CC MEETING: December 5, 2023
DATE: November 27, 2023
TO: Erin Rinehart, City Manager
FROM: Cory Heiple, Environmental Services Director
Marc Guy, Assistant City Manager
Title
Consider Approval Of RFP #23-043 For The Purchase Of Short-Term Rental Software For The Environmental Services Department From Deckard Technologies Inc., In An Amount Not To Exceed $23,750.00 Annually, For A Total Three-Year Contract Amount Not To Exceed $71,250.00.
Body
BACKGROUND:
The Environmental Services Department is responsible for code enforcement and the single-family rental inspection program. The administration and inspection services to be initiated due to City Council’s recent approval of ordinance amendments to regulate short-term rentals (STRs) has been assigned to Environmental Services due to its established and similar processes that are already in place. Environmental Services has a code enforcement workforce that is trained in the current single-family and multi-family rental enforcement programs.
The Environmental Services Department currently utilizes City View software, which is primarily suited for building, code enforcement and food and pool safety inspections at industrial, residential, commercial and multi-family properties. However, the Department does not currently have a software system that provides booking website review, STR property identification or hotel occupancy tax collection, which will be needed to establish and maintain an effective STR enforcement program. The STR software is intended to function independently of City View for the full administration of the STR program.
The software chosen will include comprehensive short-term rental identification, registration and inspection management, processing of permit fees and hotel occupancy tax and issuance of receipts of payment.
Bid notifications were posted online, previous and interested vendors were contacted and advertisements were placed in the Dallas Morning News. Five vendors responded and submitted proposals.
FINANCIAL IMPLICATIONS:
The services described in RFP #23-043 will be purchased from budgeted funds as listed below:
ACCOUNTING UNIT ACCOUNT BUDGET AMOUNT
261001 61350 $23,750.00
IMPACT ON COMMUNITY SUSTAINABILITY:
This project supports and aligns with the City Council’s goal to provide for the peaceful enjoyment of the community through the regulation of short-term rental operations within residential neighborhoods and provides City staff with the tools necessary to enforce the recent ordinance amendments for the regulation of short-term rentals.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends that City Council award RFP #23-043 to Deckard Technologies Inc., based on best value and references for the short-term rental software project in an amount not to exceed $23,750.00 annually, for a total three-year contract in an amount not to exceed $71,250.00.