SAM #36C25926Q0674

Health Care for Homeless Veterans Contract Emergency Residential Services in Tulsa, Oklahoma

This opportunity is issued by the Department of Veterans Affairs, Eastern Oklahoma VA Health Care System (EOVAHCS), via Network Contracting Office 19, seeking sources for Health Care for Homeless Veterans Contract Emergency Residential Services (CERS) in Tulsa, Oklahoma. - Government Buyer: - Department of Veterans Affairs - Eastern Oklahoma VA Health Care System (EOVAHCS) - Network Contracting Office (NCO) 19 - OEMs and Vendors: - No specific OEMs or commercial vendors are named; the requirement is for service providers capable of operating a compliant residential facility. - Services Requested: - Transitional residential housing for eligible homeless Veterans - Supportive case management - Room and board, including provision of nutritious meals (with dietary accommodations) - Transportation assistance to appointments - Laundry facilities - Individualized service plans - Financial and employment counseling - Discharge planning and outreach - Emergency response and coordination with VA staff - Documentation and compliance with VA regulations and inspection criteria - Unique/Notable Requirements: - Facility must be located in Tulsa, Oklahoma - 24/7 staffing coverage, with at least one case management staff during business hours - Must meet all health, safety, staffing, and operational requirements as outlined in the draft Performance Work Statement (PWS) - Compliance with all VA inspections and regulatory standards - Contract Details: - Anticipated Firm-Fixed-Price (FFP) Indefinite Delivery Indefinite Quantity (IDIQ) contract - One base year plus four option years (total five years) - Vendors must demonstrate capability to operate a community-based residential facility and meet all requirements in the PWS.

Description

This is not a solicitation announcement. This is a sources sought notice only. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification (HUBZone, 8(a), small business, small disadvantage, veteran owned, women owned or service-disabled veteran owned small business) relative to NACIS 623220 - Residential Mental Health and Substance Abuse Facilities, Size standard $19.04 Million, PSC: G004 - Social Rehabilitation. The Department of Veterans Affairs, Eastern Oklahoma VA Health Care System (EOVAHCS), is seeking information and sources capable of providing Health Care for Homeless Veterans (HCHV) Contract Emergency Residential Services (CERS) in a contractor operated community based residential facility located in Tulsa, Oklahoma. PLACE OF PERFORMANCE: Services shall be provided at the contractor's residential facility located in Tulsa, Oklahoma. The facility must meet all health, safety, staffing, and operational requirements identified in the current draft Performance Work Statement (PWS). TYPE OF CONTRACT: If this Sources Sought leads to a future solicitation, the Government anticipates awarding a Firm-Fixed-Price (FFP) Indefinite Delivery Indefinite Quantity (IDIQ) contract. The anticipated period of performance is March 1, 2027 – February 29, 2032, consisting of one (1) base year and four (4) option years. SCOPE OF WORK: The contractor shall provide transitional residential housing and supportive case management services for eligible Veterans referred by the VA. Required services include room and board, basic living needs, on-site staffing, case management, documentation, coordination with VA staff, emergency response, and compliance with all required inspections. Interested vendors must review the current draft PWS for a complete and detailed description of all required services. The PWS outlines full contractor responsibilities, program requirements, performance standards, staffing expectations, documentation procedures, and inspection criteria. SUBMISSION INSTRUCTIONS: This is a request for information and sources only, which may or may not lead to a future solicitation. This is not a Request for Proposal (RFP). The VA will not pay for any information received resulting from this Sources Sought notice. Requests for copies of a solicitation shall not be honored or acknowledged. Information should be forwarded to the Contract Specialist. Because this is a request for information only, answers to questions will not be posted. Organizations capable of providing these services and interested in this opportunity are invited to submit a capability statement. CAPABILITY STATEMENTS SHOULD INCLUDE: Point of contact Complete mailing address Telephone number Email address Company's business size status SAM UEI number Verification of the ability to operate a community based residential facility in Tulsa, OK Summary of organizational experience providing residential or emergency housing services Summary of experience providing case management or supportive services Description of staffing capabilities, including availability of 24/7 coverage Confirmation of the ability to meet all requirements contained in the current draft PWS Deadline for responses: 1:00pm CDT by August 26, 2026. Responses must be sent via email to: Contract Specialist, Fanta Cooper Wells Email: fanta.cooper-wells@va.gov Subject Line: Solicitation 36C25926Q0674 HCHV CERS Tulsa DRAFT Performance Work Statement HEALTH CARE FOR HOMELESS VETERANS (HCHV) CONTRACT EMERGENCY RESIDENTIAL SERVICES (CERS) Purpose The Eastern Oklahoma VA Health Care System (EOVAHCS), located at 1011 Honor Heights Drive, Muskogee, OK 74401, has an ongoing need for a provider who can deliver transitional living for Veterans experiencing homelessness and services consistent with the HCHV program. The goal of the HCHV program is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based, residential environments with sufficient supportive services to meet their needs and facilitate Veterans moving into permanent housing. The contractor's transitional housing shall be located in Tulsa, Oklahoma. Background Through the HCHV program, VA provides supportive services to Veterans and facilitates their access to a broad range of medical, mental health, and rehabilitative services. HCHV's goal is to engage Veterans experiencing homelessness in supportive services and place them in a safe and secure environment that supports their permanent housing and rehabilitative goals. The purpose of this solicitation is to contract with a provider who can provide transitional housing, supportive individual case management services to Homeless Veterans in a community-based Contracted Emergency Residential Services (CERS) facility. Services to be Provided Basic Services The Contractor shall furnish each Veteran who has been approved as eligible by the VA and admitted for care under this contract with the following basic services: Room and Board: Clean and sanitary room and board. Accommodations will include a bed and other furnishings such as a dresser, storage locker or other designated secured space (if a single room occupancy, the door locks and windows locks must be in working order), access to a working phone, and personal linens (towels, pillows, blankets, and bed sheets, etc.). Linens must be season-appropriate and of adequate quantity. Measures to reduce bed bugs include providing a bed bug cover for each bed and ensuring Veterans use a "hot box" for personal items before accessing their assigned room. Access to hygiene items must be provided for those who do not have the ability to purchase their own. At least three nutritious meals, 7 days a week, will be provided. Snacks of nourishing quality (e.g., fruits, vegetables, protein sources) will be available between meals and bedtime for those requiring or desiring additional food, even when not medically indicated. The contractor will provide alternative meals for Veterans with dietary restrictions if medically indicated (e.g., diabetic, renal, soft mechanical diets) and reasonable accommodations for cultural/religious food preferences (e.g., Kosher, Sikh). Food shall be prepared, served, and stored under sanitary conditions. The facility shall provide storage space in an onsite refrigerator for Veterans who miss meals due to work or appointments. Procedures will be in place for Veterans to access meals after scheduled mealtimes. Sanitary procedures for washing dishes, cleaning equipment, and waste disposal will be maintained. The contractor will consult with dieticians to ensure meal adequacy and standards. Transportation to VA or community appointments will be provided or arranged, accommodating Veterans' needs. The contractor will work with Veterans to identify transportation resources and complete referrals. Transportation will be provided if no other options are available. Veterans will not be denied entry based solely on abstinence length, treatment episodes, or legal history if deemed clinically appropriate. Emergency admissions/same-day admissions will be supported with documented efforts to reduce barriers. A plan will be developed within 72 hours if barriers exist. The per diem rate will include all services or supplies normally provided without extra charge, including services for prescribed medications for Substance Use Disorder (SUD). Veterans on medications for SUD will not be excluded from participation. Laundry Facilities On-site laundry facilities and detergent will be provided at no charge. Veterans will have access to at least 2 washes and 2 dries per week. If on-site laundry is unavailable, alternative arrangements including transportation will be provided. Therapeutic Individual Case Management Services Each Veteran will have an Individual Service Plan (ISP) developed with input from the Veteran and VA staff. Services include: Access to on-site case management, with flexible scheduling to accommodate obligations. Documentation will include structured notes (e.g., SMART, SOAP) focusing on goals and progress. Special attention to High Suicide Risk (HSR) Veterans, with weekly updates and safety plan documentation. Coordination with VA for primary care and mental health appointments, with documentation in the ISP. Staffing ratios ensuring 24/7 coverage, with at least one dedicated case management staff during business hours on weekdays. Assistance in achieving permanent housing, including assessment, development, and follow-up on housing plans, and referrals to programs like SSVF. Financial planning, employment services, recovery support, outreach, and discharge planning, with documentation of all activities. Discharge Planning Securing permanent housing is the primary discharge goal. All Veterans will have a discharge plan, with timely reporting of discharges. Communication within 24 hours of discharge is required, and negative discharges will be reviewed by the team. Discharge procedures include documentation of destination and follow-up plans. Intake Packets Veterans will receive an intake packet within 72 business hours, including service description, grievance policy, emergency procedures, patient rights, and medication management policies. Medication Management Medications will be stored securely, with procedures to ensure confidentiality. All medication lists will be maintained, and accommodations for medication treatment for opioid use disorder will be provided without undue burden. Critical Incident Reporting All critical incidents (falls, assault, abuse, fire, emergencies, hospitalization, suicide, homicide, death, infectious control, weapons, etc.) will be reported within 24 hours. Documentation Treatment and discharge planning will be documented, including individual case records for each Veteran, maintaining confidentiality and compliance with applicable laws. Records will include verification of Veteran status, family status, employment/income history, education, skills, and individual service plans. Case notes will be professional and include assessments, plans, and follow-up. Rules, Policies, and Procedures Reasonable rules governing daily life will be established, clearly communicated, and posted. Rights and dignity will be protected, with reasonable accommodations for disabilities. Additional Contract Requirements Staff training will be conducted regularly, with documentation and sign-in sheets provided to VA. Staff must adhere to a policy prohibiting sexual relationships with clients. Key personnel will be identified, with contingency plans for substitutions. Admission processes will include written eligibility criteria, timely admissions, and VA approval verification. Initial stays should not exceed 90 days, with extensions up to 6 months authorized by VA based on clinical need. Absences and cancellations will be monitored, with specific conditions for payment during absences. Site visits will be conducted quarterly, with reports maintained. Inspections will ensure compliance with safety, health, and program standards, with corrective actions as needed. Emergency procedures will be trained and posted, with supplies available and incident reporting within 24 hours. Billing will include all services, with daily logs and reports to ensure accuracy and safety. Additional Links Department of Veterans Affairs

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