Informal dispute resolution process

The West Virginia Department of Administration Purchasing Division, on behalf of the Office of Health Facility Licensure and Certification (OHFLAC), is requesting quotes for an open-end contract to conduct informal dispute resolution processes for healthcare facilities, with quotes due October 15, 2026 at 1:30 p.m. ET and written questions due October 5, 2026 at 10:00 a.m. ET.

The scope encompasses ten distinct line items covering dispute resolution reviews across multiple severity levels and deficiency categories: Level 1 Long-Term Care reviews (10 units), Level 2 Long-Term Care reviews (10 units), Level 2 Substandard Care reviews (10 units), Level 3 Long-Term Care reviews (15 units), Immediate Jeopardy reviews (10 units), Condition Level Deficiency reviews (15 units), Standard Level Deficiency reviews without penalties (40 units), Standard Level Deficiency reviews with penalties (20 units), additional telephonic review fees (30 units), and additional face-to-face review fees (10 units). Travel expenses and separate facility agreements are to be assumed by requesting facilities.

The solicitation does not specify unit prices or total contract value; pricing will be established through competitive bidding. Vendors may request reciprocal preference for West Virginia resident status or certifications as small, women-owned, or minority-owned businesses under applicable West Virginia Code. No mandatory pre-bid meeting will be held. Prior to contract award, the successful vendor must be registered with the West Virginia Purchasing Division and have paid applicable registration fees.

Bids must be submitted electronically via wvOASIS, in paper form at 2019 Washington Street East, Charleston, WV 25305, or by facsimile. Vendors must provide their Federal Employer Identification Number and principal contact information. All bids must include a signature and acknowledge receipt of any addenda. Inquiries should be directed to Crystal G Hustead at (304) 558-2402 or crystal.g.hustead@wv.gov. Invoicing and shipping are directed to OHFLAC at 1900 Kanawha Boulevard East, Suite 825, Building 6, Suite 817, Charleston, WV.