26-030 Loan Program Developmt, Underwriting, Administratn, Servicing & Compliance Monitoring Svcs

CITY OF PENSACOLA
REQUEST FOR QUALIFICATIONS
RFQ NO.: 26-030
LOAN PROGRAM DEVELOPMENT, UNDERWRITING, ADMINISTRATION,
SERVICING AND COMPLIANCE MONITORING SERVICES FOR HOUSING AND
COMMUNITY DEVELOPMENT PROGRAMS
The City of Pensacola is requesting sealed statements of interest and qualifications from
financial institutions and/or firms experienced in providing financial and loan
development and management, and compliance monitoring services for housing and
community development programs for a five (5) year contract term with provisions for
two (2) one-year extensions upon mutual agreement of the Consultant and City.
Sealed and complete hardcopy statements of interest and qualifications with original or
electronic signature and three (3) additional copies, plus one (1) complete
identical electronic copy (SINGLE PDF) on flash drive or CD, must be received no
later than, Monday, May 14, 2026, 2:30 P.M., Central time, at the following location.
City Hall (lobby)
222 West Main Street
Pensacola, Florida, 32502
Attention: Purchasing
The OUTER FACE of the sealed submittal package shall identify the respondent, the
RFQ title, and the RFQ number (whether hand-delivered, mailed, or via UPS/FedEx or
other courier service). Submittals received after the closing time will not be accepted.
Multiple submittals from the same entity will not be accepted. After the submittal deadline
those submittals received will be opened and publicly acknowledged. Interested parties
may attend.
Alternatively, electronic responses may be submitted to Demandstar or Central Bidding.
Both sites require registration and varying fees for notifications and document downloads.
Those submittals received will be opened and publicly read the following business day
(May 15, 2026, 10:00 A.M., Central time) via Microsoft Teams at the following link*:
Microsoft Teams RFQ Opening.
Specifications will be posted to the City's website at
www.cityofpensacola.com/bids.aspx. Addenda will be posted to the City's website.
Companies are responsible for obtaining addenda and are advised to check the
website frequently.
A tabulation of qualifications and/or a Notice of Intent to Award will be posted to the City's
website at www.cityofpensacola.com/bids.aspx. Companies are advised to check the
website frequently.
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Any questions concerning the RFQ should include the Subject Line: RFQ # - RFI, and
should be addressed and submitted in writing no later than May 1, 2026, at 10:00 A.M.,
Central time, to:
Dedria Lunderman, Purchasing Manager
City Hall 6th Floor
222 West Main Street
Pensacola, Florida 32502
purchasing@cityofpensacola.com
The City of Pensacola adheres to the Americans with Disabilities Act and will make
reasonable accommodations for access to City services, programs, and activities.
Please email ADACoordinator@cityofpensacola.com or call (850) 436-5600. Requests
must be made at least 48 hours in advance of the event in order to allow the City time to
provide the requested services.
The City reserves the right to accept or reject any or all submittals, to waive any submittal
informalities and to re-advertise for submittals when deemed in the best interest of the
City.
Attest: CITY OF PENSACOLA
Ericka L. Burnett D. C. Reeves
City Clerk Mayor
The City of Pensacola provides equal access in employment and public services.
*Participation in a Microsoft Teams meeting requires a microphone and
speakers; however, webcams are optional. Participants may join the
meeting either via a PC or Smartphone. Please be sure to check the
system requirements at the following link: Microsoft Teams System
Requirements Check.)
SECURITY NOTICE
Visitors to City Hall may be required to stay in the lobby unless otherwise
directed.
Late submittals will not be accepted.
FLORIDA GOVERNMENT IN THE SUNSHINE - PUBLIC RECORDS NOTICE
Pursuant to Section 286.011, Florida Statutes, all Evaluation Committee meetings
under this RFP are subject to Florida's Government in the Sunshine Law - open to
the public, noticed in advance, and documented as public records. Each Committee
member shall sign a Sunshine Law acknowledgement prior to participating. All
notes, scoresheets, and written communications are public records under Chapter
119, Florida Statutes, and subject to disclosure. Members shall not communicate
privately with one another or with proposers outside of a duly noticed public meeting.
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SCHEDULE OF EVENTS (subject to change)
Date Activity
April 14, 2026 Publish RFQ
May 1, 2026, 10:00 a.m. Deadline for Questions
May 14, 2026, 2:30 p.m. Submittal Deadline
May 15, 2026, 10:00 a.m. RFQ Response(s) Opening
May 21, 2026, 11:00 a.m. Evaluation Committee Meeting
Pensacola City Hall, 6th floor Conference room Distribution of Materials
222 W Main Street, Pensacola FL 32502
June 2, 2026, 2:00 p.m. Evaluation Committee Meeting
Pensacola City Hall, 1st floor Whibbs Room Written Submittal Ranking/Shortlisting
222 W Main Street, Pensacola FL 32502
June 17, 2026, 11:00 a.m. Evaluation Committee Meeting
Pensacola City Hall, 1st floor Whibbs Room Oral Presentations / Recommendation
222 W Main Street, Pensacola FL 32502 for Contract Award
Spring 2026 Contract Award
Summer 2026 Notice to Proceed
All time are Central time.
GENERAL INSTRUCTIONS
A. The City reserves the right to hear oral presentations. Companies responding to
the RFQ must be available for formal presentations/interviews to the Selection
Committee. These will be held in person at City Hall, 222 West Main Street,
Pensacola, FL 32502.
B. Submittals should respond to each item noted in the Submittal Format and
Evaluation Criteria in the order noted. Identify responses with the same paragraph
notation as this RFQ.
C. Submittals must be typed or printed. All corrections made by the respondent prior
to the opening must be initialed and dated by the respondent. No changes or
corrections will be allowed after submittals are opened.
D. The City of Pensacola is not liable for any costs incurred by any interested party
in responding to this RFQ.
E. By responding to this RFQ you are giving permission to the City to contact anyone
you name as an associate, client, sub-Consultant or reference to confirm
information provided.
F. No Contingency Fees: By responding to this solicitation, each Respondent
warrants that it has not and will not employ or retain any company or person, other
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than a bona fide employee working solely for the company, to solicit or secure an
agreement pursuant to this solicitation and that it has not and will not pay or agree
to pay any person, company, corporation, individual or company, other than a
bona fide employee working solely for the company, any fee, commission,
percentage, gift, or other consideration contingent upon or resulting from the
award or making of an agreement.
I. PURPOSE
The purpose of this RFQ is to identify multiple highly qualified financial institutions who
can provide financial management, underwriting, loan administration and compliance
oversight services for CRA and/or city approved programs.
Contracts offered through this RFQ process are intended to augment City of Pensacola
(City) staff in areas where additional financial expertise and work force are needed when
loan programs are made available. These contracts will allow the City to solicit proposals
directly from the Consultants selected through this RFQ process for individual loan
projects, or tasks, and to procure needed services without soliciting separate competitive
proposals for every project or task.
The City reserves the right to at any time solicit separate competitive proposals for any
and all projects or tasks, regardless of fee or value. Selection by the City as a financial
management Consultant does not guarantee that the Consultant will be called on a
regular basis during the contract term, nor does it guarantee a minimum level of
compensation with respect to volume of work or fees.
The City is seeking qualifications from highly competent and established financial
institutions and/or firms under this RFQ. It is anticipated that the City will enter into
contracts with multiple financial institutions for the scope of services as described herein.
Work will be assigned on as-needed continuing services contract basis.
II. SCOPE OF SERVICES
The City of Pensacola and its Community Redevelopment Agency (CRA) (collectively, the
"City") offer housing and community development programs that include financial lending
components. To support the administration of these programs, the City is seeking to
engage qualified financial institutions and/or firms to perform financial and loan
development and management, underwriting, loan administration and servicing and
compliance monitoring services..
The selected institutions/firms will serve as an expert advisor to the city on the appropriate
processes needed to ensure the program(s) comply with all applicable financial
regulations and meet the City's goals and objectives defined in each program's
establishing documents.
Currently, the CRA is in the process of developing a Small Scale Affordable Housing
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Rental Program. See Exhibit A for sample program policy. Other programs which may
require such support services include commercial improvement programs and housing
programs.
The selected financial institutions/firms ("Consultants") shall provide professional financial
services to support the City of Pensacola and its Community Redevelopment Agency
(CRA) in the implementation and ongoing management of loan programs developed by
the City and/or CRA. Services shall include, but are not limited to, the following:
1. Program Support and Consultation
1.1. Provide expert guidance to City and CRA staff on industry-standard lending
practices, financial regulations, and risk management protocols.
1.2. Assist in the development of loan program processes, eligibility criteria,
documentation requirements, and evaluation frameworks.
1.3. Recommend procedures to ensure compliance with all applicable federal, state,
and local financial regulations.
2. Loan Application Intake and Underwriting
2.1. Receive, review, and process loan applications submitted through City and/or
CRA programs.
2.2. Conduct comprehensive underwriting to assess applicant eligibility, financial
capacity, creditworthiness, and project feasibility.
2.3. Prepare underwriting reports with recommendations for approval, denial, or
conditional approval.
2.4. Verify documentation submitted by applicants, including financial statements,
tax returns, project budgets, and collateral information.
3. Loan Closing and Documentation
3.1. Prepare all required loan documents consistent with applicable lending
standards and program requirements.
3.2. Coordinate loan closings, including execution of agreements, promissory notes,
and security instruments.
3.3. Record and maintain all loan documents in accordance with regulatory and
program guidelines.
4. Loan Servicing and Administration
4.1. Establish and manage loan accounts, including payment processing, escrow
administration (if applicable), and tracking of outstanding balances.
4.2. Monitor borrower performance and compliance with loan terms.
4.3. Provide customer service to borrowers regarding payment schedules, account
status, and loan conditions.
4.4. Administer loan modifications, restructuring, or deferments when authorized by
the City or CRA.
5. Compliance Monitoring, Inspections and Reporting
5.1. Provide ongoing compliance oversight throughout the life of each loan to ensure
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adherence to all regulatory, contractual, and program requirements.
5.2. Conduct regular reviews of borrower documentation, project performance,
insurance requirements, and other obligations.
5.3. Notify the City of any compliance deficiencies and recommend corrective
actions.
5.4. Prepare and deliver periodic reports to the city summarizing loan performance,
delinquencies, compliance status, and other relevant metrics.
5.5. Maintain detailed audit-ready records for all loan activities.
5.6. Conduct physical Housing Quality Standards (HQS) inspections by a certified
HQS Inspector at minimum annually or as determined to be best practice by the
Department of Housing and Urban Development (HUD).
5.7. Provide HQS Inspection report(s) to City annually and provide remediation
requirements needed to pass HQS inspection for units with failing HQS reports.
6. Collections and Delinquency Management
6.1. Monitor loans for late payments, defaults, or financial distress.
6.2. Implement appropriate collection procedures consistent with program guidelines
and industry standards.
6.3. Recommend remedial actions or enforcement measures when necessary.
7. Program Coordination and Communication
7.1. Attend meetings with City and/or CRA staff, stakeholders, or governing bodies
as requested.
7.2. Coordinate with the City's designated representatives to ensure smooth
program implementation and issue resolution.
7.3. Provide timely responses to all City inquiries related to loan applicants,
borrowers, or program operations.
8. Data Management and Confidentiality
8.1. Maintain secure, confidential records and databases for all loan program
activities.
8.2. Provide the City with access to all data, reports, and documentation related to
loan management and compliance.
8.3. Ensure compliance with all applicable laws regarding data security, privacy, and
records retention.
Minimum Qualifications of Consultant
To be considered for selection, the Consultant must meet the following minimum
qualifications:
1. Licensed Financial, Member of the Federal Home Loan Bank or CDFI Institution
1.1. Must be a federally or state-chartered financial institution authorized to conduct
lending and loan servicing activities in the State of Florida.
1.2. Must be in good standing with all applicable regulatory agencies.
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2. Experience in Underwriting and Loan Management
2.1. A minimum of five (5) years of demonstrated experience in underwriting, loan
administration, and loan servicing.
2.2. Experience managing loan programs for public agencies, community
development organizations, or similar entities is preferred.
3. Compliance and Regulatory Expertise
3.1. Demonstrated knowledge of federal, state, and local financial regulations
applicable to public lending programs.
3.2. Proven experience providing compliance oversight throughout the life of loans,
including monitoring, reporting, and audit preparation.
4. Financial Capacity and Stability
4.1. The institution must demonstrate financial stability through recent audited
financial statements or other accepted documentation.
4.2. Must meet minimum capitalization requirements established by regulatory
authorities.
5. Staff Qualifications
5.1. Key personnel assigned to this contract must have relevant professional
backgrounds in underwriting, loan servicing, regulatory compliance, or financial
risk management.
5.2. Preferably includes staff with certifications such as Certified Financial Services
Auditor (CFSA), Certified Regulatory Compliance Manager (CRCM), or similar
financial credentials.
5.3. HQS Inspectors must be HUD certified. HQS inspectors may be engaged as
subcontractors.
6. Technology and Data Management Capability
6.1. Must have secure, modern systems for loan tracking, payment processing, and
document retention.
6.2. Must adhere to applicable data privacy and cybersecurity standards, including
the ability to maintain audit-ready records.
7. Capacity to Provide Ongoing Support
7.1. Must demonstrate the ability to support long-term loan servicing and compliance
monitoring over the full duration of each loan.
7.2. Must provide adequate staffing and resources to respond to City and CRA needs
in a timely manner.
8. Past Performance and References
8.1. Must provide at least three (3) references from organizations for which similar
services have been provided.
8.2. References should reflect performance related to underwriting, loan servicing,
compliance, or public-sector financial management.
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9. Insurance Requirements
9.1. Must meet all insurance requirements established by the City, including but not
limited to general liability, professional liability (errors and omissions), and
workers' compensation.
III. SUBMITTAL FORMAT REQUIREMENTS & EVALUATION CRITERIA
The selection criteria and points that will be used in ranking the submittals are noted
in Section B. below. Submittals shall be limited to fifty (50) single-sided 8 12 x11"
pages.
Page count EXCLUDES the cover, cover letter, table of contents, section dividers,
attached audits and any City-provided form(s).
Submissions shall be bound with spiral or similar binding that ensures the integrity of
the submission. Each section in the submittal should follow the format/organization
noted in this section (Sections 1. The City reserves the right to select directly from
the Statements of Qualifications.
An Authorized Representative of the company shall sign submittals. All information
requested must be submitted. Failure to submit all information may result in a lowered
evaluation score of the submittal. At its discretion, the City may waive minor
discrepancies or reject submittals substantially incomplete or lacking key information.
A. Submittal Requirements
Consultants shall submit one complete proposal plus five (5) additional copies,
plus one (1) complete, identical electronic copy (SINGLE PDF) on flash drive or
CD containing the following information, presented in the order listed below:
1. Cover Letter
* Brief introduction of the institution, statement of interest, and summary of
qualifications.
* Identification of the primary point of contact.
2. Qualifications and Experience
* Description of the firm's background, years in operation, and licensing status.
* Demonstration of relevant experience in underwriting, loan servicing, and
compliance monitoring.
* Description of past work with government agencies, CRA programs, or
community development lending (if applicable).
3. Key Personnel
* Resumes or bios for all personnel assigned to the project.
* Description of everyone's role, qualifications, and relevant certifications.
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4. Approach to Services
* Detailed description of how the Consultant will deliver each component of the
Scope of Services.
* Explanation of underwriting methodology, servicing processes, compliance
monitoring procedures, and borrower communication protocols.
* Description of customer service practices and escalation procedures.
5. Technology and Data Security
* Description of loan management systems, data security protocols, and
cybersecurity standards.
* Ability to provide audit-ready records, secure document retention, and
borrower account access.
6. Financial Stability
* Recently audited financial statements (3 years preferred) or documentation
demonstrating financial capacity and stability.
* Any regulatory reports or disclosures relevant to financial standing.
7. References
* Minimum of three (3) references from clients who have received similar
services.
* Include contact names, titles, phone numbers, and descriptions of services
provided.
8. Rate Sheet
* An hourly rate sheet will be required to be included in contract upon intent to
award.
B. Evaluation Criteria
Proposals will be evaluated using the criteria below for a total possible
score of 100 points.
1. Experience and Firm Qualifications - 30 points
* Demonstrated experience underwriting and servicing loan programs.
* Experience with public-sector lending or CRA-related programs.
* Relevant institutional credentials and regulatory standing.
2. Key Personnel - 15 points
* Qualifications and expertise of assigned staff.
* Relevant certifications (CRCM, CFSA, underwriting credentials, HQS
certification etc.).
* Demonstrated capacity to support long-term program operations.
3. Approach to Scope of Services - 30 points
* Clarity and quality of proposed methodologies for underwriting, servicing, and
compliance monitoring.
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* Demonstrated understanding of public-sector requirements.
* Strength of proposed program oversight, risk management, and borrower
support processes.
4. Technology, Data Security, and Systems Capability - 10 points
* Adequacy and security of loan-management platforms.
* Ability to meet City data privacy and recordkeeping requirements.
* Systems for reporting, monitoring, and audit preparation.
5. Financial Stability - 10 points
* Strength of financial statements and regulatory standing.
* Evidence of institutional capacity to support the contract.
6. References and Past Performance - 5 points
* Quality and relevance of past performance.
* Satisfaction of previous clients with similar scopes of work.
C. Evaluation Process
A selection committee will rank the submittals using the evaluation sheet for the
written submittals. Based upon the written submittals, the City may choose to hear
oral presentations, and to select up to five firms to give oral presentations to the
selection committee. Consultants selected for presentations/interviews will be
required to have the proposed project manager present to participate in the
presentation/interview. Presentations/interviews will be conducted in-person only.
Each Consultant will be allowed up to 30 minutes for a formal presentation, consisting
of a reiteration of the written qualification demonstrating the Consultant's grasp of the
project. The formal presentation will be followed by 15 minutes of Questions &
Answers (Q&A). Any unused formal presentation time will be added to the Q&A
period. A projection system is available, but presenters are requested to bring their
own laptop and flash drives containing the complete presentation and any handouts.
The selection committee would prefer a PowerPoint presentation. The presentations
are closed to the public. The committee deliberations following the last presentation
will be open to the public.
The evaluation committee will make a recommendation to the Mayor regarding the
selection of the firms based upon the formal presentations/interviews. The Mayor will
then forward his recommendation for award to the City and/or City Council for their
approval.
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