POUGHKEEPSIE CITY SCHOOL DISTRICT REQUEST FOR PROPOSALS FOR SCHOOL PHYSICIAN AND NURSE PRACTITIONER SERVICES

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1 POUGHKEEPSIE CITY SCHOOL DISTRICT REQUEST FOR PROPOSALS FOR SCHOOL PHYSICIAN AND NURSE PRACTITIONER SERVICES POUGHKEEPSIE CITY SCHOOL DISTRICT PUPIL PERSONNEL DEPARTMENT 160 UNION STREET POUGHKEEPSIE, NEW YORK 12601

2 POUGHKEEPSIE CITY SCHOOL DISTRICT REQUEST FOR PROPOSALS TABLE OF CONTENTS I. INTRODUCTION...1 A. General Information 1 B. Term of Engagement 2 C. Subcontracting 2 II. NATURE OF SERVICES REQUIRED...2 A. General 2 B. Scope of Work to be Performed 2 III. DESCRIPTION OF THE DISTRICT...3 A. Name and Telephone Number of Contact Person 3 B. Background Information 3 IV. TIME REQUIREMENTS...4 A. Proposal Calendar 4 B. Notification and Contract Dates 4 V. PROPOSAL REQUIREMENTS...4 A. General Requirements 4 B. Technical Proposal 5 C. Sealed Dollar Cost Bid 6 VII. FINAL SELECTION...7 APPENDICES A. List of Key Personnel, Locations and Telephone Numbers B. Proposer Guarantees C. Proposer Warranties D. Schedule of Fees for Additional Services 2

3 POUGHKEEPSIE CITY SCHOOL DISTRICT REQUEST FOR PROPOSALS I. INTRODUCTION A. General Information: The Poughkeepsie City School District (District) is requesting proposals from qualified firms or individuals to provide School Physician, and full time Nurse Practitioner services to District students. Work will be coordinated through the office of Pupil Personnel Services. There is no expressed or implied obligation for the Poughkeepsie City School District to reimburse responding firm or individuals or individuals for any expenses incurred in preparing proposals in response to this request. Firms or individuals must submit three copies of their proposals to the Purchasing Agent at the Business Office, 11 College Avenue, Poughkeepsie, New York by 4:00 p.m. on July 18, Any inquiries concerning the request for proposals should be addressed to Dr. Lynne Pampel, Assistant Superintendent for Pupil Personnel. The District reserves the right to reject any or all submitted proposals. Also during the evaluation process, the District reserves the right, where it may serve the District s best interest, to request additional information or clarifications from proposals, or to allow corrections of errors or omissions. At the discretion of the District, firms or individuals submitting proposals may be requested to make oral presentations as part of the evaluation process. The District reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm or individual of the conditions contained in this request for proposal, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the Poughkeepsie City School District and the firm or individual selected. It is anticipated that the selection of a firm or individual will be completed by August 12, Following notification of the selected firm or individual it is expected a contract will be executed between both parties by August 12,

4 B. Term of Engagement A one-year contract is contemplated. C. Subcontracting No subcontracting will be allowed without the express prior written consent of the Poughkeepsie City School District. II. NATURE OF SERVICES REQUIRED A. General The Poughkeepsie City School District is soliciting the services of a qualified firm to provide a School Physician who will serve as the Chief Medical Examiner and full time Nurse Practitioner services to the students who are in need of such services of the Poughkeepsie City School District. The services will be provided to such students as the District may request in compliance with NYS Education Law and Regulations and in accordance with the students Individualized Education Program (IEP) as prescribed by the District s CSE or CPSE or students Section 504 accommodation plan, as prescribed by the District s 504 Committee and pursuant to a physician s referral. B. Scope of Work to be Performed: 1. Conduct approximately 1,150 New York State mandated physical examinations annually of children, including but not limited to those for students in Pre-K, Kindergarten, First, Third, Seventh and Tenth grades who do not present a certificate of health from their family physician. 2. Conduct approximately 320 physicals annually of examinations as may be appropriate before placement of disabled children, as referred by the Assistant Superintendent or Director for PPS. 3. Conduct approximately 530 athletic physicals annually for students in Grades The School Physician has the final decision on approving or not approving a student for a sport following a physical examination. 4 Recommend adjustments of the educational program in accordance with individual pupils needs and consult with parents, teachers and pupils from time to time concerning the same. 5, Consult and supervise School Nurses in their care for children. 6. Consult with the School Psychologist, Attendance Officer, School Nurse-Teacher, School Nurse and other school personnel in case conferences when such are indicated. 2

5 7. Interpret public health laws governing control of communicable diseases. Review policies and procedures written by the Assistant Superintendent for PPS or the Director of Health, Physical Education and Athletics, governing the exclusion of readmission of pupils in connection with infectious of contagious disease. 8. Act as consultant to school administrators and school health personnel on medical problems and public health procedures. 9 Consult with school personnel and agencies regarding pupil abuse, neglect and maltreatment. 10. Provide Chief Medical Examiner to evaluate students post concussion prior to return to participation in interscholastic athletics as per education law. 10. Participate in meetings of the Committee on Special Education and Section 504 of The Rehabilitation Act of 1973 team meetings on advance notice, as needed. 11. Provide medical oversight of Automated External Defibrillators (AED) within the School District in accordance with Section 3000 of the Public Health Law. 12. Monitor annual NYU Dental program for participating pupils. 13. Perform approximately 670 physicals annually and review of evaluations and or records of students requiring Written Orders for the purpose of Medicaid billing. 14. Assist School Nurses with the submission of annual BMI and Immunization Report for the New York State Education Department. 15. Assist parents will scheduling and procuring the required immunizations in clinics medical settings throughout the county. 14. All physical examinations of students shall be performed at the appropriate school building, by appointment only. 15. The School Physician will carry medical malpractice insurance on its employee physicians in limits of at least One Million Dollars ($1,000,000) per occurrence, Three Million Dollars ($3,000,000) in the aggregate. III. DESCRIPTION OF THE DISTRICT A. Name and Telephone Number of Contact Person The principal contact at the Poughkeepsie City School District is Dr. Lynne Pampel, Assistant Superintendent for Pupil Personnel. Please see Appendix A for additional contact information. B. Background Information 3

6 The Poughkeepsie City School District has a fiscal year that begins on July 1 and ends on June 30. The District provides a full range of educational services from prekindergarten program for special education students through the twelfth grade. The District, located in Dutchess County in the State of New York, is approximately 90 miles north of New York City. The District covers about 4 square miles and has a population of approximately 30,000. The District has a student population of approximately 4,600. The approved annual budget for is approximately $87 million. The District has five elementary schools, one middle school, one high school and alternative school. The District s bond rating is A2. The District is governed by a five (5) member Board of Education. The central administration is comprised of the Superintendent of Schools, the Assistant Superintendent for Curriculum and Instruction, Assistant Superintendent for Human Resources, Assistant Superintendent for Pupil Personnel Services, and the Assistant Superintendent for Business. The High School has a principal and 4 assistant principals. The Middle School has a principal and 3 assistant principals. Each elementary school had a principal. The Directors of Special Education and Athletics serve the District at large. More detailed information on the District and its finances can be found in the District s latest financial statements and budget documents. IV. TIME REQUIREMENTS A. Proposal Calendar The following is a list of key dates up to and including the date proposals are due to be submitted: Request for proposals issued July 8, 2013 Due date for proposals July 18, 2013 B. Notification and Contract Dates Selected firm or individual notified August 2013 Contract date August 12, 2013 V. PROPOSAL REQUIREMENTS A. General Requirements 1. On-site Inspections 4

7 2. Inquiries An on-site inspection of the District may be arranged for firm or individual interested in submitting proposals. Pupil Personnel Office staff will be available to discuss their areas of responsibility and other District staff, upon request through the Assistant Superintendent for Pupil Personnel, may be available with a prior scheduled appointment. Inquiries concerning the Request for Proposal and the subject of the Requests for Proposals must be made to: Dr. Lynne Pampel Assistant Superintendent for Pupil Personnel 160 Union Street Poughkeepsie City School District Poughkeepsie, New York The completed proposal should be sent to the following address: B. Technical Proposal Purchasing Agent Poughkeepsie City School District 11 College Avenue Poughkeepsie, New York Technical Proposal The purpose of the Technical Proposal is to demonstrate the qualifications, competence, and capacity of the firm or individual seeking to provide medical officer, school physician, and nurse practitioner services to the Poughkeepsie City School District in conformity with the requirements of this Request for Proposal. As such, the substance of proposals will carry more weight than their form or manner of presentation. The Technical Proposal should demonstrate the qualifications of the firm or individual and of the particular staff to be assigned to provide these services. At a minimum, the firm or individual should include a comprehensive resume indicating past experience, educational qualifications, and membership to professional organizations. 5

8 The Technical Proposal should address all the points outlined in the Request for Proposal. The proposal should be prepared simply and economically, providing a straight forward, concise description of the proposer s capabilities to satisfy the requirements of the Request for Proposal. Experience, cost, dependability and skills will be the criteria against which the proposal will be evaluated. Independence The firm or individual should provide an affirmative statement that it is independent of the Poughkeepsie City School District. Firm or Individual Qualifications and Experience The proposer should state the size of the firm, the location of the office from which these services will be provided. Partner, Supervisory and Staff Qualifications and Experience C. Dollar Cost Bid Identify the principal supervisory and management staff, including engagement partners, managers, other supervisors and specialists, who would be assigned to perform these duties. Indicate whether each such person is registered or licensed to practice as a certified Nurse Practitioner and Physician New York State. Provide information on the experience of each person, including information on relevant continuing professional education for the past three (3) years and membership in professional organizations relevant to the performance of these duties. Provide as much information as possible regarding the number, qualifications, experience and training, including relevant continuing professional education, of the specific staff to be assigned to perform these services. Indicate how the quality of staff over the term of this agreement will be assured. Consultants or individual specialists mentioned in response to this Request for Proposal can only be changed with the express prior written permission of the District, which retains the right to approve or reject replacements. 1. Total All-Inclusive Maximum Price 6

9 Please indicate the rate per hour to provide services as described in this request for proposal. Hourly rate Name of Nurse Practitioner Hourly rate Name of Medical Officer and School Physician The dollar cost bid should contain all pricing information relative to providing a full time nurse practitioner and the services of the school physician as described above. The total-inclusive maximum price to be bid is to contain all direct and indirect costs including all out-of-pocket expenses. The District will not be responsible for expenses incurred in preparing and submitting the technical proposal or the dollar cost bid. Such costs should not be included in the proposal. a. Name of firm or individual b. Certification that the person signing the proposal is entitled to represent the firm or individual, empowered to submit the bid, and authorized to sign a contract with the District. I,, certify that I am empowered to submit this bid, and authorized to sign a contract with the District to provide Medical Officer, School Physician or Nurse Practitioner services as described in this Request for Proposal. VI. FINAL SELECTION A. Board of Education will approve a firm or individual based upon the recommendation of the Superintendent and the Assistant Superintendent for Pupil Personnel. 7

10 B. It is anticipated that a firm or individual will be selected by August 12, Following notification of the firm or individual selected, it is expected a contract will be executed between both parties by August C. Right to Reject Proposals Submission of a proposal indicates acceptance by the firm or individual of the conditions contained in this Request for Proposal unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the District and the firm or individual selected. The District reserves the right without prejudice to reject any or all proposals. 8

11 APPENDIX A LIST OF KEY PERSONNEL, LOCATIONS and TELEPHONE NUMBERS School Principal Telephone Number 1. Clinton School Nadine Jackson-Ivey (845) Montgomery St. Poughkeepsie, NY Krieger School Margaret Pineiro (845) Hooker Avenue Lisa Thompson Poughkeepsie, NY Morse School Felicia Schinella (845) Mansion St. Poughkeepsie, NY Poughkeepsie Middle School Phee Simpson (845) College Avenue Poughkeepsie, NY Poughkeepsie High School Interim (845) Forbus St. Poughkeepsie, NY Early Learning Center Andrea Moriarty (845) Church St. Poughkeepsie, NY Warring School Nadine Straughn (845) Mansion St. Poughkeepsie, NY Lynne Pampel, Assistant Superintendent for Pupil Personnel (845) Union St. Poughkeepsie, NY 12601

12 APPENDIX B PROPOSER GUARANTEES I. The Proposer certifies it can and will provide and make available, as a minimum, all services set forth in Nature of Services Required. II. III. The Proposer has read Appendices and Contractual Requirements, and agrees that the rights and prerogatives as detailed are retained by the Poughkeepsie City School District. The Proposer agrees to be bound by the contractual requirements delineated in Appendices. Signature of Official: Name (typed): Title: Firm or individual: Date:

13 APPENDIX C PROPOSER WARRANTIES I. Proposer warrants that it is willing and able to obtain an errors and omissions insurance policy providing a prudent amount of coverage for the willful or negligent acts, or omissions of any officers, employees or agents thereof. II. III. Proposer warrants that it will not delegate or subcontract its responsibilities under an agreement without the prior written permission of the Poughkeepsie City School District. Proposer warrants that all information provided by it in connection with this proposal is true and accurate. Signature of Official: Name (typed): Title: Firm or individual: Date:

14 APPENDIX D SCHEDULE OF FEES FOR ADDITIONAL SERVICES IF REQUESTED BY POUGHKEEPSIE CITY SCHOOL DISTRICT HOURLY RATE PARTNERS MANAGERS SUPERVISORY STAFF STAFF OTHER (SPECIFY)

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