RFP 2336553044 Proposal Response Packet.pdf

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RFP Number 2336553044 Personal Services July 30, 2026

Request for Proposals (RFP) for

Eviction Legal Defense and Right to Counsel Pilot Program Proposal Response Packet Section 7: Submission Instructions

Section 8: Required Proposal Components

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RFP at a Glance Proposals Due:

September 9, 2026, by 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.

Submit Your Proposal:

Submit one (1) MS Word or Adobe PDF electronic copy clearly marked “Master” or “Original,” and if redactions are requested, one (1) additional electronic copy, in MS Word format with redactions made (the Redacted for Public Disclosure Copy) through the City’s Online Procurement Center: City of Portland Bid Portal.

Have Questions or Need Help? Contact the Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by September 2, 2026. Any questions received after September 2, 2026 may not be answered.

Xylia Guzman Torres Senior Procurement Specialist Procurement Services

(503) 865-6320 Xylia.GuzmanTorres@portlandoregon.gov https://service.ariba.com/Discovery.aw/ad/profile?key=AN11181807487 mailto:Xylia.GuzmanTorres@portlandoregon.gov

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Section 7: Submission Instructions By submitting a proposal, you accept the general Terms and Conditions listed in Section 6 of the RFP Information Packet for this RFP and the insurance required in Section 5 of the RFP Information Packet.

Proposals are Due September 9, 2026 by 12:00 p.m. Pacific Time Late proposals are not accepted.

Proposal Page Limit is 15 Pages The Evaluation Committee will not read or consider additional pages of the proposal beyond the page limit.

Not all parts of the proposal are included in the page limit. The Proposal Checklist in Section 8 of this document lists which parts are included in the page limit.

Proposal Contents and Organization You must provide all information requested in this RFP in your response. Responses must follow the format outlined in this RFP. We will not consider additional or unrequested materials.

Follow the order outlined in Section 8: Proposal Checklist for your submission.

Proposal Submission Instructions Submit one (1) MS Word or Adobe PDF electronic copy clearly marked “Master” or “Original,” and if redactions are requested, one (1) additional electronic copy, in MS Word format with redactions made (the Redacted for Public Disclosure Copy) through the City’s Online Procurement Center: City of Portland Bid Portal.

The entire proposal must be submitted before the due date. Allow extra time to upload proposal documents.

Instructions for submitting through City of Portland Bid Portal are available at:

Modifying or Withdrawing Your Submission

You can modify or withdraw your submission through the City of Portland Bid Portal, any time before the proposal due date.

https://service.ariba.com/Discovery.aw/ad/profile?key=AN11181807487

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Section 8: Required Proposal Components Proposal Checklist

Proposal Component Required/Optional Included in page limit?

Proposer Information Form Required N □ Response to City’s Specifications, Functional & Technical Requirements Required N □

Proposer Capabilities Required Y □

Project Team Required Y □

Project Approach Required Y □

Pricing Proposal Required Y □

COBID Disclosure Form Required N □

Workforce Diversity and Community Involvement Required Y □

Sustainable Business Practices Required Y □

Exceptions and Deviations to the Contract Form Optional N □

Redacted for Public Disclosure Copy Optional N □

Redaction Summary Form

Required if Redacted for Public Disclosure Copy is provided.

N □

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Proposer Information Form

Organization Name

(If Applicable) Doing Business As

Proposer’s Address

Authorized Representative Name

Authorized Representative Title

Authorized Representative Phone

Authorized Representative Email

Authorized Representative Mailing Address

(If Different) Local Contact

Local Contact Phone

Local Contact Email

City of Portland Business License Tax Account #(s) (if currently licensed) https://www.portlandoregon.gov/rev enue/29320

State of Oregon Registry Number(s) https://egov.sos.state.or.us/br/pkg_ web_name_srch_inq.login

State of Incorporation

Common Parent My firm is not owned or controlled by a common parent Name common parent:

https://support.microsoft.com/en-us/office/share-onedrive-files-and-folders-9fcc2f7d-de0c-4cec-93b0-a82024800c07 https://support.microsoft.com/en-us/office/share-onedrive-files-and-folders-9fcc2f7d-de0c-4cec-93b0-a82024800c07 https://www.portland.gov/businessopportunities/documents/buyspeed-electronic-submittal-instructions https://www.portland.gov/businessopportunities/documents/buyspeed-electronic-submittal-instructions

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Redaction for Public Records I acknowledge that I may request redactions by including a redacted copy and a summary of redactions in the proposal.

Open Data Requirements https://efiles.portlandoregon.gov/Re cord/10879908/

I acknowledge the goals of the City of Portland’s Open Data Policy and will work with the City to meet the goals of the Policy, as is applicable to this project.

Insurance Requirements

I acknowledge the insurance requirements for the resulting Contract have been read, and either currently have or will be able to obtain insurance at level required if awarded the Contract.

I request insurance reductions.

List requested insurance reductions:

https://efiles.portlandoregon.gov/Record/10879908/ https://efiles.portlandoregon.gov/Record/10879908/

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Response to the City’s Specifications, Functional, and Technical Requirements See the City’s specifications and requirements for this RFP in the Scope of Work in Section 3 of the RFP Information Packet.

For each service component you propose*:

• Identify the organization responsible for delivering the service.

• Indicate whether the service will be delivered directly by the proposing organization or through a subcontractor or potential partner.

• If the capability is not currently in place, describe the implementation plan and timeline for achieving the required capacity by the program launch date.

* Leave any service components you are not proposing blank.

1. Service Component Coverage

Legal services and financial assistance coordination are required of all proposers.

Proposers may propose delivering one or more additional service components, and such proposals are encouraged to describe how those optional components will be covered, either directly or through a clearly structured contractual arrangement.

Service Component Requirement Delivery Method Capacity

Legal Services Required

☐ Delivered directly by proposing organization

☐ Through identified subcontractor

☐ Through potential partner (if awarded)

☐ Current capacity

☐ Planned capacity (describe implementation plan and timeline)

Financial Assistance Coordination

Required ☐ Delivered directly by proposing organization

☐ Through identified subcontractor

☐ Through potential partner (if awarded)

☐ Current capacity

☐ Planned capacity (describe implementation plan and timeline)

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In Court Legal Services

Additional ☐ Delivered directly by proposing organization

☐ Through identified subcontractor

☐ Through potential partner (if awarded)

☐ Current capacity

☐ Planned capacity (describe

Case Management Services

Additional ☐ Delivered directly by proposing organization

☐ Through identified subcontractor

☐ Through potential partner (if awarded)

☐ Current capacity

☐ Planned capacity (describe

Outreach Additional ☐ Delivered directly organization

☐ Through identified subcontractor

☐ Through potential partner (if awarded)

☐ Current capacity

☐ Planned capacity (describe

Intake Coordination Additional ☐ Delivered directly organization

☐ Through identified subcontractor

☐ Through potential partner (if awarded)

☐ Current capacity

☐ Planned capacity (describe

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2. General Requirements Acknowledgment

Check each box to confirm:

☐ All individuals (including attorneys) who will provide licensed professional services will be licensed to provide such services in Oregon as required by law.

☐ Services will be delivered within the City of Portland and, at the direction of the City, in Multnomah County outside of the City of Portland.

☐ We will provide program data to PHB in the formats and at the frequencies PHB specifies and will maintain consistent client data tracking across partner organizations.

☐ We will participate in coordination with academic and research partners engaged by the City, including sharing program data and participating in program evaluations as reasonably requested.

☐ We understand that financial assistance disbursements are subject to limits provided by PHB, and that right to counsel does not guarantee financial assistance.

☐ We will participate in monthly program coordination meetings and will submit quarterly reports on clients served, services provided, and outcomes.

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Proposer Capabilities Provide the following information. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

1. Proposer Overview Describe your organization’s primary areas of expertise and services.

How long has your organization been providing services for tenants or low-income households?

Provide staffing levels, including attorneys, paralegals, and case managers, where applicable.

Describe services currently delivered in Multnomah County related to eviction prevention, legal aid, or tenant support.

Include any other information that helps describe your organization.

2. Past Program Experience Describe your experience providing eviction legal defense, including nonpayment of rent cases and pre-filing diversion. Include years of experience, case volume, and types of cases handled.

Describe your presence and experience in Multnomah County eviction court.

coordinating with legal providers, social services, and financial assistance programs.

serving specific populations (e.g., BIPOC tenants, non-

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English speakers, households at high risk of displacement).

Describe up to 3 relevant programs, contracts, or service efforts your organization has delivered within the past 3–5 years that demonstrate your ability to provide eviction legal defense or similar services.

For each example, include:

• Program or service name

• Contracting entity or funding source (if applicable)

• Description of services provided (e.g., legal representation, court support, case management)

• Population served and approximate number of clients

• Duration of services (start/end or ongoing)

• Outcomes or performance metrics (e.g., cases resolved, eviction prevention rates, client stability indicators)

• Your role (lead organization or partner)

• How services were coordinated with other providers, if applicable

3. Resources Describe your case management systems and infrastructure (e.g., tracking, reporting, data sharing).

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Describe any established networks and community partnerships your organization will leverage to support outreach and service delivery.

4. Management and Organizational Capabilities Describe your management structure and how it supports program quality and accountability across multiple service components.

Provide an organizational chart. Include proposed subcontractors and potential partners, if applicable.

Describe how decisions are made, including how work will be coordinated across potential subcontractors or partner organizations (if applicable).

What approaches are in place to recruit, support, and retain women and people of color throughout the organization?

5. Subcontractor Experience Identify any proposed subcontractor or potential partner organization, describe its role in your proposed service delivery model, and describe its qualifications and relevant experience.

Describe how your organization will manage and coordinate with subcontractors or potential partners to ensure consistent service quality.

For the programs or contracts you identified under Past Program Experience above, list all subcontractors and partner organizations utilized, the total contract value, and the percentage of total contract dollars paid to each.

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Project Team Provide the following information. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

Project Team Information Approximate total number of staff to be assigned to this program, including attorneys, paralegals, and case managers/social workers. If subcontractors or potential partnership entities are proposed, include their assigned staff and identify them separately.

Identify the proposed program manager and describe their relevant experience.

Describe involvement of organizational leadership in program oversight.

Describe training requirements and ongoing professional development for key personnel.

Project Approach Provide a proposed Statement of Work. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

Eviction Legal Defense and Right to Counsel Pilot Program Describe your proposed service delivery model across required program components and any additional components you propose, and how they connect as a coordinated program. If subcontractors or potential partners are proposed, describe which organization

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Describe your proposed intake structure and how tenants will access services. Describe your capacity to coordinate intake with other City-contracted providers (ELD and RTC pilot), including at the direction of the City.

Describe your approach to pre-filing diversion.

to nonpayment of rent cases, including how you will engage landlords and use financial assistance as a resolution tool.

to delivering the Right to Counsel pilot, including how you will ensure guaranteed representation for income-eligible tenants in the designated geographies, and how RTC intake may be coordinated with broader ELD intake.

to financial assistance coordination, including how financial assistance will be paired with legal services as a case resolution tool.

If applicable, describe your proposed in-court presence and how coverage will be coordinated at Multnomah County

RFP # 2336553044 16 of 24 RFP Response Packet eviction court (Central and East).

Describe your plan for reaching income-eligible tenants, including targeted engagement in East Portland, RTC Pilot geographies, and other high-filing communities, and how you will ensure outreach is culturally responsive and language-accessible.

If applicable, describe how case managers/social workers will be integrated into your program to support tenants with non-legal needs, including referrals, barrier reduction, and coordination with other service providers.

Describe what you consider the ideal model for delivering these services at full scale, and how your proposed approach reflects or works toward that model.

Describe how your proposed model could be scaled up or down in response to changes in demand, funding, or program scope.

Describe how you will adapt and iterate over the contract term based on program data and PHB feedback.

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Pricing Proposal Complete and submit the Pricing Proposal Attachment

Your Pricing Proposal must state the true estimated cost to perform the work, irrespective of the City’s anticipated cost. Follow the instructions and format set out in the Pricing Proposal Attachment.

In the Pricing Proposal Attachment, provide your estimated service projections and your projected cost per client served and cost per service unit for each type of service you propose, including any additional service components, and describe how you arrived at those figures. If you propose subcontractors or potential partners, provide cost breakdowns by organization and by service component.

Eviction Legal Defense and Right to Counsel Pilot Program

State your true estimated cost for the scope of services you propose for a fiscal year Contract period. Your figures should be consistent with the service components you checked in the Response to the City’s Specifications, Functional, and Technical Requirements and with your Project Approach.

If you cannot reasonably project a figure in the sections below, enter “unable to project” and explain why in Section 4.

Section 1. Legal Service Projections

Provide estimated service projections for a fiscal year Contract period, within the constraints of the budget proposed below.

Metric Projected Annual Total (FY) Intakes processed (# of households) Brief Advice provided (# of households) Full Representation provided (# of households)

Estimated % of Favorable Outcomes Estimated Pre-Filing Diversion Rate (%) Estimated Value of Reductions in Tenant Financial Obligations to Landlords (e.g., back rent, late fees, court costs)

Section 2. Cost by Service Component

Provide fiscal year cost projections for your proposed service components. Include only the services your organization will perform directly.

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Service component Cost per Household Served Annual Cost

Legal Services — required Full legal representation Brief advice Pre-filing legal support and diversion Additional service components In-court legal services Case management services Outreach Program intake and referral coordination Total proposed annual cost

Section 3. Subcontractor and Potential Partner Costs

If you propose subcontractors or potential partner organizations, list them below by organization and by service component, and provide the annual cost if known. A proposed subcontractor’s cost is part of your price and will be included in your Section 2 total. A potential partner would contract separately with the City, so its cost may not be known to you.

Organization Subcontractor or potential partner?

Role in service delivery

Service component(s) delivered

Annual cost (if known)

Section 4. Basis for Your Figures

Describe how you arrived at the figures in Sections 1 and 2, including the caseload and staffing assumptions behind your projections and how you defined each service unit. If you are unable to project any figures, explain why.

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Corporate Responsibility

The City of Portland is committed to contracting with socially and environmentally responsible businesses.

COBID Participation Disclosure Form The City is dedicated to advancing equity in public contracting by increasing opportunities for firms certified by the State of Oregon’s Certification Office for Business Inclusion and Diversity (COBID) (https://www.oregon.gov/biz/programs/cobid/pages/default.aspx)

If you believe you are qualified for COBID certification and want help with the application, please visit the “COBID Certification Assistance and Business Development Services” page on the City of Portland website:

https://www.portland.gov/procurement/inclusivecontracting/contracted-local-community-partner-agencies

Proposer Information Is your organization COBID Certified?

Yes No, and my firm does not qualify.

Percent of work your organization intends to perform (If you are applying as an individual organization with no potential subcontractors or partner agreements, this is 100%)

Proposing organizations are encouraged to use the Directory of Certified Firms on the COBID website for identifying potential certified subcontractors:

https://oregon4biz.diversitysoftware.com/FrontEnd/SearchCertifiedDirectory.asp?XID=2315&TN =oregon4biz

Subcontractor Information This section is intended only for Proposers that anticipate using subcontractors for specific portions of the proposed work. A subcontractor is a separate organization engaged by the awarded Proposer to perform defined services under the Proposer’s contract with the City.

Subcontractors are distinct from potential partnership organizations.

Subcontractor 1 Information COBID

Certified?

Percent of work allocated

Firm’s legal name Yes Certification #:

No

Email Phone number BuySpeed Vendor #, if applicable

Subcontractor 2 Information COBID Certified?

Percent of work allocated https://www.portlandoregon.gov/revenue/29320 mailto:XXXXX@portlandoregon.gov mailto:XXXXX@portlandoregon.gov https://procure.portlandoregon.gov/bso/?XID=2315&TN=oregon4biz https://procure.portlandoregon.gov/bso/?XID=2315&TN=oregon4biz

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Subcontractor 3 Information COBID Certified?

Percent of work allocated

Add additional rows for additional Subcontractors as needed

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Workforce Diversity and Community Involvement Workforce Diversity and Community Involvement Questions Specific to this RFP Describe your organization’s workforce demographics and any measurable steps taken to ensure a diverse internal workforce, including for women and people of color.

How does each organization approach internal on-the-job training, mentoring, technical training, and/or professional development opportunities, including for women and people of color?

Describe each organization's employee compensation structure, (e.g., living wages, healthcare coverage, employee leaves, dependent care, etc.).

List the top three actions/ongoing practices your organization has implemented to ensure a diverse workforce (e.g., women and people of color) is represented at all levels (e.g., upper management, middle management and lower-level management).

Action/Ongoing Practice 1 Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 2

Action/Ongoing Practice 3

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List the top five actions/ongoing practices your firm has implemented to reduce the environmental impacts of your operations (for example, energy efficiency, use of recycled content or non-toxic products, use of public transit or alternative fuel vehicles, waste prevention and recycling, water conservation, green building practices, etc.).

Action/Ongoing Practice 1

Action/Ongoing Practice 2

Action/Ongoing Practice 3

Action/Ongoing Practice 4

Action/Ongoing Practice 5

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Does your organization hold any third-party certifications related to sustainable business operations? (e.g. B-Corp certification or similar) Name of the Certification Link to the certification requirements Name of organization who administers the certification

Exceptions and Deviations to the Sample Contract

The Sample Contract is available in Section 5 of the RFP Information Packet. It contains the terms and conditions that will govern the resulting Contract between the City and the Contractor.

As part of the Evaluation Phase 2, shortlisted proposers will be required to submit exceptions and deviations to the City’s Sample Contract. Proposers must make exception and deviation requests through this form.

Only requests submitted on the form will be considered. Requests that state the entire Contract be negotiated will not be considered.

Contract Exceptions and Deviations Form Contract Section No.

Current language Requested exception (in redline)

Reason

EXAMPLE:

Section 1.0 Definition - System

“System” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

“System” or “Solution” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

Company requests this change because our SLA and EULA refer to “Solution”. No equipment is being provided under this Contract.

https://www.oregon.gov/biz/programs/cobid/pages/default.aspx

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Proposal Redactions for Public Records Purposes If you want to request redactions to your proposal, you must:

1. Include one “Redacted for Public Disclosure” copy of the proposal in unprotected Microsoft Word format, with the requested redactions highlighted in yellow

a. When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in a way that allows the disclosure of the non-exempt information

b. Any portion of a proposal you claim as exempt from disclosure must meet the requirements of ORS 192.345, ORS 192.355 and/or ORS 646.461 et seq.

2. Complete the table below and submit it with your proposal.

Redaction Summary Form Proposal Page Number and Section

Content to be redacted Reason for redaction