Business License, Short-Term Lodging, Transient Occupancy Tax Software

The City of Newport Beach is soliciting proposals for software solutions to manage business license processing, short-term lodging permitting, and transient occupancy tax (TOT) collection, with the goal of replacing or enhancing existing systems through a technology-based service contract. The RFP allows proposers to respond to one, two, or all three functional areas independently, and the City reserves the right to award single or multiple contracts based on the best combination of offerings to meet its operational needs. The anticipated contract term is three years with two optional one-year extensions, and while pricing is required through a separate Cost File, no contract value is specified in the solicitation. Proposals must be submitted electronically through the PlanetBids portal by August 27, 2026, and must include a Letter Proposal detailing services, personnel, and timelines; a fully completed Vendor Security Questionnaire; API documentation for software integration; and mandatory certifications including debarment status, non-collusion, non-discrimination, and conflict of interest disclosures. All software solutions must meet PCI DSS compliance, Section 508 and WCAG 2.1 accessibility standards, and integrate with the City’s Tyler-Munis financial system for accurate data flow and reconciliation. The evaluation is based on a trade-off process weighing functionality and software capabilities at 25%, firm qualifications at 20%, proposed approach at 20%, ongoing support and training at 20%, and cost at 15%, with no preference given to low-price technically acceptable bids. Contractors must undergo criminal background checks prior to performance and renew them every five years, and must comply with California prevailing wage laws and insurance requirements per ISO forms CG 00 01 and CA 00 01. Performance is entirely digital and remote, with acceptance finalized by the City’s Finance Department after successful data migration and user acceptance testing. No physical delivery or FOB terms apply, and the contract operates under California law with no federal FAR clauses, instead using locally defined provisions covering compliance, severability, amendments, and venue.