Web-Based Short-Term Rental Monitoring, Compliance and Registration Solutions

Pre-bid meeting: Tuesday, March 24th, 2026, 1:00 PM E.S.T.

Questions due: Thursday, April 2nd, 2026, 11:00 AM E.S.T.

Proposals due: Monday, April 6th, 2026, 11:00 AM E.S.T.

Award: By Wednesday, May 6th, 2026.

The City seeks a qualified vendor to deliver a comprehensive, web-based system for short-term rental (STR) monitoring, compliance, and registration. The selected software provider must have proven capabilities to accurately identify STRs operating within the city and offer an integrated solution for address identification, registration, tracking, monitoring, reporting, compliance, and Transient Occupancy Tax (TOT) collection. The system should facilitate waitlist management for STR permit applications, assist city staff with compliance outreach, and provide automated identification and monitoring of STR listings across major and emerging hosting platforms, consolidating multiple listings into unique property records.

Key requirements include an intuitive STR and TOT registration/renewal portal with secure user accounts and support for multiple payment options (including credit card and ACH). The solution must manage and track mandatory physical property inspections on a three-year cycle, administer inspection fees, and provide automated notifications and reporting. The provider should also establish a 24-hour complaint intake system (via hotline and web portal), automatic calculation of tax liability and fees, and customizable TOT tax forms.

The platform must deliver real-time dashboards with role-based access, historical reporting and trend analysis, and integration with GIS mapping for STR locations and compliance metrics. Data cleaning, validation, and post-migration reconciliation are required for accuracy. Comprehensive support services, including help desk assistance and 24/7 emergency issue escalation, are expected. The contract period is four years, and potential vendors should submit questions by March 31, 2026.