HPS - COVID Testing RFP Revised - Google Docs 2.pdf

HARVARD PUBLIC SCHOOLS

Request for Proposals

SARS-CoV-2 Screening for In-Person Staff and Students

Designated Contact:

Dr. Linda Dwight

All contacts/inquiries should be made by e - mail to the following address: hpsbids@psharvard.org

RFP # �° #2021-1001 �°

Proposal Release Date �° November 23, 2020 at 12:00 PM E.S.T. �°

Ques ons Date: �° November 27, 2020 at 12:00 PM E.S.T. �°

Addendums Posted: ° December 3, 2020 at 12:00 PM E.S.T. �°

Submission Deadline: �° December 7, 2020 at 1:00 PM E.S.T. �°

Submi al Loca on: �° HARVARD PUBLIC SCHOOL 39 MASS AVE, HARVARD, MA 01451 �°

Table of Contents

Sec on �° Descrip on �° Page �°

Legal No ce �° 4

Sec on 1: General Informa on �° 1. Overview �° 5

2. Availability of Proposal Documents �° 5

3. Ques ons �° 5

4. Addenda and Interpreta on �° 5

Sec on 2: How to Submit a Proposal �°

1. Proposal Submi al �° 6

2. Fax/Electronic Proposal Submi al �° 7

3. Receipt of Proposals �° 7

4. Compliance with Request for Proposal �° 7

5. Required Proposal Documents �° 8

6. Modifica ons to Proposals �° 8

7. Proposal Opening �° 8

Sec on 3: Proposal Requirements �° 1. Performance Capabili es �° 8

2. Qualifica on & Minimum Requirements for Proposers �°

3. References �° 9

4. Subcontractors �° 9

5. Taxes �° 10

6. “Or Equal” Proposals �° 10

Sec on 4: Award and Contract �° 1. Rule of Award �° 10

2. Timeframe for Award �° 10

3. Reserved Rights �° 10

4. Contract �° 11

5. Term �° 11

6. Compe veness and Integrity �° 11

7. Right to Know Legisla on �° 11

8. Method of Acquisi on �° 11

9. Invoicing and Payment �° 11

10. Delivery �° 12

11. Warranty �° 12

Sec on 5: Project Specifica ons �° 1. Scope of Services �° 12

Sec on 6: Product and Performance ° 1. Compara ve Evalua on Criteria Terms �° 14

Forms �° Form A: Cover Sheet �° 18

Form B: Price Proposal Form �° 19

Form C: References �° 20

Form D: Cer ficate of Non-Collusion �° 21

Form E: Tax Compliance Cer fica on �° 22

Form F: Cer ficate of Authority �° 23

Form G: Disclosure of Lobbying Ac vi es Form �° 24

Form H: Cer ficate Regarding Disbarment �° 25

Form I: Corporate / Partnership Form �° 26

Form J: Data Security Agreement �° 27

Form K: Harvard Standard Contract Form �° 33

Form L: Bid Capabili es 35

Appendix A 36

Appendix B 43

Appendix C 45

LEGAL NOTICE

REQUEST FOR PROPOSAL

The Harvard Public Schools invites sealed proposals for SARS-CoV-2 Screening for In-Person Staff and Students at the Harvard Public Schools, ATTN: Dr. Linda Dwight, 39 Mass Ave, Harvard, MA 01451, at which me they will be accepted.

For ques ons, informa on, or proposal documents contact Dr. Linda Dwight at hpsbids@psharvard.org .

Key Dates/Times:

Item �° Date �° Time �° Loca on �°

No ce of Bid �° 11/23/2020 12:00 PM EST Harvard Public Schools Website Goods and Services Bulle n

COMMBUYS �°

Release of Proposal �° 11/23/2020 �° 12:00 PM EST �°

Harvard Public Schools Website

HPS Central Office 39 Mass Ave Harvard, MA 01451

Email hpsbids@psharvard.org h ps://www.commbuys.com/bso �°

Ques ons Due �° 11/27/2020 �° 12:00 PM EST �° Email hpsbids@psharvard.org � °

Amendments (if any) and Responses to Ques ons �° 12/3/2020 �° 12:00 PM EST �° Will be emailed to all vendors of record and posted to our website. �°

Submi al Date �° 12/7/2020 �° 1:00 PM EST �°

HPS Central Office A n: Dr. Linda Dwight 39 Mass Ave Harvard, MA 01451 hpsbids@psharvard.org �°

Term �° Upon Signed Contract through 6/11/21 �°

SECTION 1: GENERAL INFORMATION

1. OVERVIEW

This is a Request for Proposal (RFP) issued by the Harvard Public Schools to conduct its SARS-CoV-2 Screening for In-Person Staff and Students .

We would like to implement a comprehensive and coordinated SARS-CoV-2 screening program for PreK -grade 12 children and staff who a end school in person. We hope that this program will help to reassure staff members and families of in-person students that the risk of in-person school remains rela vely low as long as proper social distancing, ven la on, hygiene, and use of personal protec ve equipment are maintained. This program will also assist with iden fying those who are asymptoma cally or presymptoma cally infected with SARS-CoV-2, so that the district can isolate individuals, reduce disease transmission, and poten ally prevent outbreaks.

Harvard Public Schools is a public school district with pre-kindergarten (PreK) through grade 12. As of fall 2020, the district includes one elementary school and one middle - high school totaling approximately 900 in-person students and 150 in-person staff including sub-contractors across all schools.

The Town is an affirma ve ac on/equal opportunity employer and encourages par cipa on from cer fied minority and women-owned businesses in this RFP. The Town may cancel this RFP or reject in whole or in part any and all proposals, if the Town determines that cancella on or rejec on serves the best interests of the Town.

2. AVAILABILITY OF PROPOSAL DOCUMENTS

Proposal documents will be made available beginning November 23 , 2020 at 12:00 PM E.S.T. by the following means:

a) By e-mail to hpsbids@psharvard.org :

Proposal documents will be e-mailed unless delivery via U.S. Mail is specified by the requestor.

Proposers shall use complete sets of proposal documents in preparing proposals. The Town will not assume any responsibility for errors or misinterpreta ons resul ng 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 ques ons rela ng to this proposal are due by November 27, 2020 at 12:00 PM E.S.T. Email Dr. Linda Dwight at hpsbids@psharvard.org to submit ques ons rela ng to this proposal. All answers will be posted on the Harvard 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 interpreta on of the meaning of the proposal documents will be made to any proposal orally. Any apparent inconsistencies or any ma er seeming to require explana on or interpreta on in this RFP, must be inquired into in wri ng and addressed to Dr. Linda Dwight at hpsbids@psharvard.org . No requests will be accepted beyond November 27, 20 20 at 12:00 PM E.S.T.

Wri en addenda will be e-mailed to all par es 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 transmi ed from addressee’s e-mail address will serve as confirma on of delivery of addenda.

Copies of addenda will be made available for inspec on at all loca ons where proposal documents are on file for that purpose and will be available at the HPS Central Office at 39 Mass Ave, Harvard, MA 01451. 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 obliga on under its proposal as submi ed. All addenda so issued shall become part of the proposal documents.

All addenda will be pos ted by December 3, 2020 at 12:00 PM E.S.T. Proposer should contact Dr. Linda Dwight via e-mail ( schoolbids@Harvardmsd.gov ) or phone (978-456-4140) 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 informa on, explana on or interpreta on 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 informa on on the front of the envelope:

Price Proposals:

“Price Proposal for RFP #2021-1001 – SARS-CoV-2 Screening for In-Person Staff and Students”

Non-Price Proposals:

“Non - Price Proposal for RFP #2021-1001 – SARS-CoV-2 Screening for In-Person Staff and Students”

Every proposal must be submi ed 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 typewri en, 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 wri en in words and prices wri en in figures, the wri en 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)

TO:

Harvard Public Schools c/o Dr. Linda Dwight 39 Mass Ave, Harvard, MA 01451

Proposers may submit bids electronically or in paper form. If submi ed electronically, two separate files must be submi ed to hpsbids@psharvard.org one for the Price Proposal and one for the Non-Price Proposal.

Paper submi als 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 submi ed 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 submi al, 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 corpora on, by the authorized officer, whose signature must be a ested to by the Clerk/Secretary of the corpora on and the corporate seal affixed. The name and tle of the person or persons signing the proposal shall be typed or printed below the signature(s).

2. FAX/ELECTRONIC PROPOSAL SUBMITTAL

Proposals sent by electronic means are acceptable. Proposer will be expected to confirm receipt of the submission if submi ed electronically. Please allow adequate me for delivery of the proposal either by air freight, postal service, or other means.

3.RECEIPT OF PROPOSALS

All proposers are cau oned to allow ample me for transmi al of proposals. Proposers are solely responsible for delivery to and receipt by the Town of proposals by the proposal deadline. Proposals received a er the specified me will not be accepted or recognized. The me of receipt will determine the acceptability of mailed proposals, regardless of postmark.

Any proposal may be withdrawn by the proposer or its duly authorized representa ve by wri en no ce received by the Town at the address for receipt of proposals specified in the Request for Proposals prior to the me scheduled for the opening of such proposals or authorized postponement thereof. No proposal may be withdrawn for sixty (60) business days a er the opening of general proposals. All proposal prices submi ed in response to this RFP must remain firm for sixty (60) days following the proposal opening.

4.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, condi onal or obscure, or which contains any addi on not called for, shall be considered invalid and the Town shall reject any such proposal.

In addi on, the Town may consider informal and may reject any proposal which is not prepared and submi ed in accordance with all requirements of the proposal documents, or which contains erasures, altera ons, addi ons, errors or irregulari es of any kind, or which contains proposed prices for any class or item of work which are, in the judgment of the Town, substan ally 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 informali es or non-statutory requirements.

Subject to the foregoing, if the proposal forms, specifica ons, or any other proposal documents require submission of special informa on or data to accompany proposals, and any proposer neglects to furnish such informa on 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 informa on or data prior to award of the contract.

5.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. Cer ficate of Non-Collusion (Form D);

e. Tax Compliance Cer fica on (Form E);

f. Cer ficate of Authority (Form F);

g. Disclosure of Lobbying Ac vi es Form (Form G);

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

i. Corporate/Partnership Form (Form I);

j. Data Security Agreement (Form J);

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

l. Bid Capabili es (Form L)

6.MODIFICATIONS TO PROPOSALS

A proposer may correct, modify, or withdraw a proposal b y wri en no ce received by the Town no later than the close of business on the day before the proposal deadline on December 7, 2020 at 1:00 PM E.S.T .

Proposal modifica ons must be submi ed in a sealed envelope clearly labeled “Modifica on No. ___.”

Each modifica on must be numbered in sequence, must reference the original RFP and must be signed by the same person who signed the Harvard Public Schools Name of Proposal Price Quota on Spreadsheet or a surrogate so authorized in wri ng. A er 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 compe on as determined by the Town.

7.PROPOSAL OPENING

Sealed proposals will be accepted at Harvard Public Schools, c/o Dr. Linda Dwight, 39 Mass Ave, Harvard, MA 01451 by 1:00 PM E.S.T. as read on the clock in the recep on area on December 7, 2020. Under M.G.L. c.30B, proposals will not be opened publicly. Proposals will become public record when the evalua o n process is completed. All requests for copies of proposals submi ed a er the evalua on process is completed should be e-mailed to hpsbids@psharvard.org .

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 condi on, and providing any support services in a professional and workmanlike manner. Time of performance is cri cal to this RFP. Proposer must reassure the Town of their capacity to perform within the meframe 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 ra ngs or reviews from references.

d. The product or service offered must meet the requested specifica ons.

e. Proposer must be registered to do business in Massachuse s.

f. Proposer must hold all applicable State and Federal permits, licenses, cer fica ons and approvals.

The Town may make such inves ga ons 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 informa on and data for this purpose as the Town may request. The Town reserves the right to reject any proposal if the evidence submi ed by, or inves ga on of, such proposer, or the Town’s own experience with such proposer, fails to sa sfy the Town that such proposer is properly qualified to carry out the obliga on of the Contract by supplying the equipment and services contemplated therein. Condi onal 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 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 informa on for each reference:

Contact Person

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 regula ons.

5.TAXES

The Town is exempt from Town, County, State and Federal/Excise Taxes. Cer ficates will be issued upon request. Any appropriate taxes shall be shown as a separate item on each Proposal. Proposer shall obtain all appropriate tax exemp on cer ficates from the Town.

No contract may be entered into with any party that has not filed and paid all taxes required under law. This cer fica on 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 specifica ons may be offered by a proposer.

To determine if the materials or ar cles proposed by the proposer are equal to those specified, the Town shall consider whether the materials or ar cles proposed are at least equal in quality, durability, appearance, strength and design to the material or ar cles named or described and will perform at least equally the func ons imposed by the design for the project; and conforms substan ally, even with devia ons, to the detailed requirements of the specifica ons. The name and manufacturer’s published product specifica ons establishing product equality must accompany “Or Equal” Proposals. Acceptance of “Or Equal” Proposals shall be at the sole discre on 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 considera on all requirements and compara ve 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 invita on 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 cer fy 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 e, the Town will flip a coin assigning “heads” to the proposer whose company name is alphabe cally first.

2.TIMEFRAME FOR AWARD

Award of the Contract will be made within thirty (30) business days a er (i) the opening of proposals or (ii) the receipt by the Town of any approvals necessary from federal or Commonwealth agencies in connec on with the project, whichever is later. All proposal prices submi ed in response to this RFP must remain firm for thirty (30) days following the proposal opening or un l a Contract is executed, whichever occurs first.

3.RESERVED RIGHTS

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

a. Cancel this RFP at any me, with or without no ce to prospec ve proposer. Reasonable efforts will be made to give mely no ce.

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

c. Waive or adjust non-statutory proposal requirements before or a er proposals are opened, while also being non-prejudicial to the interests of fair compe on.

4.CONTRACT

The successful proposer will be no fied in wri ng, 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 a er presenta on of the Contract to the proposer or no ce to the proposer that the Contract is ready for execu on. The Town shall have no obliga on whatsoever to the successful proposer un l such Contract is executed. A signed contract will result from this RFP and will remain in effect for the contracted work period or un l the purpose of the contract is fully realized. While the contract is in effect, the Procurement Officer ac ng on behalf of the Harvard Public Schools may con nue 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 un l June 11, 2021.

6.COMPETITIVENESS AND INTEGRITY

The Town has assigned control of this proposal process to the Harvard Public Schools Central Office to prevent biased evalua ons and to preserve the compe veness and integrity of such efforts. Proposers are to direct all communica ons regarding this RFP to the Harvard Public Schools Central Office, unless otherwise specifically noted. A empts by proposer to circumvent this requirement will be viewed nega vely and may result in rejec on of that proposal. The Harvard Public Schools Central Office may refer communica ons to other par es for clarifica on.

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 cau oned to obtain and read the statute and regula ons referred to above.

8.METHOD OF ACQUISITION

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

9.INVOICING AND PAYMENTS

The successful proposer must direct all invoices to:

HPS Business Office c/o Accounts Payable 39 Mass Ave Harvard, MA 01451

Harvard 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 par cipa ng Harvard Public Schools in this RFP and each is to be invoiced separately. All invoices submi ed must show the respec ve Harvard Public Schools’ purchase order number.

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

10. DELIVERY The delivery me, as stated in the RFP, shall be the me required to deliver the complete item a er the receipt of the order or award of the Contract. The Town reserves the right to reject any proposal in which the delivery me indicated may delay the opera onal needs for which the commodity/service is intended.

11. WARRANTY The successful proposer shall provide warran es to the Town as more fully described in the Contract (Form K) a ached hereto.

SECTION 5 – PROJECT SPECIFICATIONS

1. SCOPE OF SERVICES

We would like to implement a program of weekly SARS-CoV-2 screening for in-person students and staff with results within 24 hours of lab receipt of samples.

The program would consist of:

● One-week ramp-up period: During Week 1, all in-person HPS staff (approximately 130 employees) would be screened for SARS-CoV-2.

● Ongoing weekly tes ng for all in-person staff and students: A er successful implementa on of the one-week ramp-up period, all in-person HPS staff and students would be screened for SARS-CoV-2 on a weekly (if PCR tes ng) or twice-weekly (if rapid an gen tes ng) basis through the end of the school year.

Tes ng par cipa on rates may vary week to week, and the screening process may not necessarily extend throughout the en re school year, given the unpredictable circumstances, including, but not limited to, tes ng innova ons, market pricing, or disease prevalence. If tests must be processed at a laboratory, Vendor will charge for tes ng based on the number of tests that have been submi ed for processing, not based on projected volumes or tes ng kits delivered. If tests are processed en rely at point of care by HPS staff, Vendor may charge based on the number of test kits delivered. Tes ng will be billed by the vendor at a rate that is predetermined by the vendor and Harvard Public Schools, and that rate may be subject to change, but will not exceed the lowest market rate offered by the vendor to other clients at the me of the invoice. In addi on to poten al unpredictable circumstances, tes ng would cease during weeks when HPS schools are closed for any reason. If screening u lizes a pooled tes ng system, tes ng would cease if SARS-CoV-2 prevalence in the Harvard area rises to 10% or more.

● Vendor will not provide physician orders, contact tracing, “on call” / emergency services for transporta on of test subjects or samples, staff / assistance to obtain samples from individuals, or courier services.

Requirements:

● Vendor will provide all tes ng supplies, all equipment (except for bar code readers), instruc onal materials for HPS staff and volunteers administering the screening, and instruc onal materials for individuals undergoing screening. If tests need to be shipped to a laboratory via FedEx or similar service, Vendor will provide all shipping materials and will pay for postage. Vendors should not quote for courier service.

● Samples for tes ng must either be self-obtained by individuals to be screened or must be obtained by or under the supervision of HPS clinicians. Ideally, samples to be tested will be saliva or anterior nasal swabs.

● If samples must be processed by a laboratory, samples provided to Vendor will be iden fied using bar codes or other automated systems that do not include personal informa on, which the Vendor will then use in repor ng results.

● Vendor will use a test that has received emergency use authoriza on (EUA) from the US Food and Drug Administra on (FDA). If Vendor is using a pooling system, that system must also have received EUA from the FDA. If either the test or the pooling system has not yet received EUA from the FDA, Vendor must have internal valida on for the test and/or pooling system.

● Vendor (and any lab or subcontractor) has secured all appropriate licenses or waivers from the Massachuse s Department of Public Health (MDPH) and other required state or federal en es to perform services under this contract. �°

● Vendor will report all test results to HPS only within 24 hours of Vendor’s receipt of samples. If Vendor is using a pooling system, when a posi ve pool is iden fied, Vendor will automa cally deconvolute the pool down to two or fewer individual samples and report those results to HPS along with the report of the posi ve pool. Deconvolu on must not require HPS to obtain addi onal samples.

Es mated Tes ng Volume Range by week (actual par cipa on may vary)

Key Deliverables:

Deliverable 1: Opera onal Procedures and Tes ng (beginning week of December 11) Assure consistent sourcing of required materials Comply with all manufacturer and CLIA guidelines and FDA or other en es’ licensure or waiver requirements for performing such tests Provide test kits and instruc onal materials to HPS as well as shipping materials if required Provide SARS-CoV-2 screening on samples procured by HPS If using a pooling system, automa cally deconvolute any posi ve pools down to two or fewer posi ve samples without requiring HPS to provide addi onal specimens

Deliverable 2: Communica ng Test Results Provide nega ve results to HPS within 24 hours of receipt of samples If using a pooling system, simultaneously provide posi ve pool results and bar code iden fica on of posi ve deconvoluted samples, ideally within 24 hours of receipt of samples

Deliverable 4: Billing Establish and/or implement billing processes

● Bill HPS for approved tests performed

Invoices and fiscal reports The successful Vendor shall report to HPS 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.

Es mated Tes ng by Week �°

Staff �° Students �°

12/11 130 0

12/18 thru end of school year (excluding three holiday weeks)

130 670

SECTION 6 – PRODUCT AND PERFORMANCE TERMS

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

Evalua on Metric ° Details �°

Company �°

• Experience/Years in Business

• Licensing, Cer fica ons

• References/Similar Partnerships

• Lead me requirements to begin me zero tes ng

Tes ng �°

● CLIA cer fica on or waiver and all other required licenses or waivers as required by the FDA or other relevant state or federal en es.

• Must have the capacity to obtain laboratory tes ng supplies

● Must be able to provide tes ng on samples procured by HPS

• Variable capacity capabili es (minimum and maximum number of tests)

Specimen Transport �°

• Variable capacity capabili es

• Ability to provide materials for appropriate specimen storage and transporta on

Repor ng �°

• No fica on of HPS of nega ve results within 24 hours of receipt of samples

• If pooled tes ng used, simultaneous no fica on of HPS of posi ve pools and posi ve deconvoluted samples, ideally within 24 hours of receipt of samples, without the need for collec on of addi onal samples

Support / Help Desk �° ● Ease of access and response me

Costs �°

• Cost of tes ng + Full supply chain,

• Fixed and variable costs

• Changes to cos ng if new tes ng is approved

Contract Requirements �°

• Lead me requirements

• Commitment required

• Penalty if contract is terminated

Quality �°

• QA program

• Audits

Risks / Mi ga ons �°

• Robustness of interven ons/ac ons for addressing poten al risks

• Ability to adapt to new tes ng technology as advances are scien fically proven and available to ensure lowest cost and fastest turnaround me.

• Flexibility in projected volume es mates

COMPARATIVE EVALUATION CRITERIA

1 . Proposer must use a test that has received Emergency Use Authoriza on (EUA) from the FDA. If test must be processed in a laboratory, the lab must have CLIA cer fica on.

2. If using a pooling system, proposer’s pooling system must have or have applied for FDA EUA or equivalent.

3. Test result turnaround me

Vendor’s test has EUA from the FDA or equivalent approval from the New York State Department of Health. If test must be sent to lab for processing, lab has CLIA cer fica on. �°

Highly Advantageous �°

Vendor’s test has internal valida on and has applied for EUA from the FDA. If test must be sent to lab for processing, lab has CLIA cer fica on. �°

Advantageous �°

Vendor’s test has internal valida on. If test must be sent to lab for processing, lab has CLIA cer fica on. �°

Not Advantageous �°

Vendor’s test does not have internal valida on. If test must be sent to lab for processing, lab has CLIA cer fica on. �°

Unacceptable �°

Vendor’s pooling system has FDA EUA or equivalent approval from the New York State Department of Health. �°

Vendor’s pooling system has internal valida on and has applied for FDA EUA or equivalent approval from the New York State Department of Health. �°

Advantageous �°

Vendor’s pooling system has internal valida on. �° Not Advantageous �°

Vendor’s pooling system does not have internal valida on. �° Unacceptable �°

Vendor can ensure test results in under 24 hours a er receipt of samples.

Test is processed at point of care or samples can arrive at lab within two hours of collec on. �°

Vendor can ensure test results in under 24 hours a er receipt of samples.

Samples can arrive at lab within 24 hours of collec on. �°

Advantageous �°

Vendor can ensure test results in under 48 hours a er receipt of samples.

Samples can arrive at lab within 24 hours of collec on. �°

Not Advantageous �°

4 . Proposer must receive favorable ra ngs or reviews from references.

5 . Samples for tes ng must be obtained by or under the supervision of HPS clinicians, and type of sample must be acceptable for young children.

6 . Vendor provides a HIPAA-compliant electronic portal which HPS can use to anonymize pa ent samples and receive results.

Test results are expected in greater than 72 hours a er receipt of samples. �°

Unacceptable �°

The proposer has received consistently high reviews from at least three

(3) similar (in scope and size) engagements.

Highly Advantageous

The proposer has received consistently high reviews from at least two (2) engagements not specifically similar in scope and size.

Advantageous

The proposer has received inconsistent reviews from at least three (3) similar engagements.

Not Advantageous

Proposer does not submit favorable reviews.

Unacceptable

Samples can be self-obtained. Test can be run on saliva.

Samples can be self-obtained under the supervision of HPS clinicians. Test can be run on saliva or anterior nasal swab.

Samples can be obtained by HPS clinicians. Test can be run on anterior nasal swab.

Not Advantageous

Samples must be obtained by Vendor’s staff. Test requires nasopharyngeal swab.

Vendor provides a HIPAA-compliant portal which can be used by HPS staff to anonymize samples. Vendor uses this portal to report test results of anonymized samples. HPS staff can use this portal to connect samples with individual names.

INSURANCE

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

Vendor provides a HIPAA-compliant portal which can be used by HPS staff. Vendor uses this portal to report test results to HPS only.

Vendor provides a HIPAA-compliant portal which can be used by HPS staff. Vendor uses this portal to report test results to HPS and individuals.

Not Advantageous

Vendor does not have an electronic portal.

FORM A – COVER SHEET

HARVARD PUBLIC SCHOOLS

Instruc ons to Proposer

SARS-CoV-2 Screening for In-Person Staff and Students RFP

From:______________________________________________________________________ (Name of Proposer)

(____) a corpora on, organized and exis ng under the laws of the state of ___________ (____) a partnership (____) a joint venture (____) an individual doing business as _______________________________________________________

By submi ng 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 submi ng this proposal, the undersigned agrees that it shall be subject to the jurisdic on of the courts of the Commonwealth of Massachuse s with respect to any ac ons arising out of or related to this proposal or any contract that may be entered into based upon this proposal, and that any such ac ons commenced by the undersigned shall be commenced in the courts of the Commonwealth of Massachuse s. A proposer wishing to amend this proposal a er transmi al to the Town may do so only by withdrawing this proposal and resubmi ng another proposal prior to the me 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 a ached 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, a er presenta on thereof by the Town, execute a Contract substan ally in the form a ached 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 Ques ons :

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

FORM B – PRICE PROPOSAL FORM

If using individual tests, price per test: $____________

If using a pooling system, price per pool (indicate how many samples are in a pool): $____________

If using a pooling system, price per deconvolu on: $____________

All quotes must be submi ed in the manner and form prescribed by the specifica ons 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 considera on requirements and compara ve criteria as set forth in the RFP, including price and any special payment schedules, concessions or subsidies.

Quotes may be delivered to the HPS Central Office to the address listed above or e-mailed to:

hpsbids@psharvard.org . It is recommended to e-mail or call to confirm that your document has been received for considera on.

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.

5. Contact Name:_________________________________________________________________

Company/Organiza on: _________________________________________________________

Address: ______________________________________________________________________

Email Address:_________________________________________________________________

Phone Number:_________________________________________________________________

6. Contact Name:_________________________________________________________________

Company/Organiza on: ________________________________________________________

Address: _________________________________________________________________

7. Contact Name:_________________________________________________________________

Company/Organiza on: _________________________________________________________

Address: _________________________________________________________________

FORM D - CERTIFICATE OF NON - COLLUSION

The undersigned cer fies under penal es of perjury that this bid or proposal has been made and submi ed in good faith and without collusion or fraud with any other person. As used in this cer fica on, the word "person" shall mean any natural person, business, partnership, corpora on, union, commi ee, club, or other organiza on, en ty, or group of individuals.

Signature of individual submi ng bid or proposal

Name of business

Date

FORM E – TAX COMPLIANCE CERTIFICATION

Pursuant to M.G.L. c. 62C, §49A, I cer fy under the penal es of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth rela ng to taxes, repor ng of employees and contractors, and withholding and remi ng child support.

*(Individual or Corporate Name) Signature of person submi ng bid or proposal

Name of business

**Social Security Number or Federal Iden fica on Number

Date

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

**Your Social Security Number and Federal Iden fica on Number will be furnished to the Massachuse s Department of Revenue to determine whether you have met tax filing or tax payment obliga ons. 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 mee ng of the Board of Directors of _______________________________ (name of corpora on) held on *______________ (date) at which all the Directors were present or waived no ce, it was voted that _______________________________ (name), _______________________________ (office) of this corpora on, be it he or she, hereby is authorized to execute proposal documents, contracts and bonds in the name and on behalf of said corpora on, and affix its Corporate Seal thereto, and such execu on of any proposal document or contract or obliga on in this corpora on’s name on its behalf under seal of the corpora on, shall be valid and binding upon this corpora on.

ATTEST: ______________________________

(clerk or secretary)

Place of Business: _______________________________

I cer fy 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 corpora on, indicate state of incorpora on; if a partnership, give full names and addresses of all partners; and if an individual, give residen al address if different from business address. Use the following spaces:

If a Corpora on :

Incorporated in what State: ______________________________________________________________ President: ___________________________________________________________________________ Treasurer: ___________________________________________________________________________ Secretary: ___________________________________________________________________________

If a foreign corpora on (incorporated or organized under laws other than laws of the Commonwealth of Massachuse s), is the corpora on registered with the Secretary of State of Massachuse s?

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 organiza on :

FORM J – DATA SECURITY AGREEMENT

Massachuse s Student Privacy Alliance Form

STUDENT DATA PRIVACY SPECIAL TERMS AND CONDITIONS

This Student Data Privacy Special Terms and Condi ons dated ______________ (hereina er “Agreement”) is by and between Harvard Public School District and ___________. (“Contractor”), a contractor performing ins tu onal services and func ons that will require student data to perform those services and func ons.

Contractor and Harvard Public Schools have contracted for the Contractor to provide Student Redistric ng Analysis & Technical Support Services (“the Services”), which are ins tu onal services and func ons, to Harvard Public Schools. In the course of performing the Services, Contractor will obtain confiden al student records and/or confiden al student record informa on that contain personally iden fiable student records, data and/or personally iden fiable informa on and other non-public informa on, including, but not limited to student data, meta data and user content (“Data Files”). Harvard Public Schools and Contractor acknowledge and agree that this Agreement is for the purpose of sharing Data Files between the par es in a manner consistent with the Family Educa onal Rights and Privacy Act of 1974 (“FERPA”) and Massachuse s student record regula ons, 603 C.M.R. 23.00 (“State Regula ons”). 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 modifica ons or addi ons to Data Files or any por on 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 por on thereof under this Agreement shall not under any circumstance transfer from Contractor to any other party.

Contractor acknowledges and agrees that it is providing ins tu onal services or func ons for Harvard Public Schools and that it is under direct control of Harvard Public Schools with respect to the use and maintenance of Data Files in connec on with these Services. Contractor addi onally acknowledges and agrees that at no point in me is the Contractor the owner of the Data Files. Ownership rights are maintained by Harvard Public Schools and Harvard Public Schools reserves the right to request the prompt return of any por on of the Data Files and/or all Data Files at any me 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 por on thereof, including without limita on, any student data, meta data, user content or other non-public informa on and/or personally iden fiable informa on contained within the Data Files. Contractor also acknowledges and agrees that it shall not make any re-disclosure of any Data Files or any por on thereof, including without limita on, any student data, meta data, user content or other non-public informa on and/or personally iden fiable informa on contained in the Data Files, without the express wri en consent of Harvard Public Schools. Addi onally, Contractor agrees that only authorized employees of the Contractor directly involved in delivering the Services shall have access to the Data Files or any por on thereof, including without limita on, any student data, meta data, user content or other non-public informa on and/or personally iden fiable informa on contained in the Data Files and that it and its employees shall protect the confiden ality of the Data Files or any por on thereof, including without limita on, any student data, meta data, user content or other non-public informa on and/or personally iden fiable informa on contained in the Data Files in such a way that par es other than officials of Harvard Public Schools and their authorized agents cannot iden fy any students.

Contractor also acknowledges and agrees to:

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

● use reasonable methods, including but not limited to, appropriate technical, physical and administra ve safeguards, that reflects technology best prac ces and is consistent with industry standards, to protect the Data Files and/or any por on thereof from re-disclosure that is created, sent, received, stored, processed or transmi ed in connec on with the Services under this Agreement while the Data Files and/or any por on thereof contained therein is both at rest and in transit. Contractor further acknowledges and agrees to conduct periodic risk assessments and remediate any iden fied security and privacy vulnerabili es in a mely manner.

● not share the Data Files and/or any por on thereof received under this Agreement with any other en ty without prior wri en approval from Harvard Public Schools and the prior wri en approval of the parent/guardian of the student or eligible student.

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

● not re-disclose, transfer or sell the Data Files and/or any por on thereof.

● not to use the Data Files and/or any por on thereof to market or otherwise adver se directly to students and/or their parents/guardians.

● not to use the Data Files and/or any por on thereof to inform, influence or guide marke ng or adver sing 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 por on thereof contained therein for the development of commercial products or services.

● not to mine the Data Files and/or any por on thereof for any purposes other than those agreed to by the par es. Contractor further acknowledges that data mining or scanning of user content for the purpose of adver sing or marke ng to students or their parents/guardians is expressly prohibited.

● no…