Description: Request for Proposals – Short-Term Rental Data Collection ServicesFebruary 14, 2024The City of Bainbridge Island has recently passed an ordinance regulating short term rentals on Bainbridge Island and is seeking qualified professionals to assist with the development of a shot term rental program. The new program should include an inventory of short-term rental (STR) properties within the city limits, registration procedures, recommendations for needed software, and ongoing program maintenance including strategies for compliance.The City encourages responses from firms/consultants led by those who identify as women or members of traditionally marginalized communities, or who are or could be certified as Minority Business Enterprise/Women Business Enterprise (MBE/WBE), Disadvantaged Business Enterprise (DBE), or equivalent.Background The City of Bainbridge Island is a scenic 30 min. ferry ride away from Seattle, and thus attracts many tourists to the Island. The entire Island is incorporated as one city, has 52 miles of shoreline, dense forests, and a mostly suburban development pattern. The City Council has identified preservation of the Island’s housing stock as a priority and has assigned the City Manager to gather short-term rental information for the Island to support the recently adopted City Short-Term Rental Ordinance (ORD 2024-02). Kitsap County does not regulate short-term rentals within the City’s jurisdiction. Tracking these types of properties has been difficult despite the City’s requirement for business licenses for short-term rentals. Short-term rental properties are defined in the city municipal code as being 30 days or less. There are no zoning or quantity restrictions for short-term rentals on the island.Anticipated Scope of Work and DeliverablesThe City is seeking a Contractor to design and potentially administer a short-term rental compliance program in accordance with the provisions of Ordinance No. 2024-02 (see attached) codified under Bainbridge Island Municipal Code Chapter 5.38. IT SecurityWe require the entity responsible for storing this data to demonstrate robust IT security protocols and practices. It’s imperative that there is implementation of comprehensive measures to safeguard the confidentiality, integrity, and availability of the data. This includes, but is not limited to: encryption, access control, authentication, security audits, as well as disaster recovery and backup. Please itemize your proposal based on the following six tasks (i.e. identify the cost breakdown for each individual task). Please indicate if your firm would be available to perform a subset of the tasks and if so, which tasks.Task 1 – Collection of Baseline Information Build, update, maintain, and monitor online listing and address information for each STR in the CityTask 2 – Propose Registration Fee StructureEstimate and propose an STR Registration Fee Structure designed to defray the cost of the City producing the STR Certificate and maintaining the STR Management Process. Consider either:An annual STR Registration fee; ORAn initial STR Registration fee AND a separate annual renewal feeTask 3 – Initial Public Outreach Provide public outreach, education, customer support and materials to prospective and existing STR facility operators of the City reporting requirementsTask 4 – Process Short-term Rental ApplicationsCreate a forward-facing platform for the public to look up if a property has a permitOr use/manage City-owned online registration platformCollect and review applications and verify compliance with all codes, license, and tax requirements, and statutesMail owner statements prepared to all residents and owners within 300 feet of property (ORD 2024-02 5.38.050.C)Issue interior and exterior certificate/signage for STR residences (ORD 2024-02 5.38.060.B&C)Upon successful completion of the application process, update/maintain database of all registered STRsProvide renewal services of STRsTask 5 – Conduct Ongoing Assessment of Short-Term Rentals for Compliance with City Codes, Requirements, and Statutes Monitor STR properties for permit compliance on a frequency basis agreed upon by the CityMaintain an effective communication program with the City regarding concerns or issues related to STRs.Create reporting capabilities and provide statistical reports with a minimum of the following features:Quantity and addresses of STRs (traceable back to URL listings)Booking information (average nights booked per reservation, No. of nights booked per year, generated revenue, etc.)Lodging taxes paid to the City Task 6 – Monitor Payment of Taxes and Fees and Assist the City with Code EnforcementIdentify owners, agents, or brokers of STRs who may not be remitting to the Washington State Department of Revenue and to the City all lodging taxes imposed by City Code Section 3.65Ensure all STRs have paid all appropriate application, renewal, and City business license feesAssist the City with code enforcement activities including:Provide list of short-term rental units known or suspected to be operating in violation of City codes, requirements or statutesContacting non-registered, unpermitted, and/or non-compliant STR property ownersHave the capability to allow complainants to easily share evidence of alleged STR ordinance violationsReal-time outreach to owners/managers of problem short-term rental propertiesPursue delinquent payments from properties as neededAnticipated STR Project Implementation Timeline Timeline: The Short-term Rental Registration fee must be proposed by May 31, 2024, and the registration process must be established by July 1, 2024 in preparation for the go-live date in September 30, 2024. SubmittalsIndividuals or firms wishing to respond to this Request for Proposals (RFP) must submit a written proposal that clearly and accurately demonstrates their intended approach to this project as well as their experience with or ability to perform the services outlined in the scope of work.Each proposal must include the following components:An explanation of the approach to each of the deliverables included in the scope of workNames and contact information for three references who can help the selection team understand your approach and experience as they relate to this scope of workFee schedule/hourly rate (including any administrative fees or surcharges)Anticipated timeline to complete the workSubmit your proposal by 4:00 PM PST on Friday, March 1, 2024. Submittals are limited to 15 pages, not counting the cover pages. Responses should be sent via email under the subject “Short-term Rental Data Collection and Enforcement Support Services” to lshear@bainbridgewa.gov (). Submittals must be received by the deadline. Submittals received after the deadline will not be considered.Email is the preferred method, but responses may also be mailed or dropped off at City Hall (Monday – Friday, from 8:00 AM to 4:00 PM). Print copies should be double-sided, with no cover or binding.City Hall280 Madison Ave NBainbridge Island, WA 98110Attention: Laura Shear, Short-term Rental Data Collection Services RFP Evaluation/Selection/Delivery Timeline (Subject to Change)March 1, 4 p.m.Deadline to submit bid proposalMarch 11-22Potential InterviewsMarch 29Date of selection of the most qualified applicant, or earlierApril 10Project agreement developed and signedApril 12May 31Scope of Work underwaySTR Registration Fee proposed, or earlierSeptember 30Online Registration live, or earlier

Submit your proposal by 4:00 PM PST on Friday, March 1, 2024. Submittals are limited to 15 pages, not counting the cover pages. Responses should be sent via email under the subject “Short-term Rental Data Collection and Enforcement Support Services” to lshear@bainbridgewa.gov (). Submittals must be received by the deadline. Submittals received after the deadline will not be considered. Email is the preferred method, but responses may also be mailed or dropped off at City Hall (Monday – Friday, from 8:00 AM to 4:00 PM). Print copies should be double-sided, with no cover or binding.

The City encourages responses from firms/consultants led by those who identify as women or members of traditionally marginalized communities, or who are or could be certified as Minority Business Enterprise/Women Business Enterprise (MBE/WBE), Disadvantaged Business Enterprise (DBE), or equivalent.