Rental of cylinders of industrial medical gases

The West Virginia Department of Health Facilities, Office of Shared Administration, Purchasing Division, is soliciting bids for the rental of cylinders containing industrial and medical gases and the purchase of industrial and medical gases for Welch Community Hospital located in Marshall County. The procurement encompasses an open-end contract covering eight gas types—acetylene, air, argon, carbon dioxide, helium, oxygen, nitrogen, nitrous oxide, and a four-component diffusion mixture—across 17 cylinder configurations of varying sizes, along with hazardous materials shipping charges. Deliverables include weekly delivery of filled cylinders with simultaneous collection of empty cylinders for standard orders, bi-weekly delivery for routine orders, and emergency fulfillment within 24 hours, with all cylinders required to comply with Department of Transportation regulations. The successful vendor must designate a primary contract manager available during business hours, provide quarterly and annual purchase reports, accept orders through multiple channels including mail, facsimile, email, or secure online ordering systems, and comply with all federal, state, and local laws including HIPAA Business Associate Agreement requirements. Written questions are due by February 5, 2025, at 10:00 A.M., and bids must be submitted by February 18, 2025, at 1:30 P.M. EST either through the wvOASIS system or in sealed format to Theresa J. Dorsey at the Office of Shared Administration, One Davis Square, Room 111, Charleston, West Virginia 25301. The solicitation requires a mandatory pre-bid meeting that vendors must attend, with failure to attend resulting in bid disqualification, and the contract will be awarded to the vendor submitting the lowest grand total cost for all itemized services.

The solicitation is not identified as containing set-asides for disadvantaged enterprises, minority-owned businesses, or women-owned businesses, though it incorporates federal funding requirements that may impose certain compliance obligations. All successful bidders must be registered with the West Virginia Purchasing Division and provide proof of insurance with Commercial General Liability Insurance and Automobile Liability Insurance, each at a minimum of $1,000,000 per occurrence, with the State listed as an additional insured; performance and labor/material payment bonds equal to 100 percent of the contract value are required prior to contract award. The solicitation does not identify any incumbent contractors or existing vendors currently serving this function. Vendors must certify compliance with the West Virginia Purchasing Affidavit requirements regarding monetary obligations to the state and political subdivisions, and they must execute a HIPAA Business Associate Agreement given the healthcare facility context and handling of protected health information. Pricing must be firm for the life of the contract unless otherwise specified, with F.O.B. destination delivery for standard orders at costs included in bid pricing, though emergency delivery charges are billable separately. No specific budget range or award value is disclosed in the solicitation documents.