Rental Registry Software

The vendor is required to provide for a short-term rental registry software to monitor and analyze county-wide short-term rental data as requested by the office of the management and budget.
• Locate all short-term rental (STR) property listings and owners within county
• Identify and address patterns of non-compliance 
• Address and enforce compliance of related regulations (automated email and SMS notifications for renewal reminders, non-compliance, and tax reporting deadlines should be included in the web application) 
• Provide monitoring services of rental activity to include nights booked and revenue 
• Provide education to hosts and training for county personnel to utilize the platform 
• Perform community outreach regarding short-term rentals, requirements and how to register 
• Address identification tied to unique county parcel data 
• Provide an easy-to-use online STR rental registry portal for owners and property managers and hosts to register 
• Provide an online portal that is separate and distinct from the above stated registration portal that will assist with revenue collection and county government auditing (all portals must be responsive and mobile-friendly). 
• Assist with enforcement activities as needed 
• Provide GIS solution that can provide segmentation for each incorporated area within the county 
• The registry portal and outreach materials must support multiple languages, including Spanish and other languages commonly spoken in county
• Provide training to county officials on all aspects of their proposed product. 
• Document procedures for scope expansion, rate negotiation, and approval of additional services.
- Include three distinct features:
1. Registration portal
• The registry referenced in the state law, collect a registration fee to offset contract costs, provide listing to ensure rentals as registered per new law. 
• Registration portal should include validation rules for data accuracy and completeness (e.g., valid parcel id, matching address format, required documentation uploads).
2. Quarterly payment portal
• The creation of a separate and distinct online tax portal for the collection and payment of hotel occupancy tax from hosts directly to the county (this includes the collection of backup documentation, inclusive of quarterly returns and rental room night exemption detail, from owners/hosts for county government auditing purposes). 
• This will comply with county local law as it relates to taxable stays and payment to the county. 
• Provide or integrate with an approved PCI-compliant payment processor
3. Audit data
• Provide data on available rental nights, per location as listed online platforms; the number of rooms rented (if known), the listed range of rental rates (in order to detect any and all discrepancies).
- Create a customizable, web-based online solution that collects and supplies the following aggregate data on short term rentals from all STR platforms on a monthly basis for all short-term rentals in county:
• The total number of active short-term rental property addresses
• The total number of active short-term rental listings on each platform
• The average daily rate for short term rental properties
• The average occupancy rate for short term rental properties
- The county is seeking registration data on individual short-term rental properties located within its boundaries that consists of the following:
• Property address and tax map number
• Property type (i.e., entire house or partial house)
• Number of units in the building where the STR unit is located
• Whether the owner or host of the STR unit resides in the building, and whether they reside in the unit that is being utilized as an STR
• The number of STR units owned by the same owner within county
• The number of STR units hosted by the same host within county
• Property amenities
• Number of rooms available for rental at that location
• Maximum occupancy—number of beds
• Proof of registration to pay sales tax
• Name and complete legal address of person hosting the unit (operator/manager), if not the owner
• Operator and manager contact information
• Booking platform(s) where property is listed
• Listing URL(s)
• Rental history (number of nights booked per month)
• Number of guest reviews
• Expected date of first rental
- Assist municipalities with the enforcement of state and local short-term rental regulations, which includes the following:
• Support for permitting and registration of short-term rental properties, including outreach and direction to owners and hosts with portal/registration information.
• Preparation and mailing of form letters to short term rental owners. 
• Municipality-specific dashboards should be available to local officials to monitor compliance and activity in their jurisdiction.
- Cybersecurity considerations;
• Vendor must comply with all applicable data privacy laws, and data must be stored in a secure based environment. 
• Both portals must include audit logs, user activity tracking, and secure user authentication (e.g., 2fa) to prevent misuse. 
• Include SLAs for support response times, system uptime, and maintenance windows. 
• Provide technical support and maintain 99.9% uptime for all public-facing portals.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: June 30, 2025