Rental Software

The vendor is required to provide creation and maintenance of a database of all short-term rental units within the borough:
• Listing of all active short-term rental (STR) listings
• High resolution screenshots of all active listings
• Full address and contact information for identifiable STRs in borough
• All available listing and contact information for STRs in borough
- Requirements
• There shall not be a limit on number of borough staff that can access the software.
• Create and maintain a database of short-term rental units within the agency.
o Identify the addresses of the properties listed for short-term rental from all applicable short-term rental websites operating within the borough. 
o The ability to identify if the property is located within the city the greater agency. 
o The addressing should be in a national emergency number association (NENA) format to allow cross refencing with internal systems.
o All data is to be owned by the agency and subject to public record requests.
o Create and maintain a comprehensive inventory of all short-term rentals in the borough that includes, but is not limited to, the following information:
o Listing URL
o Number of occupants per listing (if available)
o Number of listings for an address and if the rental type is for a whole home or a room in a shared home.
▪ Whether a listing is for an entire unit/room(s) entire building
▪ Actual lengths of stay per listing
▪ Dates of occupancy or occupancy rates of listings
▪ Listing host
▪ Indication if listing is active
▪ Time period(s) listing has been active
▪ Listing termination dates, if applicable
o Vendor shall maintain and update the database no less than weekly.
o Database shall be searchable and sortable by aggregated characteristics as well as rental address. search and sort functions should be executable by borough staff. 
o Search and sort function results shall be exportable to a customizable report in excel or csv format.
o STR database shall include and archive screenshots of the STR listings as well as copies of the photographs appended to the STR listings. 
o Screenshots and photographs should contain readily identifiable information such as date taken and URL or other such information that makes it readily identifiable. 
o STR database shall include the ability to mass export said screenshots and photographs with the identifiable information affixed.
o STR database shall be sufficient for the borough to use for outreach, monitoring, and code enforcement purposes, if necessary.
o STR database shall be able to import mass address reports detailing information such as properties eligible for different borough programs and append said information to the STR database.
o Provide a factual and reliable basis for the data and images it obtains as well as its determinations of STR addresses. 
o Provide affidavits to attest to the accuracy of the data and or images provided and investigatory practice of determining STR addresses. 
o Provide documentation for court cases.
• STR database shall provide the ability to export mass address details in a modern, standardized structured data file format such as json, csv, etc. database extracts shall be available daily and contain the most up-to-date address information available to agency. 
• Data structure shall include primary keys or a similar unique id value to facilitate STR property address information.
• Preference may be given to software systems that can interface with and accept structured data file values from the borough’s CAMA software platform/data (e.g., parcel account numbers, pans), which would help the borough maintain address relationships between the two systems.
• The software shall be able to compare properties using street addresses as a common denominator.
• Preference may be given to software systems that provide rest, representational state transfer, services and access to all STR agency address data through said services. 
• Documentation on using the API should be provided via an online portal and kept current. 
• Reasonable rate limits should apply (if applicable) to accessing the API. 
• All necessary STR rest service access should be included in the overall cost of the SaaS platform.
- Budget: $40,000.00
- Contract Period/Term: 1 year
- Mandatory Pre-Proposal Conference Date: July 2,2025