Proposal_Requirements_.pdf

Proposal Requirements

Instructions: The Response must include the following information in the order listed. Please upload responses to the following in one continuous PDF labeled as “Proposal Requirements.”

1. Transmittal Letter Offerors must submit a transmittal letter (maximum two pages) on the firm’s letterhead.

The transmittal letter must include the name, address, phone number and e-mail address for the offeror’s contact, and must specify who would be the firm’s signatory to any contract documents executed with the City. The transmittal letter may include other information deemed relevant by the offeror.

2. Qualifications and Experience of Firm and Staff A. Describe the organization’s experience management housing loan portfolios, including experience with HUD-funded programs (HOME, CDBG) and state SHIP-funded loans.

B. Describe how the organization has successfully administered comparable loan portfolios, including approximate portfolio size, loan volume, and outcomes achieved for prior or current clients.

C. Describe the team that will be assigned to manage the City’s loan portfolio, including position titles and roles for staff responsible for loan servicing, compliance monitoring, financial reconciliation, and reporting.

1. Provide an organization chart showing (a) reporting relationships and responsibilities of the offeror and any other firms (b) reporting relationships and responsibilities of all key personnel (along with their firm affiliations)

2. Provide resumes for all key personnel in the RFP, including the offeror’s proposed project manager assigned to this contract. Limit resumes to two pages per individual and include:

a. Academic and professional qualifications

b. Professional registration (as applicable)

c. Experience relevant to loan portfolio management, HUD/SHIP compliance, or housing finance, and how that experience relates to the individual’s proposed role on this engagement.

3. Project Approach/Proposal The offeror should describe the methodology used on comparable loan portfolio engagements, as well as the approach envisioned for managing the City’s portfolio of over 1,000 HUD and SHIP funded loans. The proposer should also describe how it will interface with the City’s Project

Manager on loan tracking, compliance, and reporting matters.

A. Display the proposed schedule for portfolio onboarding and ongoing management, including planning meetings, progress reviews, monthly and annual reporting milestones, and transition completion.

B. Describe the project plan and process for managing the loan portfolio. The plan should include key activities, deadlines, and deliverables – such as loan tracking, compliance monitoring, financial reconciliation, and reporting – organized in a logical, easy-to-follow manner.

C. Transition Plan: The Vendor shall provide a detailed transition plan describing how it will onboard the City’s existing loan portfolio and achieve full operational capacity. At a minimum, the transition plan shall address the following:

i. Data Migration: The Vendor shall coordinate with the City to migrate all relevant loan data from current systems. Data must be transferred accurately, completely, and in formats compatible with the City’s existing systems. All data remains the sole property of the City throughout and following the term of the agreement.

ii. Portfolio File Review and Audit: The Vendor shall conduct a review and audit of all existing loan files to assess current compliance status, identify gaps or deficiencies, and establish a baseline for ongoing portfolio management.

iii. Parallel Operations Period: A minimum thirty (30) day parallel operations period shall be observed during which the Vendor operates concurrently with existing City processes to validate accuracy and continuity prior to full transition.

D. Describe your approach to risk mitigation and default management. How do you identify at-risk loans, and what strategies do you employ to address delinquency or noncompliance?

4. Cost Analysis Each offeror shall submit a completed cost analysis detailing the proposed annual fee structure for loan portfolio management services, including any additional costs for optional or unspecified services.

5. Business Enterprise Outreach and Utilization Proposers must indicate if the company is a SBE, MBE, WBE, combination; and describe how the company plans to utilize the various business enterprise programs in the company’s fulfilment of the contract. At a minimum, proposers must address the following:

A. Detailed description of your organization’s efforts to identify and contact City of St. Petersburg SBEs, MBEs, and WBEs to inform them of opportunities to work as subcontractors for this proposal.

1. Attending relevant opportunities offered by the City’s Office of Supplier Development including outreach events and matchmaking sessions.

2. Documentation of planned or prior outreach efforts

B. Planned efforts such as mentoring, training, and other capacity building programs for SBE, MBE, and WBEs.

C. Detailed description of your organization’s process for ensuring small businesses have enough time and information to provide your firm with bids.

1. Description of how your firm considers SBEs, MBEs, and WBEs in the development of proposal and bid packages. ii. Explanation of how your firm ensures SBEs, MBEs, and WBEs understand the bid and specifications and are able to learn ways to improve.

D. Provide past performance in utilizing SBEs, WBEs, and WBEs on past projects within the last five

(5) years.

E. Provide a detailed Subcontractor Utilization Form