TOWN OF YORK

REQUEST FOR PROPOSAL(RFP)

Short-Term Residential Rental

Data Gathering Services

1. PROJECT DESCRIPTION

The Town of York, Maine (hereinafter, the "Town") seeks the services of a qualified consultant (hereinafter, the "Consultant") to work with the Town to provide Short-Term Residential Rental (STRR) data gathering services. The STRR data gathered by the Consultant and provided to the Town will give Town residents and decision makers information regarding STRR's in Town as discussed in the Scope of Services below.

2. SCOPE OF SERVICES

In general, the Town is looking for a cloud/web-based solution Consultant that has the capacity and expertise to provide a comprehensive inventory database of STRR's in Town, continually update the inventory, and process and provide information to the Town in a timely manner. The following STRR information the Town would like to evaluate includes but may not be limited to:

• STRR Property Characteristics
  • Property address and parcel number
  • Owner(s) name and mailing address
  • Ownership type (primary residence, secondary/investment property)
  • Property type (single-family dwelling, two-family dwelling, multi-family dwelling, apartment, accessory dwelling unit or accessory structure)
  • Number of bedrooms and bathrooms at the property
  • A map showing the property's location
  • Maximum occupancy
  • Onsite Parking (number of spaces)

• STRR Listing Characteristics
  • Listing URL for each listing associated with each specific property
  • Listing ad ID for each listing associated with each specific property
  • Rental calendar showing current month's activity as well as past twelve months' rental activity
  • Host name (when available)
  • Stay limitations (minimum/maximum)
  • Rental frequency in a calendar year
  • PDF copy of each listing, as well as a history of all previous versions of the listing to identify any possible changes with a date stamp.
  • Rental type (whole dwelling, shared dwelling)
  • Bedrooms and bathrooms advertised
  • Maximum occupancy, per listing

3. PROJECT BUDGET

The Town of York has allocated a maximum of $20,000 to provide STRR data information services for a timeframe as may be agreed upon with the potential Consultant and Town. All Proposers shall provide a fixed price fee, as a "not to exceed" quotation for the total project service.

4. PROPOSAL SUBMISSION EXPECTATIONS

Complete proposals must be received at the Town Manager's Department, York Town Hall, 186 York Street, York Maine 03909, by 4:00pm on April 13th, 2026.

The Proposal must be signed by the Proposer with their full name and address in a sealed envelope and must include a pdf submission that can be emailed to Dylan Smith, Planning Director at dsmith@yorkmaine.org . Any Proposal received after the deadline stated above may not be considered.

Each Consultant is required to state in the Proposal:

• Its company or individuals name, principal officer's names, mailing address, and telephone number.
• The name, telephone number, and email address for its Contact Person.
• The names, titles, mailing address, and telephone numbers for all subcontractors that will be used on this project.
• A statement that no person acting for or employed by the Town of York is directly or indirectly related to the proposer or to any agreement which may be entered into to which the Proposal relates or in any portion of the profits here from.

The Proposer must submit one pdf and six hard copies of its Proposal.

Before commencing work under the Town Services Agreement, the successful Consultant shall produce evidence satisfactory to the Town that it and its subcontractor consultants, if any, have secured public liability, automobile, and workers' compensation insurance coverage.

Questions regarding this Request for Proposal should be directed to Dylan Smith, Planning Director, by phone 207-363-1000, email dsmith@yorkmaine.org. or mail to York Town Hall, 186 York Street, York Maine 03909.

5. PROJECT MANAGEMENT AND RESPONSIBILITIES

The Consultant will be responsible for working closely with Town staff as may be assigned. The Town Planning Director or their designee will be the Project Director and will serve as primary contact and coordinator between the Town and the Consultant. Other town staff will be available as possible.

6. SCHEDULE

Release RFP .................................................................... March 17, 2026

Receive Proposals from Consultants .............................. April 13, 2026

Review Consultant RFP's ............................................... April 2026

Select candidate and recommend.................................... April 2026
to Town Manager for Approval

Issue Notice of Award..................................................... April/May 2026

Execute Contract by........................................................ April/May 2026

Start Project Work........................................................... April/May 2026

Proposers should provide a schedule of how and when STRR information will be provided to the Town, which may be subject to modifications during negotiation of a contract. It is expected that services provided by the potential Consultant will last at least one (1) year but could be longer as may be mutually agreed upon.

7. PROPOSAL SUBMISSION REQUIREMENTS

All services to be furnished to the Town shall be performed with equipment, methods, and use of personnel in accordance with pertinent professional standards and with the Occupational and Safety and Health Act requirements of the State of Maine and the United States.

Consultants' response to this RFP must include a detailed description of the methodology intended for use in performing the scope of services as defined. This description shall include:

1. Cover Letter: Briefly describe the consultant/firm/individual, its history, size, and its areas of expertise.
2. Project Description and Scope of Services: Describe in detail your understanding of the project, the services your firm will provide and the methodology that you will use, specifically addressing how the points outlined in the scope of services will be met.
3. Statement of Qualifications (SOQ): Include the following information:
4. Resumes of key personnel including who will be the project lead/manager, and who will participate in the project, not to exceed two pages per person.
5. Past and current experience with similar projects for other clients within the past five (5) years with references, contact names, and telephone numbers.
6. Example of Work: One (1) complete copy or example of a similar project your firm has completed within the past five (5) years that is like this project.
7. Statement of Availability and location of key personnel to work on this project assignment.
8. Project Task and Schedule Matrix: Provide a high-level matrix, spreadsheet or description that identifies and describes major project tasks and milestones (data information provided and how often); and estimated time and consistency for completing and providing information to Town staff.

8. SELECTION CRITERIA

The Consultant shall address the proposed scope of services, including their approach, personnel who will do the work, data service capabilities, and ability to meet a project schedule.

The Proposal shall discuss in sufficient detail the steps that the Consultant will take to arrive at the desired results. The discussion shall be important for the selection process. The Town reserves the right to solicit additional information from the Consultant or their references. Each responding Consultant will be evaluated according to their proposal, qualifications based on experience, results, and other information furnished.

The Town will use the following criteria to review proposals and award a contract:

• A successful record in completing similar projects.
• The quality and depth of the consultant team's applicable experience and expertise, especially with similar projects.
• Resumes of the personnel who will be assigned to this project, including relevant experience.
• The timeliness of the proposed schedule and the ability of the consultant team to complete the work as scheduled based on current and projected workload.
• A reasonable and competitive fee.
• The quality of potential oral presentation, or of submitted example products.
• The quality of references.
• Other applicable factors as the Town determines necessary or appropriate.

9. ACCEPTANCE/REJECTION

The Town reserves the right to waive any informalities in Proposals, to accept any Proposal, and to reject any or all Proposals, should it be deemed in the best interest of the Town to do so.

A Proposal may be held by the Town for a period not to exceed thirty (30) days from the date of the opening of Proposals for the purpose of reviewing the Proposal and investigating the qualifications of the Proposer prior to the award of a contract.