Level 3 - Restricted

RFP #S-91400-00016584, HMIS Solution RFP

STATE OF OREGON

COVER PAGE

OREGON HOUSING AND COMMUNITY SERVICES DEPARTMENT

HOMELESS MANAGEMENT INFORMATION SYSTEM (HMIS)

SOLUTION PROJECT

Request for Proposal (“RFP”)

RFP #S-91400-00016584

Date of Issue: September 14, 2026

Bid Opening Date and Time: October 29, 2026 @ 4:00 PM PT

Single Point of Contact (“SPC”): Amanda King, Senior Contracting Officer

Address: Oregon Housing and Community Services Department

City, State, Zip 725 Summer Street NE, Suite B, Salem, OR 97301

Phone (voice) 971-433-7914

E-mail: amanda.king@hcs.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

1.4 OREGONBUYS

1.5 OREGONBUYS ASSISTANCE

1.6 OREGONBUYS REGISTRATION INFORMATION

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SOLUTION REQUIREMENT DESCRIPTION AND STATEMENT OF WORK

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 ROUND 1 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DEADLINE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 ROUND 1 EVALUATION PROCESS

4.11 ROUND 1 POINT AND SCORE CALCULATIONS

4.12 ROUND 1 RANKING AND SHORTLISTING OF PROPOSERS

4.13 COMPETITIVE RANGE PROTEST

SECTION 5: ROUND 2 INTERVIEWS & DEMONSTRATIONS

5.1 PROCESS OVERVIEW

SECTION 6: AWARD AND NEGOTIATION

6.1 AWARD NOTIFICATION PROCESS

6.2 INTENT TO AWARD PROTEST

6.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

6.4 CONTRACT NEGOTIATION

SECTION 7: ADDITIONAL INFORMATION

7.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

7.2 CERTIFIED FIRM PARTICIPATION

7.3 GOVERNING LAWS AND REGULATIONS

7.4 OWNERSHIP/PERMISSION TO USE MATERIALS

7.5 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

7.6 COST OF SUBMITTING A PROPOSAL

7.7 HMIS FEDERAL COMPLIANCE REQUIREMENTS

7.8 STATEWIDE E-WASTE/RECOVERY PROCEDURE

7.9 RECYCLABLE PRODUCTS

LIST OF ATTACHMENTS

ATTACHMENT A – ADMINISTRATIVE PROPOSAL FORM

ATTACHMENT B – TECHNICAL PROPOSAL RESPONSE FORM

ATTACHMENT C – REQUIREMENTS TRACEABILITY MATRIX

ATTACHMENT D – PRICE PROPOSAL FORM

ATTACHMENT E – SAMPLE CONTRACT

ATTACHMENT F – STATE OF OREGON IT SECURITY STANDARDS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through its Oregon Housing and Community Services Department (“Agency”), is the governmental entity whose mission is to provide stable and affordable housing and engage leaders to develop an integrated statewide policy that addresses poverty and provides opportunities for Oregonians.

The Homeless Management Information System (“HMIS”) Solution Project is an effort that focuses on the procurement of a Housing and Urban Development (“HUD”) compliant HMIS solution to replace the current system under the Oregon Multi-Continuum of Care (“OMC” or “OMC CoC”) implementation. This HMIS project aligns with the State’s vision to use data to drive decision-making and equity outcomes. Agency is the HMIS System Administrator for the OMC CoC implementation and is responsible for establishing implementation-wide data governance and an HMIS solution for OMC CoCs and Tribal Nations.

Pursuant to its responsibilities as the OMC HMIS Administrative Agency, Agency must operate an HMIS that complies with the FY 2026 HMIS Data Standards (effective October 1, 2025), as jointly issued by HUD, the Department of Health and Human Services (HHS) and the Department of Veterans Affairs (VA), that supports federal reporting through the Sage HMIS Reporting Repository and the Homelessness Data Exchange 2.0 (HDX 2.0) Repository, including the Annual Performance Report (“APR”), the Consolidated Annual Performance and Evaluation Report (“CAPER”), the Longitudinal Systems Analysis (“LSA”), the System Performance Measures (“SPM”), Point in Time Count (“PIT”) and the Housing Inventory Count (“HIC”). HMIS Solution must create a valid CSV export per the current HUD CSV Specifications and supports up-to-date federal partner reports for the Substance Abuse and Mental Health Services Administration (“SAMHSA”), HHS’ Runaway and Homeless Youth (“RHY”), and the VA.

Agency is issuing this Request for Proposals (“RFP”) to solicit Proposals from entities that provide HMIS software and implementation, training, maintenance, and support services to fulfill its responsibilities as HMIS Administrator for the OMC.

Agency anticipates the award of one (1) contract from this RFP.

The initial term of the Contract is negotiable, but likely to fall within a range of three (3) to five

(5) years. The Agency has the option to negotiate an indefinite number of Contract renewals of varied durations.

1.2 SCHEDULE

The table below represents a tentative schedule of events for this RFP. All times are listed in Pacific Time. All dates listed are subject to change at Agency's discretion. Any changes to the Schedule will be issued via an OregonBuys Amendment. Prospective Proposers are solely responsible for monitoring OregonBuys for any Schedule changes.

Event Date Time

Voluntary Pre-Proposal Conference September 21, 2026 8:30-10:00 AM

Questions / Requests for Clarification Due October 15, 2026 4:00 PM

Answers to Questions / Requests for Clarification Issued (approx.)

October 19, 2026 4:00 PM

Bid Opening (Proposal Due) October 29, 2026 4:00 PM

RFP Protest Period Ends November 5, 2026 4:00 PM

Competitive Range Announcement (approx.)

December 2, 2026 4:00 PM

Competitive Range Protest Period Ends (approx.)

December 7, 2027 4:00 PM

Round 2 – Demonstrations (approx.) December 7, 2026 – December 10, 2026

TBD

Issuance of Notice of Intent to Award (approx.)

December 22, 2026 4:00 PM

Award Protest Period Ends 7 days after Notice of Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision only to the SPC.

1.4 OREGONBUYS

This RFP, including all amendments, attachments, and exhibits is posted on OregonBuys at https://oregonbuys.gov. RFP documents will not be mailed.

1.5 OREGONBUYS ASSISTANCE

Parties needing assistance with OregonBuys may contact the SPC using the contact information https://oregonbuys.gov/ provided in OregonBuys. For login issues and technical support, parties are encouraged to contact the OregonBuys Supplier Help Desk directly at support.oregonbuys@das.oregon.gov or 1-855-800-5046.

1.6 OREGONBUYS REGISTRATION INFORMATION

Current and correct registration information is the sole responsibility of the registered party.

Agency accepts no responsibility for missing or incorrect information.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under Oregon Revised Statutes (ORS)

456.625 and OAR Chapter 137, Division 47.

Agency is using the Multistep Competitive Sealed Proposals method, pursuant to ORS 279B.060 and OAR 137-047-0261.

• Round 1 of this RFP entails Proposers submitting written Proposals for evaluation and shortlisting.

• Round 2 entails each shortlisted Proposer conducting a demonstration of its proposed Solution.

While Agency only anticipates the 2 Rounds of competition contemplated above, Agency may use a combination of methods for Competitive Sealed Proposals, including optional procedures such as (but not necessarily limited to):

i. Interviews;

ii. Additional Demonstrations;

iii. Discussions and Revised Proposals; and,

iv. Best and Final offers.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 137-046-0110 unless provided within this document. If a definition is provided within this document that contradicts the definition in OAR 137-046-0110, this RFP definition takes precedence.

“504 Compliance Standards” means federal requirements for federal agencies to provide individuals with disabilities an equal opportunity to participate in programs and benefit from services.

“508 Compliance Standards” means federal requirements for federal agencies to ensure that persons with disabilities have comparable access to and use of electronic information technology.

“ADA” means the Americans with Disabilities Act.

“Agency” means OHCS.

mailto:support.oregonbuys@das.oregon.gov

“Agency Data” means all data created, received, transmitted, or maintained by Contractor on behalf of Agency, including all client-level data and personally identifiable information entered into the Solution.

“API” means the “Application Programming Interface, a connection between computers or between computer programs. A type of software interface, offering a service to other pieces of software.

“APR” means Annual Performance Report.

“Authorized Representative” means a person representing a party to the RFP and Contract who is authorized to make commitments and decisions on behalf of the party regarding the performance of the Contractor within the RFP and Contract.

“Best and Final Offer” or “BAFO” means a Proposer’s revised Proposal submitted in response to a request from Agency following Negotiations or discussions.

“CAPER” means the Consolidated Annual Performance and Evaluation Report.

“CoC” means the Continuum of Care – HUD Continuum of Care (CoC) is a community-based planning and coordination system that organizes housing and services to help homeless individuals and families achieve stable housing and self-sufficiency.

“Community Services” means the legacy HMIS solution currently in use by the Oregon Multi- Continuum.

“Configuration” means the creation of a comprehensive collection of settings and values that are referenced by the software system to deliver required functionality. Configuration does not lead to a forked code base, and an existing configuration may be easily applied to a new or updated base system.

“COTS” means Commercial Off-the-Shelf software available for purchase as a standard product.

“DAS” means the Department of Administrative Services, Enterprise Goods and Services, Procurement Services.

“Deliverables” means all Services and Work Product Contractor is required to deliver to OHCS under the RFP and negotiated Contract.

“Documentation” means all documents, including documents that are Deliverables described in a Statement of Work, and which may include operator’s and user’s manuals, training materials, guides, commentary, listings, requirements traceability matrices and other materials for use in conjunction with and for the operation of the Services. Documentation includes documents in hard copy or electronic form.

“EIS” means Enterprise Information Services, a division of the Oregon Department of Administrative Services.

“ESB” means Emerging Small Business, as certified by COBID.

“ESG” means the Emergency Solutions Grants Program under 24 CFR Part 576.

“Evaluation Committee” means the Evaluators and Advisers selected to participate in the evaluation of the Responsive Proposals received based on the evaluation criteria set forth in the

RFP.

“Evaluation Framework” means the scoring methodology, normalization factor, category weighting, and composite score structure set forth in RFP Attachment K, Evaluation Framework and Criteria.

“FY 2026 HMIS Data Standards” means the data standards effective October 1, 2025, jointly issued by HUD, HHS, and the VA, governing the data elements collected and reported through

HMIS.

“Go-Live” means the date on which the Solution is deployed into the production environment and made available to end users for live system operations.

“HEARTH Act” means the Homeless Emergency Assistance and Rapid Transition to Housing Act of 2009, Pub. L. 111-22.

“HIC” means the Housing Inventory Count.

“HMIS” means Homeless Management Information System.

“HMIS Lead” means the entity designated by the CoC to operate the HMIS, with responsibilities defined in 24 CFR 578.7(b).

“HUD” means the United States Department of Housing and Urban Development.

“Implementation” means the activities related to integrating the Goods, Services, or their related components into the workflow and data flow of OHCS to achieve the desired outcomes of the Project.

“Implementation Timeline” means Proposer’s proposed schedule of all major phases, milestones, deliverables, and dependencies from contract execution through Go-Live.

“LSA” means the Longitudinal Systems Analysis.

“ME” means Metadata Element as defined in the FY 2026 HMIS Data Standards.

“Modernization” is the practice of leveraging technology to meet expanding business needs and goals to exist and compete in today’s digital environment.

“NITA” means Notice of Intent to Award.

“OMC” means Oregon Multi-Continuum which represents a group of CoCs that have elected to operate one HMIS for the entire region. Those CoCs are OR-502 – Medford, Ashland, Jackson CoC, OR-503 – Central Oregon CoC, OR-504 – Salem/Marion-Polk Counties CoC, and OR-505 Balance of State.

“OSCIO” means the Office of the State Chief Information Officer, governed by ORS 276A.203.

“PIT” or “PIT Count” means the Point in Time Count.

“PDDE” means Project Descriptor Data Element as defined in the FY 2026 HMIS Data Standards.

“Project” means the HMIS Solution Project.

“PSDE” means Program-Specific Data Element as defined in the FY 2026 HMIS Data Standards.

“RHY” means the Runaway and Homeless Youth, funded under the Health and Human Services Administration.

“SaaS” means Software-as-a-Service, a software delivery model in which software is hosted by the Contractor and accessed by Agency over the internet.

“Sage” or “Sage HMIS Reporting Repository” means the federal repository operated by HUD for HMIS-generated reports submitted under HUD CoC and ESG programs.

“SAMHSA” means The Substance Abuse and Mental Health Services Administration.

“Sandbox” means a testing environment in a computer system in which software can be run securely.

“SDV” means Service-Disabled Veteran-Owned Business, as certified by COBID.

“Services” means all effort to be expended by Proposer as set forth in the Scope of Services of the RFP and the Statement of Work in the Contract.

“Stabilization Period” means the post Go-Live period during which Contractor provides dedicated support and remediation services to ensure the Solution meets all acceptance criteria prior to transition to ongoing Maintenance and Support.

“Third-Party Integration” means the inclusion by the Contractor of a software system or subsystem that is owned or maintained by a third party, including open-source software or licensed software. Third-party integration is typically used to provide well-defined functionality using a best of breed, existing solution.

“Tribal Nations” means the nine Federally Recognized Tribes of Oregon; Cow Creek Band of Umpqua Indians, Confederated Tribes of Warm Springs Reservation, Confederated Tribes of Grande Ronde, The Klamath Tribes, Confederated Tribes of Siletz Indians, Confederated Tribes of the Umatilla Indian Reservation, Burns Paiute Tribe, Confederated Tribes of Coos, Lower Umpqua & Siuslaw Indians, and Coquille Indian Tribe

“Worker”, pursuant to EO- 21-29, means an individual who is not an Employee, and is engaged to provide goods or services to the Executive Branch through any formal or informal agreement, whether compensated or uncompensated. Individuals are exempt from the definition of Worker unless any provision of the agreement to provide goods or services requires work to be performed in person and on site at an Executive Branch worksite, regardless of frequency, whether other persons are present, or any contingent nature of that requirement.

“UDE” means Universal Data Element as defined in the FY 2026 HMIS Data Standards.

“USDVA” or “VA” means the United States Department of Veteran Affairs.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

Agency serves as the State’s Housing Finance Agency, providing resources for Oregonians to reduce poverty and increase access to stable housing. Its intentional focus on housing and community services allows the Agency to serve Oregonians across the housing continuum, including preventing homelessness, providing housing stability support, financing the building and preservation of affordable housing, and encouraging homeownership.

2.3.2 Project Overview and RFP Purpose

Agency is seeking a license and software contract for a HUD-compliant HMIS Solution, implementation, training, maintenance, and support services to fulfill its responsibilities as HMIS Administrator for the OMC. The Agency will evaluate Responsive Proposals through two or more evaluation rounds and reserves the option to issue a Notice of Intent to Award after any Round depending upon scoring results from such Round.

2.4 SOLUTION REQUIREMENT DESCRIPTION AND STATEMENT OF WORK

2.4.1 Solution Requirements

The Agency is seeking a SaaS solution as described in this RFP. Full requirements for the desired Solution are included in Attachment C, Requirements Traceability Matrix “RTM”). Agency desires a full implementation of the new solution by September 2, 2027.

2.4.2 Scope of Work

The scope of this RFP includes the following:

• Procurement of software, infrastructure, and services required to implement the new Solution;

• Refinement of existing high-level requirements to elicit, document, verify, and validate detailed and testable Requirements to support and direct the functional, technical, and security design of the Solution;

• Training in the necessary tools to configure and maintain the Solution for Agency IT staff and training for end users of the Solution;

• Data cleansing, normalization, classifying, labeling, conversion, and migration from existing applications to the Solution;

• Go-live and transition support; and,

• Operations and Maintenance support to include post go-live configuration validation, system upgrades, warranty support, and other activities required by Agency.

At the high-level Task area, the Statement of Work (“SOW”) related to the Solution includes:

• Task 1: Project Management and Planning (compliant as appropriate with the current version of Project Management Institute’s (“PMI”) Project Management Body of

Knowledge (“PMBOK”));

• Task 2: Solution Design;

• Task 3: Solution Implementation;

• Task 4: Implementation Management, Operations, & Maintenance; and,

• Task 5: Project Closure.

The full details for the SOW are included in Attachment E, Sample Contract (Exhibit A, Statement of Work), and provides a suggested list of the Proposer responsibilities, Tasks, and Deliverables necessary to complete the HMIS Solution implementation.

The Agency expects a Proposer to build on such framework to provide exhaustive details regarding Proposer’s unique approach and methodologies for designing, implementing, deploying, and operating the Solution in accordance with Requirements.

SECTION 3: PROCUREMENT REQUIREMENTS AND EVALUATION

3.1 MINIMUM QUALIFICATIONS

To be considered for award, Proposer must meet each of the following Minimum Qualifications.

Failure to meet any Minimum Qualification will render a Proposal non-Responsive and will result in the Proposal being rejected without further evaluation. Proposer must demonstrate compliance with each Minimum Qualification as part of the Administrative Proposal submission.

3.1.1 MQ 1- HMIS Implementation Experience

Proposer (or one of Proposer's subcontractors identified in the Proposal) must have successfully implemented and gone live with at least one (1) HMIS solution for a Multi-CoC environment within the five (5) years preceding the Bid Opening date. The implementation must have produced submissions of the APR, the CAPER, SPM, and the LSA reports.

3.1.2 MQ 2 - Data Migration Experience

Proposer (or one of Proposer's subcontractors identified in the Proposal) must have successfully completed at least one (1) data migration from an existing HMIS platform to the proposed Solution within the five (5) years preceding the Bid Opening date. Proposer must identify the source system from which data was migrated, the client’s name, the approximate number of client records migrated, and a reference contact.

3.1.3 MQ 3 - FY 2026 HUD HMIS Data Standards Compliance

Proposer must certify in writing on Attachment A, Administrative Proposal Form, that its proposed HMIS Solution implements all Universal Data Elements (“UDE”), Program-Specific Data Elements (“PSDEs”), Project Descriptor Data Elements (“PDDE”), and Metadata Elements (“ME”) required by the FY 2026 HMIS Data Standards (effective October 1, 2025), as jointly issued by HUD, the Department of Health and Human Services (“HHS”), and the Department of Veterans Affairs (“VA”).

Failure to provide this certification will result in the Proposal being deemed non-

Responsive.

The 2004 standards were foundational but have since been updated. HUD later issued revised HMIS Data and Technical Standards (e.g., 2010, FY 2026) to reflect evolving data needs, privacy expectations, and technology HUD Exchange. However, the 2004 notice remains a key historical reference for understanding the original framework of HMIS data governance.

Note: Detailed evaluation of Proposer's FY 2026 HMIS Data Standards implementation is scored under Attachment C, Requirements Traceability Matrix.

HUD is expected to issue updated HMIS Data Standards (anticipated FY 2028 Data Standards) during the Contract term.

3.1.4 State of Oregon IT Security Standards

Proposer must review Attachment F – State of Oregon IT Security Standards to understand the statewide security requirements applicable to the Proposed Solution.

Attachment F is included in the Round 1 RFP package for informational purposes only. Proposers are not required to complete or submit Attachment F with their Round 1 Proposal.

Proposers short‑listed to Round 2 shall be required to complete and submit Attachment F as part of their Round 2 Proposal package. Failure to submit a completed Attachment F in Round 2 will result in disqualification.

The State of Oregon IT Security Standards spreadsheet will be evaluated in Round 2 on a pass/fail basis to confirm the Proposer’s ability to meet required security controls.

3.2 MINIMUM SUBMISSION REQUIREMENTS

The following sections provide instruction on the attachments to include in the submission of responses to this RFP.

3.2.1 ROUND 1 PROPOSAL SUBMISSIONS

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

The Administrative Proposal Proposer shall provide submittals detailed in Attachment A (Administrative Proposal Form). The attachment covers the following:

a) Agency-provided forms and certifications:

a. Proposer Information and commitment statements

b. Response to RFP Minimum Requirements and Qualifications

c. Response to Security Standards

d. Digital Accessibility Narrative

e. References

f. Disadvantaged Business Inclusion and Participation

g. Responsibility Inquiry

h. Disclosure Exemption Affidavit

i. Mandatory Certifications and Authorized Signatures

b) Proposer-provided submittals:

a. Redlined response to Attachment E (Sample Contract)

b. All license agreements applicable to the Solution (including those for third-party intellectual property)

c. Pay Equity Certificate

The Technical Proposal

Proposers shall submit Proposal documents as outlined in the response template, Attachment B. The Technical Proposal must follow the same outline provided and address the minimum prompts provided throughout the attachment.

The Requirements Traceability Matrix

Proposers shall complete and submit Attachment C.

The Price Proposal

Proposers shall complete the Agency-provided form, included as Attachment D.

3.2.2 Proposal Format and Quality

Proposer shall submit one (1) electronic copy of its Proposal using OregonBuys by the Bid Opening Date/Time on the Cover Page. In addition, if Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS

192.311 through 192.478), Proposer shall complete and submit the Affidavit of Trade Secret in the Administrative Proposal (Attachment C) and a fully redacted electronic version of its Proposal, clearly identified as the redacted version.

Proposer shall submit its Proposal in multiple files and formats, as follows:

Document Naming Convention* File Format

Administrative Proposal Response Form

ProposerName_AdminProposal .pdf*

Pay Equity Certificate ProposerName_AdminProposal_AppA .pdf

Redlined Sample Contract ProposerName_AdminProposal_AppB .docx

License Agreements (all documents to be combined into one file)

ProposerName_AdminProposal_AppC .pdf

The Technical Proposal ProposerName_TechnicalProposal .pdf

Requirements Traceability Matrix ProposerName_RequirementsResponse .xlsx

Price Proposal ProposerName_PriceProposal .xlsx

Redacted copy for any of the above** ProposerName_DocumentName_Redacted .pdf

*All submitted portable document formats must be searchable.

**All redacted documents are recommended to be submitted in a secure portable document format.

3.2.3 Authorized Representative

Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by Agency. Digital signatures (e.g. DocuSign or Adobe Sign) on the Proposal are permitted.

3.3 ROUND 1 PROPOSAL REQUIREMENTS

Proposals must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or Services to be performed or both. A Proposal that merely offers to provide the Goods or Services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Include a Table of Contents with your Proposal and page numbers. Responses to each section and subsection should be labeled to indicate the item being addressed. Responses to this RFP should be written in plain language. Proposal must describe in detail how requirements of this RFP will be met and may provide additional related information.

Proposals should be straightforward and address the requests of the RFP. Proposals containing unsolicited marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

3.3.1 Executive Summary

Proposer shall demonstrate:

1. The significant factors of its management and technical approach;

2. Summary of where similar software projects and implementation services have been provided by the Proposer;

3. A high-level description of the project management methodology Proposer will use to reduce risk and maximize the potential success of the HMIS Solution implementation, deployment, and operation;

4. Uniquely compelling features/functionalities offered in the proposed Solution; and,

5. If Proposer is planning to propose a teaming, mentor/protégé, or a subcontracting relationship, please describe the unique value of each relationship to the Project’s success.

3.3.1.1 Organization’s Profile

Proposer must provide a profile of its organization. This is the Proposer’s opportunity to give an overview of its organization and its history; describe its manner of ownership, size, geographic presence (headquarters and branch office locations) and the structure of its business; depict its current fiscal stability and strategic plan for sustained operations into the future; and the Scope of Work provided. Such submissions will reveal a Proposer’s maturity and operational longevity and discuss how the organization can effectively deliver the Services described in this RFP.

3.3.1.2 Organization’s Experience

Proposer must provide a detailed description concerning the number of years of experience in successfully implementing projects reasonably comparable in nature, capacity, complexity, scope, and size to the Project described within this RFP (“Comparable Implementation”), and the client base affected (private and public sector clients). In addition to such description, Proposer must submit Past Performance Narratives as prescribed below:

3.3.2 Administrative Proposal

The Administrative Proposal will be reviewed by the SPC on a Pass/Fail basis.

Proposer shall complete and submit Attachment A, Administrative Proposal. Failure to submit any required item, or submission of an item that is incomplete, unsigned, or non-compliant with stated requirements, may result in the Proposal being deemed non-Responsive.

3.3.3 Technical Proposal

Proposer shall complete and submit the Technical Proposal using Attachment B, Technical Proposal Response Template, and shall address each item required by the Template, including, at a minimum, Proposer's proposed Implementation Approach, Project Management Methodology, Key Personnel, Maintenance and Support Approach, Data Migration Approach, Post Go-Live Stabilization Period Approach, and Training Approach. Proposer shall not modify the structure of the Technical Proposal Response Template.

3.3.4 Requirements Traceability Matrix Response

Proposer shall complete and submit Attachment C, Requirements Traceability Matrix, indicating for each Level 2 requirement whether the proposed Solution: (a) fully meets the requirement, (b) partially meets the requirement, or (c) does not meet the requirement. For each Level 2 requirement, Proposer shall provide a Proposer Description explaining how the proposed Solution meets the requirement or, if it does not fully meet the requirement, the extent of the gap and Proposer's proposed approach. Proposer shall not modify the structure of the Requirements Traceability Matrix.

3.3.5 Price Proposal

Proposer shall complete and submit Attachment D, Price Proposal Form, indicating Proposer's total five-year price, as defined in Attachment D. Proposer shall not modify the structure of the Price Proposal Form outside of adding additional line items, as necessary.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in OregonBuys at https://OregonBuys.gov. RFP documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be published as Bid Amendment(s) in OregonBuys.

Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Bid Amendments have been issued. Bid Amendments are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A voluntary Pre-Proposal Conference will be held on September 21, 2026, at 8:30 AM PT.

Attendance is encouraged but not mandatory. The purpose of the Pre-Proposal Conference is to:

provide additional description of the Project; explain the RFP process; and respond to Proposer questions.

Proposer may attend the Pre-Proposal Conference using the following teleconference information:

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/292951870485483?p=PEDcpMf5Jth1k cBcoj Meeting ID: 292 951 870 485 483

Passcode: 8jd6oq2X

Need help? | System reference

Dial in by phone

+1 503-446-4951,,512978782# United States, Portland

Find a local number

Phone conference ID: 512 978 782#

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered to the SPC via email;

• Reference the RFP number;

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in Section 1.2, the Schedule.

https://teams.microsoft.com/meet/292951870485483?p=PEDcpMf5Jth1kcBcoj https://teams.microsoft.com/meet/292951870485483?p=PEDcpMf5Jth1kcBcoj https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODAzNDQ1OTEtMzNiOS00MmRhLTg5OTEtNmY3MmIwMmMzZDhi%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22bade7978-3408-4646-b53c-d936335cb135%22%7d tel:+15034464951,,512978782 https://dialin.teams.cloud.microsoft/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=512978782

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Bid Amendments as provided below and Proposer may take exception to the terms and conditions of the Sample Contract, unless marked as not negotiable, as set forth in the Contract Negotiation Section 6.4.

4.4.2 Protests to Bid Amendment(s) Allowed

Prospective Proposers may submit a Written protest of anything contained in the respective Bid Amendment. Protests to Bid Amendments, if issued, must be submitted by 5 p.m. Pacific Time of the second Business Day or the date/time specified in the respective Bid Amendment, or they will not be considered. Protests of matters not added or modified by the respective Bid Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Comply with procedure under OAR 137-047-0720;

• Be delivered to the SPC via email;

• Reference the RFP number;

• Identify prospective Proposer's name and contact information;

• Be signed by an authorized representative;

• State the reason for the protest, including:

o The grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and o Evidence or documentation that supports the grounds on which the protest is based.

• State the proposed changes to the RFP provisions or relief sought;

• Protests to the RFP must be received by the due date identified in the Schedule;

and,

• Protests to Bid Amendment must be received by the due date identified in the RFP or respective Bid Amendment.

4.4.4 Protest Response

Agency will endeavor to respond to all protests submitted in a timely manner while giving due consideration to the nature of the protests. Agency reserves the right not to consider protests that do not comply with OAR 137-047-0720.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before the Bid Opening Date and Time. Agency is not responsible for any transmission errors or delays, or for any mis-delivery for any reason. Proposals submitted by any means not authorized may be rejected.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, or to withdraw its Proposal, it must do so through OregonBuys or email to the SPC prior to the RFP Bid Opening Date.

In order to make a modification to a Proposal, Proposers will need to withdraw the document, make the desired edits, and resubmit the modified Proposal prior to the RFP Bid Opening Date.

4.7 PROPOSAL DEADLINE

A Proposal (including all required submittal items) must be received by the SPC on or before Bid Opening Date. All Proposal modifications or withdrawals must be received prior to Bid Opening Date.

A Proposal received after Bid Opening Date is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

4.8 PUBLIC OPENING

A Public Bid Opening will be held virtually at the time specified in the Bid Opening Date field in Section 1.2. Only the name of the Proposer will be revealed at the Public Opening and no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 137-047-0630.

Proposer may attend the Public Opening using the following teleconference information:

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/290878897918629?p=Gn7tBV7sJ8cai

Ab7zZ

Meeting ID: 290 878 897 918 629

Passcode: 2SW7Fj3q

Need help? | System reference

Dial in by phone

+1 503-446-4951,,512361977# United States, Portland

Find a local number

Phone conference ID: 512 361 977#

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

https://teams.microsoft.com/meet/290878897918629?p=Gn7tBV7sJ8caiAb7zZ https://teams.microsoft.com/meet/290878897918629?p=Gn7tBV7sJ8caiAb7zZ https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_NGEyM2U2MzMtZDg5NS00ZDIyLWJjYjktZmE0NGRiZjk2YWY0%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%22bade7978-3408-4646-b53c-d936335cb135%22%7d tel:+15034464951,,512361977 https://dialin.teams.cloud.microsoft/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=512361977

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer's authorized representative sign the Proposal.

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFP with State representatives other than the

SPC or persons authorized by the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

• A Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Bid Amendment.

4.10 ROUND 1 EVALUATION PROCESS

4.10.1 Administrative Proposal Review and Responsiveness Determination

A Proposal received prior to Bid Opening Date will be reviewed to determine if it is Responsive to all RFP requirements. If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive Proposal. A Proposal is considered qualified for rehabilitation only when the clarification sought does not change the substance of the offer or cure a material omission but simply resolves an ambiguity in information already provided.

If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR-137-047-0470.

4.10.2 Technical Proposal Evaluation Framework and Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of the Evaluation Committee. Evaluation Committee members may change, and Agency may have additional or fewer evaluators for other rounds of competition. Evaluators will assign a score for each evaluation criterion and sub-criterion listed below in this section, up to the maximum points available for each.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

Evaluation Committee members will score each evaluation criterion and sub-criterion using the scoring rubric below:

SCORING RUBRIC

SCORE EXPLANATION

0 POOR – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter. Where applicable, the Solution meets little-to-none of the requirements.

1 FAIR – Proposer meets minimum requirements or expectations but does not demonstrate sufficient knowledge of the subject matter. Where applicable, the Solution meets little-to-some of the requirements.

2 ADEQUATE – Response addresses all prompts in an adequate manner. Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer. Where applicable, the Solution meets some of the requirements, but not many.

3 VERY GOOD – Response provides useful information, while showing experience and knowledge within the category.

Response demonstrates above average knowledge and ability with no apparent deficiencies noted. Where applicable, the Solution meets many or most of the requirements.

4 OUTSTANDING – Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project.

The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter. Where applicable, the Solution meets most or all of the requirements and State’s needs.

The scores listed above will be applied to the evaluation criteria for the Technical Proposal Section 1 and Section 2 for a cumulative total up to 52 points, as set forth in section 4.11 below.

4.10.3 Requirements Traceability Matrix Evaluation Framework and Criteria

Proposer responses for all Level 2 requirements, as indicated by the "Requirement Level" column in RFP Attachment C, Requirements Traceability Matrix, will be scored by the Evaluation Committee. For each Level 2 requirement, Proposers shall indicate whether their proposed Solution meets the requirement by selecting one of the following:

• The Solution fully meets the requirement statement;

• The Solution partially meets the requirement statement; or

• The Solution does not meet the requirement statement.

Next to this designation, Proposers shall provide a description to complement their response. Descriptions shall be entered into the "Proposer Description" column of Attachment C. The Evaluation Committee will score this criterion using the rubric below:

SCORING RUBRIC

SCORE EXPLANATION

0 UNSATISFACTORY – Solution does not meet the requirement, or the Proposer Description is blank.

1 POOR – Solution partially meets the requirement. Description provides little to no insight regarding the gap between the requirement and the solution proposed.

2 FAIR – Solution partially meets the requirement. Description provides clear and valuable insight regarding the extent to which the Solution meets the requirement, as well as the remaining gap between the Solution and the requirement.

3 GOOD – Solution fully meets the requirement, and the description provides insight into how the Solution meets the requirement.

4 OUTSTANDING – Solution fully meets the requirement.

Description provides clear and valuable insight regarding how the Solution meets the requirement in an ideal manner.

Description demonstrates strong understanding of the need and expertise on the subject matter.

4.10.3.1 Normalization Factor

The Requirements Traceability Matrix contains 405 Level 2 requirements spread across twenty-one (21) functional categories. The number of requirements within each category varies. To ensure that categories are calculated with the same initial value regardless of how many requirements each category contains, each category will be normalized using a Normalization Factor.

Since there are 21 distinct requirement categories, each category represents approximately 4.7619% of the total requirements.

100 ÷ 21 = 4.7619

*Note: While only four decimal places are shown in this document, the full arithmetic value in Excel will be used in actual scoring calculations for accuracy.

The Normalization Factor for each category is derived by dividing 4.7619 by the number of requirements in that category. In this way, each category of requirements has a Normalization Factor (multiplier) based on the number of requirements in that category. For example, if Coordinated Entry contains 18 Level 2 requirements, its Normalization Factor = 4.7619 ÷ 18 = 0.2645.

Requirement Category Number of Requirements

Normalization Factor

Housing Match 21 0.22675737 Problem Solving 7 0.680272109 Day Center 6 0.793650794 Learning Management 13 0.366300366 Portal 17 0.280112045 Referrals 20 0.238095238 Account Management 9 0.529100529 Audit Compliance 3 1.587301587

Case Management 30 0.158730159 Coordinated Entry 18 0.264550265 Entry Exit 1 4.761904762 Fund Management 6 0.793650794 General Functionality 79 0.060277275 Provider Program Management 4 1.19047619 Provider Services Management 11 0.432900433 Reporting 39 0.122100122 Street Outreach 16 0.297619048 System Administration 14 0.340136054 Technical Functionality 33 0.144300144 Temporary Shelter 20 0.238095238 Vendor Requirement 38 0.125313283 Total # Requirements: 405

4.10.3.2 Weighting by Category Priority

Agency has prioritized the requirements categories to weight some categories as more important than others. Some categories are weighted neutral (1x), others at 1.5x, and others at 2x. The specific category weightings are set forth in Attachment C, Requirements Traceability Matrix, in the Category Weighting tab.

Requirement Category Category Weight Multiplier Housing Match 1x Problem Solving 1x Day Center 1.5x Learning Management 1.5x Portal 1.5x Referrals 1.5x Account Management 2x Audit Compliance 2x Case Management 2x Coordinated Entry 2x Entry Exit 2x Fund Management 2x General Functionality 2x Provider Program Management 2x Provider Services Management 2x Reporting 2x Street Outreach 2x System Administration 2x Technical Functionality 2x Temporary Shelter 2x Vendor Requirement 2x

4.10.3.3 Worked Example: Requirements Traceability Matrix Score

To illustrate an example, suppose a Proposer’s response to a requirement in the Coordinated Entry category receives a score of 2 (out of 4 possible points).

First, the score is normalized by the Normalization Factor for the Coordinated Entry category.

Requirement Category Number of Requirements

Normalization Factor

Housing Match 21 0.226757370 Problem Solving 7 0.680272109 Day Center 6 0.793650794 Learning Management 13 0.366300366 Portal 14 0.340136054 Referrals 20 0.238095238 Account Management 9 0.529100529 Audit Compliance 3 1.587301587 Case Management 30 0.158730159 Coordinated Entry 18 0.264550265 Entry Exit 1 4.761904762 Fund Management 6 0.793650794 General Functionality 78 0.061050061 Provider Program Management 4 1.190476190 Provider Services Management 11 0.432900433 Reporting 39 0.122100122 Street Outreach 16 0.297619048 System Administration 14 0.340136054 Technical Functionality 30 0.158730159 Temporary Shelter 20 0.238095238 Vendor Requirement 37 0.128700129 Total # Requirements: 397

2 x 0.2645 = 0.5291

(product rounded for illustration)

Next, the resulting score is multiplied by the Category Multiplier for the Coordinated Entry category (2).

Requirement Category Category Weight Multiplier Housing Match 1x Problem Solving 1x Day Center 1.5x Learning Management 1.5x Portal 1.5x Referrals 1.5x Account Management 2x Audit Compliance 2x Case Management 2x

Coordinated Entry 2x Entry Exit 2x Fund Management 2x General Functionality 2x Provider Program Management 2x Provider Services Management 2x Reporting 2x Street Outreach 2x System Administration 2x Technical Functionality 2x Temporary Shelter 2x Vendor Requirement 2x

0.5291 x 2 = 2.7210

2.72 is the resulting score overall for this requirement in this example.

*Note: While products are rounded and number of decimals truncated for illustration purposes in this example, the full arithmetic value in Excel is to be used by Agency in actual scoring calculations for accuracy. The total score for the Solution Requirements Matrix will be rounded to 2 decimal places once calculated.

4.10.4 Price Proposal Evaluation Criteria

The SPC will conduct the price evaluation. The SPC will award a price score based on the total five-year expected price of the Price Proposal listed below based upon the formula described. The total expected five-year price includes the following:

• Implementation Prices;

• Operations and Maintenance Prices for Years 1 through 5; and,

• Any other prices reasonably anticipated for the initial five-year contract term.

Optional renewal periods, change orders, and discretionary services priced on the Hourly Rate Card are not included in the Total Five-Year Expected Price calculation, but may be considered by Agency in best-value determinations.

Price Proposals will be scored using the following mathematical formula consistent with OAR 137-047-0261:

Price Score = (Lowest Responsive Total Five-Year Expected Price ÷ Proposer's Total Five-Year Expected Price) × 100

Under this formula, the lowest-priced responsive Proposer receives the maximum Price Score of 100. Each other Proposer receives a Price Score proportional to how its price compares to the lowest. The Price Score is then multiplied by the Price Weight (25%) to produce the Proposer's contribution to the Final Composite Score.

4.11 ROUND 1 POINT AND SCORE CALCULATIONS

The Technical Proposal is scored by an evaluation committee. The evaluators will score each of the six subcategories for Section 1 and the seven subcategories of Section 2, as set forth in Attachment B. Scores are the values (0 through 4) assigned by each evaluator for a cumulative total of 52 points. The points are then divided by the total max points possible and multiplied by the total points available, as shown in the table below, for the total points awarded.

(Example: Proposer A receives response scores of 30 and 20 for a total of 50 points. The SPC takes the total response points and divides by the maximum points possible, which is then multiplied by the 35 points of the overall total points score. 50 divided by the max score of 52 is

0.96. 0.96 multiplied by 35 is 34. Proposer A receives 34 points for that criterion.)

The Requirements Traceability Matrix is scored as stated in RFP Section 4.10.3. The points are then divided by the total max points possible and multiplied by the total points available, as shown in the table below, for the total points awarded.

(Example: Proposer A receives a response score of 600.