NOTICE IS HEREBY GIVEN
that the County of Ontario will receive Proposals for Short-Term Rental Registration and Compliance Software (R25057). Such proposals must be filed with the Ontario County Purchasing Director, 20 Ontario Street, Canandaigua, New York 14424, before 4:00 pm prevailing time, June 12, 2025.
All questions pertaining to this RFP shall be forwarded in writing through the County's OpenGov Procurement portal (https://procurement.opengov.com/portal/ontariocountyny/projects/161354) or through the Director of Purchasing at the address shown above.
Proposals are to be submitted via the County's eProcurement Portal at https://procurement.opengov.com/portal/ontariocountyny. The county prefers electronic submittals, however accommodations can be made for paper submittals if necessary.
The County of Ontario, NY is seeking proposals from qualified vendors to provide Short-Term Rental Registration and Tax Software that complies with NY State legislation outlined in S.885C / A.4130-C chapter amendment to L.2024, c.672. The desired software will enable effective registration, tracking, and taxation of short-term rental properties within the county. This initiative aims to ensure compliance with local regulations, enhance the county's ability to gather data on and manage short-term rentals, and generate additional revenue through the proper collection of occupancy taxes
Service-Disabled Veteran-Owned Set Aside: No
Due date:06/12/2025 4:00 PM
Contract term: 3 years with three 1 year renewals
County(ies): Ontario
Location: County Wide
Business entities awarded an identical or substantially similar procurement contract within the past five years:
None
Background
The County of Ontario, NY is issuing a Request for Proposals (RFP) for Short-Term Rental Registration and Compliance Software (R25057). The goal of this initiative is to ensure compliance with local regulations regarding short-term rentals, enhance data management capabilities, and improve revenue collection through occupancy taxes. This software must comply with New York State legislation outlined in S.885C / A.4130-C chapter amendment to L.2024, c.672.
Work Details
The selected vendor will provide a software solution that includes the following modules and features:
1. **Registration Module**:
- Online registration for property owners including property addresses, owner details, contact information, and number of rentable units.
- Document uploads for compliance verification (e.g., permits, insurance).
- Verification system for property details and owner identity.
2. **Tax Calculation Module**:
- Automatic calculation of occupancy taxes based on current rates.
- Dynamic updates to tax rates as mandated by local legislation.
- Generation of detailed tax reports for internal use.
3. **Compliance Monitoring**:
- Ongoing monitoring features for compliance with local laws.
- Integration with existing local government databases.
- Notification systems for property owners regarding compliance requirements.
4. **User Experience**:
- Intuitive interface for both property owners and county staff.
- Mobile compatibility and multilingual support.
5. **Reporting and Analytics**:
- Comprehensive reporting tools for analyzing trends and revenue.
- Customizable dashboards for key performance indicators (KPIs).
6. **Data Integrity and Security**:
- Compliance with data protection regulations.
- Robust data encryption and security protocols.
7. **Integration Capability**:
- Ability to integrate with existing county finance systems and support API access.
Period of Performance
The contract will be for a term of three years with the possibility of three one-year renewals.
Place of Performance
The services will be performed county-wide in Ontario County, NY.
Bidder Requirements
No Service-Disabled Veteran-Owned Set Aside is specified. Vendors must comply with all applicable insurance requirements including proof of liability insurance, workers' compensation insurance, and disability benefits coverage as mandated by New York State law.
