02-_Attachment_A_Agency_Purpose.docx

Attachment A Agency Solicitations

Solicitation No. EV00000828 This Solicitation is a Contract Document and is a request for proposal in connection with the Contract awarded on behalf of Oklahoma Department of Mental Health and Substance Abuse Services (ODMHSAS) by and through the Office of Management and Enterprise Services as more particularly described below. Any defined term used herein but not defined herein shall have the meaning ascribed in the General Terms or other Contract document.

PURPOSE

The Office of Management and Enterprise Services (OMES), Central Purchasing Division, is seeking responses on behalf of ODMHSAS from potential Suppliers to provide a contract for the purchase of services regarding The Discharge Transitional Living Program in which bidder shall assist unhoused individuals who have been discharged from psychiatric hospitals. The goal of this program is to provide individuals with immediate independent housing in Oklahoma County, engaging them with intensive recovery support services, connecting them with community mental health treatment and obtaining permanent independent housing. A Contract resulting from this Solicitation may be designated for use as a Statewide Contract.[footnoteRef:1] [1: 74 O.S. 85.5(G)(3) ]

The Contract is awarded on behalf of ODMHSAS for Patient Discharge Transitional Living Services.

1. Contract Term and Renewal Options:

1.1. The initial Contract term, which begins on the effective date of the last signature and ending June 30, 2026, there are two (2) one-year options to renew the Contract ending June 30, 2028.

1.2. ODMHSAS Contracts will be renewed annually for the length of the agreement term. Annual renewal notices will be supplied by the agency in the form of a current purchase order. This does not change any substantive terms and conditions of the contract executed; a written termination notice shall be sent at least 30 days prior to the end of the contract term.

2. Solicitation Criterion:

2.1. The Bid will be evaluated using a best value criterion, based on the following:

I. Technical Response:

a) Experience and Qualifications – Attachment A, Section 2

b) Mandatory Specifications – Attachment A, Section 3.3.I.-XI., and Scope and Description in Attachment A, Section 3.2.I.-IV II. Cost: Exhibit 02: Cost Template

3. Scope and Description:

3.1. Budget: FY26 Jan.1, 2026 through June 30, 2026 for $269,820.00 FY27 July 1, 2026 through June 30, 2027 for $539,640.00 FY28 July 1, 2027 through June 30, 2028 for $539,640.00

3.2. Objective: This program is intended to support individuals discharged from psychiatric hospitals (or similar facilities) by:

I. Providing immediate transitional housing II. Offering intensive recovery support III. Ensuring access to community mental health services IV. Facilitating transition to permanent independent housing

3.3. The Bid Response shall show the ability of the Bidder to meet or exceed the following mandatory specifications on Exhibit 01: Bidder Response Worksheet.

I. Housing Provision: Provide stable transitional housing through master leasing or tenant-based rental assistance and supportive services to eligible individuals experiencing homelessness who are exiting:

a) Psychiatric hospitals

b) Crisis Stabilization Units

c) Urgent Recovery Centers

d) ODMHSAS Contracted Residential Care Facilities

II. Housing Transition Support: Help clients move from fully paid to subsidized housing within 6 months when possible.

III. Staffing Requirements: Bidder must designate or hire, and appropriately train at minimum:

a) One (1) Case Manager per 25 participants housed

b) One (1) Peer Recovery Support Specialist per 25 participants housed

IV. Training and Credentials: Consumer care staff must be trained in the following to have certificates of training on hand. All certification and training courses must be ODMHSAS approved. Completed certification or proof of attendance of training must be provided. Staff need to ensure their certification status is in good standing. Bidder must include training and credential information for existing staff. Mandatory training must be completed within the first year of award for all new staff.

a) Trauma Informed Care

b) Housing Focused Case Management

c) Mental Health First Aid/Crisis Intervention Support

d) Motivational Interviewing with ongoing coaching meetings

V. Care Coordination: Bidder must have the capacity to coordinate discharged care through:

a) Collaborate with psychiatric facilities to transition clients directly into housing within 7 business days of discharge date.

b) Coordinate with ODMHSAS or clinical agency staff to discharge persons directly into independent housing from treatment settings.

c) Connecting people served with community mental health services and aid in transitioning/continuing patient clinical care.

d) At least one team member must regularly participate in the local Continuum of Care’s Coordinated Entry system and meetings.

e) Developing individual service plans withing 14 days of enrollment.

f) Cover costs to maintain or gain employment, education, mental health, recovery and independent living resources.

g) Ensure engagement and retention with outpatient treatment provider of client’s choice through consistent follow along support.

VI. Consumer Feedback: Offeror must conduct Bi-Annual Satisfaction Surveys.

VII. Deliverables and Monitoring: Offeror must maintain receipts, time sheets, lease agreements, and any other support documentation regarding expenditures, training and certifications.

VIII. Reporting:

a) Invoices: Monthly, due by the 25th

b) Data Reports: Quarterly, submitted to ODMHSAS

c) https://officemgmtentserv.sharepoint.com/sites/452-EmploymentHousing

IX. Technical Assistance:

a) Monthly meetings with OMDHSAS Program Service Staff

b) https://officemgmtentserv.sharepoint.com/sites/452-EmploymentHousing

X. Performance Metrics: Metrics bidder must keep throughout the life of the agreement.

a) Staff-to-client ratio

b) Participants served

c) Referrals (sources, numbers)

d) Denials and criteria

e) Participants in fully subsidized rent >6 months

f) Participants in behavioral health services

g) Dates of recreational activities

h) Participants in employment/education services

i) Employment outcomes

j) Housing exits (not to permanent housing)

k) Consumer satisfaction results (Q2 & Q4)

XI. Compensation:

a) Cost Reimbursement Model

b) https://www.acquisition.gov/far/subpart-16.3

c) Invoiced through eProvider Invoice application

d) Payment is directly correlated to budget and documentation

3.4. The Bid Response shall show the ability of the Bidder to meet or exceed the following technical specifications.

I. Demonstrate the organizational infrastructure necessary to administer and disburse rental and utility assistance on behalf of program participants. To include:

a) The capacity to make timely payments to landlords, utility providers, and other approved vendors.

b) Financial management systems capable of tracking expenditures by category (e.g., rent, utilities, deposits) and by participant.

c) Internal controls to ensure accurate documentation and accountability for all disbursed funds.

II. Provide evidence of past performance delivering similar collaborative programs or supplying immediate assistance and connection to necessary resources. Including relevant references.

III. Clear strategy for service delivery, coordination with community partners and Continuum of Care CoCs, responsiveness to community needs.

IV. Demonstrates partnerships with community agencies and ability to leverage other funding/resources.

4. Executive Summary and Company Information are to be returned on Exhibit 01: Bidder Response Worksheet.

5. Technical Responses are to be on Exhibit 01: Bidder Response Worksheet.

6. Pricing shall be proposed using hourly rates and roles for additional professional services in connection with the project including, without limitation, maintenance and support services and enhancement services to the extent not included in a mutually agreed Statement of Work.

Bidder responses shall be proposed using the following suggested cost categories. Suggested cost allocation can be found on Exhibit 02: Cost Template. Preference will be given to bidders who follow the suggested cost allocation provided on Exhibit 02.

a) Housing Assistance- Leasing Agreement for a period of 12 months and receipts for deposits and monthly payments.

b) Utilities- expenses not included in leasing agreement such as water, electricity, and gas provide receipts upon request.

c) Personnel- will include a minimum of one full-time case manager, one full-time peer support specialist per 25 housed participants. Provide a list of employees whose work is or will be tied to the proposal.

d) Fringe Benefits- list all components of fringe benefits rates. Must be compliant with IRS Publication 15-B (2025) https://www.irs.gov/publications/p15b

e) Travel- All travel rates determined by GSA by ZIP https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2026&state=OK&city=&zip=. Identify the need for all travel to include all estimated travel such as required visits to ODMHSAS, doctor appointments, therapy, etc.

f) Capital Equipment- Item with a unit price of $5,000.00 or more and a usable life of one year or more. Comment by Elisa Branscum: Is this supposed to be $5,000 instead of $500? Capital equipment is an article of nonexpendable, tangible property with a useful life of more than one year, and an acquisition cost of $5,000 or more per unit.

g) Supplies- Includes materials or equipment costing less than $500.00 per unit and often having one-time use.

7. Value-added (Intentionally Omitted).

8. Business References (Intentionally Omitted).

9. Third-party vendor information (Intentionally Omitted).