Clear Creek County is seeking qualified products and services in conjunction with the implementation and administration of the County’s recently adopted regulations for short term rentals applicable to all unincorporated areas of Clear Creek County. This RFP is being publicly advertised on the County’s website and forwarded to select firms who have been involved with, or expressed interest in
the County in the past. Interested firms should submit a Scope of Products and Services, Qualifications, and examples of relevant experience no later than 4:30 pm on Monday, December 11, 2017.
Scope of Work, Specifications and Requirements
The proposal will implement a short-term rental information service, providing information to the County, and an electronic web-based self-service permitting process. The scope of work desired includes but is not limited to the following:
An online self-service permitting process with the following:
Mobile adaptive design
Embeddable into the County website
Ability to validate inputs whenever required to minimize data-entry errors
Electronic signature capability
Data available through an online application/website, and downloadable into csv format via online application/website
An information service to the County should include the following:
Complete physical address identification and screenshots of all identifiable STRs in Clear Creek County’s jurisdiction
Up-to-date list of active STR listings with high resolution screenshots of active listings
Full address and contact information for all identifiable STRs
Identify all websites monitored
Dashboard that provides the County capability for continuous monitoring of all activity by location, type of dwelling, advertisements, permitted and unpermitted operations, number and types of issues, problems and violations resolved and unresolved.
Compliance Monitoring and Enforcement Capabilities
Ongoing monitoring of the short-term rentals operating in Clear Creek County’s jurisdiction for permit compliance coupled with systematic outreach to non-compliant STR property owners using official County form correspondence.
Regular staff reporting on jurisdiction’s permit compliance
Ability for neighbors to report non-emergency problems, comments/complaints related to STR properties. Reporting should be available by phone and email with full documentation of all reported incidents, including digital recordings and written transcripts of all reporting. Ability for neighbors to include photos, video footage, and sound recordings to document complaints. Real-time outreach to owners of problem properties with regularly-submitted staff reports containing number and types of reported incidents and list of properties for which incidents have been reported.
Provide option to identify short term rentals within the corporate limits of the four municipalities of Idaho Springs, Georgetown, Silver Plume, and Empire
Provide option to monitor tax payments to the County and/or individual unit rental activity
If such options exist, identify each one with related costs.
If applicable, provide complete turnkey on-site implementation and project management support
Provide training to end users and IT staff
If applicable, provide future software releases and updates to all applications as part of regular software maintenance fees
If applicable, provide technical documentation for support staff including system overviews, design, flowcharts, and file layouts
Consultants should submit a cover letter of intent and a full copy of their proposal to:
Frederick Rollenhagen, Community Development Director
Clear Creek County Annex
P.O. Box 2000
1111 Rose St.
Georgetown, CO 80444
by no later than 4:30 p.m. on Monday, December 11, 2017. Inquiries shall be made by calling 303-679-2360 between the hours of 8:00 a.m. and 4:30 p.m., Monday – Friday, or by email;
Proposals shall, at a minimum, contain the following:
Professional Qualifications. Briefly summarize the background and qualifications of the firm(s) and/or individual(s). Describe the nature of services generally provided, include resumes of personnel that will be assigned to this project and describe their proposed role and responsibilities in the work required.
Relevant Experience. Provide examples of services/products you have provided to other communities similar to Clear Creek County that have been successfully implemented by your firm or individual. Each project described should include the following information:
Product and/or service description
References: Contact persons’ name, title, address, phone, and email address
Contract Requirements. Describe your contract requirements, billing procedures, etc.
Scope of Services/Products. Proposals should contain a detailed scope of service(s) and product(s)
Materials Required. Proposals should include a detailed list of documents and information needed. Please indicate if the information will be provided by the County or by the consultant.
Provide a duration of time for providing the products/services.