Summary of West Virginia Contract Opportunity ARFQ WEH2500000006

The West Virginia Department of Health and Human Resources (DHHR), Office of Shared Administration, Purchasing Division, on behalf of the Department of Health Facilities at Welch Community Hospital in Mineral County, is soliciting competitive bids through an Agency Request for Quote (ARFQ) for an all-inclusive service support contract for hematology analyzers and reagents/consumables. The procurement seeks vendors capable of providing comprehensive preventative maintenance, parts replacement, and labor support for two Beckman Coulter DXH690T Hematology Analyzers (Serial Numbers BD49901 and BD49902), along with eight specified reagent and consumable product lines with estimated annual usage quantities ranging from 2 to 170 units. Service support deliverables must include monthly all-inclusive support costs for the analyzers, bi-annual preventive maintenance, local technician response within 12 hours of service calls, and 24/7 telephone technical support availability. Reagent requirements include cell lyse, differential packs, cleaners, calibrators, controls, diluent, and linearity controls, with all products requiring a minimum shelf life of 90 days beyond receipt and delivery within six days of order placement. Pricing must be submitted on a monthly flat-fee basis for service support and cost-per-unit basis for reagents, with all shipping costs and delivery charges included as FOB destination pricing. The contract term is one year with potential renewal options. Submission deadlines include: written questions due by 10:00 AM EST on November 19, 2024, and sealed bids due by December 3, 2024, at 1:30 PM EST, with submissions accepted through WVOASIS (preferred method), USPS, Federal Express, UPS, or hand delivery to Theresa J. Dorsey, DHHR Purchasing Division, One Davis Square, Room 111, Charleston, West Virginia 25301. Evaluation will be based solely on the lowest overall total cost meeting all technical specifications, with the contract awarded to the apparent successful lowest responsible bidder.

The solicitation contains no stated set-asides for disadvantaged enterprises, women-owned businesses, or minority-owned businesses; however, all bidders must comply with applicable federal compliance requirements including minority business enterprise participation provisions and equal employment opportunity standards as the procurement is partially or wholly federally funded. All vendors must execute a mandatory notarized Purchasing Affidavit certifying compliance with West Virginia Code 5-22-1(i), confirming they are not in default on monetary obligations to the state or political subdivisions and meet applicable workers' compensation requirements. Additionally, vendors must execute a HIPAA Business Associate Agreement to protect any protected health information handled during contract performance and comply with all federal fund provisions including Davis-Bacon wage requirements where applicable, clean air and water act compliance for contracts exceeding $150,000, debarment verification through the System for Award Management, and Byrd Anti-Lobbying Amendment certification. No incumbent vendor information or specific budget range is disclosed in the solicitation documents. Qualified vendors must maintain sufficient inventory to fulfill contract obligations, provide quarterly and annual purchasing reports, designate a primary contract manager, and accept orders through multiple channels including WVOASIS, mail, facsimile, and email. Bids must include vendor Federal Employer Identification Number (FEIN), principal contact information, and certification that all solicitation requirements and terms have been reviewed and understood.