SAM #1214533

PHMSA meeting venue, event support, and lodging room block

The Department of Transportation’s Pipeline and Hazardous Materials Safety Administration (PHMSA) is seeking venue and event services for a two-day Joint Pipeline Advisory Committees meeting in the Washington, D.C. metropolitan area. - Government buyer: U.S. Department of Transportation, Pipeline and Hazardous Materials Safety Administration (PHMSA), Acquisition Services Division; contact named in the attachment: La'Quise Durham. - Services requested: - Meeting space (line item 001): one main room with U-shaped seating for 25 participants and audience seating, plus a breakout room for 20 with a monitor or screen and HDMI connection. - AV and IT package (line item 002): high-speed, VPN-capable Wi-Fi; two large screens and projectors or suitable monitors; 20–25 push-to-talk microphones; table power; house-audio integration and a direct audio feed for court reporting/transcription; and hybrid meeting support compatible with Zoom, Microsoft Teams, or Google Meet. - Lodging room block (line item 003): up to 40 room nights at or below the prevailing Federal Per Diem rate. Attendees pay lodging costs directly; the Government has no room-block payment liability. - Beverage service (line item 004): continuous water, coffee, and tea during meeting hours; food catering is not required. - Notable requirements: provide floor plans and current photos/details of proposed spaces. The room block has no attrition or minimum-pickup penalties, and the Government may cancel up to five rooms without charge within 72 hours before the event. - Named conferencing platforms: Zoom, Microsoft Teams, and Google Meet. No specific venue vendor, equipment manufacturer, or product make is identified.

Description

The Department of Transportation’s Pipeline and Hazardous Materials Safety Administration (PHMSA) requires full-service event setup and lodging in the Washington, D.C. Metropolitan Area for the Joint Pipeline Advisory Committees: Repair Criteria Review meeting on December 2–3, 2026.

Core Requirements

Dates & Schedule: 2-day meeting (December 2–3, 2026 | 9:00 AM – 5:00 PM EST daily). Meeting Facilities:

<ul>
    <li>
    <p><strong>Main Room:</strong> U-shaped table layout for 25 primary participants, plus additional classroom/audience seating.</p>
    </li>
    <li>
    <p><strong>Breakout Room:</strong> 1 room seating up to 20 people, equipped with a monitor and HDMI connection.</p>
    </li>
</ul>
</li>
<li>
<p><strong>Audio-Visual &amp; IT:</strong></p>

<ul>
    <li>
    <p>High-speed/VPN Wi-Fi.</p>
    </li>
    <li>
    <p>2 large screens with digital projectors.</p>
    </li>
    <li>
    <p>20&ndash;25 push-to-talk table microphones for the main U-shape setup.</p>
    </li>
    <li>
    <p>Power strips at tables, court reporter/transcription direct audio feed and power, and hybrid video conferencing support (Zoom/Teams/Meet).</p>
    </li>
</ul>
</li>
<li>
<p><strong>Lodging Room Block:</strong> Up to 40 total room nights (Check-in: Dec 1; Check-out: Dec 4) at or below prevailing Federal Per Diem rates. Rooms are non-priced and billed directly to individual attendees (zero government liability).</p>
</li>
<li>
<p><strong>Beverage Service:</strong> Continuous water, coffee, and tea service throughout both days (no food catering required).</p>
</li>

Additional Links:Buy #1214533 Joint Pipeline Advisory Committees: Repair Criteria Review

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