Lease Agreement Endoscopic System

The State of West Virginia, on behalf of Mineral County and Welch Community Hospital under the Department of Health and Human Resources, is soliciting bids for a four-year lease agreement for a comprehensive endoscopic system. The Agency Request for Quote (ARFQ) was posted on February 4, 2026, with a deadline for proposal submission of March 5, 2026, at 3:00 PM, and a deadline for vendor questions of February 12, 2026. The required system includes one new ELUXEO VP-7000 High-Definition Video Processor, one BL-7000 4-LED light source, one 32-inch 4K Sony Monitor, multiple endoscopes (including adult and routine colonoscopes, video gastroscopes, and a bronchoscope), water bottles with tubing, coaxial cables, and associated accessories, with all items specified as "or equal" alternatives. The successful vendor must provide a four-year lease with 12 months of service in each year, comprehensive yearly preventative maintenance, all repair services during the lease term, replacement or loaner equipment within three calendar days if repairs require off-site service, and travel costs associated with maintenance and repairs. Vendors must submit unit pricing and total pricing for each year of the lease term, calculated on a monthly cost basis multiplied by twelve months, with award going to the lowest-cost bidder meeting all mandatory specifications. The procurement is partially or wholly funded by federal funds and requires vendor compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) Business Associate Agreement requirements.

This procurement is subject to West Virginia's Purchasing Affidavit requirements, which mandate that all vendors and related parties certify they do not owe debts exceeding one thousand dollars in aggregate to the state or political subdivisions and are not in employer default status, unless subject to valid exceptions such as contested tax matters or active payment plans in compliance. The Federal Funds Addendum establishes two separate solicitation tracks—one for state-level procurement and one for county/local procurement with federal funds—with potential for multiple contract awards if different vendors prevail in each evaluation. The addendum incorporates extensive federal compliance requirements applicable to contracts, including affirmative steps to utilize minority businesses, women's business enterprises, and labor surplus area firms; domestic preferences for U.S.-produced goods and materials; debarment and suspension verification through the System for Award Management (SAM); and prohibitions on telecommunications and video surveillance equipment from specified Chinese manufacturers. No incumbent vendor information or existing infrastructure integration requirements are identified in the solicitation documents. While specific budget or award values are not provided in the solicitation materials, vendors should be prepared to provide competitive pricing for a four-year equipment lease inclusive of all maintenance, repair, and logistical services. Bid submissions should be directed to the Office of Shared Administration Operations/Purchasing at One Davis Square, First Floor, Room 107, Charleston, West Virginia 25301, with inquiries directed to Roberta A. Wagner at (304) 558-0437 or roberta.a.wagner@wv.gov.