CityMI
Posted
Oct 21, 2026
Dec 7, 2026
REQUEST FOR PROPOSALS CHARLEVOIX TOWNSHIP Short-Term Rental Administration and Compliance Services
Charlevoix Township Issue Date: October 21, 2026 Proposal Deadline: December 7, 2026 Issuing Authority: Township Planning Commission Contract Term: One year, with options for renewal Anticipated Start Date: January 1, 2027 1. Purpose and Invitation Charlevoix Township ("Township"), a general law township with an approximate population of 2,000, invites proposals from qualified individuals, consultants, and professional firms to provide short-term rental ("STR") administration and compliance services. The Township seeks a qualified professional to administer its Short-Term Rental Ordinance, process applications and renewals, maintain an accurate registry of licensed properties, coordinate required inspections, respond to complaints, monitor compliance, and assist the Township in implementing its STR regulatory program. The Township anticipates a part-time or contracted arrangement consistent with the number of regulated properties and the Township's administrative resources. The selected provider shall perform the work objectively, consistently, transparently, and in accordance with the Township's ordinance, adopted policies, and applicable law. 2. Background and Program Objectives The Township is a small general law township with approximately 2,000 residents. The Township has identified a need for consistent administration of short-term rentals to support compliance with local requirements, protect neighborhood character, address documented public-safety and nuisance concerns, and provide clear procedures for rental owners and residents. The Township currently has approximately 55 short-term rental properties, with approximately 5-10 potentially eligible properties on a waiting list per the Township's ordinance. The Township's objectives are to: 1. Maintain an accurate registry of STR properties and their licensing status. 2. Ensure that applications and renewals are reviewed consistently. 3. Verify compliance with applicable licensing, occupancy, parking, safety, local-contact, and other ordinance requirements. 4. Establish a reliable process for receiving and investigating complaints. 5. Promote voluntary compliance while pursuing enforcement when necessary. 6. Administer any duly adopted STR permit cap, allocation system, or waitlist in a transparent and consistent manner. 7. Provide timely information to property owners, neighbors, Township officials, and the public. 8. Maintain reliable records and provide regular reports to the Township Planning Commission. 3. Scope of Services The successful proposer shall provide the following services, subject to the Township's adopted ordinance and written contract. A. Application and licensing administration 1. Receive and review initial STR permit or license applications and renewal applications. 2. Verify that applications contain required information and supporting documents. 3. Maintain a checklist of required materials and notify applicants of deficiencies. 4. Review documentation concerning ownership, property identification, emergency contacts, insurance, occupancy limits, parking, floor plans, and other requirements imposed by the ordinance. 5. Coordinate with Township officials or outside agencies when additional verification is necessary. 6. Conduct or coordinate required property inspections. 7. Prepare applications for administrative approval or denial by the authorized official. 8. Issue permits or licenses only when the ordinance and the administrator's delegated authority permit issuance. 9. Prepare written notices of incomplete applications, denials, renewal requirements, expiration, or other administrative determinations. 10. Maintain a record of each application's status, review history, decision, and associated fees. 11. Track license expiration dates and provide renewal notices according to the Township's established procedures. 12. Explain licensing procedures and requirements to applicants. No license shall be issued, renewed, suspended, revoked, or denied on a ground not authorized by applicable law and the Township's adopted ordinance. Decisions reserved to the Township Board, Planning Commission, or a court shall be referred to the proper decision-maker. B. Short-term rental registry The administrator shall maintain in the STR management software in use by the Township (currently rentalScape) an accurate and current STR registry containing, to the extent required and lawfully collected: Property address and parcel identification number. Property owner and authorized representative contact information. License or permit number and current status. Initial issuance and expiration dates. Approved maximum occupancy and applicable parking limits. Required local or emergency contact information. Inspection dates, results, and outstanding deficiencies. Complaints and enforcement history. Applicable approval conditions and corrective-action deadlines. Renewal, suspension, revocation, or other status changes. The administrator shall establish a reliable method for updating the registry promptly following changes in ownership, contact information, license status, or other relevant information in the STR management software. The registry shall be maintained in accordance with applicable public-records, privacy, and retention requirements. C. Inspection and compliance verification 1. Schedule and conduct inspections required by the STR Ordinance. 2. Verify relevant site and operational conditions, including parking, occupancy-related requirements, posted information, emergency contacts, and other locally regulated standards. 3. Create and use standardized inspection checklists and document results. 4. Provide written inspection findings to the property owner or authorized representative, including creating and maintaining a digital record. 5. Identify deficiencies and establish corrective-action deadlines consistent with the ordinance. 6. Conduct follow-up inspections when required. 7. Refer matters involving building, fire, electrical, mechanical, septic, well, or other specialized requirements to the appropriate qualified inspector or regulatory agency. 8. Maintain complete inspection records, including photographs when appropriate and lawfully obtained. An STR license shall not be represented as a guarantee that a property complies with every building, fire, health, environmental, or other applicable law. The administrator shall not conduct inspections requiring specialized credentials unless properly qualified and authorized to do so. D. Complaint intake and response 1. Establish and maintain a documented process for receiving STR-related complaints. 2. Record the date, time, location, nature, and status of each complaint. 3. Identify the applicable ordinance provisions and determine whether further investigation is warranted. 4. Contact the property owner, designated local contact, complainant, or other relevant parties as appropriate. 5. Conduct reasonable follow-up inquiries and inspections when authorized. 6. Document findings and any corrective action. 7. Refer urgent safety matters to the appropriate emergency service or regulatory authority. 8. Refer potential violations to the designated Township enforcement official or Township Attorney when appropriate. 9. Maintain a complaint log that tracks response times, repeat complaints, findings, and dispositions. 10. Provide the Township Board with periodic summaries of complaint trends without unnecessarily disclosing protected information. The administrator shall distinguish between an allegation and a substantiated violation. Complaints shall be investigated impartially, and enforcement decisions shall be based on available evidence and applicable law. The contract shall identify whether the STR Administrator or another official is responsible for after-hours complaint response. The administrator shall not be presumed to provide continuous, 24-hour emergency dispatch services. E. Enforcement and corrective action 1. Monitor compliance with the STR Ordinance and applicable permit conditions. 2. Prepare written notices identifying the alleged violation, the relevant ordinance provision, required corrective action, and applicable deadlines or review rights. 3. Track compliance deadlines and conduct follow-up reviews. 4. Recommend enforcement action when voluntary compliance is unsuccessful. 5. Coordinate with the Township Attorney and authorized officials regarding repeat or serious violations. 6. Prepare documentation for administrative hearings, civil infraction proceedings, court actions, or other authorized enforcement processes. 7. Maintain records of notices, responses, corrective measures, and final dispositions. 8. Recommend consistent enforcement procedures and identify recurring problems requiring policy or ordinance review. The administrator shall not independently impose fines, suspend or revoke licenses, waive violations, settle litigation, or initiate court proceedings unless such action is specifically authorized by law and the ordinance. F. Administration of an STR cap, if adopted If the Township has lawfully adopted a maximum number of STR licenses, the proposer shall administer the cap in accordance with the ordinance and any implementing resolution or written procedure approved by the Township. Services may include: 1. Maintaining a count of active licenses and available license capacity. 2. Verifying whether an application may be considered under the applicable cap. 3. Maintaining a dated waitlist or other authorized application queue. 4. Applying established renewal, expiration, transfer, and allocation rules. 5. Documenting each change in license status and its effect on available capacity. 6. Providing periodic reports on licensed properties, available capacity, pending applications, and waitlist status. 7. Notifying applicants when a license is unavailable and explaining the applicable procedure. 8. Identifying potential conflicts between the cap, renewal provisions, application procedures, and the ordinance for review by the Township Attorney. The administrator shall not independently determine the cap, create exceptions, alter applicant priority, reserve licenses for favored applicants, or change renewal rights. Any allocation or priority system must be authorized by the ordinance or other lawful Township action. G. Public information and owner education 1. Serve as the primary administrative contact for routine STR inquiries. 2. Maintain or assist with an STR information page, application instructions, checklists, and frequently asked questions. 3. Explain licensing requirements, fees, inspection procedures, renewal dates, and enforcement processes. 4. Provide neutral, consistent information to property owners, neighbors, prospective applicants, and the public. 5. Develop standard notices and correspondence for common administrative situations. 6. Recommend educational materials that improve compliance and reduce avoidable complaints. H. Reporting and records management The administrator shall: 1. Maintain complete, organized, and retrievable STR program records. 2. Submit a monthly written report to the designated Township official. 3. Provide quarterly summaries of licensing, inspection, complaint, and enforcement activity. 4. Prepare an annual report describing program performance, trends, workload, and recommended improvements. 5. Identify applications or enforcement cases requiring Township Board, attorney, or other official action. 6. Maintain records in accordance with the Township's retention schedule and applicable law. 7. Transfer all Township records and pending case files promptly upon contract termination. 4. Minimum Service Standards Proposers shall identify the service levels they can provide. The Township's preferred standards are: Activity - Preferred service target Acknowledge routine inquiry - Within 2 business days Initial application completeness review - Within 5 business days Schedule a required inspection - Within 10 business days after a complete application, subject to access and scheduling Provide written inspection results - Within 5 business days after inspection Acknowledge routine complaint - Within 2 business days Initial review of a reported violation - Within 5 business days, subject to urgency and available evidence Notify Township of an urgent safety concern - Promptly upon discovery Monthly report - By the 10th day of the following month These are proposed service targets, not substitutes for statutory requirements, ordinance deadlines, or emergency-response obligations. The final agreement shall identify which targets are binding and how delays outside the administrator's control are handled. 5. Qualifications Proposers should demonstrate: Experience with municipal administration, licensing, code enforcement, inspections, or regulatory compliance. Knowledge of Michigan township government and applicable local-government procedures. Ability to interpret and consistently apply an ordinance. Experience maintaining property records, permit databases, or licensing registries. Strong written and verbal communication skills. Ability to conduct field inspections and document findings. Experience responding to complaints and resolving compliance issues professionally. Ability to prepare reports, maintain accurate records, and meet deadlines. Familiarity with public-records requirements and appropriate handling of confidential information. Ability to work independently while recognizing the limits of delegated authority. Experience with short-term rental regulation is desirable. Specialized inspection credentials are desirable when relevant to the proposed scope. 6. Proposal Contents Each proposal shall include: A. Cover letter: Identify the proposer, principal contact, organization, and interest in providing the services. B. Qualifications: Describe relevant municipal, licensing, inspection, and enforcement experience. C. Work plan: Explain the proposed approach to applications, renewals, inspections, complaint intake, enforcement, cap administration, records, and reporting. D. Staffing and availability: Identify the person who will perform the work, backup coverage, office hours, inspection availability, and after-hours capabilities, if offered. E. Technology and recordkeeping: Describe the proposed registry, tracking system, reporting methods, and procedures for protecting and transferring Township records. F. References: Provide at least three professional references, preferably Michigan municipalities or other public-sector clients. G. Fee proposal: Provide: Hourly rates by personnel classification. Fixed monthly or annual fee, if offered. Per-application, renewal, inspection, or license charges. Meeting attendance fees. Mileage, travel, and after-hours charges. Additional enforcement or hearing preparation costs. Any minimum fees, retainers, or software charges. A proposed annual not-to-exceed amount, if applicable. H. Insurance: Identify applicable professional liability, general liability, automobile, and workers' compensation coverage. I. Conflicts of interest: Disclose relationships that may affect impartial administration. J. Sample work product: Provide redacted examples of an inspection checklist, violation notice, licensing report, or similar document, if available. K. Exceptions: Identify any proposed exclusions or limitations. 7. Compensation and Budget The Township is seeking a cost-effective arrangement proportionate to its STR program. Proposers may offer: 1. A fixed monthly fee for defined services and a stated workload allowance; or 2. An hourly arrangement subject to an annual not-to-exceed amount; or 3. A hybrid arrangement combining a base fee with authorized additional services. Proposals shall clearly distinguish routine services from separately billed work. The Township will specify its available budget, if established, before the submission deadline. No additional services or expenses may be charged without authorization under the resulting agreement. 8. Evaluation Criteria Proposals will be evaluated according to the following criteria: Criterion - Weight Relevant experience and understanding of STR administration - 25% Work plan, inspection capacity, and complaint-response procedures - 25% Knowledge of municipal compliance and enforcement - 20% Cost and transparency of fees - 20% References and communication skills - 10% Total - 100% The Township may interview proposers, contact references, request clarifications, negotiate scope and fees, or reject any or all proposals. 9. Submission Instructions Submit proposals by December 7, 2026 to: Savannah Bergmann Charlevoix Township, 19491 Waller Road, Charlevoix, MI 49720 Pcchair@charlevoixtownship.gov Proposals shall be in electronic format and may include a hard copy. Questions must be submitted by December 7, 2026. Responses to material questions may be shared with all prospective proposers. 10. Contract Requirements The selected proposer shall execute a written agreement approved by the Township. The agreement shall address: 1. Scope of services, exclusions, and service standards. 2. Compensation, invoicing, expenses, and authorization of additional work. 3. Appointment, reporting, and oversight. 4. Inspection authority and complaint-response responsibilities. 5. Ownership, retention, security, and transfer of records. 6. Insurance and appropriate liability provisions. 7. Conflicts of interest and professional conduct. 8. Compliance with applicable laws, ordinances, and Township policies. 9. Termination rights and transition assistance. 10. Procedures for referring legal questions and enforcement matters to authorized officials. 11. Any limitations on after-hours or emergency services. 12. Administration of any adopted license cap or waitlist. The administrator shall not amend the STR Ordinance, create new licensing standards, waive adopted requirements, or bind the Township to unapproved expenditures or legal positions. 11. Reservation of Authority The Township Board retains its lawful legislative, budgetary, and contracting authority. Other Township bodies and officials retain the powers assigned to them by law and ordinance. The STR Administrator shall administer the program within the authority expressly granted by the Township. The contract does not independently confer governmental powers that have not been lawfully delegated.
