Bid- S-91400-00018045_RFI Portfolio Compliance.pdf

REQUEST FOR INFORMATION (RFI)

Portfolio Compliance for Affordable Housing

RFI Number: OHCS 9494

Bid Number: S-91400-00018045

Issuing Agency: Oregon Housing and Community Services Department

Issue Date: September 24, 2026

Response Due Date: October 20, 2026 5:00 p.m. PDT

Point of Contact:

Name: Andrea Gentry, Procurement Specialist

Email: Andrea.Gentry@hcs.oregon.gov

1. INTRODUCTION & PURPOSE OF THIS RFI

The State of Oregon, acting by and through the Oregon Housing and Community Services OHCS), is issuing this Request for Information (RFI) to gather insight from inspection firms regarding a potential on-call contract to provide additional capacity to conduct physical inspections of OHCS’s affordable housing portfolio.

This RFI is for informational purposes only. It may or may not lead to a subsequent Request for Proposals (RFP) or other formal solicitation. Responses to this RFI will be used solely to inform OHCS’s understanding of available services and approaches. They are non-binding and will not influence or be considered in any future solicitation or selection process.

This RFI is for market research only.

It is not a solicitation for bids, proposals, quotes, or offers.

Responding to this RFI will not:

• pre-qualify any respondent,

• disqualify any respondent,

• give advantage or preference in any future procurement, or

• obligate the State to issue an RFP or make an award.

This RFI ensures compliance with ORS 279B.040 by gathering general industry information without requesting vendor-specific solution design or assistance in drafting specifications.

3. PROJECT BACKGROUND

Properties within the OHCS portfolio submit annual reports to the agency and undergo physical inspections every 1 to 3years, depending on funding source. A management review is also conducted to confirm compliance with regulatory standards, federal regulations, and applicable state rules. As part of physical inspections individual units, common areas, building exteriors, roofs, and landscaping, and are completed in collaboration with representatives from the property management firms responsible for daily operations.

The portfolio encompasses developments funded by the LIHTC, HOME, LIFT, and GHAP programs, with more than 300 additional developments anticipated to enter the portfolio over the next three years. The number of inspections required in any given year varies based on each property’s funding sources, placed-in-service date, compliance schedule, and risk profile. Newly funded units enter their compliance periods according to timelines established at closing, resulting in fluctuating inspection workloads from year to year.

OHCS is pursuing legislative expenditure authority and anticipates issuing a future solicitation in

July 2027.

4. SCOPE OF INFORMATION REQUESTED

The OHCS portfolio consists of more than 1,200 properties statewide, and inspections may require travel to remote areas of Oregon.

The State is seeking non-proprietary, industry-standard, and broadly applicable information regarding the following requirement:

OHCS needs inspection firms to conduct physical inspections of assigned properties using the

NSPIRE protocol for all buildings, common areas and grounds, and the low-income units both occupied and vacant. OHCS will provide the firm with an annual list of properties to be inspected.

Physical inspections must comply with the requirements in OHCS’s NSPIRE webpage.

Following the completion of the physical inspection, the firm will be required to submit inspection results and supporting documentation in accordance with OHCS reporting formats and technical requirements. Firms may be expected to provide additional capacity and work alongside OHCS staff to complete physical inspections. Respondents should not provide proprietary solutions, draft scopes of work, or language that could create competitive advantage.

5. RFI QUESTIONS

A. Capabilities and Approach:

Please describe your approach to meeting OHCS’s inspection needs including the following:

• How would your organization manage inspection assignments, including work performed directly by your organization versus through subcontractors or partners?

• How much advance notice would your organization typically need to schedule and conduct an inspection?

• What areas of Oregon can your organization serve? Please identify any geographic limitations and describe your capacity to conduct inspections in rural and remote areas of the state.

• Approximately how many inspections could your organization reasonably conduct on a monthly and annual basis?

• What is your organization’s typical turnaround time between completion of an inspection and submission of the final inspection report?

• What systems or technical tools does your organization use to conduct inspections, document findings, and submit inspection results?

• How would your organization accommodate agency-specific reporting formats, technical requirements, and inspection standards

B. Comparable Experience:

Please describe your organization’s experience performing work comparable to the services described in this RFI, including the following:

• Experience conducting comparable affordable housing inspections for state housing finance agencies, local governments, federal agencies, or other public entities.

• Examples of comparable contracts or projects, including the approximate number of properties and/or units inspected and, if available, the approximate annual contract value.

• Experience conducting comparable inspection work in rural or remote areas, particularly in

Oregon east of the Cascades or in areas with similar geographic and travel considerations.

C. Project Requirements

• Describe how your firm performs physical inspections in compliance with the NSPIRE protocol

• All inspections must meet the standards stated on OHCS’s NSPIRE webpage

(https://www.oregon.gov/ohcs/compliance-monitoring/pages/affordable-rental-housing-site-inspection-standards.aspx) Discuss any concerns your firm may have in meeting these requirements during inspections.

https://www.oregon.gov/ohcs/compliance-monitoring/pages/affordable-rental-housing-site-inspection-standards.aspx https://www.oregon.gov/ohcs/compliance-monitoring/pages/affordable-rental-housing-site-inspection-standards.aspx

• Describe your firm’s formal reporting process. Is this process compatible with the Prolink system used by OHCS for report submission. If not, describe how your firm would update reports to comply with this OHCS requirement.

• Please provide a comprehensive Respondent Profile.

D. Costs:

Please provide information regarding the anticipated costs and recommended pricing structure for the services described in this RFI, including the following:

• An estimated range of costs for approximately 300 inspections annually.

• A recommended pricing model (e.g., fixed fee, per inspection, time and materials, tiered pricing, or another structure).

• Factors that would affect pricing, such as property size, number of units inspected, geographic location, travel requirements, or inspection complexity.

• How travel costs, including travel to rural or remote areas of the state, are typically incorporated into or reimbursed under comparable contracts.

• Any additional fees or costs OHCS should anticipate when developing a future solicitation.

E. Feedback:

Please provide any additional feedback that may assist OHCS in developing a future solicitation, including:

• Are any requirements or expectations described in this RFI unnecessarily restrictive, technically infeasible, or likely to limit participation in a future solicitation?

• Are there alternative approaches or contracting structures OHCS should consider that are not contemplated in this RFI?

• Are there operational, scheduling, geographic, or technical considerations OHCS should account for when developing a future solicitation?

• What would make a future solicitation more attractive or feasible for your organization to respond to?

Is there any additional information OHCS should consider when developing the scope, requirements, or structure of a future solicitation?

6. RESPONSE FORMAT AND INSTRUCTIONS

Respondents should submit a cover page with the following information:

• Organization name (if applicable)

• Primary contact information

• Organization size, years in operation, and relevant lines of business

• Oregon business registration number and status

• Certifications (COBID/MWESB/Oregon Forward), if applicable

• A narrative response to the questions above

Do not submit:

• Pricing proposals

• Draft scopes of work

• Proprietary methodologies

• Responses tailored to advantage your firm in a future procurement

These restrictions ensure compliance with ORS 279B.040 and prevent disqualification.

7. SUBMISSION PROCEDURES

Information and responses provided through this RFI should be clear and succinct, offering sufficient detail for OHCS to evaluate whether an inspection firm is qualified for a potential on-call contract to support agency staff with surge capacity for physical inspections across OHCS’s

Affordable Housing Portfolio.

Proposer must submit its Proposal electronically through OregonBuys at https://oregonbuys.gov/bso/.

Detailed instructions on how to submit Proposal can be found on the Internet at:

https://www.oregon.gov/das/ORBuys/Pages/Index.aspx. Look under “Vendors and Suppliers” for a link to a document entitled “How to Submit an Electronic Response to an Opportunity”.

Responses must be submitted by: October 20, 2026, 5:00 p.m. PDT

8. Q&A PROCEDURES

• All inquiries must be submitted electronically through the OregonBuys System by the deadline.

• Answers will be posted publicly (via OregonBuys) so that all vendors have equal access to information.

• No vendor will receive individualized guidance.

Questions for Clarification due: October 6, 2026, 3:00 p.m. PDT

Answers to Questions/Request for Clarification will be posted: October 9, 2026 https://oregonbuys.gov/bso/ https://www.oregon.gov/das/ORBuys/Pages/Index.aspx

This ensures that no respondent gains privileged knowledge that could be considered an advantage under ORS 279B.040.

9. PUBLIC DISCLOSURE

Responses may be subject to the Oregon Public Records Law (ORS 192).

Do not submit confidential or proprietary information.

The State may publish a summary of all responses to ensure transparency and fairness.

10. NEXT STEPS (NON-BINDING)

The State may use information from this RFI to:

• Develop a future Request for Proposals (RFP)

• Determine necessary qualifications and service categories

• Inform scope development

Participation in this RFI does not guarantee participation in future solicitations.

11. DISCLAIMER

This RFI is issued solely for information and planning purposes and does not constitute a solicitation. The State is not obligated to issue a solicitation or contract as a result of this RFI.

[Balance of page intentionally left blank]