Doc 2026 Final 9.5.25.pdf

Barrington Public Schools Request for Proposals

District Physician

RFP Reference Number: #26001 RFP Release Date: September 05, 2025

RFP Issued By:

Barrington Public School District

283 County Road, Barrington, RI 02806

Douglas Fiore Director of Admin. & Finance

Barrington Public Schools

INVITATION TO BID

School Physician

Proposals are to be submitted electronically through the Rhode Island Purchasing Group/Barrington, emailed to francisc@barringtonschools.org, or placed in sealed envelope clearly marked with the proposal subject, “RFP – 26001 – District Physician addressed to Barrington Public Schools, 283 County Road, Barrington RI, 02806 on or before 11:00 a.m. Friday, September 19, 2025

No bid will be accepted after the date and time specified.

TERMS AND CONDITIONS

A Bids will not be considered if prices are not firm and irrevocable.

B. The prices quoted and conditions stated on this bid will be firm and final. Any correspondence or notations accompanying this bid, changing any prices or items, may subject the bid to being rejected at the sole discretion of the School Committee.

C. Bid items and prices quoted as alternates (if applicable) must be accompanied by a detailed description of such items and how it meets or exceeds the specifications of the product requested. Where a brand name or model number may be specified, it is to be used as a benchmark or standard. Equivalents will be considered. Bids must be submitted in forms supplied by the School Committee.

D. The Bidder will guarantee that delivery (if applicable) will be made no later than sixty

(60) days after purchase order is issued unless otherwise specified.

E. Following the opening of bids, this bid cannot be withdrawn within sixty (60) calendar days from the acceptance thereof.

F. All costs of delivery must be included in the bid quotation (if applicable). The School

Committee reserves the right to increase or decrease the quantities ordered, at the unit prices quoted, upon the evaluation of all bid proposals.

G. When applicable, the bidders’ attention is directed to the fact that all applicable state laws, municipal ordinances, rules and regulations and lawful orders of all public authorities having jurisdiction for the safety of persons or property or to protect them from damage, injury or loss - including wages of the crafts doing the work -shall prevail; and they will be deemed to be included in the contract, the same as though herein written out in full.

H. Delivery point will be as follows: Barrington Public Schools

I. Term discounts will be taken into consideration when awarding contracts. The award of any and all bids is subject to available funding.

J. The School Committee reserves the right to accept or reject, without prejudice, any or all proposals or to waive any irregularities therein, or to accept the bid deemed to be in the best interest of the Barrington School Department.

K. In awarding the contract, the School Committee will consider all aspects, including, but not limited to, quality, availability of product, references, and cost.

L. It is the vendor’s responsibility to see that his proposal is delivered within the time and at the place prescribed. Proposals received prior to the time of opening will be securely kept unopened. No responsibility will attach to any officer or person at the Barrington Public Schools for the premature opening of a proposal not properly addressed and identified as a bid.

M. Any proposal received after the time and date specified shall not be considered by messenger or by mail, even if it is determined by the Barrington Public Schools that such non-arrival before the time set for opening was due solely to delay in the mails for which the vendor is not responsible.

N. Telephonic, telegraphic, or oral proposals, amendments, or withdrawals will not be accepted.

O. Proposals may be withdrawn personally or by written request at any time prior to the time specified for the opening. Negligence on the part of the vendor in preparing the proposal confers no right of withdrawal or modification of his proposal after such proposal has been opened.

P. The Barrington Public Schools is tax-exempt. The prices bid must be exclusive of taxes and will be so construed. Exemption certificates will be completed as required by the successful bidder.

Q. Please supply at least three references, complete with the name of the contact and phone number, from school departments that use your product.

R. All questions regarding bid specifications shall be directed in writing five (5) days prior to the opening of bids, submitted to the Director of Administration & Finance.

S. The Barrington Public Schools reserves the right to award a contract by item or in total.

INSTRUCTION TO BIDDERS

CONDITION OF WORK:

No claim for extra compensation shall be entertained for work required to be done which preliminary examination of the site would have revealed as necessary to accomplish the purpose intended or indicated herein.

LAWS AND REGULATIONS:

The vendor’s attention is directed to the fact that all applicable Federal and State laws, municipal ordinances and the rules and regulations of all authorities having jurisdiction over the proposed work, shall apply to the contract throughout, and they will be deemed to be included in the contract the same as though herein written out in full.

INSURANCE:

A. The bidder shall purchase and maintain insurance which will protect him from claims arising out of or resulting from his activities under this contract, whether those activities are performed by himself, by any Subcontractor or by anyone directly or indirectly employed by any one of them or by anyone whose acts may be liable.

B: Bidders shall submit a valid certificate of insurance naming The Town of

Barrington, Public Schools as additional insured. All coverage shall be on an “Occurrence” from with minimum acceptable coverage as follows:

Commercial General Liability $1,000,000 Each Occurrence 2,000,000 General Aggregate 1,000,000 Products and Completed Operations Aggregate 1,000,000 Personal & Advertising Injury

Business Automobile Insurance $ 500,000 Combined single Limit Liability Insurance

The company providing insurance and bonds shall be a duly authorized insurance company with a rating of or greater that “A-“ as rated by the A. M. Best Co., must be listed on Department of Treasury Circular #570, and which is satisfactory to the Owner and authorized to do business in the State of Rhode Island.

D. If the Owner permits the Contractor to use any of the Owner’s equipment, tools or facilities, such use shall be gratuitous and the Contractor shall release the Owner from any responsibility arising from claims for personal injuries, including death, arising out of the use of such equipment, tools or facilities, irrespective of the condition thereof or any negligence on the part of the Owner in permitting their use.

QUALIFICATIONS OF BIDDERS AND SUB-BIDDERS:

The owner may make such investigations as he deems necessary to determine the ability of the bidder and all sub-bidders (if applicable) to perform the work, and the Bidder and all sub-bidders shall furnish to the Owner all such information and data for this purpose as the Owner may request. The Owner reserves the right to reject any bid if the evidence submitted by, or investigation of, such Bidder or sub-bidders fail to satisfy the Owner that he is properly qualified to carry out the obligations of the contract and to complete the work.

LIQUIDATED DAMAGES FOR FAILURE TO ENTER INTO CONTRACT:

Successful Bidder upon his failure or refusal to execute and deliver the contract and bonds required within ten (10) days after he has received note of the acceptance of his bid, shall forfeit to the Owner, as liquidated damages for such failure or refusal, the surety deposited with his bond.

TIME COMPLETION AND DAMAGES:

It is hereby understood and mutually agreed, by and between the vendor and the owner that the work will begin on a date mutually acceptable to the Owner and the Vendor.

The Vendor agrees that said work shall be prosecuted regularly, diligently, and uninterruptedly. It is expressly understood and agreed, by and between the Vendor and the Owner, that the time for the completion of the work described herein in the Bid Form is a reasonable time for the completion of the same, taking into consideration the average climatic range and usual industrial conditions prevailing in this locality.

It is further agreed that time is of the essence of each and every portion of this contract and of the specifications wherein a definite and certain length of time is fixed for the performance of any act whatsoever; and where under the contract an additional time is allowed for the completion of any work, the new time limit fixed by such extension shall be of the essence of this contract.

Failure to perform within the time limit specified could result in substantial damages. The Bidder should be made aware that he will be held totally responsible for such additional costs, and should be prepared to take any and all measures to complete the job within the time frame listed. The Bidder agrees to the time of completion as scheduled.

PROTECTION OF WORK:

A. This vendor shall be responsible for proper protection of his work and materials from injury or loss. All material left during the progress of the work shall be secured at all times.

B. If equipment, items or premises are scratched or otherwise damaged, the contractor shall touch up all such damages and paint after installation is complete and leave in a completely finished condition.

INQUIRIES

All inquiries are to be directed in writing to Douglas Fiore, Director of Administration and Finance, Barrington Public Schools, PO Box 95, 283 County Road, Barrington, RI

02806. ANY UNSOLICITED COMMUNICATIONS BETWEEN THE FIRM OR ITS AGENTS

AND THE BARRINGTON SCHOOL COMMITTEE, OR OTHER REPRESENTATIVES OF THE

BARRINGTON SCHOOL DEPARTMENT MAY RESULT IN FIRM’S DISQUALIFICATION

FROM THE SELECTION PROCESS, AS DETERMINED IN THE SOLE DISCRETION OF THE

SCHOOL COMMITTEE. All responses to inquiries will be communicated in writing to all proposers within 72 hours, if feasible.

SELECTION METHOD

• Demonstrated experience in the type of work required.

• Basic fee to be charged.

The contract, if awarded, will be made to the lowest competent proposer meeting specifications unless the School Committee shall determine that the public interest will be better served accepting a higher proposal. For purposes of this award, the lowest competent Proposer meeting the specifications in light of the School Committee’s determination of the public interest will be construed as the lowest evaluated and responsive proposer. The School Committee reserves the right to reject any or all proposals.

BARRINGTON PUBLIC SCHOOLS

BARRINGTON, RHODE ISLAND

PROPOSAL AGREEMENT

We, the undersigned, are familiar with the job description as outlined in the RFP for a School Physician and agree to be bound by all provisions thereof.

For work outlined including any and all addenda the undersigned submit a proposal of:

NAME OF PHYSICIAN MEDICAL LICENSE #

ISSUING STATE

CONTACT PERSON (please print) AUTHORIZED SIGNATURE

ADDRESS DATE

PHONE FAX

E-MAIL

PRICE:

Job Title: District Physician

Reports To: Superintendent of Schools or Designee

Position Summary:

The District Physician serves as the primary medical advisor for the school district, working to ensure the fullest possible educational opportunity for each student by minimizing absences due to illness, supporting students with medical or physical conditions requiring accommodations, and promoting a climate of health and well-being across all schools. The physician provides medical oversight and consultation regarding student health, with particular emphasis on supporting student-athletes.

Responsibilities include conducting medical examinations, advising on student health and wellness, assisting in the development of health and safety policies, and collaborating with school nurses, athletic trainers, and administrators to maintain a safe and healthy learning environment for all students.

Key Responsibilities:

• Conduct pre-participation physical examinations for student-athletes and determine medical clearance for participation in athletics.

• Provide consultation and guidance to school nurses, athletic trainers, and coaches regarding student health, injuries, and medical concerns.

• Serve as a medical resource for the district on concussions, communicable disease management, chronic health conditions, and other student/staff health issues.

Advise on return-to-play and return-to-learn protocols following injury or illness, including concussions.

Review and provide recommendations on district health and safety policies, including emergency medical procedures and athletic safety protocols.

• Assist in the interpretation of state and federal regulations regarding student health requirements (e.g., immunizations, physical examinations, screenings).

• Collaborate with district leadership on health-related initiatives and crisis response planning.

Provide expertise in the event of public health concerns or emergencies that impact the school community.

• Serve as a liaison between the district, families, and community healthcare providers when appropriate.

• Maintain confidentiality and comply with all relevant privacy laws and ethical standards.

• Qualifications:

• Must be licensed to practice allopathic or osteopathic medicine in the State of Rhode Island, in accordance with Chapter 5-37 of the Rhode Island General Laws.

• Demonstrated knowledge of all applicable state and local laws, regulations, and protocols affecting schools.

• Ability to actively support and ensure the implementation of these laws, regulations, and protocols in collaboration with school administrators and school health personnel.

• Performs physical examinations for students (including athletes), examines students during outbreak investigations with appropriate medical follow-up, and provides or arranges for comprehensive school health services as needed.

Experience working with children and adolescents, ideally in educational or athletic settings.

• Strong understanding of concussion management, athletic injuries, and adolescent health concerns.

The school physician shall be qualified by virtue of training and experience to assume the role of a school health consultant (e.g., develops school health protocols, provides in-service training for school nurses and athletic trainer)

• Knowledge of public health, school health regulations, and best practices in student wellness and cooperates with the R.I. Department of Health and complies with all current.

• Performs or arranges to have performed medical examinations for athletes and other pupils as required.

• Available for emergency medical treatment as required.

• Attends all home football games and other athletic contests requiring the presence of a physician

• At a minimum, these plans shall be reviewed on an annual basis by the school physician and shall include provisions for:

o The delivery of health services in the school environment (including screenings) o Consultations o Furnishing information on health-related matters o Review standing orders, protocols and procedures o Reporting and management of infectious diseases and outbreaks, in accordance with the most current Department of Health recommendations related to infection control in the school environment.

• Excellent communication and collaboration skills.

Commitment to equity, inclusion, and the holistic well-being of students.

Work Year/Hours:

contracted position; schedule determined by district needs (e.g., preseason athletic physicals, consultation availability, policy review).