Provision of Short-Term Rental Monitoring and License Administration on a Multi-Year Contract

Location:	Georgia
Posted:	Apr 28, 2026
Due:	May 28, 2026
Agency:	Gwinnett County
Type of Government:	State & Local
Category:	V - Transportation, Travel and Relocation Services W - Lease or Rental of Equipment
Solicitation No:	RP013-26 INV
Publication URL:	To access bid details, please log in.

RP013-26 INV

Buyer Contact : Casey.Beauston@GwinnettCounty.com

Opening Date : 05/28/2026 03:00 PM EST

Virtual Bid Opening

Addendum : RP013-26 Ad1

Additional Documents : RP013-26 Exhibit B - Functional Requirements Response Workbook

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April 16, 2026

The files

REQUEST FOR PROPOSAL

RP013-26

The Gwinnett County Board of Commissioners is soliciting competitive sealed proposals from qualified service

providers for the Provision of Short-Term Rental Monitoring and License Administration on a Multi-Year Contract

for the Department of Planning and Development.

Proposals must be returned in a sealed container marked on the outside with the Request for Proposal number

and Company Name. Proposals will be received until 2:50 P.M. local time on May 21, 2026 at the Gwinnett County

Financial Services - Purchasing Division – 2nd Floor, 75 Langley Drive, Lawrenceville, Georgia 30046. Any proposal

received after this date and time will not be accepted. Proposals will be publicly opened and only names of

submitting service providers will be read at 3:00 P.M. The opening will be virtual ONLY. To access the proposal

opening, click the following Webex link

(https://gwinnettgov.webex.com/gwinnettgov/j.php?MTID=mc4ddf938e945edbed8a9847d79a29c7c), or dial

408-418-9388, and enter Conference ID 2338 680 2142##. A list of service providers submitting proposals will be

available the following business day on our website www.gwinnettcounty.com.

A Webex pre-proposal conference is scheduled for 3:00 P.M. local time on April 28, 2026. To access, click the

following Webex link

(https://gwinnettgov.webex.com/gwinnettgov/j.php?MTID=m03762629bfc4c3d80325aaa6b42bb5ae), or dial

408-418-9388, and enter Conference ID 2337 660 1737##. Questions regarding proposals should be directed to

Casey Beauston, Purchasing Associate III, at Casey.Beauston@GwinnettCounty.com or by calling 770-822-7995,

no later than 3:00 P.M. local time on May 5, 2026. Proposals are legal and binding upon the service provider when

submitted. One single sided unbound original, five (5) copies, and one (1) electronic copy on a flash drive should

be submitted. The cost proposal is to be submitted in a separate sealed envelope and should not be included in

the copies mentioned above.

Successful service providers will be required to meet insurance requirements. The Insurance Company should be

authorized to do business in Georgia by the Georgia Insurance Department and must have an A.M. Best rating of

A-10 or higher.

Gwinnett County does not discriminate on the basis of disability in the admission or access to its programs or

activities. Any requests for reasonable accommodations required by individuals to fully participate in any open

meeting, program or activity of Gwinnett County Government should be directed to the ADA Coordinator at the

Gwinnett County Justice and Administration Center, 770-822-8165.

The written proposal documents supersede any verbal or written prior communications between the parties.

Selection criteria are outlined in the request for proposal documents. Gwinnett County reserves the right to reject

any or all proposals to waive technicalities, and to make an award deemed in its best interest.

Award notification will be posted after award on the County website, www.gwinnettcounty.com and companies

submitting a proposal will be notified via email.

We look forward to your proposal and appreciate your interest in Gwinnett County.

Casey Beauston, CPPB

Purchasing Associate III

The following pages should be returned:

References, Page 15

Service Provider Information, Page 16

Cost Proposal (separate sealed envelope), Page 17

Code of Ethics Affidavit, Page 30

Contractor Affidavit & Agreement, Page 31

Exhibit B – Functional Requirements Response

Workbook (attached Excel file)

RP013-26

Page 2

1.0 BACKGROUND AND INTRODUCTION

The Gwinnett County Department of Planning and Development (user department) is seeking

qualified service providers to provide Short-Term Rental (STR) Monitoring and License

Administration on a multi-year contract.

These services will assist the department with implementing the County’s Short-Term Rental

Ordinance that was adopted by the Board of Commissioners on April 14, 2026. The ordinance will

go into effect on April 14, 2027, and establishes the following requirements for short-term rental

(STR) owners within unincorporated Gwinnett:

• Obtain a short-term rental (license) annually

• Designate a local agent that lives in Gwinnett or an adjacent County

• Obtain an interior property maintenance inspection every two years

• Comply with established operational requirements

The department is seeking a qualified and experienced service provider to implement and manage the

new short-term rental licensing process, provide and maintain the software necessary to support the

licensing process, and monitor short-term rental activity in Gwinnett.

2.0 SCOPE OF WORK

The scope of work for the selected service provider will fall into two (2) primary categories:

administration of the new STR licensing program and monitoring of STR activity in Gwinnett and

more broadly.

A. Short-Term Rental Licensing Administration

The selected service provider will be expected to manage all aspects of the new STR licensing

program, to include the following services. All forms, correspondence, web content, and other

documents made available to the public or sent to applicants or STR owners must be approved

by the department in advance.

1. Program Implementation

• Work with Gwinnett County to develop forms and applications necessary for the

license application as well as web content and frequently asked questions to

educate short-term rental owners and residents on the licensing process. All forms

and web content must be branded and developed in collaboration with the

County’s Communications Department.

2. License Application Review and Issuance

• Review all new applications and renewals to verify compliance with department

policies and procedures, process license payments, and issue licenses.

• Proactively communicate with applicants regarding missing information in an

application.

• Email two (2) reminder notifications in advance of license renewal deadlines and

past due notices when a license renewal date has passed.

• Monitor deadlines for each license account to ensure renewals are processed

timely and late fees are assessed as appropriate.

RP013-26

Page 3

• Any denial, suspension, or revocation of a license must be approved by the Code

Enforcement Division Director or designee.

3. Customer Support and Service Level Agreements

• Provide customer support via phone and email to answer inquiries regarding the

short-term rental licensing process from 8:00am – 5:00pm, with the exception of

weekends and holidays observed by Gwinnett County Government.

• Meet established service level agreements, to include the following:

o Phone calls and emails will be returned by the next business day.

o When a license application is received, the applicant will receive a response

within three (3) business days, indicating whether the application has been

approved and a license has been issued, more information is needed, or the

application has been denied. If more information is needed, the applicant will

receive specific direction on what is missing. When an applicant resubmits

their application with additional requested information, the selected service

provider will respond within three (3) business days, again indicating whether

the application is approved and a license has been issued, more information

is needed, or the application has been denied.

o Average telephone hold times should not exceed five (5) minutes.

4. Online Application and Payment Portal – Solution Overview (Provide a detailed response

to each of the items below. Be sure to include the item # and item repeated before each

corresponding response.)

The County seeks a turnkey, web-based Online Application and Payment Portal as part of

a comprehensive Software-as-a-Service (SaaS) Short-Term Rental (STR) Licensing and

Monitoring solution. The portal shall serve as the primary public interface for short-term

rental owners and operators to apply for, renew, track the status of, and pay for STR

licenses, while providing a secure, efficient, and user-friendly experience.

4.1. Describe at least two (2) examples of service provider experience implementing

STR Licensing and Monitoring solution portals, preferably in public sector.

The selected service provider shall deliver a fully hosted solution that requires no custom

software development by the County and is operational upon deployment. The platform

shall support the full STR licensing lifecycle, from initial application through renewal and

ongoing compliance, and must be configurable to reflect the requirements of the County’s

adopted Short-Term Rental Ordinance.

4.2. Describe the information your company will need from the County along with the

types of participation from County staff to implement the SaaS service provider-

managed solution.

4.3. Provide a detailed breakdown of how the software designed in the online portal

takes applicants through the full lifecycle of applying, monitoring, receiving and

renewing STR license applications.

4.4. Define how the service provider defines “configurable” with regards to the tasks

required to incorporate Gwinnett County requirements.

RP013-26

Page 4

The online application portal shall be configured to collect all information, certifications,

and supporting documentation required by the STR Ordinance, including any required

attestations or acknowledgments. Where feasible, the County strongly prefers the use of

fillable, web-based forms rather than static PDF documents that must be uploaded as

attachments, to improve data quality, accessibility, and ease of use for applicants.

4.5. Describe all acceptable document types for uploading.

4.6. Describe security measures in the proposed platform to eliminate the risk of

viruses, denial of service attacks, and related digital attacks that could limit the

performance and availability of the service provider portal.

4.7. Provide screenshots of previously built STR portals that indicate the look and feel

of the portal proposal.

4.8. Describe how the portal allows applicants to conduct the following tasks:

4.8.1. Create and manage user accounts

4.8.2. Submit new STR license applications

4.8.3. Renew existing licenses

4.8.4. Upload supporting documentation

4.8.5. View real-time application and license status

4.8.6. Receive automated notifications regarding application progress,

approvals, denials, and renewal deadlines

The solution shall include an integrated online payment portal that allows applicants to

securely pay all applicable application, renewal, and other associated fees. The payment

functionality must comply fully with Payment Card Industry Data Security Standards (PCI

DSS) to ensure the security and protection of applicant payment information and be

separate from the County’s existing payment processing systems.

4.9.

4.10.

4.11.

Provide proof of a current Attestation of Compliance (AOC) for proposed portal

payment processing service.

Describe service provider experience providing payment processing systems for

STR portal solutions in the public sector.

Describe usage guidelines, restrictions and requirements by the service provider

for County residents that pay through the online payment portal.

The online application and payment portal shall be available 24 hours per day, 7 days per

week. Any routine maintenance requiring system downtime shall be minimized and, when

necessary, clearly communicated to users via online notice at least one (1) week in

advance and conducted in early morning hours, preferably over weekends.

4.12.

4.13.

Provide maintenance schedule including day(s) of the week and times. Also

include the duration of maintenance windows, frequency and notifications

provided to portal users.

Provide the uptime percentage for the online portal, including the payment

gateway, that the County can expect from the service provider.

RP013-26

Page 5

The portal shall be accessible through a link on the Gwinnett County website and must be

branded in coordination with the County’s Communications Department to ensure a

consistent look, feel, and user experience aligned with County digital standards and

public-facing websites.

4.14. Provide at least two (2) examples of landing pages for existing STR portal

websites.

All proposed solutions must comply with the County’s security requirements as outlined

in Exhibit A – Security Requirements for Purchases. Service providers must explicitly

acknowledge acceptance of all terms contained in Exhibit A. Any requested exceptions

must be clearly itemized, justified, and submitted with the proposal. The County reserves

the right to accept or reject any proposed exceptions.

4.15.

4.16.

4.17.

Acknowledge acceptance of all terms contained in Exhibit A – Security

Requirements for Purchases and specify any exceptions as noted above.

Clarify what browser requirements are needed to access all available features of

the portal including browser type and release levels.

Departmental workstations accessing the portal will be on the Gwinnett County

network. Describe portal network access requirements, if any, that may involve

firewall access.

The County requires disclosure of the use of Artificial Intelligence (AI) or Machine Learning

(ML) technology. If the proposed solution contains an AI or ML component, then provide

responses to the following questions:

4.18.

4.19.

4.20.

4.21.

4.22.

Provide a brief description of how AI or ML is used in the solution and specifically

in what features/functions.

Is the AI/ML usage deterministic (meaning it is rules-based) or probabilistic

(meaning it requires prediction, classification, or pattern detection)?

What data is required for the AI/ML component to function, and will the service

provider’s solution continue to use the County’s data to enhance the solution’s

efficiency?

Does the data contain personal, sensitive, or regulated information and how will

data be stored, secured, and accessed?

Describe how the model works and how often it will require retraining.

Provide an answer to the questions for each of the security pillars below and rate each

one based on an impact level of high, moderate, or low in the event of a security breach or

an outage lasting a few days.

4.23.

4.24.

Confidentiality: What would happen if the data in this system were exposed to

unauthorized individuals?

Confidentiality: Does the proposed solution store, process, or transmit any

County data?

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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Provision of Short-Term Rental Monitoring and License Administration on a Multi-Year Contract

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