HMIS Solution Request for Proposals

The Oregon Housing and Community Services Department is soliciting proposals for a HUD-compliant Homeless Management Information System (HMIS) SaaS solution to replace the current system under the Oregon Multi-Continuum of Care implementation. The project involves the procurement of software, infrastructure, and services, including requirements refinement and the migration, cleansing, and normalization of data from existing applications. The agency aims for full implementation by September 2, 2027, with a 90-day stabilization period following the production rollout to ensure system stability. The procurement follows a multistep process where Round 1 is used for shortlisting and Round 2 serves as the exclusive basis for the final award, focusing on demonstrations and interviews. Technical requirements include adherence to State of Oregon IT Security Standards, NIST 800-53 control families, and ADA/WCAG 2.1 AA accessibility standards. Data security is paramount, with a strict prohibition on the overseas access, storage, or transmission of agency data and a requirement for annual privacy and security training. Contractual terms include a liability limit of one and one half times the maximum compensation and a seven-year records retention requirement. Payments are subject to a potential 15 percent retention hold until final acceptance of implementations or enhancements. Proposers must provide a detailed price proposal covering implementation and five years of operations and maintenance. The agency encourages participation from COBID-certified small businesses, including minority, women, and veteran-owned enterprises.