STATEMENT OF WORK

PENNSYLVANIA DEPARTMENT OF STATE

BUREAU OF PROFESSIONAL & OCCUPATIONAL AFFAIRS

AND BUREAU OF ENFORCEMENT & INVESTIGATION

2018BPOA/BEI TRAINING CONFERENCE

  1. General Information

The Department of State (DOS), Bureau of Professional & Occupational Affairs (BPOA),and the Bureau of Enforcement & Investigation (BEI)arehosting the 2018BPOA/BEI Training Conference, to be held on either March 26-29 or April 2-5, 2018, in State College, PA. As part of its duties to host the conference, DOS must obtain conference spaceand guest rooms along with food and beverages for each day. The food and beverages will include a hot breakfast buffet, lunch buffet, and a large formal dinner. A spreadsheet outlining the detailsis attached. This IFB will be awarded to a single vendor.

  1. Location

State College, Pennsylvania, and surrounding areas within a 10 mile radius.

  1. Accommodations

Hotel must be able to accommodate both Bureaus at one time. Accommodations need to include free parking throughout the duration of the conference. The Department retains the right to modify and submit a final room list to the vendor two (2) weeks prior to the arrival date, and the right to cancel individual reservations 24 hours prior to arrival date, without penalty. All pricing should include the Occupancy Tax of 6%. A tax exempt form will be provided to exempt the State from the 2.5% Local Tax.

A.Monday, March 26, 2018 or Monday, April 2, 2018

  • 125 total rooms needed - 118 Standard / 7 Suites (if available)

B.Tuesday, March 27, 2018 or Tuesday, April 3, 2018

  • 149 total rooms needed - 142 Standard / 7 Suites (if available)

C.Wednesday, March 28, 2018 or Wednesday, April 4, 2018

  • 235 total rooms needed - 228 Standard / 7 Suites (if available)

D.Thursday, March 29, 2018 or Thursday, April 5, 2018

  • 25 total rooms needed
  1. Conference Room

Each Bureau (2) will need a conference room to be available from 8:30 AM through 5:00 PM on each day for the number of attendees listed below (see Attachment B – Facility Requirements). Rooms must be set-up in classroom style with tables and chairs facing the front of the room. There should be no more than five (5) chairs for each eight-foot table. Each table will need to have a pitcher of ice water and glasses for each person. This water should be refreshed by 1:00 pm each day, or as needed. A reception table needs to be set-up outside of each conference room and be decorated with a table skirt. There must be one eight-foot table set up in the front of the room that is equipped with a podium and laptop. If there is not a table-top podium available, a floor standing podium should be provided instead. A small conference room must be provided for the dates and times listed below to allow for a break-out session. This break-out session must be in close proximity to the larger conference room and be set up in classroom style as well.

Each conference room needs to have the following equipment provided: Microphone, Lavaliere, Projector with Laptop, Projector Screen, Access to Mixer, and Pointer/Page Remote for each day. Additional equipment listed below.

DATE / CONFERENCE ROOM SIZE / TIMES / NO. OF ATTENDEES / ADDITIONAL EQUIPMENT
Tuesday,
March 27, 2018 or
Tuesday,
April 3, 2018 / Large / 8:30 AM to 5:00 PM / 135
Small / 9:00 AM to 4:30 PM / 24
Small / 1:00 PM to 4:30 PM / 36
Wednesday,
March 28, 2018 or
Wednesday,
April 4, 2018 / Large / 8:30 AM to 5:00 PM / 176
Small / 9:00 AM to 5:00 PM / 41
Thursday,
March 29, 2018 or
Thursday,
April 5, 2018 / Large / 8:30 AM to 3:30 PM / 135 / Dias, two tables and chairs for four (4) people at each table in the front of the conference room. Each table should be equipped with two (2) tabletop microphones.
Large / 8:30 AM to 3:30 PM / 100
Small / 8:30 AM to 11:00 AM / 22
  1. Food and Beverage

Eating space must be separate from meeting spaces and attendees for both conferences must eat in same room together.

  1. Breakfast Buffet

If there is not a hot breakfast buffet included in the lodging accommodations, we would need to have one available to our overnight guests. This buffet should include Scrambled Eggs, (1) Meat, Breakfast Potatoes, Assorted Breakfast Pastries, Hot Oatmeal, Cereals and Milk, Fresh Fruit, Assorted Juices, Freshly Brewed Coffee (regular and decaf), and Hot Tea. The Breakfast Buffet should be available from 7:30 AM to 8:30 AM on the dates specified below for the total number of guests.

  1. Tuesday, March 27, 2018 or Tuesday, April 3, 2018
  • Total Number of Guests: 125
  1. Wednesday, March 28, 2018 or Wednesday, April 4, 2018
  • Total Number of Guests: 149
  1. Thursday, March 29, 2017 or Thursday, April 5, 2018
  • Total Number of Guests: 235
  1. Morning and Afternoon Breaks

Beverages will be provided during the morning and afternoon breaksto each conference room on each conference day. Beverages can be served on a table (with table skirt) in the back of each conference room.

  1. Morning Breaks

Coffee and Tea will be provided for each morning break. Set-up must be completed by 10:00 AM. (See number of guests below)

  1. Afternoon Breaks

Coffee, Tea, and Soda options will be provided during the afternoon break. Set-up must be completed by 3:00 PM. (See number of guests below)

a.Tuesday, March 27, 2018 or Tuesday, April 3, 2018

  • Total Number of Guests: 180
  • BPOA – 150
  • BEI - 30

b.Wednesday, March 28, 2018 or Wednesday, April 4, 2018

  • Total Number of Guests: 198
  • BPOA – 174
  • BEI - 24

c.Thursday, March 29, 2018 or Thursday, April 5, 2018

  • Total Number of Guests: 250
  • BPOA – 150
  • BEI - 100
  1. Lunch Buffet

The lunch buffet should be set-up asbanquet stylein close proximity to the main Conference Room. The menu options should include (1) Soup, (1) Salad, (2) Main Entrees, (1) Vegetable, (1) Starch Selection, Rolls/Breads, Dessert, Coffee, and Beverages. The Lunch Buffet should be available during the following times, and accommodate the number of attendees listed:

  1. Tuesday, March 27, 2018 or Tuesday, April 3, 2018
  • 12:00 PM to 1:00 PM
  • Total Number of Guests: 180
  1. Wednesday, March 28, 2018 or Wednesday, April 4, 2018
  • 11:30 AM to 12:30 PM
  • Total Number of Guests: 198
  1. Thursday, March 29, 2018 or Thursday, April 5, 2018
  • 12:00 PM to 1:00 PM
  • Total Number of Guests: 250
  1. Evening Dinner Social

An Evening Dinner Buffet will be held on Wednesday, March 28, 2018 or Wednesday, April 4, 2018 from 6:00 PM until 11:00 PM for approximately 300 guests. The Evening Dinner should be set up as banquet style (with table skirts), and allow room for a possible cash bar and DJ to be set up (cost for these items is not included in this Statement of Work). The Dinner Buffet should include (1) Garden Salad, (2) Main Entrees, (1) Vegetable Medley, (1) Starch Selection, Assorted Rolls, Assorted Desserts, Freshly Brewed Coffee, Hot or Iced Tea, and Water.

  1. Proof of Visit

Once bids are received, a Proof of Visit will be required prior to the award of the bid to ensure that all requests within the Statement of Work are responsive (see attached form). The contact person listed below will set up a date and time once all bids are received.

Molly B. Smith, Commissioner Liaison

PA Department of State, Bureau of Professional and Occupational Affairs

One Penn Center, 2601 N. 3rd Street

Harrisburg, PA 17110

Phone 717-214-1891

  1. Payment

All quantities are estimated. Advanced deposits are not permitted. Payment will be based on services rendered only. The Hotel shall invoice the Department for final total of all attendees for each event and overnight accommodations. All itemized invoices must be submitted within ninety (90) days of the conference, and must reference the purchase order created. A tax exempt form will be provided to the awarded vendor.

All Department of State invoices shall be submitted for payment to:

Commonwealth of Pennsylvania – PO Invoice

PO Box 69180

Harrisburg, PA 17106

In addition, please send a copy of the invoice marked “Duplicate Copy” to:

Kim Mattis, Chief

Division of Fiscal Management

Bureau of Finance and Operations

North Office Building, Room 308

401 North Street

Harrisburg, PA 17120-0500