RFP_CommunityDevelopmentLoanServicingSoftware_Attachment-A.XLSX

XLSX spreadsheet 155 KB Posted Nov 28, 2018

Attached to: RFP for Community Development Loan Servicing Software for the City of Wausau
Solicitation number: 20181128
Issued by: Wisconsin

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Written by GovTribe AI · Nov 19, 2025

This file is a functional requirements worksheet for a community development loan servicing software request for proposal issued by the City-County IT Commission (CCITC) and the City of Wausau, Wisconsin. The RFP seeks proposals for loan servicing software to support the Finance and Community Development Departments. The document serves as Exhibit C and provides detailed functional requirements organized across nine worksheets covering core loan servicing capabilities, ACH processing, reporting, payment processing, escrow management, funding source tracking, delinquency management, online customer capabilities, and IT/security/audit requirements. Vendors are required to respond to each requirement using a standardized format indicating whether functionality is fully supported (Y), not supported (N), requires customization (C), represents future functionality (F), or requires third-party software (3P), with additional explanation required for responses other than Y or N. Finalists selected will be expected to participate in structured on-site product demonstrations and proof-of-concept sessions.

The software must support diverse loan types including non-secured installment loans, investor reporting for FNMA, FHLMC, FHA, VA, and MBS standards, and varied interest rate calculations. Key requirements include loan document generation from prequalification through closing, multi-loan linking under borrower and parcel identification, event journaling, customizable correspondence and letter templates, task management with dependent flags, GIS system integration capability, construction loan servicing, credit bureau reporting, payment couponing with barcodes, and comprehensive delinquency and collections management. The system must provide web-based borrower portals enabling online applications with document attachment, electronic payment processing with credit card and ACH capabilities, and customer access to account information, payment history, and IRS tax forms. Technical requirements emphasize normalized database design, role-based security with field-level access restrictions, comprehensive audit trails with effective dating capabilities, batch processing, support for multiple environments, and document management integration. Vendors must provide realistic implementation schedules broken into weeks following contract signing with specific tasks and milestones for both vendor and city responsibilities, along with training methodology and technical support provisions.

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Instructions City-County IT Commission (CCITC) / City of Wausau Community Development Loan Software Request for Proposal Exhibit C

FUNCTIONAL REQUIREMENTS RESPONSE

INSTRUCTIONS FOR COMPLETING FUNCTIONAL REQUIREMENTS

BE SURE TO REVIEW AND RESPOND TO EACH WORKSHEET - There are 9 besides the instruction worksheet

VENDOR RESPONSE
	1)	For each numbered line item requirement, the vendor must indicate in the "Vendor Response" column Y, N, C, F, or 3P according to the following legend:

Y	Fully supported by the current release of the software
N	Not supported
C	Customization is required to meet the requirement (e.g., changes to the underlying code must be made; a report must be specifically designed; causes additional upgrade work in order to implement new versions or upgrades, etc.)
F	Future functionality: Supported in the next release of the software
3P	Supported with third party software (i.e., software not directly owned or controlled by the vendor submitting the proposal)

2) If requested or if the vendor responds with 3P, C, or F, the vendor must provide additional information in the comments column:

• "3P" Vendor must explain what third party software application or service is required, any integration requirements, and the vendor's relationship with this third party

• "C" Vendor must explain the nature, cost, and amount of customization required, and experience with the same or similar modifications.

• "F" Vendor must explain the functionality in the new release, the expected general availability release timing, and provide surety that the functionality will be included.

3) The vendor must also identify which module(s) the required functionality is part of in the final column when applicable.

The information must be completed and submitted in the format provided.

DEMONSTRATION AND PROOF OF CONCEPT
	Vendors selected as finalists are expected to participate in a structured product demonstration and proof-of-concept session on-site.

PROJECT BACKGROUND
	High-level requirements for Community Development Loan Systems are on the following pages. Explain how your organization will deliver the following.

Project General

		Comments
Key Functional Criteria	Vendor Response	*if vendor responds with 3P, C, or F, additional information must be provided as noted on Instructions page.	Applicable Module(s)

1	The system must be capable of servicing all standard and investor loan types including non-secured installment and non-installment loans.
2	Is the system capable of meeting servicing requirements for FNMA, FHLMC, FHA, VA and MBS with the appropriate investor reporting?
3	The system must be capable of servicing loans with varied interest rate calculations including standard mortgage amortizations and simple interest based on either 360 or 365 day years or 30 day months.
4	Can the system calculate capitalized interest during deferral periods?
5	Does the system allow the linking of multiple loans under one borrower name? For example, if the borrower has a first, second and a grant on the same property, can the three transactions be linked so all three appear on a payoff quote?
6	Does the system allow the linking of multiple loans under one parcel ID number? For example, if the borrower has a first, second and a grant on the same property, can the three transactions be linked so all three appear on a payoff quote?
7	Does the system have the ability to track and report all unpaid charges? (i.e. late charges, returned check charges, etc.)
8	Does the system notify personnel of needed journal entries to the General Ledger?
9	Is the system “history” based? Would we have the ability to run Dec. 31 outstanding loan balances report at any time?
10	Does the system generate loan documents from prequalification to closing?
11	a. Mortgage
12	b. Promissory note
13	c. Mortgage Satisfaction
14	d. Approval or denial letter
15	e. Truth of lending forms
16	f. Direct withdrawal forms
17	g. Closing disclosure form
18	Does the system include an “event journal” that gives a summary of all major occurrences in the system, either on a loan-by-loan or system wide basis? i.e., supports unlimited commenting or correspondence notes.
19	Does the system allow the user to define and customize a set of standard letters and define parameters of mailing, including merging addresses and printing labels
20	Does the system allow the user to set up ticklers on loans with flexibility for the tickler to relate to any aspect of the loan?
21	Does the system include a task management system, with tasks prompted by either internal or external flags?
22	Does the system include a task management system which allows “dependent” flags, i.e., if a specific event occurs, then the flag prompts the user to follow-up?
23	Does the system allow the user to add freeform notes at any stage of the process?
24	Does the system allow the user to add notes that generate follow-up tasks?
25	Does the system include the ability to store a photograph of each home?
26	Does the system allow the user to access an address history, i.e., to search on an address and return all work of any stage completed at that address?
27	If the system does allow the user to access an address history, can the search be performed using partial addresses, i.e., search on a street name and return all work completed on the street?
28	Can the system interface data with a GIS system?
29	Can the system perform standard construction loan servicing?
30	Will the system allow the user to classify adjustments as “cash” or “non-cash?”
31	Does the system include an amortization calculator that allows the user to provide any of the three variables and the system will calculate the fourth?
32	Does the system include the capability to automatically report to credit bureaus in the correct required format?
33	Does the system have the ability to request a credit report for the borrowers from major credit reporting agencies?
34	Does the system include the capability to generate 1099’s, 1098’s and W-9 forms and files?
35	Will the system generate payment coupons with bar codes?
36	Does the system have the capability to generate billing statements at any time with detailed account activity, summarized information and detailed finance charge calculations?
37	Is the system capable of tracking various types of grants and loans with multiple forgiveness schedules, and tracking and performance requirements?
38	Does the system have the ability to schedule loan changes years in advance?
39	Does the system have the ability to generate all notices instantly?
40	Does the system have the ability to automate emailing of borrower bills, statements and notices?
41	Does the system log the issuance of drawdown (disbursement) checks and bills interest during the “construction” phase?
42	Does the system track data and generate reports for Insurance coverage on multiple properties or collateral items?
43	Please describe other government applications for this software, like special assessment deferred payments, grants, loans, etc.

Page &P

ACH

		Comments
Key Functional Criteria	Vendor Response	*if vendor responds with 3P, C, or F, additional information must be provided as noted on Instructions page.	Applicable Module(s)

1	ACH Capability:
2	Does the system include ACH capability?
3	If the system does have ACH capability, does the system have the ability to automate the electronic transfer of funds with the city’s financial institution?
4	If the system does have ACH capability, does it manage prenotes for new loans?
5	If the system does have ACH capability, does the system have the ability to email notifications?
6	If ACH capability is included, will the system automatically apply the payment to the proper loan account?

Reporting

		Comments
Key Functional Criteria	Vendor Response	*if vendor responds with 3P, C, or F, additional information must be provided as noted on Instructions page.	Applicable Module(s)

1	Reporting:
2	Does the system include a custom report writer? If so, what is the name of the report writer?
3	Describe the level of technical expertise necessary to create reports in the report writer.
4	Does the system allow the user to group reports, including custom created reports, and automatically generate them on a daily, weekly, monthly or annual basis?
5	Does the system have a transaction detail report that we can run on demand by any date range with subtotals?

Payments

		Comments
Key Functional Criteria	Vendor Response	*if vendor responds with 3P, C, or F, additional information must be provided as noted on Instructions page.	Applicable Module(s)

1	Payment Receipt:
2	Does the system allow the user to record multiple payments without returning to a menu?
3	Does the payment system allow the user to verify the amount of the payment and apply any excess without changing screens?
4	Will the system allow payment spreading by loan?
5	Does the system automatically reverse all affected areas when a payment is reversed and apply NSF fees?
6	Does the system automatically generate late notices?
7	Does the system automatically apply late fees?
8	Does the system include the ability to reverse any fees added to a loan?
9	Will the system create a daily transaction log?
10	Will the system interface with the city’s accounting system and make an automatic journal entries file?
11	Can the system generate a form that documents daily deposits?
12	Does the system maintain a history of periodic payment changes?
13	Does the system allow the user to choose the method of applying partial payments, i.e., either applied immediately or held in suspense until enough money is available for a full payment?
14	Do we have the ability to control the hierarchy of payment distribution? i.e., late fees, NSF fees, interest, principal
15	Does the system have the ability to interface with a 3rd party point of sale application?
16	Does the system have the ability to upload a lockbox file?
17	Loan Pay-off
18	Will the system calculate a pay-off upon request, calculated to a specific date?
19	When a request for pay-off is made, can the system notify the user of other loans or grants that are secured by the same property?
20	When the pay-off is received, does the system automatically update records and send notification?

Escrow

		Comments
Key Functional Criteria	Vendor Response	*if vendor responds with 3P, C, or F, additional information must be provided as noted on Instructions page.	Applicable Module(s)

1	Escrow:
2	Does the system allow the user to track multiple accounts for each borrower?
3	Does the system include the ability to complete all aggregate escrow analyses as required by federal law?
4	Will the system track expirations on hazard insurance policies?
5	Does the system include a provision to streamline the payment of property taxes?

Funding Source

		Comments
Key Functional Criteria	Vendor Response	*if vendor responds with 3P, C, or F, additional information must be provided as noted on Instructions page.	Applicable Module(s)

1	Fund Source Reporting:
2	Does the system have the capability to track multiple funding sources?
3	Does the system have the capability to manage a loan with multiple funding sources?
4	Does the system allow the user to set up and track various sources of funds that act as lines of credit? When a draw is made upon a line, the principal balance increases and the monthly payment increases. When a loan pay’s off, the balance and payment are reduced.
5	If the system provides the capability listed above, will the system track the maximum amount of the line, current outstanding balance, etc.?
6	Will the system allow us to report the amount of funds used from each source?
7	Will the system allow us to set-up and track revolving funds, i.e., funds are invested in a project, repaid in installments by the borrower, and then invested in other projects?
8	Will the system allow the user to create standard Fund Source reports?

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Delinquency

		Comments
Key Functional Criteria	Vendor Response	*if vendor responds with 3P, C, or F, additional information must be provided as noted on Instructions page.	Applicable Module(s)

1	Delinquency
2	Will the system allow the user to add collection notes to each loan?
3	Will the system automatically generate standard letters for all delinquent loans at intervals specified by the user, i.e., 30, 60, 90, 120 days, etc.?
4	Does the system include the capability of making adjustments in loan terms to accommodate loss mitigation efforts, i.e., extended payment agreements and deferral of payments?
5	Does the system give the user the capability of generating reports of delinquent loans for management?
6	Does the system calculate the percentage of delinquent loans both on number of loans and on dollar amount delinquent and give the ability to report on trends and historic comparisons??
7	Will the system produce collection reports which include at a minimum, the borrowers name, property address, home and work phone numbers, days delinquent, and amount delinquent?
8	Bankruptcy
9	Does the system allow the user to place a bankruptcy code that helps the collection staff identify the loan as a bankruptcy case?
10	Foreclosure
11	Does the system include the capability of producing a notice of default, notice of sale and a deed in lieu?

&A &P

On-Line Capability

		Comments
Key Functional Criteria	Vendor Response	*if vendor responds with 3P, C, or F, additional information must be provided as noted on Instructions page.	Applicable Module(s)

1	On-Line Capability
2	Does the system allow borrower to complete an online application form?
3	a) And have the ability to have different application forms for different loan and grant types?
4	b) And allow borrower to attach documents.
5	Does the system allow a customer to make online payments using credit cards, debit cards or electronic checks?
6	If the system accepts credit card payments, does the system allow for the credit card processing fee to be added to the amount due?
7	a) Describe your PCI compliance.
8	b) What is the 3rd party credit card processor and associated fees ?
9	Does the system allow a customer to establish a personal login and password?
10	Does the system allow a customer to view and/or print a payment history?
11	Does the system allow a customer to download any documents generated by the system such as the annual IRS 1098 document?
12	Does the system allow the lender to broadcast updates or messages to all customers who access data via the internet portal?
13	Does the system allow the customer access to the following information:
14	a) Account and borrower information
15	b) Payment amounts, including past due amounts
16	c) Loan and escrow balances
17	d) Due Dates
18	e) Amounts due
19	f) Amounts past due
20	g) Amounts paid
21	h) Transaction types, dates and amounts
22	i) Breakdowns of transactions, including the payment split
23	j) Amortization schedules
24	k) Automatic delivery of billing statements
25	l) Total interest paid per year
26	m) Total fees charged

&A &P

IT, Audits, Security

		Comments
Key Functional Criteria	Vendor Response	*if vendor responds with 3P, C, or F, additional information must be provided as noted on Instructions page.	Applicable Module(s)

1	Software / Hardware
2	Has a normalized database design. Updates for any field that is used in more than one module (address) is only updated in one table and used by all modules.
3	Customizations or enhancements are incorporated into future product releases.
4	Willingness to enter an Escrow Agreement to access Source Code if necessary.
5	Ability to configure a user-defined "workspace" to organize and have access to frequently-used functions, workflows, reports, and other information.
6	Does the system have the capability to export collections to other systems for collections on tax bills?
7	Does th e system have the capabilty to import loan data in batches such as special assement payment defferals?
8	Software Configuration as opposed to Customization; Tailor the solution with configurable options, rather than source code modification.
9	Implementation includes safeguards for an efficient, accurate and easily verifiable data conversion.
10	Describe conversion methodology
11	Describe Document Management capabilities
12	If in-house application, describe Laserfiche integration
13	Describe Database Management System.
14	Describe Operating Systems / Technical Platform: e.g. MS Windows, IIS, .NET Framework, etc.
15	Supports Multiple Environments: Test, Production, Training, etc. with supporting maintenance utilities (tools to copy data, etc.)
16	Describe System Deployment Model: Web-based or client based
17	Supports Batch Processing
18	Virtual Server support
19	Security
20	Ability to assign privacy level on user-created notes (viewable by user only, department only, all, etc.)
21	Robust Security - User-based, Role-based, with configurable options to promote security adherence: expiring passwords, supports effective passwords, etc.
22	Ability to have several security levels (e.g. Administration, maintenance, corrections, and associate levels).
23	Ability to restrict access at field level. (e.g. SSN, income data, secure name),
24	Ability to protect sensitive data, (i.e. SSN Personal Property statement, transfer form, income/rent info)
25	Ability to control exposure to non-finalized value data (related to year-end) based on date.
26	Audits
27	Has audits for capturing record adds, deletes, updates, etc., by user, date and time (with reporting on these items).
28	Ability for the system to support the use of effective dating, meaning the database tracks when changes were made and can reproduce the database records as of a given date
29	List your support for in field devices (notebooks, iPad, iPhone, and Android).
30	Ability to archive data.
31	Vendor provides exceptional Technical Support.
32	Training
33	Proposal must include methodology for training users.
34	Project Management
35	The proposal should include what your experience has shown to be a realistic delivery and implementation schedule. The schedule should not be dated, but should break out the implementation schedule in terms of weeks following contract signing.
36	The schedule should show periods of performance and milestones for deliverables. Tasks to be performed by the vendor as well as by CCITC / City of Wausau should be specifically stated and included in the schedule.
37	Indicate your soonest availability to commence installation.

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Sheet1

File details come from the government source that posted it. Updated Nov 19, 2025.