Power Policy Professional Subscription

Welch Community Hospital, a Health and Human Resources facility in Marshall County, West Virginia, is procuring a one-year subscription to a policy and compliance management platform software through a sole source determination (Solicitation Number ASSD 0512 WEH2600000002). The software solution must facilitate the creation, editing, organization, and distribution of employee and facility policies, serving as a comprehensive policy and compliance management platform. Key deliverables include a functional policy documentation system with capabilities for policy creation and editing, policy organization and distribution functionality, and compliance tracking features. The procurement deadline is December 23, 2025, at 3:00 p.m., with proposal submissions directed to the Office of Shared Administration Operations/Purchasing at One Davis Square, First Floor Room 107 in Charleston, West Virginia. Inquiries regarding the solicitation should be directed to Roberta A. Wagner at the West Virginia Department of Administration Purchasing Division. As a sole source acquisition, this procurement bypasses competitive bidding, indicating the selected vendor and product have been determined to be uniquely qualified to meet the hospital's specific policy and compliance management requirements.

The procurement is subject to multiple compliance addenda, including the Software as a Service (SaaS) Addendum, which establishes comprehensive data protection, security, and privacy requirements mandating U.S.-based data centers, annual Cloud Security Alliance STAR Self-Assessments and SOC 2 audits, 24-hour security incident notification, and 72-hour data breach notification protocols. The solicitation also incorporates HIPAA Business Associate Agreement requirements for protected health information handling and may be subject to federal funds compliance provisions under 2 C.F.R. 200.317-200.327 if utilizing federal funding sources. No specific pricing information, budget ranges, incumbent contractor details, set-aside designations for disadvantaged enterprises, or women's business enterprise preferences are disclosed in the available documentation. The contract structure and any renewal options beyond the initial one-year term are not detailed in the provided materials. Specific funding sources and financial amounts for this procurement have not been disclosed in the available solicitation documents.