Electronic Medical Records System

The West Virginia Veterans Home, located in Berkeley County, is seeking a comprehensive Electronic Medical Records System (EMRS) through an Agency Request for Quote (ARFQ 0618 BVH2600000003). The procurement involves a monthly licensed software solution with a base year and three optional renewal years, covering up to 120 software licenses beginning October 1, 2025. The EMRS must provide robust functionality including modules for infection control, dietary management, admissions, practitioner engagement, and fiscal tracking, with specific technical requirements such as SaaS platform capability, remote access, secure messaging, and comprehensive data transfer protocols. Key deliverables include 24/7 technical support, implementation support, software upgrades, point-in-time data restoration, and complete training support. Vendors must ensure HIPAA compliance, data protection, and maintain all necessary security standards for protected health information. Technical questions are due by 10 AM on September 25, 2025, with final bids due by 10 AM on September 29, 2025. The contract will be awarded to the vendor offering the lowest total contract cost who meets all specified requirements, with the contact person being Morgan Sheets, reachable at morgan.sheets@wv.gov or 304-736-1027.

The procurement appears to have potential opportunities for small, women-owned, or minority-owned businesses, with vendors required to be registered with wvOASIS and compliant with state licensing requirements. Respondents must maintain at least $1,000,000 in Commercial General Liability Insurance and be prepared to accept electronic funds transfer or P-Card payments. While a specific budget range is not explicitly stated, the pricing structure allows for monthly license fees across the base year and three optional renewal periods. The contract is potentially funded partially or wholly by federal funds, which introduces additional compliance requirements outlined in the Provisions for Federally Funded Procurements document. Vendors must adhere to federal regulations including 2 CFR 200, Resource Conservation and Recovery Act, Executive Order 11246, and various Department of Labor standards. The state reserves the right to cancel the contract and expects vendors to comply with all applicable federal, state, and local laws. Importantly, all submissions are considered public documents subject to potential disclosure, and the final contract remains contingent on funding availability.