Long-Term Rental Data Gathering and Analysis Software Service

The contract for the Long-Term Rental Data Gathering and Analysis Software Service issued by Provo City, Utah, aims to select a single responsible vendor through a competitive RFP process, with the award justified by the highest scoring proposal in accordance with procurement regulations. The project seeks a scalable, ethically compliant web-based software solution capable of collecting, analyzing, and securely storing publicly available rental data from long-term rental websites to identify unlicensed properties, including Accessory Dwelling Units (ADUs), supporting enforcement of local rental and zoning laws. The scope encompasses data extraction, accuracy assurance, pattern analysis, customizable reporting, automated alerts, and system adaptability to website changes, all while ensuring compliance with Utah and federal privacy laws. The anticipated contract size ranges from $500,000 to $1,500, with proposals due electronically via Bonfire by November 10, 2025. The contractual framework incorporates specific legal and insurance requirements, including submission of a W-9, current vendor form, certificates of liability and workers’ compensation insurance with minimum coverage levels, and an E-Verify MOU letter. It emphasizes data security, legal defensibility, and compliance with applicable privacy laws, but does not reference standard federal clauses or certifications such as FAR provisions, UEI, or CAGE codes. The contract stipulates that all deliverables, including reports and dashboards, will be evaluated by a city review committee based on criteria such as vendor experience, technical approach, legal compliance, data presentation, and cost, with the final selection made through a best value or trade-off process. The performance period is flexible, with vendors required to provide an implementation timeline, key milestones, support, and training, all to be delivered electronically. Proposal submissions must adhere to strict formatting, page limits, and labeling instructions, with all inquiries directed through the Bonfire portal. The city reserves the right to reject proposals, modify the process, or terminate the procurement at any stage, ensuring a transparent and compliant selection process.