Electronic Medical Records System

The West Virginia Purchasing Division, on behalf of the West Virginia Veterans Home in Berkeley County, is seeking a comprehensive Electronic Medical Records System (EMRS) through a competitive Request for Quotation (RFQ). The procurement aims to acquire software maintenance and support for 120 software licenses, with a base contract year from October 1, 2025, to September 30, 2026, and potential for three additional one-year renewals. The EMRS must include mandatory software modules such as Infection Control, Dietary/Nutrition Management, Admissions, Practitioner Engagement, Skin and Wound, Recreation, and Fiscal modules, with specific requirements for remote access, secure messaging, analytics compliance, and document upload capabilities. The vendor must provide 24/7 technical support, software installation, testing, deployment support, upgrades, and training, while ensuring HIPAA compliance and strict data management protocols. Technical questions are scheduled for August 18, 2025, at 10:00 AM, with bids due by August 22, 2025, at 10:00 AM, and the contract will be awarded to the vendor offering the lowest total contract cost that meets all specified requirements.

The procurement allows for broad participation, with vendors required to be registered with wvOASIS and the West Virginia Secretary of State. While no specific set-aside designations are explicitly mentioned, the state typically considers preferences for small, women-owned, and minority-owned businesses. The contract includes mandatory insurance requirements, specifically a $1,000,000 commercial general liability insurance policy. Vendors must be prepared to handle complete data ownership transfer, with specific requirements for data export, encryption, and certification of data deletion upon contract termination. The procurement may be funded by federal funds, which introduces additional compliance requirements outlined in the Provisions for Federally Funded Procurements document. Although the exact budget is not specified, the pricing page indicates monthly licensing fees for 120 beds, with potential for additional module costs. The contract is contingent on legislative appropriations, and the state reserves the right to cancel the contract if funding becomes unavailable.