Short-Term Rental Monitoring Software Request for Proposals
| Location: | Massachusetts |
|---|---|
| Posted: | Dec 22, 2025 |
| Due: | Jan 12, 2026 |
| Agency: | Town of Truro |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Short-Term Rental Monitoring Software Request for Proposals
|
| Category: | Town-Wide Bid Postings |
| Status: | Open |
|
Attachment Preview
TOWN OF TRURO
24 Town Hall Road, P.O. Box 2030
Truro, MA 02666
REQUEST FOR PROPOSALS
FOR
SHORT-TERM RENTAL (STR) MONITORING AND COMPLIANCE SERVICES
The Town of Truro publishes its solicitations, attachments and addenda online. These are
available for viewing and download at the following address:
https://www.truro-ma.gov/Bids.aspx
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TOWN OF TRURO
P.O. Box 2030, Truro, MA 02666
Tel: 508-349-7004 Fax: 508-349-5505
Notice of Request for Proposals
Short-Term Rental (STR) Monitoring and Compliance Services
December 22, 2025
The Town of Truro is seeking proposals from qualified vendors to provide comprehensive short-
term rental (STR) monitoring, compliance, and enforcement services. The selected vendor will
assist the Town in identifying and tracking active short-term rentals, ensuring compliance with
local bylaws and regulations, and supporting effective enforcement practices. Services are
expected to include data collection and analysis, permit verification, complaint response, and
coordination with Town staff.
This Request for Proposals (RFP) has been issued pursuant to Massachusetts General Law
Chapter 30BSection 6, Uniform Procurement Act, and all stages of the selection process will be
governed by that Act. The RFP and related information may be obtained beginning December
23, 2025, by going to our bid and proposals website at https://www.truro-ma.gov/Bids.aspx
or by contacting the Administration Office at Truro Town Hall, 24 Town Hall Road, Truro, MA.
02666.
Responses to this RFP require separate Technical Proposals and Price Proposals, each submitted
in separate, sealed envelopes. Failure to comply with this and other submission requirements
described herein may result in a Proposal being considered nonresponsive.
Proposals as described within should be submitted to Kelly S. Clark, Town Manager, Town of
Truro, 24 Town Hall Road, P.O. Box 2030, Truro, MA 02666, no later than 12:00 p.m January
12, 2026, with an electronic copy of the Technical Proposal to ksclark@truro-ma.gov. Late
proposals will not be accepted.
The Town of Truro reserves the right to cancel the RFP at any time until the proposals are
opened and reserves the right to reject all proposals after they are opened, if the Town
determines that canceling the RFP or rejecting all proposals is in the best interest of the Town.
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1. Introduction
Truro is a seasonal community, with over 400+ identified STR’s. A comprehensive process for
identifying, registering, and regulating STR’s within the Town is essential to public health and
safety. To better enforce local and state regulations and maintain community standards, the
Town seeks to partner with an experienced vendor to support enforcement actions against non-
compliant STR operators.
2. Decision to use RFP Process
Pursuant to G.L. c. 30B, s. 6(a), the Town’s Chief Procurement Officer has determined that the
RFP process will enable the Town to provide higher ratings to vendors offering intuitive
registration software; robust enforcement services: and who have significant experience
delivering comparable short-term rental monitoring services for other Massachusetts
municipalities.
3. Anticipated Schedule for Procurement of Services
RFP issued: ...........................................................................December 23, 2025
Proposals due: ........................................................................January 12, 2026
Proposals opened ..................................................................January 12, 2026
Interviews and evaluation of Technical Proposals.................The week of January 12, 2026
Note, the Town reserves the right to extend this period as needed.
Selection of Proposal and Notice of Award...........................January 19, 2026
4. Technical Scope of Services
The Town is seeking services in monitoring, compliance, and enforcement of short-term rentals.
The Scope of Services is contained in Appendix A.
5. Contract and Contract Term
After selection of the most advantageous Proposal, as determined through the process described
below, a written contract shall be executed by the successful Respondent and the Town. The
Town anticipates a start date no later than January 23, 2026, for a term of [3] years, with the
option at the Town’s sole discretion to renew one (2) additional years.
6. Changes to the RFP (Addenda)
If it becomes necessary to revise any part of this RFP or otherwise provide additional
information, an addendum to the RFP will be issued. Respondents who have requested and
received a copy of the RFP will be notified of such addenda by email. The addenda will also be
posted on the Town website. Please check the Town website for addenda before submitting a
Proposal to the Town. In their submitted Proposals, Respondents shall acknowledge receipt of
all addenda issued.
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7. Questions
Questions and/or requests for clarification must be submitted in writing via email to the Chief
Procurement Officer at ksclark@truro-ma.gov. All responses to such questions or requests
(together with the questions/requests themselves) will be posted on the Town’s website as
addendum to the RFP and will be incorporated into the RFP. Respondents who have requested
and received a copy of the RFP will be notified of such addenda by email. Please check the
Town website for addenda before submitting a Proposal to the Town.
8. Responsive Proposals
A responsive proposal is one that has been properly and timely submitted; meets all
quality requirements (minimum criteria) identified below; contains all required
attachments and consists of a separately sealed Technical Proposal and a separately
sealed Price Proposal meeting the Submission Requirements below. Any Proposal which
fails to include any material information or documentation specified in the Submission
Requirements is non-responsive and will be rejected.
All Proposals shall remain valid for a minimum period of 90 days following the date
Proposals are due (January 12, 2026). This provision shall be specifically referenced
within a submitted Proposal.
9. Submission Requirements
A. Technical Proposal
One original and one USB of the Technical Proposal shall be submitted in a sealed envelope
which is marked: “Technical Proposal – Short-Term Rental Monitoring Services, submitted by
[name of Respondent].” The Technical Proposal must not contain any reference to price. The
Technical Proposal must include the Contents specified in Section 18 below.
B. Price Proposal
A Price Proposal shall be submitted in a sealed envelope which is marked: “Price Proposal –,
Short-Term Rental Monitoring Services, submitted by [name of Respondent].” The Price
Proposal must contain a fee schedule identifying the proposed cost for the one-year term of the
contract (see Scope of Services, Appendix A), with the option to renew for two(2) additional
years at the Town’s sole discretion. The Town will calculate the total price of the proposal as the
sum of the three years. Vendors shall provide:
• Year 1 Price
• Year 2 Price
• Year 3 Price
• Total of all 3 years
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C. Delivery Address
Proposals shall be delivered or mailed to the following address:
Kelly S. Clark, Town Manager
Town of Truro
24 Town Hall Road, P.O. Box 2030
Truro, MA 02666
All proposals must be received no later than 12:00 p.m., local time, on January 12, 2026. It is the
responsibility of the Respondent to ensure that the Technical and Price Proposals are received at
the proper location prior to the stated deadline. Respondents should plan accordingly for timely
delivery. Faxed proposals will not be accepted.
10. Town’s Reservation of Rights
The Town of Truro reserves the right to cancel this RFP, or to reject all proposals, should such
action be in the best interest of the Town.
The Town reserves the right to waive any mistakes or informalities in the proposals received and
may request supplementary information from any Respondent if it is determined that the granting
of such waiver or the receipt of such additional information would be in the best interest of the
Town.
11. Proposal Corrections and Withdrawals
Following submission of a Proposal, but prior to the opening of Proposals, a Respondent may
correct or modify a proposal (technical or price) through written submission. . Such written
submission shall be in sealed envelope(s), clearly marked to indicate contents, with the name and
address of the Respondent. No Proposal may be amended so as to prejudice fair competition or
the Town of Truro. A request for withdrawal must be in writing.
12. Opening of Proposals
Technical Proposals will be opened on the date and time specified above and a register of
proposals will be created including the name of each Respondent and the number of
proposed modifications submitted by each Respondent. Technical Proposals will be
opened in the presence of one or more witnesses (not publicly) and their contents will
not be disclosed to the public or competing Respondents until the evaluation process is
complete. The register of Proposals will be available for public inspection.
13. Evaluation of Technical Proposals and/or Interviews Demonstration of
Software
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