Basic I Investigator Training

The WHD Division of Training and Education intends to hold the three (3) day Basic I Training in a hotel.  To conduct the training, WHD will require meeting space to accommodate approximately ninety (90) trainees and instructors in large group and breakout sessions.  WHD requires trainees to stay on-site at the hotel during the Training.  Therefore, the hotel must demonstrate that it is available to accommodate the attendees in single occupancy rooms for the duration of the training.  Trainees will reserve their room and make their travel arrangements separately from this procurement using the E-2 Travel system.

1. Basic Services

The Contractor shall provide services as follows:

5.1.2   Meeting Room Requirements

• General Session Room

Number of Rooms Required: [1]

Number of Days required: [1]

Dates required: [March 12, 2026]

• Large meeting space, of at least 1,200 – 1,500 square feet
• Must be spacious and able to accommodate 90 attendees and instructors seated in theater style.
• A riser not less than 12x18
• US flag
• WHD Banner be hung for graduation ceremony.
• Podium equipped with a microphone.

• Break-out Session Room
  • Medium meeting space, approximately 1,000 – 1,200 square feet.

Number of Rooms Required: [4] 

Number of Days Required: (4) days with 24-hour hold even on weekends no room switch.

Dates required: [March 9-12, 2026] 

• Large trash cans will need to be provided in each of the break-out rooms.
• The layout of the meeting space must be unobstructed by columns, insets, or other design traits.
• Rooms must be able to accommodate 20 people per room seated at 4-5-person crescent-rounds with 1 six-foot rectangular head table and 1 six-foot rectangular back table.
• Rooms must be ready for setting A/V.
• Rooms must be wireless internet capable with bandwidth greater than 15Mbps.
• Rooms must have more than 3 electrical outlets in each room.

• Office Suite

Number of Rooms Required: (1)

Number of Days Required: (5 days with 24-hour hold even on weekends.)

Dates required: [March 9-13, 2026] 

• Small meeting space, approximately 800 – 1000 square feet.  Preferably on the same floor/level as other meeting rooms.
• Must be able to accommodate 12 – 15 people seated at a conference table or in a U-shaped table.
• The room must be ready for setting A/V.
• The room must have a whiteboard or flip chart easel.
• The room must be wireless internet capable with bandwidth greater than 15Mbps.

• Registration Area
  • Small/Medium open space, approximately 500-1,000 square feet to be available during the first day of the training. 
  • Date Required: [March 10, 2026].

• Small Storage Area
  • Space for approximately [20] boxes during the training.
  • Dates Required: [March 9-13, 2026]
  • Supplies will arrive [March 6, 2026]

5.1.3   Audio-Visual Requirements and Miscellaneous Services

• Break Out Rooms: 
  • Projection Screen, AV cart, & PC audio patch [customer will bring own LCD projector.
  • Quantity: [1] setup per room         
  • Dates Required: [March 9-12, 2026]

• Wireless Mic for Breakout Rooms:
  • Quantity: [1] setup per room
  • Dates Required: [March 9-12, 2026]

• Wireless Mic for General Session
  • Quantity: [1] setup per room
  • Projection Screen, AV cart & PC audio patch (customer will bring own LCD projector
  • Dates Required: [March 12, 2026]

• Dry Erase White Boards [5] per meeting room (no markers required)
  • Quantity [20]
  • Dates Required: [March 9-12, 2026]

• Flip Chart Easels for Break Out Sessions [1] per meeting room (no paper required)
  • Quantity: [4] 
  • Dates Required: [March 9-12, 2026]

• Wireless Internet Connection for the Break-Out Sessions
  • Quantity: bandwidth greater than 15Mbps 
  • Dates Required: [March 9-12, 2026]

• Wireless Internet Connection for the Office Suite
  • Quantity: bandwidth greater than [15] Mbps
  • Dates Required: [March 9-13, 2026]

• Wireless Internet Connection for the General Session Room
  • Quantity: bandwidth greater than [15] Mbps
  • Dates required: [March 12, 2026]

• PC Audio patch for General Session
  • Quantity: [1]
  • Dates Required: [March 12, 2026]

• PC Audio patch for Break-Out Sessions
  • Quantity: [1] per room
  • Dates Required: [March 9-12, 2026]

• Copy/Printer Machine Accessibility with Network Laptop for Office Suite
  • Quantity: [1] 
  • Dates Required: [March 9-13, 2026]

• Handling Service for Receiving Boxes [25] lbs. each
  • Quantity: unlimited number of boxes received
  • Dates Required: [March 8-13, 2026]

• Handling Service for Shipping Boxes [25] lbs. each
  • Quantity: unlimited number of boxes shipped
  • Dates Required: [March 9-13, 2026]

Space and Facilities Management provide WHD with guest rooms and meeting space as outlined in PWS. Ensure that guests with disabilities are properly accommodated under the requirements of the Americans with Disabilities Act. Ensure facilities are clean.

Meeting Coordination:

Provide a designated meeting coordinator (POC) to liaise with WHD representatives.  The meeting coordinator will ensure that there are clear lines of communication between WHD and hotel staff through ongoing consultation and status inquiries.