693JK324Q0006_Final.pdf

693JK324Q0006

1. REQUEST NO.

5a. ISSUED BY

NAME

a. NAME

c. STREET ADDRESS

d. CITY

10. PLEASE FURNISH QUOTATIONS TO

THE ISSUING OFFICE IN BLOCK 5a ON

OR BEFORE CLOSE OF BUSINESS (Date)

2. DATE ISSUED 3. REQUISITION/PURCHASE REQUEST NO. 4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG.1

RATING

6. DELIVERY BY (Date)

7. DELIVERY

9. DESTINATION

a. NAME OF CONSIGNEE

b. STREET ADDRESS

PAGE OF PAGES

5b. FOR INFORMATION CALL: (No collect calls)

TELEPHONE NUMBER

AREA CODE NUMBER

8. TO:

b. COMPANY

e. STATE f. ZIP CODE

c. CITY

d. STATE e. ZIP CODE

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State and local taxes)

THIS RFQ

REQUEST FOR QUOTATION

(THIS IS NOT AN ORDER)

IS IS NOT A SMALL BUSINESS SET ASIDEX

03/04/2024 PH956-24-0078

1 2

Acquisition Services Division 1200 New Jersey Avenue SE, East Bldg, 3rd Fl Washington DC 20590

PIPELINE AND HAZARDOUS MATERIALS SA

1 Days After Award

Regulations

1200 New Jersey Avenue, SE E21-321

Washington

DC 20590

LA'QUISE DURHAM

03/07/2024 1000 ES

FOB DESTINATION

OTHER

(See Schedule)X

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

00001

The purpose of this RFQ is to obtain quotes for the Gas Pipeline Advisory Committee Meeting (GPAC). This will be a firm fixed price contract.

Your company is invited to submit a quote in response to Request for Quotation (RFQ)

693JK324Q0006.

The purpose of this RFQ is to procure AV services for the GPAC 2024 "Gas Pipeline Leak Detection and Repair" and "Class Location Change Requirements" from March 25 - 29, 2024. The meeting will be held at the Westin Crystal City, located at 1800 Jefferson Davis Hwy, Arlington, VA 22202.

Continued ...

12. DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS (%) b. 20 CALENDAR DAYS (%) c. 30 CALENDAR DAYS (%) d. CALENDAR DAYS

NUMBER PERCENTAGE

NOTE: Additional provisions and representations

13. NAME AND ADDRESS OF QUOTER

b. STREET ADDRESS

c. COUNTY

d. CITY e. STATE f. ZIP CODE

14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

16. SIGNER

a. NAME (Type or print)

c. TITLE (Type or print)

a. NAME OF QUOTER

AREA CODE

NUMBER

15. DATE OF QUOTATION

b. TELEPHONE are are not attached

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

STANDARD FORM 18 (REV. 6-95)

Prescribed by GSA - FAR (48 CFR) 53.215-1(a)

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 2

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

693JK324Q0006

Please provide a quote for the required services outlined below.

Description of event: Advisory committee meeting with committee Members and Government Staff sitting around a U-shape table configuration with 200-300 audience members.

Technical Needs:

Approximately 30 push-to-talk microphones (wired) on the U-shape table configuration.

Power (usb/ac) for folks sitting at U-shape table 2 wireless hand held microphones (w/ 2 microphone stands)

Wireless internet service (high speed) for meeting attendees

Wired internet service (high speed ethernet) to support a Zoom/Microsoft connection. (see schematic for location)

2 large Screens w/ Projectors (w pipe and drape) for the front of the room (see schematic for location)

2 monitors (at least 55- inch) at the middle of room (see schematic for location)

HDMI box w/ 2 inputs and at least 4 outputs to projectors and screen

XLR output from the mixer for a court reporter

(see schematic for location)

XLR output w/ X2U audio mixer that will allow for the audio from the room via the mixer to be sent to a staff laptop that hosts the zoom/teams meeting. (see schematic in SOW)

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Pipeline and Hazardous Materials Safety Administration

Statement of Work (SOW)

Gas Pipeline Advisory Committee Meeting (GPAC) March 25-29, 2024

8:00 a.m. to 5:00 p.m. EST

PHMSA is preparing for the GPAC meeting to discuss the proposed rules (NPRMs) titled: “Gas Pipeline Leak Detection and Repair,” and “Class Location Change Requirements.” The meeting is scheduled to take place from March 25-29, 2024, from 8:00 a.m. ET to 5:00 p.m. ET in Arlington, Virginia.

Meeting Rooms - The contractor shall provide meeting space for the U.S. Department of Transportation, Pipeline and Hazardous Materials Safety Administration (DOT/PHMSA). DOT/PHMSA will require meeting space in the Washington, DC Metropolitan area as described below.

The contractor shall provide the necessary personnel and support services associated with the set up and arrangement of the meeting space including designating a point of contact (POC). The contractor guarantees representatives of the hotel will complete the meeting room set up by 6:00 a.m. on Sunday, March 24, 2024, for inspection and a dry run session with the hotel convention manager and audio-visual team.

The description of the required services and items listed in this statement of work represent the maximum requirements. The contractor shall be reimbursed only for the equipment and support services used. Reimbursement will occur at the rates provided by the contractor.

Room Set up Requirements –

The contractor agrees to the following set up requirements:

Sunday, March 24, 2024 – Set up by 10:00 a.m. for 3:00 dry run meeting.

Monday, March 25 – Friday, March 29, 2024. Start time: 8:00 a.m. End time: 6:00 p.m.

Registration, 7:00 a.m. – Set long table for 3 chairs, trash can, house phone, power strips and 2 easels for meeting signs. Power for printer.

General Session Room Set-up, 6:00 a.m. -- U-shape conference table for 30 (U opens to the front of the room NOT to the front of the audience), theater style for 300 attendees and a 6 x 30” table for court reporter, 2 easels for meeting signage. Set 1 very large screen to the front left of the room and 1 to the right front -- necessary for audience to view PowerPoint presentations and other data. Provide Wi-Fi in the General session meeting room.

Add: Breakout Room for 30 attendees, set in U style or conference. Provide a screen, projector, Wi-Fi, and an easel for signage.

Set up AV connection for a MS Teams/Zoom meeting – Please include the cost of the audio-visual equipment that is required to run a MS Teams /Zoom meeting in a separate AV quote. Teams will be a 1-way communication connection. Audio/sound is required. No video, no cameras.

Technical Audio-Visual Requirements Summary:

Advisory committee meeting with committee Members and Government Staff seated around a U-shape table configuration with 200-300 audience members.

• Approximately 30 push-to-talk microphones (wired) on the U-shape table configuration.

• Power (usb/ac) for attendees sitting at U-shape table.

• 2 wireless handheld microphones (w/ 2 microphone stands)

• Wireless internet service (high speed) for meeting attendees

• Wired internet service (high speed ethernet) to support a Zoom/Microsoft connection. (See schematic for location)

• 2 large Screens w/ Projectors (w pipe and drape) for the front of the room (see schematic for location)

• 2 monitors (at least 55- inch) at the middle of room (see schematic for location)

• HDMI box w/ 2 inputs and at least 4 outputs to projectors and screen

• XLR output from the mixer for a court reporter (see schematic for location)

• XLR output w/ X2U audio mixer that will allow for the audio from the room via the mixer to be sent to a staff laptop that hosts the zoom/teams meeting. (See schematic below)

Audio-visual equipment requirement in detail --

• LCD Projector – 7000+ Lumens XGA (2) (if 7000 lumens are available).

We will project different images on each screen from two computers (laptops) with 2 separate cables connected to the screens – one to each screen.

• Large Fast fold Screen (2) for excellent production and viewing, one to the front left of the room and one to the front right of the room.

• Add 2 TV monitors almost halfway down the aisle on the left and right side of the room.

• 25’ AC Cable Table (1), if necessary

• 32’ Rolling Cart (1), if necessary

• 3’ or more AC Power Strip (power strips are required for the U table for 30 attendees, the registration table, screen and projector connections, laptops)

• 25’ Video/Audio Combo Cable (if necessary)

• HDMI Cables for laptops –

Push to Talk wired Microphones (conference system) – 30 microphones are required around the U-shape table for the committee members and staff.

2 wireless handheld microphones (w/ 2 microphone stands)

14 Channel Mixer (6 Mono 4 Stereo)

• 1 Wireless handheld microphone in aisle on stand and 2 extras

• Table and sound system capability for court reporter

• A/V technician must be available for the duration of the meeting

• Total Easel for signs (4)

• Add Wi-Fi to the General Session meeting room and registration area for at least 100 users

• Pipe and Drape and stage, not required for this meeting.

• Wired internet service (high speed ethernet) to support a Zoom/Microsoft connection. (See schematic for location)

Complimentary room block and government rate sleeping rooms for convenience of participants.

NOTE – Room block information should not be included with the price quote or final bill. Please confirm the block in an e-mail to the meeting coordinator.

The contractor agrees to provide the number of sleeping rooms indicated in the table below at the 2024 prevailing federal government rate per night (https://www.gsa.gov/portal/content/104877) (excluding tax). Furthermore, the contractor agrees the room block will not be subject to an attrition clause and to provide the government rate one (1) day prior and one (1) day after the meeting.

Meeting Dates

Date Day Total Rooms 3/24 Sunday 50

3/25/2024 Monday 50 https://www.gsa.gov/portal/content/104877

3/26/2023 Tuesday 40 3/27-

28/2023 Wednesday & Thursday 30/each night

3/29-30 Friday 10 Check-in Sunday, March 24 and Check out Saturday, March 30

Rooms are to be reserved and paid for by individual participants. Please have participants and operators refer to the room block as follows using a hotel booking link or PHMSA GPAC 2024 Public Meeting.

Advisory committee members receive priority for rooms in the block. While the block is open, please provide a list of registrations periodically so we can be sure members are included.

MAXIMUM FLAT RATE FOR CONFERENCE/MEETING SPACE. The rental of the conference/meeting rooms will be determined by a maximum flat fee. However, the conference/meeting rooms cost will be discounted based on occupancy realized.

AV TAXES. The U.S. Department of Transportation is exempt from taxes.

No food and beverage requirements - There is no requirement for food or beverages; however, the contractor shall provide water service in each meeting room commensurate with its capacity.

MATERIAL SHIPMENTS AND STORAGE. Items may be shipped to the hotel two (2) to five (5) days prior to the meeting. There will be no charge for items shipped to the hotel and stored prior to the meeting.

Items received by the hotel will be placed in the secure storage room. The U.S. Department of Transportation Conference Coordinator will be provided two (2) keys for the storage room.

Please address quotes to:

Janice Morgan Program Management Analyst U.S. Department of Transportation (US DOT) Pipeline and Hazardous Materials Safety Administration (PHMSA) Office of Pipeline Safety 1200 New Jersey Avenue, SE Washington, DC 20590 janice.morgan@dot.gov

COR:

David J. Valencia-Bonilla, M.B.A., M.S., CFCM, SFC™ (He/Him/His/El) Senior Program Analyst (Contract Development) U.S. Department of Transportation (DOT), Office of Pipeline Safety Pipeline and Hazardous Materials Safety Administration (PHMSA) Policy and Programs Strategy and Planning Division (PHP-10) Business Phone: 202-695-6637

Contract Guidelines - The policies and guidelines stated in the proposal by the contractor are understood. Any issues, policies, or guidelines unaddressed by the contractor will not be considered mailto:janice.morgan@dot.gov part of the final contract. Within two (2) weeks of the meeting’s conclusion, a final bill shall be submitted to PHMSAinvoicing@dot.gov.

If you are a new user, please complete the External Delphi UAR Form and submit it to the PHMSA Delphi Access Administrator via email to PHMSAinvoicing@dot.gov

After you receive notice that the Form has been received and processed, the Enterprise Service Center (ESC) will send you an email with further instructions for obtaining access to the DELPHI system for invoice submission and payment. It is imperative that you access the system within three (3) calendar days after notification is received to complete the initial login process to finalize access.

mailto:PHMSAinvoicing@dot.gov mailto:PHMSAinvoicing@dot.gov