J.5-B_SOW_TO_0005_Hotel_Contracting_Services.DOCX

National Surveyor Training Program IDIQ Chapter 6. Training Support Task – Hotel Contracting Services

STATEMENT OF WORK

1.0 Background

The Centers for Medicare and Medicaid Services (CMS), Center for Clinical Standards and Quality (CCSQ), Survey and Certification Group (SCG), Training Team (SCG/TT) 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.

Section 1819 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."

To economically achieve these statutory requirements, SCG/TS must bring training as close to student population centers as possible. SCG/TS needs a contractor familiar with the hotel industry and that is able to service the 60+ classes, courses, and conferences conducted each year by CMS and the SCG/TS.

1.1 OBJECTIVE

The objective of this statement of work is to obtain the service of a Contractor to provide the following services:

• Primary Services: Hotel site selection: negotiation of optimal pricing, conditions and amenities; contracting; contract signature; contract management; and due diligence on the qualification of the proposed hotel under Life Safety Code and Americans with Americans with Disabilities Act (ADA). [Note: The SCG/TT regularly utilizes 19 or more hotels across the country. Approximately 45% of the trainings and conferences are held in Baltimore. Due diligence, as noted above, is required only on those facilities that have not previously been utilized by CMS. Contracting Officer Representative (COR) approval is required before contracts are closed. Additionally, the SCG/TS can often ask SAs to assist by physically visiting the facilities on our behalf.]

Regulatory references:

Note - Information on the Life Safety Code can be found at the following website:

http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=101&cookie%5Ftest=1

Note- Information on the Americans with Disabilities Act (ADA) (under Public Accommodations) http:ljwww.ed.gov/about/offices/list/ocr/docs/hq9805.html

Additional services required:

• Hotel registration website will include the following; Course Name/Dates, Hotel Info/Location, Room Rate & Tax Rate, Cut Off Date, Training Coordinator Contact Information and Hotel reservation link. Hotel registration website will also be capable of capturing and securely protecting the names and credit card information for all travelers using the selected hotel and consistent with the Privacy Act. Ensure web site is safeguarded against undesired changes, i.e. misinformation posted on web site. Website shall be a user-friendly hotel registration website that captures names and credit card information for a comprehensive rooming list. Attendees will be directed to the website by CMS and instructed to make all hotel reservations through the website to permit room block monitoring and management.

• Annual reporting on the volume of funds expended at each hotel, for each class, course or conference scheduled there.

• Prepare budget of site funding, using the substantial room block to obtain best cost advantages to CMS related to free meeting rooms and supplemental onsite services.

• Other meeting facility packages that add to the quality and effectiveness of the training that is offered by CMS at the hotel.

The contractor will not need to supply Audio Visual contracting, arrange for a Master Account, and curriculum development or copying and training materials assembly.

2. Schedule of deliverables or reporting requirements

2.0 TASKS

2.1 Hotel template-contract consistent with CMS needs as well as elements commonly needed to assure proper management of room block and to avoid penalties for failing to reach room block targets and timelines.

2.2 Hotel registration website capable of capturing and securely protecting the names and credit card information for all travelers using the selected hotel and consistent with the Privacy Act. Ensure web site is safeguarded against undesired changes, i.e. misinformation posted on web site.

2.3 Timely execution and delivery of signed contracts to the pertinent TC at least (desirably) 120 days in advance of the date of each class, course or conference, as specified by the annual CMS Training Schedule and the later direction of the TC or COR. This requirement will be managed for those events occurring during the first quarter of the upcoming fiscal year, if necessary. Concurrence of the COR required.

2.4 Provide quarterly audit trail instruments per the direction and approval of the Project Officer.

2.5 Pay for meeting facility "packages." Using contract funds, as needed to satisfy components of negotiated facility contracts, assure that contracted hotels are paid for services provided. Advise COR at least three weeks ahead of required funds actions to be sure that this contract contains sufficient funding to cover required obligations. Coordinate only through the COR for such actions.

3.0 REPORTING REQUIREMENTS

The Contractor shall:

3.1 Provide meetings/conferences administrative services to include the following:

3.1.1 Conduct onsite kick off meeting at CMS and or teleconferences per the direction of the COR

3.1.2 Coordinate with CMS relative to an emergency preparedness plan for all functions under this contract, and assist with implementing the plan upon COR direction.

3.1.3 Provide to CMS at least once per year in May, a reporting on the volume of funds expended at each hotel, for each class, course or conference scheduled there.

3.1.4 Provide a budget for each venue that addresses site funding.

3.1.5 Provide electronic services to existing website. Website should be capable of user friendly hotel registrations to capture names and credit card information for a comprehensive rooming list, and, at the time specified by the contract between the hotel and the contracting agent, deliver rooming list to hotel by deadlines.

3.1.6 Prepare a template contract containing features important to achieving the tasking and objectives outlined here. Contract will be used between contractor and hotel, per the recommendations of the COR.

3.2 Collaborate with CMS Training Coordinators (TCs) assigned to a particular class, course, or conference to arrange for the following, desirably at no additional cost to CMS:

3.2.3 Arrange for hotel business office services such as internet access and copying.

3.2.4 Allocate comp-sleeping rooms to travelers per direction of the TC or COR.

3.3 Provide Hotel site selection, negotiation, contracting contract signature, contract management, and due diligence on the qualification of the proposed hotel under Life Safety Code and Americans with Disabilities Act.

3.3.1 Address ad hoc requirements such as canceling or modifying hotel contracts per the direction of the COR, in such as way as to avoid additional charges to either CMS or contractor.

4.0 GOVERNMENT FURNISHED PROPERTY

None.

5.0 PERSONNEL

Contractor staff shall include individuals with expert level of knowledge of hotel contracting and negotiations to pursue arrangements of greatest value to CMS and its students.

6.0 CONTRACTOR ACCESS TO FACILITIES

Contractor personnel shall comply with the CMS Central Office traffic laws and other regulations and instructions pertaining to conduct of persons on government facilities. Contractor personnel shall not in any event, enter any area to which access is restricted, unless specifically authorized in writing by the Contracting Officer. The contractor shall place their employees on notice that infraction of any of the above rules, regulations or prohibitions may be grounds for dismissal.

Contractor personnel must be recognizable as such while on site. This may be accomplished by wearing appropriate photo badges issued by CMS (if necessary) or day badges issued by Security Officers. The Contracting Officer shall make determination as to the level of access and the type of badge required. The contractor shall place his or her employees on notice that the government may restrict access to the facility (via confiscation of badges or removal from Rolodex) should the employee abuse her or his access privileges.

7.0 GOVERNMENT QUALITY ASSURANCE

The Government reserves the right to perform reasonable inspections over the course of this contract. This shall include monitoring meetings, reviewing deliverables, and independent analysis of activities before, during, or after performance, as well as visits to contract hotel sites

Attachment J.5-B SOW TO 0005 Hotel Contracting Services