Fiscal/Program Administrator for Rental and Business Assistance Programs

Through this Request for Qualifications (RFQual), the City of Milpitas is seeking to establish a pool of pre-qualified contractors capable of providing fiscal and program administration services for future rental and/or business assistance programs, funding rounds, and grant cycles that will be established by the City in the next five years (estimated May 2026-May 2031).

Note on Selection: This RFQual will not result in an immediate contract. Instead, prequalified contractors will be invited to submit targeted proposals and pricing as specific programs or funding opportunities become available. Contracts will be executed with the selected proposer at that time.

Prequalification does not guarantee award of future contract. The City reserves the right to approve or reject any proposals at its sole discretion.

Scope of services will vary by program but generally include:

• Program Development: Designing operational frameworks for new initiatives.
• Application Management: Reviewing high volumes of applications for eligibility.
• Fund Disbursement: Managing both one-time payments and recurring monthly disbursements.
• Reporting & Compliance: Providing detailed fiscal and performance reporting as required

This RFQual presents an opportunity to partner with the City on a range of locally, impactful, state- and federally funded programs over the next 5 years. Firms with a proven track record in fiscal and program administration, grant compliance, and customer-focused program delivery are encouraged to review the full solicitation and submit their qualifications.

The City of Milpitas has historically utilized third-party vendors to administer its diverse rental and business assistance initiatives. Currently, the City oversees two rental assistance programs and a Microenterprise Assistance Program; these programs serve as representative examples of the scale and complexity firms can expect to manage.

Current vs. Future Scope:

• Ongoing Programs: Programs currently in operation are managed by existing vendors and are not within the scope of this solicitation.
• Upcoming Opportunities: The City has applied for HOME funds for Tenant-Based Rental Assistance. If awarded, the City anticipates designing this program with a contractor in mid-to-late 2026. The contractor for this—and other future grants—will be selected exclusively from the pre-qualified pool established through this RFQual.

Please refer to the Scope of Services for detailed information.