02_-_Attachment_A_-_Purpose.pdf

Attachment A

OMES Central Purchasing | October 2025 Attachment A: Agency Solicitations | Page 1 of 4

AGENCY SOLICITATIONS

SOLICITATION NO. EV00000894

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.

I. 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 Youth Transitional Living Program, bidder shall assist individuals aged 18 to 24 years of age who are experiencing homelessness and mental health or substance use disorders. The goal of this program is to provide individuals with immediate transitional housing, engaging them with intensive recovery support services, connecting them with appropriate treatment, supported employment and education, engaging family and natural supports and obtaining permanent independent housing. A Contract resulting from this Solicitation may be designated for use as a Statewide Contract. See 74 O.S. § 85.5(G)(3).

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

1. Contract Term and Renewal Options

2. The initial Contract term, which begins on the effective date of July 1, 2026 and ends on June 30, 2027.

There are two (2) one-year options to renew the contract.

3. 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.

4. Solicitation Criterion

4.1 The bid will be evaluated using best value based on the following:

4.1.1 Executive Summary

4.1.2 Technical Response

4.1.3 Price

4.1.4 Past performance

5. Scope and description

5.1 The bid response must reflect for each requirement on Exhibit 01 whether the requirement is met by an out-of-the-box solution or whether it necessitates customization to the bidder’s proposed solution.

5.2 The Bid Response shall show the ability of the Bidder to meet or exceed the following mandatory specifications. Exhibit 1: Bidder Response Worksheet

5.2.1 Housing Provision: Provide stable transitional housing through master leasing or tenant-based rental assistance and supportive services to eligible individuals experiencing homelessness who are Aged 18 to 24 years of age Have diagnosable mental health, substance use, or co-occurring disorders Experiencing homelessness or imminent risk of homelessness Willing to engage and actively participate in appropriate outpatient treatment services Prioritization for youth exiting psychiatric hospitalization into homelessness

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

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

5.2.3.1 One (1) Case Manager and b) One (1) Peer Recovery Support Specialist

5.2.4 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.

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

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

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

5.2.5.3 At least one team member must regularly participate in the local Continuum of Care’s Coordinated

Entry system and meetings.

5.2.5.4 Developing individual service plans withing 24 days of enrollment.

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

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

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

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

5.2.8 Reporting:

5.2.8.1 Invoices: Monthly, due by the 25th

5.2.8.2 Data Reports: Quarterly, submitted to ODMHSAS

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

5.2.9 Technical Assistance:

5.2.9.1 Monthly meetings with OMDHSAS Program Service Staff

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

5.2.10.1 Staff-to-client ratio

5.2.10.2 Participants served

5.2.10.3 Referrals (sources, numbers)

5.2.10.4 Denials and criteria

5.2.10.5 Participants in fully subsidized rent >6 months

5.2.10.6 Participants in behavioral health services

5.2.10.7 Dates of recreational activities

5.2.10.8 Participants in employment/education services

5.2.10.9 Employment outcomes

5.2.10.10 Housing exits (not to permanent housing)

5.2.10.11 Consumer satisfaction results (Q2 & Q4)

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

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

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5.3.1 Demonstrate the organizational capacity to provide, coordinate, or connect participants to housing and supportive services within Oklahoma County. Responses should reflect a strong understanding of the local housing market, service landscape, and the operational systems necessary to ensure consistent, high-quality service delivery.

5.3.2 Prove capacity to make timely payments to landlords, utility providers, and other approved vendors. Responses should include A description of your organization’s process for issuing timely payments to landlords, utility providers, and other approved vendors, including timelines, responsible staff, and systems used to ensure payments are made promptly.

5.3.3 Discuss Financial management systems capable of tracking expenditures by category (e.g., rent, utilities, deposits) and by participant Responses should include a narrative description of past programs where your organization administered rental, utility, or other direct financial assistance, including the scale of the program, number of households served, and total funds distributed.

5.3.4 Discuss Internal control procedures to ensure accurate documentation and accountability for all disbursed funds, to include A description of internal controls, oversight practices, and documentation procedures used to ensure accountability for disbursed funds, including how your organization prevents errors, duplication of payments, or misuse of funds.

5.3.5 Provide evidence of past performance delivering similar collaborative programs or supplying immediate assistance and connection to necessary resources. Including relevant references. Responses should include: Your response should include: · A step-by-step description of how participants will be identified, assessed, and connected to assistance · How your organization will coordinate with local Continuums of Care (CoCs), housing providers, and other community partners · How you will ensure services remain responsive to changing community needs, including how data, community feedback, or system partners inform program adjustments · Strategies your organization uses to reduce barriers to accessing assistance and ensure timely service delivery.

5.3.6 Applicants must provide a comprehensive narrative describing their approach to service delivery from initial referral through discharge, demonstrating a well-coordinated, person-centered, and housing-focused model of care. Responses must also detail the anticipated timelines and overall service flow, including expected timeframes from referral to enrollment and initiation of services. Applicants should describe the frequency, intensity, and structure of ongoing delivery of services, as well as their approach to discharge and transition planning to support long-term stability and continuity of care.

Applicants should explain their case management and care coordination model, including the use of evidence-based or promising practices.

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

Your response should include: A narrative of key partnerships (e.g., housing providers, CoCs, local governments, nonprofits, tribal entities, etc.) and how these relationships support program implementation Examples of how your organization has leveraged additional funding or resources (e.g., philanthropic funds, local grants, in-kind supports, supportive services) to enhance program impact A description of how these partnerships will be utilized for this project to expand access to housing, services, or other supports.

6. Pricing

6.1.1 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.

6.1.2 Bidder responses shall be proposed using the following suggested cost categories. Suggested cost allocation can be found on Exhibit 02: Cost Template.

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

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

6.1.5 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.

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

6.1.7 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.

6.1.8 Capitol Equipment- Item with a unit price of $500.00 or more and a usable life of one year or more.

6.1.9 Supplies- Includes materials or equipment costing less than $500 per unit and often having one-time use.

6.1.10 Compensation

6.1.11 Cost Reimbursement Model

6.1.12 [AP3.1][PA3.2] https://www.acquisition.gov/far/subpart-16.3

6.1.13 Invoiced through eProvider Invoice application

6.1.14 Payment is directly correlated to budget and documentation

6.1.15 Budget: FY27 July.1, 2026 through June 30, 2027 for $200,000.00.

6.1.16 FY27 July 1, 2027 through June 30, 2028 for $200,000.00

6.1.17 FY28 July 1, 2028 through June 30, 2029 for $200,000.00

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

Worksheet

8. All technical responses. Technical Responses are to be on Exhibit 01: Bidder Response Worksheet.

9. The response to pricing shall be proposed using Exhibit 02: Price Template.

10. Value-added products and/or services within scope of the acquisition are to be included in Exhibit

01: Bidder Response Worksheet.

11. Business references. Business References (Intentionally Omitted).

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