Electronic Medical Records System-ADDENDUM 1

The West Virginia Veterans Home (located in Barboursville, Cabell County) is requesting quotations for an Electronic Medical Records System under ARFQ 0618 BVH2600000008, with bids due July 7, 2026 at 10:00 a.m.; technical questions are due June 30, 2026 at 10:00 a.m. This addendum (Version 2) clarifies system functionality and operational workflows; the procurement may be funded in whole or part by federal funds and requires compliance with HIPAA privacy and security standards.

The scope encompasses a Software-as-a-Service platform serving 120 licensed beds and 35 total users (administrators, nursing staff, pharmacist, dietician, fiscal staff, social workers, and support personnel) for the base facility's Domiciliary Program and Project 214. The system must support medication workflow with a searchable database (medications prescribed off-site and pre-filled; nursing staff record orders for administration), admissions intake (centralized demographic storage, resident status changes), and dietary/nutrition recording (orders, recommendations, and notes without advanced features such as tray cards or menu planning). The EMR does not require e-prescribing or direct pharmacy integration. Implementation includes software installation, testing, deployment, data migration from the incumbent Point Click Care system, and comprehensive training for all administrators and users. The system must provide 24/7 technical support with defined Service Level Agreements, scheduled upgrades during off-peak hours with advance notice, and full database backup with point-in-time restoration within seven days. Vendors must be authorized by the West Virginia Office of Technology; all maintenance agreements require state review and approval prior to award. Liquidated damages of $500 per day apply for each day past software go-live that the system remains non-operational. Upon contract conclusion, vendors must export and delete all historical patient data in a readily accessible, non-proprietary format.

The initial contract term is five years beginning September 1, 2026, with one optional one-year renewal period. Pricing is structured as six line items covering monthly license fees for base years one through five and the optional renewal year. Pricing is firm for the contract life unless expressly modified. Vendors must maintain Commercial General Liability Insurance of $1 million per occurrence. Contract award is contingent upon appropriated or available funding. Morgan Sheets (304-736-1027, morgan.sheets@wv.gov) is the buyer.