Project Information

Bid Title

Case Management Services

Issuing Agency

City of Indianapolis and Marion County

Location

Indiana

Published Date

Nov 19, 2025

Closing Date

Dec 5, 2025

Government Level

State & Local

Status

Closed

Ref. #

RFQual-19PHS-2025-5

Original Source

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Bid Documents

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Project Description

Case Management Services

RFQual-19PHS-2025-5
Office of Public Health And Safety

Due Date: December 05, 2025 at 12:00 PM

Purchasing Agent: Emily Koschmeder
Emily.Koschmeder@indy.gov
317-327-3940

Questions Due: November 25, 2025 at 12 Noon EST.

NOTE! This is not a bid packet. Please click the document link below.

RFQual-19PHS-2025-5.pdf

Posted November 19, 2025

Attachment Preview

City of Indianapolis and Marion County

Request for Qualifications

Estimated Release Date

Request for Qualifications

Reference Number

Request for Qualifications

Title

Agency

Agency Contact

Written Questions Due

Request for Qualifications

Submittal Deadline Delivery

Due Date and Time (Eastern

Time)

November 18, 2025

RFQual-19PHS-2025-5

Case Management Services

Office of Public Health & Safety

Emily Koschmeder

Tel: (317) 327-3940

Email: Emily.Koschmeder@indy.gov

Fax: (317) 327 – 4493

Date: November 25, 2025 at 12:00 noon Eastern Time by

email to Emily.Koschmeder@indy.gov or faxed to (317) 327 –

4493.

December 5, 2025 at 12:00 noon Eastern Time

Delivery by email only to Emily.Koschmeder@indy.gov

Electronic Submissions Only

Request for Qualifications Cover

City of Indianapolis Request for Qualifications

Case Management Services for Office of Public Health & Safety

Questions pertaining to the Request for Qualifications (RFQUAL) documents may be directed to

Emily Koschmeder, Buyer, in writing either by email to Emily.Koschmeder@indy.gov or fax (317) 327-4493, no later

than November 25, 2025 by 12:00 Noon Eastern Time.

NOTE: Any related addenda to this RFQUAL, including written answers to questions, will be

posted on the Purchasing Division’s official website at www.indy.gov/purch under the appropriate

project heading. Addenda will NOT be sent directly to vendors. Vendors will be responsible for

periodically checking this website for any related addenda up to and including the due date.

Vendors should print out, sign, and return written acknowledgement(s) with their RFQUAL.

Failure to sign and return the addenda may cause a response to be determined as non-

responsive for review purposes.

The City of Indianapolis and Marion County by and through the Office of Public Health & Safety (OPHS) is

seeking Request for Qualifications (RFQUAL) submittals in regard to the contents herein. The City is looking for a

qualified consultant to provide case management services.

Do not include budgets, pricing or compensation rates in your response to this RFQUAL. Failure

to follow this instruction will result in disqualification.

1. OVERVIEW

CONTRACTOR will provide case management, financial barrier assistance, security and light repair task orders,

and wraparound services for identified clients of OPHS, supporting these clients who require assistance beyond

OPHS’s traditional scope. Clients will be identified and referred by designated City/County staff (communicated

in writing to CONTRACTOR) and may receive services such as financial barrier assistance, daily check-ins,

connections to community resources, mental health assessments and referrals, food assistance, and housing

support. Through this partnership, CONTRACTOR will help ensure clients have access to the resources and

support needed to achieve stability and self-sufficiency.

2. SCOPE OF WORK

Through CONTRACTOR, clients will be paired with a dedicated Case Manager (employed or contracted by

CONTRACTOR) who will assess the client’s current stability and needs, then develop a tailored “Exit Plan” to

support their long-term success beyond the program. CONTRACTOR’s approach to case management is

centered on collaboration, ensuring that clients are equipped with the resources and support necessary to thrive

after exiting the program. In addition to the comprehensive case management services, CONTRACTOR will

also provide “Emergency Shelter Logistics” in partnership with ReloShare, which is designed to address

immediate housing needs during crises. ReloShare offers coordinated shelter options, allowing clients to access

safe and temporary housing while they transition into more stable living arrangements. This service ensures

that clients are not left without shelter during critical times and provides additional flexibility to meet their urgent

needs. Additionally, CONTRACTOR may be required to contract with City-identified partners for executing

security installation and light repair task orders for clients on an as needed basis. Below is an overview of the

services and programs offered within CONTRACTOR Case Management, along with details on the

documentation and invoicing processes. PLEASE NOTE: it is expected that CONTRACTOR will work on a

reimbursement basis for all program costs, with payment by OPHS disbursed on a net-30 basis following receipt

of invoice. Do not include budgets, pricing or compensation rates in your response to this RFQUAL.

OPHS – Case Management Services

Final – November 2025 RFQual-19PHS-2025-5

2

2.1. Staffing

CONTRACTOR should be led and operated by a dedicated team of professionals who oversee the daily

functions, strategic direction, and program execution to ensure effective service delivery. The following

key positions play a critical role in managing and supporting the organization’s mission:

Case Manager(s) – Works directly with clients to assess their needs, develop individualized service

plans, and connect them with essential resources. Case Managers provide ongoing support, track client

progress, and advocate for their success. They serve as the primary point of contact for client services,

ensuring a seamless and supportive experience throughout their engagement with CONTRACTOR.

Case Manager must be a licensed clinical social worker. Case Manager can be either a full-time

employee or subcontractor of CONTRACTOR.

Administrative/Support Staff – While not required, it is recommended that CONTRACTOR will have staff

supporting the Case Manager(s) including but not limited to tracking financial and programmatic

information and documentation and supporting communication between OPHS and CONTRACTOR and

clients. Respondents with Administrative/Support Staff as part of staffing structure will be preferred.

2.2. Emergency Shelter Logistics

Through close coordination with OPHS, CONTRACTOR will serve as the primary point of contact for

Emergency Shelter Logistics. This will include overseeing reservations, managing billing and payments,

and fulfilling key point of contact responsibilities to ensure smooth operations. Expenses incurred for

Emergency Shelter Logistics are eligible for reimbursement under Client Barrier Assistance Funds.

CONTRACTOR will prioritize the use of ReloShare for shelter accommodations, ensuring that clients

are provided with a reliable and efficient housing solution. However, if additional accommodations are

required, CONTRACTOR will also utilize standard hotel booking procedures and explore alternative

options such as Airbnb, particularly for large families in need of more spacious arrangements. This

comprehensive approach allows for flexibility and ensures that all clients receive appropriate, safe, and

comfortable temporary housing while they navigate their transition.

Process for Emergency Shelters: In coordination with OPHS, CONTRACTOR will establish a

streamlined and centralized system for managing Emergency Shelter placements. This system will

utilize both electronic forms and direct communication to ensure efficient coordination between all

necessary parties. Given the urgency of emergency shelter requests, CONTRACTOR will work closely

with the client, city staff, and relevant partners to facilitate swift placement.

All emergency shelter requests must be submitted online, providing essential client information and

reservation details. Once the request is received, a follow-up call will be made to CONTRACTOR to

discuss any specific needs and confirm the booking. CONTRACTOR will then coordinate shelter

accommodations through ReloShare, direct hotel bookings, Airbnb, or other suitable lodging options

based on the client’s circumstances.

Placement considerations will include factors such as family size, medical conditions, special needs,

and pet accommodations. Additionally, all minors must be supervised at all times, as no one under the

age of 18 is permitted to stay alone. This structured approach ensures that emergency shelter

placements are handled efficiently while prioritizing client safety, comfort, and immediate needs.

OPHS – Case Management Services

Final – November 2025 RFQual-19PHS-2025-5

3

2.3. Program Rule Violations

Through close coordination with OPHS, CONTRACTOR will serve as the primary point of contact for

Program rule violations and contingency planning related to client participation in the program.

CONTRACTOR will assess each situation in alignment with the client’s exit plan and overall program

compliance to determine the most appropriate course of action. Any measures taken will be coordinated

with OPHS to ensure consistency and fairness in decision-making.

Program rule violations may include, but are not limited to:

▪ Failure to complete required exit plan stages.

▪ Violations of shelter or temporary housing rules (e.g., property damage, inappropriate behavior,

or failure to adhere to curfew policies).

▪ Non-compliance with case management directives or agreed-upon goals.

▪ Misuse of financial assistance or program resources.

▪ Repeated disruptions or conflicts with hotel staff, community partners, or other clients.

CONTRACTOR will work closely with emergency shelter providers, hotels, and community partners to

address any incidents and determine the appropriate next steps. In cases of repeated violations or

severe infractions, clients may face consequences such as reduced assistance, relocation to an

alternative housing arrangement, or, in extreme cases, program dismissal.

All action taken under this section will be documented in writing, while ensuring confidentiality, and

CONTRACTOR will communicate any and all actions taken with OPHS and provide the written

documentation to ensure transparency and accountability in the process. The goal of these measures is

to support client success while maintaining the integrity and effectiveness of the program.

2.4. Case Management

When a client is assigned to CONTRACTOR, the CONTRACTOR will assume full case management

responsibilities. This may include daily check-ins and communication to ensure the client is completing

necessary tasks while also assessing their mental well-being to provide appropriate support throughout

their time in the program. Additionally, the Case Manager will serve as a liaison between the client and

the City/OPHS, as needed, to help bridge communication gaps and address any barriers. PLEASE

NOTE: it is expected that CONTRACTOR will work on a reimbursement basis for all program costs, with

payment by OPHS disbursed on a net-30 basis following receipt of invoice. Do not include budgets,

pricing or compensation rates in your response to this RFQUAL.

Case Management can also include and is not limited to:

▪ Locating Housing Assistance: Assisting clients in identifying housing options that meet their

specific needs, including affordability, eviction history considerations, criminal background

allowances, and other potential barriers that may hinder independent housing searches.

▪ Social Service Program Navigation: Providing assistance to clients in accessing and navigating

programs such as DCS, Disability, SNAP, TANF, CHIP, school relocation, long-term

transportation assistance, and other essential services.

▪ Mental Health Support: While direct mental health services are not included in CONTRACTOR’s

Scope of Work, clients will receive basic assessments through regular touchpoints.

OPHS – Case Management Services

Final – November 2025 RFQual-19PHS-2025-5

4

CONTRACTOR Case Managers, trained in various aspects of mental health, and will help

identify the most suitable options for clients, including AIC, outpatient therapy, rehabilitation, and

other available resources.

▪ Financial Barrier Assistance: CONTRACTOR may be required to provide payments to support

clients with various needs that have been assessed and determined as necessary. When

appropriate, CONTRACTOR will consult with OPHS to ensure assistance aligns with program

guidelines and effectively addresses client barriers. Financial Barrier Assistance expenses

incurred are eligible for reimbursement under Client Barrier Assistance Funds provided in the

Budget (see below). Financial Barrier Assistance includes the following:

o Rental/Housing Assistance: CONTRACTOR may be required to provide rental or housing

assistance payments for eligible clients for a minimum of up to three months and a

maximum of nine months. Assistance will be determined based on the client's specific

needs, program eligibility, and available funding. Support may include direct rental

payments to landlords, security deposits, and other housing-related expenses necessary

to secure or maintain stable housing. Continuation of assistance beyond the initial period

will be assessed on a case-by-case basis, ensuring clients are actively working toward

long-term housing stability.

o Bill/Utility Assistance: CONTRACTOR may be required to provide assistance with bill and

utility payments for eligible clients, focusing on priority items essential for maintaining

basic living conditions. This includes utilities such as electricity, water, gas, and heating,

as well as necessary household services. Assistance does not cover non-essential

expenses such as cell phone bills, cable services, car payments, or credit card payments.

All bill/utility payments are subject to program eligibility and available funding, with the

goal of alleviating immediate financial burdens and ensuring clients can maintain a stable

living environment. Each request will be evaluated on a case-by-case basis, in

consultation with OPHS when necessary, to ensure the appropriateness and necessity

of the assistance provided.

o Moving and Storage Services: CONTRACTOR offers, or subcontracts for, moving and

storage assistance to clients who need support during relocation. This service is available

for up to three months, with the possibility of extending it for no more than nine months,

depending on individual circumstances. The service covers the costs associated with

moving belongings from one residence to another, including packing, transportation, and

unpacking. In addition, storage services may be provided to clients who require temporary

storage for their personal belongings while they transition to a new home or housing

arrangement. These services are designed to reduce the financial burden of moving and

provide stability during periods of housing transition. All moving and storage requests are

subject to eligibility criteria and available funding, and each case will be reviewed to

ensure the assistance provided meets the client's unique needs.

o Vehicle Repairs: CONTRACTOR coordinates vehicle repair assistance through a

network of approved vendors to help clients maintain reliable transportation. This support

is designed to ensure that clients can keep their own vehicles in good working condition,

reducing the need for alternative transportation options like LYFT rides. By addressing

necessary vehicle repairs, clients are empowered to maintain job security and

OPHS – Case Management Services

Final – November 2025 RFQual-19PHS-2025-5

5

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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