Pre-Application Conference Slides.pdf

Statewide Shelter Program Regional Coordinators

Request for Applications (RFA) #S-91400-00014184 (OHCS #9185)

Single Point of Contact (SPC):

Mandee Wilding, Senior Contracting Officer

971-720-8993; mandee.m.wilding@hcs.oregon.gov

OHCS Housing Stabilization Division – October 16, 2025

Grant Purpose & Objectives

RFA funds a series of Regional Coordinators capable of administering shelter services for an assigned Region(s) no smaller than a single county

Regional Coordinators will be required to work toward the following goals and outcomes:

• Ensure no net loss of agency-funded shelter beds for the Region

• Ensure at least 70% of the Program-funded beds and STEPS use Low-barrier practices with the balance available for Recovery-based Shelters and sites

• Increase permanent housing placements

• Reduce returns to Unsheltered homelessness

Grant Amount and Duration

• OHCS anticipates the award of up to 36 grants

• Regional Coordinators are selected for 5 year-period with services beginning 7/1/26

• Grant award amounts will be determined by funding formula

• Funding available for the first year (7/1/26-6/30/27) for all grants is estimated at $102,500,000

• Administrative costs are limited to 15% of the grant funds

RFA Eligibility

To be eligible for a grant, organizations must be:

• Physically located in Oregon

• willing to serve at least one region no smaller than a single county

• One of the following entities:

• Local government entity, including Oregon housing authorities

• Nonprofit public benefit corporation

Schedule and Key Dates

Event Date Time

Pre-application conference October 16, 2025 9:00 AM

Last day for application questions/ requests for clarification October 31, 2025 4:00 PM

OHCS answers to questions/ requests for clarification issued (approximate)

November 10, 2025

Opening (applications due) November 24, 2025 10:00 AM

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

Issuance of notice of intent to award (approximate) January 9, 2026

Intent to award protest period ends 7 calendar days after notice of intent to award

Eligible Activities

Regional Assessment and Plan

• Regional Coordinators will be required to develop and submit to Agency a Regional Assessment and Plan using an Agency-provided template (see Attachment D)

• A Regional Assessment and Plan will be due to Agency in March 2026 for the period July 1, 2026 through June 30, 2029, and in March 2029 for the period July 1, 2029 through June 30, 2031

• Subsequent Regional Assessment and Plan documents will be due to Agency every two years and will be subject to Agency’s approval

Shelter

• Regional Coordinators will be required to coordinate Shelter services in the Region and provide funding to Shelter Providers in the Region

• Regional Coordinators may also choose to operate Shelters, employing a combination of Shelter operation and subgrantee coordination and oversight

• Typical activities: operations, participant evaluation, supports, staffing, data, facilities, capacity, amenities

Street Outreach

• At the Regional Coordinator’s discretion and based on community needs, Program Grant funds can be used for Street Outreach services to connect Unsheltered homeless Households with emergency Shelter, housing, or critical services, and to provide urgent, non-facility based care

• Typical activities: assessment, consumables, counseling, collaboration, market and outreach

Safe Temporary Emergency Placement Sites (STEPS) Operations

• At the Regional Coordinator’s discretion and based on community needs, Program Grant funds can be used for Safe Temporary Emergency Placement Sites (STEPS)

• STEPS provide Participants with a safe place to stay either in their vehicle, or in a Basic Free-Standing Structure provided by the site when available

• Typical activities: assessment, operations, consumables

Housing Focused Activities

• At the Regional Coordinator’s discretion and based on community needs, Program Grant funds can be used for activities that seek to lower barriers for Households experiencing homelessness or housing instability

• These activities must actively coordinate services and supports to help Households exit homelessness, reduce barriers to rehousing and ensure housing stability

• Typical activities: financial assistance, transportation, case management

Capacity Building

• At the Regional Coordinator’s discretion and based on community needs, up to 15% of the Program Grant funds can be used for activities aimed to improve the Regional Coordinator’s ability to deliver homeless services and strengthen community efforts around supporting Households experiencing homelessness

• Typical activities: technical assistance, strategy, data

Reporting

• Monthly System Query Report

• Biannual Housing Inventory Count (“HIC”) Report

• Annual System Performance Measure (“SPM”) Report

• Subgrantee Report

• Victim Service Provider Report

• Regional Assessment and Plan

• Annual Progress Report

• Fiscal Report

Before Applying

• Register as a supplier in OregonBuys.

• Ask for registration assistance if needed:

suppliersupport@periscopeholdings.com or 1-855-800-5046 (Monday – Friday, 7A-6P)

• Any changes to the RFA will be published in OregonBuys. Be sure to “acknowledge” the bid to receive notifications.

• Review the insurance requirements in Attachment A and work with your insurance agent as needed to ensure you can meet the requirements.

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys_Registration_Guide.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys_Registration_Guide.pdf https://oregonbuys.gov/bso/ mailto:suppliersupport@periscopeholdings.com

How to Apply

There are 3 ways you can apply for a grant:

1) Via Smartsheet ❖ Online form

❖ Link to form provided in Section 4.4 of the RFA

2) Via email to the Single Point of Contact ❖ Complete Attachment C – Application

❖ Send completed application via email

3) Electronically through OregonBuys ❖ Detailed instructions are available online

❖ Ask for application assistance if needed: suppliersupport@periscopeholdings.com or 1-855-800-5046 (Monday – Friday, 7A-6P)

✓ Submit your application using ONE of these methods before Opening (currently 10:00 AM on November 24, 2025).

✓ Be mindful of the character limit for each response.

✓ Direct any questions to the Single Point of Contact.

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf mailto:suppliersupport@periscopeholdings.com

Evaluation Criteria

There are 100 possible points in the evaluation. OHCS will consider each applicant’s:

• Community engagement and coordination (24 points possible)

• Shelter experience and strategies (24 points possible)

• Fiscal administration and governance(16 points possible)

• Subgrants, monitoring and technical assistance (12 points possible)

• Experience with HMIS or alternate system and using data(12 points possible)

• Equity (12 points)

Questions

Contact Information

RFA Single Point of Contact:

Mandee Wilding, Senior Contracting Officer

971-720-8893

Mandee.m.wilding@hcs.oregon.gov mailto:Mandee.m.wilding@hcs.oregon.gov