5204 Amendment 8_Special Procurement Request_SIGNED.pdf

DAS SpecProcRequest_rev08-19-2021.docx Page 1 of 3 (MW) OHCS Version 20241016

OREGON HOUSING AND COMMUNITY SERVICES

REQUEST FOR SPECIAL PROCUREMENT

No. OregonBuys #REQ-91400-00153526 (OHCS #5204)

PART A – REQUEST (completed by the Contract Administrator)

1. Date of Request: October 1, 2025

2. Contract Administrator: Marc Jolin, marc.jolin@hcs.oregon.gov

3. Title: State and Federal Grant Subrecipient Training and Technical Assistance

4. Total Estimated Cost: $130,000

5. Proposed Contract Timeframe: from July 1, 2025 to June 30, 2027

6. Request, Background, and Justification:

(a) Request:

The Housing Stabilization Division (HSD) requests approval of a Special Procurement to reinstate and amend expired contract #5204 with Porter Group, LLC beyond the intermediate procurement threshold of $250,000. This proposed amendment will allow for continued support of OHCS and OHCS’ grantees, in particular those who have grant agreements through HSD. Additionally, this contract extension will allow sufficient time to analyze future needs relating to a potential competitive solicitation.

(b) Background:

In January of 2020 OHCS solicited quotes for 2 CFR 200 uniform guidance training for OHCS and to support OHCS’ grant recipients. This request for quotation was limited to the intermediate procurement threshold, which was $150,000 at the time. OHCS received quotes and entered into contract #5204 with Porter Group on April 20, 2020.

Between March 2021 and December 2023, the contract was amended several times to address the ongoing need for training and technical assistance. This was driven in part by the receipt of federal CARES Act funds through the U.S. Department of Housing and Urban Development (HUD) for the Emergency Solution Grant – Coronavirus Relief (ESG-CV).

These funds required expanded contractor support to meet federal compliance standards, including pre-award risk assessments, development of internal controls, policy and procedure workflows, and program monitoring aligned with HUD guidance and regulations. In 2023, the intermediate procurement threshold under ORS 279B.070 increased to $250,000, allowing for continued services under the existing procurement method. The contractor’s expertise remains essential to ensure program integrity and

DAS SpecProcRequest_rev08-19-2021.docx Page 2 of 3 (MW) compliance with federal requirements, directly supporting the agency’s mission and the public it serves.

(c) Justification for Use of Special Procurement:

OHCS relies on a network of community action agencies and other community-based organizations to deliver a range of critical federal and state funded anti-poverty and homeless services. These providers enter into grant agreements with OHCS that require adherence to often complex federal and state fiscal and programmatic statutes, rules, and guidance. In some cases, grantees lack the in-house capacity to reliably adhere to these requirements, whether because they are new or have experienced staff turnover. OHCS began working with the contractor in 2020 and they have proven highly effective and uniquely expert at providing the kind of fiscal and programmatic technical assistance that grantees require. With the continued evolution and complexity of both funding and fiscal requirements, Porter Group continues to be the most appropriate provider allowing for continued support of this critical work. Amending the contract avoids onboarding delays and service disruptions that would result from a new solicitation.

7. Findings to Satisfy the Required Standards:

This proposed Special Procurement:

(a) Will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because:

The original contract was awarded through a competitive process. The amendment pertains to work that is integrally connected to the original scope and cannot be reasonably separated or rebid without introducing delays or technical inconsistencies. The contractor’s proven performance and program familiarity support this amendment, which is solely based on performance, scope alignment, and operational necessity – not on preferential treatment.

AND

(b) Will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055 (Competitive Sealed Bidding), 279B.060 (Competitive Sealed Proposals), 279B.065 (Small Procurements), or 279B.070 (Intermediate Procurements), or any rules adopted thereunder because:

There is a time-sensitive need for HSD’s grantees to receive the critical fiscal and programmatic compliance-related technical assistance that this contractor is uniquely capable of providing. The current contractor’s familiarity with OHCS programs ensures continuity, efficiency, and accelerated delivery of critical services. Issuing a new procurement would require significant time and resources without yielding proportional

DAS SpecProcRequest_rev08-19-2021.docx Page 3 of 3 (MW) public benefit, making the amendment the most practical and cost-effective solution to meet HSD’s immediate needs.

PART B – PROCUREMENT (completed by the Procurement Specialist)

1. Procurement Specialist: Mandee Wilding, mandee.m.wilding@hcs.oregon.gov

2. Request Type: Class Special Procurement Contract-specific Special Procurement

3. Proposed Contracting Procedure:

To continue the work with Porter Group, promote transparency, and ensure a clear procurement path, we propose a reinstatement and amendment to the contract. Details to follow:

• Provide public notice that we intend to extend the contract with Porter Group o Notice will be open for 7 days o Protests will be allowed

• Conduct a feasibility determination or written cost analysis o Required for contracts exceeding $250,000

• Obtain DOJ approval for legal sufficiency; this may also require ratification due to Porter Group continuing to provide services under the expired contract

• Reinstate and amend contract #5204

PART C - APPROVALS (completed by the DPO and the Executive Director)

1. Designated Procurement Officer:

Recommends approval Does not recommend approval

By: Date:

Phillip Andrews, Designated Procurement Officer

DPO’s conditions of approval, if any:

2. Executive Director Approval:

By: Date:

Andrea Bell, Executive Director

Digitally signed by Phillip Andrews DN: OU=State of Oregon, O=Housing and Community Services Department, CN=Phillip Andrews, E= phillip.j.andrews@hcs.oregon.gov Reason: I am approving this document Location:

Date: 2025.10.03 13:21:38-07'00' Foxit PDF Editor Version: 13.1.2

Phillip Andrews 10/3/25

Melissa Brown Typewriter 10/8/2025