Electronic Medical Records System

The West Virginia Purchasing Division, on behalf of the West Virginia Veterans Home in Barboursville (Cabell County), is issuing an Agency Request for Quote (ARFQ) for an Electronic Medical Records System (EMRS) software maintenance and support services. The procurement seeks a SaaS platform supporting 120 EMRS licenses for the facility located at 512 Water Street, Barboursville, West Virginia. The EMRS must include comprehensive functionality encompassing infection control with antibiotic stewardship, dietary and nutrition management, admissions, practitioner engagement with electronic signatures, skin and wound management with photo upload capability, recreation scheduling, fiscal management for resident accounts, and analytics compliance modules. Required deliverables and services include 24/7 technical support with Service Level Agreements, implementation support with software installation and testing, onsite and remote training throughout the contract period, scheduled upgrades between 6 PM and 6 AM EST with one business day advance notice, complete database backup capability with point-in-time restore functionality down to the minute for seven days, and full data portability upon contract termination in non-proprietary formats with HIPAA compliance. The contract term is one year beginning October 1, 2025, and ending September 30, 2026, with three optional one-year renewal periods available. Vendors must submit technical questions by August 18, 2025, at 10:00 AM, with bids due on August 22, 2025, at 10:00 AM through wvOASIS or as electronic documents to morgan.sheets@wv.gov. Vendors must be authorized by the West Virginia Office of Technology to provide the specified maintenance and support services, maintain Commercial General Liability Insurance of at least $1,000,000 per occurrence, and comply with all state licensing and registration requirements prior to contract award. The contract will be awarded to the vendor providing the lowest total cost for services meeting all required specifications, with pricing submissions requested on a monthly per-bed licensing basis across the base year and three optional renewal years.

The solicitation documents do not indicate any set-aside designations, disadvantaged enterprise restrictions, or incumbent vendor information. However, the procurement may be funded in whole or in part by federal funds, requiring vendors to comply with applicable federal provisions as outlined in the provided attachment; the contract is contingent upon legislative appropriation of funds and becomes void if funding is not appropriated by July 1 of any fiscal year. Vendors must accept payment by electronic funds transfer or P-Card, maintain firm pricing for the life of the contract unless otherwise specified, and comply with West Virginia Code requirements including adherence to the Freedom of Information Act, with the understanding that the vendor's entire submission and any resulting contract are public documents subject to disclosure. Upon contract award, the Agency will own all license numbers and resident data throughout the contract term, with vendors required to release all data within 72 hours of contract termination and provide written certification of data deletion within 30 days. No specific budget range or award value is listed in the solicitation; pricing information must be provided by vendors for each of eight line items covering base year license fees, additional modules as needed, and optional renewal years on a monthly per-bed basis for the 120-bed facility.