RFP # 2336553044 RFP Information Packet

RFP Number 2336553044 Personal Services July 30, 2026

Request for Proposals (RFP) for

Eviction Legal Defense and Right to Counsel Pilot Program Project Information Packet Section 1: Opportunity Overview

Section 2: How Your Proposal Will Be Evaluated

Section 3: Scope of Work

Section 4: Sample Contract

Section 5: RFP Terms and Conditions

RFP at a Glance

Proposals Due:

September 9, 2026 at 12:00 p.m. Pacific Time

Summary:

The Portland Housing Bureau's Rental Services Office (RSO) seeks qualified contractor(s) to deliver a City-coordinated Eviction Legal Defense (ELD) Program and Right to Counsel (RTC) Pilot Program providing legal representation, pre-filing diversion, in-court support, case management, and financial assistance coordination for tenants at risk of eviction in the City of Portland and, to the extent directed by the City, Multnomah County outside of the City of Portland.

Proposers should be prepared to handle all case types, including those involving nonpayment of rent, provide guaranteed representation to eligible tenants in designated Right to Counsel geographies if so, directed by the City, and operate within a coordinated intake and referral structure as directed by the City.

Proposers must apply as individual organizations, but proposals may reflect potential subcontracting or other partnership arrangements to meet ideal program components. The City anticipates coordinating among proposers to establish a comprehensive City program.

Optional Pre-Proposal Meeting:

August 12, 2026, 10:00 AM (PST)

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/210410177103470?p=GCqYUz2aT3QCrj67Lb

Meeting ID: 210 410 177 103 470

Passcode: RE6WX2qt

Refer to Section 1.6: Mandatory On-Site Pre-Proposal Meeting for details.

Submit Your Proposal via City of Portland Bid Portal: Bids and proposals | Procurement and Business Opportunities | Portland.gov

Refer to the Proposal Response Packet: Section 7: Submission Instructions for details.

Have Questions or Need Help? Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by seven (7) calendar days before Sept 2nd at 3:00 p.m. Pacific Time. Any questions received after may not be answered.

Only the Single Point of Contact can answer questions about this RFP.

Xylia Guzman Torres Senior Procurement Specialist https://teams.microsoft.com/meet/210410177103470?p=GCqYUz2aT3QCrj67Lb https://www.portland.gov/business-opportunities/events/bids?utm_medium=email&utm_source=govdelivery https://www.portland.gov/business-opportunities/events/bids?utm_medium=email&utm_source=govdelivery

Procurement Services

(503) 865-6320 Xylia.GuzmanTorres@portlandoregon.gov mailto:Xylia.GuzmanTorres@portlandoregon.gov

Section 1: Opportunity Overview

1.1 Background

Portland Housing Bureau’s Rental Services Office (RSO) Overview Portland Housing Bureau (PHB) fosters an inclusive and sustainable city by creating stable and long-term housing opportunities for Portlanders. We fund affordable housing, ensure protections for renters, and preserve existing homes. The Rental Services Office (RSO) was established within the PHB in 2018. The RSO is responsible for landlord-tenant policy analysis and implementation, designing and managing programs to support landlords and tenants, and works to increase housing stability among vulnerable renters in the City of Portland.

See Section 3: Scope of Work below for the City’s complete service requirements and deliverables.

1.2 Outcome Goals

1. Evictions prevented: The majority of tenants served who are at risk of eviction maintain their housing or secure a favorable resolution, including through negotiated agreements, withdrawal of termination notices, or financial relief.

2. Representation in Right to Counsel (RTC) geographies: Providers should aim to ensure all income-eligible tenants within designated RTC geographies who are served by this program receive full legal representation.

3. Early intervention and pre-filing diversion: A meaningful share of tenants is reached before a court filing occurs, reducing the number of eviction cases entering the court system.

4. Active landlord negotiation in nonpayment cases and debt reduction: Providers should approach nonpayment-based eviction cases as opportunities for negotiation and financial intervention, actively engaging landlords to secure resolutions on behalf of tenants and reduce amount owed to maximize utility of financial assistance.

5. Coordinated, navigable system: Tenants should be able to access eviction legal services through a streamlined, coordinated system with clearly defined referral and routing protocols, a consistent intake process across partner organizations, and effective coordination between ELD intake and the RTC pilot.

1.3 Contract Details

Up to $2,500,000.00 per year with up to 4 annual renewals, subject to budget decrease/increase.

Multiple awards may be made. Proposers must apply as individual organizations, but proposals may reflect potential subcontracting or partnership arrangements to meet ideal program components. The City anticipates coordinating among proposers to establish a comprehensive City program.

1.4 Estimated RFP Timeline

The timeline below is an estimate for the RFP and Contracting process.

Event Date Pre-Proposal Meeting August 12, 2026 at 10 AM (PST) Deadline for RFP Questions September 2, Written proposals due at 12:00 p.m. (for Phase 1) September 9, Short list posted and Phase 2 instructions shared [if applicable] Mid to Late

September Notice of Intent to Award Posted Mid-September to Early October 2026.

The City will adjust the schedule as necessary.

1.6 Optional Pre-Proposal Meeting

There will be a pre-proposal meeting scheduled for this Project on Wednesday, August 12, 2026,10 AM [Virtual via Microsoft Teams].

Join: https://teams.microsoft.com/meet/210410177103470?p=GCqYUz2aT3QCrj67Lb

Meeting ID: 210 410 177 103 470

Passcode: RE6WX2qt

This meeting is not mandatory. You can submit a proposal without attending this meeting.

The City of Portland will make reasonable accommodation for people with disabilities. Please notify the Official RFP Contact at least two (2) Business Days prior to the event, by the City’s TTY at 503-823-6868, or by the Oregon Relay Service at 1-800-735-2900.

https://teams.microsoft.com/meet/210410177103470?p=GCqYUz2aT3QCrj67Lb

1.7 Addenda

The City will share more information about this RFP if something is missing or unclear. The City will share this information as an addendum (or addenda, if more than one). The City will post addenda on the City’s Procurement Website BuySpeed.

Addenda issued seventy-two (72) hours or more before the due date are binding. The seventy-two (72) hour window excludes Saturdays, Sundays, and City-observed holidays.

You are responsible for complying with the addenda, even if you do not see it.

https://procure.portlandoregon.gov/bso/ https://www.portland.gov/policies/human-resources-administrative-rules/leaves/hrar-602-holidays

Section 2: How Your Proposal Will Be Evaluated

2.1 Proposal Review and Selection

Evaluation Overview The City will appoint an Evaluation Committee (Committee) to evaluate the proposals received.

To score proposals, the Committee will evaluate each proposal using the criteria below. The Committee may seek outside expertise. The Committee will require at least ten (10) Business Days to evaluate and score the proposals.

The City will decide how or when to proceed through the evaluation process. The City will also decide if additional clarifications are needed, when to begin or end negotiations, reasonable timelines, and whether to open negotiations with a lower scoring proposer.

The City can also decide to cancel the solicitation or reject all proposals.

Evaluation Process The City may award one or multiple contracts under this RFP. In scoring and selection, the Committee will consider how proposals individually or collectively cover all required service components. If the City determines to select multiple proposers, proposers may be selected out of score order if the Housing Bureau determines their proposal contains a component or components that would best complement the overall program.

Each proposal is evaluated using these criteria:

Responsiveness, Responsibility, and Mandatory Criteria

The City will determine if you are a Responsible Proposer who has submitted a Responsive Proposal (ORS 279B.005).

Refer to Portland Public Contracting Rules for details.

Evaluation Phase 1–Written Scoring

Proposals that meet the responsiveness, responsibility, and mandatory requirements will be evaluated in Evaluation Phase 1. The Committee will conduct a detailed review of the written proposals:

https://www.portland.gov/policies/public-contracting-rules

Phase 1 Evaluation Criteria

Evaluation Criteria Percent of total points

Percent of points for sub-criteria

Response to City’s Functional and Technical Requirements 10 — Proposer Capabilities 25 — Project Team 10 — Project Approach 30 — Pricing 10 — Corporate Responsibility 15 —

OR State Certification — 3 COBID Subcontracting

• Points will be awarded based on estimated percentages of work listed which will be given to COBID certified subconsultants. The listed percentages will be converted to dollar amounts during contract negotiations and those amounts along with the specific firms must flow through to the final contract.

• Meeting the aspirational goal of 20% will be awarded 50% of the available points for this criterion. Additional points will be awarded based on a mathematical calculation for utilization exceeding the goal or deducted based on the same formula for utilization not meeting the goal.

• Subcontracting Evaluation Formula:

The Utilization % ÷ 40% x 8 points = the Score Example: if the Utilization % = 20%, then the Score would be: (20% ÷ 40% x 8 points) = 4 points

• Note – Proposed Utilization % includes utilization at only the Subconsultant level

— 7

Workforce Diversity and Community Involvement — 3 Sustainable Business Practices — 2

Total 100%

Short Listing

At the end of any evaluation phase, the Evaluation Committee may focus on only a limited number of proposals by developing a “short list” based on the scores. The number of proposals on the short list depends on the number of proposals the Committee believes have a reasonable chance of leading to a contract award or awards. If you are eliminated from further consideration, you will be notified by a Notice of Shortlisting posted on the City’s Procurement Website.

Subsequent Evaluation Phases The City will proceed with subsequent evaluation phases as needed. These phases may include oral interviews, demonstrations, presentations, site visits, clarification of the proposals, or other activities.

If you are invited to participate in subsequent evaluation phases, the City will share additional information and instructions a reasonable amount of time before any further evaluation is held.

Evaluation Phase 2 – Interviews, Demonstrations, or Presentations [Optional]

Further detail on specific criteria, weighing, and point breakdown will be part of the information and instructions provided by the City at the end of Phase 1.

Phase 2 Evaluation Criteria

Evaluation Criteria % Allocation

Content of Phase 2 Evaluation To be determined 100

Additional Optional Evaluation Phases and Methods

In addition to the evaluation phases above, the City can use other methods like best and final offers, serial negotiations, and competitive simultaneous negotiations.

Proposers eliminated at any stage of the evaluation process will be notified.

Total Overall Score

At the end of each evaluation phase, the points from that phase will be added to your cumulative score to determine your Total Overall Score. Finalist(s) will be identified in order of Total Overall Score. However, because multiple awards may be made and all service components must be covered, the City reserves the right to select the combination of high-scoring proposals that collectively addresses all service components. This may include identifying as a finalist and awardee a proposer with a lower Total Overall Score to ensure coverage of a service component.

The selection of the finalist(s) may also be based on negotiated costs and agreeing to the City’s terms and conditions within the City’s Sample Contract.

Negotiations will follow with the finalist(s). If successful, negotiations may result in final award(s) and Contract(s) for the work. If a Contract with any finalist cannot be reached within a time that is reasonable to the City, the City may elevate another proposer to be a finalist, in order of Total Overall Score or as otherwise consistent with ensuring optimal coverage of all service components as described further above.

2.2 Award Review and Protest

Review The City will post a Notice of Intent to Negotiate and Award on the City's Procurement Website.

The Notice will identify the proposer(s) to which the City intends to award a contract or contracts.

Following the Notice of Intent to Negotiate and Award, the public may view proposal documents, in accordance with the Oregon Public Records Act.

If you were not awarded a Contract, you can ask for clarification or debriefing, request time to review the selection procedures, or discuss the scoring methods used by the Evaluation Committee.

Protests Proposers can challenge the City’s decision to exclude the proposer from the next step in the evaluation process, and to award a contract. If you wish to protest your elimination, you must submit a protest within seven (7) Calendar Days of the City’s posting of the Notice of Short List or Notice of Intent to Negotiate and Award.

Proposers can read Portland Public Contracting Rules regarding protest procedures, all of which may be found online: https://www.portland.gov/policies/public-contracting-rules.

Proposers may also learn more about protests by reviewing ORS 279B.405 and ORS 279B.410.

Protesters may not use judicial appeal rights unless all protest and appeal rights are exhausted.

https://www.portland.gov/policies/public-contracting-rules

Section 3: Scope of Work PHB’s Rental Services Office seeks to engage qualified Contractor(s) to deliver a coordinated set of eviction prevention and defense services. These services will support tenants at risk of eviction through legal aid and representation, supportive services, and outreach across the eviction continuum—from pre-filing through court proceedings and resolution.

SERVICE COMPONENTS

Legal services and financial assistance coordination are required of all proposers. Proposers are encouraged to propose delivering one or more additional service components: in-court support, case management services, outreach, and program intake. Proposers must apply as individual organizations; proposals may reflect potential partnerships or subcontractor relationships to meet ideal program components.

Services must be delivered in Multnomah County and proposers must be able, if directed, to restrict service within the City of Portland. In-court services must be provided at Multnomah County eviction court (Central and East). Services are likely to include, but are not limited to:

1. LEGAL SERVICES (Required)

a. Full legal representation for tenants facing eviction, including negotiation, stipulated agreement review, and trial representation

b. Brief legal advice, consultations, and referrals

c. Pre-filing legal support and diversion efforts, including early intervention during the notice period, support for dispute resolution before court filing, and navigation support for tenants during the prefiling phase

d. Active engagement and negotiation in nonpayment of rent cases

e. Coordination with financial assistance resources to support case resolution

f. RIGHT TO COUNSEL PILOT

i. The RTC pilot guarantees full legal representation, pre-filing diversion, and brief advice for income-eligible tenants within designated geographies, embedded within the broader ELD program. The same provider(s) delivering ELD services may also be responsible for RTC within the designated geography.

ii. Eligible tenants may be identified through ELD intake, either virtually, in-court, or at a provider office.

iii. RTC clients draw on the ELD financial assistance pool; right to counsel does not guarantee financial assistance.

2. FINANCIAL ASSISTANCE COORDINATION (Required)

a. Financial assistance is paired with legal services to address the financial conditions driving most eviction filings.

b. All providers must be prepared to coordinate financial assistance as a tool for case resolution.

c. Actively negotiate with landlords using financial assistance to reduce debt and maximize utility of financial assistance.

3. IN-COURT SUPPORT

a. Regular coverage in person at eviction court proceedings.

b. Same-day legal guidance for unrepresented tenants

c. In-court identification of tenants eligible for ELD and the RTC pilot

d. Proposals should describe how providers will coordinate court coverage, manage referrals, and ensure continuity before, during, and after court appearances.

4. CASE MANAGEMENT SERVICES

a. Coordinate with legal, housing, and social service providers to ensure continuity of care

b. Assist with court preparation, landlord communication, and case navigation

c. Address barriers including language access, disability, and technology access

d. Establish and maintain referral pathways to mental health, employment, childcare, mediation, and housing stability programs

5. OUTREACH

a. Community-based outreach through established networks

b. Culturally responsive and language-accessible services

c. Targeted engagement in East Portland, RTC Pilot geographies, and other high-filing communities

6. PROGRAM INTAKE AND PARTNER COORDINATION

a. Defined referral and routing protocols

b. Streamlined intake process across partner organizations

c. Coordination protocols between ELD intake and the RTC pilot

GENERAL REQUIREMENTS

1. STAFFING AND CREDENTIALS

a. Attorneys providing legal representation must be licensed to practice in Oregon.

b. Staffing plans must demonstrate capacity for coverage across the full eviction continuum.

c. Providers may utilize paralegals and case manager(s) as part of their service delivery model.

2. DATA AND TECHNOLOGY

a. Providers must ensure coordinated service delivery and consistent client data tracking across partner organizations and subcontractors, if applicable.

b. Providers must provide data to PHB as requested, in formats and at frequencies specified by PHB.

c. Providers must be willing to participate in coordination with academic and research partners engaged by the City, including sharing program data and participating in program evaluations as reasonably requested.

3. FINANCIAL AND FISCAL COMPLIANCE

a. Providers must maintain insurance as required by the City of Portland.

b. Financial assistance disbursements subject to limits provided by PHB and PHB approval

4. ROLE OF THE CITY

The RSO will:

a. Designate a contract manager as the primary point of contact

b. Convene monthly coordination meetings with all contracted providers

c. Monitor performance against contract metrics and conduct regular check-ins

d. Standardize processes, set program guidelines, and modify program requirements at

PHB’s discretion over the Contractual term

PERFORMANCE METRICS

Performance Metric Data Collection Frequency

Data Collection Responsibility

Data Review Cadence

Households served Quarterly Contractor(s) Quarterly Intakes Quarterly Contractor(s) Quarterly Brief Advice Quarterly Contractor(s) Quarterly Full Representation Quarterly Contractor(s) Quarterly Favorable Outcomes Quarterly Contractor(s) Quarterly Pre-Filing Diversion Rate Quarterly Contractor(s) Quarterly Total Value of Reductions in Tenant Financial Obligations to Landlords (e.g., back rent, late fees, court cost)

Quarterly

Contractor(s) Quarterly

Additional metrics as determined by

PHB

Contractor(s) will be required to:

1. Respond promptly and cooperatively to program changes, updated requirements, or policy direction issued by the City during the contract term.

2. Provide notice to PHB of any significant operational changes, staffing disruptions, or events that may affect service delivery.

3. Attend monthly coordination meetings with PHB and other contracted providers, as applicable.

4. Submit monthly invoices in a format approved by PHB.

5. Enter client service and demographic information for all participant households into the online Community Services database system on a quarterly basis.

6. Submit quarterly reports of the metrics listed above within 30 days of the end of each quarter.

Section 4: Sample Contract

Section 5: RFP Terms and Conditions RFP Terms and Conditions: https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v1/download https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v1/download https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v1/download