HomeMy WebLinkAboutCD Short-Term Rental Compliance SoftwareHOST COMPLIANCE HOST COMPLIANCE, LLC
r"Napart ORANICUS Short term Rental Compliance Monitoring and Associated Services
HCSA - 5-5-2016 - W
Host Compliance Services Agreement
THIS SERVICES AGREEMENT (the "Agreement") is entered into as of December 1, 2019 (the "Effective Date"),
between Host Compliance LLC, ("Host Compliance") and City of San Rafael, with an address at 1400 Fifth Ave, San
Rafael, CA 94901 (the "Customer").
WHEREAS, Customer desires to detect and protect against its constituents from the impact of illegal, unpermitted
and/or under -remitting short-term rentals ("STRs");
WHEREAS, Host Compliance is a software and managed services provider that provides monitoring, analytic, and
compliance software and related services for the detection and management of STRs;
WHEREAS, Host Compliance agrees to grant Customer access rights to certain software to detect, investigate and manage
STRs in City of San Rafael, hosted in Customer's private cloud run on Amazon Web Services ("Customer's Private Cloud")
if required by law, and provide all other managed services necessary for Customer's productive use of such software
(together, the "Services") as described in the attached Schedule 1;
WHEREAS, any "Personal Information" (as defined in the California Consumer Privacy Act of 2018, as may be amended
from time to time (the "CCPA")), that may be collected by Customer will be shared with Host Compliance in the
course of using the Services strictly for "Business purposes" as defined in the CCPA, and both the Customer and Host
Compliance believe the use of such Personal Information is reasonably necessary and proportionate to achieve the
operational purpose for which the Personal Information was collected by Customer.
NOW THEREFORE in consideration of the premises and the mutual covenants hereinafter, Host Compliance and the
Customer agree as follows,
1.0 Services.
1.1 Subscriptions. Unless otherwise provided in the attached Schedule 1, (a) Services are purchased as
subscriptions, (b) additional service subscriptions may be added during a subscription term, with the
pricing for such additional services, prorated for the portion of that subscription term remaining at the
time the subscriptions are added, and (c) any added subscriptions will terminate on the same date as
the underlying subscription.
1.1 Provision of Services. If required by the CCPA as may be amended and interpreted from time to time,
Customer authorizes Host Compliance to set up, manage, and maintain the Customer's Private Cloud on
Amazon Web Services on which to host the Services and through which Customer and Customer's end
users ("End Users") may access and use the Services and any other Services that may be ordered by the
Customer from time to time pursuant to a valid subscription in accordance with the terms of this
Agreement. The Services, including the management of the Customer's Private Cloud as applicable, will
be provided to Customer in the capacity of a "service provider'.
1.2 Facilities and Data Processing. Host Compliance will use, at a minimum, industry standard technical
and organizational security measures to store data provided by Customer, or obtained by Customer
www.hostcompliance com
Tel: (754) 888 -HOST (4678)
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408 St Peter Street, Suite 600
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HOST COMPLIANCE
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HOST COMPLIANCE, LLC
Short-term Rental Compliance Monitoring and Associated Services
HCSA - 5-5-2016 - W
through the use of the Services ("Customer Data"). These measures are designed to protect the
integrity of Customer Data and guard against unauthorized or unlawful access.
1.3 Modifications to the Services. Host Compliance may update the Services from time to time. If Host
Compliance updates the Services in a manner that materially improves functionality, Host Compliance
will inform the Customer.
2.0 Customer Obligations.
1.1 Customer Administration of the Services. Host Compliance' responsibilities do not extend to internal
management or administration of the Services. Customer is responsible for: (i) maintaining the
confidentiality of passwords and accounts; (ii) managing access to administrator accounts; (iii) ensuring
that Customer's and End Users' use of the Services complies with this Agreement and all laws and
regulations that are applicable to Customer's use of the Services, including any privacy -related
regulations such as the CCPA.
2.1 Compliance. Customer is responsible for use of the Services and will comply with laws and regulations
applicable to Customer's use of the Services, if any.
2.2 Unauthorized Use & Access. Customer will prevent unauthorized use of the Services and terminate any
unauthorized use of or access to the Services. Customer will promptly notify Host Compliance of any
unauthorized use of or access to the Services.
2.3 Restricted Uses. Customer will not and will ensure that its End Users do not: (i) sell, resell, or lease the
Services; or (ii) reverse engineer or attempt to reverse engineer the Services, nor assist anyone else to
do so.
2.4 Third Party Requests.
2.4.1 "Third Party Request" means a request from a third party for records relating to Customer's
or an End User's use of the Services including information regarding an End User. Third
Party Requests may include valid search warrants, court orders, or subpoenas, or any other
request for which there is written consent from End Users permitting a disclosure.
2.4.2 Customer is responsible for responding to Third Party Requests via its own access to
information policies. Customer will seek to obtain information required to respond to Third
Party Requests and will contact Host Compliance only if it cannot obtain such information
despite diligent efforts.
2.4.3 If Host Compliance receives a Third Party Request, Host Compliance will make reasonable
efforts, to the extent allowed by law and by the terms of the Third Party Request, to: (A)
promptly notify Customer of Host Compliance's receipt of a Third Party Request; (B) comply
with Customer's reasonable requests regarding efforts to oppose a Third Party Request; and
(C) provide Customer with information or tools required for Customer to respond to the
Third Party Request (if Customer is otherwise unable to obtain the information). If
Customer fails to promptly respond to any Third Party Request, then Host Compliance may,
but will not be obligated to do so.
www.hostcompliance.com 2 408 St. Peter Street, Suite 600
Tel: (754) 888 -HOST (4678) St. Paul, MN 55102
HOST COMPLIANCE
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HOST COMPLIANCE, LLC
Short term Rental Compliance Monitoring and Associated Services
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2.4.4 If Customer receives a Third Party Request for access to the Services, or descriptions,
drawings, images or videos of the Services' user interface, Customer will make reasonable
efforts, to the extent allowed by law and by the terms of the Third Parry Request, to: (A)
promptly notify Host Compliance of Customer's receipt of such Third Party Request; (B)
comply with Host Compliance's reasonable requests regarding efforts to oppose a Third
Party Request; and (C) provide Host Compliance with information required for Host
Compliance to respond to the Third Party Request. If Host Compliance fails to promptly
respond to any Third Party Request, then Customer may, but will not be obligated to do so.
3.0 Intellectual Property Rights; Confidentiality
3.1 Reservation of Rights. Except as expressly set forth herein, this Agreement does not grant (i) Host
Compliance any intellectual Property Rights in the Customer Data or (ii) Customer any Intellectual
Property Rights in the Services, any other products or offerings of Host Compliance, Host Compliance
trademarks and brand features, or any improvements, modifications or derivative works of any of the
foregoing. "Intellectual Property Rights" means current and future worldwide rights under patents,
copyright, trade secret, trademark, moral rights and other similar rights.
3.2 Suggestions. Host Compliance may, at its discretion and for any purpose, use, modify, and incorporate
into its products and services, and license and sub -license, any feedback, comments, or suggestions
Customer or End Users send Host Compliance or post in Host Compliance' online forums without any
obligation to Customer.
3.3 Confidential Information. Customer understands and agrees that it will not reveal, publish or
otherwise disclose to any person, firm or corporation, without written authorization of Host
Compliance, or except as required by law, any Confidential Information of Host Compliance, including
without limitation any trade secrets, confidential knowledge, data or other proprietary information
relating to the Services. "Confidential Information" means all information, written or oral, relating to
the business, operations, services, facilities, processes, methodology, technologies, intellectual
property, research and development, customers, strategy or other confidential or proprietary materials
of Host Compliance.
3.4 Consent to use Customer Data and Marks.
3.4.1 Customer hereby irrevocably grants such rights and permissions in or relating to Customer
Data to Host Compliance: (i) to perform the Services; (ii) to enforce this Agreement and
exercise Host Compliance's rights hereunder; and (iii) for aggregate consumer information
or deidentified information generated through the Services as permitted by the CCPR.
Customer confirms that all Personal Information collected, used, or shared pursuant to this
Agreement is permitted under, and compliant with, the CCPA.
3.4.2 Host Compliance understands and agrees that it is not permitted to sell Personal
Information or retain, use, or disclose Personal Information for any purpose, including for
commercial purposes, other than for the specific purpose of performing the Services set out
in this Agreement or as otherwise permitted by the CCPA.
www.hostcompliance-com 3 408 St. Peter Street, Suite 600
Tel: (754) 888 -HOST (4678) St. Paul, MN 55102
HOST COMPLIANCE HOST COMPLIANCE, LLC
nowa tol r .^ Short-term Rental Compliance Monitoring and Associated Services
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3.4.3 Customer hereby grants to Host Compliance a license to use, reproduce and display
Customer's name and logos in connection with: (i) Host Compliance performance of its
obligations hereunder; (ii) include Customer's name and logos in its lists of Host Compliance
current or former customers, and (ii) with Customer's prior consent, for promotional and
marketing purposes such as developing promotional press releases, case studies, and
reports.
4.0 Fees & Payment.
4.1 Fees.
4.1.1 Customer will pay Host Compliance for all applicable fees upfront annually.
4.1.2 Customer will pay any amounts related to the Services as per payment terms detailed on
the applicable invoice. Unless otherwise indicated, all dollar amounts referred to in the
Agreement are in U.S. funds.
4.1.3 Customer acknowledges that while it may choose to delay the implementation of the
Services, this is not a valid reason for withholding payment on any invoices. Furthermore,
the Customer will not withhold payment on any invoices for any other reason.
4.1.4 Except as expressly provided on Schedule 1, renewal of promotional or one-time priced
subscriptions will be at Host Compliance's applicable list price in effect at the time of the
applicable renewal. Unless Host Compliance provides Customer notice of different pricing
at least 75 days prior to the applicable renewal term, the per unit pricing during any renewal
term will increase by the larger of the 12 -Month Consumer Price Index (not seasonally
adjusted), as published by the United States Department of Labor, or five (5) percent.
Notwithstanding anything to the contrary, any renewal in which the number of monitored
short-term rental listings has increased or decreased from the prior term will result in re-
pricing at renewal without regard to the prior term's per-unit pricing.
4.2 Taxes. Customer is responsible for all taxes. Host Compliance will charge tax when required to do so.
If Customer is required by law to withhold any taxes, Customer must provide Host Compliance with an
official tax receipt or other appropriate documentation.
4.3 Purchase Orders. If Customer requires the use of a purchase order or purchase order number,
Customer (i) must provide the purchase number at the time of purchase and (ii) agrees that any terms
and conditions on a Customer purchase order will not apply to this Agreement or the Services provided
hereunder and are null and void.
5.0 Term & Termination.
5.1 Term. The initial term of this Agreement shall be three (3) years commencing on the Effective Date.
That said, the time period until the earlier of (a) the 6 -month anniversary of the Effective Date, or (b)
the start date of Customer's systematic or mass outreach activities utilizing the data obtained through
the Services (traditional mail, electronic mail, and/or telephone campaigns), or (c) termination by Host
Compliance in our sole discretion, shall be considered a trial period ("Trial Period").
www.hostcoinpliance.com 4 408 St Peter Street, Sude 600
Tel: (754) 888 -HOST (4678) St. Paul, MN 55102
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HOST COMPLIANCE HOST COMPLIANCE, LLC
GRANICUS Short term Rental Compliance Monitoring and Associated Services
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S.2 Termination for Convenience. If, for any reason during the Trial Period, Customer is dissatisfied with
the Services, Customer may terminate the Subscription and all funds paid under this Agreement will be
refunded and future commitments waived.
5.3 Effects of Termination for Convenience. If this Agreement is terminated by Customer in accordance
with Section 5.2 (Termination for Convenience): (i) the rights granted by Host Compliance to Customer
will cease immediately and Customer will no longer have the right to utilize the data obtained through
the use of the Services for systematic or mass outreach activities (including traditional mail, electronic
mail, and/or telephone campaigns); and (ii) after a reasonable period of time, Host Compliance may
delete any Customer Data relating to Customer's account. The following sections will survive expiration
or termination of this Agreement: 2.5 (Third Party Requests), 3.0 (Intellectual Property Rights;
Confidentiality), 4.0 (Fees & Payments), 5.2 (Termination for Convenience), 5.3 (Effects of Termination
for Convenience), 6.0 (Indemnification), 7.0 (Exclusion of Warranties; Limitation of Liability), and 8.0
(Miscellaneous).
5.4 Termination for Breach: Following the Trial Period, a party may terminate this Agreement for cause
upon 45 days written notice to the other party of a material breach if such breach remains uncured at
the expiration of such period.
5.5 Refund or Payment upon Termination for Breach. If this Agreement is terminated by Customer in
accordance with Section 5.4 (Termination for Breach), Host Compliance will refund Customer any
prepaid fees covering the remainder of the term of all Subscriptions after the effective date of
termination. If this Agreement is terminated by Host Compliance in accordance with Section 5.4,
Customer will pay any unpaid fees covering the remainder of the term of the Agreement. In no event
will Customer's termination after the first 6 months relieve Customer of its obligation to pay any fees
payable to Host Compliance for the period prior to the effective date of termination.
5.6 Effects of Termination for Breach. If this Agreement is terminated in accordance with Section 5.4
(Termination for Breach): (i) the rights granted by Host Compliance to Customer will cease immediately
(except as set forth in this section); (ii) Host Compliance may provide Customer access to its account at
then -current fees so the Customer may export its Customer Data; and (iii) after a reasonable period of
time, Host Compliance may delete any Customer Data relating to Customer's account. The following
sections will survive expiration or termination of this Agreement: 2.5 (Third Party Requests), 3.0
(Intellectual Property Rights; Confidentiality), 4.0 (Fees & Payments), 5.5 (Refund or Payment upon
Termination for Breach), 5.6 (Effects of Termination for Breach), 6.0 (Indemnification), 7.0 (Exclusion of
Warranties; Limitation of Liability), and 8.0 (Miscellaneous).
6.0 Indemnification.
6.1 By Host Compliance. Host Compliance will indemnify, defend and hold harmless Customer from and
against all liabilities, damages, and costs (including settlement costs and reasonable attorney's fees)
arising out of any claim by a third party against Customer to the extent based on an allegation that Host
Compliance' technology used to provide the Services to the Customer infringes or misappropriates any
copyright, trade secret, patent or trademark right of the third party. In no event will Host Compliance
www.hostcompliance.com 5 408 St. Peter Street, Suite 600
Tel: (754) 888 -HOST (4678) St Paul, MN 55102
HOST COMPLIANCE
now pmt of GRANICUS
HOST COMPLIANCE, LLC
Short-term Rental Compliance Monitoring and Associated Services
HCSA - 5-5-2016 - W
have any obligations or liability under this section arising from: (i) use of any Services in a modified form
or in combination with materials not furnished by Host Compliance and (ii) any content, information, or
data provided by Customers, End Users, or other third parties.
6.2 By Customer. Customer will indemnify, defend, and hold harmless Host Compliance from and against
all liabilities, damages, and costs (including settlement costs and reasonable attorney's fees) arising out
of any claim by a third party against Host Compliance regarding: (i) Customer Data; (ii) Customer's use
of the Services in violation of this Agreement; or (iii) End Users' use of the Services in violation of this
Agreement.
6.3 Possible Infringement. If Host Compliance believes the Services infringe or may be alleged to infringe a
third party's Intellectual Property Rights, then Host Compliance may (i) obtain the right for Customer, at
Host Compliance' expense, to continue using the Services; (ii) provide a non -infringing functionally
equivalent replacement for the Services; or (iii) modify the Services so that they no longer infringe. If
Host Compliance does not believe the options described in this section are reasonable then Host
Compliance may suspend or terminate this Agreement and/or Customer's use of the affected Services
with no further liability or obligation to the Customer other than the obligation to provide the Customer
with a pro -rata refund of pre -paid fees for the affected portion of the Services.
6.4 General. The party seeking indemnification will promptly notify the other party of the claim and
cooperate with the other party in defending the claim. The indemnifying party will have full control and
authority over the defense, except that: (i) any settlement requiring the party seeking indemnification
to admit liability requires prior written consent, not to be unreasonably withheld or delayed and (ii) the
other party may join in the defense with its own counsel at its own expense. The indemnities above are
Host Compliance' and Customer's only remedy under this Agreement for violation by the other party of
a third party's Intellectual Property Rights.
7.0 Exclusion of Warranties; Limitation of Liability.
7.1 Exclusion of Warranties. Except as explicitly set forth in this Agreement, Host Compliance makes no
other representation, warranty or condition, express or implied, and expressly excludes all implied or
statutory warranties or conditions of merchantability, merchantable quality, durability or fitness for a
particular purpose, and those arising by statute or otherwise in law or from a course of dealing or usage
of trade with respect to the Services. Host Compliance does not make any representations or
warranties of any kind to client with respect to any third party software forming part of the Services
7.2 Limitation on Indirect Liability. To the fullest extent permitted by law, except for Host Compliance and
Customer's indemnification obligations hereunder, neither Customer nor Host Compliance and its
affiliates, suppliers, and distributors will be liable under this Agreement for (i) indirect, special,
incidental, consequential, exemplary, or punitive damages, or (ii) loss of use, data, business, revenue, or
profits (in each case whether direct or indirect), even if the party knew or should have known that such
damages were possible and even if a remedy fails of its essential purpose.
www.hostcompliance.com 6 408 St. Peter Street, Suite 600
Tel: (754) 888 -HOST (4678) St. Paul, MN 55102
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HOST COMPLIANCE
ORANICUs
HOST COMPLIANCE, LLC
Short term Rental Compliance Monitoring and Associated Services
HCSA - 5-5-2016 - W
7.3 Limitation on Amount of Liability. To the fullest extent permitted by law, Host Compliance' aggregate
liability under this Agreement will not exceed the amount paid by Customer to Host Compliance
hereunder during the twelve months prior to the event giving rise to liability.
8.0 Miscellaneous.
8.1 Terms Modification. Host Compliance may wish to revise this Agreement from time to time, in which
case, Host Compliance will notify Customer and request that an Amendment to this Agreement be
agreed upon and signed. If Customer does not agree to the revised Agreement terms, Customer may
terminate the Services within 30 days of receiving notice of the requested change.
8.2 Entire Agreement. The Agreement including the invoice and order form provided by Host Compliance,
constitutes the entire agreement between Customer and Host Compliance with respect to the subject
matter of this Agreement and supersedes and replaces any prior or contemporaneous understandings
and agreements, whether written or oral, with respect to the subject matter of this Agreement. If
there is a conflict between the documents that make up this Agreement, the documents will control in
the following order: this Agreement, then the invoice, then the order form.
8.3 Governing Law. This Agreement will in all respects be governed exclusively by and construed in
accordance with the laws of the State of California.
8.4 Severability. Unenforceable provisions will be modified to reflect the parties' intention and only to the
extent necessary to make them enforceable, and the remaining provisions of the Agreement will
remain in full effect.
8.5 Waiver or Delay. Any express waiver or failure to exercise promptly any right under the Agreement will
not create a continuing waiver or any expectation of non -enforcement.
8.6 Assignment. Customer may not assign or transfer this Agreement or any rights or obligations under
this Agreement without the written consent of Host Compliance. Host Compliance may not assign this
Agreement without providing notice to Customer, except Host Compliance my assign this Agreement or
any rights or obligations under this Agreement to an affiliate or in connection with a merger,
acquisition, corporate reorganization, or sale of all or substantially all of its assets without providing
notice. Any other attempt to transfer or assign is void.
8.7 Force Majeure. Except for payment obligations, neither Host Compliance nor Customer will be liable
for inadequate performance to the extent caused by a condition that was beyond the party's
reasonable control (for example, natural disaster, act of war or terrorism, riot, labor condition,
governmental action and Internet disturbance).
8.8 Procurement Piggybacking. Host Compliance agrees to reasonably participate in any "piggybacking"
programs pertinent to local government.
IN WITNESS WHEREOF Host Compliance and the Customer have executed this Agreement as of the Effective Date.
www.hostcompliance,com 7 408 St. Peter Street, Suite 600
Tel: (754) 888 -HOST (4678) St. Paul, MN 55102
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HOST COMPLIANCE
City of San Rafael by its authorized signatory:
Name: im chutz
Title: Manager
Date:
Billing Contact:
Billing Email:
Billing Direct Phone:
HOST COMPLIANCE, LLC
Short-term Rental Compliance Monitoring and Associated Services
HCSA - 5-5-2016 - W
Host Compliance LLC by its authorized signatory:
Name: Eric Gibson
Title: Chief Financial Officer
Date: 12/10/2019
Account Executive: Helene Gaglioti
Email: Helene.gaglioti@hostcompliance.com
Account Executive Phone: 415-529-6291
www.hostcompliance com 8 408 St. Peter Street, Suite 600
Tel* (754) 888 -HOST (4678) St. Paul, MN 55102
v HOST COMPLIANCE, LLC
HOST COMPLIANCE
now aWt ORANICUS Short-term Rental Compliance Monitoring and !Associated Services
HCSA - 5-5-2016 W
Schedule 1
Scope of Services:
Trend Monitoring
Monthly email delivered report and live web -delivered dashboard with aggregate statistics on the short-term
rental activity in City of San Rafael's jurisdiction:
a Active monitoring of jurisdiction's short-term rental listings across 15+ STR websites
• Monthly analysis of jurisdiction's STR activity scale, scope and trends
Address Identification
Monthly email -delivered report and live web -delivered dashboard with complete address information and
screenshots of all identifiable STRs in City of San Rafael's jurisdiction:
o Up-to-date list of jurisdiction's active STR listings
o High resolution screenshots of all active listings (captured weekly)
o Full address and contact information for all identifiable STRs in jurisdiction
• All available listing and contact information for non -identifiable STRs in jurisdiction
Compliance Monitoring
Ongoing monitoring of the short-term rentals operating in City of San Rafael's jurisdiction for zoning and permit
compliance coupled with systematic outreach to non-compliant short-term rental property owners (using The
City of San Rafael's form letters)
• Ongoing monitoring of STRs for zoning and permit compliance
• Pro -active and systematic outreach to unpermitted and/or illegal short-term rental operators (using
jurisdiction's form letters)
Monthly staff report on jurisdiction's zoning and permit compliance:
Up-to-date list of STRs operating illegally or without the proper permits
Full case history for non-compliant listings
24/7 Short-term Rental Hotline
24/7 staffed telephone and online hotline for neighbors to report non -emergency problems related to STR
properties:
• Incidents can be reported by phone or online
• Full documentation of all reported incidents
• Digital recordings and written transcripts of all calls
o Ability for neighbors to include photos, video footage and sound recordings to document complaints
Real-time outreach to owners of problem properties (whenever owner's contact info is known)
Weekly staff reports containing:
o o The # and types of reported incidents
o o List of properties for which incidents have been reported
www.hostcompliance_com 9 408 St. Peter Street, Suite 600
Tel: (754) 888 -HOST (4678) St. Paul, MN 55102
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HOST )MPLIANCE HOST COMPLIANCE, LLC
GRANICUS Short-term Rental Compliance Monitoring and Associated Services
HCSA - 5-5-2016 - W
• Custom reports and analysis of hotline related activities
Rental Activity Monitoring and Tax Collection Support
Ongoing monitoring of jurisdiction's short-term rental properties for signs of rental activity and/or tax compliance:
• Automatic monitoring of review activity across 15+ STR websites
• Weekly screenshots of reviews and calendars for each active listing
• Quarterly pro -active, systematic and data -informed outreach to short-term rental operators regarding their tax
remittance obligations (using jurisdiction's form letters)
• Quarterly staff report on jurisdiction's STR tax compliance:
• Up-to-date list of short-term rental landlords suspected of under -reporting taxes
• Documentation of information that serves as the foundation for the suspicion of tax under -reporting
• Custom reports and analysis to support tax audits and other STR related investigation
Mobile Enabled Web Based Permitting and Tax Assessment Collection Forms
The development and hosting of an electronic web -based short-term rental tax assessment collection forms. The
capabilities of the forms include:
• 24/7 availability
• Mobile adaptive design
• The ability to validate inputs whenever possible as to minimize data -entry errors
• Electronic signature capabilities
• Electronic credit and debit card payment capabilities
• Ability to collect supporting documents (if required)
• SSL encryption
• Data available through app.hostcompliance.com
• Data downloadable into csv format via app.hostcompliance.com
Total Annual Subscription Service Price $25,090
Adjusted pricing (including $1,597 pro -rated amount for existing Address Identification services) $23,493
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www.hostcompliance.com 10 408 St. Peter Street, Suite 600
Tel: (754) 888 -HOST (4678) St. Paul, MN 55102
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CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Community Development
Project Manager: Ethan Guy
Extension: x2392
Contractor Name: Host Compliance
Contractor's Contact: Helene Gaglioti
Contact's Email: helene.gaglioti@hostcompliance.com
El FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
a. Email PINS Introductory Notice to Contractor
DATE
Check/Initial
1
Project Manager
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11/21/2019
b. Email contract (in Word) & attachments to City
City Attorney
Atty c/o Laraine.Gittens@cityofsanrafael.org
® EBG
2
a. Review, revise, and comment on draft agreement
12/6/2019
and return to Project Manager
12/6/2019
® LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
® LG N/A
3 Project Manager
Forward two (2) originals of final agreement to
12/10/2019
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contractor for their signature
When necessary, * contractor -signed agreement
4 Project Manager
® N/A
agendized for Council approval
*PSA > $75,000; or Purchase > $75,000; or
Or
®EBG
Public Works Contract > $175,000
Date of Council approval
Click here to
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
5
Project Manager
Forward signed original agreements to City
12/10/19
City Attorney
Attorney with printed copy of this routing form
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6
Review and approve hard copy of signed
12�/ I/�
agreement
Review and approve insurance in PINS, and bonds
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City Attorney
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City Manager/ Mayor
Agreement executed by Council authorized official
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City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager