Fiscal/Program Administrator for Rental and Business Assistance Programs

The City of Milpitas is conducting a Request for Qualifications (RFQual) procurement to establish a pre-qualified contractor pool for fiscal and program administration services supporting rental and business assistance programs over a five-year period from May 2026 through May 2031. This RFQual does not result in an immediate contract award; instead, pre-qualified contractors will be invited to submit targeted proposals and pricing as specific programs or funding opportunities become available. The scope of services encompasses program development and operational framework design, high-volume application management and eligibility review with multilingual support in English, Spanish, Chinese (Mandarin), Vietnamese, and Tagalog, fund disbursement management for both one-time and recurring monthly payments, and comprehensive fiscal and performance reporting compliant with generally accepted accounting principles and grant requirements. Respondents must demonstrate a minimum of five years of experience in similar services, maintain appropriate licensing and bonding, provide evidence of financial stability, and demonstrate proven performance on comparable projects. Key deliverables include establishing secure online application portals, appointing a Fiscal Officer responsible for financial and accounting activities, developing written policies for compliance and internal controls, and submitting quarterly performance and reimbursement reports with supporting documentation. The evaluation criteria allocate 10 percent weight to cover letter compliance, 15 percent to company profile, 15 percent to references, 30 percent to staffing and qualifications, and 30 percent to project approach and execution plan. Questions must be submitted by March 18, 2026, with responses due April 8, 2026 at 12:00 p.m. through the City's OpenGov eProcurement website; no site visits or bidders' meetings are scheduled.

The procurement documents do not specify set-aside designations, disadvantaged enterprise restrictions, or incumbent vendors. Respondents must comply with prevailing wage laws where applicable, maintain active registration with the California Department of Industrial Relations, and provide verification of non-debarment from federal funding when solicited for specific federally funded proposals. Contractors will be required to maintain comprehensive records for four to five years following final payment, depending on funding source, and comply with federal requirements under 2 CFR Part 200 and 24 CFR Part 570 for federally funded programs. Insurance requirements include minimum coverage of $1,000,000 commercial general liability and automobile liability, $1,000,000 professional liability, and workers' compensation at statutory limits with $1,000,000 employer's liability coverage. The anticipated first program may involve HOME federal funds for tenant-based rental assistance designed in mid-to-late 2026, with additional programs potentially including the Workforce Housing Rental Assistance Program, Rent Relief Program, and the Microenterprise Assistance Program utilizing Community Development Block Grant funding. No specific award values or budget ranges are disclosed in the RFQual documents, as compensation information will be collected during prequalification but used only as the basis for future contract negotiations once specific programs are identified.