Attachment_1_-_SOW-Schedule_of_Events-Diagrams.pdf

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Federal Railroad Administration Railroad Safety Advisory Committee Meeting Room Requirements

Projector Screen

Speakers Podium With microphone

Skirted Tables all around

Hollow Square Style Seating for 70 Persons + Extra seating for 50

Microphones for every 3 chairs Power Strips Every 5th chair

E ntrance

Refreshments Tables

Documents Table

Visitors Seating

Support Staff Seating

Support Staff Seating

Two wireless required

“Confidence” monitor to project screen display to attendees at head of table

Federal Railroad Administration Railroad Safety Advisory Committee Meeting Room Requirements

FRA Northeast Corridor Safety Committee Meeting Room Requirements

Wide Skirted Tables (32” or wider)

Hollow Square Style Seating for 50 Persons

Optimize room space to place at least 60 around hollow square

Extra Perimeter Seating every 3rd chair

& Table with microphone

*Preferred on tabletop

Document table

*NOTES*

1. Setup requires two wireless mics

2. Leave table opening

3. Power strip wires preferred on table top for access

4. Sufficient # of speakers will be provided to ensure all can hear clearly

Tables if space will allow

Access opening

“Confidence” monitor to project screen display to attendees at head of table

FRA Northeast Corridor Safety Committee Meeting Room Requirements

Conference Room Requirements for Normal FRA Public Hearings

Skirted Tables

Government Table; 7 chairs, 5 microphones

Public Seating for 100 Persons

Skirted table for court reporter

Speakers

Witness /Testimony table 4 chairs; 2 microphones

NOTE

The front tables may be elevated on a platform but must be at the same level.

No looking down at the witness…

*Setup requires two wireless mics or microphone with stand

Optional Platform

Microphone Stand

Conference Room Requirements for Normal FRA Public Hearings

1 12/11/2016 10:49 PM

Estimated Start Date Estimated End Date Meeting Location Group or Topic Attendees Reference Diagram

Contractor Availability (Indicate Below Yes/No)

February 15, 2017 February 15, 2017 Washington, D.C. Wayside Warning Signs Working Group (kickoff) 75 Working Group Diagram

March 14, 2017 (firm) March 15, 2017 (firm) Washington, D.C. Remote Control Locomotive Working Group 75 Working Group Diagram

March 22, 2017 March 23, 2017 Washington, D.C. Engineering Task Force 75 Working Group Diagram

April 6, 2017 (firm) April 6, 2017 (firm) Washington, D.C. Northeast Corridor Safety Advisory Committee 50 NE Corridor Diagram

April 18, 2017 April 20, 2017 Washington, D.C. Rail Integrity/Track Standards Working Groups 75 Working Group Diagram

April 26, 2017 April 26, 2017 Washington, D.C. Public Hearing 100 Public Hearing

May 10, 2017 May 11, 2017 Washington, D.C. Hazmat Issues Working Group 75 Working Group Diagram

May 17, 2017 May 18, 2017 Washington, D.C. Wayside Warning Signs Working Group 75 Working Group Diagram

June 8, 2017 June 8, 2017 Washington, D.C. Railroad Safety Advisory Committee 120 Full Committee Diagram

June 28, 2017 June 28, 2017 Washington, D.C. Public Hearing 100 Public Hearing

July 12, 2017 July 13, 2017 Washington, D.C. Engineering Task Force 75 Working Group Diagram

July 19, 2017 July 20, 2017 Washington, D.C. Remote Control Locomotives

September 12, 2017 September 13, 2017 Washington, D.C. Wayside Warning Signs Working

September 14, 2017 September 14, 2017 Washington, D.C. Dispatcher/Signalmen Working Groups (kickoff) 75 Working Group Diagram

September 26, 2017 September 28, 2017 Washington, D.C. Rail Integrity/Track Standards Working Groups 75 Working Group Diagram

October 12, 2017 October 12, 2017 Washington, D.C. Northeast Corridor Safety Advisory Committee 50 NE Corridor Diagram

October 18, 2017 October 18, 2017 Washington, D.C. Public Hearing 100 Public Hearing

October 25, 2017 October 26, 2017 Washington, D.C. Hazmat Issues Working Group 75 Working Group Diagram

November 7, 2017 November 8, 2017 Washington, D.C. Engineering Task Force 75 Working Group Diagram

November 15, 2017 November 16, 2017 Washington, D.C. Remote Control Locomotives

December 7, 2017 December 7, 2017 Washington, D.C. Railroad Safety Advisory Committee 120 Full Committee Diagram

January 17, 2018 January 18, 2018 Washington, D.C. Wayside Warning Signs Working

January 23, 2018 January 25, 2018 Washington, D.C. Dispatcher/Signalmen Working Groups 75 Working Group Diagram

RSAC Meetings - First Year Schedule of Events; Estimated Dates Only Except for March 14-15 and April 6 meeting

Sheet1

STATEMENT OF WORK

FRA RSAC MEETING SPACE 12/11/16

1. Background The Railroad Safety Advisory Committee (RSAC, established 1996) develops new regulatory standards through a collaborative process with all segments of the rail community (management, labor, etc.) working together to fashion mutually satisfactory solution on safety regulatory issues.

RSAC Working Groups and Task Forces need to meet regularly to make progress on accomplishing the tasks given them to collaboratively develop new regulatory standards. The full Advisory Committee needs to meet periodically to review the result of the Working Groups and Task Forces, vote to adopt their recommendations and if necessary, assign new tasks as directed by the Federal Railroad Administration (FRA) Administrator and other senior management. In addition, a related group, the Northeast Corridor Safety Committee (NEC), also needs to periodically meet to address safety issues on railroads (passenger-, commuter-, and freight-) that travel between Richmond, VA and Boston, MA.

2. Objectives and Delineation of contractor tasks To meet the objective of this Blanket Purchase Agreement (BPA), the Contractor shall perform the following tasks:

The Contractor shall provide meeting space and audio-visual equipment necessary for hosting RSAC/NEC meetings. Some of the meetings will require light refreshments as specified below for meeting type. Meeting spaces must accommodate the estimated number of attendees without crowding or compromising safety, and must have clear lines of sight for all participants, with no physical obstructions such as columns.

Upon award of the BPA, the following two meetings will be issued to the contractor as the first call order off the newly-established BPA.

3. Meeting # 1: Meeting Space for the Remote Control Locomotive Working Group;

March 14-15, 2017 The Contractor shall provide meeting space for the Remote Control Locomotive Working Group Meeting for the dates of March 14-15, 2017, from 9:00 am to 4:30 pm each day (though we expect participants to arrive early), in accordance with the requirements below.

The conference facilities need to include space for at least 75 attendees (more seating may be required as needed), with at least 60 around a hollow-square table, and perimeter seating for the rest. Please see the attached document, “Working Group Diagram,” for the required set up.

Tables must be skirted in the front, have a power strip every 5 seats, and a push-to-talk microphone every 3 seats.

A projector and screen are needed, as well as two wireless microphones. A “confidence” video monitor, synchronized with the room’s main screen, is needed in the hollow square, near the head of the table, to permit those seated there to view presentations without turning their chairs.

Speakers and other equipment to permit audio-visual presentations are required. A podium with a microphone is necessary, as is a small table near the room entrance where documents and other handouts may be placed.

Two breakout rooms in conference style for 30 persons are needed, but we do not need audio-visual for these. No food or beverages are required.

Meeting # 2: Meeting Space for Northeast Corridor Safety Committee; April 6, The Contractor shall provide meeting space for the Northeast Corridor Safety Committee for the date of April 6, 2017, from 9:30 am to 4:30 pm (though we expect participants to arrive early), in accordance with the requirements below.

The conference facilities need to include space for 50 attendees around a hollow-square table, with extra perimeter seating as space allows. Please see the attached document, “NE Corridor Diagram” for the required set up. Tables must be skirted in the front, have a power strip every 5 seats, and a push-to-talk microphone every 3 seats.

A projector and screen are needed, as well as two wireless microphones. Speakers and other equipment to permit audio-visual presentations are required. A podium with a microphone is necessary, as is a small table near the room entrance where documents and other handouts may be placed. A “confidence” video monitor, synchronized with the room’s main screen, is needed in the hollow square, near the head of the table, to permit those seated there to view presentations without turning their chairs.

Two breakout rooms in conference style for 30 persons are needed, but we do not need audio-visual for these. For the main meeting room, we will, similar to the requirements for a full RSAC meeting (see below), require coffee, tea, and water, as well as paper cups, napkins, creamers, sweeteners, etc.

4. Four Types of Meeting Space to be purchased under the BPA as dates are finalized and funding becomes available:

The meeting space shall be specifically set up to meet requirements to include each activity for each type of meeting.

For the full RSAC Committee:

Meetings of the full Railroad Safety Advisory Committee are one day in length; meeting times will be from 9:30 am to 4:30 pm, though we anticipate attendees to arrive early.

The conference facilities need to include space for at least 120 attendees (more seating may be required as needed), with at least 70 seats around a hollow-square table, and perimeter seating for the rest. See the attached document “Full Committee Diagram” for the required set up. Tables must be skirted in the front, have a power strip every 5 seats, and a push-to-talk microphone every 3 seats.

A projector and screen are needed, as well as two wireless microphones. Speakers and other equipment to permit audio-visual presentations are required. A podium with a microphone is necessary, as is a small table near the room entrance where documents and other handouts may be placed. A “confidence” video monitor, synchronized with the room’s main screen, is needed in the hollow square, near the head of the table, to permit those seated there to view presentations without turning their chairs.

Two breakout rooms in conference style for 30 persons are needed, but we do not need audio-visual for these. For the main meeting room, we will require coffee, tea, and water, as well as paper cups, napkins, creamers, and sweeteners.

For Working Groups and Task Forces:

Meetings of RSAC Working Groups and Task Forces are usually 2-3 days; meeting times will be from 9:00 am to 4:30 pm, though we anticipate attendees to arrive early. The conference facilities need to include space for at least 75 attendees (more seating may be required as needed), with at least 60 around a hollow-square table, and perimeter seating for the rest. Please see the attached document, “Working Group Diagram,” for the required set up. Tables must be skirted in the front, have a power strip every 5 seats, and a push-to-talk microphone every 3 seats.

A projector and screen are needed, as well as two wireless microphones. A “confidence” video monitor, synchronized with the room’s main screen, is needed in the hollow square, near the head of the table, to permit those seated there to view presentations without turning their chairs. Speakers and other equipment to permit audio-visual presentations are required. A podium with a microphone is necessary, as is a small table near the room entrance where documents and other handouts may be placed.

Two breakout rooms in conference style for 30 persons are needed, but we do not need audio-visual for these. No food or beverages are required.

For the Northeast Corridor Safety Committee:

Meetings of the Northeast Corridor Safety Committee are one day in length; meeting times will be from 9:30 am to 4:30 pm, though we anticipate attendees to arrive early.

See the attached document “NE Corridor Diagram.” The conference facilities need to include space for 50 attendees around a hollow-square table, with extra perimeter seating as space allows. Tables must be skirted in the front, have a power strip every 5 seats, and a push-to-talk microphone every 3 seats.

A projector and screen are needed, as well as two wireless microphones. Speakers and other equipment to permit audio-visual presentations are required. A podium with a microphone is necessary, as is a small table near the room entrance where documents and other handouts may be placed. A “confidence” video monitor, synchronized with the room’s main screen, is needed in the hollow square, near the head of the table, to permit those seated there to view presentations without turning their chairs.

Two breakout rooms in conference style for 30 persons are needed, but we do not need audio-visual for these. For the main meeting room, we will, similar to the requirements for a full RSAC meeting, require coffee, tea, and water.

Public Hearings:

From time to time, FRA holds public hearings, which are open to anyone who wishes to attend. Public hearings are one-day events; hearing times are 10:00 am to 4:30 pm, though we anticipate some participants to arrive early. The hearing facilities need to include space for 100 audience attendees. We require 2 skirted tables at the front of the room, one with 4 seats and 2 microphones for the witnesses or those testifying; the other with 7 seats and 5 microphones for the government representatives (optionally, the government table could be placed on a platform or stage). A skirted table is needed nearby for a court reporter, as well as a table for documents and other handouts. A microphone on a stand is needed for the audience area. Please see the attached document, “Public Hearing.”

No breakout rooms, food, or beverages are required.

5. Audio-Visual (A/V) Equipment Provide A/V equipment in accordance with the attached diagrams for each type of meeting.

6. Period of Performance February 1, 2017 to January 31, 2020.

1. Background

2. Objectives and Delineation of contractor tasks

6. Period of Performance

Federal Railroad Administration RSAC Working Group & Task Force Meeting Room Requirements

Wide Skirted Tables (32” or wider)

Hollow Square Style Seating for 75 Persons

Optimize room space to place at least 60 around hollow square every 3rd chair

& Table with microphone

*Preferred on tabletop

*NOTES*

1. Setup requires two wireless mics

2. Leave table opening

3. Power strip wires preferred on table top for access

4. Sufficient # of speakers will be provided to ensure all can hear clearly

Tables if space will allow

Access opening

“Confidence” monitor to project screen display to attendees at head of table

Federal Railroad Administration RSAC�Working Group & Task Force Meeting Room Requirements