Asset Grant and Loan Portfolio Management Software

The vendor is required to provide manages several grant and loan programs that require managing grants received by the county and grants and loans made with those grants to third parties.
- Requirements
1. Manage funding through funding source lifecycle, including reporting and financial management.
• Grant award from state and federal agency
• Loans or subrecipient grants to third parties
• Tracking of grant program income
• Support preparation of required reports
2. Manage annual competitive selection process for subrecipients including application acceptance and scoring.
3. Manage subrecipients during their agreement period including activity reporting, financial tracking and draw requests, and annual monitoring.
• All individual activities must be tied back to original funding source.
• Track required beneficiary demographic information for reporting.
4. Manage housing loan programs funded with outside financial assistance including application intake, loan documentation, and annual monitoring through lifecycle of individual loans.
• All individual activities must be tied back to original funding source.
b. Funding sources (current)
• Three local funding sources - inclusionary housing fund, general fund, redevelopment tax increment
• Four state funding sources - begin, Cal-home, CIRP, PLHA
• One federal funding source passed through state – home (but the county is now eligible for designation as a home participating jurisdiction and may begin receiving these funds on an entitlement basis from HUD)
• One federal funding source received directly from HUD – CDBG
• More sources may be used in the future.
• County-funded lending may use multiple sources for each “deal”
c. Funding uses (current and historical)
• Subrecipient agreements – public services and community and public facility new construction and rehabilitation.
• Single family down payment assistance loans
• Single family housing rehabilitation loans
• Multifamily acquisition and rehabilitation loans
• Multifamily construction loans, converting to permanent financing
- loan servicing software
a. Requirements:
1. Online and paper payment processing
• Principal allocations
• Interest allocations
• Late fee allocations
• On-demand pay-off calculations
2. Quarterly and annual report to support
• External reporting to various state and federal agencies
• Understanding types of projects funded
• Geographic distribution
3. Manage housing loan programs funded with outside financial assistance including application intake, loan documentation, and annual monitoring through lifecycle of individual loans.
• Tie back payments and balances to original funding source
4. Prepare 1098 and 1099 statements
5. All legally required notices and disclosures to state borrowers
b. County portfolio overview (city portfolio information available on request)
1. 150 outstanding loans
2. $27,774,438 principal outstanding
3. Funding sources
• Three local funding sources - inclusionary housing fund, general fund, redevelopment tax increment
• Four state funding sources - begin, Cal-home, CIRP, PLHA
• One federal funding source passed through state - home
• One federal funding source received as an entitlement - CDBG
• More sources may be used in the future.
• County-funded lending may use multiple sources for each “deal.”
4. Types of loans
• Down payment assistance
• Housing rehabilitation – single family and multifamily
• Property acquisition
• Community facilities
5. Loans currently tracked on excel workbook with individual worksheets for each loan
c. County loan standards (city loan standards available on request)
1. Single family
• Typically, 30-years deferred
• Simple interest
• Some voluntary repayments
2. Multifamily and institutional
• Typically, 55 years
• Simple interest
o higher interest rate if in default
• Most are residual receipts payments annually applied first to accrued interest.
• Some make regularly scheduled monthly payments with interest and late fees
• Forgivable at end of term
3. Inclusionary developer in-lieu fees
• Fees paid in-lieu of constructing units
• Payable within five years or sale of individual parcels
• Variable interest rate, typically prime rate +3%
- Asset and portfolio management software
a. Requirements:
1. County portfolio includes:
• Affordable units “owned” by developers under the county’s inclusionary housing ordinance.
• Affordable units created through the county’s inclusionary housing ordinance, or county down payment assistance and housing rehabilitation loans.
• Affordable rental units where the county has a financial interest because of an underlying loan or grant.
• Affordable rental units where the county’s interest is non-monetary but required by the county’s inclusionary housing ordinance.
2. Tracking affordable properties through entire lifecycle
a. Development application
• Obligations and how they are met
o Multifamily units and management
o Owner-occupied units
• Obligations met
b. Built units
• Owner
• Rental
• Affordability level
• Placed in service
• End of term of affordability
• Changes in ownership
3. Unit mapping
4. Resale value calculations
5. Document storage and retrieval
6. Maintain interested parties lists for owner-occupied properties when they come up for sale.
7. Conduct lottery drawings of the interested parties list to select potential purchasers.
- Additional required information
a. Technical architecture
• Hardware requirements (if an);
• Operating system or software environment;
• Network requirements and protocols;
• Database environment;
• Storage requirements;
• Description of access requirements;
• Description of security and auditing features; and,
• Delivery modalities (e.g., on- premises, vendor-hosted, cloud-hosted, SaaS, etc.).
b. Implementation timeline and data integration
• Project discovery phase;
• Software installation and establishing system environments;
• Development;
• Unit integration system, user acceptance, and performance testing;
• Completion of legacy data migration to vendor’s database;
• Training
• Production cutover; and,
• Vendor and county responsibilities.
- Data storage and integration
• Documents (pdf, XLS, doc, etc.) can be stored, digitized, integrated into and exported from the system.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 25, 2025