SaaS Short Term Rental Registration Platform

The Vendor is required to provide SaaS short-term rental registration platform.
- SaaS solution must:
•    Provide a user-friendly online portal for hosts to register their short-term rental properties. 
•    Automate tax collection and remittance tracking. 
•    Ensure compliance with state-mandated reporting requirements. 
•    Include enforcement tools to monitor violations and revoke non-compliant permits. 
•    Offer multi-county registry functionality to facilitate regional cooperation. 
•    Securely store data and control user access based on county roles. 
•    The ability to include hotel and motel operators for all tracking requirements.
- System functionality
1. Host registration portal
•    Online registration system for property owners.
•    Verification of property eligibility against state and local requirements
•    Insurance certificate uploading and tracking
o    Host or booking service must upload proof of insurance meeting mandated coverage.
o    The system must track the expiration dates and notify hosts before expiration.
o    County officials receive reports on expired or missing insurance.
o    The system must automatically revoke registrations for non-compliance.
•    Property safety compliance
o    Hosts must attest compliance with all mandated safety requirements (fire extinguisher, emergency contacts, evacuation diagram, etc.) 
o    County officials receive reports on safety requirements non-compliance
•    Unique registration number issuance for each property. 
•    Payment solutions for hosts to pay registration fees, penalties, or occupancy tax payments. 
•    Communication and ticketing functionality for dealing with hosts and booking service inquiries via the platform.
2. Booking service provider registration
•    Online registration for booking service providers
3. Booking platform integration and tax compliance
•    Interface with Airbnb, VRBO, Expedia, and any other platforms as identified to:
o    Verify that only registered properties are listed. 
o    Automatic reporting of registered properties to the appropriate short term rental sites for properties that have been suspended or revoked. 
o    Ensure platforms collect and remit sales and occupancy taxes. 
o    Generate itemized tax reports for county officials.
•    Automated tax tracking and reporting
o    The system must calculate tax obligations per property and allow for the tracking of payments. 
o    Reports must comply with quarterly state-mandated tax reporting.
4. Compliance and enforcement tools
•    Violation tracking and penalty system
o    County officials can flag non-compliant properties. 
o    The system must issue warnings before fines. 
o    Properties with three violations within two consecutive years must have registrations automatically revoked.
•    Automated permit revocation
o    The system must automatically suspend permits for expired insurance.
o    The county must be able to request revocation for illegal occupancy.
o    Allow exemptions or overrides in special circumstances.
o    Automated notifications to relevant parties (e.g., property owners, booking platforms, enforcement personnel) whenever a property permit is suspended or revoked
•    Booking platform enforcement
o    Integration with enforcement agencies to identify and remove listings without valid registrations.
•    “Off book” transactions
o    Respondents to their ability to identify hosts that may have “off book” transactions, based on irregularities in property availability. 
o    Provide details on the specific techniques (e.g. machine learning models, web scraping, anomaly detection) to identify off-book rentals.
o    Ability to provide periodic audit reports or dashboards related to unregistered activity.
5. Reporting and data compliance
•    Host record-keeping and auditing
o    Host must maintain rental records for two (2) years.
o    County officials must be able to request and review records on demand.
•    Multi-county registry and data sharing
o    The system must allow counties to collaborate and share data securely
o    County users should have role-based access to manage shared enforcement cases
•    Data sharing functionality
o    The system must be able to easily share data provided by the booking service(s) with local municipalities.

- Contract Period/Term: 3 years