Grants & Loan Management Software

Through this Request for Proposals (RFP), the City of Milpitas is seeking proposals from qualified vendors to provide a modern software solution to support management of its Community Development Block Grant (CDBG) Program administered by the U.S. Department of Housing and Urban Development (HUD). The City is looking for a new, configurable, user-friendly platform to manage the full lifecycle of CDBG activities, including application intake, grant and loan administration, subrecipient monitoring, expenditure tracking, and reporting. Seamless integration with HUD’s Integrated Disbursement and Information System (IDIS) is essential to support federal reporting requirements. A solution that is also capable of managing additional housing or community development funding sources is highly desirable but not required. The City is seeking an experienced vendor partner with demonstrated success supporting similar programs for public agencies.

The City administers an annual allocation of approximately $555,000 in CDBG funding from HUD to support programs that benefit low- and moderate-income residents. Each year, the City distributes these funds to roughly 15 subrecipient organizations across categories, including public services, capital improvement projects, economic development activities, and program administration. The City currently manages the program using software provided by City Data Services under a contract that expires on June 30, 2026. To minimize technology gap, the City seeks a replacement solution that can be implemented quickly while maintaining efficient workflows for its full range of CDBG activities, with potential to expand into other grant and loan management areas at a future date. Please refer to the Scope of Services for detailed requirements.

The initial contract term is expected to be three (3) years, with one option to extend the contract for an additional three-year term for a total contract term of six (6) years. Exercise of the option term shall be at the sole discretion of the City.