Eastern Oklahoma VA Health Care System (EOVAHCS) Health Care for Homeless Veterans (HCHV) Contract Emergency Residential Services (CERS

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 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 on-going need for a provider who can deliver transitional living for Veterans experiencing homelessness and services consistent with the Health Care for Homeless Veterans (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 ultimately facilitate Veterans moving into permanent housing. It is understood that the type of Veterans to be cared for under this contract will require services over and above the level of room and board. 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 room the door locks and windows locks must be in working order), access to working phone, and personal linens (towels, pillows, blankets, and bed sheets, etc.). Linens must be season appropriate and are of adequate quantity. Appropriate measures must be taken to reduce intensity and frequency of bed bugs by providing a bed bug cover for each bed and ensure Veterans use a "hot box" for all of their personal items before accessing their assigned room. Access to hygiene items must be provided for those that do not have the ability to purchase their own. At least three nutritious meals, 7 days a week will be provided for the Veteran. In addition, there will be availability of snacks of nourishing quality (e.g., fruits, vegetables, protein sources, etc.), between meals and bedtime for those requiring or desiring additional food, even when it is not medically indicated. Contractor will provide alternative meals for Veterans with dietary restrictions if medically indicated (e.g., diabetic, renal, and soft mechanical diets) and reasonable accommodation for Veterans with cultural/religious preferences around food (e.g., Kosher, Sikh, etc.). 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 schedule and/or scheduled appointments. Contractor will have procedures in place so Veterans can access meals after scheduled mealtimes. The facility shall establish and maintain sanitary procedures for washing dishes, cleaning equipment and work areas, and disposing of waste. As needed, Contractor will consult with a local dietician or VA dietician to ensure that Veterans are receiving adequate meals and meeting dietician inspection standards outlined in the HCHV CERS inspection packet VA Form 10-10116a or subsequent inspection packet revisions. Transportation or access to transportation to VA appointments or other community appointments meant to encourage a more adaptative level of psycho-social functioning must be provided. Should a Veteran not have transportation resources, the contractor will work with the Veteran to determine appropriate transportation resources and complete necessary referrals for those resources. For example, should a Veteran not be able to ride the city bus due to physical or mental health limitations, transportation referrals that accommodates those needs will be completed. In the interim, the contractor will work with the Veteran on alternative transportation options until appropriate transport can be obtained. It will be expected that the contractor provide transportation to necessary appointments if no other options are available. Ensuring a Veteran is not denied entry to HCHV CERS based solely upon length of current abstinence from alcohol or non-prescribed controlled substances, the number of previous treatment episodes, the time interval since the last program entry, the use of prescribed controlled substances, or legal history if deemed clinically appropriate by the contract provider and HCHV CERS Liaison (or designee). Emergency admissions/same day admissions -If barriers exist to emergency admissions/same day admissions, the contractor will develop a plan that will show documented efforts to reduce those barriers. This plan will be submitted within 72 hours to the HCHV Liaison or designee if the Veteran is not admitted on the same day. Unless specifically excluded from this contract, the per diem rate established will include services listed in this document and will also include all services or supplies normally provided to other clients by the facility without extra charge. Ensuring Veterans who are being prescribed FDA-approved medications for the treatment of SUD have access to HCHV CERS program services. NOTE: Veterans on medications for SUD should not be excluded from participation in HCHV CERS program services. Reasonable accommodation for individuals receiving medication treatment for opioid use disorder is required, provided the requested accommodation does not impose major financial or administrative commitments that would be considered an undue burden. LAUNDRY FACILITIES: On-site working laundry facilities and detergent at no charge will be provided by the Contractor. Veterans will be given detergent and access to washer/dryers to accommodate at least 2 washes and 2 dries per week. Should on-site laundry not be available, the contractor will have a plan in place to provide alterative arrangements for the Veteran to complete their laundry. The plan will include transportation if needed. THERAPEUTIC INDVIDUAL CASE MANAGEMENT SERVICES: Each Veteran will have an Individual Service Plan (ISP) completed by the Contractor with input from the Veteran and the VA HCHV CERS Liaison (or designee). Therapeutic and rehabilitative services will be stated in the plan of care. Services which the Contractor must be able to furnish or provide shall be detailed and will include: Access to Individual Case Management: Access to individual on site case management services. Individual case management will be supportive. Should a Veteran have mental health, medical, family and/or employment obligations which directly conflicts with ability to attend scheduled case management meetings, alternate times will be offered to the Veteran. Contractor will clearly document efforts made to accommodate the Veteran. A thorough written Individualized Service Plan (ISP) will be developed for each Veteran. This will include structured on-site individual case management focused on obtaining permanent housing. Individual case management will also include but not limited to, if needed, counseling on self-care skills, adaptive coping skills and financial planning. Information and referrals for financial benefits, transportation, SNAP benefits, or any other resources necessary for the Veteran to have a more adaptive level of functioning and independence will also be included in case management. Additional services may include professional and vocational rehabilitation counseling in collaboration with VA programs and community resources. All Contractors will provide proper documentation verifying services and case management efforts by all team members including, but not limited to housing, benefit and employment specialists, and program management staff. There will be an expectation that notes are written professionally in a format that utilizes the clear settings of goals and documents progress towards those goals (e.g., SNAP, SOAP, or SMART notes). In addition, special attention will be made to address High Suicide Risk (HSR) Veterans as identified by the VA HCHV CERS Liaison, VA Mental Health Staff and/or contracted licensed clinical counselor or case manager. On a weekly basis the contracted counselor and/or case manager will be required to update the VA HCHV CERS Liaison on Veteran progress and/or safety concerns for HSR Veterans. HSR Safety plan reviews and a copy of the Veteran s Safety Plan will be documented in the chart. All Veterans will be referred to VA for Primary Care and Mental Health appointments and contractors will support Veterans in making initial and subsequent appointments. Efforts will be documented in the Veterans ISP. VA Coordination: Collaboration and coordination with VA program staff, as needed, will include coordination of supportive psychosocial services if clinically indicated. In particular, coordinated efforts must be made with the HCHV CERS Liaison around medical, mental health, admission, and discharge needs. All Veterans if needed and appropriate will be referred to VA for Primary Care and Mental Health appointments and Contractors will support Veterans in making initial and subsequent appointments. Efforts will be documented in the Veterans ISP and reviewed by the HCHV CERS Liaison or designee. Staffing Ratio: 24 hours a day 7 day a week staffing of the facility. Ensure all Veterans are met with on a biweekly basis. CONTRACT PROVIDER WILL DEMONSTRATE ADEQUATE STAFFING AND AN APPROPRIATE SCOPE OF SERVICES TO CARRY OUT THIS PROGRAM. At minimum, there must be at least one case management staff on property during business hours at least eight hours per day Monday -Friday specifically dedicated to HCHV CERS program participants. Should a contract staff member be out of the office, Contractor will be responsible for ensuring adequate coverage for HCHV CERS program participants and notify HCHV CERS Liaison or designee of who will be covering. Permanent Housing Search: Contractors are required to provide Veterans with direct and ongoing assistance in achieving permanent housing. As a primary goal of the HCHV program, plans for Veterans transition to permanent housing placements must be clearly reflected in each ISP and in case management notes. As part of this plan, Veterans housing history and needs must be assessed. Housing Assessments must identify Veterans housing history, strengths (i.e., positive prior rental history), and barriers (i.e., Unlawful Detainers). All efforts to engage Veteran regarding housing plans, options, and resources shall be clearly documented and include any therapeutic techniques utilized. Contractor staff must provide direct assistance to Veterans in developing permanent housing plans and accessing appropriate housing resources. If appropriate, Contractor must refer to programs like SSVF (supportive services to Veteran families) and provide necessary follow up to ensure the Veteran is linked to the resource or any other resource that will aid in the Veteran in achieving permanent housing. Examples of expected housing services include: All housing efforts by Contractor shall be documented clearly and presented to HCHV CERS Liaison or designee upon request. Mere communication with Veterans regarding housing, without subsequent Contractor staff action and follow-up, shall not on its own meet the above requirements. Financial Planning: Referral to and follow up on all potential financial resources the Veteran may be eligible for (e.g., SSI, SSDI, Food, VA NSC pension/SC compensation etc.). Case Managers will document all structured activities that support Veteran in developing a short- and long-term plan to understand and address their current financial situation and how to improve it. Financial planning efforts may be accomplished in group but preferably through one-on-one case management services. Employment Services: Referral to all relevant employment opportunities the Veteran is eligible for and interested in, Case managers will document all structured activities that support Veteran in applying for employment as appropriate based on needs of Veteran as identified in the assessment. Recovery: Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the resident s rehabilitative potential. Assistance to gain and to apply knowledge of the recovery process in an environment supportive of recovery models. Outreach: Contractor will be responsible to engage in outreach in the community both independently and in collaboration with VA Homeless Programs Designee(s). Contractors will maintain occupancy by engaging in outreach services and will be knowledgeable about outreach best practices generally accepted in the community. Contractor will be responsible for participating in community coordinated entry and following up with potential HCHV CERS referrals. Discharge Planning: Securing permanent housing will be the primary discharge goal for every Veteran. All Veterans must have a discharge plan. Compliance with all VA regulations regarding discharges and timeliness of reporting discharges is required by Contractor. Case Managers will provide assistance with discharge planning for every Veteran and report all discharges. Communication for discharging a Veteran from any HCHV program is required within 24 business hours from known discharge. All actual or threatened violence will be grounds for discharge. Veterans may be discharged for safety reasons at any time. Contractor is responsible for gathering information as to where the Veteran is discharging to, e.g. new apartment address, hospital, etc. and notifying HCHV CERS Liaison or designee. All negative discharges will be subject to a full team debriefing, including HCHV CERS Liaison or designee, to look for opportunities missed to intervene sooner. Lastly, HCHV performance measures established by the Homeless Program Office (VA Central Office) and requirements set forward in this solicitation should be met. These include the following: HCHV1 _discharges to permanent housing 55% (subject to change) _______ HCHV2 _discharges with negative exit 20% (subject to change) __________ Intake Packets: All Veterans must receive an intake packet within 72 business hours which includes, at minimum, the following information: Description of the Contractors services Grievance Policy Emergency procedures Patient rights and Reasonable Accommodation Medication Management: Medications shall be properly stored in a safe and secure manner according to the contractor s policy and procedures. The method of storage cannot be easily removed from the facility (e.g., lock box is secured to a large structure) If Veteran is in a Single room occupancy, all doors and window locks MUST be in working order. A copy of the Veterans medication list will be maintained by the contract provider. Reasonable accommodation for individuals receiving medication treatment for opioid use disorder is required, provided the requested accommodation does not impose major financial or administrative commitments that would be considered an undue burden. Contractor shall establish procedures for insuring Veterans confidentiality in the storage of and keeping of records concerning medication. Critical Incident Reporting- All critical incidents will be reported within 24 hours. This includes the following: Falls Assault (to Veteran or Staff) Elderly/Dependent Adult Abuse or Neglect Sexual Assault Fire (Veteran Involved) Medical/Psychiatric Emergency (911 Calls) Hospitalization Suicide or Suicide Attempt Homicide Death Infectious Control (TB, etc.) Active Substance Abuse Observation/ Possession of Weapons DOCUMENTATION: The Contractor shall provide treatment and discharge planning reflecting a team assessment of health, social and vocational needs and the involvement of the Veteran, the VA staff and appropriate community resources in resolving problems