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: G099 - Social. The Department of Veterans Affairs, Oklahoma City VA Health Care System (OKCVAHCS), is seeking information and sources capable of providing Health Care for Homeless Veterans (HCHV) Substance Abuse Treatment and Addiction Recovery (STAR) services in a contractor operated community based residential facility located in Oklahoma City, 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 January 1, 2027 December 31, 2027, consisting of one (1) base year. SCOPE OF WORK: The contractor shall provide residential contract bed housing and supportive services for eligible Veterans referred by the VA Substance Abuse Treatment and Addiction Recovery Clinic (STAR) intensive outpatient program. Required services include room and board, a safe and supervised alcohol and drug free residential environment, on site staffing 24/7, secure medication storage, basic living needs, structured therapeutic and rehabilitative activities, coordination with VA clinical staff, documentation and recordkeeping compliant with 42 CFR Part 2 and 38 USC 7332, transportation assistance, and full compliance with all fire/safety, licensing, and VA inspection requirements. The contractor must maintain 15 dedicated beds (including 2 detox beds) with the ability to expand to 25, support Veterans recovery goals, and collaborate with VA for treatment planning, monitoring, and incident reporting. 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 Quote (RFQ). 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 September 4, 2026 Responses must be sent via email to: Contract Specialist, Fanta Cooper Wells
[email protected] Subject Line: Solicitation 36C25926Q0781 HCHV STAR - OKC PERFORMANCE WORK STATEMENT PURPOSE. The Substance Abuse Treatment and Addiction Recovery Clinic (STAR) operates a contract-bed facility exclusively funded to provide veterans with an active (use within the last 90-days) substance use disorder an opportunity to access intensive outpatient treatment. The contract-bed facility will offer a safe, substance-free, environment within walking distance to the treatment center at VA Hospital, Oklahoma City. Veterans must have a clinical need and a desire and willingness to participate fully in an intensive outpatient treatment regimen in order to be considered for contact bed placement. Placement is based on clinical and medical needs and priority is given to veterans without housing or those with inadequate housing. Veterans in need of a supervised detox may also be placed by the medical team. Placement in the contract-bed facility is managed by the STAR clinical team who makes appropriate triage decisions based on the factors above. Access to STAR screening, assessment, and specialty care SUD treatment is immediate and provided on a walk-in basis, but, as mentioned above, the contract bed operates by clinical triage. There should be 15 beds allocated for SATC veterans at all times, 2 of which are designated as detox beds. There should be the possibility to increase the number of SATC veterans at the residential facility to a total of 25. Services needed for residential room and board for male and female veterans participating in the OKC VAMC Substance Abuse Treatment Center (SATC) include the following: The contractor shall furnish each veteran authorized care under this contract with the following basic services: Residential room and board for male and female veterans. A supervised alcohol and drug free environment which will be staffed on a 24-hour basis. Laundry facilities for residents to do their own laundry. Therapeutic, Rehabilitative, and Recovery Services determined to be needed by the individual resident in a plan developed by the contractor with consultation by the veteran and appropriate VA staff. Services which the contractor must be able to furnish include: Structured group activities as appropriate. Examples of this include, but are not limited to: Alcoholics Anonymous, Narcotics Anonymous, Cocaine Anonymous, social skills training, group focused on activities of daily living, vocational counseling, and physical activities as appropriate to the veteran. Collaboration with the VA program staff, which will provide supportive psychosocial services. Individual education on topics such as: self-care skills, adaptive coping skills, and as appropriate, required oriented support, in collaboration with VA programs and community resources. Assistance to develop responsible living patterns and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships. Support for an alcohol/drug abuse-free lifestyle. Assistance to gain and to apply knowledge of the illness/recovery process. Opportunities for immediate learning and/or development of responsible living with a goal of achieving a more adaptive level of psychosocial functioning. Improving social skills and personal relationships. An individual secure storage facility will be furnished for all medications for each Veteran. For (SATC) Veterans narcotics to be secured by the contractor in a secure location on the premises with access 24 hours a day 7 days a week by a staff member. It is further agreed that beneficiaries receiving care under this contract will receive basic health and personal hygiene maintenance. Any other service or supplies normally provided without extra charge. The per diem rate established will be an all-inclusive rate. BACKGROUND. Through the SATC program Veterans in need of substance abuse treatment in community-based treatment facilities offering a safe and secure environment that supports their rehabilitation goals. The Contractor will be required to provide therapeutic and rehabilitative services, but will not be required to provide detoxification or other hospital level treatment those services will be provided by the VA at VA facilities. SERVICES TO BE PROVIDED BASIC SERVICES. The contractor shall furnish each Veteran referred for care under this contract with the following basic services: ROOM AND BOARD: Room and Board to include a bed and other furnishings such as a dresser, storage, to include secure storage for medication, and personal linens (towels and bed sheets). Meals to include at least two (2) nutritionally adequate meals a day, 7 days a week and availability of nutritious snacks between meals and bedtime for those requiring or desiring additional food, when it is not medically contraindicated. LAUNDRY FACILITIES: Laundry facilities for residents to do their own laundry or to have laundry done. THERAPEUTIC AND REHABILITATIVE SERVICES: Therapeutic and Rehabilitative Services determined to be needed by each individual Veteran referred for treatment as stated in the plan developed by the contractor, with input from the Veteran and the VA Homeless Program Coordinator (or designee). Services which the contractor must be able to furnish shall include: Structured group activities as appropriate examples include group therapy, social skills training, Alcoholics Anonymous, Narcotics Anonymous, vocational counseling and physical activities as appropriate. Collaboration with the VA program staff, which will provide supportive psychosocial services. Education, including education on self-care skills, adaptive coping skills and, as appropriate, vocational rehabilitation education in collaboration with VA program and community resources. Assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills, and improved personal relationships. 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 illness/recovery process in an environment supportive of recovery models. In addition, 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 and setting goals. An individual case record will be created for each referred Veteran. Case records shall be maintained in security and confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR part 2) and the Confidentiality of Certain Medical Records (38 USC 7332). Case records and data normally maintained and included in a medical record as a function of compliance with State or community licensing standards will be made available on a need to know basis to appropriate Department of Veterans Affairs staff members involved with the treatment program of the Veterans concerned. The contractor shall comply with applicable requirements of the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR Part II) and the Confidentiality of Certain Medical Records (38 USC 7332). The contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide housing and supportive services in a manner that is free from religious discrimination. SUPPLEMENTAL SERVICES. All services shall be provided at no additional charge to the stated daily fixed fee, except for those services specifically stated below to be Supplemental Services. In addition, the clinical record maintained by the contract facility will include: All relative personal data for help in meeting residential treatment goals. including a psy/social assessment with a vocational component. Data relating to the resident s admission to include the targeted goals for constructive changes which are to be attained during the residential rehabilitation episode and the anticipated length of stay if known. Copies of any medical prescriptions issued by physicians including orders, if any for medication to be taken. (STAC only Requirement) Weekly progress reports by program staff to include any measures of movement toward rehabilitation goals with particular focus on the attainment of self help skills. (HCHV only Requirement) Upon discharge or death of the patient, medical records on all VA beneficiaries will be retained by the residential treatment center for a period of at least three years following termination of care. ADDITIONAL CONTRACT REQUIREMENTS PERSONNEL The contractor will employ sufficient personnel to carry out the policies, responsibilities, and the program for the facility. There must be, as a minimum, at least one administrative staff member, or designee, on duty on the premises or residing at the house and available for emergencies 24 hours a day, 7 days a week. The Contractor shall assign to this contract personnel that by education and training (and, when required, certification or licensure) are qualified to provide the Basic Services and Supplemental Services required by this SOW. The Contractor must identify each person functioning as Key Personnel under this contract, and provide to the VA a description of the services to be provided by such person, together with a resume summarizing that person s relevant skills and experience. During the first ninety (90) calendar days of contract performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. Within 14 days after substitutions necessitated by situations described above, the Contractor shall provide resumes for the substitute key personnel. For substitutions proposed by the Contractor after the initial 90 calendar day period, the Contractor shall provide resumes for the substitute personnel, together with any other additional information requested by the Contracting Officer, at least 15 days before the substitution is to occur. The Contracting Officer shall notify the Contractor within fifteen (15) calendar days after receipt of all required information if the VA refuses to accept the substitute key personnel. The VA reserves the right to refuse or revoke acceptance of key personnel if personal or professional conduct, or lack of required skills or experience, jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Temporary substitutions of key personnel shall be permitted in accordance with the Contractor s contingency plan. The Contractor s contingency plan to be utilized if personnel leave Contractor s employment or are unable to continue performance in accordance with the terms and conditions of the resulting contract must be submitted as part of the Contractor s offer. All Contractor staff providing services to Veterans under this contract must undergo the appropriate background investigation as required by the VA. Before receiving an initial referral of Veterans under the contract, the Contractor shall submit a listing of all Contractor personnel proposed to provide services to Veterans under the contract. The VA will provide the necessary background information forms to the Contractor or to the Contractor s employees after receiving a list of names and addresses. Upon receipt, the VA Contracting Officer will review the completed forms for accuracy and forward the forms to proper federal authorities to conduct background investigations. The VA facility shall pay for investigations conducted by the Office of Personnel Management (OPM) in advance. However, the Contractor is required to reimburse the VA for the cost of the investigations. The estimated cost for a Low Risk Level Background Investigation is $200 per employee. The VA shall recover the cost of the investigations from the Contractor through offsets against amounts invoiced or against the guaranteed minimum payment, as appropriate. The VA Contracting Officer shall forward the completed background investigations to the Office of Security and Law Enforcement for adjudication. The Office of Security and Law Enforcement shall notify the Contracting Officer and Contractor after adjudicating the results of the background investigations received from the investigating office. The COR shall be responsible for verifying that investigations have been completed or are in the process of being requested before Veterans are referred to the Contractor s facilities. REFERRALS The VA is responsible for determining eligibility of Veterans prior to referral to the Contractor for treatment. Notification of admission will be done by authorized VA personnel, and will be provided to the Contractor for each Veteran referred for services under the contract. It is understood that the Contractor will not be paid for care provided to a referred Veteran beyond the period authorized in the referral, unless an extension of the authorization is provided in writing by the VA. The referral period for a STAC Veteran is 28 days. ABSENCES AND CANCELLATION The contractor shall notify the VA of unauthorized absences by a referred Veteran from the facility within one business day. Should a Veteran absent himself/herself from the Contractor s facility in an unauthorized manner, payment for services for that Veteran shall be continued for a maximum period of two days, provided there is an active outreach attempt on the part of the Contractor s staff to return the Veteran to the facility and there is a reasonable belief that the Veteran will return. Management of program dropout will be an element of quality assurance review of this program. Absences of the Veteran from the facility in excess of two days will not be reimbursable unless authorized in advance by the SATC director. VA reserves the right to remove any or all Veterans from the facility at any time, without additional cost, when it is determined to be in the best interest of the VA or the Veteran. The contractor shall notify the authorizing VA facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-federal hospital may be accomplished provided that VA authorization is obtained. If hospitalization of a non-emergency nature is required it is agreed that admission to the appropriate VA facility will be accomplished promptly. The contractor shall notify the authorizing VA facility immediately of any incidents involving veterans residing in the residential program. The contractor shall notify the VA case manager by telephone Monday through Friday 8:00am and 4:30pm. For all incidents that occur after normal business hours, the contractor should notify the Medical Administrative Officer (MAO). The contractor shall provide the SATC director and the COR with a copy of the incident report within one business day. The contractor shall maintain a copy of the incident report in the Veteran s case record. CONTRATOR STAFF CONDUCT/COMPLAINTS HANDLING Contractor personnel shall be expected to treat referred Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current federal personnel regulations. The Contractor shall comply with the VA Patient's Bill of Rights as set forth in 38 CFR 17.34a (copy available upon request). The VA reserves the right to exclude Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated Government representatives. The Contractor and Contracting Officer s Representative shall deal with issues raised concerning contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints. TRANSPORTATION The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor will be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If VA staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport. FACILITY It is the responsibility of the Contractor to properly maintain its facilities and the VA shall have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility must: have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located. Be in compliance with existing standards of State safety codes and local, and/or State health and sanitation codes. Be licensed under State or local authority. Where applicable, be accredited by the State. be equipped with operational air conditioning /heating systems be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance. be equipped with first aid equipment and an evacuation plan in case of emergency. have windows and doors that can be opened and closed in accordance with manufacturer standards. The contractor facility must meet fire safety requirements, as follows: The building must meet the requirements of the applicable residential occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Any equivalencies or variances must be approved by the appropriate Veterans Health Administration Veterans Integrated Service Network (VISN) Director. All residents in the facility must be mentally and physically capable of leaving the building, unaided, in the event of an emergency Fire exit drills must be held at least quarterly. Residents must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually. The plan shall outline the duties, responsibilities and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills. A written policy regarding tobacco smoking in the facility shall be established and enforced. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers. Requirements for fire protection equipment and systems shall be in accordance with NFPA 101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested and maintained in accordance with the applicable NFPA fire codes and the results documented. The annual inspection by a VA team required by paragraph 7 shall include a fire and safety inspection conducted at the facility unless a review of past Department of Veterans Affairs inspections or inspections made by the local authorities indicates that a fire and safety inspection would not be necessary, in which case the fire and safety inspection may be waived by the VA. INSPECTION OF FACILITY AND PROGRAM Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team consisting of but not limited to a social worker, dietitian, registered nurse, a representative of the VA Police, Facilities Management Safety Officer, and other subject matter experts as determined necessary by the Medical Center Director, SATC Director or designee shall conduct a survey of the Contractor s facilities to be used to provide Veterans food, shelter, and therapeutic services to assure the facility provides quality care in a safe environment. Inspections may also be carried out at such other times as deemed necessary by the Department of Veterans Affairs. The contractor will be advised of the findings of the inspection team. If deficiencies are noted during any inspection, the contractor will be given a reasonable time to take corrective action and to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated. Failure by the Contractor to take corrective action within a reasonable time will be reported to the VA Contracting Officer. If corrections are not made to the satisfaction of the VA, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract, or to discharge or transfer patients and to terminate the existing contract, as appropriate. The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code as described in paragraph 6, and will also include the following: General observation of residents to determine if they maintain an acceptable level of personal hygiene and grooming. Assessment of whether the facility meets applicable fire, safety and sanitation standards. Determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential. Observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as individual professional counseling, physical activities, assistance with health and personal hygiene. Seeking evidence of facility-community interaction, demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services, etc. Observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern and caring. Inspecting the types of meals and other nutrition provided to residents to see if appetizing, nutritionally adequate meals are provided in a setting, which encourages social interaction and if nutritious snacks between meals and bedtime are available for those requiring or desiring additional food, when it is not medically contraindicated. Making a spot check of veterans records to ensure accuracy with respect to veterans length of stay and services provided to the veterans. All Department of Veterans Affairs reports of inspection of residential facilities furnishing treatment and rehabilitation services to eligible veterans shall, to the extent possible, be made available to all government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions. CONTRACT CHANGES/TECHNICAL DIRECTIONS. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract. IN THE EVENT THE CONTRACTOR AFFECTS ANY SUCH CHANGE AT THE DIRECTION OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN INCREASE IN COSTS INCURRED AS A RESULT THEREOF. The COR will be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority, including monitoring of the Contractor s performance.
