Grants & Loan Management Software

The City of Milpitas, located in Santa Clara County, California, is issuing Request for Proposal (RFP) 26-216 to procure Community Development Block Grant (CDBG) Grants & Loan Management Software and related professional services. The City seeks a modern, fully cloud-hosted, configurable software solution capable of managing the complete lifecycle of CDBG activities administered under the U.S. Department of Housing and Urban Development (HUD), including application intake, grant and loan administration, subrecipient monitoring, expenditure tracking, and comprehensive reporting with mandatory seamless integration to HUD's Integrated Disbursement and Information System (IDIS). The solution must be browser-compatible with Microsoft Edge, Apple Safari, and Google Chrome, support Microsoft Entra ID single sign-on, and operate across production, testing, and training environments to serve approximately two internal City users and fifteen active external subrecipient users with open registration capabilities. Required deliverables include comprehensive implementation and configuration services, data migration from the current system, two annual live trainings, annual performance review meetings, 48-hour response times for support inquiries, encrypted data storage within the United States, and optional modules for managing additional housing and community development funding sources beyond CDBG. The RFP evaluation will be weighted as follows: Cover Letter and Compliance (5%), Experience and Qualifications (15%), References (5%), Technical Proposal (35%), Implementation Plan and Timeline (10%), and Proposed Compensation (30%); proposers must demonstrate successful experience supporting similar programs for public agencies. The question submission deadline is March 31, 2026, with proposals due electronically through the City's OpenGov eProcurement portal by April 14, 2026, at 12:00 pm, and the anticipated contract start date is June or July 2026 with preference for full operational status by July 1, 2026.

The RFP does not indicate set-aside designations or restrictions limiting response to specific types of organizations or disadvantaged enterprises. The current CDBG software provider, City Data Services, holds the expiring contract through June 30, 2026, and all proposal costs must be firm-fixed for the initial three-year contract term with an optional one-time three-year extension for a potential six-year total agreement, with the new vendor responsible for all data migration from the incumbent system. The City administers approximately $555,000 in annual CDBG funding distributed across roughly fifteen subrecipient organizations supporting public services, capital improvement projects, economic development activities, and program administration; however, no specific award value or budget range for the software procurement is published in the RFP documentation. All software updates, patches, and maintenance must be provided by the selected vendor at no additional cost, with major upgrades preferably available at the City's discretion rather than forced automatically. Vendors must maintain comprehensive insurance coverage, including Commercial General Liability of at least $1,000,000 per occurrence, Cyber Liability Insurance of $1,000,000 per claim, Professional Liability Insurance of $1,000,000 per occurrence/$2,000,000 aggregate, and Automobile Liability of $1,000,000 combined single limit, and ensure strict data security, compliance with Payment Card Industry Data Security Standards, CCPA, and GDPR requirements, with breach notification required within 24 hours.