Biomedical equipment services

This Agency Request for Quote (ARFQ) solicitation WEH2600000005 seeks to establish an open-end service support agreement for biomedical equipment inspection, maintenance, parts, and repair services at Welch Community Hospital in Welch, West Virginia, administered by the West Virginia Office of Shared Administration (WVOSA) Purchasing Division on behalf of the Department of Health Facilities. The procurement encompasses comprehensive biomedical equipment services for over 400 individual medical and laboratory equipment items, including physiologic monitors, infusion pumps, ventilators, electrosurgical units, laboratory analyzers, imaging devices, sterilization equipment, and associated clinical apparatus from manufacturers such as Mindray, B. Braun Medical, Hill-Rom Services, Medtronic, Stryker Corp, and STERIS Corp. The selected vendor must provide one full-time Biomedical Medical Engineering Technician for on-site staffing Monday through Friday from 8:00 a.m. to 4:00 p.m., with 24/7 emergency support available at a maximum four-hour response time, along with preventative maintenance, equipment inspections, parts replacement, and repairs on a per-equipment basis, including biannual pharmacy clean room and hood inspections with air sampling. All services, parts, tools, and test equipment must be included in the monthly flat fee with no additional charges to the hospital, and the vendor must maintain a minimum Associate's degree in biomedical engineering technology or a Bachelor of Science in biomedical engineering while demonstrating compliance with all federal and state regulatory requirements including CMS, FDA, OSHA, and EPA standards. Award shall be made to the vendor providing the lowest total annual cost based on completed pricing of 105 line items with estimated quantities ranging from single units to 70 units per equipment type, with the contract structured as a 12-month service agreement. A mandatory pre-bid meeting was held on December 4, 2025, at 1:00 PM, with a questions deadline of December 11, 2025, at 10:30 AM, and the solicitation closes on December 22, 2025, at 3:00 PM, with bids to be submitted to the Office of Shared Administration Operations/Purchasing, One Davis Square, First Floor Room 107, Charleston, West Virginia 25301, with inquiries directed to buyer Roberta A. Wagner at (304) 558-0209 or roberta.a.wagner@wv.gov.

No specific set-aside designations for disadvantaged enterprises, minority-owned businesses, or women-owned businesses are identified within the solicitation documents; however, vendors responding to procurements with federal funding components must comply with the Federal Funds Addendum requirements, which incorporate federal compliance provisions including minority business and women's business enterprise utilization considerations, domestic preference for U.S.-produced goods, and anti-kickback and debarment compliance obligations. Vendors must complete a Purchasing Affidavit certifying they are not in default on any monetary obligations owed to the state or its political subdivisions and that neither they nor related parties owe debts exceeding one thousand dollars in the aggregate, unless subject to a valid payment plan in compliance. The procurement contract is partially or wholly funded by federal funds, requiring vendor adherence to the Federal Funds Addendum and HIPAA Business Associate Agreement obligations to protect protected health information in compliance with HIPAA regulations. No incumbent vendor or current contractor information is provided within the solicitation documents, and the specific total contract award value or budget range is not stated in the available documentation; however, vendors must calculate pricing across 105 line items with monthly and annual cost projections based on unit pricing multiplied by estimated quantities and a 12-month contract period to determine the total annual contract cost, which will serve as the primary basis for competitive evaluation and award determination.