Statement of Work
Lodging, Meeting Room and Meal Service for the Pennsylvania State Police
Provide lodging, meeting room and meal services to the Pennsylvania State Police for the 2016 Democratic National Convention. The Pennsylvania State Police is seeking double occupancy lodging for approximately 800 members. Check in will be Saturday, July 23rd, 2016. Check out will be Thursday, July 28th, 2016.
SERVICES TO BE PROVIDED:
HOUSING:
1. Lodging rooms on the nights of Saturday, July 23rd, 2016 through Thursday, July 28th, 2016 for an estimated four hundred (400) rooms per night with double occupancy and a check out on Thursday, July 28th, 2016.
2. Allow flexible check in and check out times.
3. Provide housekeeping for all common areas and bathrooms during the length of the stay. No access to private rooms will be permitted. Each individual will receive one set of bed linens, one towel and one wash cloth at check in. Extras will be available for emergency change outs only.
4. Personnel will make their own beds.
5. Access to free laundry equipment on site and fitness rooms for no extra cost to the Commonwealth.
6. Have access to all lounges and meeting spaces within the assigned building(s) at no additional cost to the Commonwealth.
7. All rooms are to remain available for our exclusive use the entire six days, regardless of number participants.
8. All lodging rooms are to be air conditioned
MEETING SPACE:
1. At no additional cost to the Pennsylvania State Police, Large Meeting/Training Room - twice per day/1 day on Sunday, July 24th, 2016 to be used for training/briefing and must be able to accommodate approximately four hundred (400) persons.. Pennsylvania State Police would need two separate scheduled times in these areas. This will be coordinated and scheduled prior to event.
4. At no additional cost to the Pennsylvania State Police, Small Meeting/Training Room per day/6 days. Must be made available 24/7 within the buildings occupied by PSP.
5. At no additional cost to the Pennsylvania State Police, vendor must have available a standing podium with a side table or media cart, audio/visual equipment, screens, adequate sound system throughout the conference room.
6. Should the Pennsylvania State Police need to use a different location for meeting/briefing space, this would have to be negotiated with the vendor prior to an executed Purchase Order.
MEALS:
1. Breakfast to be provided buffet style beginning Sunday, July 24th, 2016 through Thursday, July 28th, 2016. Time of breakfast will be determined by the Pennsylvania State Police.
2. Lunch to be provided buffet style Saturday, July 23rd, 2016 through Thursday, July 28th, 2016. Time of lunch will be determined by the Pennsylvania State Police.
3. Dinner to be provided buffet style Saturday, July 23rd, 2016 through Wednesday, July 27th, 2016. Time of dinner will be determined by the Pennsylvania State Police.
SPECIAL REQUIREMENTS:
1. Contracted facility must be located within a three (3) mile radius from 2201 Belmont Avenue, Philadelphia PA 19131
2. The set up for the room(s) may vary once staff is on site, depending on the needs of the training/briefing program. Maintenance staff should be available on Saturday morning and throughout the six days to coordinate and/or address problems or alteration of set-up.
3. Meals and break times are to be determined by the Pennsylvania State Police.
4. Coordination of actual service requirements and counts will be made at least one week prior to commencement of services.
5. Meals are to be provided in a separate breakout dining/meeting room from the meeting/training room.
6. Hotel must have full wireless internet/Wi-Fi capabilities in meeting/training and lodging rooms.
7. FREE PARKING availability must be on the premises to accommodate both the lodgers and commuters attending the function. Parking areas will need to accommodate approximately 400 vehicles.
CONTRACT AWARD:
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/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, gratuity and any additional 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 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.