26-064 Pre-Qualified Title Search Services Providers (CDBG, CDBG-DR, HOME, and SHIP)

CITY OF PENSACOLA, FLORIDA
REQUEST FOR PROPOSALS
RFP NO. 26-064
PRE-QUALIFIED TITLE SEARCH SERVICES PROVIDERS
(CDBG, CDBG-DR, HOME, AND SHIP)
THIS PROJECT IS FUNDED BY A U.S. DEPARTMENT OF HOUSING AND
DEVELOPMENT COMMUNITY DEVELOPMENT BLOCK GRANT, COMMUNITY
DEVELOPMENT BLOCK GRANT-DISASTER RECOVERY, HOME INVESTMENT
PARTNERSHIPS PROGRAM AND STATE HOUSING INITIATIVES PROGRAM.
A sealed proposal with original or electronic signature and one (1) complete and
identical electronic copy (PDF) on flash drive or CD will be received on October 7,
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 PACKAGING of the sealed submittal shall identify the respondent, and
the solicitation title and number (whether hand-delivered, mailed, or via UPS/FedEx or
other courier service). Submittals received after the deadline will not be accepted. Multiple
submittals from the same entity will not be accepted.
Alternatively, electronic responses may be submitted to Open Bids (FKA) 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
(October 8, 2026, at 10:00 A.M., Central time) via Microsoft Teams at the following link*:
Microsoft Teams RFP 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. Proposers are responsible for
obtaining addenda and are advised to check the website frequently.
A proposal tabulation with a Notice of Intent to Award will be posted to the City's website
at www.cityofpensacola.com/bids.aspx. Respondents are advised to check the website
frequently.
Any questions concerning the bid should include the Subject Line: RFP 26-064 - RFI, and
should be addressed and submitted in writing no later than 10:00 A.M., Central time,
September 25, 2026, to:
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Dedria Lunderman, Purchasing Manager
City of Pensacola
222 W. Main St.
Pensacola, FL 32502
purchasing@cityofpensacola.com
A proposal tabulation or a Notice of Intent to Award will be posted to the City's website at
www.cityofpensacola.com/bids.aspx.
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 of Pensacola reserves the right to accept or reject any or all proposals, to waive
any proposal informalities, and to re-advertise for proposals when deemed in the best
interest of the City of Pensacola.
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 are 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 solicitation 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
09/04/26 Publish RFP
09/25/26, 10:00 AM Deadline for Questions
10/07/26, 2:30 PM Proposal Deadline
10/08/26, 10:00 AM Proposal Opening
TBA Evaluation Committee Meeting
Distribution of Materials.
TBA Evaluation Committee Meeting*
Written Proposal Ranking/Shortlisting
*Recommendation of Contract Award may
be made at this meeting
TBA Evaluation Committee Meeting
Oral Presentations (if needed)
Recommendation for Contract Award
INSTRUCTIONS AND GENERAL SPECIFICATIONS
A. Firms responding to the RFP must be available for formal presentations/interviews
to the Selection Committee.
B. Sealed proposals must be submitted in the proposal format outlined as part of
these Instructions and General Specifications. Proposal documents include at a
minimum:
* Proposal response in stated format
* Required City forms
* Acknowledgement of addenda
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 RFP.
E. The City reserves the right to reject any or all proposals, waive minor informalities,
and request additional information.
F. The City will not issue award to APPRAISER(S) who have continuing services
agreements, piggyback contracts, or retainer contracts.
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G. Notwithstanding anything else stated herein, the City reserves the right to modify
the proposal documents, including the Agreement, by issuing addenda to be
posted on the City's website.
H. These instructions, specifications, and statements accompanying the proposal, the
proposal itself, and any addendum issued, shall be included in the Agreement that
will be entered into for this service.
I. By responding to this solicitation, each Respondent warrants that it has not and
will not employ or retain any company or person, other than a bona fide employee
working solely for the firm, 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 firm, other than a bona fide employee working
solely for the firm, any fee, commission, percentage, gift, or other consideration
contingent upon or resulting from the award or making of an agreement.
J. PUBLIC RECORDS AND CONTRACTING COMPLIANCE
Responses become public records upon submission, subject to Florida's Public
Records Law.
All materials submitted shall become public record in accordance with Florida
Statutes. The selected firm will be required to comply with all City procurement and
contracting requirements.
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I. OVERVIEW
The City of Pensacola ("CITY") Housing Department ("CPHD") is soliciting proposals
from qualified, licensed, and insured professional real estate title search service
provider ("SERVICE PROVIDER") to provide real estate title work ("TITLE WORK")
for properties participating in federally and state-funded housing programs - including,
but not limited to, the Community Development Block Grant (CDBG), Community
Development Block Grant - Disaster Recovery (CDBG-DR), HOME Investment
Partnerships Program (HOME) and the State Housing Initiatives Partnership Program
(SHIP) - as well as for vacant or undeveloped parcels. These properties may be
eligible for substantial rehabilitation, replacement, or property buyout under program
guidelines and require title search to ensure compliance with applicable federal, state,
and local regulations.
This is a non-exclusive, as-needed agreement. Project assignments may vary in site
conditions, size, and complexity. The City reserves the right to award multiple
contracts or reject all responses.
II. SCOPE OF SERVICES
Selected SERVICE PROVIDER will be required to perform TITLE WORK consistent
with federal regulations (including 24 CFR 92.254) and industry standards. For each
assignment, CPHD will provide a written task order to SERVICE PROVIDER detailing
specific search needs.
For each assigned property, the title search services must include:
a. Standard Ownership and Encumbrance Reports: Report shall include any
claim, right, or lien upon title to real property (mortgages, easements, open
debt, unpaid taxes, etc.) based on the 30-year Marketable Title Act. This report
shall include a listing of deeds, wills, or other conveyances and transfers of title
of real property along with encumbrances of all kinds.
b. Root of Ownership and Encumbrance Report of Title: Report shall include chain
of title back to the beginning of Public Records on a specific piece of real
property, including a listing of all deeds, wills, or other conveyances and
transfers of title of real property along with encumbrances of all kinds. This may
be back as far as the 1800's for Railroad real estate. Report identifying status
of title, showing ownership and encumbrances, which should include any claim,
right or lien upon title to real property mortgages, easements, open debt, unpaid
taxes, etc. based on 30-year Marketable Title Act.
c. Fifty (50) Year Chain of Title Report: Report shall include chain of title on a
specific piece of real property, including a listing of all deeds, wills, or other
conveyances and transfers of title of real property along with encumbrances of
all kinds. Report identifying status of title, showing ownership and
encumbrances, which should include any claim, right or lien upon title to real
property mortgages, easements, open debt, unpaid taxes, etc.
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III. PROVIDER QUALIFICATIONS
Title Agency must:
a. Hold a valid State of Florida Title Insurance Agent License or be otherwise
qualified to act as title agent.
b. Demonstrate experience with residential and/or vacant land title search
services.
c. Maintain independence from the transaction and be free from any conflicts of
interest.
IV. INSURANCE REQUIREMENTS
Before starting and until termination of work for, or on behalf of, the CITY, the
SERVICE PROVIDER and any/all subconsultants shall procure and maintain
insurance of the types and to the limits specified below.
The term CITY as used in this section is defined to include the City of Pensacola
itself, its subsidiaries or affiliates, elected and appointed officials, employees,
volunteers, representatives, and agents.
Insurance shall be issued by an insurer whose business reputation, financial
stability, and claims payment history are satisfactory to the CITY, and shall be
maintained for the CITY's protection only. Unless otherwise agreed, the amounts,
form, and type of insurance shall conform to the following minimum requirements.
The SERVICE PROVIDER understands and agrees that increased limits and/or
additional types of insurance may be required depending on the scope of service.
a. Workers' Compensation Insurance
The SERVICE PROVIDER shall purchase and maintain Workers'
Compensation Insurance Coverage for all Workers' Compensation
obligations as legally required. Additionally, the policy, or a separately
obtained policy, must include Employers Liability Coverage of at least:
i. $100,000 per person - accident
ii. $100,000 per person - disease
iii. $500,000 aggregate - disease
b. Commercial General Liability, Professional Liability, and Umbrella
Liability Coverage
The SERVICE PROVIDER shall purchase coverage on forms no more
restrictive than the latest editions of the Commercial General Liability
policies filed by the Insurance Services Office. Coverage shall include:
i. Commercial General Liability
1. Minimum of $1,000,000 per occurrence and in the aggregate.
2. Coverage must include bodily injury, property damage,
premises/operations, products/completed operations,
contractual liability, and independent contractors.
3. Must be written on an occurrence-type basis.
4. The City of Pensacola must be named as an Additional
Insured.
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ii. Professional Liability (Errors & Omissions)
1. Minimum coverage of $1,000,000 per occurrence and
$2,000,000 aggregate.
2. Coverage must protect against negligent acts, errors, and
omissions in performance of professional services under the
contract.
iii. Umbrella Liability
1. Coverage shall be at least as broad as underlying policies and
written on an occurrence basis.
2. The City must be named as an Additional Insured.
3. Umbrella coverage may be used to supplement any shortfall in
underlying coverage requirements.
c. Certificates of Insurance
i. All required insurance shall be documented via Certificates of
Insurance referencing this contract.
ii. Certificates must state that the CITY will be notified at least thirty (30)
days in advance of any cancellation, nonrenewal, or adverse change
in coverage.
iii. If requested, SERVICE PROVIDER shall provide full policy
documentation including forms, endorsements, and declarations.
iv. The Certificate should be equivalent to ACORD 25, and any wording
making notice of cancellation optional shall be struck by the insurer
or its agent.
v. Replacement coverage must be provided prior to cancellation,
restriction, or non-renewal. Failure to do so may result in suspension
of contract services at the CITY's direction.
d. Insurance as Primary Coverage
All insurance provided by the SERVICE PROVIDER shall be considered
primary and not contributory with any other insurance maintained by the
CITY.
V. GENERAL TERMS
a. LOSS CONTROL AND SAFETY
i. The SERVICE PROVIDER retains full control over its employees,
subcontractors, agents, invitees, and their activities on or about CITY
premises. The SERVICE PROVIDER is not an agent of the CITY,
and is fully responsible for ensuring safe conduct and avoiding harm
to persons or property due to negligent acts or omissions.
b. HOLD HARMLESS AND INDEMNIFICATION
i. The SERVICE PROVIDER shall indemnify, defend, and hold
harmless the City of Pensacola, its officers, and employees from any
and all liabilities, damages, losses, and costs - including reasonable
attorneys' fees - arising from the negligence, recklessness, or
intentional wrongful acts of the SERVICE PROVIDER or its agents,
employees, or subcontractors in connection with performance under
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this contract. This obligation shall not be limited by any insurance
coverage or exclusion.
c. PAYMENT ON BEHALF OF THE CITY
i. Upon request by the CITY, the SERVICE PROVIDER agrees to pay on
behalf of the CITY and provide legal defense for all claims as described
in the Hold Harmless section. This remedy shall be in addition to and not
replace any other legal rights or remedies available to the CITY.
e. PUBLIC RECORDS AND CONTRACTING COMPLIANCE
All materials submitted shall become public record in accordance with Florida
Statutes. The selected firm will be required to comply with all City procurement and
contracting requirements.
VI. PROPOSAL CONTENT and SUBMISSION INSTRUCTIONS
Each proposal must include:
a. Fee Proposal
i. Flat fee for completing title search services
b. Completion Timeline
i. Number of calendar days from receipt of work order to delivery of title
report.
c. Qualifications
i. Resume or firm profile detailing relevant experience.
ii. Copies of Florida Department of Business and Professional Regulation
(DBPR) licenses, including Certificate of Good Standing.
d. References
i. Minimum of two (2) professional references for similar work performed.
e. Sample Title Search Report
i. Redacted sample of a completed title search report
f. Required Forms are listed in the Required Documents Inclusion
Acknowledgement form.
VII. EVALUATION CRITERIA
Proposals will be evaluated based on:
Criteria Weight (%)
Timeliness/Delivery Schedule 4 0%
Cost Proposal 30%
Firm's Experience 20%
References 10%
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EVALUATION
A selection committee will rank the submittals using the evaluation sheet for the written
submittals. Members will score each proposal in accordance with the criteria established
in this RFP. The committee may then recommend award of contract to the Mayor or it
may invite between two and five of the top-scoring firms for presentations/interviews.
If continuing presentations/interviews, committee members will rank the firms, with one
(1) being best, two (2) being second-best, etc. The firm with the lowest combined score
will be determined the best firm. Should there be a tie between firms, the firm with the
highest aggregate score from the written evaluation shall be determined the best firm.
The committee will then recommend to the Mayor award of the contract to the top-ranked,
best firm.
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DBE, M/WBE, SBE, VBE
The City of Pensacola abides by 2 CFR 200.321, contracting with small businesses,
minority businesses, women's business enterprises, veteran-owned businesses, and
labor surplus area firms. When possible, the recipient or subrecipient should ensure that
small businesses, minority businesses, women's business enterprises, veteran-owned
businesses, and labor surplus area firms (See U.S. Department of Labor's list) are
considered as set forth below. Such consideration means:
i. These business types are included on solicitation lists;
ii. These business types are solicited whenever they are deemed eligible as potential
sources;
iii. Dividing procurement transactions into separate procurements to permit maximum
participation by these business types;
iv. Establishing delivery schedules (for example, the percentage of an order to be
delivered by a given date of each month) that encourage participation by these
business types;
v. Utilizing organizations such as the Small Business Administration and the Minority
Business Development Agency of the Department of Commerce; and
vi. Requiring a contractor under a Federal award to apply this section to subcontracts.
Disadvantaged Business Enterprise: The City of Pensacola is required per 49 CFR 26.
11 (c) to create and maintain a comprehensive Bidders List. The Bidders List Form will be
used to determine the relative availability of Disadvantaged Business Enterprise (DBE)
and non-DBEs. It will assist with establishing the agency's annual DBE goal. Each Bidders
List is a compilation of bidders, proposers, quoters, subcontractors, manufacturers, and
suppliers of materials and services who have submitted bids during the advertising period
of a specific project.
Minority/Women Business Enterprise: The Pensacola City Council has adopted a
Minority/Women Business Enterprise Ordinance #04-15. This ordinance encourages
participation of minority and woman-owned business in the City procurement process.
Minority or Woman-Owned Business Enterprise (M/WBE) is defined as:
a business located in the Pensacola Regional Area (Escambia, Okaloosa, Santa Rosa,
Walton Counties, and Mobile, AL.)
which is at least 51 percent owned by one or more minority/woman individuals who are
U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or
limited liability company or other entity, at least 51 percent of the equity ownership is
by one or more minority/woman individuals who are U.S. citizens or legal resident
aliens,
and for which both management and daily business operations are controlled by one
or more minority/woman individuals.
Small Business Enterprise: The Pensacola City Council has adopted a Small Business
Enterprise Ordinance #61-89. This ordinance encourages participation of small business
in the City procurement process. Small Business Enterprise (SBE) is defined as:
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