CMS QSOG QSED TRAINING EVENT SUPPORT SERVICES:

This is an 8(a) SMALL BUSINESS SOURCES SOUGHT notice . This is NOT a solicitation for proposals, proposal abstracts, or quotations. This sources sought notice does not commit the Centers for Medicare & Medicaid Services (CMS) to award a contract in the future. The purpose of this notice is to obtain information regarding the availability and capability of qualified current 8(a) program participants who have the capacity to provide QSOG QSED with CMS QSOG QSED Training Event Support Services to include Hotel Contracting Services and Audio Visual and Equipment Services for the CMS QSOG QSED in-person training events. The contract will be procured under the following NAICS: 541611- Administrative Management And General Management Consulting Services. The Government does not intend to award a contract on the basis of this notice or otherwise pay for any information solicited. Responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a current 8(a) program participant should not submit a response to this notice. BACKGROUND The Centers for Medicare and Medicaid Services (CMS), Center for Clinical Standards and Quality (CCSQ), Quality, Safety & Oversight Group (QSOG) Quality, Safety & Education Division (QSED) is responsible for providing leadership, overall programmatic direction and training to federal and State Survey Agencies (SAs) for the 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. CMS requires the assistance of a contractor to provide Hotel Contracting Services and Audio Visual Equipment and Services for QSOG QSED in-person trainings events. Tasks include, but are not limited to: Hotel Contracting Services The contractor shall conduct a search to seek and secure an acceptable hotel venue with the required number of sleeping rooms and meeting spaces for the CMS QSED in-person training events. The contractor shall negotiate concessions/discounts (e.g., free parking passes, WiFi, meeting room rentals) and sign the approved contract on behalf of CMS. The contractor will monitor the sleeping room block on the hotel website to assure that registered learners have reserved their room and report any issues to the COR. The contractor shall assist training participants with questions regarding their hotel reservations as needed. Audio Visual (A/V) Equipment and Services The contractor shall provide audio visual equipment and services for the CMS QSED in-person training events. Activities are required before, during and after the training event. Prior to the training event, the contractor shall conduct pre-training event planning to include meetings and communications with CMS. The contractor shall conduct a site visit at the training event to assess needs. The contractor shall obtain the agenda and required media, and organize the media prior to the event so that it functions efficiently. The AV Team shall perform equipment delivery, storage, set-up and onsite inspection. They will provide Automated Response System (ARS) and videotaping equipment and services as needed. The director shall utilize an on-site checklist to assure equipment is available and functioning properly. During the training event, the contractor shall provide and manage all audiovisual equipment needed and provide all services needed to run the equipment. The contractor shall conduct all audiovisual aspects of the live training. The goal is to ensure that the audiovisual equipment works properly and the media is implemented in a professional and seamless manner. The contractor shall provide an experienced Audiovisual Director and Lead AV technicians to conduct the services onsite at the live training event which includes, but is not limited to: Provide on-the-spot troubleshooting and technical support to ensure seamless operations Mix soundboards, play video recordings, enhance lighting, set up and run microphones Play PowerPoint slides in coordination with the training agenda Set-up and operate sound and video equipment during event After the event, the contractor will break down the equipment and conduct post-event wrap-up activities which may include, but is not limited to: Communicate with CMS staff after the training as needed via email communications and a post-training wrap up conference call to discuss lessons learned, successes, issues encountered, and recommendations for improvement. Track, load and transport equipment to storage Organize, test and perform maintenance checks CAPABILITY STATEMENT INFORMATION Please prepare a capability statement addressing your company’s knowledge, expertise and experience, within the last three (3) years, for each of the following requirements (A) through (B) listed below. The vendor shall provide enough information for CMS to make a determination as to the capability to perform the same or similar size and scope of work. Capability statements shall be limited to 5 pages and fonts no smaller than 12 points. (A). Demonstrate your expertise and experience in the following areas: Hotel Contracting Services Describe yor experience and ability to: Monitor and report the hotel sleeping room block status, comparing the room block to registration list. Assist training participants with reservations and answer questions as needed. Manage hotel sleeping room registrations in coordination with the hotel website. Execute a final approved signed hotel contract on behalf of the client. Conduct hotel negotiations to obtain a beneficial outcome (e.g. complimentary meeting spaces, free Wi-Fi, reduced parking rates, etc.) for the client, including validating favorable contract terms and conditions for large, complex training events or conferences with multiple plenary and other meeting spaces (approx. 200 guests). Conduct hotel site selection searches and inquiries for site determination and submit a summary of findings grid or report; narrow the findings to provide a final list of potential hotel sites which meet the needed requirements. (B). Demonstrate your expertise and experience in the following areas: Audio Visual (AV) Equipment and Services Describe your experience and ability to: Provide and recommend latest technology software and hardware for optimal performance of AV services within budget. Utilize Audience Response System software and hardware. Provide excellent customer service, including the ability to provide onsite and immediate technical support and troubleshooting when needed. Manage a complex project providing audiovisual equipment and services to a large number participants at an event with both plenary and multiple concurrent breakout sessions. Assume responsibility for the full array of AV equipment and services needed to implement the training prior to, during, and after the event. Provide Audiovisual Technicians at each training event with at least 1-2 years experience as an AV technician, and training in a media related field. Provide an Audiovisual Director with at least five years experience as an AV director, who has an undergraduate degree or equivalent training in a media related field. References Include the following information for each reference utilized to demonstrate experiences and capabilities: Total Contract Value Period of Performance Contract Number, If Applicable Name of Contracting Activity Contract Program Manager, Telephone Number and Email Address, as applicable Contracting Officer, Telephone Number and Email Address, as applicable Note: Please include non-governmental contracts that are applicable. ADDITIONAL INFORMATION REQUESTED : Interested parties having the capabilities necessary to perform this requirement may submit capability statements in PDF format via email to Ryan Hax ([email protected]). CAPABILITY STATEMENTS MUST DEMONSTRATE THE MINIMUM REQUIREMENTS OUTLINED ABOVE. Please address each in order listed above under "Capability Statement Information." Capability statements shall also include the following in a cover page: Business Information -- Company Address Company Name Tax ID DUNS 8(a) Status must be validated via the System for Award Management (SAM) for the applicable NAICS code 541611- Administrative Management And General Management Consulting Services . All vendors must be registered in the SAM located at http://www.sam.gov . Responses must be submitted by 2:00 p.m. ET on March 31, 2020. Capability statements will not be returned and will not be accepted after the due date. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). Conflicts of Interest. It is essential that the vendor be free of all appearance of or actual conflicts of interest. Specifically, the vendor must not have any relationships or arrangements through its business operations or its employees that could be considered as possibly lessening the company’s objectivity concerning any aspect of the campaign. If such relationships or arrangements exist, vendors shall be required, during the procurement process, to identify potential conflicts of interest and discuss how the conflicts will be addressed and mitigated. Questions concerning submission requirements may be directed to Ryan Hax, Contract Specialist, at 410-786-8408 or via email at [email protected]. CMS will not entertain questions related to contracting strategy. On behalf of the Centers for Medicare & Medicaid Services, thank you for your interest in this project.