COVID Testing IFB - Westborough.pdf

The Westborough Public Schools

Invitation for Bids

Safer Teachers, Safer Students: SARS-CoV-2 Screening Testing Pilot Program

IFB # 2021-1

Bid Release Date February 17, 2021 at 9:00 AM E.S.T.

Questions Date: February 24, 2021 at 9:00 AM E.S.T.

Addendums Posted: March 3, 2021 at 9:00 AM E.S.T.

Submission Deadline: March 10, 2021 at 9:00 AM E.S.T.

Submittal Email: oliveri@westboroughk12.org

Designated Contact:

Irene Oliver, Director of Finance and Administration

All contacts/inquiries should be made by email to the following address: oliveri@westboroughk12.org mailto:rpellegrino@nsboro.k12.ma.us

Table of Contents

Section Description Page

Legal Notice 4

Section 1: General Information 1. Overview 5

2. Availability of Bid Documents 5

3. Questions 5

4. Addenda and Interpretation 6

Section 2: How to Submit a Bid 1. Bid Submittal 6

2. Electronic Bid Submittal 7

3. Receipt of Bids 7

4. Compliance with Request for Bid 7

5. Required Bid Documents 7

6. Modifications to Bids 8

7. Bid Opening 8

Section 3: Bid Requirements 1. Performance Capabilities 9

2. Qualification & Minimum Requirements of Bidders 9

3. References 9

4. Subcontractors 9

5. Taxes 10

6. “Or Equal” Bids 10

Section 4: Award and Contract 1. Rule of Award 10

2. Reserved Rights 10

3. Contract 11

4. Term 11

5. Competitiveness and Integrity 11

6. Right to Know Legislation 11

7. Method of Acquisition 11

8. Invoicing and Payment 11

9. Delivery 12

10. Warranty 12

Section 5: Project Specifications 1. Scope of Services 12

Section 6: Quality Requirements

Forms Form A: Cover Sheet 18

Form B: Price Bid Form 20

Form C: References 21

Form D: Certificate of Non‐Collusion 22

Form E: Tax Compliance Certification 23

Form F: Certificate of Authority 24

Form G: Corporate / Partnership Form 25

Form H: Data Security Agreement 26

Form K: Standard Contr Form I: Standard Contract 27

Form K: Standard Contract Form – Westborough Public Schools

Form K: 27

Form L: Bid Capabilities 32

LEGAL NOTICE

INVITATION FOR BIDS

Safer Teachers, Safer Students: SARS-CoV-2 Testing Pilot Program

The Public Schools of Westborough invites bids for Safer Teachers, Safer Students: SARS-CoV-2 Testing Pilot Program for the Westborough Public Schools. Bid must be submitted by email to the attention of Irene Oliver, Director of Finance and Administration at oliveri@westboroughk12.org.

For questions, information, or bid documents Irene Oliver, Director of Finance and Administration at oliveri@westboroughk12.org.

Key Dates/Times:

Item Date Time Location

Bid Release Date 02/17/2021 9:00 AM EST

The Westborough Public Schools Website: westboroughk12.org

The Westborough Public Schools of 45 West Main Street Westborough, MA 01581

Email:

oliveri@westborough.k12.org https://www.commbuys.com/bso www.westboroughk12.org

Questions Due 02/24/2021 9:00 AM EST Email:

oliveri@westboroughk12.org

Amendments and Responses to Questions

03/3/2021 9:00 AM EST

Will be emailed to all vendors of record and posted to our website.

Submittal Date 03/10/2021 9:00 AM EST

The Westborough Public Schools ATTN: Irene Oliver, Director of Finance and Administration 45 West Main Street Westborough, MA 01581 oliveri@westboroughk12.org

Term Upon Signed Contract through 6/21/21 about:blank https://www.commbuys.com/bso

SECTION 1: GENERAL INFORMATION

1. OVERVIEW

This is an Invitation for Bids (IFB) issued by the Westborough Public Schools to conduct its Safer Teachers, Safer Students: SARS-CoV-2 Testing Pilot Program.

In an effort to provide empirical evidence of the number of SARS-CoV-2 cases in our public schools and potentially reduce fear, we would like to implement a comprehensive and coordinated infrastructure for screening Preschool – Grade 12 school aged children and staff. This screening program will greatly assist with identifying those infected with SARS-CoV-2 by providing rapid notification to the district, so that the district can isolate individuals and reduce transmission. Expeditious screening of symptomatic individuals will also facilitate the ability to stay in school for children and staff who do not have COVID-19, thereby preserving the workforce. The District will not be charged an additional fee for the return of the individual positive results.

The Westborough Public Schools consist of Preschool through Grade 12 and a vocational program for students ages 18-22. As of Fall 2020, the district included one (1) preschool program, four (4) elementary schools, one (1) middle school, and one (1) high school totaling approximately 4,000 students and 800 staff including substitute teachers across all schools.

The Westborough Public Schools is an affirmative action/equal opportunity employer and encourages participation from certified minority and women‐owned businesses in this IFB. The District may cancel this IFB or reject in whole or in part any and all bids, if the District determines that cancellation or rejection serves the best interests of the District.

2. AVAILABILITY OF BID DOCUMENTS

Bid documents will be made available beginning February 17, 2021 9:00 AM E.S.T. by the following means:

a) By e‐mail to oliveri@westboroughk12.org or

b) From the district website westboroughk12.org or

c) At https://www.commbuys.com/bso.

Bid documents will be emailed unless delivery via U.S. Mail is specified by the requestor. Bidders shall use the complete set of bid documents in preparing bids. The District will not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of bid documents.

The District, in making copies of the bid documents available, does so only for the purpose of obtaining bids on the work of this IFB, and does not expressly or impliedly confer a license or permission of any kind to any person for any other use thereof.

3. QUESTIONS

Any questions relating to this bid are due by February 24, 2021 at 9:00 AM E.S.T. Email Irene Oliver at oliveri@westboroughk12.org to submit questions relating to this bid. All answers will be posted on the Westborough Public Schools’ website and will be emailed to all vendors who have requested a copy of the bid.

mailto:oliveri@westboroughk12.org

4. ADDENDA AND INTERPRETATION

Prior to the opening of bids, no interpretation of the meaning of the bid documents will be made to any bidder orally. Any apparent inconsistencies or any matter seeming to require explanation or interpretation in this IFB, must be inquired into in writing and addressed to Irene Oliver oliveri@westboroughk12.org. No requests will be accepted beyond February 24, 2021 at 9:00 AM E.S.T.

Written addenda will be emailed to all parties who, according to the District’s records, have obtained or requested bid documents and have furnished an email address for such purposes. Absence of “failure” messages electronically transmitted from addressee’s email address will serve as confirmation of delivery of addenda.

Copies of addenda will be made available for inspection at all locations where bid documents are on file for that purpose and will be available at the Office of the Superintendent of Schools at 34 West Main street, Westborough, MA 01581. Each bidder shall be responsible for determining that it has received all addenda issued and shall acknowledge receipt of all addenda on its Cover Sheet, and failure of any bidder to receive any addendum shall not relieve such bidder from any obligation under its bid as submitted. All addenda so issued shall become part of the bid documents.

All addenda will be posted by March 3, 2021 at 9:00 AM E.S.T. Bidders should contact Irene Oliver via e‐mail (oliveri@westboroughk12.org) or phone (508-836-7700) if they believe an addendum has not been received.

The District will not be responsible for, and no bidder may rely upon or use as the basis of a claim against the District, any information, explanation or interpretation of the bid documents rendered in any fashion except as herein provided.

SECTION 2: HOW TO SUBMIT A BID

1. BID SUBMITTAL

Bids consist of two parts: a Price Bid and a Non‐Price Bid. In accordance with M.G.L. c. 30B, respondents must submit separate Price and Non‐Price Bids via email submissions clearly entitled with the following email subject line - IFB #2021-02 – Safer Teachers, Safer Students: SARS-CoV-2 Testing Program.

Price Bids shall be entitled:

“Price Bid for IFB #2021-02 – Safer Teachers, Safer Students: SARS-CoV-2 Testing Program”

Non‐Price Bids shall be entitled:

“Non‐Price Bid for IFB #2021-02 – Safer Teachers, Safer Students: SARS-CoV-2 Testing Pilot Program”

Every bid must be submitted on the prescribed bid forms, copies of which are included with the bid documents. All blank spaces on the bid forms shall be filled in, in ink or typewritten, in words or figures. The prices for each item on the price bid shall be stated in both words and figures. Where itemized lump sum or unit prices are called for, the bidder shall provide all such prices. In the event of a discrepancy between prices written in words and prices written in figures, the written words shall govern. In the event of a discrepancy between the indicated sum of any column of figures and the correct sum thereof, the correct sum shall govern.

Bidders must submit bids electronically in two separate files, one for the Price Bid and one for the Non-Price Bid, to oliveri@westboroughk12.org. The receipt must be on or before the stated deadline.

The bid shall state the legal name of the bidder and shall be signed in ink by a person or persons legally authorized to bind the bidder to a contract, as follows: (1) if the bidder is an individual, by him/her personally; (2) if the bidder is a partnership, by the name of the partnership, followed by the signature of each general partner; and (3) if the bidder is a corporation, by the authorized officer, whose signature must be attested to by the Clerk/Secretary of the corporation and the corporate seal affixed. The name and title of the person or persons signing the bid shall be typed or printed below the signature(s).

2. ELECTRONIC BID SUBMITTAL

Bids will be accepting by email only. Bidders will be expected to confirm receipt of the submission.

3. RECEIPT OF BIDS

All bidders are cautioned to allow ample time for transmittal of bids. Bidders are solely responsible for delivery to and receipt by the District of bids by the bid deadline. Bids received after the specified time will not be accepted or recognized.

Any bid may be withdrawn by the bidder or its duly authorized representative by written notice received by the

District at the email address for receipt of bids specified in the Invitation for Bids prior to the time scheduled for the opening of such bids or authorized postponement thereof. No bid may be withdrawn for sixty (60) business days after the opening of general bids. All bid prices submitted in response to this IFB must remain firm for sixty (60) days following the bid opening.

4. COMPLIANCE WITH REQUEST FOR BID

Bidders must comply with all requirements of this IFB in order to be eligible for contract award. The District reserves the right to reject any or all bids if it is in the public interest to do so. Every bid which does not conform to statutory requirements, or which is on a form not completely filled in, or which is incomplete, conditional or obscure, or which contains any addition not called for, shall be considered invalid and the District shall reject any such bid.

In addition, the District may consider informal and may reject any bid which is not prepared and submitted in accordance with all requirements of the bid documents, or which contains erasures, alterations, additions, errors or irregularities of any kind, or which contains proposed prices for any class or item of work which are, in the judgment of the District, substantially less or more than the actual cost to complete the work; provided, however, that the District reserves the right to waive any and all minor informalities or non‐statutory requirements.

Subject to the foregoing, if the bid forms, specifications, or any other bid documents require submission of special information or data to accompany bids, and any bidder neglects to furnish such information or data with its bid, the District may reject the bid of such bidder as incomplete; provided, however, that the District reserves the right to deem any such omission which is not an omission of substance as an informality for which such bid will not be rejected, and to subsequently receive such information or data prior to award of the contract.

5. REQUIRED BID DOCUMENTS

All bids are required to contain the following forms fully completed and signed (if applicable) as part of the Price Bid envelope:

a. Cover Sheet (Form A)

b. Price Bid Form (Form B);

c. References (Form C);

d. Certificate of Non‐Collusion (Form D);

e. Tax Compliance Certification (Form E);

f. Certificate of Authority (Form F);

i. Corporate/Partnership Form (Form G);

j. Data Security Agreement (Form H);

k. Standard Contract (Form K) for each of the three districts; and

l. Bid Capabilities (Form L)

6. MODIFICATIONS TO BIDS

A bidder may correct, modify, or withdraw a bid by written notice received by the District not later than the close of business on the day before the bid deadline on March 9, 2021at 4:00 PM E.S.T. Bid modifications must be submitted via email with the subject line “Modification No. ___.”

Each modification must be numbered in sequence and must reference the original IFB. After the bid opening, a bidder may not change any provision of the bid in a manner prejudicial to the interests of the District or fair competition as determined by the District.

7. BID OPENING

Emailed bids will be accepted at oliveri@westboroughk12.org by 9:00 AM E.S.T. as read on the clock on the Director of Finance and Administration’s laptop computer on March 10, 2021. The bid opening will be held at 10:00 AM EST in the Superintendent's conference room, 3rd Floor Forbes Building, 45 West Main Street, Westborough, MA 01581.

Social distancing and mask wearing are required.

If the Office of the Superintendent of Schools is closed due to weather or other emergency (except for the current COVID-19 pandemic), the deadline for receipt of bids will be extended until the same time on the next business day that the Office of the Superintendent of Schools is open.

SECTION 3: BIDDER REQUIREMENTS

1. PERFORMANCE CAPABILITIES

Bidders must be capable of providing the specified goods and services on schedule, in working order, in an intact and undamaged condition, and providing any support services in a professional and workmanlike manner. Time of performance is critical to this IFB. Bidders must reassure the District of their capacity to perform within the timeframe set out in this IFB.

2. QUALIFICATION & MINIMUM REQUIREMENTS OF BIDDER

In order to be considered for the award of this IFB, bidder must demonstrate competency in the business of providing the goods and/or services specified in this IFB by conformance with the following criteria:

a. Bidders must have a verified experience record acceptable to the District, including having successfully performed similar size and scope of work as is proposed for at least two (2) other companies, schools or districts.

b. Bidders must not have defaulted on or failed to perform any contract within the last three (3) years.

c. Bidders must receive favorable ratings or reviews from references.

d. The product or service offered must meet the requested specifications.

e. Bidders must be registered to do business in Massachusetts.

f. Bidders must hold all applicable State and Federal permits, licenses, certifications and approvals.

The District may make such investigations as it deems necessary to determine the ability of the bidder to supply the necessary equipment, and the bidder shall furnish to the District all such information and data for this purpose as the District may request. The District reserves the right to reject any bid if the evidence submitted by, or investigation of, such bidder, or the District’s own experience with such bidder, fails to satisfy the District that such bidder is properly qualified to carry out the obligation of the Contract by supplying the equipment and services contemplated therein. Conditional or qualified bids will not be accepted.

3. REFERENCES

Bidders must provide a complete list of all jobs performed in the past three (3) years that are similar in size and scope to this project. Any omission will be considered grounds to invalidate the bidder’s bid. Use the form marked “REFERENCES” in this bid (Form C) and provide the following information for each reference:

Contact Person

a. Street Address

b. City, State, Zip

c. E‐mail Address

d. Phone Number

4. SUBCONTRACTORS

Bidders must supply a list of subcontractors and specific services outsourced to be used during the contract, if applicable. All subcontractors including labs must abide by HIPAA rules and regulations.

5. TAXES

The District is exempt from Town, County, State and Federal/Excise Taxes. Certificates will be issued upon request.

Any appropriate taxes shall be shown as a separate item on each bid. Bidder shall obtain all appropriate tax exemption certificates from the District.

No contract may be entered into with any party that has not filed and paid all taxes required under law. This certification is to be included with the sealed bid. Failure to submit a statement of compliance will result in the bid being disqualified. (Form E)

6. “OR EQUAL” BIDS

An item at least equal to one or more that are named or described in the specifications may be offered by a bidder.

To determine if the materials or articles proposed by the bidder are equal to those specified, the District shall consider whether the materials or articles proposed are at least equal in quality, durability, appearance, strength and design to the material or articles named or described and will perform at least equally the functions imposed by the design for the project; and conforms substantially, even with deviations, to the detailed requirements of the specifications. The name and manufacturer’s published product specifications establishing product equality must accompany “Or Equal” Bids. Acceptance of “Or Equal” Bids shall be at the sole discretion of the District, whose decision shall be final.

SECTION 4: AWARD AND CONTRACT

1. RULE OF AWARD

The Contract for Services (the “Contract”) (Form I) will be awarded to the responsive and responsible bidder offering the lowest total price for all required services. Such bidder shall have complied with the requirements of this bid invitation and possess the skill, ability and integrity necessary for the faithful performance of the work and comply with all applicable provisions of law.

The term “responsive and responsible bidder” shall mean the bidder (1) who possesses the skill, ability and integrity necessary for the faithful performance of the work, as determined by the District; and (2) who shall certify that he is able to furnish labor that can work in harmony with all other elements of labor employed or to be employed in the work.

In the event of a tie, the District will flip a coin assigning “heads” to the bidder whose company name is alphabetically first.

2. RESERVED RIGHTS

As it deems best serves the interests of the Westborough Public Schools, the District reserves the right to:

a. Cancel this IFB at any time, with or without notice to prospective bidder. Reasonable efforts will be made to give timely notice.

b. Accept or reject, in whole or in part, any and all bids as permitted by law.

c. Waive or adjust non‐statutory bid requirements before or after bids are opened, while also being non‐ prejudicial to the interests of fair competition.

3. CONTRACT

The successful bidder will be notified in writing, by mail or otherwise, that its bid has been accepted and that it has been awarded the Contract. The successful bidder shall execute the Contract (Form I) within ten (10) days after presentation of the Contract to the bidder or notice to the bidder that the Contract is ready for execution. The District shall have no obligation whatsoever to the successful bidder until such Contract is executed. A signed contract will result from this IFB and will remain in effect for the contracted work period or until the purpose of the contract is fully realized. While the contract is in effect, the Procurement Officer acting on behalf of the Westborough Public Schools may continue to place orders for the awarded items at the original bid price.

4. TERM

The term of this agreement will be from the date of the signed contract until June 21, 2021.

5. COMPETITIVENESS AND INTEGRITY

Bidder are to direct all communications regarding this IFB to the Director of Finance for the Westborough Public Schools, unless otherwise specifically noted. Attempts by bidder to circumvent this requirement will be viewed negatively and may result in rejection of that bid. The Westborough Public Schools business Office may refer communications to other parties for clarification.

6. RIGHT TO KNOW LEGISLATION, M.G.L., CH. 111F & 454 C.M.R. 21.06

All vendors furnishing substances or mixtures which may be classified as toxic or hazardous, pursuant to M.G.L. c.

111F, are cautioned to obtain and read the statute and regulations referred to above.

7. METHOD OF ACQUISITION

All items and materials shall be included in the price of services. The Westborough Public Schools will issue purchase orders if they deem the Contract usable.

8. INVOICING AND PAYMENTS

The successful bidder must direct all invoices to:

c/o Accounts Payable 45 West Main Street, 3rd Floor Westborough, MA 01581 lungarinik@westboroughk12.org

The Westborough Public is tax‐exempt. Sales taxes and finance charges will not be paid. Individual purchase orders will be assigned to the successful bidder from the Westborough Public All invoices submitted must show the Westborough Public Schools’ purchase order number.

Payments will be made for all goods/services delivered within 30 days of receipt and acceptance of delivery.

mailto:AP@nsboro.k12.ma.us

9. DELIVERY

The delivery time, as stated in the IFB, shall be the time required to deliver the complete item after the receipt of the order or award of the Contract. The District reserves the right to reject any bid in which the delivery time indicated may delay the operational needs for which the commodity/service is intended.

10. WARRANTY

The successful bidder shall provide warranties to the District as more fully described in the Contract (Form I) attached hereto.

SECTION 5 – PROJECT SPECIFICATIONS

1. SCOPE OF SERVICES

We are interested in implementing a 12-13-week program of weekly COVID screening for students, staff and school contacts of positive cases with results ideally within 24 hours.

The pilot program would consist of:

Assurance Screening: We are interested in implementing an 13-week pilot program of COVID screening for students, staff, ideally weekly. Our staff travel from a wide range of towns and nearby states to come to work.

Screening would help to provide assurance, both for our staff and for our parents.

Requirements: Screening will occur outside of classroom hours so as not to disrupt the learning environment..

Screenings may be conducted by utilizing at home collection kits that are returned to designated sites on designated dates.

Vendor will provide a complete solution to minimize any burden of screening activities on the Westborough Public Westborough Health Department. This includes the ability to provide sufficient and appropriate support staff, screening supplies, and equipment.

Vendor will obtain informed consent for minor children as young as Preschool from their parent/guardian, as well as informed consent for adult staff who work for the Westborough Public (patient). This consent form will include language that allows the vendor to share test results, identifiable information, and other data directly with the Westborough Public Schools and the Westborough Board of Health, regardless of the state or town of residence of the adult staff or minor.

Vendor (and any lab/subcontractor) will comply with all state and federal laws and regulations applicable to the privacy and security of personal and other confidentiality related requirements, including HIPAA. The data collected shall be entered into a HIPAA-compliant electronic record keeping system for purposes of security and applicable covered transactions, including billing. Vendor will provide the Westborough Public Schools with its HIPAA Notice of Privacy Practices and relevant Business Associate Agreements, if applicable. The approved HIPAA Notices of Privacy Practice will be provided to the patients.

Vendor (and any lab or subcontractor) has secured all appropriate licenses or waivers from the Massachusetts Department of Public Health (MDPH) and other required state or federal entities to perform services under this contract.

Once positive cases are identified, vendor will notify district specified personnel in a timely manner, or if necessary the individual or proxy in the case of a minor, (following HIPAA regulations), MDPH, local Board of Health, and with the appropriate consent, the Westborough Public Schools.

Roles and Responsibilities The following table outlines the activities that are required to facilitate the end-to-end screening process and identifies the responsible party/parties for each of the respective activities.

ACTIVITY RESPONSIBLE PARTY

Vendor (with support of Screening Partner)

The Westborough Public Schools

Families / Teachers

Registration

• Technology delivery method (app, website, etc.)

• Collect informed consent forms for all adult staff

• Collect adult proxy information and informed consent forms for all minors

• Manage registration

• Invite participants to sign up for screening

• Establish non-compliance policy

• Establish process for families with multiple children

• Complete registration as required to identify participant with sample

Consent

• Obtain appropriate legal consent for screening of all students and staff for data sharing with the Westborough Public Schools, develop privacy protocols for patients, provide HIPAA Notices of Privacy Practice to patients, provide and execute relevant Business Associate Agreements

• Obtain consent for screening of minors and notification of results to proxy

• Provide consents in Spanish, Portuguese, Arabic, and Mandarin

• Final approval of consent form

• Final approval of HIPAA Notices of Privacy Practice

• Final approval of relevant Business-Associate Agreements

• Sign consent and submit.

Screening Protocols

• Secure all required licenses and waivers from MDPH and other entities to operate the test site and take samples as well as conduct laboratory screening.

• Manage availability and delivery of test kits

• Manage personal information including the provision of appropriate HIPAA privacy notifications and compliance with HIPAA and other state and federal privacy laws

• Identify site or method for collecting completed specimen collection kit from staff and students

• Identify sample drop off times and location

• Store test kits once delivered

• Verify identify of patients

• Label sample

Dispose of any biohazardous waste and all other waste

● Participate following protocol in voluntary program

Transport / Analysis

• Track collection times and delivery times to the screening laboratory.

• Minimize turnaround time (requesting 24- 48 hours)

• Manage test selection, sensitivity, accuracy

• Update test protocol as advances in screening continue to occur with written approval of the Westborough Public Schools

• Provide District with transport and storage condition requirement

• Transport collect specimens to screening lab

• Transport collected specimens to the screening laboratory

• Meet all necessary transport and storage condition requirements

Reporting

• Notify specified district personnel regarding data, or if necessary, patients or their proxy in case of minors (following HIPAA regulations), MDPH, the Westborough Board of Health, and with the appropriate consent, the Westborough Public Schools.

• Direct participants to education and resources including instructions for isolation and quarantine if not completed by designated school personnel.

• Tracking metrics (stripped of any PII data but with relevant demographics for purposes of assessing effectiveness of the screening program)

• Dashboard of key metrics

• Establish key reporting metrics *

• Follow appropriate protocols based on test result notification

• Provide current contact information for reporting of test results

Contact Tracing

• Work with the Westborough Board of Health to develop protocols and procedures in the event of a positive test

• Conduct contact tracing with Westborough Board of Health per protocols

Billing

Estimated Screening Volume Range by week

Westborough Public Schools

Estimated Screening by Week

Asymptomatic - Staff

Asymptomatic - Students

3/15/2021 300-600 0

3/22/2021 300-600 300-600

3/29/2021 300-600 500-1,000

4/5/2021 300-600 500-1,000

4/12/2021 300-600 1,000-2,300

4/26/2021 0 1,000-2,300

5/3/2021 0 1,000-2,300

5/10/2021 0 1,000-2,300

5/17/2021 0 1,000-2,300

5/24/2021 0 1,000-2,300

5/31/2021 0 1,000-2,300

6/7/2021 0 1,000-2,300

6/14/2021 0 1,000-2,300

Grand Total 1,500-3,000 10,300-23,300

Key Deliverables:

Deliverable 1: Screening Plan and Operational Procedures Establish a screening plan and operational procedures collaboratively with the District.

Vendor must:

● Purchase and maintain consistent sourcing of laboratory tests and related supplies for either:

● FDA-approved or -authorized PCR tests (preferably with results returned in 24 hours or less),

● Other tests approved in writing by Westborough Public Schools and the Westborough Board of Health

● Comply with all manufacturer and CLIA guidelines, and MDPH, FDA, or other entities’ licensure or waiver requirements for performing such tests

● Establish agreement with a laboratory for screening services

● Obtain required licensure or waivers from MDPH

Deliverable 2: Screening (beginning week of March 15, 2021) Provide COVID-19 screening test materials and supplies, as well as technical support to the District.

Deliverable 3: Communicating Test Results and Counseling Provide COVID-19 test results to designated school personnel, or if necessary patients (or proxy in case of minors) and counsel COVID-19 positive individuals

● Provide test results to designated school personnel.

● Use approved collateral materials for providing information to individuals during screening and after notification of positive or negative test results

Deliverable 4: Billing Establish and/or implement billing processes

● Bill the Westborough Public Schools for approved tests performed

Deliverable 5: Reporting and Data Collection Assure appropriate data collection and submit required reports as instructed

● Report test results to the designated school personnel or if necessary, MDPH, the patient or the patient’s parent/guardian, the Westborough Board of Health, as well as the Westborough Public Schools with consent provided.

● Report the above information on persons screening positive immediately (within 2 hours of receiving result)

● In addition to reporting positive test results on individuals, report aggregate data daily on wait times, number tested symptomatic, number tested asymptomatic, % positive symptomatic and % positive asymptomatic by staff and student grade in a manner consistent with HIPAA privacy rules, executed consents, and other relevant state and federal laws regarding privacy and confidentiality.

Invoices and fiscal reports The successful vendor shall report to the Westborough Public Schools on a regular basis regarding the status of the project and its progress in providing the contracted services and/or products. At a minimum, the successful vendor shall submit a monthly invoice detailing the tests provided, and the associated costs.

Insurance With the award of the Contract, the successful bidder shall submit Certificates of Insurance to the District to prove that it has certain minimum coverages as more fully described in the Contract (Form I) attached hereto.

SECTION 6 – QUALITY REQUIREMENTS

Bidders must comply with the following quality requirements:

1. SECTION 5 – PROJECT SPECIFICATIONS

2. Bidders must have a minimum of three (3) years of experience

3. Must have the capacity to obtain laboratory screening supplies

4. Bidder must have FDA, MDPH and CLIA lab approved screening method

5. Bidder has experience with ensuring patient safety including consent, liability, and patient confidentiality and privacy

6. Successful screening and management for three (2) or more companies, Districts or schools that are similar in scope and size of the Westborough Public Schools

7. Firm can demonstrate experience with two (2) or more similar communities

FORM A – COVER SHEET

THE WESTBOROUGH PUBLIC SCHOOLS

Instructions to Bidder

Safer Teachers, Safer Students: SARS-CoV-2 Testing Pilot Program IFB

From:______________________________________________________________________

(Name of Bidder)

(____) a corporation, organized and existing under the laws of the state of ___________ (____) a partnership (____) a joint venture (____) an individual doing business as _______________________________________________________

By submitting this bid, the undersigned represents to the District that it has examined and understands the Invitation for Bid, bid forms, and all other documents in this bid package. By submitting this bid, the undersigned agrees that it shall be subject to the jurisdiction of the courts of the Commonwealth of Massachusetts with respect to any actions arising out of or related to this bid or any contract that may be entered into based upon this bid, and that any such actions commenced by the undersigned shall be commenced in the courts of the Commonwealth of Massachusetts. A bidder wishing to amend this bid after transmittal to the District may do so only by withdrawing this bid and resubmitting another bid prior to the time for the opening of bids. The undersigned proposes to furnish all labor and materials required for the work of the Contract referred to above for the prices stated on the attached Price Bid, which prices are incorporated by reference into this bid.

The undersigned agrees that, if selected, it will within ten (10) days, Saturdays, Sundays and legal holidays excluded, after presentation thereof by the District, execute a Contract substantially in the form attached to the Request for Bids (Form K) and in accordance with the terms of this bid. The bid includes the addenda as numbered below, which bidder acknowledges receipt of:

No._______________Dated:______________________ No._______________Dated:______________________

Authorized Signature Date Print Authorized Name

Contact Name for Bid Questions:

Contact Name Email of Contact Person Company Name Contact Person Phone Number Address State Zip Code

FORM B – PRICE BID FORM

Asymptomatic Staff:1,500-3,000

Asymptomatic Students: 10,300-23,300

Adult Price per test (all-inclusive): $____________

Minor Price per test (all-inclusive): $____________

All quotes must be submitted in the manner and form prescribed by the specifications which control award(s) of this contract. Award(s) will be made to the responsive and responsible vendor(s) offering the most advantageous bid, taking into consideration requirements and comparative criteria as set forth in the IFB, including price.

Quotes may be emailed to Irene Oliver, Director of Finance and Administration at oliveri@westboroughk12.org. It is recommended to email or call to confirm that your document has been received for consideration.

FORM C ‐ REFERENCES

Bidders must provide three references performed in the past three (3) years that are similar in size and scope to this project. Any omission will be considered grounds to invalidate the bidder’s bid.

1. Contact Name:_________________________________________________________________

Company/Organization: _________________________________________________________

Address: ______________________________________________________________________

Email Address:_________________________________________________________________

Phone Number:_________________________________________________________________

2. Contact Name:_________________________________________________________________

Company/Organization: ________________________________________________________

Address: _________________________________________________________________

3. Contact Name:_________________________________________________________________

Company/Organization: _________________________________________________________

Address: _________________________________________________________________

FORM D ‐ CERTIFICATE OF NON‐COLLUSION

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Signature of individual submitting bid or bid

Name of business

Date

FORM E – TAX COMPLIANCE CERTIFICATION

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

*(Individual or Corporate Name) Signature of person submitting bid or bid

Name of business

**Social Security Number or Federal Identification Number

Date

*Approval of a contract or other agreement will not be granted unless this certification clause is signed by the applicant, and separate forms completed by each subcontractor.

**Your Social Security Number and Federal Identification Number will be furnished to the Massachusetts Department of Revenue to determine whether you have met tax filing or tax payment obligations. Providers who fail to correct their non-filing or delinquency will not have a contract or other agreement issued, renewed, or extended. This request is made under the authority of M.G.L. c. 62C, § 49A.

FORM F ‐ CERTIFICATE OF AUTHORITY

At a duly authorized meeting of the Board of Directors of _______________________________ (name of corporation) held on *______________ (date) at which all the Directors were present or waived notice, it was voted that _______________________________ (name), _______________________________ (office) of this corporation, be it he or she, hereby is authorized to execute bid documents, contracts and bonds in the name and on behalf of said corporation, and affix its Corporate Seal thereto, and such execution of any bid document or contract or obligation in this corporation’s name on its behalf under seal of the corporation, shall be valid and binding upon this corporation.

ATTEST: ______________________________

(clerk or secretary)

Place of Business: _______________________________

I certify that I am the clerk/secretary of the ____________________________________ and that _______________________________ is the duly elected _______________________________ and that the above vote has not been amended or rescinded and remains in full force and effect as of the date set forth below.

ATTEST: ______________________________

(clerk or secretary)

Date**: _______________________________

* This date must be on or before the date of the Contract.

** This date must be on or before the date of the Contract.

FORM G ‐ CORPORATE/PARTNERSHIP FORM

NOTE: If the bidder is a corporation, indicate state of incorporation; if a partnership, give full names and addresses of all partners; and if an individual, give residential address if different from business address. Use the following spaces:

If a Corporation:

Incorporated in what State: ______________________________________________________________

President: ___________________________________________________________________________

Treasurer: ___________________________________________________________________________

Secretary: ___________________________________________________________________________

If a foreign corporation (incorporated or organized under laws other than laws of the Commonwealth of Massachusetts), is the corporation registered with the Secretary of State of Massachusetts?

Yes ____ No ____

If a Partnership: (Name all Partners)

Name of Partner: ______________________________________________________________________

Residence: ___________________________________________________________________________

Name of Partner: ______________________________________________________________________

Residence: ___________________________________________________________________________

Name of Partner: ______________________________________________________________________

Residence: ___________________________________________________________________________

If an Individual:

Name: ______________________________________________________________________________

Residence: __________________________________________________________________________

If an Individual doing business under a firm name:

Name of Firm: _______________________________________________________________________

Name of Individual: ___________________________________________________________________

Business Address: ____________________________________________________________________

Residence: __________________________________________________________________________

Other form of business organization:

FORM H – DATA SECURITY AGREEMENT

Massachusetts Student Privacy Alliance Form

STUDENT DATA PRIVACY SPECIAL TERMS AND CONDITIONS

This Student Data Privacy Special Terms and Conditions dated ______________ (hereinafter “Agreement”) is by and between the Westborough and ___________. (“Contractor”), a contractor performing institutional services and functions that will require student data to perform those services and functions.

Contractor and the Westborough Public Schools have contracted for the Contractor to provide Staff and Student COVID-19 screening (“the Services”), which are institutional services and functions, to the Westborough Public Schools.

In the course of performing the Services, Contractor will obtain confidential student records and/or confidential student record information that contain personally identifiable student records, data and/or personally identifiable information and other non‐public information, including, but not limited to student data, meta data and user content (“Data Files”). The Westborough Public Schools and Contractor acknowledge and agree that this Agreement is for the purpose of sharing Data Files between the parties in a manner consistent with the Family Educational Rights and Privacy Act of 1974 (“FERPA”) and Massachusetts student record regulations, 603 C.M.R. 23.00 (“State Regulations”).

The Data Files will be used by the Contractor and its employees to populate student data only for the purpose of delivering these Services. Contractor further acknowledges and agrees that all copies of such Data Files, including any modifications or additions to Data Files or any portion thereof from any source, are subject to the provisions of this Agreement in the same manner as the original Data Files. The ability to access or maintain Data Files and/or any portion thereof under this Agreement shall not under any circumstance transfer from Contractor to any other party.

Contractor acknowledges and agrees that it is providing institutional services or functions for the Westborough Public Schools and that it is under direct control of the Westborough Public Schools with respect to the use and maintenance of Data Files in connection with these Services. Contractor additionally acknowledges and agrees that at no point in time is the Contractor the owner of the Data Files. Ownership rights are maintained by the Westborough Public Schools and the Westborough Public Schools reserves the right to request the prompt return of any portion of the Data Files and/or all Data Files at any time for any reason whatsoever. Contractor further acknowledges and agrees that it shall adhere to the requirements set forth in both federal and state law regarding the use and re‐disclosure of the Data Files or any portion thereof, including without limitation, any student data, meta data, user content or other non‐public information and/or personally identifiable information contained within the Data Files. Contractor also acknowledges and agrees that it shall not make any re‐disclosure of any Data Files or any portion thereof, including without limitation, any student data, meta data, user content or other non‐public information and/or personally identifiable information contained in the Data Files, without the express written consent of the Westborough Public Schools. Additionally, Contractor agrees that only authorized employees of the Contractor directly involved in delivering the Services shall have access to the Data Files or any portion thereof, including without limitation, any student data, meta data, user content or other non‐public information and/or personally identifiable information contained in the Data Files and that it and its employees shall protect the confidentiality of the Data Files or any portion thereof, including without limitation, any student data, meta data, user content or other non‐public information and/or personally identifiable information contained in the Data Files in such a way that parties other than officials of the Westborough Public Schools and their authorized agents cannot identify any students.

Contractor also acknowledges and agrees to:

● use Data Files shared under this Agreement for no purpose other than in connection with and through the provision of the Services provided under this Agreement with the Westborough Public Schools.

● use reasonable methods, including but not limited to, appropriate technical, physical and administrative safeguards, that reflects technology best practices and is consistent with industry standards, to protect the Data Files and/or any portion thereof from re‐disclosure that is created, sent, received, stored, processed or transmitted in connection with the Services under this Agreement while the Data Files and/or any portion thereof contained therein is both at rest and in transit. Contractor further acknowledges and agrees to conduct periodic risk assessments and remediate any identified security and privacy vulnerabilities in a timely manner.

● not share the Data Files and/or any portion thereof received under this Agreement with any other entity without prior written approval from The Westborough Public Schools and the prior written approval of the parent/guardian of the student or eligible student.

● not copy, reproduce or transmit the Data Files and/or any portion thereof, except as necessary to fulfill the Services.

● not re‐disclose, transfer or sell the Data Files and/or any portion thereof.

● not to use the Data Files and/or any portion thereof to market or otherwise advertise directly to students and/or their parents/guardians.

● not to use the Data Files and/or any portion thereof to inform, influence or guide marketing or advertising efforts or to develop a profile of a student or group of students for any commercial or other purposes.

● not to use the Data Files and/or any portion thereof contained therein for the development of commercial products or services.

● not to mine the Data Files and/or any portion thereof for any purposes other than those agreed to by the parties.

Contractor further acknowledges that data mining or scanning of user content for the purpose of advertising or marketing to students or their parents/guardians is expressly prohibited.

● notify the Director of Technology for the Westborough Public Schools in writing within three (3) days of its determination that it has experienced a data breach, breach of security, privacy incident or unauthorized acquisition or use of any Data Files and/or any portion thereof contained therein. Contractor agrees that said notification shall include, to the extent feasible, the date or approximate dates of such incident and the nature thereof, the specific scope of said breach (i.e., what data was accessed, used, released or otherwise breached, including the names of individual students that were affected by said breach) and what actions or steps with respect to the incident that Contractor plans to take or has taken in response to said breach. Additionally, Contractor agrees to adhere to all requirements in the Massachusetts Data Breach law and in federal law with respect to a data breach related to the Data Files, including, when appropriate or required, the required responsibilities and procedures for notification and mitigation of any such data breach. Contractor further acknowledges and agrees to have a written incident response plan that reflects best practices and is consistent with industry standards and federal and state law for responding to a data breach, breach of

● security, privacy incident or unauthorized acquisition or use of Data Files or any portion thereof, including personally identifiable information and agrees to provide the Westborough Public Schools, upon request, with a copy of said written incident response plan.

● not provide any Data Files or any portion thereof to any party ineligible to receive student records and/or student record data and information protected by FERPA and State Regulations or prohibited from receiving the Data Files or any portion thereof and/or any personally identifiable information from any entity under 34 CFR 99.31(a)(6)(iii).

● maintain backup copies, backed up at least daily, of Data Files in case of Contractor system failure or any other unforeseen event resulting in loss of Data Files or any portion thereof.

● upon receipt of a request from the Westborough Public Schools, immediately provide the Westborough Public Schools with any specified portion of the Data Files within three (3) calendar days of receipt of said request.

● upon receipt of a request from the Westborough Public School, immediately…