RFI for FAMIS Replacement

RFI for FAMIS Replacement

Seeking market information for a software solution

Market information re: software solution

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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.

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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

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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

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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.

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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.

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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

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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

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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.

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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.

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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

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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.

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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

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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

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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

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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

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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.

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• 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.

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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.

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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)

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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.

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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:

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EXHIBIT A TO DISCLOSURE TO EXEMPTION AFFIDAVIT


[ATTACH YOUR REDACTED RESPONSE HERE]

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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:

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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