RFP School Physician and Healthcare Services MPCSD FINAL - 2025.06.23.pdf

Mount Pleasant Central School District 825 Westlake Drive

Thornwood, NY 10594

(914) 914-769-5500

REQUEST FOR PROPOSAL

RFP #: 2025-003 TITLE: School Physician and

Healthcare Services DATE OF OPENING: July 11, 2025 TIME: 11:00am

To All Providers:

Please submit a sealed proposal for School Physician and Healthcare Services for the Mount Pleasant Central School District. The District will receive sealed proposals on, or prior to 11:00 am on July 11, 2025. Proposals received after stated date will be returned to the sender, unopened. Proposals must be submitted in a sealed envelope plainly marked on the outside:

RFP #: 2025-003

Title: School Physician and Healthcare Services

Proposals will be opened on the stated date but will not be read aloud. Any interested party may attend.

There will be no discussion at the time of the opening of the proposals. The names of the proposing firms shall be available following the proposal opening.

Proposals shall be irrevocable for a minimum period of forty-five (45) days from the date of proposal opening. Alterations to said proposals must be submitted in writing. Consideration shall be given only to those alterations, which may be caused by unforeseen circumstances beyond the control of the firm submitting said proposal. The Director of Business Administration or his/her designee shall make such determination.

The Mount Pleasant Central School District Board of Education intends to award a contract in its best interest and reserves the right to reject any or all proposals it receives as a result of this RFP, to negotiate with all qualified Proposers, or to cancel this RFP in part or in its entirety, if it is in the best interest of the Mount Pleasant Central School District to do so. No Proposer shall have any legal, equitable or contractual rights of any kind arising out of its submission of a proposal.

Please read the attached material carefully before submitting your proposal. Incomplete proposals may not be considered.

By: Margaret Modugno Director of Business Administration

825 Westlake Drive

Date of Opening: July 11, 2025

REQUEST FOR PROPOSAL

RFP #: 2025-003 TITLE: School Physician and Healthcare Services

DATE OF OPENING: July 11, 2025 TIME: 11:00 am

I. PURPOSE

The Mount Pleasant Central School District, hereinafter referred to as the “School District, District or Mount Pleasant” invites proposals from qualified individuals and firms/agencies, to provide the School District with school physician and healthcare services.

In accordance with the School District’s policies and procedures, contracts for professional services requiring special skill or training are not subject to competitive bidding requirements of § 103 of General Municipal Law.

The School District requests proposals from qualified individuals and firms (“firm”) interested in providing the services of licensed and qualified physicians to provide a range of healthcare services in the School District.

II. RECEIPT OF PROPOSALS

An original and one (1) copy of the written proposal must be submitted to the Business Office.

Envelopes must be clearly marked School Physician and Healthcare Services RFP and the name and address of the Proposer. Proposals must be received no later than 11:00am on July 11, 2025 at the following address:

Margaret Modugno, Director of Business Administration

825 Westlake Drive Thornwood, New York 10594

There is no express or implied obligation for the District to reimburse responding firms for any expenses incurred in preparing proposals, attending pre-proposal conferences, or interview(s) in responding to this request. Proposals submitted after the stated time and date will not be considered and will be returned to the firm unopened.

III. SCOPE OF SERVICE

A. General Responsibilities

Proposers are required to be licensed and qualified to perform the services set forth herein. All professionals performing services for the School District shall be licensed under the laws of the State of New York, inclusive of the State Education Department Licensing requirements. Proposers shall certify that all such professionals possess documentation evidencing such license qualifications as required by federal, state or local statutes, rules regulations and orders.

SERVICE PROVIDER shall provide SCHOOL DISTRICT with the following services:

a. Schedules and provides examinations of students, teachers, non-instructional personnel, and other cases brought to the physician’s attention, upon request, as follows:

i. Employee physicals as requested by the District and subject to payment of an additional fee as described in Section 4 of the contract.

ii. Sports physicals and/or clearances, as necessary and appropriate, for student athletes in accordance with Parts 136.3 and 135.4 of the Commissioner’s Regulations.

iii. Provide required health examinations for all students who do not provide health certificates for specified grade levels, namely upon entrance to school, Kindergarten, 2nd, 4th, 7th and 10th grade, in accordance with appropriate regulations and state law.

b. Provide evaluations and clearances, as necessary and appropriate, authorizing students to return to athletic activities who have been previously removed due to a confirmed or suspected concussion, in accordance with part 136.5 of the Commissioner’s Regulations.

c. SERVICE PROVIDER will provide a minimum of two hours per month on campus as needed for services covered under the scope of this contract, at a time convenient to the parties.

d. Attend athletic competitions as reasonably requested by the District, subject to payment of the additional fee described in Section 4 of the contract. Said school physician must arrive fifteen minutes before the scheduled time of the game.

e. Cooperate with public health officials and interpret public health laws as they bear on the schools, particularly with regards to communicable diseases.

f. Review documentation provided by medical professionals relating to student or staff illness, disability, accommodation needs, etc. and provide written opinion on accuracy, relevance, necessity, etc. of said documentation as requested.

g. Recommend adjustments of the educational program to meet the health needs of individual students.

h. Inspect medical reports, requests for excuse from school attendance, requests for second set of books, and requests for excuse from full participation in school activities as requested.

i. Upon District request, review and make recommendations to school administrators, including but not limited to Director of Pupil Personnel Services, the Athletic Director and School Nurse Coordinator with respect to health literature used in the District.

j. Upon District request, advise school administrators and school health service personnel on urgent public health issues, to the extent of the Physician’s expertise and knowledge.

k. Upon District request, recommend the exclusion or readmission of pupils in connection with any infectious or contagious disease or otherwise.

l. Sign off on all AED compliance and nursing protocols.

m. Review reasonable accommodation requests from staff.

n. Provide annual reviews of standing procedures/orders for first aid.

o. Provide prescriptions for epi-pens and inhalers for emergency use.

p. Provide oversight of Automatic External Defibrillators (AED) in accordance with Public

Access Defibrillation Law.

q. Review District policies for asthma, allergies, epi-pens, Narcan and others pertaining to health topics.

r. Be available during regular school hours to conduct phone consultations with District staff (all nurses, PPS staff and administrators).

s. Act as CSE/CPSE/504 medical advisor (asked to attend meetings if necessary or phone conferences), subject to payment of the additional fee described in Section 4 of the contract.

t. Medical advisor for special transportation requests.

u. Conduct staff development for the PPS staff as needed.

v. Provide in-service training for nurses and staff regarding asthma, allergies and other in-service medical/health training.

w. Liaison to other medical professionals engaged by District when needed.

x. SERVICE PROVIDER or designee will serve on the District’s Wellness Committee.

The successful proposer understands and agrees that it shall comply and is responsible for complying with all applicable Federal, State and local statutes, rules and ordinances, including the New York State Safe Schools Against Violence in Education (SAVE) legislation. The successful proposer shall adhere to all requirements and protocols as established by the School District and the State Education Department of New York: to wit, but not limited to, fingerprinting. The successful proposer further agrees and understands that all teachers and/or professional service providers must be cleared by the New York State Education Department in accordance with the provisions contained in the SAVE Legislation prior to providing services to the School District. In the event that the successful proposer sends a provider to the School District who has not obtained fingerprinting clearance with the State Education Department, the School District shall have the right to immediately terminate the within contract.

B. Responsiveness And Time Requirements

1. The qualified individual/firm selected is expected to have qualified staff available by telephone for consultation during normal business hours.

2. The School District may require regular or periodic on-site consultation.

3. The School District is unable to predict the total amount of time that may be required of the qualified individual/firm. The qualified individual/firm selected will be expected to provide services as required throughout the year. Proposers are cautioned that no volume of work is hereby guaranteed.

4. Attend Board of Education meetings on weekday evenings as may be necessary.

IV. PROPOSAL SUBMISSIONS

All proposals must be submitted in two parts. Part 1 must consist of responses to the management and qualifications items. Part 2 must consist of complete contract cost and pricing information. Incomplete submissions will not be considered for award. Proposals should not be excessively long and should be submitted in a format that permits copying for review by the Board of Education. Only two copies of each proposal will be accepted, one copy titled “ORIGINAL” and the second titled “COPY”. Each page of the quotation must state the qualified individual/firm submitting the proposal, the fact that the RFP is being submitted to Mount Pleasant Central School District, and the page number. All materials submitted in response to this request for proposal shall become the property of the District.

PART 1 – Management and Qualifications

All proposers must be licensed and qualified to provide the within services to the School District.

Proposers shall satisfy these criteria in order to qualify for award.

In addition to providing proof of the qualifications set forth above, in setting forth its qualifications, each individual or firm submitting a proposal shall:

• Provide the name of the qualified individual/firm as well as a brief description of its business activities and history.

• Provide the name and title of person(s) submitting the proposal, the firm’s main office address, and primary and secondary points of contact and their telephone and fax numbers (including area codes.)

• Provide information on how long the firm has been in business and length of its experience in providing physician and healthcare services in school districts.

• Provide a listing and description of similar contracts awarded with other organizations giving dates of service.

• Provide evidence of the individual/firm’s licensing to provide physicians and healthcare services.

• Provide evidence of the individual/firm’s licensing to practice in the State of New York.

• Describe the individual’s or firm’s experience and expertise focusing on school physician and healthcare services provided for school districts or related entities.

• State the name(s) of the officer(s) and associate(s) in the firm.

• State the names and credentials of all principals, employees or independent contractors that might be assigned to the School District and provide their resumes.

• Detail the experience your firm and its staff have in working with public sector clients. Describe how needs specific to the public sector were met. Highlight any experience specific to school districts.

• Provide at least three client references from similar contracts. Include contact names, addresses and telephone numbers.

• Provide any other information that might be beneficial to the School District.

PART 2 – Cost:

Each firm submitting a proposal shall:

State the rates at which the services of the school physician and healthcare providers would be provided to the School District. Please include:

A. For each individual whose resume is provided, provide the title and the regular rate and the rate you are quoting.

B. For each work item excluded from the rate, include the rate associated with the item of work.

C. The cost proposal must be an all-inclusive amount for the full range of services required for one year under the contract. No additional billing will be allowed for travel expenses, parking, participant materials, or other incidentals.

D. Proposer may include in its proposal items not specified in this RFP, which it would consider pertinent. All such alternatives must be listed separately from the proposal and the cost thereof must be separate and itemized.

E. Provide any other relevant information that will assist the School District in evaluating your

Proposal.

V. BACKGROUND

The following is a brief description of the School District:

a) Student Enrollment: Approximately 1,900

b) Number of Employees: 315

c) Number of Schools: 4

d) Board of Education:

a. 7 Members

b. 3-year terms

c. District Clerk

d. District Treasurer

e) Management:

a. Superintendent

b. Assistant Superintendent of Curriculum, Instruction & Admin. Services

c. Director of Business Administration

d. Director of Pupil Personnel

e. Director of Physical Education, Health, and Athletics

f. Director of Facilities

g. Director of Technology & Data

f) Budget for 2024-2025 = $79,769,660

Please note: All Board of Education Policies can be viewed on the District website:

www.mtplcsd.org

VI. PROPOSAL EVALUATION

A. Proposals received will be evaluated by the Director of Business Administration, Superintendent and district administration to determine whether the requirements of this RFP are met and to make a recommendation to the Board of Education for contract award.

http://www.sachem.edu/

Proposals shall be evaluated based upon the following:

1. Proposer’s comprehension of the required (work) scope of services

2. Prior experience in similar projects

3. Professional Qualifications

4. Total proposed price

5. Proposer’s demonstrated capabilities (equipment, financial solvency, location)

6. Length of time in business

7. Client references

8. Staffing – (Evaluation of Employees’ Resumes)

B. The evaluation process is designed to award the proposal not necessarily to the proposer of least cost, but rather to the proposer with the best combination of attributes based on the evaluation criteria.

VII. INTERVIEW

The award process may include an interview, which shall be determined at the sole discretion of the District.

VIII. SPECIFICATION CLARIFICATION/INQUIRIES

All inquiries with respect to this Request for Proposal must be directed as follows:

Margaret Modugno, Director of Business Administration

825 Westlake Drive Thornwood, New York 10594 Email: mmodugno@mtplcsd.org

IX. FINANCIAL STATEMENT OF THE CORPORATION

Proposers shall submit the most recent financial statement for the company. The District reserves the right to use third party companies to verify financial information provided.

In addition, Mount Pleasant Central School District may make such investigations it deems necessary to determine the ability of the Proposer to perform the work. The Proposer shall furnish to the District within five (5) days of a request, all such information and data for this purpose as may be requested. The District reserves the right to reject any Proposal if the information submitted by, or investigation of, such Proposer fails to satisfy the District that such Proposer is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional Proposals will not be accepted.

X. FREEDOM OF INFORMATION LAW

The New York State Freedom of Information Law as set forth in Public Officers Law, Article 6, Sections 84-90, mandates public access to government records. However, proposals submitted in response to this RFP may contain technical, financial background or other data, public disclosure of which could cause substantial injury to the Proposer’s competitive position or constitute a trade secret.

Proposers who have a good faith belief that the information submitted in their proposals is protected from disclosure under the New York Freedom of Information Law must clearly identify the pages of the proposals containing such information by typing in bold fact on the top of each page, ‘THE PROPOSER

BELIEVES THAT THIS INFORMATION IS PROTECTED FROM DISCLOSURE UNDER THE STATE

FREEDOM OF INFORMATION LAW.” The District assumes no liability for disclosure of information so identified, provided that the District has made a good faith legal determination that the information is not protected under applicable law or where disclosure is required to comply with an order or judgment of a court of competent jurisdiction.

XI. RIGHT TO REJECT PROPOSALS

The District reserves the right to reject without prejudice any and all proposals received under this Request for Proposal.

XII. TERM OF CONTRACT

Contract Period: This contract shall be for one (1) year, with the option to renew for four additional years upon approval of the Board of Education for each year, at its sole discretion. This Proposal will be utilized on an “as-needed” basis. There is no guarantee that any/all of the services listed will be utilized.

No contract becomes binding until the necessary funds have been approved.

XIII. INSURANCE AND INDEMNIFICATION

1. Notwithstanding any terms, conditions or provisions, in any other writing between the parties, the professional consultant hereby agrees to effectuate the naming of the District as an Additional Insured on the professional consultant’s insurance policies, except for workers’ compensation and N.Y. State Disability insurance.

2. The policy naming the District as an Additional Insured shall:

a. Be an insurance policy from an A.M. Best A-rated or better insurer, licensed to conduct business in New York State. A New York licensed and admitted insurer is strongly preferred.

b. State that the consultant’s coverage shall be primary and non-contributory coverage for the District, its Board, employees and volunteers with a waiver of subrogation in favor of the District, including Workers’ Compensation.

c. Additional insured status for General Liability coverage shall be provided by standard or other endorsements that extend coverage to the District (CG 20 26) or equivalent. The decision to accept an endorsement rests solely with the District. A completed copy of the endorsements must be attached to the Certificate of Insurance to include General Liability, Auto Liability (where applicable) and Umbrella/Excess coverages.

3.

a. The certificate of insurance must describe the services provided by the professional consultant that are covered by the liability policies.

b. At the District’s request, the professional consultant shall provide a copy of the declaration page of the liability and umbrella/excess policies with a list of endorsements and forms. If requested, the professional consultant will provide a copy of the policy endorsements and forms.

4. The professional consultant agrees to indemnify the District for applicable deductibles and self-insured retentions.

5. Minimum Required Insurance:

a. Commercial General Liability Insurance

$1,000,000 per Occurrence/$2,000,000 Aggregate $2,000,000 Products and Completed Operations $1,000,000 Personal and Advertising Injury $1,000,000 Sexual Misconduct and Assault $100,000 Fire Damage $10,000 Medical Expense

Coverage for sexual misconduct must be affirmed. Sub-limits below the policy limits for sexual misconduct coverage are acceptable solely at the discretion of the District.

b. Automobile Liability $1,000,000 combined single limit for owned, hired, borrowed and non-owned motor vehicles.

c. Workers’ Compensation and NYS Disability Insurance Statutory Workers’ Compensation (C-105.2 or U-26.3); and NYS Disability Insurance (DB- 120.1) for all employees. Proof of coverage must be on the approved specific form, as required by the New York State Workers’ Compensation Board. ACORD certificates are not acceptable. A person seeking an exemption must file a CE-200 form with the State.

The form can be completed and submitted directly to the WC Board online.

d. Professional Errors and Omissions Insurance

$2,000,000 per occurrence/$2,000,000 aggregate for the professional acts of the consultant performed under the contract for the District. If written on a “claims made” basis, the effective date must pre-date the inception of the contract or agreement.

Coverage shall remain in effect for three years following the completion of work.

e. Umbrella/Excess Insurance $3,000,000 each occurrence and aggregate. Umbrella/Excess coverag shall be on a follow-form basis or provide broader coverage over the required Auto Liability (where applicable), General Liability and Professional Liability coverages.

6. The professional consultant acknowledges that failure to obtain such insurance on behalf of the District constitutes a material breach of contract and subjects it to liability for damages, indemnification and all legal remedies available to the District. The professional consultant is to provide the District with a certificate of insurance, evidencing the above requirements have been met, prior to the provision of services. The failure of the District to object to the contents of the certificate or the absence of same shall not be deemed a waiver of any rights held by the District.

If the professional consultant utilizes independent contractors, they must provide verification that coverages extend to independent contractors. If independent contractors are required to provide Professional Errors and Omissions coverage of their own, then proof of this coverage must be provided.

INDEMNIFICATION

The following clause shall be included in any agreement between the District and the successful Proposer:

The successful Proposer shall defend, indemnify and save harmless the District, its officers, employees and agents, from and against all claims, damages, losses and expenses (including without limitations, reasonable attorneys’ fees) arising out of, or in consequence of, any negligent or intentional act or omission of the successful Proposer, its employees or agents, to the extent of its or their responsibility for such claims, damages, losses and expenses.

XIV. TERMINATION CLAUSE

The following clause shall be included in any agreement between the District and the successful Proposer:

This agreement may be terminated upon written notice by the District at any time during the term of said agreement for any cause whatsoever with the fee due and owing the consultant to be prorated based on the period of time the agreement was in force and effect up to and including the date of termination, unless any such costs are in dispute.

XIV. LEGAL CONSTRUCTION

In case any one or more of the provisions contained in this agreement shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision thereof and this agreement shall be construed as if such invalid, illegal or unenforceable provision has never been contained therein.

XV. FORM OF AGREEMENT

Included within this Request for Proposals is the form of agreement to be used in connection with the school physician and healthcare services to be provided. Proposers should review the contents of the form of agreement, together with the Business Associate Agreement, and base his/her/its proposal on the provisions therein.

Notwithstanding the inclusion of a Form of Agreement herein, the terms and conditions set forth in the within Request for Proposals are incorporated into the Form of Agreement by reference and shall form a part of the Agreement executed by the Board of Education and the successful proposer.

NO CONTRACT BECOMES BINDING UNTIL THE NECESSARY FUNDS HAVE BEEN APPROVED

FOR THE FISCAL YEAR DURING WHICH THE CONTRACT IS IN EFFECT.

825 West Lake Drive

NAME & ADDRESS OF FIRM: _________________________________________

(Please Print)

FEDERAL EMPLOYER ID #: _________________________________________

TELEPHONE NUMBER: ( )___________________________________

FAX NUMBER ( )___________________________________

SIGNATURE & TITLE : _________________________________________

Please Print Name Date

NO CONTRACT BECOMES BINDING UNTIL THE NECESSARY FUNDS HAVE BEEN

APPROVED FOR THE FISCAL YEAR DURING WHICH THE CONTRACT IS IN EFFECT.

MOUNT PLEASANT CENTRAL SCHOOL DISTRICT

825 West Lake Drive

REFERENCES

Company Name: _______________________________________________

Address: ___________________________________________

Contact Person: ___________________________________________

Telephone: ( ) ___________________________________________

Dates of Contract(s) ___________________________________________

Company Name: ___________________________________________

Contact Person: ___________________________________________

Date of Contract(s) ___________________________________________

Company Name: ___________________________________________

Contact Person: ___________________________________________

Date of Contract(s) ___________________________________________

Proposer’s Name: ___________________________________________

MOUNT PLESANT CENTRAL SCHOOL DISTRICT

825 West Lake Drive

AFFIDAVIT OF COMPLIANCE

STATE OF

COUNTY OF

___________________________________________, being duly sworn, deposes and says:

1) That (s)he is an officer or representative of ___________________________________ and that (s)he has the authority to sign this affidavit.

2) This affidavit is offered as an inducement to the Mount Pleasant Central School District to award to _________________________________________________such purchase contracts for goods or services as directed by the Board of Education, in accordance with New York State law and with District policy.

3) That no Officer, Employee or Stockholder of the above referenced vendor is an Employee, in any position, Administrator or Board Member at the Mount Pleasant Central School District.

4) That no Officer, Employee or Stockholder of the above-referenced vendor is related to an employee in any position, administrator or Board Member, at the Mount Pleasant Central School District other than as disclosed below:

Vendor: List Officer, Employee or Stockholder’s Name

Position with Vendor Mount Pleasant Employee, Administrator or Board Member Name

Relationship between parties

Signed Date

Sworn to before me this ______________ Day of _____________, 20__

Notary Public

Seal