J.2-B_SOW_TO_0002_Audio_Visual_Contract.DOCX

National Surveyor Training Program IDIQ CHAPTER 7. Provision of Audio Visual Services Task - Audio/Visual Contract

STATEMENT OF WORK

C.1 PURPOSE:

The purpose of this contract is to provide audio/visual equipment, services for classroom support to Center for Medicaid and State Operations, Survey and Certification Group, Training Team (TT).

C.2 BACKGROUND:

The Center for Medicaid and State Operations is responsible for the management of the survey and certification process of all health facilities that provide care to Medicare or Medicaid beneficiaries. This process begins with an inspection or surveys. TT will utilize the audio/visual equipment and services to train surveyors who inspect a variety of provider type facilities including but not limited to Long Term Care including QIS, NFPA99, LSC Fire Inspector 1 Certification; Hospice; Intermediate Care Facilities; Home Health Agencies, and End Stage Renal Disease, Leadership Summit, National Background Check, and the STAR program.

The training courses enhance the surveyor’s performance by improving their abilities to apply the Federal regulations and interpretive guidelines in an accurate and consistent manner when surveying health care facilities. The courses emphasize the surveyor skills of observation, interviewing, decision-making and documenting provider supplier deficiencies. The courses also provide a review of the required knowledge of Federal survey procedures.

C.3 GENERAL REQUIREMENTS

CMS is using the Student Response System (SRS) in certain classes. This enables students to select/vote or otherwise respond to questions on Power Point slides. The statistical results can be shared during the class and may also be used for later analysis for courseware improvements. The SRS provides opportunities to interact with students and may also be used for testing or instructor and content quality assurance.

Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government, as needed to perform the requirements of this Statement of Work.

C.3 TASKS:

The contractor shall perform the following tasks:

1. Attend a virtual kickoff meeting face-to-face or via conference call within ten calendar days after submission of the management plan. The purpose of the meeting is to discuss the contractor’s plan. The COR will inform the contractor of any additions, corrections or deletions needed. The COR will deliver to the contractor copies of any CMS reference materials applicable to the execution of this contract, such as updates to the training schedule with the locations and the assigned training coordinators.

2. The contractor shall follow the latest/revised Survey and Certification FY 2014 Training and Coordinator Class Assignment Schedule (Training Schedule (TS)), provide the necessary personnel, including providing and operating the Automated Response System (ARS) equipment with a technician, and include supplies/equipment to perform the work.

3. Offer consistency in staffing which allows Meeting Services technicians to be familiar with the needs and flow of the programs on a first hand basis.

4. C within five calendar days after contract award date. The plan shall include a description of how the contractor shall deal with executing each task in the contract, including, but not limited to; all equipment, labor, travel, technicians, and related costs, staffing responsibilities, and providing the COR with status reports monthly.

5. Upon completion of the meeting, the contractor shall revise the plan as directed by the COR and shall resubmit it within ten calendar days for approval.

6. Submit detailed status reports monthly. The reports shall include an up-to-date total of all costs (for the report month and a cumulative contract total), a summary of all tasks performed within the reporting period, a statement of any problems encountered and how they were resolved and any anticipated problems or issues.

7. All travel costs are included in the contract amount for equipment and supplies to be delivered to the conference site(s), stored; and for the technicians travel and rental car when needed to go offsite with CMS.

8. The Contractor will be responsible for all aspects of the development and production of each training utilizing their audio/visual services as specified. Each training will be an average of 9 hours in length per day. .

9. The contractor shall provide an on-site checklist for the verification of equipment utilized and technical hours supplied by the on-site technician; and any problems encountered. The contract shall provide a checklist at the beginning of each training stating equipment was checked for performance before the equipment was shipped. The contractor shall develop a method to address any identified equipment failures or technical service errors, which shall include a system to replace or repair the equipment within one hour of failure.

10. Delivery, storage, set-up, and breakdown of the audio/visual equipment and services to be used for the CMS sponsored surveyor-training courses at conference sites in the Baltimore Metropolitan areas and nation-wide. Equipment should be set-up and fully functioning with a technican(s) at least 2 hours before each session. Some of the classes/training will be held away from the conference site(s) and will need audio/visual equipment as well as a mode of transportation to deliver the equipment. All cost for this task is included in the contract. Contractor will meet with hotel staff via phone/email to make arrangements for set-up and breakdown of audio/visual equipment.

11. The first delivery of the above-mentioned services shall be provided the week of December 1, 2015. Delivery, setup and inspection onsite of the following estimated equipment as needed for all classes/trainings; (examples and not limited) LCD projector, mixers, flipcharts with paper and markers, podium, printer, scanner, screen(s), DVD player, VGA computer distribution amplifiers, Sony 1024 trans converter switcher, internet, telephone lines and a telephone interface, flip charts, wireless lavalieres, headset mic, handheld mic, wireless mic, visualize, videotaping, sound system, AC cords and powerstips, floor microphones, video camera, Audience Response System (ARS) with technican, PowerPoint services, laptops for the technicians loaded with applicable software (Microsoft office, Turning Point software, etc), etc., just to name a few. On occasions the contractor will be asked to video sessions, cost included in the contract. Technicians will have to load all presentation for viewing.

12. ARS will be utilized in several classes. Review the ARS disk for functionality only, not content. Test and poll the questions before class starts. Review slides with instructors or coordinators for accuracy if needed, and minor adjustments on site. Secured the saved data and forward to CMS editorial staff. Work with the system in conjunction with power point slides and go backward and forth between the two for all the training sessions . Wireless RF response keypads that sync student responses back to technican laptops with specialized software that the technicans are trained and certified to operate. Program the students names and other pertinent information into the software that tracks individual responses real time when polling is initiated. Other tasks are programming numerical grids which appear on the screen and change color when the student polls a question. Allowing the instructor to know real time if each student has polled and if more time is needed before the programmable countdown clock begins ..After each session, all Audience Response System polling slides are saved and the data is provided to CMS to review the results.

13. Provide transition team support for administration processes, review, management, filing and QA for all handoffs, of all respective handoffs for continuation of all products and services under this contract. For digital materials, provide an active file of all active projects and an archive of inactive actions broken down logically by activity. Provide one or more large volume hard drive(s) if needed. Handoff of all CMS owned equipment. All actions above are per the recommendations of the COR.

Attachment J.2-B SOW Task Order 0002 Audio Visual Contract