The vendor required to provide digital mobile platform to support the management and administration of transient vacation rentals (TVRs) registration, renewal, and payment processes, and enforcement of applicable TVR provisions.
- The system shall replace manual processes, automate registration and compliance workflows, and enhance data sharing between departments.
- Capable of delivering a complete and integrated solution that includes:
• Identification of active TVRs within the county and match to county tax records via transient accommodations tax number;
• Automated monitoring of online listings and marketing data;
• Evidence captures to support enforcement actions;
• Integration with county systems; and
• Secure, role-based access and public transparency.
- Objectives
• Deploy a county-owned system that aggregates and produces actionable information on TVR operations.
• Ensure compliance with county code by linking property and tax data.
• Generate enforceable documentation for legal use.
• Maximize efficiency through automation and integration with existing systems.
- Key functional requirements
1. TVR registration and renewal module
• Provide an online registration user interface for both hosted and un-hosted TVRs that captures all data required under county code chapter 6, article 6 and relevant chapter 25 provisions, as the same may be amended, including but not limited to: property street address; tax map key (TMK); zoning district; state land use district; general plan land use designation (including resort, resort node, and project district status); owner and host contact information; bedroom count and rental configuration; site drawing; required declarations; county tax clearance; and state general excise and transient accommodations tax numbers.
• Support classification and tracking of TVRs as “hosted” (including bed and breakfast establishments) or “un-hosted” (short-term vacation rentals), with clear indication of whether a host’s principal home is on the same building site, whether the host satisfies the “reachable” standard, and whether the rental is the owner’s primary residence as defined under applicable tax law.
• Implement automated assignment of unique TVR registration numbers only after successful validation of required information and fee payment, including tiered fee logic for hosted ($250 initial and $100 annual renewal) and un-hosted ($500 initial and $250 annual renewal) TVRs, with configuration options to adjust fee amounts by ordinance or resolution changes over the 2026-2027 period.
• Provide automated notifications (email and configurable in-system alerts) to owners, hosts, and designated reachable persons for expiring registrations, missing information, and renewal deadlines consistent with ordinance 25-50 and chapter 25 timelines.
• Provide configuration elements so that amendments to TVR ordinances, zoning provisions, or fees adopted during 2026-2027 can be implemented via administrative configuration (e.g., tables or rule sets) rather than custom software development, while preserving historical rules for prior periods.
• Provide the ability to record and track TVRs that are exempt from registration requirements (e.g., accommodations exempt from statutes chapter 237d, long-term tenancies under statutes chapter 521, qualifying health-care worker housing, and TVRs authorized by a declaration of state of emergency), including the basis for exemption and supporting documentation.
2. Compliance and administrative enforcement tools
• Identify potential unregistered or non-compliant TVRs using multiple data sources, including but not limited to: online listings and advertisements, hosting-platform and booking data, county complaint intake, tax filings, and other prima facie evidence authorized by ordinance 25-50 and chapter 25.
• De-duplicate TVR listings across multiple hosting platforms and URLs and normalize data at the property and TMK level to avoid double-counting and to tie enforcement actions to the correct parcel, registration record, and nonconforming use certificate where applicable.
• Capture and retain daily online evidence (screenshots, html, images, and metadata) of advertising and booking activity, time-and date-stamped, with sufficient quality and chain-of-custody detail to support administrative and judicial enforcement actions.
• Data must be saved into a historical evidence archive.
• Provide case-management functionality for violations, including initiation of investigations, linking of all associated TVR records and evidence, assignment to staff, internal notes, status tracking, and outcome tracking (e.g., warning, cancellation, fines paid, lien filed, suspension).
• Record and manage nonconforming use certificates for TVRs, including initial issuance, annual renewal, suspension, revocation, and expiration, and link each certificate to the underlying registration, zoning district, and applicable operational standards and conditions.
• The system shall support identification of TVRs that are deemed registered by ordinance but remain subject to ongoing renewal and compliance obligations.
3. Hosting platform registration and reporting
• Provide a dedicated hosting platform portal for booking services to register with the county, pay the required $1,000 registration fee, and acknowledge statutory responsibilities and consent to required data sharing.
• Hosting-platform registration shall be required in addition to, and not in lieu of, TVR registration by property owners and locations.
• Capture all data required by ordinance 25-50 for hosting-platform registration, including legal entity information, contact persons, mailing and email addresses, description of ancillary services, and acceptance of terms of use and data-sharing obligations.
• Accept, validate, and store ongoing reports from hosting platforms at the required frequency (monthly and, where allowed, annual reporting for qualifying brokers and agents) containing, at minimum, tax map key (TMK) numbers, county TVR registration numbers, state transient accommodations registration numbers, and unique listing URLs for each TVR.
• Automatically validate reported listings against county registration records to identify: unregistered TVRs; TVRs with expired, suspended, or cancelled registrations; TVRs lacking required nonconforming use certificates; and listings with inconsistent or missing registration numbers, and generate work queues or alerts for follow-up by county staff.
- Contract Period/Term: 1 year
- Non-Mandatory Pre-Bid Conference Date: January 13, 2026
- Questions/Inquires Deadline: January 14, 2026
