In accordance with the attached specifications, Pinellas County intends to establish a contract with a qualified and experienced loan servicer for Loan Administration Services, as and when required, for the County’s mortgage loan portfolio. This contract will include, but is not limited to, the items listed in the Scope of Work.
Pinellas County desires to contract for Loan Administration Services for Pinellas County's amortizing loan portfolio consisting of amortizing mortgages with and without escrow. Loans in the County’s portfolio are funded through various sources including, but not limited to:
The following data for the loan portfolio is current as of 3/31/2026.
- OBJECTIVE/JUSTIFICATION —
The purpose of this request is for Pinellas County to acquire professional loan administration services related to servicing the County's amortizing loan portfolio. The County seeks proposals form qualified loan servicers with demonstrated experience and proven capacity in servicing an approximately 275 loan portfolio funded by federal, state, and local funding.
- INTENT —
In accordance with attached specifications, it is the intent of Pinellas County to establish a contract for Loan Administration Services to be ordered as and when required.
- INSTRUCTIONS & PROCEDURES —
PREPARATION OF SUBMITTAL - Submittal will be prepared in accordance with the following:
Submittals must be uploaded on forms furnished, utilizing the OpenGov procurement website. Failure to comply could result in the submission being rejected.
If price is factor, unit prices must be shown and where there is an error in extension of price, the unit price will govern.
Alternate submittals will not be considered unless authorized by the solicitation.
Proposed delivery time must be shown and any date calculations must include weekends and holidays.
Contractor is advised that exceptions to any terms and conditions contained or referenced in this solicitation must be stated with specificity in its response to the solicitation. Contractor is deemed to have accepted and to be bound by the solicitation and referenced agreement terms and conditions that contractor does not take exception to in its response. The County reserves the right to modify or add terms and conditions based upon the exceptions stated by the contractor, or to declare any terms and conditions non-negotiable, as determined by the County in its sole discretion.
Contractors will thoroughly examine the drawings, specifications, schedule, instructions and/or all other solicitation documents.
Contractors will make all investigations necessary to thoroughly inform themselves regarding plant and facilities for delivery of material and equipment as required by the solicitation. Plea of ignorance by the contractor of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the contractor to make the necessary examinations and investigations, or failure to fulfill in every detail the requirements of the solicitation documents, will not be accepted as a basis for varying the requirements of the County or the compensation to the contractor.
Contractors are advised that all County solicitations are subject to all legal requirements provided for in the Purchasing Ordinance and/or State and Federal Statutes.
SUBMITTAL METHOD & FORMAT
Submittals must be uploaded in the Vendor Questionnaire section of this solicitation. Submittals sent via email, facsimile, or delivered in-person will not be considered.
The preferred format for submittal is PDF conversion from your source files (to minimize file size and maximize quality and accessibility) rather than scanning. Instructions for Providing Files in PDF Format to Pinellas County Government:
How do I convert my files to PDF format?
Answer- If you have a program such as Adobe Acrobat, creating a PDF of any file is a simple print function. Rather than printing to a traditional printer, the file converts to a PDF format copy of your original. Any program (such as Word, PowerPoint, Excel, etc.) can be converted this way by simply selecting the print command and choosing PDF as the printer.
Should I scan everything and save as PDF?
Answer- Not unless you are scanning with OCR (optical character recognition). Scanning will create unnecessarily large files because a scan is just a picture of a page rather than actual page text. Furthermore, the result of scanning is that your pages will not look nearly as “clean” or professional as simply using the print to PDF method from the program from which the file originates. Additionally, since scan pages are pictures of text, not really text, they may not be considered accessible* under Federal ADA guidelines (*unless the scans are OCR.)
SUBMITTALS FROM RELATED PARTIES OR MULTIPLE SUBMITTALS RECEIVED FROM ONE CONTRACTOR
Where two (2) or more related parties each upload a submittal, or multiple submittals are received from one (1) contractor, for any solicitation, such submittals will be judged non-responsive. Related parties mean contractors or the principles thereof, which have a direct or indirect ownership interest in another contractor for the same solicitation or in which a parent company or the principles thereof of one (1) contractor have a direct or indirect ownership interest in another contractor for the same solicitation.
INTEGRITY OF SOLICITATION DOCUMENTS
Contractors will use the original solicitation form(s) provided by the Purchasing & Risk Management Division and enter information only in the spaces where a response is requested. Contractors may use an attachment as an addendum to the solicitation form(s) if sufficient space is not available on the original form for the contractor to enter a complete response. Any modifications or alterations to the original solicitation documents by the contractor, whether intentional or otherwise, will constitute grounds for rejection of a solicitation. Any such modifications or alterations a contractor wishes to propose must be clearly stated in the contractor’s submittal response and presented in the form of an addendum to the original solicitation documents.
LATE SUBMISSION OR MODIFICATIONS
Submittals and modifications received after the time set for the submission will not be considered. This upholds the integrity of the process.
Modifications in writing received prior to the time set for the submittal will be accepted.
WITHDRAWAL OF SUBMITTAL
The submittal may be withdrawn prior to the solicitation opening date.
WRITTEN REQUESTS FOR INTERPRETATIONS/CLARIFICATIONS
No oral interpretations will be made to any firms as to the meaning of specifications or any other contractor documents. All questions pertaining to the terms and conditions or scope of work of this solicitation must be sent in writing (electronically) to the Purchasing Division and received by the date specified in solicitation. Responses to questions may be handled as an addendum if the response would provide clarification to requirements of the solicitation. All such addenda will become part of the agreement documents. The County will not be responsible for any other explanation or interpretation of the proposed solicitation made or given prior to the award of the agreement. The Purchasing Division will be unable to respond to questions received after the specified time frame.
REJECTION OF SUBMISSION
The County may reject a submittal if:
- The contractor incorrectly states or conceals any material fact in the solicitation.
- The solicitation does not strictly conform to the law or requirements of solicitation including insurance requirements.
- The solicitation is conditional, except that the contractor may qualify its submittal for acceptance by the County on an "all or none" basis, or a "low item" basis. An "all or none" basis submittal must include all items upon which the contractor was invited.
- The respective constitutional officer, County Administrator, on behalf of the Board of County Commissioners or within their delegated financial approval authority, or Director of Purchasing, within their delegated financial approval authority, has the authority when the public interest will be served thereby to reject all submittals or parts of submittals at any stage of the procurement process through the award of an agreement.
- The County reserves the right to waive minor informalities or irregularities in any submittal.
PUBLIC REVIEW AT OPENING
Pursuant to Florida Statute, Section 119.071(1)(b)2, all submittals will be subject to review as public records after 30-days from opening, or earlier if an intended decision is reached before the thirty-day period expires. Unless a specific exemption exists, all documents submitted will be released pursuant to a valid public records request. All trade secrets claims must be dispositively determined by a court of law prior to trade secret protection being granted.
TABULATION INQUIRIES
Inquiries relating to the results of this solicitation, prior to the official award by the Pinellas County Board of County Commissioners may be made by visiting OpenGov or by visiting pinellas.gov/public-records after 30 days to comply with Florida Statute, Section 119.071(1)(b)2.
- INSURANCE (General) —
The Vendor must provide a certificate of insurance and endorsement in accordance with the insurance requirements listed below, prior to recommendation for award. The Vendor shall obtain and maintain, and require any subcontractor to obtain and maintain, at all times during its performance of the Agreement in Phase 1 insurance of the types and in the amounts set forth. For projects with a Completed Operations exposure, Vendor shall maintain coverage and provide evidence of insurance for 2 years beyond final acceptance. All insurance policies shall be from responsible companies duly authorized to do business in the State of Florida and have an AM Best rating of VIII or better.
- NON-NEGOTIABLE TERMS —
The County has deemed the following contract terms, Pinellas County Purchase Order Standard Terms & Conditions - Pinellas County. to be non-negotiable.
- ADA REQUIREMENT FOR PUBLIC NOTICES —
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 727-464-4062 (voice/tdd) fax 727-464-4157.
- BACKGROUND —
Pinellas County's amortizing loan portfolio consists of amortizing mortgages with and without escrow. Loans in the County’s portfolio are funded through various sources including, but not limited to:
Federal Funding
- Community Development Block Grant (CDBG) Program
- HOME Investment Partnerships (HOME) Program
- Neighborhood Stabilization Program (NSP)
State of Florida Funding
- State Housing Initiatives Partnership (SHIP) Program
Local Government Funding
- Pinellas County Housing Trust Fund (HTF)
- Pinellas County General Fund (GF)
The following data for the loan portfolio is current as of 3/31/2026.
- Number of Loans: 272
- Number of Escrowed Loans: 24
- Principal Balance: $12,704,707.96
- Terms: Fixed-rate loans ranging in interest rates from 0-5%
- Types of Loans:
- 1st Mortgage
- 2nd Mortgage Down Payment Assistance
- Multi-Family Development
- Home Improvement
- Mortgages held on properties in Pinellas County Land Trust
- Performance: Current Delinquency Rate > 30 day is 15%
- Average New Loans Monthly: 1-2
- INSURANCE (Requirements) —
Submittals should include, the Vendor’s current Certificate(s) of Insurance. If Vendor does not currently meet insurance requirements, Vendor shall also include verification from their broker or agent that any required insurance not provided at that time of submittal will be in place prior to the award of contract. Upon selection of Vendor for award, the selected Vendor shall email certificate that is compliant with the insurance requirements. If the certificate received is compliant, no further action may be necessary. The Certificate(s) of Insurance shall be signed by authorized representatives of the insurance companies shown on the Certificate(s).
The Certificate holder section shall indicate Pinellas County, a Political Subdivision of the State of Florida, 400 S Fort Harrison Ave, Clearwater, FL 33756. Pinellas County, a Political Subdivision shall be named as an Additional Insured for General Liability. A Waiver of Subrogation for Workers Compensation shall be provided if Workers Compensation coverage is a requirement.
Approval by the County of any Certificate(s) of Insurance does not constitute verification by the County that the insurance requirements have been satisfied or that the insurance policy shown on the Certificate(s) of Insurance is in compliance with the requirements of the Agreement. County reserves the right to require a certified copy of the entire insurance policy, including endorsement(s), at any time during the Bid and/or contract period.
If any insurance provided pursuant to the Agreement expires or cancels prior to the completion of the Work, you will be notified by CTrax, the authorized vendor of Pinellas County. Upon notification, renewal Certificate(s) of Insurance and endorsement(s) shall be furnished to Pinellas County Risk Management at
InsuranceCerts@pinellascounty.org and to CTrax c/o JDi Data at
PinellasSupport@ididata.com by the Vendor or their agent prior to the expiration date.
Vendor shall also notify County within twenty-four (24) hours after receipt, of any notices of expiration, cancellation, nonrenewal or adverse material change in coverage received by said Vendor from its insurer Notice shall be given by email to Pinellas County Risk Management at
InsuranceCerts@pinellascounty.org. Nothing contained herein shall absolve Vendor of this requirement to provide notice.
Should the Vendor, at any time, not maintain the insurance coverages required herein, the County may terminate the Agreement,.
If subcontracting is allowed under this Bid, the Primary Vendor shall obtain and maintain, at all times during its performance of the Agreement, insurance of the types and in the amounts set forth; and require any subcontractors to obtain and maintain, at all times during its performance of the Agreement, insurance limits as it may apply to the portion of the Work performed by the subcontractor; but in no event will the insurance limits be less than $500,000 for Workers’ Compensation/Employers’ Liability, and $1,000,000 for General Liability and Auto Liability if required below.
All subcontracts between the Vendor and its Subcontractors shall be in writing and are subject to the County’s prior written approval. Further, all subcontracts shall
Require each Subcontractor to be bound to the Vendor to the same extent the Vendor is bound to the County by the terms of the Contract Documents, as those terms may apply to the portion of the Work to be performed by the Subcontractor;
Provide for the assignment of the subcontracts from the Vendor to the County at the election of Owner upon termination of the Contract;
Provide that County will be an additional indemnified party of the subcontract;
Provide that the County will be an additional insured on all insurance policies required to be provided by the Subcontractor except workers compensation and professional liability;
Provide a waiver of subrogation in favor of the County and other insurance terms and/or conditions
Assign all warranties directly to the County; and
Identify the County as an intended third-party beneficiary of the subcontract. The Vendor shall make available to each proposed Subcontractor, prior to the execution of the subcontract, copies of the Contract Documents to which the Subcontractor will be bound by this Section C and identify to the Subcontractor any terms and conditions of the proposed subcontract which may be at variance with the Contract Documents.
Each insurance policy and/or certificate shall include the following terms and/or conditions:
The Named Insured on the Certificate of Insurance and insurance policy must match the entity’s name that responded to the solicitation and/or is signing the agreement with the County.
Companies issuing the insurance policy, or policies, shall have no recourse against County for payment of premiums or assessments for any deductibles which all are at the sole responsibility and risk of Vendor.
The term "County" or "Pinellas County" shall include all Authorities, Boards, Bureaus, Commissions, Divisions, Departments and Constitutional offices of County and individual members, employees thereof in their official capacities, and/or while acting on behalf of Pinellas County.
All policies shall be written on a primary, non-contributory basis.
The minimum insurance requirements and limits for this Agreement, which shall remain in effect throughout its duration and for two (2) years beyond final acceptance for projects with a Completed Operations exposure, are as follows:
- REQUIREMENTS —
Selected vendor must meet the following minimum requirements:
- Ten (10) years previous experience in loan servicing.L
- Licensing/certification requirements (mortgage servicing, public info disclosure, etc.) as required to provided services listed herein.
-
- LOBBYING —
All Contractors agree to adhere to Pinellas County Code Section 2-189, which states:
Lobbying shall be prohibited on all county competitive selection processes and purchasing contract awards pursuant to this division, including, but not limited to, requests for proposals, requests for quotations, requests for qualifications, bids or the award of purchasing contracts of any type. The purpose of this prohibition is to protect the integrity of the procurement process by shielding it from undue influences prior to the contract award, or the competitive selection process is otherwise concluded. However, nothing herein shall prohibit a prospective respondent/proposer/protestor from contacting the Purchasing Department or the County Attorney's Office to address situations such as clarification and/or pose questions related to the procurement process.
Lobbying of evaluation committee members, county government employees, elected/appointed officials, or advisory board members regarding requests for proposals, requests for quotations, requests for qualifications, bids, or purchasing contracts, by the respondent, any member of the respondent's staff, any agent or representative of the respondent, or any person employed by any legal entity affiliated with or representing a respondent, is strictly prohibited from the date of the advertisement, or on a date otherwise established by the Board, until either an award is final, or the competitive selection process is otherwise concluded. Any lobbying activities in violation of this section by or on behalf of a respondent/proposer shall result in the disqualification or rejection of the proposal, quotation, statement of qualification, bid or contract.
For purposes of this provision, "lobbying" shall mean influencing or attempting to influence action or non-action, and/or attempting to obtain the goodwill of persons specified herein relating to the selection, ranking, or contract award in connection with any request for proposal, request for quotation, request for qualification, bid or purchasing contract through direct or indirect oral or written communication. The final award of a purchasing contract shall be the effective date of the purchasing contract.
Any evaluation committee member, county government employee, elected/appointed official, or advisory board member who has been lobbied shall immediately report the lobbying activity to the director.
(Ord. No. 02-35, 5-7-02; Ord. No. 04-64, § 12, 9-21-04; Ord. No. 04-87, § 1, 12-7-04; Ord. No. 10-09, § 6, 2-16-10; Ord. No. 11-23, § 2, 7-26-11; Ord. No. 14-11, § 5, 2-11-14; Ord. No. 18-34, 10-23-18).
- QUANTITIES —
Any quantities stated are an estimate only and no guarantee is given or implied as to quantities that will be used during the Agreement period. Estimated quantities are based upon previous use and/or anticipated needs.
- COMMERCIAL GENERAL LIABILITY INSURANCE —
Includes, but not limited to, Independent Vendor, Contractual Liability Premises/Operations, Products/Completed Operations, and Personal Injury. No explosion, collapse, or underground damage exclusions allowed.
Limits
Combined Single Limit Per Occurrence $ 1,000,000
Products/Completed Operations Aggregate $ 2,000,000
Personal Injury and Advertising Injury $ 1,000,000
General Aggregate $ 2,000,000
- AWARD OF CONTRACT - ITQ —
- The County reserves the right to accept and award item by item, and/or by group, or in the aggregate.
Prices quoted must be Free on Board (FOB) Pinellas County with all transportation charges prepaid unless otherwise specified in the Invitation to Quote.
A written award of acceptance (Purchase Order), mailed or otherwise furnished to the successful respondent, will result in a binding contract without further action by either party.
- PRICING/PERIOD OF CONTRACT —
Unit prices submitted of listed items will be held firm for the duration of the Agreement. Duration of the Agreement will be through delivery and acceptance of all goods/services by County representative.
- DELIVERABLES —
Selected Vendor will provide all labor, systems, tools, and administrative support necessary to perform comprehensive loan administration services for a small portfolio of mortgage loans. Deliverables must meet all applicable federal, state, and local regulatory requirements and align with industry-standard servicing practices.
Required deliverables include:
Loan Onboarding
- Accurate setup of each loan in servicing system, including amortization schedules, interest rates, maturity dates, and escrow requirements, if applicable.
- Confirmation of data integrity through reconciliation reports delivered to the County.
- Completion of onboarding within the timeline proposed in the Vendor's quote.
Payment Processing
- Monthly collection and posting of borrower payments, including principal, interest, escrow, and fees.
- Reconciliation of payment activity and remittance of funds to County as required.
- Processing of partial payments, returned payments, and payment reversals with documented audit trails.
- Preparation and issuance of payoff statements upon request.
Escrow Administration
- Establishment and maintenance of escrow accounts for taxes, insurance, and other required reserves.
- Annual escrow analyses and borrower notifications.
- Timely disbursement of tax and insurance payments to ensure no lapse in coverage or delinquency.
- Monitoring of insurance renewals and hazard‑insurance compliance for escrowed loans.
Borrower Communication & Customer Service
Technology & Data Security
- Use of a secure, industry‑standard loan servicing platform with audit capabilities.
- Protection of borrower and County data in accordance with applicable privacy laws.
- Secure file‑transfer protocols for all data exchanges.
- System availability standards and disaster‑recovery procedures.
Transition & Closeout Support
- Cooperation with the County in the event of servicing transfer or contract termination.
- Delivery of complete servicing files, payment histories, escrow balances, and borrower communications.
- Final reconciliation of all accounts and escrow balances.
- Scope of Work Outline Example —
- SERVICING REQUIREMENTS
- General Requirements
- Collect mortgage payments and payoffs, escrow for taxes and insurance when applicable, and applicable late fee payments from the mortgagor from the delivery date of the mortgage until the principal and interest are paid in full.
- Submit invoice to County for the agreed upon service fees broken down by funding category in accordance with the fee schedule, within 7 days following the end of each month.
- Upon approval of invoice, remit to County the collected mortgage payments, minus the agreed upon service fees and late fees collected, within 5 days following the notification of approval of invoice.
- Analyze escrow payments on a yearly basis, make appropriate adjustments, and coordinate associated payments with County Tax Collector and insurance carriers.
- Print appropriate IRS 1098 Interest Paid forms, mail same to each mortgagor with interest payments more than $600, electronically submit this same form to the IRS, and provide copy of each IRS 1098 form to County.
- Notify mortgagor and County of deficiencies within escrow accounts at least 30 days prior to required payment from the escrow accounts, at no cost to the mortgagor or the County.
- Provide payment options to the mortgagor including automatic payment, on-line payment, pay-by-phone, and mail-in, at no cost to the mortgagor or the County.
- Set-up new loan accounts for mortgagors and for those loan accounts transferred from the current loan servicer.
- Notify mortgagor in writing by certified mail and via phone of loans in excess of 30 days, including 1st, 2nd, and 3rd notices (see Delinquency) and provide copy of each written notice to County.
- Execute set-up of loan modification(s) of existing loans within two (2) weeks of request from the County.
- Respond to payoff quotes within two (2) business days of request from the County and/or mortgagor.
- Notify County of requests from outside entities for payoffs and notification of mortgagor bankruptcy or foreclosure.
- Selected Servicer’s website/mortgagor portal must be ADA accessible, following Web Content Accessibility Guidelines as metrics for accessibility.
- Determine licensing requirements in Florida and abide by all necessary federal and state laws, regulations, statutes, and related rules, including those promulgated by the Consumer Finance Protection Board (CFPB) pertaining to loan servicing.
- Collections from Mortgagor
- Effective from the date of delivery of the mortgages and continuously thereafter until the principal and interest are paid in full, the Selected Servicer shall maintain individual mortgagor files consisting of tax records, insurance policies, and correspondence under the mortgages as and when the same shall become due and payable, deposit and record such payments within two (2) business days of receipt, and remit to the County the aggregate of such payments in accordance with the terms hereof.
- Service the mortgages in accordance with acceptable mortgage practices of prudent lending institutions.
- Provide to the mortgagor, at no cost to the mortgagor or County, an annual statement and, upon request, an individual quarterly statement, a payment coupon book, mortgage payoff amounts and confirmation of payoff dates, a 15-day past due notice, and a notice of delinquency (as applicable to the loan type).
- Remittances and Handling of Funds
- Establish a trust account, if required by law, regulation or statute, to hold all funds collected on behalf of the County, preferably in an interest-bearing account.
- Remit monthly to the County, all funds collected from the mortgages, minus agreed upon service fees and late payment fees, which are applicable to the payment of the principal, and interest and other charges, except amounts received for property taxes and insurance to be held in escrow.
- Until such funds are paid to the County, segregate and hold for the County, in a special custodial account or accounts, all funds received for, or for the benefit of the County. Such trust account or accounts shall be maintained in a bank, the accounts of which shall be insured by the Federal Deposit Insurance Corporation. Such account or accounts shall be specifically designated in such a manner as to comply with the applicable rules and regulations of the Federal Deposit Insurance Corporation. Records shall clearly show the respective interest of the County and of each individual mortgagor and all accounts maintained as aforesaid.
- If the Selected Servicer is a banking institution, Selected Servicer may maintain the aforementioned trust account or accounts within its banking facility provided, however, the account, with respect to each separate mortgage, is insured by the Federal Deposit Insurance Corporation.
- Maintain appropriate bookkeeping records of each mortgagor, showing the amount applicable to principal, interest, taxes, and hazard insurance.
- Delinquency of Mortgagor
- In the event that principal and interest and any other charges with respect to any mortgages are not paid on or before the 15th day of the month, or within other specified grace periods, in which they become due and payable, notify mortgagor of such delinquency by means of an appropriate letter, phone call and/or email, if available.
- If full monthly payments of principal and interest and other charges are not paid on or before the first day of the month following the month in which they become due and payable, notify the mortgagor by certified mail and the County of such delinquency in writing.
- Reporting Requirements
- Categorize and report payment remittance in a manner that distinguishes the State, Federal, or local funding source which provided the initial funding.
- Categorize and report account summary showing all accounts being serviced in a manner that distinguishes the State, Federal, or local funding source which provided the initial funding.
- Provide monthly reports to the County by the 10th of the month including, but not limited to (see Reports):
- Monthly Trial Balance
- Delinquency
- Defaults
- Mortgage Remittance
- Mortgage Curtailment
- Prepaid
- Payoffs/Releases/Satisfactions
- Loan Additions/Removals
- Loan Maturity
- Reconciliation
- Foreclosure
- Bankruptcy
- Report loans to no fewer than three (3) credit bureaus and respond to disputed credit reports filed by the mortgagor within 30-days of reported dispute.
- File Retention Requirements
- Maintain individual mortgagor records consisting of payment history, tax records, insurance policies, and any correspondence to or from the mortgagor.
- Maintain records associated with the loan in accordance with Florida Statutes, federal, and/or state grant requirements. For example, records associated with SHIP funded loans must be retained for a period of 10 years following the satisfaction or payoff of the loan.
- Make records associated with mortgages available to the County within two (2) business days of request.
- Make available the financial statements, books and records of the servicer for examination and audit by the County, or its designated agent, upon request within 30 days.
- LIMITATION OF SERVICER AUTHORITY
- The Selected Servicer is authorized only to receive and forward the monthly payments as provided in the notes and mortgages for interest, amortization of principal, service charges, curtailments and principal and other charges. The Selected Servicer is not authorized or empowered to waive or vary the terms of any note or mortgage and shall not at any time waive or consent to a postponement of strict compliance on the part of the mortgagors with any term, provisions or covenant of the mortgages, nor grant, in any other manner, indulgence to any mortgagor. The Selected Servicer shall not be authorized to allow any assumptions or assignments of notes and mortgages. The Selected Servicer shall be authorized to provide escrow payments for property taxes and insurance on accounts with escrow shortages, after notifying County of escrow shortage and receiving, within 48-hours of notification, County’s choice of mortgagor repayment schedule.
- VACANCIES AND SALES
- The Selected Servicer shall promptly notify the County of any vacancies in any of the mortgaged premises, which comes to its attention. The Selected Servicer shall promptly notify the County of any sale or transfer of the legal or equitable title to any of the mortgaged premises which also comes to its attention.
- RECORDS
- The Selected Servicer shall keep satisfactory books and records pertaining to the mortgages and upon the termination of this Agreement, the County shall be permitted, at its own expense, to make Photostat or other copies of such, of these records, as it may desire. Such books and records as may be removed from the Selected Servicer’s office for the purpose of photo stating or copying, shall be returned within a reasonable time. The Selected Servicer shall maintain and preserve all records with respect to each mortgage or loan serviced hereunder for the County until each such mortgage or loan shall have been paid in full and satisfied, and no such records of the Selected Servicer shall be destroyed, except in accordance with Florida Statutes, federal, state grant requirements, without the County’s prior written consent.
- AUDIT
- The Selected Servicer shall be required to furnish to the County a financial statement at least once each year, at no cost to the County, within sixty (60) days of Selected Servicer’s fiscal year end, and the books and records of the Selected Servicer, applicable to the mortgages, shall be subject to examination and audit by the County, or its designated agent, at any reasonable time.
- ASSIGNMENT
- The Mortgage Servicing Agreement shall not be assignable by the Selected Servicer, or its successors, without the written consent of the County. The Mortgage Servicing Agreement shall inure to the benefit of the parties thereto and their respective successors and assignors. In the event any owners of any of the mortgaged premises shall satisfy, pay and discharge the mortgage indebtedness, whether by satisfaction or assignment of such mortgage debt, then the obligations and rights the Selected Servicer under the Mortgage Servicing Agreement shall continue in full force and effect with respect to the remaining mortgages.
- MORTGAGOR INSURANCE
- The County will provide to the Selected Servicer copies of the initial insurance certificates obtained when the loans were originated, for escrowed loan accounts.
- For escrowed loan accounts, the Selected Servicer will be responsible for contacting the insurance agent in writing that the Selected Servicer is monitoring premium payments and that the Selected Servicer be notified of delinquencies and cancellations. As policies expire, the Selected Servicer will contact the insurance agent or mortgagor for a copy of their current insurance.
- The Selected Servicer shall initiate Forced Placed Insurance (FPI) on any mortgagor’s loan, with approval of the County. Selected Servicer can remove, at no cost to the County, FPI once it is determined enough escrow funds are available to purchase regular insurance. It will be the mortgagor’s responsibility to find permanent insurance and proof of same for FPI removal.
- TRAINING
- The Selected Servicer will conduct on-site training at the County’s office of the Selected Servicer’s loan software and/or website. This training is designed to equip staff with a thorough understanding of all the information available and the knowledge they need to navigate around the Selected Servicer’s site. This training will be conducted once a year at no cost to the County, if requested by County, as well as over the phone, as frequently as necessary, again at no charge to the County.
- REPORTS
- The Selected Servicer will provide standard reports to meet the County’s objectives and funding source requirements. All reports shall be provided in a manner that distinguishes the State, Federal, or local funding source and loan category, if applicable. The Selected Servicer will provide electronic reports to the County on a monthly basis. The County shall have unlimited access to account and portfolio data, and can view the information as well as generate reports that can be downloaded into Excel. At a minimum, the following reports will be required by the County:
- Client Portfolio Summary Report - Overall Summary Report that includes all of the loans, loan description, beginning and ending loan balances, number of loans closed, servicing fees, late fees, adjustments, beginning and ending loan counts.
- Delinquent Aging Report that shows the loans that are delinquent with their payments of principal and/or interest (< 30 days, 30 days, 31-59 days, 60-89 days, 90-120 days, over 120 days).
- New Loan Report showing new loans set up during the month.
- Payoff Report showing all loans paid off during the month, either by last payment zeroing out loan or as a result of payoff requests.
- Delinquency Management Report that shows all delinquent loans.
- Daily Delinquency Report identifying account number, mortgagor name, payment due date, last payment received date, past due amount, scheduled payment amount, current account balance, mortgagor telephone number, communication between Selected Servicer and mortgagor, or actions by Selected Servicer.
- Current Monthly Reconciliation Report that details all charges and/or adjustments of the remittance, by loan type and loan.
- Escrow Analysis Report - Monthly Escrow Chart of Accounts summarizing the status of all escrowed loan accounts by number and mortgagor name.
- Account Status Information Report shows an up to date description of the loan, project number, mortgagor name, loan balance, any loan payments, late payments and loan maturity dates.
- Manual Adjustment Report that shows all new loans that have been boarded and/or loans that have been removed, transferred, modified, etc. with/by approval of the County.
- Foreclosure Report that shows loans in the foreclosure process.
- Mail Returned Report that shows loans where mail sent by Selected Servicer is returned.
- Bankruptcy Report that shows loans in bankruptcy, by bankruptcy chapter.
- TERMINATION
- Upon termination of any Mortgage Servicing Agreement in any manner, the Selected Servicer shall forthwith deliver to the County a statement showing the payments collected and all monies held by it, for payment of taxes, insurance and other charges and shall immediately pay over to the County all monies so collected and held. The Selected Servicer shall further turn over to the County, at the County’s expense, all books, paper and records, or transcripts thereof, pertaining to the mortgages covered by the Agreement.
- TRANSITION REQUIREMENTS
- This section applies only in the event that the accounts are transferred from the current provider to the Selected Servicer upon the award of this Invitation to Quote. It is the responsibility of the Selected Servicer to include in the quote the cost for transferring the accounts.
- The County will coordinate with the current provider and the Selected Servicer on the transfer of the accounts.
- Transfer of accounts to be completed within 30 days of agreed upon contract start date.
- SECURITY
- The Selected Servicer agrees that it will, at all times, protect the County’s information and not make it available to any other source than the County, unless so directed by the County in writing. If a Business Associate Agreement is applicable, Selected Servicer shall provide in a form acceptable to the County, at its sole discretion.
- PROTEST PROCEDURE —
Protest procedures are governed by Pinellas County Code Section 2-162, which states:
Right to Protest. "A vendor who is aggrieved by the contents of the bid or proposal package, or a vendor who is aggrieved in connection with the recommended award on a bid or proposal solicitation, may file a written protest to the director, as provided herein. This right to protest is strictly limited to those procurements of goods and/or services solicited through invitations to bid or requests for proposals, including solicitations pursuant to F.S. § 287.055, the "Consultants' Competitive Negotiation Act." No other actions or recommendations in connection with a solicitation can be protested, including: (i) requests for quotations, negotiations, qualifications or letters of interest; (ii) rejection of some, all or parts of bids or proposals; (iii) disqualification of respondents or proposers as non-responsive or non-responsible; or (iv) recommended awards less than the mandatory bid or proposal amount. Protests failing to comply with the provisions of this section will not be reviewed."
(Ord. No. 94-51, § 5, 6-7-94; Ord. No. 04-87, § 1, 12-7-04; Ord. No. 14-11, § 2, 2-11-14; Ord. No. 18-34, 10-23-18)
- PRICING/PERIOD OF CONTRACT —
Unit prices submitted of listed items will be held firm for the duration of the Agreement. Duration of the Agreement will be for a period of 60 months from the date of Agreement award and any extension thereof.
- CONTRACT STANDARD TERMS & CONDITIONS —
The County has deemed the following contract terms, County’s Purchase Order Standard Terms & Conditions for Goods & Services to be non-negotiable. Pinellas County Purchase Order Standard Terms & Conditions - Pinellas County.
- PRICING/PERIOD OF CONTRACT —
Unit prices bid of listed items shall be held firm for the duration of the contract. Duration of the contract shall be for 60 months from the date of contract award and any extension thereof.
The contract may be extended subject to written notice of agreement from the County and successful vendor, for an additional One (1) , twenty-four (24) months beyond the primary contract period. The extension shall be exercised only if all prices, terms, and conditions remain the same and approval is granted by the County Administrator or Division Director of Purchasing.
The vendor may request the appropriate U.S. Bureau of Labor Statistics Consumer Price Index (CPI) or Producer Price Index (PPI) or other approved index adjustment twelve (12) months after the date of award and thereafter annually for the life of the contract, in an amount not to exceed the requested index average for the twelve (12) months prior.
The vendor’s request for adjustment shall be submitted 90 to 120 days prior to contract anniversary date, utilizing the available index at the time of request. The vendor adjustment request shall not be in excess of the relevant pricing index change. If no adjustment request is received from the vendor, the County will assume the vendor has agreed to continue without a pricing adjustment. Any adjustment request received outside of the 90- to 120-day period above shall not be considered. The County has the right to request pricing decreases at any time.
- EXCEPTIONS —
Contractor is advised that if it wishes to take exception to any of the terms contained or referenced in this solicitation it must explicitly identify the term and the exception in its response to the solicitation. Contractor's stated exception to a non-negotiable term may disqualify it from consideration for award.
- CYBER RISK LIABILITY (NETWORK SECURITY/PRIVACY LIABILITY) INSURANCE —
To include cloud computing and mobile devices, for protection of private or confidential information whether electronic or non- electronic, network security and privacy; privacy against liability for system attacks, digital asset loss, denial or loss of service, introduction, implantation or spread of malicious software code, security breach, unauthorized access and use; including regulatory action expenses; and notification and credit monitoring expenses with at least minimum limits as follows:
Limits
Each Occurrence $ 2,000,000
General Aggregate $ 2,000,000
For acceptance of Cyber Risk Liability coverage included within another policy required herein, a statement notifying the certificate holder must be included on the certificate of insurance and the total amount of said coverage per occurrence must be greater than or equal to the amount of Cyber Risk Liability and other coverage combined.
- SITE VISIT —
To request and schedule a site visit, the vendor must call the County Contact in advance to request and schedule a site visit date, time, and location.
Brook Gajan
(727) 464-8232
The sole purpose of the site visit is to provide a tour of the site(s) that will be supported by the contract. The scope of work and/or quote specifications shall not be discussed during this visit. All questions relating to this quote and the scope of work or technical specifications must be submitted in the Question & Answer section in OpenGov.
- VARIANCE FROM GENERAL CONDITIONS —
All general conditions stated in this section apply to this Agreement except as specifically stated in the subsequent sections of the document, which take precedence over this section, and should be fully understood by contractors prior to submitting on this requirement.
- PRE-COMMENCEMENT MEETING —
Upon award of bid, the County will coordinate a pre-commencement meeting with the successful Contractor. The meeting will require Contractor and the County Representative to review specific contract details and deliverable documents at this meeting to ensure the scope of work and work areas are understood.
- ASBESTOS MATERIALS —
The contractor shall perform all Work in compliance with Federal, State and local laws, statutes, rules, regulations and ordinances, including but not limited to the Department of Environmental Protection (DEP)'s asbestos requirements, 40 CFR Part 61, Subpart M, and OSHA Section 29 CFR 1926.58. Additionally, the contractor shall be properly licensed and/or certified for asbestos removal as required under Federal, State and local laws, statutes, rules, regulations and ordinances.
The County shall be responsible for filing all DEP notifications and furnish a copy of the DEP notification and approval for demolition to the successful contractor. The County will furnish a copy of the asbestos survey to the successful contractor. The contractor must keep this copy on site at all times during the actual demolition.
- CONTRACT CAPABILITY / REFERENCES —
Prior to award, any Contractor may be required to show that the company has the necessary facilities, equipment, ability and financial resources to perform the work specified in a satisfactory manner and within the time specified. In addition, the company must have experience in work of the same or similar nature, and can provide references, which will satisfy the County. Contractors must furnish a reference list of at least four (4) customers for whom they have performed similar services.
- PROFESSIONAL LIABILITY (ERRORS AND OMISSIONS) INSURANCE —
Minimum limits as follows. If “claims made” coverage is provided, “tail coverage” extending three (3) years beyond completion and acceptance of the project with proof of “tail coverage” to be submitted with the invoice for final payment. In lieu of “tail coverage”, Proposer may submit annually to the County, for a three (3) year period, a current certificate of insurance providing “claims made” insurance with prior acts coverage in force with a retroactive date no later than commencement date of this contract.
Limits
Each Occurrence or Claim $ 1,000,000
General Aggregate $ 1,000,000
For acceptance of Professional Liability coverage included within another policy required herein, a statement notifying the certificate holder must be included on the certificate of insurance and the total amount of said coverage per occurrence must be greater than or equal to the amount of Professional Liability and other coverage combined.
- CONTRACTOR LICENSE REQUIREMENT —
All Contractors performing construction and related work in Pinellas County must comply with our regulatory legislation, Chapter 75-489, Laws of Florida, as amended. Failure to have a competency license in a regulated trade will be cause for rejection of any submittal and/or award.
- Contractor(s) failure to respond to a request may result in financial consequences —
In accordance with Florida Statutes Section 252.505, a Contractor that breaches this contract during an emergency recovery period will be liable to pay a $5,000 penalty and damages, which may be either actual and consequential damages or liquidated damages. As used in this section, the term “emergency recovery period” means a 1-year period that begins on the date that the Governor initially declared a state of emergency for a natural emergency.
- CRIME/FIDELITY/FINANCIAL INSTITUTION INSURANCE —
Coverage shall include Clients’ Property endorsement similar or equivalent to ISO form CR 04 01, with at least minimum limits as follows:
Limits
Each Occurrence or Claim $ 100,000
General Aggregate $ 100,000
- CORPORATE REGISTRATION —
An award may not be issued without proof that your firm is registered with the Florida Division of Corporations, as per Florida Statute §607.1501 www.flsenate.gov/Laws/Statutes/2011/607.1501.
A foreign corporation (foreign to the State of Florida) may not transact business in this state until it obtains a certificate of authority from the Department of State. Please visit dos.myflorida.com/sunbiz/ for this information on how to become registered.
- JOINT VENTURES —
Contractors intending to submit as a joint venture are required to have filed proper documents with the Florida Department of State, the Division of Professions, Construction Industry Licensing Board and any other state or local licensing Agency prior to submitting (see Section 489.119 Florida Statutes). Joint ventures must provide an affidavit attesting to the formulation of a joint venture and provide either proof of incorporation as a joint venture or a copy of the formal joint venture agreement between all joint venture parties, indicating their respective roles, responsibilities and levels of participation for the project.
- PROPERTY INSURANCE —
Vendor will be responsible for all damage to its own property, equipment and/or materials.
- INSURANCE —
The Contractor must provide a certificate of insurance and endorsement in accordance with the insurance requirements listed in the insurance section below. Failure to provide a compliant certificate of insurance and endorsement(s) in accordance with the solicitation/contract documents within a 10-day period following the determination or recommendation of award may result in the County to vacate the original determination or recommendation and proceed with recommendation to another Contractor.
- DESCRIPTION OF GOODS/SERVICES/SUPPLIES —
Any manufacturer's names, trade names, brand name, or catalog numbers used in specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Submittals will be considered for all brands which meet the quality of the specifications listed for any items.
Contractors are required to state exactly what they intend to furnish otherwise they will be required to furnish the items as specified.
Contractor submission must include all data necessary to evaluate and determine the quality of the item(s) they intend to furnish.
ALTERNATES: Alternates will not be considered unless authorized by the solicitation. Such alternates may or may not be accepted by the County. If approved, it is at the County’s discretion to accept said alternate(s) in any sequence or combination therein.
OR EQUAL DETERMINATION: Where submitting other than specified, the determination of equivalency will be at the sole discretion of Pinellas County and its specialized personnel.
- PUBLIC EMERGENCIES —
It is hereby made a part of this solicitation that before, during, and after a public emergency, disaster, hurricane, tornado, flood, or other acts of God that Pinellas County will require a first priority for goods and services. It is vital and imperative that the majority of citizens are protected from any emergency situation that threatens public health and safety, as determined by the County. contractor agrees to rent/sell/lease all goods and services to the County or governmental entities on a first priority basis. The County expects to pay a fair and reasonable price for all products and services rendered or contracted in the event of a disaster, emergency, hurricane, tornado or other acts of God.
- PROCUREMENT POLICY FOR RECYCLED MATERIALS —
Pinellas County wishes to encourage its contractors to use recycled products in fulfilling contractual obligations to the County and that such a policy will serve as a model for other public entities and private sector companies.
When awarding a purchase or recommending a purchase for products, materials, or services, the Director of Purchasing may allow a preference to a responsive contractor who certifies that their product or material contains the greatest percentage of postconsumer material. If solicitation includes paper products, contractor must certify that their materials and/or products contain at least the content recommended by the Environmental Protection Agency (EPA) guidelines.
On all quotes, or as required by law, the Director of Purchasing require Contractors to specify which products have recycled materials, what percentage or amount is postconsumer material, and to provide certification of the percentages of recycled materials used in the manufacture of goods and commodities procured by the County.
Price preference is not the preferred practice the County wishes to employ in meeting the goals of this resolution. If a price preference is deemed to serve the best interest of the County and further supports the purchase of recycled materials, the Director of Purchasing will make a recommendation that a price preference be allowed up to an amount not to exceed 10% above the lowest complying submittal received.
Definitions for Recycled Materials:
Recovered Materials: Materials that have recycling potential, can be recycled, and have been diverted or removed from the solid waste stream for sale, use or reuse, by separation, collection, or processing.
Recycled Materials: Materials that contain recovered materials. This term may include internally generated scrap that is commonly used in industrial or manufacturing processes, waste or scrap purchased from another manufacturer and used in the same or a closely related product.
Postconsumer Materials: Materials which have been used by a business or a consumer and have served their intended end use, and have been separated or diverted from the solid waste stream for the purpose of recycling, such as; newspaper, aluminum, glass containers, plastic containers, office paper, corrugated boxes, pallets or other items which can be used in the remanufacturing process.