Biometric Screening.pdf

LEGAL NOTICE TO BIDDERS

Sealed bids are requested by the Erie 2-Chautauqua-Cattaraugus

Board of Cooperative Educational Services (BOCES)

REQUEST FOR PROPOSALS

RFP – Biometrics Screening

Bids will be received until December 12, 2024 at 11:00 AM by the

Erie 2-Chautauqua-Cattaraugus BOCES

8685 Erie Rd. (Rt. 5)

Angola, NY 14006

716-549-4454

By: Linda Dentice, District Treasurer/Bid Coordinator at which time and place they will be publicly opened and read.

Specifications and bid forms may be obtained on-line at http://www.bidnetdirect.com/new-york vendor registration may be required.

Erie 2-Chautauqua-Cattaraugus Board of Cooperative Educational

Services reserves the right to reject any and all bids, to waive any informalities therein and to hold all bids for a period of sixty days for proper analysis.

Board of Cooperative Educational Services

8685 Erie Road

Angola, New York 14006

(716) 549-4454

Request for Proposals

For

Biometrics Screening

Proposals will be due at the address shown above.

RFP will be effective February 1, 2025 through January 31, 2026 with the ability to renew 3 times for 1-year increments, with a signed agreement to extend signed by both parties.

Agreement to be initiated by awarded vendor.

Request for Proposal for Biometrics Screening

SCOPE OF WORK

E2CCB will expect the vendor to perform the services indicated below.

1. Provide two options for biometric screening participant registration and scheduling- online and call center.

2. Provide an off-site collection option for participating employees who are unable to attend on-site screenings.

3. Provide options for provision of confidential test results to participants both by U.S. mail and online.

4. Biometric Measurements for all participants must include the following:

a. Height

b. Weight

c. Blood Pressure

d. BMI calculation

5. Laboratory Tests for all participants include the following:

a. Lipids Profile:

i. Total Cholesterol

ii. HDL Cholesterol

iii. LDL Cholesterol

iv. Triglycerides

b. Glucose

c. A1C1 testing

6. Confirmation that you can provide on-site screening in Erie and Chautauqua counties in New York.

7. Confirm that, if selected, you would be able to provide on-site screenings at our locations in mid-March of 2025, with online sign ups beginning late January 2025.

Your organization

1. Discuss your organization’s experience with respect to provision of similar services and what sets your organization apart from competitors.

2. Provide details of your company’s financial status and stability.

3. Describe your current ownership structure, including affiliations.

4. Describe your firm’s ethics and conflict of interest policy.

5. Discuss any impending changes in your organization that could impact the delivery of services.

6. Describe any recent action your organization has taken that demonstrates leadership in the field.

7. Describe the function, reporting relationships, and locations of each person responsible for this account.

8. Provide a resume of the individual who will have primary day-to-day responsibility for this account.

Please provide two professional/client references for the account manager. Also, please provide a brief biography of others who will be involved on the account, with a description of the role each person will play in the project and any relevant experience each person has with similar projects.

9. Identify three clients with whom you have worked that we may contact for reference purposes. Clients for whom you have provided comparable services are highly preferred. If possible, include at least one organization similar in size.

i. Organization name and address

ii. Point of contact with name, title, telephone number, and email address

iii. Types of services your organization provided

iv. Dates of service provided

10. Additionally, please provide one reference of a client who stopped utilizing your services within the past 24 months and contact information for that client.

11. Outline your organization’s technical capabilities.

12. Describe any steps your organization has taken to ensure that quality services are delivered.

Service Provision

1. Describe your process for ensuring the accuracy of biometrics screening results and the accuracy percentages for various testing protocols used

2. Please identify all testing options available including limited and complete panels

3. Identify optimal program timelines from scheduling through result delivery

4. Provide a detailed outline of your primary biometrics and wellness programs including results based, participation based, scoring parameters, etc.

5. Please provide a process to request an alternative standard, if applicable.

6. Describe your process for collection of samples for testing and protocols for addressing difficult to obtain samples (i.e. maximum times a participant would be “stuck”, etc.)

7. Describe your organization’s approach and capabilities in terms of maintaining the confidentiality of personal health information stored on paper and electronically.

8. Include an explanation of any specialized techniques your company may use to organize, perform and report results of biometric screening that sets you apart from other vendors.

9. Clearly outline your company’s ability to integrate with Third Party Administrators or

10. Describe your experience in assisting employees to understand their screening results.

11. Provide examples of test results distributed to employees who are screened.

12. Describe your company’s dispute resolution process for contested results.

13. Describe how your company selects, trains, monitors and evaluates the performance of onsite screeners.

14. Describe how you handle complaints including the type of feedback and follow-up you provide.

15. Describe what procedures you have in place if employees encounter problems getting their test results.

16. Describe how you provide physician/medical oversight including protocols for employees/retirees with

“Alert” values.

17. Confirm that your company can track and divide charges in order to submit separate invoices for 1) active employees and 2) retirees.

18. Advise how your organization stays up to date with workplace wellness program legislation at the state and federal level.

a. Will your organization notify and work with E2CCB to modify the program to comply with any legislation updates and/or court rulings?

b. Would there be a dedicated contact for legislative and compliance updates?

Costs

1. Detail the proposed compensation (if any) for your services including but not limited to the following:

a. Performing all biometric measurements and labs as outlined - per person.

b. Data downloads - per instance.

c. Fees generated if staff must work longer than the scheduled time - per instance.

d. “No Show” charges - per person.

i. Please confirm that you invoice E2CCB for these charges and not the individual

e. Minimum attendance requirement charges - per instance.

f. Aggregate Reports

2. Include information about any services for which there would be an additional expense.

3. Include full information about how your compensation would be disclosed to the E2CCB and certify in writing that there would be no undisclosed compensation, either at a vendor level or within your own company’s compensation programs.

4. Provide a sample contract and invoice for biometric screening

SCHEDULE A

Request for Proposals (RFP) – Biometrics Screening

VENDOR INFORMATION SHEET

SEALED BIDS TO BE OPENED:

December 12, 2024 @ 11:00 AM

In the Business Office of:

8685 Erie Road (Rt. 5)

PLEASE PRINT OR TYPE ALL INFORMATION:

FIRM NAME:

CONTACT PERSON:

ADDRESS:

TELEPHONE & EXT.

FAX:

E-MAIL

WEBSITE:

ADDITIONAL INFORMATION:

ABSOLUTELY NO EXCEPTIONS

BOCES reserves the right to reject any or all proposals, in whole or in part, to waive any and all informalities, and to disregard all non-conforming, non-responsive, or conditional proposals.

ALL NECESSARY DOCUMENTS AND CERTIFICATIONS MUST BE COMPLETED AT THE

TIME OF THE RFP OPENING

SCHEDULE B

MUST BE COMPLETE AT TIME OF BID OPENING

CORPORATE RESOLUTION OF

(Name of Corporation)

RESOLVED, that it is desirable and in the best interest of this Corporation that it determine and submit a Bid to

Contract with the Erie 2-Chautauqua, Cattaraugus BOCES; that

(Name and title of individual) hereby is authorized to perform on behalf of this Corporation any and all such acts as he or she may deem necessary or advisable in order to obtain said Contract, and in connection therewith to execute and me all requisite papers and documents, including; but not limited to, applications, reports, surety bonds, irrevocable consents and appointments of attorneys; and the execution by such officers of any such paper or document or the doing by them of any act in connection with the foregoing matters shall conclusively establish their authority therefore from this Corporation and the approval and ratification by this Corporation of the papers and documents so executed and the action so taken.

CERTIFICATE

The undersigned hereby certifies that he/she is the Secretary of

A corporation organized and existing under the laws of the State of;

that the foregoing is a true and correct copy of a Resolution duly adopted at a meeting of the Board of Directors of said corporation held on the _________ day of ______________, 20____, at which meeting a quorum was at all times present and acting; and that the passage of said Resolution, is in full force and effect.

Dated this___________ day of _______________, 20___, Secretary Printed Name

(CORPORATE SEAL)

Secretary Signature

SCHEDULE C

NON-COLLUSIVE BIDDING CERTIFICATION

By submission of this Bid, each bidder and each person signing on behalf of any Bidder certifies, and in case of a joint Bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of his or its knowledge and belief:

(1) The prices of this Bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Bidder or with any competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this Bid have not been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to operating, directly or indirectly, to any other Bidder or to any competitor; and

(3) No attempt has been made or will be made by the Bidder to induce any other person, partnership, or corporation to submit to not to submit a Bid for the' purpose of restricting competition.

A Bid shall not be considered for award nor shall any award be made where (1), (2), and/or (3) above have not been complied with; provided, however, that if in any case the Bidder cannot make the foregoing certification, the Bidder shall so state and shall furnish with the Bid a signed statement which sets forth in detail the reason therefore. Where (1), (2), and/or (3) above have not been complied with, the Bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department agency or official thereof to which the Bid was made or his designee, determines that such disclosure was not made for the purpose of restricting competition.

The fact that a Bidder has published price lists, rates or tariffs covering items being procured, has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or, has sold the same items to other customers, does not constitute, without more, a disclosure within the meaning of this provision.

Any Bid hereafter made to any political subdivision of the state of any public department, agency or official thereof by a corporate Bidder for work or services performed or to be performed or for goods sold or to be sold, where competitive bidding is required by statute, rule, regulation, or local law, and where such Bid contains the certification referred to in Subdivision 1 of this section, shall be deemed to have been authorized by the board of directors of the Bidder, and such authorization shall be deemed to include the signing and submission of the Bid and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.

IN WITNESS WHEREOF, the undersigned have subscribed this Certification and affirmed it as true under the penalties of perjury.

(Bidder)

(Title)

(Person signing on behalf of bidder)

(Dated)

NOTICE

(PENAL LAW SECTION 210.45)

IT IS A CRIME, PUNISHABLE AS A CLASS A MISDEMEANOR UNDER THE LAWS OF THE STATE OF NEW YORK, FOR A PERSON. IN AND BY A WRITTEN INSTRUMENT, TO KNOWINGLY MAKE A FALSE STATEMENT, OR TO MAKE A FALSE STATEMENT, OR TO MAKE A STATEMENT

WHICH SUCH PERSON DOES NOT BELIEVE TO BE TRUE.

SCHEDULE D

BIDDER’S CERTIFICATION

To: Erie 2-Chautauqua-Cattaraugus BOCES

8685 Erie Road

Angola, NY 14006

Gentlemen/Ladies:

We certify to having read all of the RFP Documents and offer to provide the service specified therein to the Erie 2-

Chautauqua-Cattataugus County BOCES in exact accordance with the Terms and Conditions therein and at the prices stated in our proposal.

We also certify that we have reviewed our proposal to assure there are no clerical or mathematical errors in the submission of our fee. Any errors on our behalf after the RFP award will be rectified at our expense. We also understand that all RFP responses must be typed or written legibly in ink. Failure to comply with any of these requirements will result in rejection of the bid.

We certify that we are not on the list created under State Finance Law 165-a as a person or entity engaging in investment activities in Iran.

We further certify that______________________________________ (Audit Firm) is of lawful age and possesses the general capacity to enter into a Contract.

Respectfully submitted, (Company)

(Signature and title)

(Address)

(Dated)

SCHEDULE E

REFERENCES

Company Name:

Please list at least five (5) references for which you have performed the same/similar service within the last four (4) years.

Business Name and Address Email

Address

Telephone

Number

Contact

Person

Years of

Service

1.

2.

3.

4.

5.

6.

7.

8.

SCHEDULE F

New vendors must also complete Form W9.

Suggested Envelope Format for RFP Submission

Return Address of Bidder:

Linda Dentice/District Treasurer/Bid Coordinator

NAME OF BID ENCLOSED MUST APPEAR ON THE OUTSIDE

ENVELOPE

Bid for: Biometrics Screening

Bid Opening: December 12, 2024________________________

Place: Erie 2-Chautauqua-Cattaraugus BOCES