To attach addendum #1 patient digital rounding

The State of West Virginia, Office of Shared Administration, on behalf of Mildred Mitchell-Bateman Hospital (MMBH) in Huntington, Cabell County, is soliciting bids for a comprehensive patient digital rounding and global positioning system (ARFQ 0512 2927 MMB2500000004). The procurement encompasses wearable bands with GPS tracking and geofencing capabilities (minimum 150-foot range), rechargeable wristband beacons with 50-day battery life, monitoring devices (tablets or locked-down smartphones), Bluetooth locators for ceiling installation, beacon chargers, edge devices, pairing boxes, and associated software licensing compatible with the hospital's CareVue Electronic Health Record (EHR) system. Deliverables include hardware procurement, one week of on-site installation and training for all shifts, specialized training for admissions and administrative staff, and a "train the trainer" program consisting of five nurse managers (one per hospital unit). The vendor must provide certified professionals for installation, ensure Bluetooth and Wi-Fi connectivity on monitoring devices with minimum 64 GB memory and maximum 10-inch screen size, implement band identification using printable labels, and support a minimum of 16 patients per observer with real-time alerts and escalation capabilities. Additional services required include data backup every 24 hours, data disposition protocols (immediate-to-24-hour electronic medical records storage, up to 90-day cloud storage, and up to 365-day archival), 24/7/365 annual support, system hosting and maintenance, EHR integration with VPN setup for EHR connectivity, and optional text alert notification capabilities. Award will be made to the lowest grand total cost bid meeting all mandatory specifications. A mandatory pre-bid meeting is scheduled for June 10, 2025, at 1:30 PM EST (attendance required for bid eligibility); however, Addendum #1 extends the bid submission deadline to June 17, 2025, at 1:30 PM EST. Technical questions were due by June 3, 2025, and vendors must acknowledge receipt of Addendum #1 with their bid submissions.

The solicitation is subject to federal funding compliance requirements under 2 C.F.R. 200.317-200.327, creating separate procurement tracks for state-level and county/local federal funds procurement, with potential for multiple contract awards if different vendors win each track. Applicable federal compliance requirements include Davis-Bacon prevailing wage compliance for construction work exceeding $2,000, anti-kickback provisions, equal employment opportunity compliance, Byrd Anti-Lobbying Amendment certification for awards exceeding $100,000, debarment and suspension verification through the System for Award Management (SAM), domestic product preferences, and prohibitions on certain telecommunications and video surveillance equipment from specified foreign entities. Vendors must be registered with wvOASIS (annual fee $125.00) and the West Virginia Secretary of State's office prior to award, execute a HIPAA Business Associate Agreement, comply with the SaaS Addendum for cloud-based services, and submit a completed Purchasing Affidavit confirming no outstanding debts exceeding $1,000 and no employer default status. The contract term is one (1) year from the date of award with no automatic renewal; any renewal requires mutual written agreement at least 30 days prior to contract expiration. Vendors must provide performance bonds and labor/material payment bonds equal to 100% of contract value, a two-year maintenance bond covering the roofing system, and maintain Commercial General Liability Insurance, Automobile Liability Insurance, and Builders Risk Insurance (equal to 100% of contract value) with the State named as an additional insured. No specific contract value range is disclosed in the solicitation documents; however, the procurement encompasses equipment, software licensing for approximately 110 patients (based on average daily census of 103), implementation, training, annual support, and system maintenance services for a 110-bed healthcare facility, suggesting a significant multi-year commitment with substantial annual service fees.