Scope of Services Tax Paying Agent TPA FINAL~4.doc

Real Estate Tax Paying Agent (TPA)

26-551HDA-LEGAL-B-49657

AGENCY:

Illinois Housing Development Authority

ADDRESS:

111 E. Wacker, Suite 1000, Chicago, IL 60601

CONTACT:

Anna Harris, Asst. Agency Procurement Officer, aharris@ihda.org

TAX EXEMPT:

YES; Authority Tax Exemption ID Number: E9974-2896-06

Scope of Services:

The Illinois Housing Development Authority (IHDA) is seeking a qualified Vendor to perform Tax Paying Agent (TPA) Services for General Real Estate Taxes for approximately 1,700 parcels. These services will support IHDA’s ongoing management of real estate property tax payments for properties within its loan portfolio across multiple counties.

Services to be Performed:

1. Parcel & Loan Data Provision

· IHDA will provide the Vendor with a listing of real estate index numbers (PINS) and corresponding loan numbers for all properties participating in the TPA Service, covering all relevant counties.

2. File Preparation & Submission

· Vendor shall act as IHDA’s processing agent by preparing electronic files and printouts following each County Treasurer/Collector’s specifications.

· These files shall be submitted to IHDA for review, editing, and final verification before county submission.

3. Reporting

· Vendor shall provide IHDA with the following:

· A Payment Due Report

· Any other reports received from County Treasurers/Collectors relevant to TPA activities

· Listings of deleted and not-billed parcels

4. Parcel Adjustments

· IHDA will communicate parcel updates to the Vendor via email using the established TPA file format. These updates may include additions, deletions, or revisions from the Payment Due Report.

5. Final Payment File Submission

· Vendor will prepare and deliver final payment files to each respective County Treasurer/Collector, conforming to each county’s specific requirements including check instruction and or wire instructions.

· IHDA will handle direct disbursement of funds to the counties based on the finalized data.

6. Confirmation of Payment

· When applicable, the Vendor will obtain and provide IHDA with payment confirmations or receipts issued by the County Treasurer/Collector.

7. Compliance & Data Integrity The vendor will be responsible for the following:

· Ensuring the security and integrity of all data received while in the Vendor’s custody

· Maintaining accuracy when transcribing or handling IHDA data

· Providing IHDA with timely updates on all relevant TPA schedules as established by the Vendor or applicable counties

· Submitting electronic payment files to platforms such as GovTech and AutoAgent, where required by specific counties

8. Delinquency Reviews

· Upon IHDA’s request, the Vendor will provide a review of and status updates on any delinquent real estate taxes for applicable parcels.

Milestones and Deliverables:

Specific milestone timelines and deliverables will be developed jointly by IHDA and the awarded Vendor upon contract execution. At a minimum, deliverables must include:

· Initial PIN and loan mapping file acceptance

· Submission of draft Payment Due Reports

· Finalized county payment files

· Monthly and annual status reports

· Delinquency reports (as requested)

· Documentation of data security and processing protocols

Vendor Mandatory Requirements:

· Proven experience with processing and remitting real estate tax payments across multiple Illinois counties

· Familiarity with electronic payment platforms such as GovTech and AutoAgent

· Capacity to meet county-specific formatting and processing requirements

· Secure data handling practices with audit capabilities

· Responsiveness to IHDA inquiries and ad hoc reporting requests

Contract Term: 5-year term Pricing: All Pricing must be submitted in BidBuy. Pricing to be given based on price per parcel.

WARRANTY:

All services will be done in a professional manner and in accordance with all applicable laws.

Notes to Vendor: Payment is derived from locally held funds; the Authority does not receive General Revenue funding. It is the Authority’s policy to pay NET30. All Quoted prices must be valid for 90 days from date of submission. All prices must include shipping and handling charges. No price increases will be accepted. In the event of a price decrease, the Authority is guaranteed to receive the lowest price. We reserve the right to reject all offers; to reject individual offers for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; and to waive minor defects. Vendor must agree to partial ship equipment in case of a delay on total order. Vendor may attach separate page describing his or her proposal for equipment or services. Winning vendor will be chosen on low total bid for all products or services. Subcontracting is not allowed.

By submitting a bid and, if applicable, Vendor certifies it is a responsible bidder and authorized to transact or conduct affairs in Illinois (30 ILCS 500/1.15.80, 20-43).