J.4-B_SOW_TO_0004_Instructor_Support.docx

National Surveyor Training Program (NSTP) Contractor

Task Order (TO) Statement of Work (SOW)

Instructor Support

A. Statement of Work (SOW)

CHAPTER 1. SCOPE

1.A. - Background The Centers for Medicare and Medicaid Services (CMS) Center of Clinical Standards and Quality (CCSQ), Survey and Certification Group, Training Team(SCG/TS) is responsible for providing leadership, overall programmatic direction and training to Regional Offices (ROs) and State Survey Agencies (SAs) for implementation and enforcement of health quality and safety requirements for Medicare/Medicaid providers and suppliers of health care services.

This training is mission critical by statute. Section 1819(g) of the Social Security Act mandates that the “Secretary of HHS, through the CMS Administrator, assure that surveyors are trained to make determinations about the Conditions of Participation (CoP) of providers.” Related authority: US Code, Section 1396 – 1396v, Subchapter XIX, Chapter 7 and Title 42. Also: Chapter IV, Title 42, and Title 45, Code of Federal Regulations. And, Section 1919(g), “Survey and Certification Process,” subparagraph (iii), “The Secretary shall provide for the comprehensive training of State and Federal Surveyors in the conduct of standard and extended surveys….” No individual shall serve as a member of a survey team unless the individual has successfully completed a training and testing program in survey and certification techniques that has been approved by the Secretary.”

Surveyors inspect various provider types and are grouped by these occupational designations. These occupational groupings include: Long Term Care (LTC), Home Health Agency (HHA), Life Safety Code (LSC), End Stage Renal Disease (ESRD), Hospice, Hospital, and Skilled Nursing Facility (SNF), among several smaller provider types for which training is offered infrequently.

CMS has been charged with recording the federal training provided to health care surveyors. This is accomplished through the SumTotal Learning Management System (LMS), a database hosted externally by SumTotal Systems. Due to the costs associated with onsite training, the increasing number of facilities approved for Medicare/Medicaid participation, and ongoing changes to laws, regulations, policies and procedures, we sought alternative methods of providing quality training. The LMS provides access to live and archived web hosting and training 24 hours a day, 7 days a week via the internet.

Magnet Area Training (MAT) is an agreement with certain large States to host and help instruct certain training. This saves on travel resources for the State and Students from other States who may attend if seating is available. A contract instructor or CMS representative is usually present to provide clarification of the policy questions. MAT trainings are incorporated in the master Training Schedule but are operated by the designated SAs. Course materials and content is supplied by CMS.

The Training Schedule guides and indicates which class is offered, the general location and when it is held. Due to changes in demand, the Training Schedule is updated, often on a monthly bases. A draft Training Schedule projected through Aug 31, 2015 is attached to this SOW. Class size can vary. Many Basic classes contain approximately fifty to one hundred students per offering and numbers of classes will vary by demand in a given year.

1.B - Purpose

The objective of this statement of work is to obtain the services of a Contractor to provide full instructional implementation and support/coordinative services for surveyor training.

Instructor presentations are required for a variety of face-to-face and web based survey courses with focus on ensuring consistent, accurate and instructionally sound training. The contractor will provide courseware maintenance for selected Surveyor training products to ensure all content is up to date and consistent with the curriculum design plan. Courseware maintenance is strictly limited to content and editorial changes only for handoff to another contractor. Unless otherwise specified, this contract does not support any instructional design efforts. It is expected that contract staff may be subject matter experts for projects which are managed by other contractors. Provide professional development of instructors to ensure consistency of training and instructional competence. Support the Continuing Education Units (CEUs) process (IACET) for most new and select older courses. Support updates to the Training Schedule including changes to schedule, location and/or number of courses.

CHAPTER 2. GENERAL REQUIREMENTS

General: The purpose of this contract is to secure qualified instructors to teach CMS Basic Surveyor Courses (both web-based and instructor led training) and provide subject matter expertise when requested by CMS Leads and as directed by the COR

Contract Instructors: The contractor will provide all non-federal instructors and resources to assure that such instructors arrive at training locations with required materials, knowledge of the topics, and any logistics.

SME & Support Staff: You will need to hire all SMEs and all support staff, including Training Coordinators, for this contract. Work jointly with CMS on ensuring the selection of SMEs that have the required qualifications. Ensure Instructors will follow lesson plans as specified and will only present content that is in accordance with the CMS State Operations Manual. Contract Instructors and support personnel must follow high standards for equal opportunity and diplomacy. Instructors shall report suspected cheating during tests to the onsite Training Coordinator. Instructors must follow the CMS Faculty Development Program standards for presenting materials.

Coordinate with the CMS print contract experts on the timely delivery of course materials. Ensure printed materials are in place/delivered for the respective course offering. Coordinate with the assigned CMS Training Coordinators on the updates for classroom materials, delivery of course materials and classroom furniture arrangement. Provide instructional and administrative support. The Training Schedule guides when and where these courses are offered. Due to changes in demand the schedule is updated as needed.

An Audio Visual (AV) support contractor provided by CMS will provide AV services for all the courses unless otherwise specified.

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.

CMS has been charged with recording the federal training provided to health care surveyors. This is accomplished through the SumTotal Learning Management System (LMS), a database hosted externally by SumTotal Systems.

CMS Program Leads ensure trainings meet content requirement of the State Operation Manual (SOM.

For each course covered by this contract, courseware is provided unless specified otherwise. The contractor may be requested to provide supplemental training materials at the direction of the COR.

All instructional design work will be based on the standard steps and process of instructional systems design (ISD), including: producing task inventories, critical task lists, target population descriptions, a detailed design document including methods, media and evaluation criteria. These ISD steps must be documented and provided to CMS per major development or major revision effort. Ensure the ISD audit trail is in place so that if the principle contract Instructional Designer is unavailable, another Instructional Designer will be able to keep the project on track. All products and services will meet common professional standards for quality including: development plans, instructional design plans, reports, minutes, Instructor Guides, and Student Manuals. All new or significantly revised products will need to go through iterations of quality assurance and must meet CMS content and instructional integrity.

Obtain written legally binding model releases for all identifiable individuals that are presented in media. Ensure that actor guild agreements for media products are enforced.

Data Deliverables—Media: The final data deliverable(s) shall be made available/submitted on one or more of the following media any of which is for use on a computer must be Windows compliant:

· CD-ROMs

· DVDs

· External hard drives

· Flash drives

· Web, CD and DVD based products

The Contractor shall submit all deliverables in final form to the COR, at CMS, according to the following format: Windows compliant formatted CD –ROM and or DVD or external hard drive for the WBL program and related media. For graphics processed using programs that generate layers such as in Photoshop, Illustrator, include a separated DVD or external hard drive of uncompressed master-art in its native format with layers intact.

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.

CHAPTER 3. INSTRUCTOR SUPPORT

The contractor shall :

Assist with the credentialing and participation in the training of instructors to support CMS.

· These instructors will support on-site classroom and distance training such as webinars. Instructors may be recruited from volunteer State Survey Agencies (SAs) or CMS Regional Office (RO) Subject Matter Experts (SME) and other SMEs as suggested by CMS. Outside or retired SMEs may be a resource to the contractor.

· Any SMEs hired by the contractor will be supported with training and travel costs.

· Unless otherwise defined below Instructors may require up to 20 hours (total per instructor) for instructor preparation/course review, answering student questions and completing evaluations independent of course and travel time.

· Any editorial changes or content inaccuracies which are noted should be reported to another contractor as directed by the COR.

· Instructor division of assignments should be based on skill set and availability. It is acceptable for an instructor to have a more intensive load as long as the total hours do not exceed twenty times the number of instructors aggregate.

· For example,

· Four contract instructors are instructing a course. This allows for 80 billable hours to be used as described above

· Three of them each use 6 hours for preparation (16 hours total

· The Fourth instructor reviews the material for 10 hours, spends 30 hours researching and answering questions and four hours completing an evaluation (44 hours total).

· In this example the fourth instructor is eligible to be reimbursed the full amount as the total hours are 69 which is less than the 80 hour maximum.

· It is expected that the contractor will work with the contract instructors to maintain optimal time utilization.

· Additional preparation hours above the limits described above may be authorized if there is an identified need.

· Location of classes is determined by the training schedule. Create a course agenda for each offering. Use established lessons plans and courseware.

· Suggest improvements, as indicated by student evaluation that are tabulated by another contractor.

· Conduct Faculty Development Program based on Instructor needs monthly and as needed via a webinar platform and as needed

· Expect that contract instructors may be engaged by other contractors to serve as Subject Matter Experts for CMS sponsored projects.

a) Basic Long Term Care Course - Quality Indicator Surveyor (BLTC QIS) Provide this long-established course using the QIS survey process which is required for all surveyors of long term care facilities in QIS states. Long Term Care Surveyors using QIS Tablet PC and software assure quality of care of residents in Nursing Homes. QIS is a newer version of the LTC survey process. This course has highly integrated scenario based training with video clips and abundant practical exercises. Currently all instructors are federal employees.

· Provide for up to six face to face classes for this five day course based on student enrollment.

· Expect that:

· Classes under 60 students require up to four instructors

· Classes over 60 students require up to six instructors.

· Location of classes is determined by the training schedule.

· Create a course agenda for each offering. Use established lessons plans and courseware.

· No courseware maintenance is supported. Any editorial changes or content inaccuracies which are noted should be reported to another contractor as directed by the COR.

b) Basic Long Term Care Course (BLTCC) --Traditional Provide this long-established course using the Traditional Survey process training materials. This training is required for all surveyors of long term care facilities in States which use the traditional process.

· Provide for up to four face to face classes for this five day course based on student enrollment.

· Expect that:

· Classes under 60 students require up to four instructors

· Classes over 60 students require up to six instructors.

· Location of classes is determined by the training schedule.

· Create a course agenda for each offering. Use established lessons plans and courseware.

· No courseware maintenance is supported. Any editorial changes which are observed should be reported to another contractor as directed by the COR.

c) Basic Long Term Care Traditional Course - Magnet Area Training - California (BLTC MAT – CA)

· Conduct two iterations of the BLTCC MAT held in California, this course is held for five days.

· Contract Instructors will assist with training and help ensure the content meets CMS requirement when the CMS Program Lead is not attending. California hosts this course and provides instructors but may not have a sufficient number of instructors to cover the content. The BLTCC MAT CA is the same course as the BLTCC traditional course listed above, except it is supported by California. Notify COR of instructor requirements. Federal Instructors may supplement this effort if needed.

· Create a course agenda for each offering. There are usually fifty to eighty students per class, check with the course training coordinators (a federal employee or contractor under separate contract) for updated enrollment information. When a BLTCC MAT CA offering exceeds fifty students additional rooms and instructors may be required. Use established lessons plans and courseware.

· No courseware maintenance is supported. Any editorial changes or content inaccuracies which are noted should be reported to another contractor as directed by the COR.

d) Basic Long Term Care Traditional Course - Magnet Area Training - Texas (BLTC MAT – TX)

· Conduct up to three iterations of the BLTCC MAT in Texas. This course is held for five days.

· Contract Instructor will assist with training and help ensure the content meets CMS requirement when the CMS Program Lead is not attending. Use established lesson plans and courseware. The Texas state agency hosts this course and provides instructors. Usually Texas has sufficient instructors to cover the content. The BLTCC MAT is the same course as BLTCC traditional course listed above; it is presented and held by Texas. Coordinate with Texas on the number of instructional personnel available. Provide up to two instructors for two classes held for five days each. Federal Instructors may supplement this effort if needed.

· Create a course agenda for each offering. There are usually fifty to eighty students per class. Check with the CMS assigned Training Coordinator (a federal employee or contractor under separate contract) for updated enrollment information. Use established lesson plans and courseware. When a BLTCC MAT TX offering exceeds fifty students additional rooms and instructors may be required.

· No courseware maintenance is supported. Any editorial changes or content inaccuracies which are noted should be reported to another contractor as directed by the COR.

e) Basic Long Term Care Course - Quality Indicator Surveyor–Magnet Area Training Florida (BLTC QIS MAT FL) o Conduct up to three iterations of the BLTCC QIS MAT FL in Florida. This course is held for five days.

· Assist with training and help ensure the content meets CMS requirement when the CMS Program Lead is not attending. Use established lesson plans and courseware. The Florida state agency hosts this course and provides instructors. Usually Florida has sufficient instructors to cover the content. The BLTCC QIS MAT is the same course as BLTCC traditional course listed above only presented and held by Florida. Coordinate with Florida on the number of instructional personnel available. Provide up to two instructors for two classes held for five days each.

· Create a course agenda for each offering. There are usually fifty to eighty students per class. Check with the CMS assigned Training Coordinator (a federal employee or contractor under separate contract) for updated enrollment information. Use established lesson plans and courseware. When a BLTCC QIS MAT FL offering exceeds sixty students additional rooms and instructors may be required. Federal Instructors may attend this course.

· No courseware maintenance is supported. Any editorial changes or content inaccuracies which are noted should be reported to another contractor as directed by the COR.

f) Basic Life Safety Code Course (BLSCC) Blackboard

· This is a 6 week instructor facilitated online course that focuses on the core aspects of BLSCC survey process from a federal perspective. Life safety code (LSC) surveyors inspect health care facilities for fire safety code. This training is required for all LSC surveyors in either the online or face to face format.

· Conduct up to two offerings of the BLSCC Blackboard Courses. Blackboard is an online service used extensively in colleges for distance learning. CMS Training Staff has an account with Blackboard which will provide the Blackboard service. There is a ratio of fifteen students per one instructor for this class.

· Supply up to four instructors per offering of this course

· Provide full instructional support for class

· Schedule weekly teleconferences with students.

· Conduct weekly teleconferences with students.

· Grade assignments and provide feedback to student on assignments. This is expected to take 1-2 hours per student.

· Create a course agenda for this offering.

· No courseware maintenance is supported. Any editorial changes or content inaccuracies which are noted should be reported to another contractor as directed by the COR.

g) Basic Life Safety Code Course - BLSCC Traditional

This is a face to face training focused on the core aspects of BLSC survey process from a federal perspective. Conduct one offering of the BLSCC Traditional Course held for five days each. Life safety code (LSC) surveyors inspect health care facilities for fire safety code. This training is required for all LSC surveyors in either the online or face to face format. Supply up to four instructors per offering of this course.

· Provide full instructional support for class

· Grade assignments and provide feedback to student on assignments. This is expected to take 1-2 hours per student

· Create a course agenda for each offering. Use established lessons plans and courseware.

· No courseware maintenance is supported. Any editorial changes or content inaccuracies which are noted should be reported to another contractor as directed by the COR.

h) Fire Safety Evaluation System - Health Care (FSES—HC)

FSES-HC focuses on fire safety code issues for long term care facilities. These facilities have very frail residents and patients requiring strict fire safety enforcement. This course is a custom made, unique training focused on the core aspects of FSES-HC survey process from a federal perspective. Support one offering of the FSES-HC, held for three days. Use established lesson plans and courseware. This training usually has approximately thirty students per class and is held for three days.

· Supply three instructors per offering of this course.

· Create a course agenda for this offering.

· No courseware maintenance is supported. Any editorial changes or content inaccuracies which are noted should be reported to another contractor as directed by the COR.

i) Fire Safety Evaluation System - Board and Care Facilities (FSES—BC)

· Support one offering of the FSES—BC. FSES-BC focuses on fire safety code issues for Intermediate Care Facilities for Persons with Intellectual Disabilities (ICF/IID) but only for facilities with up to 16 beds. This course is for Life Safety Code Surveyors and is a custom made, unique training focused on the core aspects of FSES-BC survey process from a federal perspective. This training usually has approximately thirty students per class. Courseware materials will be provided.

· Supply three instructors per offering of this course.

· Create a course agenda for this offering.

· No courseware maintenance is supported. Any editorial changes or content inaccuracies which are noted should be reported to another contractor as directed by the COR.

j) National Fire Protection Agency 99 (NFPA 99)

· Support one offering of the NFPA 99 which is held for three days. NFPA 99 focuses on fire safety code issues for gases that are used at Long Term Care and Hospitals. Various gas lines such as oxygen are embedded in these facilities and have considerable fire safety concerns. This course is for Life Safety Code Surveyors and is a custom made, unique training focused on the core aspects of NFPA 99 survey process from a federal perspective. Use established lesson plans and courseware. This training usually has approximately thirty to sixty students per class.

· Supply up to three instructors for this course.

· Create a course agenda for this offering.

· No courseware maintenance is supported. Any editorial changes or content inaccuracies which are noted should be reported to another contractor as directed by the COR.

k) Two Training Facilitators

Provide students with administrative support services for assigned courses

· Input course information into the Learning Management System.

· Manage student registration for each respective class in the Learning Management System.

Provide Logistical Coordination for all aspects of training. Some of these tasks might include:

· Assist State Training Coordinators with, student prerequisites, training location, and with wait listed students.

· Coordinate with travel support vendor regarding student questions or problems.

· Make travel arrangements for assigned training events.

· Place print orders with the CMS Government Print Office Liaisons Officer. Usually orders are placed six weeks prior to a scheduled class.

· Prepare student name tags before a course.

· Ensure the training materials reach the classrooms.

· Ensure arrangement of classroom furniture, materials and any training aids.

· Distribute course materials in the classroom.

· Coordinate with AV support contractor on required support.

· Provide liaisons facilities regarding, temperature, noise, furniture, other services.

· During class, manage the class attendance sign-in sheet.

· Assist students requiring help for issues such as medical concern or a family emergency.

· Inform students of classroom administrative information and location of local food vendors. Monitor the class for attendance and evaluations. Assist with student support.

· Manage the class comment sheet, handout, collect and then deliver to CMS.

· Coordinate with webinar presenters on expected topics and recommend ways to present information.

· Manage webinar presentations,

· Assist students with using the webinar software. Help trouble shoot issues

· Host Webinar Events as assigned

· Build Webinar Courses as trained and assigned

· Participate in Training Staff staff meetings. Present important upcoming events, and issues of concern.

· Participate in Training Coordinator Meetings. Work with the COR and Training Director on meeting scheduled workloads.

Each onsite contract personnel requires a CMS cubicle and computer provided by CMS and parking at CMS. Facilitators work onsite at CMS and travel to assigned classes they support.

l) Home Health Agency (HHA) Course

Support up to 4 offerings of the web based Home Health Agency Course. This course lasts five days. This course is a custom made unique web based training that focuses on the requirements of Home Health surveys. Use established lesson plans and courseware. The class usually has approximately fifty students. Courseware materials will be provided.

· Create a course agenda for each offering

· Supply two instructors per offering of this course.

· SMEs are also authorized to assist CMS Leads in grading post training assessments and providing feedback to students. It is estimated that this effort will require one hour per student.

m) Hospice Course

Support for up to two offerings of the Hospice Course which is offered viawebinar based instruction. This course requires four instructors (which includes federal instructors), is four days in length and has up to one hundred students. This course is a custom made unique training that focuses on the requirements of Hospice surveys from a federal perspective. Courseware materials will be provided

· Supply two instructors per offering of this course. .

· Create a course agenda for each offering.

· Use established lesson plans and courseware

n) State Agency Directors Orientation Course (SADOC)

a) Provide SME instructional support for one offering of the State Agency Directors Orientation Course. The course is three days in length. This course is a custom made, unique training that focuses on the requirements of being a new State Agency Director from a federal perspective. Courseware materials will be provided. The level of training is a “fundamentals” class. Use established lesson plans and courseware. The target population for this course is new State Agency Directors so the number of students is relative small, (approximately 16-26 students). The course is usually offered before or after the Survey Executives Training Institute (SETI).

Travel and training materials will be supplied by the contractor for non-federal instructors. CMS will supply travel support for federal instructors.

· Supply up to four instructors for this course.

· Create a course agenda for each offering.

· No courseware maintenance is supported. Any editorial changes or content inaccuracies which are noted should be reported to another contractor as directed by the COR.

o) End State Renal Disease (ESRD) Core Technical Training, STAR Training, and Annual Update Evaluators

Core Technical Training: Supply course evaluators for up to four offerings of the Core ESRD Course. This course is a custom made, four day, unique training that focuses on the requirements of the Core ESRD survey from a federal perspective. Evaluators will be required to evaluate each module of the training and submit a report to the CO SME

· Supply up to six course evaluators per offering. .

· This contract will support one hour per day to record observations and recommendations.

Annual Update- Supply course evaluators for up to two offerings of the annual Update. This course is a custom made, three day, unique training that focuses on updates to the ESRD survey from a federal perspective. Evaluators will be required to evaluate each module of the training and submit a report to the CO SME.

· Supply up to three course evaluators per offering.

· This contract will support one hour per day to record observations and recommendations.

STAR Training- Support course evaluators for up to four offerings of the STAR training. This course is a custom made, three day, unique training for the ESRD survey software. . Evaluators will be required to evaluate each module of the training and submit a report to the CO SME.

· Supply two course evaluators per offering

· This contract will support one hour per day to record observations and recommendations.

p) Courseware Maintenance

· Provide full courseware maintenance for the Basic Instructor Course and ASPEN training.

· Determine and correct interrelated impacts that any change can make to training materials, including content, editorial, hosting, graphic, instructional design.

Except as specified, update all CMS training staff traditional training products on a limited basis to include editorial changes only for handoff to another contractor. Unless stated otherwise, there is no instructional design supported by this contract.

q) Survey Executives Training Institute (SETI)

This is an annual training for state agency directors including updates and new operating procedures and requirements. The content is developed by CO SMEs and contract instructors.

· Provide up to 6 instructors to support SETI. The course lasts three days. Courseware materials will be provided.

r) Faculty Development Program (FDP) Basic Instructor Course

· Provide SME instructional support for up to two offerings of the Basic Instructor Course which is held for three days. This course requires an onsite audio/visual (AV) contractor which will be supplied by CMS. The FDP Basic Instructor Course is a course on instruction that has been developed by CMS and is used to ensure that all instructors are qualified to teach courses for which they are SMEs. The course examines instructor skills in presentation and interacting with students, including verbal and nonverbal communications, delivery of questions, feedback delivery and appropriateness, public speaking skills, posture and eye contact and accurate delivery of lesson material. Instructor qualifications are based on this FDP and the instructor’s subject matter expertise, as determined by CMS experts’ interview. Courseware materials will be provided. This offering can have a very limited number of students (usually 16-20) due to the small number of survey instructors and the design of this class.

· Supply up to two instructors per offering of this course.

· Provide full support for up to 20 instructors to attend this course

· Perform full course maintenance for evaluating and updating course materials as directed by COR.

· Supply updated materials to Editorial Support Contractor for formatting and archiving

· All materials developed and or revised must meet current CMS standards for print and media deliverables, including 508 compliance.

· Provide courseware maintenance/revision at least annually and more frequently if needed.

s) ASPEN Training for Regional Office Staff

· CMS Regional Office (RO) staff use the ASPEN system to carry on survey activities at the federal and state level. They are expected to be proficient and serve as trouble shooting experts for the software. RO staff also use the ASPEN system to generate a variety of reports. There is currently no training available to meet the unique training needs of the RO staff.

· Provide 6 instructors as needed to teach using established course material

· Provide courseware maintenance/revision at least annually and more frequently if needed.

· Provide COR with regular updates of progress during regularly scheduled meetings.

t) AV Support

· An Audio Visual (AV) support contractor is provided by CMS for CMS trainings. However, there may be occasions where full AV contractor support is not needed. This may occur in courses where there are less than 26 participants. After confirmation that full AV support is not needed, and at the request of the COR, AV support may be provided. This includes (but is not limited to) a projector, screen, phone line, and laptop.

u) Training Coordinator’s Training (TCT)- The training coordinator’s training is a multi- day event which provides training and updates to the state training coordinators. Content is developed by COR and various Central office and contract staff.

Provide up to 6 instructors to support TCT. The course lasts three and a half days.

Attachment J.4-B SOW TO 0004 Instructor Support