Final_ARFQ_0512_MMB2500000004_1_WV_ARFQ_FORM.PDF
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- Solicitation number
- ARFQ-0512-MMB2500000004-1
- Issued by
- Cabell County, West Virginia
About this file
This document is a State of West Virginia Agency Request for Quote (ARFQ) issued by the Health and Human Resources for the Mildred Mitchell-Bateman Hospital, seeking a digital patient rounding and global positioning system solution. The solicitation, numbered ARFQ 0512 MMB2500000004, was issued on May 27, 2025, with quotes due by June 10, 2025, at 1:30 PM. The procurement seeks multiple line items including 1,000 patient tracking bands, 130 data collection beacons, software, monitoring devices, data backup and disposition services, annual support, and implementation and training. The system must integrate with the existing Care Vue Electronic Health Recording program and provide GPS tracking, geofencing, and patient monitoring capabilities.
The solicitation is partially funded by federal funds, requiring vendors to adhere to specific federal procurement provisions. The annual licensing will be based on an average daily census of 103 patients, and the solution must include comprehensive support features such as 7x24x365 technical support, on-site training for all shifts, and a "train the trainer" option for five nurse managers. Shipping charges must be included in the total cost with no markup, and the hospital is tax-exempt. The technical solution must meet specific requirements including Bluetooth/Wi-Fi connectivity, water and tamper resistance, data backup every 24 hours, and flexible data storage and disposition protocols ranging from real-time capture to long-term cloud-based archival.
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Date Printed: May 27, 2025 Page:1 FORM ID: WV-PRC-ARFQ-002 2020/05
State of West Virginia Agency Request for Quote
Proc Folder: 1684579 Reason for Modification:
Doc Description: PATIENT DIGITAL ROUNDING AND GLOBAL POSITION SYSTEM
Proc Type: Agency Master Agreement
Date Issued Solicitation Closes Solicitation No Version
2025-05-27 2025-06-10 13:30 ARFQ 0512 MMB2500000004 1
BID RECEIVING LOCATION
BUYER - 304-957-0209
OFFICE OF SHARED ADMINISTRATION
OPERATIONS/PURCHASING
ONE DAVIS SQUARE, FIRST FLOOR RM 111
CHARLESTON WV 25301
US
VENDOR
Vendor Customer Code:
Vendor Name :
Address :
Street :
City :
State : Country : Zip :
Principal Contact :
Vendor Contact Phone: Extension:
FOR INFORMATION CONTACT THE BUYER
Roberta A Wagner
(304) 558-0437 roberta.a.wagner@wv.gov
Vendor Signature X FEIN# DATE All offers subject to all terms and conditions contained in this solicitation
Date Printed: May 27, 2025 Page:2 FORM ID: WV-PRC-ARFQ-002 2020/05
ADDITIONAL INFORMATION
NOTE: This request is covered in part or in whole by federal funds. All bidders will be required to acknowledge and adhere to Attachment 1-Provisions Required for Federally Funded Procurements.
INVOICE TO SHIP TO
HEALTH AND HUMAN
RESOURCES
HEALTH AND HUMAN
RESOURCES
MILDRED MITCHELL -
BATEMAN HOSPITAL
MILDRED MITCHELL-
BATEMAN HOSPITAL
1530 NORWAY AVE 1530 NORWAY AVE
HUNTINGTON WV HUNTINGTON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
1 BANDS & CLASPS 1000.00000 EA
Comm Code Manufacturer Specification Model # 42143607
Extended Description:
SECTION 3.1.2 - BANDS & CLASPS
3.1.2.1 Bands must be tamper and water resistant for continual wear.
3.1.2.2 Bands must be wearable on either an ankle or wrist.
3.1.2.3 Bands must be fully adjustable for the perfect fit and to allow for patients' body fluctuations, etc. water retention or weight increase.
3.1.2.4 Bands must have Bluetooth connectivity and /or work through a Wi-Fi connection.
3.1.2.5 Bands must have a band removal detection notification or alert.
3.1.2.6 Bands must have Global Positioning System tracking and geofencing.
3.1.2.6.1Global Positioning System must track/geofence at a minimum of 150 foot from a monitoring device.
3.1.2.7 Bands must be printable to include individual patient identification information.
Date Printed: May 27, 2025 Page:3 FORM ID: WV-PRC-ARFQ-002 2020/05
INVOICE TO SHIP TO
HEALTH AND HUMAN
RESOURCES
HEALTH AND HUMAN
RESOURCES
MILDRED MITCHELL -
BATEMAN HOSPITAL
MILDRED MITCHELL-
BATEMAN HOSPITAL
1530 NORWAY AVE 1530 NORWAY AVE
HUNTINGTON WV HUNTINGTON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 2 BEACONS or such equipment for data collection
130.00000 EA
Comm Code Manufacturer Specification Model # 42143607
Extended Description:
SECTION 3.1.3 - Beacons or such equipment used for data collections that is attached to each band.
3.1.3.1 Equipment must be tamper and water resistant for continual wear
3.1.3.2 Equipment must be rechargeable.
3.1.3.3 Equipment must have a minimum of 6 months' battery life with full charge.
INVOICE TO SHIP TO
HEALTH AND HUMAN
RESOURCES
HEALTH AND HUMAN
RESOURCES
MILDRED MITCHELL -
BATEMAN HOSPITAL
MILDRED MITCHELL-
BATEMAN HOSPITAL
1530 NORWAY AVE 1530 NORWAY AVE
HUNTINGTON WV HUNTINGTON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
3 SOFTWARE 110.00000 EA
Comm Code Manufacturer Specification Model # 42143607
Extended Description:
SECTION 3.1.4 - Software:
3.1.4.1 Software must be compatible with Care Vue - our Electronic Health Recording(EHR) program.
3.1.4.2 Software Annual License Fee
This will be based on Average Daily Census - 103
Date Printed: May 27, 2025 Page:4 FORM ID: WV-PRC-ARFQ-002 2020/05
HEALTH AND HUMAN
RESOURCES
HEALTH AND HUMAN
RESOURCES
MILDRED MITCHELL -
BATEMAN HOSPITAL
MILDRED MITCHELL-
BATEMAN HOSPITAL
1530 NORWAY AVE 1530 NORWAY AVE
HUNTINGTON WV HUNTINGTON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price 4 MONITORING DEVICES - such as tablet 44.00000 EA
Comm Code Manufacturer Specification Model # 42143607
Extended Description:
SECTION 3.1.5 - Monitoring Devices:
3.1.5.1 Devices must have Bluetooth connectivity and/or work through a Wi-Fi or cellular connection.
3.1.5.1.1 Devices may be Tablet, I-pad or such type of device.
3.1.5.1.2 Devices must have a minimum of 64 GB memory
3.1.5.1.3 Device should be a maximum of 10" in size
3.1.5.1.4 Device must have a case to protect against accidental damage.
3.1.5.2 Devices must be tamper and water resistant.
3.1.5.3 Devices must be rechargeable.
3.1.5.4 Devices shall be provided by the vendor.
Date Printed: May 27, 2025 Page:5 FORM ID: WV-PRC-ARFQ-002 2020/05
HEALTH AND HUMAN
RESOURCES
HEALTH AND HUMAN
RESOURCES
MILDRED MITCHELL -
BATEMAN HOSPITAL
MILDRED MITCHELL-
BATEMAN HOSPITAL
1530 NORWAY AVE 1530 NORWAY AVE
HUNTINGTON WV HUNTINGTON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
6 DATA BACKUP 1.00000 YR
Comm Code Manufacturer Specification Model # 42143607
Extended Description:
SECTION 3.1.6 - Data Back-up:
3.1.6.1 Data back-up must be every 24 hours.
Date Printed: May 27, 2025 Page:6 FORM ID: WV-PRC-ARFQ-002 2020/05
HEALTH AND HUMAN
RESOURCES
HEALTH AND HUMAN
RESOURCES
MILDRED MITCHELL -
BATEMAN HOSPITAL
MILDRED MITCHELL-
BATEMAN HOSPITAL
1530 NORWAY AVE 1530 NORWAY AVE
HUNTINGTON WV HUNTINGTON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
7 DATA DISPOSITION 1.00000 YR
Comm Code Manufacturer Specification Model # 42143607
Extended Description:
SECTION 3.1.7 - Data Disposition:
3.1.7.1 Real time data captures
| Duration: | Immediate up to 24 hours | |
| Destination for storage: | Electronic Medical Record |
| Online Storage Duration: | Up to 90 days post capture |
| Destination for storage: | Long-term cloud based data storage |
Online Archival
| Duration: | Up to 365 days post capture |
| Destination: | On-line cloud file storage |
Final
| Duration: | Older than 365 days post capture | |
| Destination: | Return Data | |
| Data Destruction with written authorization |
Date Printed: May 27, 2025 Page:7 FORM ID: WV-PRC-ARFQ-002 2020/05
HEALTH AND HUMAN
RESOURCES
HEALTH AND HUMAN
RESOURCES
MILDRED MITCHELL -
BATEMAN HOSPITAL
MILDRED MITCHELL-
BATEMAN HOSPITAL
1530 NORWAY AVE 1530 NORWAY AVE
HUNTINGTON WV HUNTINGTON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
8 ANNUAL SUPPORT FEE 1.00000 YR
Comm Code Manufacturer Specification Model # 42143607
Extended Description:
SECTION 3.1.8 - Annual Support Fee:
3.1.8.1 Must include 7 days/24 hours/365 days.
3.1.8.2 Should include all states of data disposition.
INVOICE TO SHIP TO
HEALTH AND HUMAN
RESOURCES
HEALTH AND HUMAN
RESOURCES
MILDRED MITCHELL -
BATEMAN HOSPITAL
MILDRED MITCHELL-
BATEMAN HOSPITAL
1530 NORWAY AVE 1530 NORWAY AVE
HUNTINGTON WV HUNTINGTON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
9 ANNUAL SUPPORT, MAINTENANCE AND
UPGRADE
1.00000 YR
Comm Code Manufacturer Specification Model # 42143607
Extended Description:
SECTION 3.1.9 -Annual System Hosting, Maintenance & Upgrade Fee
Date Printed: May 27, 2025 Page:8 FORM ID: WV-PRC-ARFQ-002 2020/05
HEALTH AND HUMAN
RESOURCES
HEALTH AND HUMAN
RESOURCES
MILDRED MITCHELL -
BATEMAN HOSPITAL
MILDRED MITCHELL-
BATEMAN HOSPITAL
1530 NORWAY AVE 1530 NORWAY AVE
HUNTINGTON WV HUNTINGTON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
10 IMPLEMENTATION & TRAINING 1.00000 EA
Comm Code Manufacturer Specification Model # 42143607
Extended Description:
SECTION 3.1.10 - Implementation and Training:
3.1.10.1 Charges for the implementation and staff training must be included in your bid response.
3.1.10.2 Vendor must provide one week training.
3.1.10.2.1 Training must be completed on-site.
3.1.10.2.2 Training must include support for all shifts.
3.1.10.2.3 Training travel, lodging and meal per diem must be included in the training costs on the pricing sheet.
3.1.10.3 Specialized training must be provided for all Admissions staff and Administrators.
3.1.10.3.1Training must be completed on-site.
3.1.10.3.2 Training must include all shifts.
3.1.10.4 Training must also include "train the trainer" option.
| 3.1.10.4.1 | Train the trainer will consist of: | |
| Five nurse managers; one for each unit. |
Date Printed: May 27, 2025 Page:9 FORM ID: WV-PRC-ARFQ-002 2020/05
HEALTH AND HUMAN
RESOURCES
HEALTH AND HUMAN
RESOURCES
MILDRED MITCHELL -
BATEMAN HOSPITAL
MILDRED MITCHELL-
BATEMAN HOSPITAL
1530 NORWAY AVE 1530 NORWAY AVE
HUNTINGTON WV HUNTINGTON WV
US US
Line Comm Ln Desc Qty Unit Issue Unit Price Total Price
11 SHIPPING CHARGES 1.00000 EA
Comm Code Manufacturer Specification Model # 78121603
Extended Description:
SECTION 3.1.14 - Shipping and Taxes:
3.1.14.1 All shipping charges must be included on the pricing sheet and become part of the total cost.
3.1.14.1.1 No markup permitted on shipping.
3.1.14.2 We are tax exempt and tax exempt certificate available upon award.
SCHEDULE OF EVENTS
Line Event Event Date
2 TECHNICAL QUESTIONS BY 1:30PM EST 2025-06-03
Document Phase Document Description Page
MMB2500000004 Final PATIENT DIGITAL ROUNDING
AND GLOBAL POSITION SYSTEM
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