Lease Agreement Endoscopic System

The West Virginia Department of Health and Human Resources, specifically the Office of Shared Administration (OSA) Purchasing Division, is seeking a lease agreement for an Endoscopic System for Welch Community Hospital in Mineral County. The procurement opportunity, identified as ARFQ WEH2500000018, is soliciting bids for a comprehensive medical equipment lease, which includes a VP-7000 Eluxeo High-Definition Video Processor, BL-7000 Eluxeo 4-LED light source, 32" 4K Sony Monitor, multiple specialized endoscopic scopes (Colonoscope, Gastroscope, and Bronchoscope), and associated equipment. The vendor must provide equipment meeting specific technical specifications, including precise video output resolution, bending capabilities, field of view, and working channel dimensions. Bidders are required to submit electronic bids through wvOASIS by June 26, 2025, at 1:30 PM EST, with questions due by June 12, 2025, at 10:30 AM. The contract is structured as a one-year term with potential successive one-year renewals, contingent on mutual written consent and not exceeding the total available renewal months. Vendors must maintain specific insurance coverages, including $1,000,000 in Commercial General Liability and Automobile Liability Insurance.

The procurement opportunity includes several set-aside and preference provisions, with explicit considerations for small, women-owned, and minority-owned businesses. The solicitation is partially funded by federal funds, requiring vendors to comply with 2 C.F.R. 200.317 through 200.327 and adhere to federal procurement regulations, including domestic preferences and minority business enterprise guidelines. Vendors must complete a Purchasing Affidavit confirming they are not in default on monetary obligations and must sign a HIPAA Business Associate Addendum to ensure protected health information compliance. The contract includes comprehensive maintenance requirements, with the vendor responsible for yearly preventative maintenance, equipment repairs, and providing replacement/loaner equipment within three days if needed. While specific award values are not explicitly stated, the procurement will be awarded based on the lowest grand total cost as shown on the Pricing Pages. Potential vendors must also acknowledge the Byrd Anti-Lobbying Amendment and comply with various state and federal regulatory requirements, including restrictions on certain telecommunications and video surveillance equipment.