Statement of Work

Lodging, Meeting Room and Meal Service for the Governor’s Office of Homeland Security

Provide lodging, meeting room and meal services to the Governor’s Office of Homeland Security. The workshop shall begin at 8:00amand conclude at 4:00 pm onThursday, October 19, 2017.

SERVICES TO BE PROVIDED:

1. Seven (7) single occupancy rooms, for one (1) night, checking in on Wednesday, Oct 18 and checking out Thursday, Oct. 19, 2017. Parking to be included in room rental.

2. Meeting/Training room shall accommodate a minimum of 250for the daylong workshop onThursday, October 19, 2017 from 7:00 am until 4:30 pm.Meals and break times are to be determined by the Governor’s Office of Homeland Security. Meals are to be provided in a separate breakout dining/meeting room from the meeting/training room.

3. Continental Breakfast to be provided buffet style beginning on Thursday, October 19, 2017 at 7:00 am.The morning break (food & beverages) should be left out until 10:00-11:00 am. Minimum of 200.

FOOD: sliced seasonal fresh fruits, a variety of breakfast pastries, and bagels.

BEVERAGES: freshly brewed coffee, decaffeinated coffee, specialty teas, bottled water, and assorted juices

4. Lunch to be served in grab-n-go boxeson Thursday, October 19, 2017.Time of lunch will be determined by Pennsylvania State Police Staff and generally starts at 12:00 P.M. Minimum of 250.

FOOD: Sandwiches: Roasted Turkey Breast, Rare Roast Beef, Tuna Salad and Grilled Vegetable Wrap, pasta salad, chips, and dessert cookie or brownies.

BEVERAGES: Water, soda (cans)and fresh brewediced tea.

5. AUDIO/VISUAL must be available.A podium, handheld mic and lavalier mic must be available for the instructor. Computer audio interface; pipe & drape; Projection; video; lighting; drop down screens for the space and 1 technician, if needed, for the entire day.

SPECIAL REQUIREMENTS:

1. Contracted facility must be located in downtown Pittsburgh, Pennsylvania. The venue must be located within 2 miles of PNC Park and Heinz Field.

2. Meeting/Training room must holda minimum of 250in classroom style seating or crescent style tables with no pillars or obstructions.

3. The set up for the room may vary once staff is on site and depending on the needs of the training program. Hotel maintenance staff should be available on Wednesday, October 18, 2017 in theafternoonfor set up and throughout the day, October 19, 2017. The room must be open by 6:30 am on October 19, 2017.

4. A registration area to be located at the room entrance will be required on Thursday, October 19, 2017 at 6:45 am. This area should be furnished with a minimum of 3 (three) six foot tables, w/ two chairs at each table, and trash receptacles.

5. Photocopy and fax services must be made available on-site. Usage will be on an as needed basis.

6. Hotel must have full wireless internet/Wi-Fi and band-with capabilities in the meeting room to fully accommodate a minimum of 250 participantsfor wireless access to the Internet for the entire day. There must be no delay for the constant use of that day. Power sources (power strips) must be available, if needed, and set up to accommodate for a minimum of 250 attendees.

7. Must be able to provide full service, no outside contractors or catering.

CONTRACT AWARD:

Through mutual agreement between the Governor’s Office of Homeland Security 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%).

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 Meeting Room that is viewed at the time of inspection is the room we will expect to have the entire time of our training. The layout of the Meeting Room does affect our training strategies.

CONTRACT TERM

The contract shall commence upon execution and receipt of Purchase Order or October 19, 2017, whichever is later;and terminate June 30, 2018. Further, the parties may agree to renew this contract up to four (4) additional annual terms, with the final termination date of June 30, 2022, upon the same terms and conditions set forth in the contract. The Contractor shall provide written notification to Governor’s Office of Homeland Security if they wish to renew the contract.

ESCALATION CLAUSE: On July 1, 2018, and each consecutive July 1st of the contract term, the hourly rate may be increased by a maximum of five (5)percent (%) of the hourly rate, then in effect, for each year. Notification of this increase must be made no later than July 1st, prior to the increase going into effect.

**Dates for the renewal years will be determined at a later date. Vendor will be notified within 60 days of the event to coordinate availability of conference rooms.**

NOTE: The escalation is not automatic and notification requesting it shall be the sole responsibility of the Contractor.

OTHER CONDITIONS:

Purchase contract is an estimate of services required; Governor’s Office of Homeland Security 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.

Governor’s Office of Homeland Security 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 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 or grocery products apparently fit for human consumption which are not consumed ay the Commonwealth function. A good faith effort includes, but is not limited to, contracting on more of the entities appearing on the referral listing maintained by the Department of Agriculture. Contractor is hereby put on notice that liability will not match if the contractor complies with 42 Pa. C.S.