Electronic Medical Records System

The West Virginia Purchasing Division, on behalf of the West Virginia Veterans Home in Barboursville, Cabell County, is soliciting an Electronic Medical Records System (EMRS) software maintenance and support contract. The procurement seeks comprehensive licensing and support services for 120 resident beds, with a contract term beginning October 1, 2025, and ending September 30, 2026, plus three optional one-year renewals. The vendor must provide 24/7 technical support, software upgrades and patches, training, backup and point-in-time restore capabilities, implementation services, and SaaS platform functionality. Required deliverables include specified software modules encompassing Infection Control, Dietary/Nutrition Management, Admissions, Practitioner Engagement, Skin and Wound, Fiscal, and analytics compliance modules, all compliant with HIPAA requirements. Upon contract conclusion, the agency will own all resident data, and the vendor must release data in a readily accessible, non-proprietary format at no additional cost. Vendor qualifications require authorization by the West Virginia Office of Technology to provide these services, submission of all applicable maintenance and support agreements for state approval prior to award, and maintenance of Commercial General Liability Insurance of at least $1,000,000 per occurrence. Technical questions are due by 10:00 AM on September 25, 2025, with bids due by 10:00 AM on September 29, 2025. A mandatory pre-bid meeting is required for bid eligibility, and all bids will be evaluated on lowest total cost meeting required specifications.

No specific set-asides, disadvantaged enterprise designations, or restrictions on responding organizations are identified in the solicitation documents. No incumbent vendor or current contractor information is detailed in the available materials. The pricing structure is based on a per-bed monthly cost model, with bidders required to submit an all-inclusive monthly fee for licensing and support per unit bed. The total contract value will be calculated by multiplying the monthly per-bed rate by 12 months and 120 beds for each contract period, with separate pricing submissions required for the base year and three optional renewal years. Any optional additional modules may be bid separately at monthly rates. The procurement may be funded in whole or in part by federal funds, requiring compliance with federally funded procurement provisions and federal requirements related to civil rights compliance, labor standards, and administrative requirements. Payment will be rendered in arrears upon receipt of proper invoices via electronic funds transfer or P-Card, and vendor pricing must remain firm for the entire contract duration unless specifically authorized for adjustment by the State.