RFA #S-91400-00016009 (OHCS #9186)

Homeownership Language Access & Community Outreach and Engagement

OHCS RFA, updated 20231011 Page 1 of 20

STATE OF OREGON

COVER PAGE

OREGON HOUSING AND COMMUNITY SERVICES DEPARTMENT

HOMEOWNERSHIP LANGUAGE ACCESS AND

COMMUNITY OUTREACH AND ENGAGEMENT

Request for Applications (“RFA”)

OregonBuys Bid #S-91400-00016009

Date of Issue: February 11, 2026

Opening Date and Time (Applications Due):

March 31, 2026 at 4:00 PM Pacific Time

Single Point of Contact (“SPC”): Joshua Ratliff, Procurement & Contracts Specialist

Address: 725 Summer Street NE, Suite B

City, State, Zip: Salem, OR 97301

Phone: 971-433-7914

Email: joshua.ratliff@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.

mailto:joshua.ratliff@hcs.oregon.gov

OHCS RFA, updated 20231011 Page 2 of 20

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 PURPOSE AND OBJECTIVES

1.2 GRANT AMOUNT AND DURATION

1.3 ELIGIBILITY

1.4 SCHEDULE

1.5 SINGLE POINT OF CONTACT (SPC)

1.6 DEFINITION OF TERMS

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 AGENCY OVERVIEW

2.3 SCOPE OF ACTIVITIES

SECTION 3: APPLICATION REQUIREMENTS

3.1 APPLICATION

3.2 AUTHORIZED REPRESENTATIVE

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-APPLICATION CONFERENCE

4.3 QUESTIONS/ REQUESTS FOR CLARIFICATION

4.4 SOLICITATION PROTESTS

4.5 APPLICATION DELIVERY

4.6 APPLICATION MODIFICATION OR WITHDRAWAL

4.7 APPLICATION DUE

4.8 PUBLIC OPENING

4.9 APPLICATION REJECTION

SECTION 5: EVALUATION

5.1 RESPONSIVENESS DETERMINATION

5.2 EVALUATION OVERVIEW

5.3 EVALUATION CRITERIA

5.4 RANKING OF APPLICANTS

5.5 NEXT STEP DETERMINATION

SECTION 6: AWARD AND NEGOTIATION

6.1 AWARD NOTIFICATION PROCESS

6.2 INTENT TO AWARD PROTEST

6.3 APPARENT SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

6.4 GRANT NEGOTIATION

SECTION 7: ADDITIONAL INFORMATION

7.1 GOVERNING LAWS AND REGULATIONS

7.2 OWNERSHIP/ PERMISSION TO USE MATERIALS

7.3 CANCELLATION OF RFA; REJECTION OF APPLICATION; NO DAMAGES

7.4 COST OF SUBMITTING AN APPLICATION

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LIST OF ATTACHMENTS

ATTACHMENT A – SAMPLE GRANT AGREEMENT

ATTACHMENT B – DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C – APPLICATION

ATTACHMENT D – APPLICATION SCORING GUIDE

ATTACHMENT E – LANGUAGE ACCESS AND COMMUNITY OUTREACH AND ENGAGEMENT REPORT

TEMPLATE

(The remainder of this page has been left intentionally blank.)

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SECTION 1: GENERAL INFORMATION

1.1 PURPOSE AND OBJECTIVES

The State of Oregon, acting by and through its Housing and Community Services Department, (“Agency”), is issuing this Request for Applications (“RFA”) to help address Oregon’s racial disparities in homeownership by increasing the visibility of and access to homeownership assistance programs by Communities of Color and other Underserved Populations, and by tailoring programs to deliver culturally and community-specific services.

In 2018, the Joint Taskforce for Addressing Racial Disparities in Homeownership in Oregon (the “Joint Taskforce”) compiled data concerning levels of homeownership among Communities of Color in Oregon and identified several barriers affecting the ability of these communities to enter the house market. During the 2020 legislative session, the Joint Taskforce put forward a set of recommendations that included providing technical and financial assistance to nonprofits and Culturally Specific Organizations to help tailor programs to deliver community-specific homeownership services and to increase the visibility of and access to homeownership assistance programs by Communities of Color and other Underserved Populations in Oregon.

Through this RFA, Agency will distribute funds to Eligible Organizations that, in working with households with income at or below 120% of the Area Median Income, attempt to increase visibility and access for Communities of Color and other Underserved Populations to programs and services that assist with homeownership.

The objectives of this RFA are to:

• Assist Eligible Organizations with the cost of facilitating language access to homeownership assistance programs and services;

• Expand Community Outreach and engagement efforts to reach Oregon’s Communities of Color and other Underserved Populations with a shortage or obstacles to homeownership services; and

• Tailor homeownership assistance programs to be more culturally and community responsive.

Additional details are included in Section 2.3 (Scope of Activities).

1.2 GRANT AMOUNT AND DURATION

Agency anticipates the award of multiple Grant Agreements (each a “Grant”) from this RFA. The initial term of each Grant is anticipated to end on June 30, 2027. All funds must be spent, and all goods and services purchased with Grant funds must be received by the grantee by this date.

The maximum amount of each Grant is anticipated to be $70,000. Administrative Costs are limited to 15% of the Grant amount.

Agency reserves the right to modify the anticipated amount and term.

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1.3 ELIGIBILITY

To be eligible for a Grant under this RFA, Applicants must meet the following criteria:

• Applicant must be one of the following entity types:

• A nonprofit organization established under ORS Chapter 65;

• A Housing Authority established under ORS 456.055 to 456.235;

• A unit of Local Government as defined in ORS 197.015; or

• A federally recognized Indian tribe that owns land in this State; and

• Must sponsor or manage homeownership programs and services that assist households with incomes at or below 120% of the Area Median Income in the state of Oregon.

1.4 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change.

Event Date Time

Pre-Application conference February 26, 2026 2:00 PM

Questions/ requests for clarification due March 12, 2026 4:00 PM

Answers to questions/ requests for clarification issued (approximate)

March 13 , 2026

RFA protest period ends Schedule defined under

OAR 813-005-0025

Opening (Applications due) March 31, 2026 4:00 PM

Additional rounds of competition To be determined (optional at Agency’s discretion)

Issuance of notice of intent to award (approximate) May 1, 2026

Award protest period ends Schedule defined under

OAR 813-005-0025

1.5 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFA is identified on the Cover Page of this RFA, along with the SPC’s contact information. Applicant must direct all communications related to any provision of the RFA only to the SPC, whether about the technical requirements of the RFA, Grant requirements, the RFA process, or any other provision.

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1.6 DEFINITION OF TERMS

For the purposes of this RFA, capitalized words will refer to the following definitions:

• “Addendum” or “Addenda” means an addition to, deletion from, a material change in, or general interest explanation of this RFA. OregonBuys refers to these as “Amendments” or “Bid Amendments.”

• “Administrative Costs” means all costs incurred throughout the administration of a program that are not directly related to the delivery of program services or projects.

• “Affected Applicant” means an Applicant who would be eligible for a Grant in the event their protest was successful, and who is protesting because Agency failed to conduct an evaluation of Applications in accordance with the criteria or process described in this RFA.

• “Applicant” means an entity who submits an Application in response to this RFA.

• “Application” means a written response to this RFA.

• "Area Median Income” means an area’s median income, subject to adjustment for areas with unusually high or low incomes or housing costs, all as determined by the Oregon Housing Stability Council based on information from the United States Department of Housing and Urban Development.

• “Communities of Color” means an identity-based community that holds a primary racial identity that describes the racial characteristics of the community that its members share (such as being African American), that supports self-definition by community members, and that typically denotes a shared history and current or historic experiences of racism. The community may or may not also be a geographic community. Given that race is a socially defined construct, the definitions of these communities are dynamic and evolve across time. For the purpose of this RFA, Agency defines Communities of Color to include Native Americans, Latinos, Asian and Pacific Islanders (further disaggregated according to local preferences), African Americans, African immigrants and refugees, and Middle Eastern and Slavic communities.

• “Community Outreach” means an activity of providing services to any population who might not otherwise have access to those services. In addition to delivering services, Community Outreach has an educational role, raising awareness about existing services.

• “Culturally Responsive Services” means work tailored to an individual or community’s cultural background, beliefs, knowledge, frames of reference, or specific needs in an Underserved Population. This may include:

• Business practices or strategies in place to understand and address the needs of a particular culture;

• A relevant marketing and outreach plan designed to publicize to Underserved Populations the availability of the new housing opportunities;

• Specific services offered in an individual’s preferred language;

• Development, sponsorship, or management by a diverse and representative leadership; or

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• An ongoing service partnership with a Culturally Specific Organization.

• Culturally Specific Organization: An entity that provides services to a cultural community and the entity has the following characteristics:

• Majority of members and/or clients must be from a particular cultural community that has faced housing discrimination;

• Organizational environment is culturally focused, and the cultural community being served recognizes it as a culturally-specific entity that provides culturally and linguistically responsive services;

• Majority of staff must be from the cultural community being served, and the majority of the leadership (defined to collectively include board members and management positions) must be from the cultural community being served;

• The entity has a track record of successful community engagement and involvement with the cultural community being served, rooted on a foundation of respect and trust; and

• The organization engages in advocacy for housing and/or economic justice for the cultural community with their guidance.

• “Eligible Organization” means:

• A nonprofit organization established under ORS Chapter 65;

• A Housing Authority established under ORS 456.055 to 456.235;

• Local Government as defined in ORS 197.015; or

• A federally recognized Indian tribe that owns land in this State; and

• “Evaluation Committee” means the group of people who will evaluate and score Applications submitted in response to this RFA.

• “Language Access Plan” means a plan to address identified needs of the Limited English Proficiency populations.

• “Limited English Proficiency” means not speaking English as a primary language and having limited ability to read, speak, write, or understand English.

• “Opening” means the date and time specified in this RFA as the deadline for submitting Applications.

• “Service Area” means the specific geographic area or region within which an Applicant proposes to provide program services directly or by contract.

• “State” means the state of Oregon.

• “Underserved Population” means a population, whether identified by ethnicity, race, culture, place of origin, or another characteristic, with a shortage of or obstacle to homeownership services.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFA pursuant to its authority under ORS 458.658.

Agency is using the Competitive Procurement procedures, pursuant to OAR 813 Division 6.

Agency may use a combination of the methods for Competitive Procurement procedures, OHCS RFA, updated 20250904 Page 8 of 20 including but not limited to optional procedures such as: a) competitive range; b) interviews;

and c) negotiations.

2.2 AGENCY OVERVIEW

Agency is Oregon’s affordable housing finance agency and community services program administrator. Its mission is to provide stable and affordable housing and engage leaders to develop an integrated statewide policy that addresses poverty and provides opportunity for Oregonians. To accomplish its mission, OHCS administers programs that provide housing stabilization including preventing and ending homelessness, assisting with utilities, financing and preserving affordable housing, and supporting homeownership. Agency delivers programs primarily through grants, contracts, and loan agreements with local partners and community-based providers. Agency’s sources of funds are varied and include federal and state resources that have complex regulatory compliance requirements, and thus stewardship, compliance monitoring, and asset management are all critical functions played by Agency.

To meet Agency’s goal of closing Oregon’s racial homeownership gap, the Homeownership Division strives to leverage homeownership as a powerful tool that can create stability, promote equity, and build generational wealth. The Division consists of four sections, each driven by the central goal of supporting low- to moderate-income Oregonians to attain and retain homeownership. These sections expand access to homeownership through funding the construction of affordable homes for purchase, financial products such as competitive market rate mortgages, down payment assistance, and pre-purchase education and counseling. The Division assists homeowners to maintain and retain their homes through post-purchase education, foreclosure counseling, foreclosure assistance, health and safety repairs, and resources specific to manufactured housing. Using an equity and racial justice lens in all programming, policies, and operations, the Homeownership Division works to dismantle systemic housing barriers and create opportunities for those underrepresented as homeowners in Oregon.

2.3 SCOPE OF ACTIVITIES

2.3.1 ACTIVITIES AND ALLOWABLE COSTS

Successful Applicants will be expected to perform activities that fall under one or both of the categories described below: Language Access (Section 2.3.1.1) and Community Outreach and Engagement (Section 2.3.1.2).

All expenditures and costs charged to the Grant must be cost-effective, appropriate, and necessary to perform the activities and accomplish the goals.

2.3.1.1 Language Access

Funding provided under this category is intended to help create and facilitate access to homeownership programs by community members with Limited English Proficiency, American Sign Language (“ASL”) speakers, and community members with special communication needs due to a disability. These funds can be utilized to cover the costs of translating program and outreach materials, providing interpretation services to current or potential program participants, and to provide notice of language assistance to the public. The funds can also be utilized to develop a Language Access Plan that ensures Applicant provides quality and appropriate language services and that staff members are aware of what to do when language assistance is requested, and for other activities that assist persons with language or communication barriers to have meaningful access to Applicant’s homeownership

OHCS RFA, updated 20250904 Page 9 of 20 programs.

The activities funded under this category include:

• Translating program and outreach materials for homeowner and homebuyer services into any non-English language spoken by community members in Applicant’s Service Area.

• Costs allowed under this activity include but are not limited to professional translation services; translation reviews or cultural validation to ensure that translations are culturally sensible; adding closed captions or subtitles to videos; and developing materials in ASL.

• Note: The translation services funded through this opportunity must be provided by professional translators with formal and verifiable qualifications including but not limited to proof of American Translator Association Certification or proof of paid translation work for a nonprofit organization, educational institution, social service agency, or public body.

In cases where the availability of professional translators is limited or nonexistent due to Applicant’s geographical location or the language needed, Agency’s Homeownership Division may approve the use of non-credentialed translators on a case-by-case basis. The cost of Applicant’s staff time to translate materials is not considered an allowable cost under this activity.

• Providing interpretation services for any language spoken by community members in Applicant’s Service Area, including ASL, to facilitate access to homeownership services and activities.

• Costs allowed under this activity include but are not limited to interpretation services on site, over the telephone, video remote, or through a virtual platform, and rental of interpretation equipment.

• Note: The interpretation services funded through this opportunity must be provided by professional interpreters with formal and verifiable qualifications, including but not limited to proof of Oregon Court Interpreter Certification or other state or national equivalent; proof of Oregon Healthcare Interpreter Certification or national equivalent; or proof of paid interpretation work for a nonprofit organization, educational institution, social service agency, or public body. In cases where the availability of professional or certified interpreters is limited or non-existent due to the language needed, Agency’s Homeownership Division may approve the use of non-credentialed providers on a case-by-case basis. The cost of Applicant’s staff time to provide interpretation for clients or potential clients is not considered an allowable cost under this activity.

• Informing the public about the availability of language assistance services to ensure persons with Limited English Proficiency are aware of the services.

• Costs allowed under this activity include but are not limited to procuring, developing, printing, and posting notices on Applicant’s website, or in printed materials in building entrances, reception, and other areas where clients and staff interact; developing and printing “I speak” cards; and updating telephone and email answer messages or templates to include language accessibility notices.

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• Developing or updating a Language Access Plan for Applicant’s organization or Applicant’s homeownership programs.

• Costs allowed under this activity include but are not limited to consultation services from appropriate professionals, community-based organizations, and other stakeholders; and engaging community members in the process through focus groups, listening sessions, or surveys.

• Other activities that contribute to increasing access to homeownership programs and services for individuals with Limited English Proficiency or special communication needs due to disability. Note: These activities must be described in Applicant’s Application and approved by Agency.

2.3.1.2 Community Outreach and Engagement

Funding provided under this category is intended to help increase the visibility of homeowner and homebuyer programs and services for Communities of Color, people with disabilities, and other Underserved Populations. The funds can be utilized to conduct Community Outreach and community engagement activities, to offer community or culturally responsive services, to develop culturally responsive materials, to increase Applicant’s skills for effective Community Outreach and community engagement, and for other activities that contribute to increasing the visibility of services.

The activities funded under this category are:

• Promote homeownership services through community and culturally responsive marketing campaigns or community events.

• Costs allowed under this activity include but are not limited to hosting or attending community events (including event space, tables, or booths, and transporting supplies to and from the event);

purchasing or developing program marketing and other promotional materials; and partnering with Culturally Specific Organizations or ethnic media for outreach events or campaigns.

• Offering community or culturally responsive homeownership services, in locations and formats that are meaningful, familiar, and easily accessible to Communities of Color, people with disabilities, and other Underserved Populations.

• Costs allowed under this activity include but are not limited to partnering with Culturally Specific Organizations or community-based organizations for specific activities; securing a location or purchasing supplies necessary for the activity, transporting supplies to and from event sites; and providing childcare during workshops.

• Purchasing or developing homeownership curriculums and educational materials that incorporate the cultural values of the diverse communities in Applicant’s Service Area.

• Costs allowed under this activity include but are not limited to materials in printed, electronic, or audiovisual formats; consultation from appropriate professionals, community-based organizations, and other stakeholders;

and providing stipends for community participation in the development of materials through focus groups, listening sessions, or surveys.

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• Building and strengthening relationships with Underserved Populations and Communities of Color to facilitate and increase their access to Applicant’s homeownership services and opportunities.

• Costs allowed under this activity include but are not limited to gathering, analyzing, and sharing community data and feedback through surveys, listening sessions, focus groups, or community meetings; providing stipends for community participation in surveys, focus groups, listening sessions, planning meetings, advisory groups, or volunteer opportunities;

and collaborating with Culturally Specific Organizations or community leadership to develop policies, processes, or opportunities to facilitate Culturally Responsive Services access and delivery.

• Increasing Applicant’s knowledge and skills to do Community Outreach and engage meaningful and effectively with Communities of Color, individuals with Limited English Proficiency or communication needs due to a disability, and other Underserved Populations. This includes training related to non-discrimination and civil-rights, accessibility, reasonable accomodations, diversity, equity, inclusion, and culturally or community-specific homeownership.

• Costs allowed under this activity include but are not limited to training registration fees and transportation costs. All travel must be reasonable and cost effective and must comply with the Statewide Travel Policy available on the Internet at OAM 40.10.00.PO Statewide Travel Policy

• Other activities that contribute to increasing the visibility of and access to homeowner and homebuyer services by Communities of Color, individuals with Limited English Proficiency, individuals with disabilities, and other Underserved Populations in Applicant’s Service Area. Note: These activities must be described in Applicant’s Application and approved by Agency.

2.3.2 REPORTING REQUIREMENTS

Successful Applicants will be required to submit two activity and expenses reports during the Grant period to provide clear, complete, and detailed documentation of all expenditures such as receipts, paid invoices, copies of contracts, service agreements, or other documentation acceptable to Agency.

Successful Applicants will also be required to submit a mid-point and final report that includes but is not limited to the following: 1) program updates and progress towards workplan activities, 2) outcomes, and 3) barriers faced. Agency may request any applicable pictures, quotes, or samples of materials purchased or developed using Grant funds. The Language Access and Community Outreach Engagement report template

(LACOE) can be found in Attachment E.

SECTION 3: APPLICATION REQUIREMENTS

Application must address each of the items listed in this section and all other requirements set forth in this RFA. Applicant must describe how activities will be completed. An Application that merely offers to fulfill the project will be considered non-responsive to this RFA and will not be considered further.

https://www.oregon.gov/das/Financial/Acctng/Documents/40.10.00.pdf https://www.oregon.gov/das/Financial/Acctng/Documents/40.10.00.pdf

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3.1 APPLICATION

Applicant must complete and submit the Application form provided in Attachment C. Applicant should use definitive verbs in their narrative to describe what Applicant “will” do rather than aspirational verbs such as “hopes”, “expects”, “intends”, “plans”, or similar verbs that do not express a firm commitment to undertake a specific action.

3.2 AUTHORIZED REPRESENTATIVE

Failure of an authorized representative to sign the Application may result in rejection of the Application by Agency.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFA, including all Addenda and attachments, is published in the State’s electronic procurement system, OregonBuys, at https://oregonbuys.gov/. RFA documents will not be mailed to prospective Applicants.

Agency will issue all Addenda in OregonBuys. Prospective Applicants are solely responsible for checking OregonBuys to determine whether any Addenda have been issued. Addenda are incorporated into the RFA by this reference.

4.2 PRE-APPLICATION CONFERENCE

A pre-Application conference will be held at the date and time listed in the schedule set forth in Section

1.4 (“Schedule”). Prospective Applicants’ participation in this conference is highly encouraged but not mandatory.

The purpose of the pre-Application conference is to:

• Explain the RFA process;

• Discuss Agency’s goals for the funds and the activities that will be funded through this RFA; and

• Answer any questions Applicants may have related to the project or the process.

Statements made at the pre-Application conference are not binding upon Agency. Applicants may be asked to submit questions in writing. Prospective Applicants may register for the pre-Application conference using this link:

https://events.gcc.teams.microsoft.com/event/445ed6a3-e856-42ce-a074-fff6c7b74e4c@aa3f6932-fa7c-47b4-a0ce-a598cad161cf

4.3 QUESTIONS/ REQUESTS FOR CLARIFICATION

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

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

https://oregonbuys.gov/ https://events.gcc.teams.microsoft.com/event/445ed6a3-e856-42ce-a074-fff6c7b74e4c@aa3f6932-fa7c-47b4-a0ce-a598cad161cf https://events.gcc.teams.microsoft.com/event/445ed6a3-e856-42ce-a074-fff6c7b74e4c@aa3f6932-fa7c-47b4-a0ce-a598cad161cf

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• Identify Applicant’s name and contact information;

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

• Be received by the SPC by the due date and time for questions/ requests for clarification identified in the Schedule.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFA

Prospective Applicant may submit a written protest of anything contained in this RFA. This is prospective Applicant’s only opportunity to protest the provisions of the RFA, except that Applicant may protest Addenda as provided below and Applicant may take exception to the terms and conditions of the Sample Grant Agreement marked as negotiable as set forth in Section 6.4 (Grant Negotiation). Protests to the RFA must be received by the due date and time identified in the Schedule.

4.4.2 Protests to Addenda

Prospective Applicant may submit a written protest of anything contained in an Addendum. Protests to an Addendum must be received by Agency by 5:00 PM Pacific Time on the second business day after Agency’s issuance of the Addendum unless a different date/ time is specified in the Addendum, or they will not be considered. Protests of matters not added or modified by the Addendum will not be considered.

4.4.3 All Protests must:

• Comply with the procedures required under OAR 813-005-0025;

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• Identify prospective Applicant’s name and contact information;

• Be sent 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; and

• State the proposed changes to the RFA provisions or other relief sought.

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. Protests that do not comply with OAR 813- 005-0025 will not be considered.

4.5 APPLICATION DELIVERY

Applicant must submit one (1) electronic copy of its completed Application either via email to the SPC, or electronically through OregonBuys by the Opening Date/ Time on the Cover Page.

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Detailed instructions on how to submit an Application can be found at:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20So licitation%20Response.pdf.

If Applicant believes any part of its Application is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Applicant must complete and submit the Disclosure Exemption Affidavit (Attachment B) and a fully redacted electronic version of its Application, clearly identified as the redacted version.

Applicant is solely responsible for ensuring its Application is received by the SPC in accordance with the RFA requirements before the Opening. Agency is not responsible for any transmission errors, delays, or mistaken delivery. Consider contacting the SPC by phone to confirm receipt. Be sure to allow time for resubmission before Opening. Applications submitted by any means not authorized may be rejected.

4.6 APPLICATION MODIFICATION OR WITHDRAWAL

Any Applicant who wishes to modify or withdraw an Application already submitted in OregonBuys must do so prior to the Opening.

4.7 APPLICATION DUE

Applications and all required submittal items must be submitted in accordance with Section 4.5 on or before the Opening. Applications received after the Opening will not be accepted. All Application modifications or withdrawals must be completed prior to the Opening.

Applications received after the Opening will NOT be accepted for evaluation.

4.8 PUBLIC OPENING

There will not be a public opening for this RFA. Applications received will not be available for inspection until after Agency issues the notice of intent to award. All Applications are public records and are subject to public inspection after Agency issues the notice of intent to award.

4.9 APPLICATION REJECTION

Agency may reject an Application for any of the following reasons:

• Applicant fails to substantially comply with all prescribed RFA procedures and requirements;

• Applicant makes any contact regarding this RFA with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or initiates inappropriate contact with the SPC;

• Applicant attempts to inappropriately influence a member of the Evaluation Committee; or

• Application 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 as provided in Section 6.4 (Grant Negotiation).

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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SECTION 5: EVALUATION

5.1 RESPONSIVENESS DETERMINATION

Applications received on or before the Opening will be reviewed for responsiveness to all RFA requirements. If the Application is unclear, the SPC may request clarification from Applicant.

However, clarifications may not be used to rehabilitate a non-responsive Application. If the SPC finds the Application non-responsive, the Application may be rejected. However, Agency may waive minor mistakes in its sole discretion and may exercise its discretionary waiver authority in accordance with OAR 813-006-0040.

5.2 EVALUATION OVERVIEW

Responsive Applications meeting the requirements outlined in this RFA will be evaluated by an Evaluation Committee. Evaluators will assign points for each evaluation criterion as described below.

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

5.3 EVALUATION CRITERIA

A total score of 110 points is possible. Applications will be evaluated against the criteria shown below applicants must have a minimum score of 70 to be eligible for the award. A detailed Application scoring guide is provided as Attachment D.

1) PROJECT OVERVIEW & ALIGNMENT (60 points) Please limit each response below to 400 words maximum.

A) Which Underserved Population(s) do you plan to target? What is your agency’s track record of serving these Underserved Population(s)?

B) Provide an overview of your proposed project including key activities and intended impact on target Underserved Population(s).

C) How do the proposed activities align with your agency mission, services, and strategy?

D) How do you know this work is needed? Please describe how you developed the project plan and how this plan was informed by the community members that you seek to serve.

E) Describe your agency’s capacity to do this work. How will your staff perform this work? What prior experience makes this staff qualified to undertake these efforts?

F) What does success look like for this project? How will you collect data (quantitative and/or qualitative) and how will that be used to improve support to Underserved Populations?

2) WORKPLAN & EXPECTED OUTCOMES (35 points)

Please fill out the following table. Note that not every row needs to be filled out. Each activity must relate to at least one of the following objectives.

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Objective 1. Language Access: Assist with the cost of facilitating language access to homeownership assistance programs and services.

Objective 2. Community Outreach & Engagement: Expand outreach and engagement to reach Communities of Color and Underserved Populations.

Proposed Activities Related to

Objective

(1, 2, or both)

Target

Population(s)

Timeline Expected Outcomes

3) BUDGET ESTIMATES (15 points)

Activity/Item Unit Cost Total Cost Notes

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Total Costs Total Cost

5.4 RANKING OF APPLICANTS

The SPC will average the points for each Application (calculated by totaling the points awarded for each evaluation criterion and dividing by the number of evaluators). The SPC will determine rank order for each Application, with the highest point total receiving the highest rank, and successive rank order determined by the next highest point total.

In selecting between two or more equally qualified Applicants that have scored the same, Agency will give preference in accordance with the procedures outlined in OAR 813-006- 0010(8).

Agency will then organize the Applications to promote statewide access to the programs. Agency will determine, in its sole discretion, how many Applicants to award per county. Agency will strive to award Grants according to the rank order described above. However, notwithstanding such rank order, Agency reserves the right to target funding awards for geographic locations as Agency deems necessary to ensure statewide coverage of the programs.

All Applicants will be notified of the results.

5.5 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if deemed by Agency to be in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Establishing a competitive range

• Presentations/ demonstrations/ additional submittal items

• Interviews

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If Agency elects to conduct one or more additional rounds of competition, Agency will provide written notice to all Applicants describing the next steps. At any time, Agency may dispense with a selected additional round and: (1) issue a notice of intent to award to the highest-ranking Applicant; (2) elect to conduct an alternative additional round of competition; or (3) cancel the

RFA.

SECTION 6: AWARD AND NEGOTIATION

6.1 AWARD NOTIFICATION PROCESS

6.1.1 Award Consideration

Agency, if it awards a Grant, will award a Grant to the highest-ranking Applicant(s) based upon the scoring methodology and process described in Section 5 (Evaluation). Agency may award less than the full scope described in this RFA.

AGENCY RESERVES THE RIGHT TO NOT SELECT ANY APPLICANTS FOR AWARDS

UNDER THIS RFA IF AGENCY DETERMINES IN ITS SOLE DISCRETION THAT A

SELECTION SHOULD NOT BE MADE.

6.1.2 Notice of Intent to Award

Agency will notify all Applicants in writing that Agency intends to award a Grant to the selected Applicant(s) subject to successful negotiation of any negotiable provisions.

6.2 INTENT TO AWARD PROTEST

6.2.1 Protest Submission

An Affected Applicant may submit a written protest in accordance with the procedures and timeline outlined in OAR 813-005-0025.

If Agency receives only one Application, Agency may dispense with the evaluation process and intent to award protest period and proceed with Grant negotiations and award.

6.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a written decision to the Affected Applicant. Protests that do not include the required information will not be considered by Agency.

6.3 APPARENT SUCCESSFUL APPLICANT SUBMISSION REQUIREMENTS

Each Applicant who is selected for a Grant under this RFA will be required to submit additional information and comply with the following:

6.3.1 Business Registry

If selected for a Grant, Applicant must be duly authorized by the State to transact business in Oregon before executing the Grant. Visit http://sos.oregon.gov/business/pages/register.aspx for Oregon Business Registry information.

http://sos.oregon.gov/business/pages/register.aspx

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6.3.2 Insurance

Prior to execution of a Grant, Applicant must secure and demonstrate to Agency proof of insurance as required in this RFA or as negotiated. Insurance requirements are found in Exhibit B of Attachment A.

Failure to demonstrate coverage may result in Agency terminating negotiations and commencing negotiations with the next highest-ranking Applicant. Applicants are encouraged to consult with their insurance agents about insurance requirements prior to Application submission.

6.3.3 Taxpayer Identification Number

The apparent successful Applicant must provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form. Agency will not disburse any Grant funds until Agency has a properly completed W-9.

6.4 GRANT NEGOTIATION

By submitting an Application, Applicant agrees to comply with the requirements of the RFA, including the terms and conditions of the Sample Grant Agreement (Attachment A), with the exception of those terms reserved for negotiation. Applicant must review the attached Sample Grant Agreement and note any exceptions in its Application. Unless Applicant notes exceptions in its Application, Agency intends to enter into a Grant with the successful Applicant substantially in the form set forth in the Sample Grant Agreement. It may be possible to negotiate some provisions of the final Grant Agreement; however, many provisions cannot be changed. Applicant is cautioned that Agency believes modifications to the standard provisions constitute increased risk and increased cost to the State. Therefore, Agency may consider the scope of requested exceptions in the evaluation of Applications.

Agency is not willing to negotiate those items listed below:

• Choice of law

• Choice of venue

• Constitutional requirements

• Requirements of applicable federal and State law

Any Application that is conditioned upon Agency’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the Oregon Department of Justice.

In the event the parties have not reached mutually agreeable terms within 14 calendar days following selection of the Applicant for a Grant award, Agency may terminate negotiations and commence negotiations with the next highest-ranking Applicant.

SECTION 7: ADDITIONAL INFORMATION

7.1 GOVERNING LAWS AND REGULATIONS

This RFA is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFA (including but not limited to actions relating to the evaluation of http://www.irs.gov/pub/irs-pdf/fw9.pdf

OHCS RFA, updated 20250904 Page 20 of 20

Applications or the award of Grants) is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States, or otherwise, to or from any claim or consent to the jurisdiction of any court.

7.2 OWNERSHIP/ PERMISSION TO USE MATERIALS

All Applications submitted in response to this RFA become the property of Agency. By submitting an Application in response to this RFA, Applicant grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works from, and transmit the Application solely for the purpose of evaluating the Application, negotiating a Grant, if awarded to Applicant, or as otherwise needed to administer the RFA process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Applications, including supporting materials, will not be returned to Applicant unless at Agency discretion.

7.3 CANCELLATION OF RFA; REJECTION OF APPLICATION; NO DAMAGES

Agency may reject any or all Applications in whole or in part or may cancel this RFA at any time when the rejection or cancellation is in the best interest of the State or Agency, as determined by Agency. Neither the State nor Agency is liable to any Applicant for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFA or an award, or rejection of any Application.

7.4 COST OF SUBMITTING AN APPLICATION

Applicant must pay all the costs incurred in connection with its Application, including, but not limited to, the costs to prepare and submit the Application, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.