Electronic healthcare incident reporting system

The West Virginia Department of Health and Human Resources seeks to procure an Electronic Healthcare Incident Reporting System through an Agency Sole Source Determination (ASSD 0512 WSH2600000001), with proposals due by September 30, 2025, at 1:30 PM. The procurement covers user licenses and support/maintenance services for four state healthcare facilities: William R. Sharpe Jr. Hospital (800 annual user licenses), Mildred Mitchell-Bateman Hospital (500 annual user licenses), Welch Community Hospital (325 annual user licenses), and an additional unnamed facility. The contract term spans four years with structured line items providing annual user licenses and yearly support and updates for each facility throughout the contract period. Deliverables include software licenses classified under commodity code 43230000 and support/updates services under commodity code 81161501. The procurement officer is Roberta A. Wagner, contactable at (304) 558-0437 or roberta.a.wagner@wv.gov. As a sole-source determination, this procurement indicates that only one vendor is capable of providing the specific electronic healthcare incident reporting system, eliminating competitive bidding requirements. All invoicing and shipping must be directed to William R. Sharpe Jr. Hospital, 936 Sharpe Hospital Road, Weston, WV 26452.

The contract is subject to West Virginia's standard terms and conditions for exempt procurements, requiring vendors to be properly registered with the West Virginia Purchasing Division and to provide performance bonds, labor/material payment bonds, and maintenance bonds equal to 100 percent of contract value prior to award. Vendors must maintain Commercial General Liability Insurance and Automobile Liability Insurance of $1,000,000 or more per occurrence, along with workers' compensation insurance proof. The contract incorporates federal compliance requirements outlined in the OSA Federal Funds Contract Clause Addendum, including provisions for federal funds procurements under 2 C.F.R. 200.317-200.327, Davis-Bacon wage compliance, debarment verification through the System for Award Management, and Byrd Anti-Lobbying Amendment certification. Additionally, as a Software as a Service (SaaS) solution, the procurement is subject to West Virginia's SaaS Addendum, requiring comprehensive data protection, security measures, encryption of personal data at rest and in transit, United States-based data centers unless prior written approval is obtained, 24-hour incident reporting requirements, annual Cloud Security Alliance STAR Self-Assessments, and SOC 2 audits. The contract commences on October 22, 2025, with renewal options available upon mutual written consent, though automatic renewal is prohibited. Specific pricing and award values are not populated in the available documentation.