Request for Applications.pdf

RFA #S-91400-00014184 (OHCS #9185) – Statewide Shelter Program, Regional Coordinators

OHCS Version 20250408 Page 1 of 20 (HAO)

STATE OF OREGON

COVER PAGE

OREGON HOUSING AND COMMUNITY SERVICES DEPARTMENT

STATEWIDE SHELTER PROGRAM

REGIONAL COORDINATORS

Request for Applications (“RFA”)

OregonBuys Bid #S-91400-00014184

Date of Issue: October 8, 2025

Opening Date and Time (Applications Due):

November 24, 2025 at 10:00 AM Pacific Time

Single Point of Contact (“SPC”): Holley Oglesby, Senior Contracting Officer

Address: 725 Summer Street NE, Suite B

City, State, Zip: Salem, OR 97301

Phone: 503-580-7118

Email: holley.a.oglesby@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:holley.a.oglesby@hcs.oregon.gov

OHCS Version 20250408 Page 2 of 20 (HAO)

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

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 APPLICATION DELIVERY

4.5 APPLICATION MODIFICATION OR WITHDRAWAL

4.6 APPLICATION DUE

4.7 PUBLIC OPENING

4.8 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 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

7.2 GOVERNING LAWS AND REGULATIONS

7.3 OWNERSHIP/ PERMISSION TO USE MATERIALS

7.4 CANCELLATION OF RFA; REJECTION OF APPLICATION; NO DAMAGES

7.5 COST OF SUBMITTING AN APPLICATION

OHCS Version 20250408 Page 3 of 20 (HAO)

LIST OF ATTACHMENTS

ATTACHMENT A – SAMPLE GRANT AGREEMENT

ATTACHMENT B – DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C – APPLICATION

ATTACHMENT D – SAMPLE REGIONAL ASSESSMENT AND PLAN TEMPLATE

OHCS Version 20250408 Page 4 of 20 (HAO)

SECTION 1: GENERAL INFORMATION

1.1 PURPOSE AND OBJECTIVES

Oregon is confronting a significant housing and homelessness crisis, prompting legislative action to establish a Statewide Shelter Program (the “Program”). The State of Oregon, acting by and through its Housing and Community Services Department (“Agency”), is issuing this Request for Applications (“RFA”) for qualified organizations to coordinate Shelter operations in support of Agency’s Program.

The primary goal of this RFA is to identify and fund a series of Regional Coordinators capable of administering Shelter services for an assigned Region(s), no smaller than a single county. These services must be trauma informed, culturally responsive, and primarily Low Barrier, aiming to reduce Unsheltered homelessness and transition Oregonians experiencing homelessness into stable housing.

Additional details are included in the Scope of Activities section.

1.2 GRANT AMOUNT AND DURATION

Agency anticipates the award of up to 36 Grant Agreements (each a “Grant”) from this RFA. The initial term of each Grant is anticipated to be 5 years, with options to renew at Agency’s discretion. The amount of each Grant will be determined by Agency based on available funding and the needs in each Region. Agency reserves the right to modify the anticipated amount and term.

Successful Applicants will become Regional Coordinators, responsible for coordinating Shelter operations and related services for an assigned Region(s), beginning July 1, 2026. Beginning July 1, 2027, Agency and Regional Coordinators may amend the Grants to include rehousing services in the scope of responsibility for a Regional Coordinator.

1.3 ELIGIBILITY

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

• Be physically located in Oregon;

• Be willing to serve at least one Region no smaller than a single county; and

• Be one of the following entity types:

o Local government entity, including Oregon housing authorities; or o Nonprofit public benefit corporation.

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.

OHCS Version 20250408 Page 5 of 20 (HAO)

Event Date Time

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

Questions/ requests for clarification due October 31, 2025 4:00 PM

Answers to questions/ requests for clarification issued (approximate)

November 10, 2025

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

Additional rounds of competition TBD (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

1.5 SINGLE POINT OF CONTACT (SPC)

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

Applicant must direct all communications that are related to this RFA to the SPC.

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.”

• “Affected Applicant” means an Applicant who would be eligible for a Grant in the event their protest was successful, and who is protesting on the purported ground that 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.

• “Basic Free-Standing Structure” means an alternative to traditional Shelter that meets either Shelter criteria or STEPS criteria depending on the features, standards, and amenities. These structures typically do not include a foundation, and are assembled with prefabricated parts and materials. Examples include:

Pallet ™ shelters, Conestoga Huts, yurts, and other tiny home models.

• “Congregate Shelter” means Shelter involving shared living spaces where multiple Households sleep in close proximity.

• “Continuum of Care” or “CoC” means a coordinated network of community-based programs and stakeholders that work together to prevent and end homelessness.

The CoC ensures that services are Participant-centered, locally responsive, and aligned with broader State and federal goals to reduce homelessness.

OHCS Version 20250408 Page 6 of 20 (HAO)

• “Day Center” means a facility designed to provide services to Households experiencing homelessness during specified daytime hours.

• “Domestic Violence” means dating violence, sexual assault, stalking, human trafficking, and other dangerous or life-threatening conditions that relate to violence against a person that either takes place in, or has them afraid to return to, their primary nighttime residence.

• “Domestic Violence Shelter” means Shelter that specifically services victims of Domestic Violence.

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

• “Household” means an individual living alone, a family with or without children, or a group of individuals who are living together as one economic unit.

• “Housing Focused Activities” means activities that directly connect Participants to critical resources and services that support Participants moving into a stable housing destination.

• “Housing Focused Shelter” means Shelter intended to keep Participants safe and out of the elements, and to provide housing focused case management and supportive services that assist Participants in exiting homelessness into a stable housing situation. Housing Focused Shelters must meet all general standards as outlined in the Program Manual.

• “Inclement Weather Shelter” means Shelter that operates only during specific times of year, typically to address needs related to cold or other severe weather.

• “Low Barrier” means having minimal preconditions required to access services.

• “Noncongregate Shelter” means Shelter that provides individual sleeping spaces.

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

• “Participant” means a Household that directly or indirectly receives services provided by Regional Coordinators or their subgrantee service providers.

Participants are the end beneficiaries of the Program’s funding and support.

• “Planning Partners” includes Shelter Providers, local jurisdictions, housing authorities, community action agencies, Continuums of Care, Day Center service providers, rehousing services providers, county mental health providers, and coordinated care organizations.

• “Recovery Based” means requiring sobriety or drug and alcohol treatment but otherwise meeting the definition of Low Barrier and meeting the special needs of Households who are in recovery from drugs and/or alcohol.

• “Region” means the Oregon county a Regional Coordinator will be responsible to serve. Applicants can apply to serve one or more Regions.

• “Regional Assessment and Plan” means an assessment of current conditions, resources, and outcomes relating to homelessness for the Region, and a plan that details the services and outcomes for the Region that will be supported with Program Grant funds.

OHCS Version 20250408 Page 7 of 20 (HAO)

• “Regional Coordinator” means an eligible Applicant awarded a Grant under this RFA, that develops a Regional Assessment and Plan, and an annual report, and that receives and distributes Program Grant funds for the Region.

• “Safe Temporary Emergency Placement Sites” or “STEPS” means vehicular camping and Basic Free-Standing Structure programs that provide Participants with a place to stay either in their vehicle or in a Basic Free-Standing Structure provided when available, that is secure and free from ticketing. STEPS programs are not considered Shelter.

• “Shelter” means a facility designed to provide temporary living arrangements on an emergency or transitional basis.

• “Shelter Provider” means any person or local government that operates or funds Shelters.

• “State” means the State of Oregon.

• “Street Outreach” means services to connect Unsheltered homeless Households with emergency Shelter, housing, or critical services, and to provide urgent, non-facility-based care.

• “Unsheltered” means a Household that is living in a primary nighttime residence that is not designed for human habitation (including, but not limited to, a car, park, abandoned building, bus or train station, airport, or camping ground).

• “Year-Round Shelter” means emergency Shelter that provides temporary Shelter on a year-round basis.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY

Agency is issuing this RFA pursuant to its authority under House Bill 3644 (2025).

2.2 AGENCY OVERVIEW

Agency is Oregon's housing finance agency, providing financial and program support to create and preserve opportunities for quality, affordable housing for Oregonians of lower and moderate income. Agency administers programs that provide housing stabilization – from preventing and ending homelessness, assisting with utilities to keep someone stable, to financing multifamily affordable housing, to encouraging homeownership. Agency delivers these programs primarily through grants, contracts, and loan agreements with local partners and community-based providers, and has limited direct contact with low-income beneficiaries.

Agency’s Housing Stabilization Division (“HSD”) strives to provide critical services to low-income Oregonians. By working closely with a diverse set of local partners, culturally specific organizations, and local stakeholders, HSD provides its community and partner network with federal and State funding for essential services such as housing, utilities, and energy assistance.

These essential services make the difference in attaining and retaining safe and affordable housing. Using a racial justice lens to address root causes, HSD seeks to deploy a wraparound services approach to end homelessness and housing insecurity by ensuring every Oregonian has access to vital services.

OHCS Version 20250408 Page 8 of 20 (HAO)

2.3 SCOPE OF ACTIVITIES

2.3.1 BACKGROUND

With support and direction from Governor Kotek and the Oregon Legislature, Agency has taken bold steps to meaningfully prevent and reduce homelessness in Oregon. This RFA will identify Regional Coordinators for the Program authorized by House Bill 3644 (2025). The Program will receive ongoing State investments in Shelter services to build on the foundation of previous Agency funding sources and agreements aimed at sustaining Shelter capacity.

2.3.2 GOALS AND OBJECTIVES

Agency is working to prevent and reduce homelessness. The Program is central to this mission, as it will serve as the backbone of a Statewide, coordinated system of organizations and resources that will aim to ensure Oregonians are stably housed.

Agency is currently supporting a Statewide network of emergency Shelters, ensuring that State-funded Shelter capacity across Oregon retains at least the number of beds supported during the State’s 2023 – 2025 biennium.

The Program will allow Regional Coordinators to distribute and manage Shelter funding in their Region(s). This model is designed to empower communities by providing funding to address their unique needs. Allowing Regional Coordinators to distribute and manage Shelter funding ensures that resources are allocated effectively and efficiently to those who know their communities best.

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 Shelter beds and STEPS use Low-Barrier practices with the balance available for Recovery-Based Shelters and sites;

• Increase permanent housing placements; and

• Reduce returns to Unsheltered homelessness.

2.3.3 ACTIVITIES

To meet the goals and outcomes of the Program, Regional Coordinators will be required to administer Program Grant funds for the activities shown below in compliance with all applicable laws and administrative rules. Compliance with applicable laws includes compliance with Oregon’s sanctuary laws codified under ORS 180.805, 180.810, and 181A.820 to 181A.829. Under ORS 181A.826(1) and (2), a successful Applicant shall not use Program Grant funds for the purpose of supporting or assisting a federal agency in immigration enforcement. A successful Applicant shall, and shall require its subgrantees to, administer the Grant in compliance with ORS 181A.826(1) and (2).

2.3.3.1 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).

OHCS Version 20250408 Page 9 of 20 (HAO)

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.

2.3.3.2 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 include, but are not limited to:

• Operations. Managing daily operations of a Shelter, and ensuring safety, cleanliness, and compliance with applicable health regulations. All Agency-funded beds must primarily be available throughout the day and night, seven days a week, including during all seasons and weather.

• Participant Evaluation. Evaluating Participants and potential Participants to determine eligibility for services in accordance with Agency-provided criteria.

• Supports. Providing or coordinating access to Housing Focused Activities, and services such as mental health care, substance use treatment, employment assistance, and housing navigation.

• Staffing. Maintaining adequate staffing levels to ensure the safety and well-being of Shelter Participants, as well as case managers and support staff.

• Data. Collecting and reporting data on Shelter utilization, Participant outcomes, and service delivery metrics in accordance with Agency requirements.

• Facilities. Ensuring at least 70% of Program funding is provided for Shelters with low-barrier practices, 70% of Program funded beds are low-barrier, and all Shelters meet the Shelter and housing standards outlined in 24 CFR § 576.403, regardless of whether these standards apply independent of the Program.

• Capacity. Ensuring a minimum number of Shelter beds are available, with provisions for Households of all genders.

• Amenities. Providing basic necessities, including onsite food preparation facilities or meals, hygiene facilities, and secure storage for personal belongings.

2.3.3.3 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 include, but are not limited to:

• Assessment. Assessing eligibility and needs, and enrolling Participants into the Program or referring them to Shelter and other services, and data entry into HMIS.

• Consumables. Purchasing and distributing basic needs supplies (e.g., food, tarps, sleeping bags, clothing, blankets, tents, toiletries, etc.).

https://www.ecfr.gov/current/title-24/subtitle-B/chapter-V/subchapter-C/part-576/subpart-E/section-576.403

OHCS Version 20250408 Page 10 of 20 (HAO)

• Counseling. Providing crisis counseling.

• Collaboration. Coordinating and networking with physical, behavioral, and mental health service providers to establish connections with Street Outreach Households.

• Marketing and Outreach. Advertising and facilitating events, including translation and interpretation, to promote awareness of the Program.

2.3.3.4 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 include, but are not limited to:

• Assessment. Assessing eligibility and needs, and enrolling Participants into the Program, and data entry into HMIS.

• Operations. Maintaining staff and facilities.

• Consumables. Purchasing food, hygiene items, and other basic supplies for STEPS Participants.

2.3.3.5 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. Housing Focused Activities include, but are not limited to:

• Financial Assistance. Paying rental housing costs such as rent payments, arrears, deposits, fees, pet rent, manufactured home space rent, utility costs, moving costs, etc.

• Transportation. Providing bus/ train passes, gas vouchers, and rideshare/ cab fares to assist with housing-focused transportation.

• Case Management. Assessing needs, developing individualized housing service plans, assisting with housing search and placement, and coordinating access to other resources.

2.3.3.6 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. Capacity building activities include, but are not limited to:

• Technical Assistance. Providing assistance with Grant administration and management, fiscal training, and policy refinement and development.

OHCS Version 20250408 Page 11 of 20 (HAO)

• Strategy. Planning and developing strategies around homeless supportive services, best practices, system design, and other critical areas of learning and growth.

• Data. Developing or improving data collection methods that inform programmatic improvements.

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 deliver the Program will be considered non-responsive to this RFA and will not be considered further.

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 subject the Application to rejection 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 advertise 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.

For assistance with OregonBuys, contact the OregonBuys Helpdesk at 1-855-800-5046 or by email to support.oregonbuys@das.oregon.gov.

4.2 PRE-APPLICATION CONFERENCE

A pre-Application conference will be held at the date and time listed in the Schedule.

Prospective Applicants’ participation in this conference is highly encouraged but not mandatory.

https://oregonbuys.gov/ mailto:support.oregonbuys@das.oregon.gov

OHCS Version 20250408 Page 12 of 20 (HAO)

The purpose of the pre-Application conference is to:

• Explain the RFA process;

• Discuss Agency’s goals; and

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

Statements made at the pre-Application conference are not binding upon Agency. Applicants may be asked to submit questions in writing.

4.2.1 Attendance at Pre-Application Conference

Prospective Applicants may join the pre-Application conference using this link:

https://us02web.zoom.us/meeting/register/19NzONApRwiHC6fd4jV9LA

Registration is not required.

4.3 QUESTIONS/ REQUESTS FOR CLARIFICATION

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

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• 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 APPLICATION DELIVERY

Applicant must submit one electronic copy of its completed Application using only one of the following methods:

• Via Smartsheet:

https://app.smartsheet.com/b/form/01993107a0cf74e285f8b78cdb67fb11;

• Via email to the SPC; or

• Electronically through OregonBuys. Detailed instructions on how to submit an Application through OregonBuys can be found at:

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

Application must be received by the SPC by the Opening Date/ Time on the Cover Page, regardless of delivery method.

If Applicant believes any of its Application is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Applicant must complete and submit the https://us02web.zoom.us/meeting/register/19NzONApRwiHC6fd4jV9LA https://app.smartsheet.com/b/form/01993107a0cf74e285f8b78cdb67fb11 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

OHCS Version 20250408 Page 13 of 20 (HAO)

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 Opening. Agency is not responsible for any transmission errors, delays, or mistaken delivery. Applicant should consider contacting the SPC by phone or email to confirm receipt. Be sure to allow time for resubmission before Opening. Applications submitted by any means not authorized may be rejected.

4.5 APPLICATION MODIFICATION OR WITHDRAWAL

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

4.6 APPLICATION DUE

Applications and all required submittal items must be received by the SPC on or before Opening.

All Application modifications or withdrawals must be completed prior to Opening.

Applications received after Opening are considered LATE and will NOT be accepted.

4.7 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 record and are subject to public inspection after Agency issues the notice of intent to award.

4.8 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 those the SPC authorizes, 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 in the RFA or Addenda.

SECTION 5: EVALUATION

5.1 RESPONSIVENESS DETERMINATION

Applications received prior to Opening will be reviewed for responsiveness to all RFA

OHCS Version 20250408 Page 14 of 20 (HAO) 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 use its discretionary action in accordance with OAR 813-005-0016.

5.2 EVALUATION OVERVIEW

Responsive Applications meeting the requirements outlined in the Application Requirements section will be evaluated by an Evaluation Committee. Each evaluator will assign points for each evaluation criterion as described below.

SPC may request further clarification 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 of 100 points are possible. Applications will be evaluated against the following criteria:

EVALUATION CRITERIA POINTS

POSSIBLE

Evaluation Item 1: Community Engagement and Coordination (24 points possible)

• To what extent has Applicant built relationships in the Region to authentically involve and include Households with lived experience of homelessness, culturally responsive organizations, and tribal governments, in developing a Regional Assessment and Plan?

• To what extent does Applicant’s experience and plan support Applicant’s ability to successfully coordinate and communicate effectively with community stakeholders, including but not limited to local government, tribal government, nonprofit service providers, culturally responsive organizations, and Households with lived experience?

Evaluation Item 2: Shelter Experience and Strategies (24 points possible)

• How well does Applicant’s strategy meet Agency’s expectations to have no net loss in Shelter beds in the Region?

• How well does Applicant’s experience and strategies support Shelter outcomes that increase permanent housing placements from Shelter, and reduce returns to Unsheltered homelessness, and how ready is Applicant to begin implementing the Program by July 1, 2026?

OHCS Version 20250408 Page 15 of 20 (HAO)

EVALUATION CRITERIA POINTS

POSSIBLE

• How well do Applicant’s strategies align with Low-Barrier, harm reduction, and evidence-based practices?

Evaluation Item 3: Fiscal Administration and Governance (16 points possible)

• To what extent are Applicant’s financial management system and protocols equipped to provide funding to subgrantees in a consistent, timely manner?

• To what extent is Applicant staffed and resourced to ensure fiscal responsibility, internal controls, and accountability sufficient to guarantee appropriate use of Program Grant funds and prevent fraud, waste, and abuse?

• To what extent will Applicant leverage external funding sources to maximize the impact of the Program?

Evaluation Item 4: Subgrants, Technical Assistance, and Monitoring (12 points possible)

• To what extent does Applicant’s experience support Applicant’s ability to administer Program Grant funds to subgrantees and provide technical assistance to help subgrantees improve their systems and outcomes?

• How well does Applicant’s methodology or approach to subgrantee selection align with Agency’s expectations of transparency, use of objective criteria, and clear communication to potential subgrantees?

Evaluation Item 5: Experience with Homeless Management Information System (HMIS) or Alternative System and Using Data (12 points possible)

• To what extent does Applicant’s experience with Homeless Management Information System (HMIS) or another robust data system support Applicant’s ability to collect and monitor data on the number of Households experiencing homelessness, the type of services they use, and the effectiveness of homeless service programs?

• To what extent does Applicant’s plan to meet data quality benchmarks support Agency’s requirement for accurate and timely data reporting?

Evaluation Item 6: Equity (12 points possible)

• To what extent does Applicant demonstrate evidence of a commitment to equity, including a plan to approach the Program through an equity lens?

OHCS Version 20250408 Page 16 of 20 (HAO)

EVALUATION CRITERIA POINTS

POSSIBLE

• To what extent does Applicant demonstrate an ability to use data to identify disparities in services and outcomes?

• To what extent does Applicant’s experience support capacity to identify disparities, design interventions to improve Shelter outcomes, and provide responsive administration and Program delivery to yield improved results?

Total Points Possible: 100

5.4 RANKING OF APPLICANTS

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). SPC will determine rank order for each respective Application, with the highest point total receiving the highest rank, and successive rank order determined by the next highest point total.

Once the Applications are ranked, the highest-ranking Applicant for each Region will be selected to serve as that Region’s Regional Coordinator. If an Applicant applies to serve more than one Region but is not the highest-ranking Applicant in all Regions, Applicant will only be selected to serve as the Regional Coordinator for the Region where Applicant has the highest rank.

All Applicants will be notified of the results.

5.5 NEXT STEP DETERMINATION

Agency may conduct additional rounds of competition if 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;

• Letters of support from regional stakeholders; or

• References.

(Agency reserves the right to evaluate references at its sole discretion. This may include using internal references and information if Applicant has partnered with Agency on past projects.)

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

SECTION 6: AWARD AND NEGOTIATION

6.1 AWARD NOTIFICATION PROCESS

OHCS Version 20250408 Page 17 of 20 (HAO)

6.1.1 Award Consideration

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

AGENCY RESERVES THE RIGHT TO NOT SELECT ANY OR ALL APPLICANTS 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 within 7 calendar days from the date of the notice of intent to award.

If Agency receives only one Application for a Region, Agency may dispense with the evaluation process and intent to award protest period and proceed with Grant negotiations and award for that Region(s).

6.2.2 Protest Requirements

Protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• Identify Applicant’s name and contact information;

• Specify the grounds for the protest; and

• Be received by the SPC within 7 calendar days from the date of the notice of intent to award.

6.2.3 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 may 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:

OHCS Version 20250408 Page 18 of 20 (HAO)

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.

6.3.2 OregonBuys Registration

If selected for a Grant, Applicant must be registered in OregonBuys. Registration instructions can be reviewed here:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys_Registration_Guide.pdf.

6.3.3 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. Applicant is encouraged to consult its insurance agent about insurance requirements prior to Application submission.

6.3.4 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 exceptions. Unless Applicant notes exceptions in its Application and includes a redlined version of the Sample Grant Agreement that clearly shows Applicant’s exceptions, Agency intends to enter into a Grant(s) with the successful Applicant(s) substantially in the form set forth in the Sample Grant Agreement. It may be possible to negotiate some provisions of the final Grant(s); 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.

http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/ORBuys/Documents/OregonBuys_Registration_Guide.pdf http://www.irs.gov/pub/irs-pdf/fw9.pdf

OHCS Version 20250408 Page 19 of 20 (HAO)

Agency is not willing to negotiate the items listed below:

• Choice of law;

• Choice of venue;

• Constitutional requirements; and

• 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 by the Oregon Department of Justice.

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

SECTION 7: ADDITIONAL INFORMATION

7.1 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

The State is committed to taking active steps toward increasing and promoting diversity, equity, and inclusion values across procurement processes for minority, women, and veteran-owned businesses as well as emerging small businesses, by reducing barriers to compete for and be awarded State funding. All interested, eligible organizations are encouraged to submit an Application for this opportunity.

7.2 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, evaluation, and award 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.

7.3 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.

OHCS Version 20250408 Page 20 of 20 (HAO)

7.4 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 award, or rejection of any Application.

7.5 COST OF SUBMITTING AN APPLICATION

Applicant must pay all the costs in submitting 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.

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