Rental Housing Registration and Inspection Software Solution

The vendor is required to provide modern rental housing registration and inspection solution that directly supports enforcement of chapter 872 and enhances operational efficiency, resident engagement, and code compliance.
- The solution must:
• Streamline the registration and renewal process for rental properties, reducing manual staff workload.
• Maintain a centralized, secure, and auditable database accessible to city departments and approved external partners.
• Automate inspection workflows, including scheduling, documentation, compliance follow-up, and mobile access for field staff.
• Support structured communication between city staff, property owners, agents, and tenants.
• Provide a public-facing portal for tenants and property owners to access resources, request inspections, and track compliance
• Facilitate submission and management of complaints, appeals, and compliance documentation.
• Deliver robust reporting and analytics tools, including real-time dashboards, compliance metrics, and council-ready reports.
• Ensure an intuitive, role-based interface optimized for mobile use, particularly for inspectors and administrative staff.
- Core functional requirements
1. Registration management
• Secure owner/agent registration portal
• Tiered deadlines based on the number of rental units
• Track property information and required documentation
• Generate rental housing unit registration certificates
• Auto-reminders for updates and renewals
• Audit trail of registration activity
• Flag unpaid registrations and prevent renewal issuance
2. Inspection management
• Trigger inspections based on violation thresholds per 872.08
• Maintain inspection history with digital reports and images
• Flag units "unfit for human occupancy" and apply hold codes
• Provide inspection request workflows for tenants and owners
• Integrate inspection checklist consistent with 872.08(a)(4)(a)
• Allow inspectors to view, schedule, cancel, and reschedule inspections using mobile devices, smart gov and office 365 integration.
• Ideal proposals would be fully integrated with smart gov, allowing all inspection processes to occur in that platform.
• If integration to this level is not possible, we will consider alternate workflows in a new system.
3. Case and compliance tracking
• Manage violation notices and appeal statuses
• Coordinate data exchange with departments including city fire, county health, city utilities, and city building, city tax, county auditor & county treasurer in order to track health, zoning, fire, and tax Delinquency alerts
• Manage deadlines for compliance and re-inspections
• Automate triggering of inspection flags for:
o Two (2) violations in six (6) months or four (4) in 12 months (chapter 18)
o Declaration of unfit for human occupancy
o Health/safety complaints from internal or county entities
o Property tax delinquency
o Inspection request by owner or tenant
4. Public-facing components
• Property search feature showing registered units
•  The ability for tenants to submit inspection requests
• Resource hub with ordinances, FAQs, and required forms
• Public portal for owners to upload required documents and monitor compliance
• Option payment acceptance if not available via Granicus smart gov integration
• Option for violation reporting by approved entities to facilitate automation of inspection triggering
5. Reporting and analytics
• Dashboards for registration status, compliance rates, inspections
• Exportable reports by owner, address, parcel id, or unit
• KPIs to include:
o Total units registered
o Inspections completed
o Units in/out of compliance
o Fees issued/paid/outstanding
• Reports exportable in .csv or .xlsx format for internal and council use
6. Integration & security
• Preferred integrations necessary for automation:
o county auditor publicly available parcel data (weekly or real- time updates preferred)
o Infinity city water billing (water on/off, delinquency, complaints, sewer permits)
o Baldwin group MITS tax department (tax standing, binary indicator)
• Building department Granicus smart gov (open permits, cos, violations, demo orders)
o Fire department (flags and inspection triggers)
o County health department (flags and inspection triggers)
o Smart gov
• API or secure data feed integration preferred
• Role-based access and compliance with industry-standard data privacy and security protocols
7. Payment and compliance
• Ability to generate and send invoices, receipts, and compliance letters independently or via smart gov integration
• Full compatibility and integration with smart gov for all payment-related processes; payment handling outside of smart gov may be acceptable if necessary
• Exportable receipt reports (daily, weekly, monthly)
• Prevent renewal if outstanding fees remain unpaid; option to trigger revocation workflows
• Optional integration with finance software for auto-posting of daily payment transactions
8. Deployment services & implementation plan
• Project management and kickoff plan
• Implementation timeline with milestones
• Risk and contingency planning
• Configuration and testing approach
• Training for city staff (admin, inspectors, and managers)
• Go-live readiness support and post-go-live stabilization
• SLA expectations and support ticket procedures
9. Organizational support requirements
• Dedicated account management and point of contact
• Tiered support levels for technical issues and system failures
• Vendor customization supports available for major ordinance updates or workflow changes
• Administrative and user training modules, both live and recorded
• Documentation and knowledgebase access for city staff
• SLA for response and resolution times.
- Questions/Inquires Deadline: June 03, 2025