The Personnel Board is soliciting bids to provide hotel accommodations (including all services/amenities listed below) for individuals traveling to Birmingham for its various business operations. The Personnel Board projects to require hotel stay for approximately 150 individuals for a total of approximately 750 nightly stays annually. However, no minimum number of individuals or nightly stays will be guaranteed by the Personnel Board for the initial annual contract or any renewal option years. Vendors submitting bids must provide a flat charge for a nightly stay. Vendors must also be able to provide each of the services/amenities listed below and must specify any additional charges per night for any of these additional services/amenities. 1. Vendor must supply onsite or valet parking for all individuals arriving to the hotel by automobile. 2. Vendor must provide all individuals staying at the hotel under the Personnel Board contract complimentary and/or included in the price of the room access to an on-site fitness center or access to an off-site fitness center within ¼ mile of the hotel. 3. Vendor must be able to distribute welcome packages (supplied to the hotel by the Personnel Board) to individuals staying under the Personnel Board contract upon checking into the hotel. 4. Vendor must provide complimentary and/or included in the price of the room secure in-room internet access for individuals staying at the hotel under the Personnel Board contract. 5. Vendor must be able to accommodate hotel stay for groups up to 40 individuals. The individuals requiring hotel stay under the request of the Personnel Board will range from a single individual to groups of up to 40 individuals. Groups will generally require five nightly stays at the hotel (typically Sunday check-in and Friday check-out); however, the Personnel Board does not guarantee any minimum number of nightly stays for any Individual or group. 6. Vendor must be willing to establish individual agreements with the Personnel Board for each group of individuals requiring accommodations under the Personnel Board contract. Although the Personnel Board strives to coordinate hotel stays for groups and establish individual agreements with the hotel for each group more than 30 days in advance of the event (i.e., dates of the hotel stay); the vendor must be willing to accept contracts at the prices outlined in the bid no more than two (2) weeks in advance of the event, hotel space permitting. 7. Vendor must provide a nightly hotel room stay price that does not exceed the prevailing government rate as established by the U.S. General Services Administration. 8. Vendor must be willing and able to accept a promise of payment through a purchase order and submit an invoice to the Personnel Board upon completion of the group’s stay. No deposit will be paid directly to the vendor prior to the stay. 9. Vendor must provide the hotel room and services/amenities listed above to all individuals checking into the hotel who are on an approved rooming list sent to the hotel by the Personnel Board. The hotel should not charge the approved individuals (i.e., those on the rooming list) for the hotel room or any of the services/amenities listed in this scope of services; instead, the hotel should bill the Personnel Board at the conclusion of the stay for the group. Incidentals (services or goods outside of those listed within this scope of services) are not covered by the Personnel Board and should be billed to the individual. 10. Vendor must supply an invoice with itemized charges separated by each individual within the group. Any charges to the Personnel Board (beyond the nightly stay charge) for any of the services/amenities listed above must also be itemized by individual on the invoice.
