SOW Joint Pipeline Advisory Committees Repair Criteria Review clean.docx

Joint Meeting of the Liquid and Gas Pipeline Advisory Committees – Repair Criteria Rulemaking

PHMSA PIPELINE HAZARDOUS MATERIALS SAFETY ADMINISTRATION (PHMSA)

1.0 PROJECT SCOPE & LOCATION The Contractor shall be responsible for furnishing appropriate meeting space, audio-visual (AV) support, technical services, beverage service, and overnight lodging accommodations for the Joint Meeting of the Liquid and Gas Pipeline Advisory Committees to review the Repair Criteria rulemaking.

· Geographic Location: All proposed venues must be located within the Washington, D.C. metropolitan area.

· Performance Period / Event Dates: December 2 – 3, 2026 (2 consecutive days).

· Daily Operating Hours: 9:00 AM to 5:00 PM EST daily.

2.0 MEETING SPACE & CONFIGURATION REQUIREMENTS

2.1 Main Meeting Room (General Session)

· Capacity & Layout: Must comfortably accommodate all meeting participants with U-shaped table configuration with seating for 25 in front of seating for the audience.

· Technical Requirements: Electrical outlets (e.g. 3 6-foot power strips for participants at the table.) Dedicated, easily accessible electrical power outlets for court reporter equipment and real-time transcription setup with direct feed from house audio. Ability to accommodate PHMSA staff laptop that will present the slides from the U-shaped table with the capability of bringing audio into the room from Zoom while allowing Zoom participants to hear the audio inside the room.

· Schedule: Required for both days (December 2–3, 2026) from 9:00 AM to 5:00 PM daily.

2.2 Breakout Room (PHMSA Staff)

· Capacity & Layout: One (1) separate breakout room equipped with tables and seating for 20 people.

· Technical Requirements: Screen/Large monitor with HDMI cable.

· Schedule: Required for both days (December 2–3, 2026) from 9:00 AM to 5:00 PM daily.

3.0 AUDIO-VISUAL (AV) & TECHNICAL REQUIREMENTS

The Contractor shall provide a complete, turn-key Audio-Visual and IT infrastructure package, including:

· Internet Access: High-speed, VPN-capable Wi-Fi internet access dedicated for all meeting attendees and staff.

· Display Systems: Two (2) large projection screens along with contractor-provided digital projectors suitable for clear viewing throughout the main room. (Depending on visibility, may need two large monitors for the audience.)

· Microphone Package:

· 20 to 25 table [push to talk microphones arranged at a head table / U-shaped table setup with seating for 20-25.

· Sound System & Audio Integration: Complete integration with house sound system, sound mixing boards, amplifiers, and associated audio hardware.

· Hybrid / Virtual Capability: Integrated Video Conferencing and Live Streaming capabilities compatible with Zoom, Microsoft Teams, and Google Meet.

· Supporting Hardware: All necessary extension cords, power strips, surge protectors, and HDMI/video signal cabling.

4.0 FOOD & BEVERAGE (F&B) / CATERING SERVICES

· Beverage Service Only: The Contractor shall provide continuous water, coffee, and tea service throughout both days (9:00 AM – 5:00 PM) for all attendees.

· No Additional Catering: No other meal or food catering services will be ordered or provided under this contract.

5.0 LODGING ACCOMMODATIONS & ROOM BLOCK

The Contractor shall secure a sleeping room block for event participants under the following terms and conditions:

· Rate & Extension Requirement: Sleeping rooms must be offered at or below the prevailing Federal Government Per Diem rate per night, excluding tax. The Contractor agrees to extend this identical government rate one (1) day prior to and one (1) day after the official meeting dates based on space and room block availability.

· Billing Structure (Individual Pays): Room block billing must be handled directly by individual attendees via GSA SmartPay Travel Cards or personal payment methods. Room block utilization, individual reservations, and associated costs shall not be included in the final commercial price proposal or billed to the government master account (Zero-dollar contract liability).

· Zero Attrition Clause: The established room block shall not be subject to an attrition clause, minimum pickup requirements, or any financial penalties for under-allocation.

· Room Block Cancellation Policy: The Government retains the explicit right to cancel up to five (5) individual sleeping rooms within 72 hours prior to the event start date at zero cost or penalty to the Government.

· Confirmation: The finalized room block configuration and booking instructions must be confirmed via email directly to the designated meeting coordinator.