RP013-26 Provision of Short-Term Rental Monitoring and License Administration on a Multi-Year Contra

Gwinnett County Government is soliciting proposals for a multi-year contract to provide comprehensive short-term rental (STR) monitoring and license administration services within Georgia. The contract requires the selected vendor to design, implement, and maintain a secure, user-friendly online portal that facilitates STR license applications, renewals, document uploads, real-time application status tracking, and automated notifications. The solution must incorporate PCI DSS-compliant payment processing and meet stringent security requirements, including SOC 2 Type II controls, encryption, and multi-factor authentication. The system is expected to maintain high availability with 24/7 uptime and defined maintenance windows, ensuring continuous service and compliance with Gwinnett County’s branding and data privacy standards. Performance standards encompass uptime guarantees, incident responsiveness, and adherence to confidentiality, integrity, and availability criteria mandated by county and relevant federal regulations. The procurement process emphasizes a best-value award methodology, with evaluation heavily weighted toward the technical approach (40 points), service provider experience (25 points), and project management competence (15 points), supplemented by references and cost considerations in subsequent evaluation phases. Proposals must be submitted physically in sealed packages following strict labeling and packaging requirements to preserve submission integrity. Key contractual provisions include non-discrimination, indemnification, anti-kickback policies, audit rights, and termination clauses for convenience and fund appropriations. Special security provisions mandate robust employee background screening, strict data handling protocols limiting data transfer and retention, multi-factor authentication, and immediate reporting of security incidents. The contract duration includes an initial period concluding by the end of 2026 with options to extend annually up to five years, subject to funding availability. Vendors bear responsibility for all subcontractors under the same compliance requirements. Formal inspection and acceptance of deliverables occur at the destination, with title and risk of loss retained by the vendor in transit. While no specific pricing is disclosed in the solicitation documents, a sealed cost proposal is required separately, and payments are processed electronically following detailed invoicing aligned with actual work performed. No federal FAR clauses apply directly; instead, the contract employs Gwinnett County custom clauses addressing governance, contract interpretation, and administrative mechanics. The solicitation underscores stringent insurance requirements naming the County as additional insured and requiring primary coverage with specified carrier ratings. Overall, this contract establishes a rigorous framework to ensure the effective administration and regulatory compliance of Gwinnett County’s short-term rental program through a secure, technically advanced licensing platform, managed by a qualified, experienced service provider under carefully defined terms and oversight mechanisms.