RFI for FAMIS Replacement

RFI for FAMIS Replacement Seeking market information for a software solution Market information re: software solution OB #S-52500-00015118 HECC RFI Page 1 of 27 HIGHER EDUCATION COORDINATING COMMISSION REQUEST FOR INFORMATION (“RFI”) HECC # 25-113A OregonBuys # S-52500-00015118 Date of Issue: October 24, 2025 Closing (Responses Due): November 23, 2025 at 3:00 PM (Pacific Time) Issuing Office: Project Management Office Single Point of Contact: Derek Dizney, Designated Procurement Officer Address: 3225 25th St NE City, State, Zip Salem, Oregon 97301 Phone (voice) 503-979-5912 E-mail: derek.dizney@hecc.oregon.gov and cc HECC.Procurement@hecc.oregon.gov You can get this document in other languages, large print, braille, or a format you prefer free of charge. Contact the Contract Administrator at the contact information found below. We accept all relay calls. OB #S-52500-00015118 HECC RFI Page 2 of 27 Table of Contents SECTION 1: GENERAL INFORMATION ............................................................................................... 3 1.1. INTRODUCTION ........................................................................................................................................................... 3 1.2. COMMITMENT TO DIVERSITY, EQUITY, INCLUSION, AND ACCESSIBILITY ........................................... 3 1.3. PURPOSE ........................................................................................................................................................................ 3 1.4. RESPONDENTS .............................................................................................................................................................. 4 1.5. PROJECT OVERVIEW ................................................................................................................................................. 4 1.6. DUE DATE/SINGLE POINT OF CONTACT (SPC) ..................................................................................................... 5 SECTION 2: SCOPE ................................................................................................................................... 5 2.1 BACKGROUND.............................................................................................................................................................. 5 2.2 IMPACTED PARTIES ................................................................................................................................................... 6 2.3 CURRENT STATE/FUTURE STATE .......................................................................................................................... 6 2.4 HIGH LEVEL FUNCTIONAL EXPECTATIONS ................................................................................................... 10 2.5 HIGH LEVEL REQUIREMENTS (spreadsheet attached) ...................................................................................... 12 2.6 REQUIRED INTEGRATIONS ................................................................................................................................... 12 2.7 SAMPLE DIAGRAMS: ................................................................................................................................................ 13 2.8 GRANTS AND SCHOLARSHIPS – PROGRAM DETAILS FOR 2024-25 ........................................................... 15 2.9 DEFINITION OF TERMS ........................................................................................................................................... 16 SECTION 3: SUBMISSION AND RESPONSE REQUIREMENTS .................................................... 18 3.1 SUBMISSION REQUIREMENTS ............................................................................................................................... 18 3.2 OWNERSHIP/PERMISSION TO USE MATERIALS .............................................................................................. 18 ATTACHMENT A — RESPONDENT INFORMATION AND CERTIFICATION SHEET................. 19 ATTACHMENT B — DISCLOSURE EXEMPTION AFFIDAVIT ......................................................... 20 EXHIBIT A TO DISCLOSURE TO EXEMPTION AFFIDAVIT ........................................................................ 22 ATTACHMENT C - RESPONSE COVER SHEET ...................................................................................... 23 ATTACHMENT C-1 - RESPONSE ................................................................................................................ 24 OB #S-52500-00015118 HECC RFI Page 3 of 27 SECTION 1: GENERAL INFORMATION 1.1. INTRODUCTION The State of Oregon, acting by and through Higher Education Coordinating Commission (“HECC” or “Agency”), is seeking information from entities about available solutions and best practices for modernizing its Financial Aid Management Information System (“FAMIS”). For more information about the existing FAMIS system, please see Section 2.3 below. The purpose of this RFI is to gather information needed to drive the development of a future procurement and contracting process. HECC intends to release a Request for Proposals (“RFP”) at a later date. This RFI will not result in any kind of contract or agreement, nor will it obligate HECC to procure goods or services of any kind. The information gained in this RFI may be used by HECC to gain an understanding from current industry experts in order to help it develop a future solicitation and selection process that could result in a contract(s). HECC is not responsible for any expenses or costs incurred by any Respondent (a “Respondent” is defined as a person or entity that submits answers to the questions in the RFI) in submitting a Response (a “Response” is defined as answers submitted to the RFI) to this RFI. Each Respondent does so solely at the Respondent’s own expense. 1.2. COMMITMENT TO DIVERSITY, EQUITY, INCLUSION, AND ACCESSIBILITY Individuals within a community, and communities within a larger society, need the ability to shape their own present and future, and HECC believes that workforce development and education are fundamental aspects of Oregon’s ability to thrive. Equity is both the means to success and an end that benefits us all. Equity requires an intentional examination of systemic policies and practices that, even if they have the appearance of fairness, may in effect serve to marginalize some and perpetuate disparities. The data is clear that Oregon demographics have been changing to provide rich diversity in race, ethnicity, and language. Working toward equity requires an understanding of historical contexts and active investment in changing social structures and practice over time to ensure that individuals from all communities have the opportunities and support to realize their full potential. Creating a culture of equity requires monitoring, encouragement, resources, data, and opportunity. HECC applies its Equity Lens (Higher Education Coordinating Commission : Equity Lens : Strategy, Research & Data : State of Oregon & Equity-Lens.pdf ) to all aspects of its work. 1.3. PURPOSE HECC has initiated this RFI to gather information from the vendor community that may influence the decision on how to approach development, deployment, and support of a single or multiple on premise and/or cloud-based product(s)/solution(s) that can manage the various Grants, Scholarships, and other programs HECC’s Office of Student Access and Completion (“OSAC”) administers to support Oregon students’ educational and career goals. Specifically, this RFI seeks the following information: a. Innovative products and solutions that satisfy some or all of the desired objectives and features described in this RFI including:

• Commercial Off the Shelf (“COTS”) software: Existing software products

that can be configured or customized to meet some or all of HECC/OSAC’s OB #S-52500-00015118 HECC RFI Page 4 of 27 requirements

• Custom Solution: Development of a custom software solution from the

ground up

• Hybrid Solution: Combination of COTS software products and/or custom

solutions to meet OSAC’s business requirements b. Development and implementation approaches c. Operational and support model d. High-level schedule e. Pricing model and structure f. Solution features and benefits g. Optional solution information on features, functionality, or best practices that may be of value to HECC 1.4. RESPONDENTS HECC is seeking information from those who have experience in implementing modern technology solutions for financial aid management for State government led financial aid agencies. To assess current solutions on the market, through this RFI, HECC is seeking responses from any and all respondents who offer an end-to-end solution in which one or more commercial off-the-shelf or custom solutions are integrated in a manner that acts as a single solution accomplishing all the desired objectives. Responses to this RFI will assist HECC in identifying all available solutions and system features and components that HECC may want to include in future solicitations. Respondents to this RFI may be invited to meet with HECC to provide further information. This meeting would be intended to allow the free flow of information and offer an opportunity for respondents to demonstrate their solution. Respondents are encouraged to invite any potential subcontractors who may be expected to partner in response to a formal solicitation process. Vendors who provide any of the capabilities but not all, are encouraged to respond to this RFI. Please describe any limitations of the proposed solution in your response to this RFI. 1.5. PROJECT OVERVIEW This RFI is a key step in ensuring a transparent and inclusive procurement process that helps HECC identify industry best practices, available solutions, and innovative approaches to meet its modernization goals. The outcome sought through the implementation of the next HECC Modernization contract is a flexible, secure, and sustainable system that:

• Improves efficiency and reduces manual processes.
• Enhances the user experience for students, partners, and Agency staff.
• Strengthens data quality, security, reporting, and analysis capabilities.
• Provides extensibility to adapt to future program and legislative changes, as well as new

programs that need to be implemented quickly.

• Supports HECC’s mission of expanding access, equity, and success in higher education.

OB #S-52500-00015118 HECC RFI Page 5 of 27 1.6. DUE DATE/SINGLE POINT OF CONTACT (SPC) Responses to this RFI will be received until the Closing Date and Time as referenced on the cover page of this RFI. The SPC for this RFI is identified on the Cover Page, along with the SPC’s contact information. Respondents shall direct all communications related to any provision of this RFI only to the SPC, whether about the technical requirements of the RFI, the RFI process, or any other provision. SECTION 2: SCOPE 2.1 BACKGROUND The current FAMIS system manages the agency scholarship and grant applications, disbursements, reporting, and reconciliation. The Agency seeks a flexible, scalable, and user-friendly system that supports integrated workflows, improves student outcomes, and meets fiscal, regulatory, and accessibility requirements. HECC’s Office of Student Access and Completion (“OSAC”) is the state of Oregon’s student financial aid coordinating office, recipient of federal financial aid application records (“FAFSA”), and also collects non- federal student financial aid application records (Oregon Student Aid Application “ORSAA”). FAFSA/ORSAA applicant data includes both financial and personal demographic data for over 200,000 applicants per year. The Family Educational Rights and Privacy Act (“FERPA”) requires HECC to maintain the confidentiality of this data and to prevent inadvertent disclosure. OSAC also administers privately-funded scholarships and grant programs, each with their own specific eligibility criteria. In addition, OSAC programs include the ASPIRE mentoring program (see below description), the FAFSA Plus+ program (see below description), and provides outreach services to Oregon students and parents, schools, and other organizations (see description below). Each year, OSAC awards nearly $200 million in grants and scholarships to tens of thousands of Oregon students who are striving to achieve their education and career goals. See Section 2.8 for Grants and Scholarships Program details. The ORSAA is an alternative to the FAFSA for Oregon students who have Deferred Action for Childhood Arrivals status, Temporary Protected Status, or are undocumented. The ORSAA is used to determine eligibility for Oregon financial aid programs for these students. The ASPIRE program helps educate Oregon students to become career and college ready. ASPIRE offers education, resources, and mentoring opportunities for all students, partnering with middle schools, high schools, and community-based organizations. Student support includes one-on-one and group mentoring, activities or events that focus on career exploration, career and college research, admissions applications, scholarships, and financial aid. More than 200 schools/organizations in Oregon participate in the ASPIRE program serving 25,000+ students. The Outreach program is where OSAC staff provide support to students, families, and educators statewide with tailored presentations and workshops on career and college readiness at 800+ events annually. OB #S-52500-00015118 HECC RFI Page 6 of 27 FAFSA Plus+ provides student-level data on FAFSA completion to participating high schools, community- based organizations, and other college support programs to increase FAFSA completion rates. OSAC works with the Oregon Department of Human Services (DHS) to administer two programs for foster youth and other specific student populations – the Chafee Education and Training Voucher Grant and the Tuition and Fee Waiver. Data is shared among DHS, OSAC, and institutions to determine eligibility, award and/or waiver amounts. The Oregon Financial Aid Exchange is a secure data exchange that allows institutions to share amongst each other their student enrollment information for dual-enrolled students, ensuring accurate and appropriate awarding of financial aid. 2.2 IMPACTED PARTIES OSAC has several key groups that have an interest in the operation and success of FAMIS. OSACs grants, scholarships, and mentoring and outreach programs directly impact partners.

• Students access financial aid information and resources and apply for grants and scholarships
• Parents of students use the ORSAA application to provide personal and financial details for state aid

eligibility consideration

• High School and Community-Based Organization Staff participate in ASPIRE and FAFSA Plus+ programs
• Higher Education Institution Staff utilize FAMIS to collaborate and deliver financial aid support and

resources

• Donors and Selection Committees contribute private funds to scholarship programs and assist in

determining awardees

• Other Agencies and Systems including Oregon Department of Human Services, Oregon Military

Department, Oregon Department of Education, Educator Advancement Council, State of Oregon Enterprise Information Services, Oregon Department of Administrative Services, Oregon Youth Authority, Oregon Department of Corrections, Oregon Statewide Financial Management System using the Statewide Financial Management Application(“SFMA”) and Relational Statewide Accounting and Reporting System

• Oregon Tribes serving enrolled members in the nine federally recognized tribes in Oregon
• HECC Staff including OSAC, Research & Data Office, Information Technology, and Fiscal Office.
• Governor’s Office whose education strategy calls for making investments in career and technical

education as well as post-secondary pathways

• US Department of Education funds postsecondary education through grants and loans and provides

FAFSA information to OSAC 2.3 CURRENT STATE/FUTURE STATE The current FAMIS system has become increasingly difficult to maintain, enhance, and extend. Its inflexibility limits the ability to adapt to frequent legislative, programmatic, and partner-driven changes. Oregon is unique among states in both the number and complexity of its financial aid programs, as well as the diversity of populations served, and partner organizations engaged. HECC manages hundreds of strategic partnerships across schools, community-based organizations, agencies, and individuals. To better OB #S-52500-00015118 HECC RFI Page 7 of 27 serve these impacted parties and ensure continued responsiveness, OSAC plans to replace FAMIS with a modern solution that supports program needs and delivers improved functionality, flexibility, and sustainability. The FAMIS system is the system of record for OSAC grants, scholarships, college/career access, and outreach programs. The system was built in-house, over four decades, and heavily customized over time to provide the functionality required for business processes. FAMIS Components/Features – Current vs. Future State Component Current State Future State Student Portal

• Provides mobile-

friendly access for applications and award viewing

• Limited self-service

features

• Modern, mobile-friendly portal for consistent user

experience

• Intuitive workflows with real-time status tracking
• Expanded support (live chat, knowledge base, support

request)

• Automated announcements, notifications, and

reminders

• Automated communication campaign including email

and text options

• Multilingual and WCAG 2.1 level AA -compliant
• Publicly accessible grant and scholarship catalog with

rich search and filtering capabilities Partner Portal

• Access for schools,

donors, committees, and agencies

• Limited reporting tools
• Limited self-service

features

• Unified role-based portal for all partners
• Holistic view of award lists, awards, and disbursements

at the student level across all programs

• Consistent means of providing required data to and

from OSAC regardless of program

• Expanded support (live chat, knowledge base, support

request)

• Intuitive, streamlined processes

Database & Internal Processing

• Core data management

and administration

• Maintains individual

grant program lifetime eligibility tracking and usage balances

• Rigid and hard to

enhance

• Limited automation

and reporting

• Weak external

integrations

• Flexible, scalable platform
• Configurable workflows and advanced reporting
• Seamless integrations (e.g., FAFSA, SFMA)
• Flexibility to accommodate unique program

requirements and quickly add/adjust programs to respond to legislative priorities

• Longitudinal views of students across all programs

including tracking of lifetime eligibility and usage

• Maintenance of accurate fund balances for each

program/scholarship fund, with detailed tracking at the student and school level including usage balance, ensuring full reconciliation with transactions recorded OB #S-52500-00015118 HECC RFI Page 8 of 27 Component Current State Future State

• Lack of case

management capabilities in the financial system of record.

• Automated processes to reduce errors and staff

workload

• Consistent functionality for all programs
• Ability to track interactions and manage relationships

with both students and partners, including outreach programs Current State Pain Points OSAC faces several challenges with the current system. The three key issues outlined below highlight specific pain points and help illustrate the essential capabilities we are seeking in a future solution. 1. Grant and Scholarship Award Processing The Office of Student Access and Completion (“OSAC”) administers a wide range of financial aid programs, including multiple state grants and more than 600 scholarship programs. Each program has unique eligibility criteria, preferences, and administrative requirements. OSAC is currently challenged to meet these operational needs, and it requires a system that can support the full lifecycle of award processing with a high degree of flexibility, accuracy, and transparency. 2. Financial Management in Financial Aid Administration Effective financial management is critical to the administration of financial aid. At OSAC, managing the flow of funds—from their source to disbursement—requires a system that can handle the complexity of hundreds of programs and funding sources. There are many to many relationships that must be built into the system. The current challenge lies in ensuring that every dollar is accurately tracked, transactions align with official state financial records (including integration with SFMA), and reporting is both transparent and actionable. Without these capabilities, OSAC risks inefficiencies, compliance issues, and limited visibility into the financial health of its aid programs. 3. Financial Aid Application and SAI Calculation ORSAA requires a financial aid application that mirrors the structure, logic, and data requirements of the Free Application for Federal Student Aid (“FAFSA”), including the ability to calculate a Student Aid Index (SAI) in alignment with federal methodology. Solutions should be able to deliver a FAFSA-aligned application experience while ensuring compliance, data security, and operational efficiency. OSAC is seeking information on solutions that can meet these requirements while ensuring compliance, operational efficiency, and a positive experience for both staff and applicants. Specific Requirements Related to Pain Points 1. Grant and Scholarship Award Processing a. Support flexible program configurations to accommodate varying levels of complexity and scale. OB #S-52500-00015118 HECC RFI Page 9 of 27 b. Allow OSAC to update eligibility criteria in response to legislative, policy, or donor requested changes. c. Manage frequent updates to applications and program requirements, with full version control and change tracking. d. Assign students to specific cohorts for current and future award cycles for specific programs that may differ from other programs the student is eligible for and/or using. e. Open and close applications by program and defined timeframes that differ across programs. f. Track each student’s lifetime eligibility and usage across all programs, accounting for enrollment status (less than half time, ½ time, ¾ time, full time), institutional term types (semester vs. quarter), and continuous enrollment requirements. g. Enable staff to review applications and supporting documentation for accuracy and completeness, including bulk or individual cases. h. Enable scholarship selection committees to see desired applications materials, review materials, and score scholarship applications leading to awarding of scholarships. i. Provide secure mechanisms for uploading documents, files, and audio files with the ability to share confidential application materials with external partners. 2. Financial Management in Financial Aid Administration a. Trace the origin and destination of all funds. b. Ability to forecast awards based on various funding amounts for projections. c. Reconcile transactions with state financial systems and partners. d. Make corrections while maintaining a clear audit trail. e. Generate dashboards and reports that support both detailed analysis and high-level decision- making. 3. Financial Aid Application and SAI Calculation a. Replicate the FAFSA’s data collection structure, including all required fields, conditional logic, and validation rules. b. Support updates to reflect annual changes in federal aid policy, including modifications to FAFSA questions, formulas, and eligibility criteria. c. Calculate the SAI based on applicant data, using the most current federal formula. d. Ability to have more than one aid year open at a time with separate federal formulas. e. Allow for secure submission and storage of sensitive applicant data, including income, household size, and dependency status. f. Provide tools for staff to review, verify, and override application data, when necessary, with full audit tracking. g. Enable integration or data exchange with institutions authorized to receive student aid data. h. Support multilingual access and accessibility standards to ensure equitable access for all applicants. OB #S-52500-00015118 HECC RFI Page 10 of 27 2.4 HIGH LEVEL FUNCTIONAL EXPECTATIONS Component Expectation 1. Customer- Centric Focus The Solution shall: a. Offer a unified, user-friendly interface that delivers consistent experience for students, schools, partners, HECC staff, and program participants. b. Employ customer-centric and responsive web design principles for the front end. c. Include a secure portal for submission and processing of new and renewal applications and materials, supporting staff and/or partner evaluation against program guidelines. d. Provide role-based user accounts, multifactor authentication, and access through multiple channels (web and mobile). e. Support rapid configuration of processes, data elements, and security roles with minimal custom development. f. Communicate eligibility/denial status to students, schools, and partners, and include account administration, application management, data management, communications, and document management. 2. Contact Management a. Provide comprehensive contact management capabilities with both user self-service and staff-managed updates, documenting and tracking all communications with students and partners, including phone calls and staff notes. b. Include automated notifications and reminders to improve communication. c. Offer multiple views of contact details (profiles, history, and related entities). d. Maintain relational data structures for complex associations between contacts, students, programs, and institutions. e. Support frequent updates with version control and audit trails. f. Provide visibility into how individual interactions relate to multiple programs, partners, and external impacted parties. 3. Workflow Processes a. Ability to automate routine tasks to free staff for higher-value decision-making. b. Automatically initiate tasks and workflows related to the activities of internal and external users. c. Provide configurable workflows useable across multiple OSAC workstreams to standardize processes and data collection. d. Support notifications, communications, evaluations, data validations, work assignments, and auditing. e. Include templates, email, and text notifications triggered by configurable conditions OB #S-52500-00015118 HECC RFI Page 11 of 27 Component Expectation and schedules. f. Provide activity tracking/logging of all changes and activities for both internal and external users including username, date, and time. 4. Data Management a. Support submission, categorization, and access to documents through the system interface. b. Automatically apply metadata (provider, document type, date, status, etc.) to facilitate classification, analytics, search, and storage. c. Program eligibility tracking and utilization by program, per applicant, in accordance with maximum lifetime eligibility limit. 5. Data Integration a. Integrate financial tools and data into OSAC’s processing and reporting workflows. b. Track program expenditures and student awards, in sync with the Statewide Financial Management Application, and support reconciliation. c. Leverage data from other HECC offices and external partners through integration services and methods. 6. Reporting Tools a. Provide dashboards and reporting tools to support large-scale data analysis, trend monitoring, projections, workload planning, and performance tracking. b. Include robust, flexible reporting capabilities for legislative reporting, ad-hoc analysis, and operational needs, supporting both user-built and system-built reports including visualization tools. 7. Additional Functions* a. Payment processing: Accept online payments. b. Chatbot/online chat: Communicate with students and partners to answer questions or provide relevant information. c. Electronic signature: Allow students and partners to accept and sign documents online. d. Redaction tools: Ability to redact personal identifying information and other confidential information. e. Encryption: Ensure all personal identifying information is encrypted during data in motion, in use, or at rest.

• List any third-party tools requiring separate licensing, subscriptions, or fees outside

the core solution 8. Best Practices and Security Standards a. Align with HECC IT Strategic Plan, and State of Oregon and Federal security standards to reduce risk. b. Follow industry best practices for architecture, coding, and security. OB #S-52500-00015118 HECC RFI Page 12 of 27 Component Expectation c. Compliant with Federal and State standards and/or best practices regarding data integrity, confidentiality, and privacy. 9. Accessibility and Translation a. Comply with WCAG 2.2 Level AA accessibility standards. b. Provide translation capabilities within the external portal. 10. Diversity, Equity, and Inclusion (DEI) a. Increase accessibility of the website and application process for all Oregonians, with a focus on historically underserved populations, including those with limited broadband access. 2.5 HIGH LEVEL REQUIREMENTS (spreadsheet attached) 2.6 REQUIRED INTEGRATIONS The Solution will have to interface with multiple databases and systems: TDCl ie nt (Federal Student Aid) Financial Aid Management Information System Cre di t Ca rd Payme nt Processing Vendor SFMA (Statewide Financial Management Application) Student Portal Partner Portal Public Portal L EG END Third Party OSAC Syste m Grant & Scholarship Catalog Deadline Information FAFSA/ORSAA Filing Information Appl icati on Status Award Information Remaining Eligibility Student Prof ile G&S Applications ORSAA Appeals/ Deferra ls/Waivers Student F AFS A Records Invoices Fund Statements Award Li sts Disbursements Selection Committee Packets Awardi ng Reporting Online Pa yments Contri buti ons Pay ment Ack nowledgment Pay ment Decline Pay ments (Disbursements, Refunds) Receipts (Inv oice Payments, Returns, Contributions) Transfers FAMIS INTEGRATIONS Othe r Thi rd Party: ODE DAS P&D National Student Clearinghouse Student Data Payment Da ta Reporting OB #S-52500-00015118 HECC RFI Page 13 of 27 2.7 SAMPLE DIAGRAMS: Student Inputs Profile and Applications Request/Receive Third Party Eligibility Verifications Assess Application Validity Manage FAFSA/ORSAA Records and Share ORSAA with Schools Listed Process ORSAA and Calculate Student Aid Index (SAI) Receive FAFSA Files and Match to Student Obtain and Verify Student Inputs Determine Eligibility Determine Applicant Eligibility and Share Authorization/Award Lists Students US Dept. of Education Partners Schools Submit ORSAA Submit/Correct//Resubmit FAFSA Notifications and Corrections Notifications/Corrections FAFSA or ORSAA Student? Requi re s Verificatio n? NO YESHECC Staff/System OB #S-52500-00015118 HECC RFI Page 14 of 27 Students Oregon DHS Donors Schools Selection Committees Identify Scholarship Candidates Authorize Grant Awards Selection Committee Submits Award List including Alternates Student Responds Accept, Decline, Defer Identify Alternates Invoice Donors Invoice DHS for Chafee Awards Disburse Fund Advances Receive and Process Tuition Waivers Report and Reconcile Disburse Check Batch Create Award Disbursements Project Fund Advance Award Notifi cati on Request for Award Information/Inputs for Award Calculation Appl icant Packe ts Award Li st Deferral Request Approve or Deny Deferral Accept, Decline, or Defer Decline Accept Award Notifi cati on Post Inv oice Pay Invoice Onli ne Grants Disbursed by Check Batch Gra nts Disburse d by Fund Advance Award List to School Submit via Flat File Submit via Flat File Disburse ment Reporting Receive W aiver Eligib ility Report Waiver A mountsReceive W aiver Eligib ility Report Waiver Amounts SFMA Che ck or EFT Disburse ment HECC Staff/ System Authorize and Disburse Awards Award Notifi cati on OB #S-52500-00015118 HECC RFI Page 15 of 27 2.8 GRANTS AND SCHOLARSHIPS – PROGRAM DETAILS FOR 2024-25 Program Funding Application Annual Applicants/ Awardee Count Annual Awards Oregon Opportunity Grant (OOG) Oregon Opportunity Grant State FAFSA/ORSAA 150,000+/ 40,000 $160M Scholarships (600+ programs) Scholarships Scholarship Catalog Scholarship Workbook Private FAFSA/ORSAA (financial need requirement varies by program) + App 16,000/ 3,000 $11.7M Oregon Tribal Student Grant (OTSG) Oregon Tribal Student Grant State FAFSA/ORSAA + App 1,110/616 $8.7M Oregon Promise Grant (OPG) Oregon Promise Grant State FAFSA/ORSAA + App 17,000/ 9,500 $8.6M Oregon National Guard State Tuition Assistance (ONGSTA) Oregon National Guard State Tuition Assistance State FAFSA + App 644/363 $2.8M Oregon Teacher Scholars Program (OTSP) Oregon Teacher Scholars Program Grant State FAFSA/ORSAA + App 333/204 $2.2M Oregon Chafee Education and Training Voucher Program Chafee Education and Training Grant Federal FAFSA + App 1,118/312 $1.4M Oregon Student Child Care Grant (OSCCG) Oregon Student Child Care Grant State FAFSA/ORSAA + App 446/100 $767,000 Tuition and Fee Waiver Programs for Foster Youth Institutions FAFSA/ORSAA 1,375/121 $345,000 Deceased or Disabled Public Safety Officer Grant (DDPSO) Deceased or Disabled Public Safety Officer Grant State FAFSA/ORSAA + App 19/17 $190,000 Oregon Barber and Hairdresser Grant (B&H) Oregon Barber and Hairdresser Grant Program State FAFSA/ORSAA + App 27/27 $39,000 OB #S-52500-00015118 HECC RFI Page 16 of 27 2.9 DEFINITION OF TERMS

• Application(s) - an online form or front-end of a system that collects information from prospective

students and clients for the purpose of Scholarships and Grants considerations as well as program approval.

• ASPIRE - HECC’s college and career access program that matches trained adult volunteers with middle

and high school students to develop a plan to meet their future career and education goals.

• Cost of Attendance (COA) - a standardized estimate of the total expenses a student is expected to

incur while attending a college or university for a specific period – usually one academic year – including tuition and fees, room and board, books and supplies, and other related expenses. COA is used to determine a student’s financial need and the amount of financial aid a student can receive.

• Customer Relationship Management (CRM) - a system that allows HECC staff to administer its

interactions with clients, typically using data analysis to study large amounts of information.

• Customization - extending an integrated application platform capabilities by adding custom, one-of-a-

kind, developed code (programs, class files, scripts) to meet the needs of specific requirements or processes (i.e., canvas approach).

• Enterprise Information Services (EIS) - the office responsible for ensuring alignment between

statewide IT policy and operations, advising the governor on enterprise technology and telecommunications, implementing the IT Governance framework, and establishing the State of Oregon’s long-term IT strategy.

• Federal Tax Information (FTI) – when students (and their parents or spouses, if applicable) complete

the FAFSA, they authorize the U.S. Department of Education to access their IRS tax data, which is used to determine aid eligibility, calculate the Student Aid Index (SAI), and support financial aid processing by schools and state agencies.

• Free Application for Federal Student Aid (FAFSA) - an application for aid from the federal government

in the form of grants, loans, and/or work-study to assist students with college or career school. Students must complete the FAFSA® form to qualify for financial aid.

• FAFSA Plus+ - a program that provides student-level FAFSA data for participating schools and

organizations. This allows site staff to provide targeted assistance to their students who need to complete their FAFSA, make corrections, or go through the verification process.

• Family Educational Rights and Privacy Act (FERPA) - a federal law that affords parents the right to

have access to their children’s education records, the right to seek to have the records amended, and the right to have some control over the disclosure of personally identifiable information from the education records. When a student turns 18 years old, or enters a postsecondary institution at any age, the rights under FERPA transfer from the parents to the student (“eligible student”). The FERPA statute is found at 20 U.S.C. § 1232g and the FERPA regulations are found at 34 CFR Part 99.

• Financial Aid Management Information System (FAMIS) - the primary system responsible for

administering HECC’s financial aid programs. FAMIS includes all front-end Student Portal Applications, a partner portal for financial aid and education partners, as well as all the back-end systems required to administer HECC’s multiple financial aid programs. FAMIS also serves as the State of Oregon’s repository for FAFSA/ORSAA data for Oregonians.

• Grant - funds that typically come from the federal and/or state government. Most eligibility for Grants

is based on a student’s and/or their family’s financial need. OB #S-52500-00015118 HECC RFI Page 17 of 27

• Higher Education Coordinating Commission (HECC) - the State of Oregon agency responsible for policy

and funding coordination to support pathways to postsecondary education for all Oregonians.

• Institutional Student Information Record (ISIR) – document created by the U.S. Department of

Education, based on FAFSA information, that helps determine eligibility for various financial aid programs.

• Oregon Financial Aid Exchange (OFAX) - a system for higher education institutions to exchange

enrollment information for students who are enrolled at more than one eligible college.

• Oregon Student Aid Application (ORSAA) - an alternative to the FAFSA for undocumented Oregon

students, including students who have Deferred Action for Childhood Arrivals status or Temporary Protected Status.

• Office of Student Access and Completion (OSAC) - the office that is part of the HECC that administers a

variety of state, federal and privately funded student financial aid programs for the benefit of Oregonians attending institutions of postsecondary education. OSAC also administers student outreach and mentoring programs to support college and career readiness

• Partner Portal – a secure, web-based platform that enables high schools, community-based

organizations, colleges and universities, and scholarship and grant partners to efficiently manage and exchange information related to student financial aid activities.

• Scholarship - private awards typically funded by private donors, civic organizations, employers, and

foundations such as the Oregon Community Foundation. Awards are based on various criteria.

• Solution - the complete end product, which may include configuration, customization, and other third-

party modules necessary to meet all of the requirements of the Program.

• Statewide Financial Management Application (SFMA) - the State of Oregon centralized accounting

system.

• Student Aid Index (SAI) - a number calculated from information provided on the FAFSA—primarily

using federal tax data—that determines a student's eligibility for federal student aid.

• Student Portal – a browser-based scholarships and grants system where Oregon students can submit

an online application for financial aid, track their application status, accept awards, and manage related communications. OB #S-52500-00015118 HECC RFI Page 18 of 27 SECTION 3: SUBMISSION AND RESPONSE REQUIREMENTS 3.1 SUBMISSION REQUIREMENTS Respondent may submit their Response electronically through OregonBuys. Respondent should follow the procedures outlined in detailed instructions on how to submit an Response can be found at OregonBuys Vendor Formal Solicitation Response. Alternatively, Respondents may submit their Response via email to the SPC listed on the cover page to this RFI. Respondents to this RFI must upload the following files in pdf format, in the form found in each Attachment. A Microsoft Word document is provided for each attachment for easy use. Once the documents are completed, save to pdf and upload:

• Attachment A – Respondent Information and Certification Sheet
• Attachment B – Disclosure Exemption Affidavit
• Attachment C – Response Cover Sheet
• Attachment C-1 - Questions and Answer

3.2 OWNERSHIP/PERMISSION TO USE MATERIALS All Responses are public record and are subject to public inspection. Application of the Oregon Public Records Law will determine whether any information is actually exempt from disclosure. All Responses submitted to this RFI become the property of Agency. By submitting a Response to this RFI, Respondent grants the State of Oregon a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Response solely for the purpose of reviewing the Response, or as otherwise needed to administer the RFI process, and to fulfill obligations under Oregon Public Records Law (ORS 192.410 through 192.505). Responses, including supporting materials, will not be returned to Respondent. If Respondent believes any of its Response is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Respondent shall complete and submit the Disclosure Exemption Affidavit (Attachment B) and Respondent also shall submit a fully redacted version of its Response, clearly identified as the redacted version. OB #S-52500-00015118 HECC RFI Page 19 of 27 ATTACHMENT A — RESPONDENT INFORMATION AND CERTIFICATION SHEET Legal Name of Respondent: Address: City, State, Zip: State of Incorporation: Entity Type: Contact Name: Phone: Email: Any individual signing below hereby certifies they are an authorized representative of Respondent and that: 1. No attempt has been made or will be made by the Respondent to induce any other person or organization to submit or not submit a Response. 2. All contents of this Respondent Information and Certification Sheet are truthful and accurate and have been prepared independently from all other Responses, and without collusion, fraud, or other dishonesty. 3. Respondent acknowledges that the Response for any of the services described in this RFI will be used for planning and informational purposes only. Agency may issue a separate procurement in the future or directly negotiate for the services required by Agency, as state law allows. Authorized Signature Date (Printed Name and Title) OB #S-52500-00015118 HECC RFI Page 20 of 27 ATTACHMENT B — DISCLOSURE EXEMPTION AFFIDAVIT (Affiant), being first duly sworn under oath, and representing [ insert Respondent Name] (hereafter “Respondent”), hereby deposes and swears or affirms under penalty of perjury that: 1. I am an employee of the Respondent, I have knowledge of the Request for Information referenced herein, and I have full authority from the Respondent to submit this affidavit and accept the responsibilities stated herein. 2. I am aware that the Respondent has submitted a Response, dated on or about [insert date] (the “Response”), to the State of Oregon (“State”) in response to Request for Information HECC# 25-113A, for a replacement FAMIS System, and I am familiar with the contents of the RFI and Response. 3. I have read and am familiar with the provisions of Oregon’s Public Records Law, Oregon Revised Statutes (“ORS”) 192.311 through 192.478, and the Uniform Trade Secrets Act as adopted by the State of Oregon, which is set forth in ORS 646.461 through ORS 646.475. I understand that the Response is a public record held by a public body and is subject to disclosure under the Oregon Public Records Law unless specifically exempt from disclosure under that law. 4. I have reviewed the information contained in the Response. The Respondent believes the information listed in Exhibit A attached to this Disclosure Exemption Affidavit is exempt from public disclosure (collectively, the “Exempt Information”), which is incorporated herein by this reference. It is my opinion that the Exempt Information is exempt from disclosure under Oregon’s Public Records Law under the specifically designated sections as set forth in Exhibit A or constitutes “Trade Secrets” under either the Oregon Public Records Law or the Uniform Trade Secrets Act as adopted in Oregon because that information is either: A. A formula, plan, pattern, process, tool, mechanism, compound, procedure, production data, or compilation of information that: i. is not patented, ii. is known only to certain individuals within the Respondent’s organization and that is used in a business the Respondent conducts, iii. has actual or potential commercial value, and iv. gives its user an opportunity to obtain a business advantage over competitors who do not know or use it. or B. Information, including a drawing, cost data, customer list, formula, pattern, compilation, program, device, method, technique or process that: i. Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and ii. Is t he subject of efforts by the Respondent that are reasonable under the circumstances to maintain its secrecy. OB #S-52500-00015118 HECC RFI Page 21 of 27 5. I understand that disclosure of the information referenced in Exhibit A may depend on official or judicial determinations made in accordance with the Public Records Law. Affiant’s Signature State of ) ) ss: County of ) Signed and sworn to before me on (date) by (Affiant’s name). Notary Public for the State of My Commission Expires: OB #S-52500-00015118 HECC RFI Page 22 of 27 EXHIBIT A TO DISCLOSURE TO EXEMPTION AFFIDAVIT [ATTACH YOUR REDACTED RESPONSE HERE] OB #S-52500-00015118 HECC RFI Page 23 of 27 ATTACHMENT C - RESPONSE COVER SHEET Respondent Information - RFI # 25-113A Respondent Legal Entity Name: Primary Contact Person Name: Title: Address: City, State, Zip: Telephone: E-mail Address: Name and title of the person(s) authorized to represent the Respondent for any program follow up questions. Name: Title: Telephone: E-mail Address: By signing this page and submitting a Response, the Authorized Representative certifies that the following statements are true: 1. No attempt has been made or will be made by the Respondent to induce any other person or organization to submit or not submit a Response. 2. Information included in this Response was valid at the time of Response submission and with the understanding that no Contract will be awarded as a result of this RFI. 3. The statements contained in this Response are true and complete to the best of the Respondent’s knowledge and Respondent accepts as a condition Respondent and the Informational Response and information provided shall be in compliance with Respondent’s knowledge that descriptions and suggested answers shall comply with the applicable state and federal requirements, policies, standards, and regulations as required. The undersigned recognizes that this is a public document and open to public inspection. 4. Respondent acknowledges that the Informational Response for any of the services described in this RFI shall be used for planning and informational purposes only. HECC may issue a separate procurement in the future for the services required by HECC. Signature: Date: (Authorized to Bind Respondent) Printed Name: OB #S-52500-00015118 HECC RFI Page 24 of 27 ATTACHMENT C-1 - RESPONSE Please provide the following information to the extent possible. No fields are mandatory, but the information is appreciated. If you do not answer a question leave that answer blank, do not delete. A. Company Overview 1. Company background and size 2. Relevant experience with public sector or education clients - specifically with state agency- administered student financial aid 3. Example implementations of financial aid systems B. Product Capabilities 1. Core system features and modules 2. CRM integration, communication tools, and workflow management 3. Student self-service and mobile access 4. Reporting and analytics tools (including fiscal reporting) 5. Security, compliance (e.g., FERPA, WCAG 2.1 Level AA), and accessibility 6. Support for multi-language and diverse student populations C. Implementation Approach 1. Typical timeline for implementation 2. Project phases and deliverables 3. Staff training and change management support D. Technical Architecture 1. Cloud/SaaS vs. on-premise options 2. Integration with existing systems (e.g., SFMA, FAFSA) 3. Data migration support E. Cost Estimate (Non-Binding) 1. Licensing or subscription models 2. Implementation and configuration fees 3. Support and maintenance costs F. Other Considerations 1. Innovation or AI tools (e.g., chat