COVID Testing RFP _Final.pdf

WATERTOWN PUBLIC SCHOOLS

Request for Proposals Covid – 19 (SARS‐CoV‐2) Testing Program

Designated Contact: Heidi Perkins, Director of Finance & Operations

All contacts/inquiries should be made by e‐mail to the following address:

Shannon.dixon@watertown.k12.ma.us

RFP # #2021‐01

Proposal Release Date September 14, 2020 at 9:00 AM E.S.T.

Questions Date: September 22, 2020 at 9:00 AM E.S.T.

Addendums Posted: September 23, 2020 at 1:00 PM E.S.T.

Submission Deadline: September 28, 2020 at 10:00 AM E.S.T.

Submittal Location: Watertown Public Schools 30 Common Street Watertown, MA 02472 mailto:Shannon.dixon@watertown.k12.ma.us

Table of Contents

Section Description Page

Legal Notice 4

Section 1: General Information 1. Overview 5

2. Availability of Proposal Documents 5

3. Questions 5

4. Addenda and Interpretation 6

Section 2: How to Submit a Proposal

1. Proposal Submittal 6

2. Receipt of Proposals 7

3. Compliance with Request for Proposal 7

4. Required Proposal Documents 8

5. Modifications to Proposals 8

6. Proposal Opening 8

Section 3: Proposal Requirements 1. Performance Capabilities 9

2. Qualification & Minimum Requirements for Proposers 9

3. References 9

4. Subcontractors 10

5. Taxes 10

6. “Or Equal” Proposals 10

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

2. Timeframe for Award 11

3. Reserved Rights 11

4. Contract 11

5. Term 11

6. Competitiveness and Integrity 11

7. Right to Know Legislation 11

8. Method of Acquisition 11

9. Invoicing and Payment 12

10. Delivery 12

11. Warranty 12

Section 5: Project Specifications 1. Scope of Services 12

Section 6: Product and Performance

Terms 1. Comparative Evaluation Criteria 15

Forms Form A: Cover Sheet 19 Form B: Price Proposal 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: Disclosure of Lobbying Activities Form 25 Form H: Certificate Regarding Disbarment 26 Form I: Corporate / Partnership Form 27 Form J: Data Security Agreement 28 Form K: Watertown Standard Contract Form 34 Form L: Bid Capabilities 36

Appendix A Terms and Conditions 37

Appendix B Scope of Service 44

Appendix C The Contract Price 46

LEGAL NOTICE

REQUEST FOR PROPOSAL

Covid – 19 (SARS‐CoV‐2) Testing Program

The Watertown Public Schools invites sealed proposals for Covid – 19 (SARS‐CoV‐2) Testing Program at the Watertown Public Schools, ATTN: Heidi Perkins, Director of Finance & Operations, 30 Common Street, Watertown MA 02472, at which time they will be accepted.

For questions, information, or proposal documents contact Shannon Dixon, Administrative Assistant to the Director of Finance & Operations at shannon.dixon@watertown.k12.ma.us

Key Dates/Times: SECTION 1: GENERAL INFORMATION

Item Date Time Location

Notice

9/14/2020 9:00 AM EST Watertown Public Schools Website

Goods and Services Bulletin

COMMBUYS

Watertown Tab

Release of Proposal 9/14/2020 9:00 AM EST Watertown Public Schools Website Email: Shannon.Dixon@watertown.k12.ma.us

COMMBUYS

Questions Due 9/22/2020 9:00 AM EST Email: Shannon.Dixon@watertown.k12.ma.us

Amendments and

Responses to Questions 9/23/2020 1:00 PM EST Will be emailed to all vendors of record and posted to our website.

Submittal Date 9/28/2020 10:00 AM EST WPS Business Office Attn: Heidi Perkins Director of Finance & Operations 30 Common Street Watertown, MA 02472

Term Upon Signed Contract and continuing through the 2020-2021 school year or until funding is no longer available

Definitions for purposes of this document:

“Town” and “District” refer to Watertown Public School District, a department of the Town of Watertown, and the Town of Watertown

“Consultant” refers to the vendor that is awarded a contract under this RFP mailto:shannon.dixon@watertown.k12.ma.us mailto:Shannon.Dixon@watertown.k12.ma.us mailto:Shannon.Dixon@watertown.k12.ma.us

SECTION 1: GENERAL INFORMATION

1. OVERVIEW

This is a Request for Proposal (RFP) issued by the Watertown Public Schools to conduct its Covid – 19 (SARS‐CoV‐2) Testing Program.

In an effort to provide empirical evidence of the number of SARS‐CoV‐2 cases of staff in our public schools and potentially reduce fear or anxiety, we plan to implement a voluntary PCR or RT-PCR COVID testing program to test staff employed by the Watertown Public School District, a department of the Town of Watertown. This testing program will assist with identifying those who are infected with SARSCoV‐2 by providing rapid notification to the District, such that the District can isolate individuals and reduce transmission. Expeditious testing of symptomatic individuals will also facilitate the return to work in the school (and ability to stay in school) for staff who do not have COVID‐19, thereby preserving the workforce.

Watertown Public Schools is a public school district that includes Pre‐Kindergarten (PreK) and Pre-School programs through grade 12. As of fall 2020, the district includes one (1) pre‐school/pre-k facility, three (3) elementary schools, one (1) middle school, and one (1) high school totaling approximately 2,600 students and 400 staff across all schools. Should the District expand the testing program to include testing of students the quantity of tests may increase incrementally and the unit price shall not increase. Should the Vendor offer the tests to another Public or Private School District in Massachusetts at a lesser price at any time after the award of the contract awarded under this RFP, vendor shall agree to charge Watertown Public Schools the lowest unit price being charged to any Public or Private School at any time during the effective dates of the contract up to and including June 30, 2021.

The Town may cancel this RFP or reject in whole or in part any and all proposals, if the Town determines that cancellation or rejection serves the best interests of the Town.

2. AVAILABILITY OF PROPOSAL DOCUMENTS

Proposal documents will be made available beginning September 14, 2020 at 9:00 AM E.S.T.

Proposal documents will be e‐mailed contact shannon.dixon@watertown.k12.ma.us for the document.

Proposers shall use complete sets of proposal documents in preparing proposals. The Town will not assume any responsibility for errors or misinterpretations resulting from the use of incomplete sets of proposal documents.

The Town, in making copies of the proposal documents available, does so only for the purpose of obtaining proposals on the work of this RFP, 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 proposal are due by September 22, 2020 at 9:00 AM E.S.T. Email Shannon Dixon at shannon.dixon@watertown.k12.ma.us to submit questions relating to this proposal. All answers will be posted on the Watertown Public Schools website and will be e‐mailed to all vendors who have requested a copy of the proposal.

4. ADDENDA AND INTERPRETATION

Prior to the opening of proposals, no interpretation of the meaning of the proposal documents will be made to any proposal orally. Any apparent inconsistencies or any matter seeming to require explanation or interpretation in this RFP, must be inquired into in writing and addressed to Shannon Dixon at shannon.dixon@watertown.k12.ma.us. No requests will be accepted beyond September 22, 2020 at 9:00

AM E.S.T.

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

Copies of addenda will be made available for inspection at all locations where proposal documents are on file for that purpose and will be available at the WPS Business Office at 30 Common Street, Watertown, MA 02472. Each proposer 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 proposer to receive any addendum shall not relieve such proposer from any obligation under its proposal as submitted. All addenda so issued shall become part of the proposal documents.

All addenda will be posted by September 23, 2020 at 1:00 PM E.S.T. Proposer should contact Shannon Dixon via email at shannon.dixon@watertown.k12.ma.us or phone (617‐926‐7716) if they believe an addendum has not been received.

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

SECTION 2: HOW TO SUBMIT A PROPOSAL

1. PROPOSAL SUBMITTAL

Proposals consist of two parts: a Price Proposal and a Non‐Price Proposal. In accordance with M.G.L.

c. 30B, respondents must submit separate Price and Non‐Price Proposals in separately sealed envelopes clearly marked with the following information on the front of the envelope:

Price Proposals:

“Price Proposal for Covid – 19 (SARS‐CoV‐2) Testing Program”

Non‐Price Proposals:

“Non‐Price Proposal for Covid – 19 (SARS‐CoV‐2) Testing Program”

Every proposal must be submitted on the prescribed proposal forms, copies of which are included with the proposal documents. All blank spaces on the proposal forms shall be filled in, in ink or typewritten, in words or figures. The prices for each item on the Price Proposal shall be stated in both words and figures. Where itemized lump sum or unit prices are called for, all such prices shall be provided by the proposer. 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.

The proposer shall enclose its sealed proposal in an outer envelope addressed as follows:

FROM:

(Proposer’s name and business address) Covid – 19 (SARS‐CoV‐2) Testing Program

To:

Watertown Public Schools c/o Heidi Perkins, Director of Finance & Operations

30 Common Street Watertown, MA 02472

Proposers may submit bids in paper form only. Paper submittals must include one original and three (3) copies of the proposal. The Town also requests that all Price and Non‐Price Proposals be copied onto a thumb drive with two (2) thumb drives submitted with the hard copy of each proposal. One thumb drive with the Non‐Price Proposal and one thumb drive with the Price Proposal. Regardless of the means of submittal, the receipt must be on or before the stated deadline.

The proposal shall state the legal name of the proposer and shall be signed in ink by a person or persons legally authorized to bind the proposer to a contract, as follows: (1) if the proposer is an individual, by him/her personally; (2) if the proposer is a partnership, by the name of the partnership, followed by the signature of each general partner; and (3) if the proposer 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 proposal shall be typed or printed below the signature(s).

2.RECEIPT OF PROPOSALS

All proposers are cautioned to allow ample time for transmittal of proposals. Proposers are solely responsible for delivery to and receipt by the Town of proposals by the proposal deadline. Proposals received after the specified time will not be accepted or recognized. The time of receipt will determine the acceptability of mailed proposals, regardless of postmark.

Any proposal may be withdrawn by the proposer or its duly authorized representative by written notice received by the Town at the address for receipt of proposals specified in the Request for Proposals prior to the time scheduled for the opening of such proposals or authorized postponement thereof. No proposal may be withdrawn for sixty (60) business days after the opening of general proposals. All proposal prices submitted in response to this RFP must remain firm for sixty (60) days following the proposal opening.

3.COMPLIANCE WITH REQUEST FOR PROPOSAL

Proposer must comply with all requirements of this RFP in order to be eligible for contract award. The Town reserves the right to reject any or all proposals if it is in the public interest to do so. Every proposal 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 Town shall reject any such proposal.

In addition, the Town may consider informal and may reject any proposal which is not prepared and submitted in accordance with all requirements of the proposal 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 Town, substantially less or more than the actual cost to complete the work; provided, however, that the Town reserves the right to waive any and all minor informalities or non‐statutory requirements.

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

4.REQUIRED PROPOSAL DOCUMENTS

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

a. Cover Sheet (Form A)

b. Price Proposal 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);

g. Disclosure of Lobbying Activities Form (Form G);

h. Certificate Regarding Debarment, Suspension, Ineligibility & Voluntary Exclusion (Form H);

i. Corporate/Partnership Form (Form I);

j. Data Security Agreement (Form J);

k. Town of Watertown Standard Contract (Form K); and

l. Bid Capabilities (Form L)

5.MODIFICATIONS TO PROPOSALS

A proposer may correct, modify, or withdraw a proposal by written notice received by the Town not later than the close of business on the day before the proposal deadline on September 25, 2020 at 1:00 PM E.S.T. Proposal modifications must be submitted in a sealed envelope clearly labeled “Modification No. ___.”

Each modification must be numbered in sequence, must reference the original RFP and must be signed by the same person who signed the Watertown Public Schools Covid – 19 (SARS‐CoV‐2) Testing Program

Proposal Price Quotation Spreadsheet or a surrogate so authorized in writing. After the proposal opening, a proposer may not change any provision of the proposal in a manner prejudicial to the interests of the Town or fair competition as determined by the Town.

6.PROPOSAL OPENING

Sealed proposals will be accepted at Watertown Public Schools, c/o Heidi Perkins Director of Finance & Operations, 30 Common Street, Watertown, MA 02472 by 10:00 AM E.S.T. as read on the clock in the Business Office on September 28, 2020. Under M.G.L. c.30B, proposals will not be opened publicly.

Proposals will become public record when the evaluation process is completed. All requests for copies of proposals submitted after the evaluation process is completed should be e‐mailed to shannon.dixon@watertown.k12.ma.us

SECTION 3: PROPOSER REQUIREMENTS

1.PERFORMANCE CAPABILITIES

Proposer 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 RFP. Proposer must reassure the Town of their capacity to perform within the timeframe set out in this RFP.

2.QUALIFICATION & MINIMUM REQUIREMENTS OF PROPOSER

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

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

b. Proposer must not have defaulted on or failed to perform any contract within the last three

(3) years.

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

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

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

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

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

3.REFERENCES Proposer must provide a complete list of all jobs performed in the past three (3) years that are

Proposer 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 proposer’s proposal.

Use the form marked “REFERENCES” in this proposal (Form C) and provide the following information for each reference:

Contact Person

Poor references may be used as a basis for determining that a vendor is not a responsible proposer. The

Watertown Public Schools may act as its own reference.

a. Street Address

b. City, State, Zip

c. E‐mail Address

d. Phone Number

4.SUBCONTRACTORS

Proposer 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 Town 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 Proposal. Proposer shall obtain all appropriate tax exemption certificates from the Town.

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 proposal. Failure to submit a statement of compliance will result in the proposal being disqualified. (Form E)

6.“OR EQUAL” PROPOSALS

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

To determine if the materials or articles proposed by the proposer are equal to those specified, the Town 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” Proposals. Acceptance of

“Or Equal” Proposals shall be at the sole discretion of the Town, whose decision shall be final.

SECTION 4: AWARD AND CONTRACT

1. RULE OF AWARD

The Contract for Services (the “Contract”) (Form K) will be awarded to the responsive and responsible proposer offering the most advantageous proposal, taking into consideration all requirements and comparative criteria as set forth in the RFP, including price, as solely determined by the Town. Such proposer shall have complied with the requirements of this proposal 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 proposer” shall mean the proposer (1) who possesses the skill, ability and integrity necessary for the faithful performance of the work, as determined by the Town; 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 Town will flip a coin assigning “heads” to the proposer whose company name is alphabetically first.

2.TIMEFRAME FOR AWARD

Award of the Contract will be made within thirty (30) business days after (i) the opening of proposals or

(ii) the receipt by the Town of any approvals necessary from federal or Commonwealth agencies in connection with the project, whichever is later. All proposal prices submitted in response to this RFP must remain firm for thirty (30) days following the proposal opening or until a Contract is executed, whichever occurs first.

3.RESERVED RIGHTS

As it deems best serves the interests of the Watertown Public Schools, the Town reserves the right to:

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

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

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

4.CONTRACT

The successful proposer will be notified in writing, by mail or otherwise, that its proposal has been accepted and that it has been awarded the Contract. The successful proposer shall execute the Contract (Form K) within ten (10) days after presentation of the Contract to the proposer or notice to the proposer that the Contract is ready for execution. The Town shall have no obligation whatsoever to the successful proposer until such Contract is executed. A signed contract will result from this RFP 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 Watertown Public Schools may continue to place orders for the awarded items at the original proposal price.

5.TERM

The term of this agreement will be from the date of the signed contract until June 30, 2021 or until such time as funding is no longer available or until Watertown Public Schools ceases the testing program.

6.COMPETITIVENESS AND INTEGRITY

The Town has assigned control of this proposal process to the Watertown Public Schools Business Office to prevent biased evaluations and to preserve the competitiveness and integrity of such efforts. Proposer are to direct all communications regarding this RFP to the Watertown Public Schools Business Office, unless otherwise specifically noted. Attempts by proposer to circumvent this requirement will be viewed negatively and may result in rejection of that proposal. The Watertown Public Schools Business Office may refer communications to other parties for clarification.

7.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.

8.METHOD OF ACQUISITION

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

9.INVOICING AND PAYMENTS

The successful proposer must direct all invoices to:

WPS Business Office c/o Accounts Payable 30 Common Street

Watertown, MA 02472

Watertown Public Schools is tax‐exempt. Sales taxes and finance charges will not be paid. Individual purchase orders will be assigned to the successful proposer from the participating Watertown Public

Schools in this RFP and each is to be invoiced separately. All invoices submitted must show the respective Watertown Public Schools’ purchase order number.

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

10. DELIVERY

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

11. WARRANTY

The successful proposer shall provide warranties to the Town as more fully described in the Contract (Form K) attached hereto.

SECTION 5 – PROJECT SPECIFICATIONS

1. SCOPE OF SERVICES

We are interested in implementing a COVID surveillance testing program for the staff of Watertown Public Schools that will be on a voluntary basis, and testing of symptomatic staff as needed. We may expand testing to symptomatic students should Watertown Public Schools, at its sole discretion, determine this course of action to be appropriate and in the best interest of the District. All necessary parental/guardian permission documentation, if needed, will be collected by the District. All test results must be available to the District within twenty-four (24) hours of test samples being received by vendor or their subcontractor (if any).

The program would consist of:

• In‐District PCR or RT-PCR observed nasal swab testing for symptomatic individuals as needed and weekly surveillance testing for all staff on a voluntary basis. This will occur on District grounds and sample collection will be overseen by a District staff nurse. The District will deliver or arrange delivery of completed samples to the location provided by the vendor in a timely manner after each testing date. Test results must be available to the District within ideally within 24 hours but no longer than 48 hours via an electronic database that authorized District staff can access on demand.

Requirements:

Vendor will “set up” the initial program by training one or more Watertown Public Schools staff in regard to the following:

proper labeling and handling of test kits and packages storage requirements proper input of staff member’s personal information and test kit number into the database provided by vendor report generation Personal Protective Equipment (PPE) requirements during testing and handling of test kits ordering kits or related materials how to operate equipment if any required how to use software or web-based data collection platform and any and all other requirements, best practices, suggested processes, or other matters that create an optimal COVID-19 testing program for the Watertown Public Schools as described herein A one-time “set-up” fee may be charged to Watertown Public Schools at the start of the program (if not already in place at Watertown Public Schools as of the start date of the contract awarded under this RFP)

• Vendor will deliver sample collection kits to Watertown Public Schools (WPS) at address to be provided in contract within 10 days of order being placed by WPS to vendor. Vendor will process all test samples either at their own facility or by sub-contracting with an agreed-upon lab and /or physician vendor that can process the tests in approximately 24 hours or less. The sub-contractor will provide results to the vendor and the vendor will ensure that results are entered into the software portal provided by vendor.

Results shall be entered in an expeditious manner such that results may be viewed by authorized Watertown Public Schools staff 24-48 hours from when the tests were first received by the vendor.

• 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. Vendor will provide WPS with its HIPAA Notice of Privacy Practices.

• 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 the designated Watertown Pubic Schools staff immediately (within 2 hours) as well as have test results available in the database within 2 hours of test results being known by vendor (24 hours or less of receipt of sample), which shall not be waived or delayed due to weekend or holiday days.

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

ACTIVITY RESPONSIBLE PARTY

Vendor (with support of Testing Partner)

Watertown Public School District

Transport / Analysis

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

• Minimize turnaround (requested < 24 hrs)

• Manage test selection, sensitivity, accuracy

• Update test protocol as advances in testing continue to occur with written approval of

WPS

• Notify WPS of positive cases immediately upon learning of positive results

• Transport collected specimens to the vendor

• Track collection times and delivery times to the testing laboratory

• Meet all necessary transport and storage condition requirements

• Notify all applicable parties of test results

Key Deliverables:

Deliverable 1: Testing Site Plan and Operational Procedures “Set up” the COVID‐19 testing site(s) and operational procedures with designated District staff person

Vendors must:

Train a team of appropriately medical credentialed and other operational staff, including appropriate ordering providers, to include all set-up requirements above

Assure consistent sourcing of required materials

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

a) FDA‐approved or Emergency Use Authorization PCR tests or RT-PCR tests (preferably with results returned in 24 hours or less),

b) other tests approved in writing by WPS/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 testing services

Deliverable 2: Reporting and Data Collection Assure appropriate data collection and submit required reports as instructed

Report information on persons testing positive immediately (within 2 hours of receiving result) to designated Watertown Public School (WPS) staff

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. Such reports shall be available in an electronic database provided by vendor that may be accessed on demand by authorized WPS staff. WPS may also request this information in hard copy and it shall be delivered to WPS at no additional charge if so.

Invoices and Fiscal Reports The successful Vendor shall report to WPS on a regular basis regarding the status of the project and its progress in providing the contracted services and/or products. The successful Vendor shall submit invoices detailing the tests kits provided, lab costs and any other agreed-upon costs (quantity, unit cost and total cost) within 15 days of shipping or providing services.

SECTION 6 – PRODUCT AND PERFORMANCE TERMS

Vendor Evaluation Criteria All vendors will be evaluated using a consistent set of criteria as suggested below:

Evaluation Metric Details

Company

• Experience/Years in Business

• Licensing, Certifications

• References/Similar Partnerships

• Lead time requirements to begin testing under the contract

Registration

• Ease of Technology (accessibility, app, website)

Program Set-Up

• Successful set-up of program (as defined herein) for other entities

Testing

• Medical licensing, CLIA certification or waiver, and all other required licenses or waivers as required by the MDPH, FDA, or other relevant state or federal entities

• Test kit inventory management and storage

• Must have the capacity to obtain laboratory testing supplies

• Manage ongoing resource replenishment to sup-port full testing capacity and safe operations

• Identity verification/management of personal information

• Variable capacity capabilities (i.e. maximum number of tests able to process in less than

48 hours from receipt of samples, flexibility to increase quantities if student testing is later added at any time throughout the year)

• Expected throughput, estimated wait times

Specimen Transport

• Variable capacity capabilities

• Specimen transportation and storage condition requirements

Reporting

• Completeness and on demand access to reports

Support / Help Desk

● Ease of access and response time

Costs

• Cost of testing

• Fixed and variable costs

• Changes to costing if new testing is approved

Contract Requirements

• Lead time requirements

• Commitment required

• Penalty if contract is terminated

Quality

• QA program

• Audits

Risks / Mitigations

• Robustness of interventions/actions for addressing potential risks

• Ability to adapt to new testing technology as advances are scientifically proven and available to ensure lowest cost and fastest turnaround time.

• Flexibility in projected volume estimates

COMPARATIVE EVALUATION CRITERIA

1. Proposer will have experience working with customer-managed mobile SARS‐CoV‐2 test sites that will collect observed nasal swab PCR or RT-PCR test samples for adults and minors. In addition, proposer will have experience providing information relative to patient care, familiarity with safety protocols, adheres to HIPAA and best practices regarding confidentiality, adherence to testing criteria based on resource constraints, and experience with advising and training customer staff relative to the use of personal protective equipment (PPE), administration of test, handling and storage of test kits, and all other “set-up” requirements listed herein.

The extent to which the Firm demonstrates successful mobile test set up & training of customer staff, adequate test kit supply and lab testing for three (3) or more companies, towns or schools that are similar in scope, size and/or proposed testing program of Watertown Public Schools.

Highly Advantageous adequate test kit supply and lab testing for two (2) or more companies, towns or schools that are similar in scope, size and/or proposed testing program of

Advantageous adequate test kit supply and lab testing for one (1) or more companies, towns or schools that are similar in scope, size and/or proposed testing program of

Not Advantageous

No prior experience in similar scope, size or proposed testing program of Watertown Public Schools

Unacceptable

2. Proposer must receive favorable ratings or reviews from references.

The extent to which the Firm has received consistently high reviews from at least three (3) similar (in scope and size) engagements.

The extent to which the Firm has received consistently high reviews from at least two (2) engagements not specifically similar in scope and size.

The extent to which the Firm has received inconsistent reviews from at least three (3) similar engagements.

Proposer does not submit favorable reviews.

3. Proposer’s Plan demonstrates the ability to meet the majority of proposal requirements including turnaround time.

The contractor has provided a plan that sufficiently demonstrates or explains how they will manage supply chain and lab services/notification of results

The contractor has provided a plan that includes the majority of the requirements however has not demonstrated or sufficiently explained how they will manage the supply chain and lab services/notification of results

The contractor’s proposal is lacking in one requirement

The contractor’s plan is lacking in two or more requirements

INSURANCE

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

FORM A – COVER SHEET

Watertown PUBLIC SCHOOLS Instructions to Proposer

Covid – 19 (SARS‐CoV‐2) Testing Program RFP

From:______________________________________________________________________ (Name of Proposer)

(____) 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 proposal, the undersigned represents to the Town that it has examined and understands the Request for Proposal, proposal forms, and all other documents in this proposal package. By submitting this proposal, 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 proposal or any contract that may be entered into based upon this proposal, and that any such actions commenced by the undersigned shall be commenced in the courts of the Commonwealth of Massachusetts. A proposer wishing to amend this proposal after transmittal to the Town may do so only by withdrawing this proposal and resubmitting another proposal prior to the time for opening proposals. 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 Proposal, which prices are incorporated by reference into this Proposal.

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

No._______________Dated:______________________ No._______________Dated:______________________

Authorized Signature Date

Print Authorized Name

Contact Name for Proposal Questions:

Contact Name Email of Contact Person

Company Name Contact Person Phone Number

Address State Zip Code

FORM B – PRICE PROPOSAL FORM

A. Price for test kits – delivered: $________ B. Price for testing completed kits: $________

Price per test (all inclusive) (A & B): $________

C. Price for “set-up” $ ________

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 proposal, taking into consideration requirements and comparative criteria as set forth in the RFP, including price.

Quotes must be delivered to the WPS Business Office to the address listed. It is recommended to e‐mail or call to confirm that your document has been received for consideration.

FORM C ‐REFERENCES

Proposers 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 proposer’s proposal.

1. Contact Name:_________________________________________________________________

Company/Organization: _________________________________________________________

Address: ______________________________________________________________________

Email Address:_________________________________________________________________

Phone Number:_________________________________________________________________

2. Contact Name:_________________________________________________________________

Address: ______________________________________________________________________

3. Contact Name:_________________________________________________________________

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 proposal

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 proposal

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 proposal documents, contracts and bonds in the name and on behalf of said corporation, and affix its Corporate Seal thereto, and such execution of any proposal 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 ‐DISCLOSURE OF LOBBYING ACTIVITIES FORM

FORM H ‐CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY & VOLUNTARY

FORM I ‐CORPORATE/PARTNERSHIP FORM

NOTE: If the proposer 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 J – 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 Watertown Public Schools District and ___________. (“Contractor”), a contractor performing institutional services and functions that will require student data to perform those services and functions.

Contractor and Watertown Public Schools have contracted for the Contractor to provide Student Redistricting Analysis & Technical Support Services (“the Services”), which are institutional services and functions, to Watertown 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”). Watertown 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 Watertown Public Schools and that it is under direct control of Watertown 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 Watertown Public Schools and Watertown 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 Watertown 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 Watertown 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…