bar inside the room. Exhibit Hall must be located next to the Meeting Room or within close proximity
(50’-75’) of the Meeting Room.
- Needed from 4:00 p.m. to 9:00 p.m. for vendor setup
- Two chairs provided per exhibit table
Wednesday:
- Room(including50-6’ Table Top Exhibits – skirted, but not clothed) with setup for refreshments, morning and afternoon coffee breaks and non-alcohol service bar inside the room. Exhibit Hall must be located next to the Meeting Room or within close proximity (50’-75’) of the Meeting Room.
- Needed from 7:00 a.m. to 11:00 p.m. for vendor display
- Two chairs provided per exhibit table
- Arrival Coffee and Pastries 7:30 AM (menu*)
- Break: 10:00 a.m. (menu*)
- Break: 2:00 p.m. (menu*)
Thursday:
- Room(including50-6’ Table Top Exhibits –skirted, not clothed) with setup for refreshments, morning coffee break and non-alcohol service bar inside the room. Exhibit Hall must be located next to the Meeting Room or within close proximity
(50’-75’) of the Meeting Room. - Needed from 7:00 a.m. to 5:00 p.m. for vendor display and tear down
- Two chairs provided per exhibit table
- Arrival Coffee and Pastries 7:30 AM (menu*)
- Break: 10:00 a.m. (menu*)
Dining Area (Single Enclosed Room – Minimum Size of 5,000 Square Feet):
Wednesday:
- Room (accommodating up to 300) for buffet lunch from 12 p.m. to 1:30 p.m. (menu*)
- Tables must be no more than 8 people to table for banquet style lunch
- Meeting space must be in separate room from eating space and all attendees must eat in same room. Dining area must be located next to the Meeting Room or within close proximity (50’-75’) of the Meeting Room.
Service Charges
*Menu: To be finalized upon awarding of vendor – see provided sample menus below.
(Provide Costs for Each Arrival, Break and Lunch in case one of them may be deducted from the Final Contract).
Year: 2019 (continued)
Wednesday Morning Arrival and Break:
- Assorted Pastries
- Assorted Bagels
- Assorted Fruits
- Assorted Yogurts
- Coffee, Tea, Assorted Juices, Bottled Water
Wednesday Traditional Style Lunch Buffet:
- (1) Soup du Jour
- (2) Deli Salads
- Sliced Turkey, Ham, Roast Beef
- Assorted Cheeses
- Assorted Breads and Rolls
- Dessert
- Coffee, Hot or Iced Tea and Water
Wednesday Light Afternoon Break:
- Assorted Cookies
- Assorted Granola Bars or Nutri-Grain Bars
- Coffee, Tea, Assorted Sodas, Bottled Water
Thursday Morning Arrival and Break:
- Assorted Pastries
- Assorted Bagels
- Assorted Fruits
- Assorted Yogurts
- Coffee, Tea, Assorted Juices, Bottled Water
Year: 2020
Location: State College, PA
Date: September 9th-10th, 2020
Accommodations:
- Hotel must be able to accommodate 300 lodging rooms check-in Tuesday (September 8th, 2020) with checkout Thursday morning (September 10th, 2020)
- Hotel must be able to accommodate free parking for 300 attendees through duration of seminar (Wednesday 7:00 a.m. through Thursday 5:00 p.m.)
Registration Areas:
Wednesday: (One at Meeting Room and one at Exhibit Hall)
- Area/Atrium needed from 7:00 a.m. to 5:00 p.m.
- Three tables with skirts
Thursday: (One at Meeting Room and one at Exhibit Hall)
- Area/Atrium needed from 7:00 a.m. to 5:00 p.m.
- Three tables with skirts
Meeting Room (Single Enclosed Room - Minimum Size of 5,000 Square Feet):
Wednesday:
- Large room (accommodating up to 300) needed from 7:00 a.m. to 5:00 p.m.
- Set up: Classroom style layout
- One Audio Patch and Video Patch for Computer to House Sound and Video to projection screen(s)
- One Wireless Lavalier Microphone
- Five Wireless Handheld Microphones w/stand
- Projectors/Screens
- Two Televisions
Thursday:
- Large room (accommodating up to 300) needed from 7:00 a.m. to 5:00 p.m.
- Set up: Classroom style layout
- One Audio Patch and Video Patch for Computer to House Sound and Video to projection screen(s)
- One Wireless Lavalier Microphone
- Five Wireless Handheld Microphones w/stand
- Projectors/Screens
- Two Televisions
Year: 2020 (continued)
Exhibit Hall (Single Enclosed Room – Minimum Size of 4,000 Square Feet):
Tuesday:
- Room(including 50-6’ Table Top Exhibits – skirted, but not clothed) with setup for refreshments, coffee breaks and non-alcohol service bar inside the room. Exhibit Hall must be located next to the Meeting Room or within close proximity
(50’-75’) of the Meeting Room.
- Needed from 4:00 p.m. to 9:00 p.m. for vendor setup
- Two chairs provided per exhibit table
Wednesday:
- Room(including50-6’ Table Top Exhibits – skirted, but not clothed) with setup for refreshments, morning and afternoon coffee breaks and non-alcohol service bar inside the room. Exhibit Hall must be located next to the Meeting Room or within close proximity (50’-75’) of the Meeting Room.
- Needed from 7:00 a.m. to 11:00 p.m. for vendor display
- Two chairs provided per exhibit table
- Arrival Coffee and Pastries 7:30 AM (menu*)
- Break: 10:00 a.m. (menu*)
- Break: 2:00 p.m. (menu*)
Thursday:
- Room(including50-6’ Table Top Exhibits –skirted, not clothed) with setup for refreshments, morning coffee break and non-alcohol service bar inside the room. Exhibit Hall must be located next to the Meeting Room or within close proximity
(50’-75’) of the Meeting Room. - Needed from 7:00 a.m. to 5:00 p.m. for vendor display and tear down
- Two chairs provided per exhibit table
- Arrival Coffee and Pastries 7:30 AM (menu*)
- Break: 10:00 a.m. (menu*)
Dining Area (Single Enclosed Room – Minimum Size of 5,000 Square Feet):
Wednesday:
- Room (accommodating up to 300) for buffet lunch from 12 p.m. to 1:30 p.m. (menu*)
- Tables must be no more than 8 people to table for banquet style lunch
- Meeting space must be in separate room from eating space and all attendees must eat in same room. Dining area must be located next to the Meeting Room or within close proximity (50’-75’) of the Meeting Room.
Service Charge
*Menu: To be finalized upon awarding of vendor – see provided sample menus below.
(Provide Costs for Each Arrival, Break and Lunch in case one of them may be deducted from the Final Contract).
Year: 2020 (continued)
Wednesday Morning Arrival and Break:
- Assorted Pastries
- Assorted Bagels
- Assorted Fruits
- Assorted Yogurts
- Coffee, Tea, Assorted Juices, Bottled Water
Wednesday Traditional Style Lunch Buffet:
- (1) Soup du Jour
- (2) Deli Salads
- Sliced Turkey, Ham, Roast Beef
- Assorted Cheeses
- Assorted Breads and Rolls
- Dessert
- Coffee, Hot or Iced Tea and Water
Wednesday Light Afternoon Break:
- Assorted Cookies
- Assorted Granola Bars or Nutri-Grain Bars
- Coffee, Tea, Assorted Sodas, Bottled Water
Thursday Morning Arrival and Break:
- Assorted Pastries
- Assorted Bagels
- Assorted Fruits
- Assorted Yogurts
- Coffee, Tea, Assorted Juices, Bottled Water
Proof Of Visit:
Once bids are received, a proof of visit will be required before awarding the bid (see attached proof of visit form) to confirm the bid specifications can be achieved. The contact person listed below will set up a date a time once all bids are received. The contact person will be:
Jessalynn Heydenreich
Public Utility Commission | Gas Safety Division
Commonwealth Keystone Building
400 North Street | Harrisburg, PA 17120
Phone: 717.614.3625 | Fax: 717.787.0481
Bid Contact:
Please contact Terri Benzel 717-772-2152 or with any questions.