West Virginia School of Osteopathic Medicine

Location:	West Virginia
Posted:	Mar 20, 2026
Due:	May 1, 2026
Agency:	West Virginia Higher Education Policy Commission
Type of Government:	State & Local
Category:	U - Education and Training Services Y - Construction of Structures and Facilities
Solicitation No:	WVSOM-26-570 WVSOM Website
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSAL

(WVSOM WEBSITE RFP #WVSOM-26-570)

TABLE OF CONTENTS

1. Table of Contents

2. Section 1: General Information and Instructions

3. Section 2: Instructions to Vendors Submitting Bids

4. Section 3: General Terms and Conditions

5. Section 4: Project Specifications

6. Section 5: Vendor Proposal

7. Section 6: Evaluation and Award

8. Certification and Signature Page

SECTION 1: GENERAL INFORMATION

1.1. Introduction:

The West Virginia School of Osteopathic Medicine (hereinafter referred to as “WVSOM” or the

“Agency”) is issuing this solicitation as a Request for Proposal (“RFP”), pursuant to the authority granted

under W. Va. Code §18B-5-4, to solicit proposals from qualified vendors to redesign, implement, host,

and maintain a unified multisite web platform serving the institution’s primary public facing and internal

digital properties..

The RFP is a procurement method in which vendors submit proposals in response to a Request for

Proposal issued by the Agency. This procurement method requires award to the highest scoring vendor,

rather than the lowest cost vendor, based upon a technical evaluation of the vendor’s technical proposal

and a cost evaluation. This process is commonly referred to as a “best value” procurement.

Through their proposals, vendors shall present a comprehensive solution for conducting a full-spectrum

assessment of WVSOM’s cybersecurity posture and physical security Through their proposals, vendors

shall present a comprehensive solution for the design, development, implementation, hosting, and

ongoing support of WVSOM’s enterprise website platform. Vendors should describe how their proposed

approach will meet or exceed the requirements set forth in this RFP, including the ability to enhance user

experience, improve prospective student engagement and conversion, strengthen search visibility, and

support scalable, long-term content management. The proposed solution should address technical

architecture, content strategy, accessibility compliance, and governance, while ensuring a secure, reliable,

and high-performing digital environment that supports WVSOM’s communications, recruitment, and

operational objectives.

Revised 07/01/2021

REQUEST FOR PROPOSAL

(WVSOM WEBSITE RFP #WVSOM-26-570)

SECTION 2: INSTRUCTIONS TO VENDORS SUBMITTING BIDS

Instructions begin on next page.

Revised 07/01/2021

INSTRUCTIONS TO VENDORS SUBMITTING BIDS

1. REVIEW DOCUMENTS THOROUGHLY: The attached documents contain a

solicitation for bids. Please read these instructions and all documents attached in their entirety.

These instructions provide critical information about requirements that if overlooked could

lead to disqualification of a vendor’s bid. All bids must be submitted in accordance with the

provisions contained in these instructions and the Solicitation. Failure to do so may result in

disqualification of Vendor’s bid.

2. MANDATORY TERMS: The Solicitation may contain mandatory provisions identified

by the use of the words “must,” “will,” and “shall.” Failure to comply with a mandatory term

in the Solicitation will result in bid disqualification.

3. PRE-BID MEETING: The item identified below shall apply to this Solicitation.

[ ] A pre-bid meeting will not be held prior to bid opening

[ X ] A MANDATORY PRE-BID meeting will be held at the following place and time:

**Virtual Meeting

Monday, March 30, 2026

1:30 p.m. (ET)

Please email wvsombids@osteo.wvsom.edu to register for the Mandatory Pre-Bid meeting.

Registration closes Friday, March 27, 2026 at 3:00 p.m. (ET). Vendor must provide the

company name and contact information for each individual who will attend. Access

instructions will be provided to all registered vendors in advance of the meeting.

All Vendors submitting a bid must attend the mandatory pre-bid meeting. Failure to attend

the mandatory pre-bid meeting shall result in disqualification of the Vendor’s bid. No one

individual is permitted to represent more than one vendor at the pre-bid meeting. Any

individual that does attempt to represent two or more vendors will be required to select one

vendor to which the individual’s attendance will be attributed. The vendors not selected will

be deemed to have not attended the pre-bid meeting unless another individual attended on

their behalf.

An attendance sheet provided at the pre-bid meeting shall serve as the official document

verifying attendance. Any person attending the pre-bid meeting on behalf of a Vendor must

list on the attendance sheet his or her name and the name of the Vendor he or she is

representing. It is the Vendor’s responsibility to locate the attendance sheet and provide the

required information. Failure to complete the attendance sheet as required may result in

disqualification of Vendor’s bid.

Vendors who arrive after the starting time but prior to the end of the pre-bid will be permitted

to sign in but are charged with knowing all matters discussed at the pre-bid.

Revised 10/17/2024

Request for Proposal

Any discussions or answers to questions at the pre-bid meeting are preliminary in nature and

are non-binding. Official and binding answers to questions will be published in a written

addendum to the Solicitation prior to bid opening.

4. VENDOR QUESTION DEADLINE: Vendors may submit questions relating to this

Solicitation to WVSOM Department of Contracts and Procurement. Questions must be

submitted in writing. All questions must be submitted on or before the date listed below

and to the address listed below to be considered. A written response will be published in a

Solicitation addendum if a response is possible and appropriate. Non-written discussions,

conversations, or questions and answers regarding this Solicitation are preliminary in nature

and are non-binding.

Submitted emails should have the solicitation number in the subject line.

Question Submission Deadline: April 10, 2026 at 4:30 PM.

Submit Questions to:

WVSOM – Contracts & Procurement Department

400 Lee Street North,

Lewisburg, WV 24901

Email: WVSOMbids@osteo.wvsom.edu

5. VERBAL COMMUNICATION: Any verbal communication between the Vendor and

any WVSOM personnel is not binding, including verbal communication at the mandatory pre-

bid conference. Only information issued in writing and added to the Solicitation by an official

written addendum by the WVSOM is binding.

6. BID SUBMISSION: Bids may be submitted either by physical delivery or electronic mail

(email). All bids must be submitted on or before the date and time of the bid opening listed in

section 7 below..

Bids submitted must contain a signature. Failure to submit a bid in any form without a signature will

result in rejection of your bid.

Any bid received by WVSOM staff is considered to be in the possession of the WVSOM and

will not be returned for any reason.

Bid Delivery Address and Email:

WVSOM – Contracts & Procurement Department

400 Lee Street North,

Lewisburg, WV 24901

Email:bids@osteo.wvsom.edu

7. BID OPENING: Bids submitted in response to this Solicitation will be opened at the date

and time listed below. Delivery of a bid after the bid opening date and time will result in bid

disqualification.

Revised 10/17/2024

Request for Proposal

Bid Opening Date and Time: Friday, May 1, 2026 at 10:00 a.m.

8. ADDENDUM ACKNOWLEDGEMENT: Changes or revisions to this Solicitation will

be made by an official written addendum issued by WVSOM. Vendor should acknowledge

receipt of all addenda issued with this Solicitation by completing an Addendum

Acknowledgement Form. Failure to acknowledge addenda may result in bid disqualification.

The addendum acknowledgement should be submitted with the bid to expedite document

processing.

9. BID FORMATTING: Vendor should type or electronically enter the information onto its

bid to prevent errors in the evaluation. Failure to type or electronically enter the information

may result in bid disqualification.

10. ALTERNATE MODEL OR BRAND: Unless the box below is checked, any model,

brand, or specification listed in this Solicitation establishes the acceptable level of quality

only and is not intended to reflect a preference for, or in any way favor, a particular brand or

vendor. Vendors may bid alternates to a listed model or brand provided that the alternate is at

least equal to the model or brand and complies with the required specifications. The equality

of any alternate being bid shall be determined by WVSOM at its sole discretion. Any Vendor

bidding an alternate model or brand shall clearly identify the alternate items in its bid and

should include manufacturer’s specifications, industry literature, and/or any other relevant

documentation demonstrating the equality of the alternate items. Failure to provide

information for alternate items may be grounds for rejection of a Vendor’s bid.

11. EXCEPTIONS AND CLARIFICATIONS: The RFP/RFB contains the specifications

that shall form the basis of a contractual agreement. Vendor shall clearly mark any exceptions,

clarifications, or other proposed modifications in its bid. Exceptions to, clarifications of, or

modifications of a requirement or term and condition of the RFP/RFB may result in bid

disqualification.

12. COMMUNICATION LIMITATIONS: Communication with the WVSOM or any of its

employees regarding this RFP/RFB during the RFP/RFB, bid, evaluation, or award periods,

except through the Director of Procurement, is strictly prohibited without prior approval.

13. REGISTRATION: Prior to Contract award, the apparent successful Vendor must be

properly registered with the West Virginia Purchasing Division and must have paid the $125

fee, if applicable.

14. UNIT PRICE: Unit prices shall prevail in cases of a discrepancy in the Vendor’s bid.

15. WAIVER OF MINOR IRREGULARITIES: WVSOM reserves the right to waive

minor irregularities in bids or specifications.

16. NON-RESPONSIBLE: WVSOM reserves the right to reject the bid of any vendor as

Non-Responsible, when the Director determines that the vendor submitting the bid does not

have the capability to fully perform or lacks the integrity and reliability to assure good-faith

performance.”

Revised 10/17/2024

Request for Proposal

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number	Description	Bid Opening
WVSOM-26-570 WVSOM Website	West Virginia School of Osteopathic Medicine Bid Advertisement- RFP #WVSOM-26-570 WVSOM Website Any questions must be submitted to: WVSOM-Contracts & Procurement Department 400 Lee Street North Lewisburg, WV 24901 Email: WVSOMbids@osteo.wvsom.edu	Bids will be received until: May 1, 2026 at 10:00AM EST

West Virginia School of Osteopathic Medicine

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