RFP - STVR Professional Compliance Servicest(v ow Kra
GEM of the DESERT
REQUEST FOR PROPOSAL
PROFESSIONAL COMPLIANCE SERVICES
SHORT TERM VACATION RENTAL COMPLIANCE SOLUTIONS
The City of La Quinta requests proposals from qualified professional compliance vendors to
identify unregistered short term vacation rental properties and pursue compliance to ensure
they are registered, paying TOT, and respecting the community by following the program rules
and municipal code.
Project Description:
The City of La Quinta's Short Term Vacation Rental Program (STVRP), known as Vacation LQ,
strives to preserve the quality of life in the City by evoking a true collaboration of hosts,
guests, and community, encouraging tourism in our Gem of the Desert, and protecting the
long-term sustainability of the program.
There are about 27,000 total dwelling units in the City of which 2,200 are active short-term
vacation rentals. Approximately 1,000 of those are active short-term vacation rentals with the
remainder identified as active unregistered properties. The City requests the vendor's
assistance in pursuing compliance from these remaining active unregistered vacation rentals
and any additional that are identified in the future. The City also has a 24/7 operated hotline
to assist with any STVRP related issues. The newly selected vendor is expected to provide this
24/7 hotline service moving forward. The vendor shall lead the compliance efforts including
identification, evidence gathering, and initial contact, while working collectively with our
STVRP staff, Code department, and TRAKiT software.
While organically working towards complete compliance, the City's first priority is maintaining
the unmatched quality of life for our valued residents.
Services Requested
Services to be rendered in performing all work shall include, but may not be limited to:
Required:
1) Identify unregistered properties and conduct initial contact with host.
a) Initial contact should include: phone call, notice by mail or email and follow-up call to
encourage host to register within 14 days.
b) Vendor shall attain at least 90% to 95% registration compliance among those
properties identified as unregistered properties.
c) Non -compliant host files shall be sent to Code, only after initial contact by vendor has
been completed.
Page I of 4
i) The non -compliant host file shall include:
(1) Verified contact information for host
(2) Copies of communications sent to host, including copy of initial notice
(3) Call journal
2) Identify properties who are not filing TOT returns or do not renew their Business License
and/or Vacation Rental Permit. Pursue compliance and forward non -compliant host
information to Code Compliance for notice/citation(s).
a) Initial contact should include: phone call, notice by mail or email and follow-up call to
encourage host to meet city requirements within 14 days.
b) Vendor shall attain at least 90% to 95% compliance among those properties identified
as non -compliant with their business license, permit or TOT returns.
c) Non -compliant host files shall be sent to Code, only after initial contact by vendor has
been completed.
i) The non -compliant host file shall include:
(1) Verified contact information for host
(2) Copies of communications sent to host, including copy of initial notice
(3) Call journal
3) Provide a monthly report on how many hosts are brought into compliance by vendor and
how many are referred to Code Compliance.
4) Populate TRAKiT and email distribution list.
5) Initiate notice for renewals
6) Conduct TOT compliance monitoring
7) Ability to search obfuscated numerical data
8) Input property data into TRAKiT system or provide data package that can be imported,
with verified contact information for hosts.
9) Coordinate with City Staff to follow up on cases and provide additional data as needed.
10) Provide 24/7 phone hotline services that residents can call into to report issues. The
hotline shall not be automated; an actual operator shall respond and provide accurate
information and be accessible to both residents and city staff.
a) Hotline staff will be responsible for contacting host, request resolution to complaint,
and if needed, contact police to solve complaint.
b) Hotline shall provide a daily log of any calls received by hotline via GoRequest, a Citizen
Relationship Management (CRM) software system use by city.
c) Hotline shall be able to track problem properties and escalate as needed.
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The vendor is to submit a detailed cost proposal for all services.
City Rights and Options
This solicitation does not commit the City of Lo Quinta to award a contract, to pay any cost
incurred with the preparation of a qualifications statement, or to procure or contract for
services or supplies. The City of La Quints reserves the right to accept or reject any or all
submittals received in response to this request, to negotiate with any qualified source, or
cancel in whole or part this process if it is in the best interest of the City to do so. Subsequent
to negotiations, prospective Vendors may be required to submit revisions to their qualification
statements. All proposers should note that any contract pursuant to this solicitation is
dependent upon the recommendation of the City staff and the approval of the City Council.
The City of La Quinta reserves the right to postpone selection for its own convenience, to
withdraw this Request for Proposal at any time, and to reject any and all submittals without
indicating any reason for such rejection. As a function of the RFP process, the City of La Quinta
reserves the right to remedy technical errors in response to the RFP and to modify the
published scope of services. The City of La Quinta will reserve the right to request that specific
personnel with specific expertise be added to the team, if the City determines that specific
expertise is lacking in the project team. Statements and other materials submitted will not be
returned.
The City of La Quinta reserves the right to abandon this RFP process and/or change its
procurement process for the contract at any time if it is determined that abandonment and/or
change would be in the City's best interest. In the event of an abandonment or change, the
City will not be liable to any contractor for any costs or damages arising out of its response to
the RFP.
Selection Process
Work Programs will be reviewed by a Vendor Selection Committee. The Committee will rank
the Vendors for contract negotiations based upon the materials submitted within the Work
Proposal. The Committee may or may riot choose to interview two or more closely -rated
firms, but will not expect or schedule time for elaborate presentations. Cost proposals will be
opened only after the ranking process is complete.
The City will open contract negotiations with the top -ranked firm. The successful Vendor will
be expected to enter into the attached Professional Services Agreement.
Page 4 of 4
ta Q"(ra
- — GEX4 of dv DESERT —
June 19, 2017
To: Missy Mendoza, Martha Mendez,.Julie Mignogna, Elizabeth Escatel,
Angelica Zarco
From: Shawn Isaac
Subject: Proposals for Professional Compliance Vendors
The City has received two (2) proposals from qualified professional compliance
vendors to identify unregistered short term vacation rental properties and pursue
compliance to ensure they are registered, paying TOT, and respecting the community
by following the program rules and municipal code.
The proposals are attached for your review and comment. To assist in your evaluation
of the attached proposals, the City has included a proposal evaluation form for each
proposal, and a copy of the City's request for proposal (RFP).
SCHEDULE
I suggest the following schedule for the vendor selection process:.
Committee Review/Evaluation Proposals June 26th, 2017
Vendor Interviews (if necessary) (Optional)
78-495 Calle Tampico La Quinta, CA 92253 760.777.7000