Electronic Medical Records System

Cabell County, West Virginia is seeking qualifications from architectural and engineering firms for an Electronic Medical Records System project under ARFQ form BVH2600000008, with responses due July 7, 2026. This is a qualification phase procurement; firms must establish capability before advancing to subsequent bid phases.

The scope encompasses system design, implementation, data migration from legacy systems, staff training, technical documentation, and ongoing support for medical records management. The procurement requires vendors to demonstrate expertise in electronic health record systems implementation, integration, and management. Key submission requirements include organizational structure, past performance on similar healthcare technology projects, staff qualifications, and proposed methodologies for system development and deployment. Site visits and pre-bid conferences are available to clarify technical requirements and review existing infrastructure.

Responses must address system functionality, vendor experience with similar healthcare implementations, and total cost of ownership. The contract term includes an initial implementation period followed by multi-year support and maintenance agreements with renewal options contingent upon performance metrics and system uptime requirements. Pricing submissions must cover hardware, software licensing, implementation services, and ongoing maintenance and support costs.

The procurement is federally funded, triggering compliance with federal procurement regulations governing competition requirements, documentation standards, cost principles, allowable expenses, audit requirements, reporting obligations, and conflict-of-interest policies. All procurement activities must maintain detailed records, ensure fair and open competition among qualified bidders, and comply with applicable federal guidelines. Federal funding provisions supersede conflicting state or local regulations where applicable.