City of Milpitas Online Utility Billing and Payment Portal RFP 26-211 (2026)
City of MilpitasCity · Milpitas, CA- Due
- Aug 24, 2026
- Deadline passed
- Posted
- Jul 20, 2026
- Contract term
- 3 years
- Primary contact
- Maurice DeCastro
- (408) 586-3141
The 30-second brief
Through this Request for Proposal (RFP), the City of Milpitas is seeking a qualified vendor to provide an off-the-shelf, highly configurable cloud-based online utility billing and payment portal (Portal) for its water utility customers, supporting approximately 30,000 accounts. The self-service portal will provide City customers with a secure, web-based and responsive platform to view, manage, and pay utility bills, permits, retiree health, and return check fees online using credit and debit cards, ACH, and IVR, with automated email and SMS alerts. Key requirements include integration with the Cayenta Utility Billing System, Chase Paymentech, Tyler ERP, and Microsoft Entra ID, plus a 90-day hypercare support period and 99.9% uptime. The proposal submission deadline is August 24, 2026, with a question deadline of August 3, 2026.
Cover Letter and Compliance with RFP Requirements (5%), Company Profile (10%), Execution Plan (15%), Personnel Assigned (15%), Technical Proposal (25%), References (10%), Proposed Compensation (20%)
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Summary
Through this Request for Proposal (RFP), the City of Milpitas is seeking a qualified vendor to provide an off-the-shelf, highly configurable cloud-based online utility billing and payment portal (Portal) for its water utility customers, supporting approximately 30,000 accounts.
The self-service portal will provide City customers with a secure, web-based and responsive platform to view, manage, and pay utility bills, permits, retiree health, and return check fees online using credit and debit cards, ACH, and IVR, with automated email and SMS alerts. Key requirements include integration with the Cayenta Utility Billing System, Chase Paymentech, Tyler ERP, and Microsoft Entra ID, plus a 90-day hypercare support period and 99.9% uptime. The proposal submission deadline is August 24, 2026, with a question deadline of August 3, 2026.
EVALUATION CRITERIA
REQUIRED ATTACHMENTS
9- RFP Submittal Forms to Complete
- Certification of Proposer
- Non-Collusion Declaration
- Proposer's Statement Regarding Insurance Coverage
- Worker's Compensation Insurance Certification
- Nondiscriminatory Employment Certificate
- Wage Theft Certification
- RFP and/or Agreement Exceptions form
- Current W-9
- Submit to
- https://procurement.opengov.com/portal/milpitas-ca
- Duration
- 108 months
- Scope location
- Milpitas, CA
Questions about this RFP
How do I respond to this RFP from City of Milpitas?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is August 24, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://procurement.opengov.com/portal/milpitas-ca. For questions, contact Maurice DeCastro.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Milpitas in CA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Maurice DeCastro at (408) 586-3141. Questions and answers are typically shared with all prospective bidders.
Show 5 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Cover Letter and Compliance with RFP Requirements (5%), Company Profile (10%), Execution Plan (15%), Personnel Assigned (15%), Technical Proposal (25%), References (10%), Proposed Compensation (20%)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Milpitas?
All active and historical solicitations from City of Milpitas are tracked and searchable. As a city agency, City of Milpitas regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 3 years. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: RFP Submittal Forms to Complete, Certification of Proposer, Non-Collusion Declaration, Proposer's Statement Regarding Insurance Coverage, Worker's Compensation Insurance Certification, Nondiscriminato. Review the full document from City of Milpitas for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Milpitas, CA. Review the full solicitation for detailed scope requirements.