Request for Qualifications: Fiscal/ Program Administrator for Rental and Business Assistance Programs Page 1 of 5 Attachment D, Scope of Services

Attachment D

Scope of Services Request for Qualifications: Fiscal/ Program Administrator for Rental and Business Assistance

Programs

1. Overview

1.1. Through this Request for Qualifications (RFQual), the City of Milpitas is seeking responses from contractors who can serve as the administrator for the fiscal and program administration of new rental and/or business assistance programs, funding rounds, and grant cycles that will be established by the City in the next five years (estimated time frame: May 2026-May 2031). The City’s intent it to establish a pool of pre-qualified contractors capable of providing such services. Inclusion in the pre-qualified pool does not guarantee the award of any contract.

1.2. Requested services will vary by program but shall generally include the development of overall program, review of applications, disbursement of funds, and any required reporting as determined by the City for each program or funding source. Contractor must be able to manage a high number of applicants, multiple fiscal administrative programs which range from one-time monies to regular monthly payments.

1.3. Through this RFQual, the City will pre-qualify contractors who can provide the types of services generally described in this Scope of Services for the City. Pre-qualified contractors will be contacted by the City to submit specific proposals and pricing for new programs, funding rounds and grants cycles as they become available. Contractors who are selected to provide services for the new programs/funding rounds/grant cycles will be required to execute a contract at that time (see Attachment B and Attachment C).

Selection criteria for contractor selection may include, but are not limited to, availability, approach and cost.

1.3.1. For federally funded programs, the Contractor must provide the City with verification of non-debarment from federal funding. The City shall seek such verification from the pre-qualified contractors when soliciting proposals for specific programs.

1.3.2. Please note that being a pre-qualified vendor does not guarantee selection for any specific program, funding round, or grant cycle.

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2. Background: Current & Future Programs

2.1. General Information

2.1.1. The City has historically utilized different vendors for its varying fiscal administration needs and is seeking a Fiscal Administrator for any new rental and/or business assistance programs, including development of overall programs, review of applications, disbursement of funds, and any required reporting.

2.1.2. The City currently uses a program administrator for two different rental assistance programs and its Microenterprise Assistance Program as described below which illustrates the type of programs that proposers can expect to manage. Programs that have already launched are being administered by the City’s current vendors and are not in scope under this solicitation.

2.2. Rent Relief Program – varying funding sources. Currently, funded through the state

2.2.1. In 2019, the City launched its rent relief program. The program currently offers Milpitas residents with a household income of 120% of the Area Median Income (AMI) or less an opportunity to receive up to $5,000 calendar year rental assistance. Rental assistance can be used for rental/deposit relief, eviction prevention, domestic violence relocation, section 8 good faith deposits, and homelessness relief for households with children under 18, foster children, pregnant individuals, disabled individuals, emancipated foster youth, or households solely comprised of adults aged 50 years or older.

2.2.2. This program is currently funded by a one-time grant received from the Fiscal Year 2022-2023 California State budget through Assemblymember Alex Lee’s Office. This program is expected to end in June 2026 as ongoing funding for this program has not been identified at this time.

2.3. Workforce Housing Rental Assistance Program (WHRAP) – State grant

2.3.1. The City of Milpitas’ Workforce Housing Rental Assistance Program (WHRAP) will provide twenty-four (24) months of rental assistance for up to fifty (50) households at or below 30% of the California Department of Housing & Community Development (HCD) who are living and/or working within the city limits.

2.3.2. Round 1 of the program launched in Summer 2025 and Round 2 launched in late 2025. This program is currently funded by HCD’s Permanent Local Housing Allocation (PLHA) grant.

2.3.3. Staff do anticipate HCD to release another Notice of Funding Availability for PLHA in early 2026. Pending Council direction, staff may continue to use PLHA https://forwardplatform.wpcomstaging.com/city-of-milpitas-rent-relief-program/ https://forwardplatform.wpcomstaging.com/whrap-2/

Request for Qualifications: Fiscal/ Program Administrator for Rental and Business Assistance Programs Page 3 of 5 to fund future rounds of WHRAP or a similar rental assistance program. Any future rounds of rental assistance will be administered by the selected vendor(s) for this RFQual. Please note HCD requirements state PLHA funded rental assistance must be for a minimum of 6 months.

2.4. HOME Funds – State’s allocation of a federal grant

2.4.1. The City of Milpitas has applied for HOME funds for Tenant-Based Rental

Assistance. While HOME is a federal program, the City applied through HCD’s allotment. This is the City of Milpitas’ first application to the HOME program.

Any HOME funded rental assistance requires assistance to be provided for a minimum of 6 months. If awarded, the City anticipates needing to design the program in conjunction with a contractor in mid – late 2026. The contractor will be selected from the pool of pre-qualified contractors identified from this Request for Qualifications as described in Section 1 above.

2.5. Microenterprise Assistance Program (MEAP) – federal funding

2.5.1. The City of Milpitas’ Office of Economic Development provides grants to

Milpitas microenterprises through the Community Development Block Grant (CDBG) funding from the federal government. To date, the Office of Economic Development has provided 105 microenterprise assistance grants to Milpitas microenterprises totaling $585,000. The U.S. Department of Housing and Urban Development (HUD) defines “microenterprises” as small for-profit businesses with five or fewer employees including the owner(s), and the business owner must have an income at or below 80% of Santa Clara County’s Area Median Income (AMI) as determined by HUD.

2.5.2. Each year, the Office of Economic Development responds to the Notice of Funding Available (NOFA) for the City’s CDBG allocation. The CDBG NOFA is released in December/January for the upcoming fiscal year and the Milpitas City Council typically determines allocations in May. On July 1st, the City’s Office of Economic Development then enters into an agreement with a contractor to administer the program. For upcoming funding rounds, the contractor will be selected from the pool of pre-qualified contractors identified from this Request for Qualifications as described in Section 1 above.

https://www.hcd.ca.gov/funding/home https://forwardplatform.wpcomstaging.com/city-of-milpitas-microenterprise-assistance-program/

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3. General Requirements

The services described below represent a general and non-exhaustive list of services that may be required for future programs. The City may require some or all these services depending on the specific program, funding source and regulatory requirements. Additional or more detailed requirements may be provided when the City solicits proposals for new programs, funding rounds and grants cycles as described in Section 1.

3.1. Program Administration

3.1.1. Act as the Fiscal Agent and Administrator of various rent relief and business assistance programs, including development of overall program and review of applications, grant processing, disbursement of funds, and required reporting.

3.1.2. Administer the programs in accordance with city, state and federal requirements including, but not limited to, initial application, quarterly reporting, collecting supporting documentation to satisfy reporting requirements, and compliance activities necessary to meet funding source requirements.

3.1.3. Identify a program manager for each new program /funding round / grant cycle.

3.1.4. Fully cooperate and communicate with designated City representative(s) regarding program-specific work, issues, risks, and community impacts.

3.2. Portal Development

3.2.1. Create, configure, host, and maintain a secure, program-specific online platform

3.2.2. Create online application in coordination with City staff

3.2.3. Provide applicants needing assistance in English, Spanish, Chinese (Mandarin), Vietnamese, and Tagalog with the opportunity to speak with an administrator representative via phone or email with such information to be posted on the webpage.

3.3. Application Intake and Customer/Technical Assistance

3.3.1. Application periods shall be established by the City for each program and coordinated with the selected contractor.

3.3.2. Screen applications for eligibility and completeness (including required documents). In addition, screen for fraud risks and Contractor shall report to the City immediately if there is a potential threat of misappropriation of grant funds.

Final determination regarding enforcement of corrective actions shall remain with the City unless otherwise authorized.

3.3.3. Provide customer and technical assistance to applicants and recipients of grant funds.

3.3.4. Reject incomplete applications and notify all pending applicants if their application has been denied or once all grant funds have been exhausted.

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3.3.5. Develop written policies and procedures for compliance, internal controls and risk evaluation.

3.3.6. Develop and maintain document retention policies in compliance with applicable grant, regulatory, and City requirements.

3.4. Program Marketing and Reporting

3.4.1. Coordinate with City staff to create press release for program launch.

3.4.2. Create outreach materials such as social media graphics and flyers in English, Spanish, Chinese, Vietnamese, and Tagalog, as required.

3.4.3. Hold regular meetings with City staff

3.4.4. Submit regular reports to the City. Reporting requirements are dependent on the specific program but shall evaluate how the program is achieving its objectives and goals according to standards established by the City. The City shall provide specific reporting requirements and timeline when it solicits proposals from pre-qualified vendors as described in Section 1 above.

3.4.5. Provide ad-hoc, in-depth reporting upon the City’s request, with ability to promptly respond and deliver reports with short timeframes

3.5. Accounting

3.5.1. Appoint and submit the name of a Fiscal Officer who shall be responsible for the financial and accounting activities, including the receipt and disbursement of funds.

3.5.2. Establish and maintain a system of accounts in accordance with generally accepted accounting principles and applicable grant requirements.

3.5.3. Disburse funds to approved applicants in accordance with executed grants agreements and program requirement.