Statement of Work
Lodging, Meeting Room and Meal Service for the Pennsylvania State Police
Collision Reconstruction Seminar
Provide Lodging, Conference Room and refreshment services to the Pennsylvania State Police, Bureau of Patrol and Bureau of Training and Education, for the Collision Reconstruction Seminar. The seminar shall begin on Monday, October 30, 2017 through Friday, November 3, 2017. The contracted facility must be located within a one (1) mile radius of the York Street exit off of Route 30, Gettysburg, Pa.
SERVICES TO BE PROVIDED:
1. Meeting/Training room shall accommodate, as per the chart below, approximately forty (40) persons daily for 2 days commencing on the afternoon of Monday, October 30, 2017 from 12:00 P.M. until 5:00 P.M. and Friday, November 3, 2017 from 7:00 A.M. until 12:00 P.M. Seminar/Training room shall accommodate approximately four-hundred (400) to four-hundred-fifty (450) persons commencing, and daily, on the morning of Tuesday, October 31, 2017 from 7:00 A.M. until 5:00 P.M. through Thursday, November 2, 2017. ACTAR Prep room shall accommodate thirty (30) persons commencing on the morning of Monday, October 30, 2017 from 7:00 a.m. until 5:00 p.m. ACTAR test room shall accommodate approximately thirty (30) persons, commencing on the morning of Friday, November 3, 2017 from 7:00 a.m. until 6:00 p.m.
Room / # Attendees / Mon / Tue / Wed / Thu / FriMain Seminar / 400-450 / X / X / X
7a-5p / 7a-5p / 7a-5p
Breakout Session / 150-200 / X / X
7a-5p / 7a-5p
Registration/Information Area / N/A / X / X / X / X
7p-10p / 6a-5p / 6a-5p / 6a-5p
Administrative/Storage Area (Secure) / N/A / X / X / X / X / X
Vendor Area / 15 / X / X / X / X
3p-10p / 7a-5p / 7a-5p / 7a-5p
Networking / 100-150 / X / X / X / X
7p-10p / 5p-10p / 5p-10p
C.A.R.S. Meeting / TCIs / 40 / X / X
12p-5p / 7a-12p
ACTAR Test / 25-30 / X
7a - 6p
ACTAR Prep / 25-30 / X
7a - 5p
2. Lodging rooms on the nights of Monday, October 30, 2017 through Thursday, November 2, 2017 for an estimated fifty (50) rooms with single occupancy.
3. Lodging rooms on the nights of Tuesday, October 31, 2017 through Thursday, November 2, 2017 for an estimated 350 rooms. These rooms are to be paid by the attendee. Pennsylvania State Police will not be paying for these lodging rooms, but ask that these rooms be held for those attending this event.
4. Liquid Refreshments (coffee, tea, iced tea, iced water and soda) are to be provided daily, beginning 7:30 a.m. and ending 3:00 p.m., Tuesday, October 31, 2017 through Wednesday, November 1, 2017 and beginning 7:30 a.m. and ending 12:00p.m., Thursday, November 2, 2017. Mid-morning breaks (approximately 10:00 A.M.) and Mid-afternoon breaks (approximately 3:00 P.M.) are to consist of (for example, cookies, pastries, muffins, and fruit). Breaks should serve approximately three-hundred (300) persons. No PM break is needed for Thursday, November 2, 2017.
5. Vendor must have available a standing podium, audio/visual equipment, 2 screens, with adequate sound system throughout the conference room, and one (1) six-foot rectangular table at the front of the room and two (2) six foot tables with three chairs per table at the rear of the seminar/training rooms for staff.
6. All rooms are to remain available for our exclusive use, regardless of number of participants.
7. One (1) secure, administrative/storage room for our exclusive use, to accommodate twenty (20) persons and various supplies and equipment for the duration of the seminar.
8. At no cost to the Commonwealth are as follows:
- Networking Room – Per the chart listed in paragraph 1; must be able to accommodate approximately one-hundred-fifty (150) persons daily. The networking room must be available for the duration of the seminar.
- Self parking availability must be on the premises to accommodate the lodgers, commuters and guest speakers attending the seminar. Parking availability must also be able to accommodate approximately twenty (20) large pickup trucks. The Pennsylvania State Police must be able to come and go from the parking facility 24 hours a day.
9. Pennsylvania State Police will provide a lodging room list two weeks prior to event for PSP Personnel ONLY.
SPECIAL REQUIREMENTS:
1. Facility must be able to provide a paved lot large enough to accommodate onsite experimentation/crash testing.
2. Seminar/Training room must be capable of holding four-hundred-fifty (450) students in a classroom-seating format with no pillars or obstructions and be provided at no additional charge.
3. The set up for the room(s) may vary once staff is on site, depending on the needs of the training program. Hotel maintenance staff should be available on Monday evening and throughout the five days to coordinate and/or address problems or alteration of set-up.
4. A registration area to be located at the room entrance will be required on Monday, October 30, 2017 beginning at 7:00 P.M. and ending at 10:00 P.M. This area must be furnished, with two (2) six-foot tables, four (4) chairs, a power supply, and a trash receptacle.
5. Must be able to provide, or have access to, additional conference/meeting space with theater-style seating for research training and subject studies.
5. Break times are to be determined by the Pennsylvania State Police.
6. Refreshments are to be provided at the Seminar Main Room entrance.
7. Must be able to provide full service; no outside contractors or catering.
8. Photocopy and fax services must be made available on-site. Usage will be on an as needed basis.
9. Hotel must have full wireless internet/Wi-Fi capabilities in lodging rooms.
10. FREE PARKING availability must be on the premises to accommodate the lodgers, commuters, and guest speakers attending the function.
11. All lodging rooms must be located at one location.
12. Location shall have a FEMA approved fire rating.
13. Location shall have a AAA 3-star rating or better.
CONTRACT AWARD:
Through mutual agreement between the Pennsylvania State Police and the awarded vendor, yearly renewals may be made annually for four (4) one year optional renewals. The maximum rate increase for each additional year shall not exceed five percent (5%).
This contract shall commence upon execution and receipt of Purchase Order or October 30, 2017, whichever is later, and terminate December 31, 2017. Further, the parties may agree to renew this contract up to four (4) additional annual terms, with the final termination date of December 31, 2022, upon the same terms and conditions set forth in the contract. Dates to be determined each year. The contractor shall provide written notification to PSP, Bureau of Training and Education and PSP, Bureau of Patrol if they wish to renew the contract.
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.
NOTE: The Seminar/Training/Breakout rooms that are viewed at the time of inspection are the rooms we will expect to have the entire time of our training. The layout of the Meeting/Training/breakout rooms does affect our training strategies.
OTHER CONDITIONS:
Purchase contract is an estimate of services required; State Police will only pay for actual services rendered. If service usage exceeds the original bid/purchase contract estimate during the effective time period of the purchase contract, the contractor agrees to provide the additional units of service needed at the original purchase contract unit rates.
The unit prices reflected on the purchase contract should include any applicable taxes and gratuity charges.
As a Department of the Commonwealth of PA, State Police is exempt from paying sales tax on food/beverages. The Commonwealth will pay the hotel occupancy tax. The Commonwealth of PA is exempt from paying:
- 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).
Contract Provision for the Donation of Excess Prepared Food
The contractor agrees to make a good faith effort to donate to a nonprofit organization for ultimate free distribution to needy individuals any apparently wholesome food apparently fit for human consumption which is not consumed at the commonwealth function and remains at the function location at the conclusion of the function for disposal by the contractor. A good faith effort includes, at a minimum, contacting one or more of the entities appearing on the referral listing maintained by the Department of Agriculture. Pursuant to 42 Pa. C.S.A. §8338, the contractor shall not be subject to liability arising from the nature, age, packaging or condition of the apparently wholesome food.