West Virginia Board of Medicine - Medical Licensure / Records Database Maintenance System - CRFP BOM26*01 (2025)
West Virginia Department of Administration Purchasing Division | State of West VirginiaState · Charleston, WV- Due
- Dec 17, 2025
- Deadline passed
- Posted
- Nov 24, 2025
- Contract term
- 6.5 years
- Primary contact
- Larry D McDonnell
- (304) 558-2063
The 30-second brief
The West Virginia Department of Administration Purchasing Division is issuing this Request for Proposal on behalf of the West Virginia Board of Medicine for an off-the-shelf licensure/records product, content management database system, and cloud-based documentation program. The project involves modernizing legacy Oracle database systems, migrating approximately 179 million records and 75GB of documents, implementing a customizable web-based application and renewal portal for medical doctors, podiatric physicians, and physician assistants, and integrating with the WV State Treasurer's E-Gov payment system. The submission deadline is December 17, 2025.
Database System - Development, Database System - Implementation, Database System - Training, Cloud Based Documentation Program - Development, Cloud Based Documentation Program - Implementation, Cloud Based Documentation Program - Training, Website Portal - Development, Website Portal - Implementation, Website Portal - Training, Year 1-5 Maintenance and Support/Warranty/Hosting/Required Enhancements
Project Goals and Proposed Approach (70 points), Cost (30 points)
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Summary
The West Virginia Department of Administration Purchasing Division is issuing this Request for Proposal on behalf of the West Virginia Board of Medicine for an off-the-shelf licensure/records product, content management database system, and cloud-based documentation program.
The project involves modernizing legacy Oracle database systems, migrating approximately 179 million records and 75GB of documents, implementing a customizable web-based application and renewal portal for medical doctors, podiatric physicians, and physician assistants, and integrating with the WV State Treasurer's E-Gov payment system. The submission deadline is December 17, 2025.
EVALUATION CRITERIA
Project Goals and Proposed Approach (70 points), Cost (30 points)
REQUIRED DELIVERABLES
10- Database System - Development
- Database System - Implementation
- Database System - Training
- Cloud Based Documentation Program - Development
- Cloud Based Documentation Program - Implementation
- Cloud Based Documentation Program - Training
- Website Portal - Development
- Website Portal - Implementation
- Website Portal - Training
- Year 1-5 Maintenance and Support/Warranty/Hosting/Required Enhancements
REQUIRED ATTACHMENTS
3- Technical Proposal
- Cost Proposal
- Addendum Acknowledgment
- Submit to
- Department of Administration, Purchasing Division, 2019 Washington Street East, Charleston, WV 25305
- Duration
- 78 months
- Scope location
- Charleston, West Virginia
- Reported agency
- State of West Virginia
Questions about this RFP
How do I respond to this RFP from West Virginia Department of Administration Purchasing Division | State of West Virginia?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is December 17, 2025. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Department of Administration, Purchasing Division, 2019 Washington Street East, Charleston, WV 25305. For questions, contact Larry D McDonnell.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including West Virginia Department of Administration Purchasing Division | State of West Virginia in WV, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Larry D McDonnell at (304) 558-2063. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Database System - Development, Database System - Implementation, Database System - Training, Cloud Based Documentation Program - Development, Cloud Based Documentation Program - Implementation, Cloud Based Documentation Program - Training, Website Portal - Development, Website Portal - Implementatio. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Project Goals and Proposed Approach (70 points), Cost (30 points)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from West Virginia Department of Administration Purchasing Division | State of West Virginia?
All active and historical solicitations from West Virginia Department of Administration Purchasing Division | State of West Virginia are tracked and searchable. As a state agency, West Virginia Department of Administration Purchasing Division | State of West Virginia regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 6.5 years. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Technical Proposal, Cost Proposal, Addendum Acknowledgment. Review the full document from West Virginia Department of Administration Purchasing Division | State of West Virginia for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Charleston, West Virginia. Review the full solicitation for detailed scope requirements.