AGREEMENT
FOR PROFESSIONAL SERVICES BETWEEN
THE CITY OF SALINAS AND OPPORTUNITY SPACE, INC. DBA TOLEMI Contents
RECITALS 1
TERMS 1
1. Scope of Service. 1
2. Term; Completion Schedule. 1
3. Compensation. 1
4. Billing. 1
5. Meet & Confer. 2
6. Additional Copies. 2
7. Responsibility of Consultant. 2
8. Responsibility of City. 2
9. Acceptance of Work Not a Release. 3
10. Indemnification and Hold Harmless. 3
11. Insurance. 3
12. Access to Records. 3
13. Non-Assignability. 3
14. Changes to Scope of Work. 3
15. Ownership of Documents. 4
16. Termination. 4
17. Compliance with Laws, Rules, and Regulations. 5
18. Exhibits Incorporated. 5
19. Independent Contractor. 5
20. Integration and Entire Agreement. 5
21. Jurisdiction and Venue. 5
22. Severability 5
23. Notices. 5
24. Nondiscrimination. 6
25. Conflict of Interest. 6
26. Headings. 7
27. Attorneys’ Fees 7
28. Non-Exclusive Agreement. 7
29. Rights and Obligations Under Agreement. 7
30. Licenses. 7
31. Counterparts. 7
32. Legal Representation. 7
33. Joint Representation. 7
34. Warranty of Authority. 7
35. No Waiver of Rights. 7
Exhibit A- Insurance Requirements 9
Exhibit B- Scope of Service 12
AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN
THE CITY OF SALINAS AND OPPORTUNITY SPACE, INC. DBA TOLEMI Agreement Number: 24RRR01
This Agreement for Professional Services (the “Agreement” and/or “Contract”) is made and entered into this 20th day of November 2024, between the City of Salinas, a California Charter city and municipal corporation (hereinafter “City”), and Opportunity Space, Inc. dba Tolemi, a corporation (hereinafter “Consultant”).
RECITALS
WHEREAS, Consultant represents that he, she, or it is specially trained, experienced, and competent to perform the special services which will be required by this Agreement; and WHEREAS, Consultant is willing to render such professional services, as hereinafter defined, on the following terms and conditions.
NOW, THEREFORE, City and Consultant agree as follows:
TERMS
1. Scope of Service. The project contemplated and the scope of Consultant’s services are described in Exhibit B, attached hereto and incorporated herein by reference.
2. Term; Completion Schedule. This Agreement shall commence on November 20, 2024, and shall terminate on November 19, 2025, and include an option to extend the term for up to one additional one-year term upon mutual written consent from both parties, and may be terminated only pursuant to the terms of this Agreement. Exercising the one-year option is contingent upon performance and funding availability.
3. Compensation. City hereby agrees to pay Consultant for services rendered the City pursuant to this Agreement on a time and materials basis according to the rates of compensation of the proposal as set forth in Exhibit B. The total amount of compensation to be paid under this Agreement for first year shall not exceed $141,000.00 (One Hundred and Forty-One Thousand dollars and Zero cents). Maximum compensation for subsequent years shall not exceed $129,000.00 (One Hundred and Twenty-Nine Thousand dollars and Zero cents).
4. Billing. Consultant shall submit to City an itemized invoice, prepared in a form satisfactory to City, describing its services and costs for the period covered by the invoice. Except as specifically authorized by City, Consultant shall not bill City for duplicate services performed by more than one person. Consultant’s bills shall include the following information to which such services cost or pertain:
A brief description of services performed;
The date the services were performed;
The number of hours spent and by whom;
A brief description of any costs incurred; and
The Consultant’s signature.
Any such invoices shall be in full accord with any and all applicable provisions of this Agreement.
City shall make payment on each such invoice within thirty (30) days of receipt; provided, however, that if Consultant submits an invoice which is incorrect, incomplete, or not in accord with the provisions of this Agreement, City shall not be obligated to process any payment to Consultant until thirty (30) days after a correct and complying invoice has been submitted by Consultant. The City shall process undisputed portion immediately.
5. Meet & Confer. Consultant agrees to meet and confer with City or its agents or employees with regard to services as set forth herein as may be required by the City to ensure timely and adequate performance of the Agreement.
6. Additional Copies. If City requires additional copies of reports, or any other material which Consultant is required to furnish as part of the services under this Agreement, Consultant shall provide such additional copies as are requested, and City shall compensate Consultant for the actual costs related to the production of such copies by Consultant.
7. Responsibility of Consultant. By executing this Agreement, Consultant agrees that the services to be provided and work to be performed under this Agreement shall be performed in a fully competent manner. By executing this Agreement, Consultant further agrees and represents to City that the Consultant possesses, or shall arrange to secure from others, all of the necessary professional capabilities, experience, resources, and facilities necessary to provide the City the services contemplated under this Agreement and that City relies upon the professional skills of Consultant to do and perform Consultant’s work. Consultant further agrees and represents that Consultant shall follow the current, generally accepted practices in this area to the profession to make findings, render opinions, prepare factual presentations, and provide professional advice and recommendations regarding the projects for which the services are rendered under this Agreement.
8. Responsibility of City. To the extent appropriate to the projects to be completed by Consultant pursuant to this Agreement, City shall:
(A) Assist Consultant by placing at its disposal all available information pertinent to the projects, including but not limited to, previous reports and any other data relative to the projects. Nothing contained herein shall obligate City to incur any expense in connection with completion of studies or acquisition of information not otherwise in the possession of City. (B) Examine all studies, reports, sketches, drawings, specifications, proposals, and other documents presented by Consultant, and render verbally or in writing as may be appropriate, decisions pertaining thereto within a reasonable time so as not to delay the services of Consultant. (C) Steve Carrigan, City Manager, or his designee, shall act as City’s representative with respect to the work to be performed under this Agreement. Such person shall have the complete authority to transmit instructions, receive information, interpret and define City’s policies and decisions with respect to materials, equipment, elements, and systems pertinent to Consultant’s services. City may unilaterally change its representative upon notice to the Consultant. (D) Give prompt written notice to Consultant whenever City observes or otherwise becomes aware of any defect in a project.
9. Acceptance of Work Not a Release. Acceptance by the City of the work to be performed under this Agreement does not operate as a release of Consultant from professional responsibility for the work performed.
10. Indemnification and Hold Harmless.
Consultant shall defend, indemnify, and hold harmless the City and its officers, officials, employees, volunteers, and agents from and against any and all liability, loss, damage, expense, costs (including without limitation costs and fees of litigation) of every nature arising out of or in connection with Consultant’s performance of work hereunder, including the performance of work of any of Consultant’s subcontractors or agents, or Consultant’s failure to comply with any of its obligations contained in the agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of the City.
11. Insurance. Consultant shall procure and maintain for the duration of this Agreement insurance meeting the requirements specified in Exhibit A hereto.
12. Access to Records. Consultant shall maintain all preparatory books, records, documents, accounting ledgers, and similar materials including but not limited to calculation and survey notes relating to work performed for the City under this Agreement on file for at least three (3) years following the date of final payment to Consultant by City. Any duly authorized representative(s) of City shall have access to such records for the purpose of inspection, audit, and copying at reasonable times during Consultant’s usual and customary business hours. Consultant shall provide proper facilities to City’s representative(s) for such access and inspection.
13. Non-Assignability. It is recognized by the parties hereto that a substantial inducement to City for entering into this Agreement was, and is, the professional reputation and competence of Consultant. This Agreement is personal to Consultant and shall not be assigned by it without express written approval of the City.
14. Changes to Scope of Work. City may at any time, and upon a minimum of ten (10) days written notice, seek to modify the scope of services to be provided for any project to be completed under this Agreement. Consultant shall, upon receipt of said notice, determine the impact on both time and compensation of such change in scope and notify City in writing. Upon agreement between City and Consultant as to the extent of said impacts to time and compensation, an amendment to this Agreement shall be prepared describing such changes. Execution of the amendment by City and Consultant shall constitute the Consultant’s notice to proceed with the changed scope.
15. Ownership of Documents. Title to all final documents, including drawings, specifications, data, reports, summaries, correspondence, photographs, computer software (if purchased on the City’s behalf), video and audio tapes, software output, and any other materials with respect to work performed under this Agreement shall vest with City at such time as City has compensated Consultant, as provided herein, for the services rendered by Consultant in connection with which they were prepared. City agrees to hold harmless and indemnify the Consultant against all damages, claims, lawsuits, and losses of any kind including defense costs arising out of any use of said documents, drawings, and/or specifications on any other project without written authorization of the Consultant.
16. Termination.
City shall have the authority to terminate this Agreement, upon ten days written notice to Consultant, as follows:
If in the City’s opinion the conduct of the Consultant is such that the interest of the City may be impaired or prejudiced, or For any reason whatsoever.
Upon termination, Consultant shall be entitled to payment of such amount as fairly compensates Consultant for all work satisfactorily performed up to the date of termination based upon the Consultant’s rates shown in Exhibit B and/or Section 3 of this Agreement, except that:
In the event of termination by the City for Consultant’s default, City shall deduct from the amount due Consultant the total amount of additional expenses incurred by City as a result of such default. Such deduction from amounts due Consultant are made to compensate City for its actual additional costs incurred in securing satisfactory performance of the terms of this Agreement, including but not limited to, costs of engaging another consultant(s) for such purposes. In the event that such additional expenses shall exceed amounts otherwise due and payable to Consultant hereunder, Consultant shall pay City the full amount of such expense.
In the event that this Agreement is terminated by City for any reason, Consultant shall:
Upon receipt of written notice of such termination promptly cease all services on this project, unless otherwise directed by City; and Deliver to City all documents, data, reports, summaries, correspondence, photographs, computer software output, video and audio tapes, and any other materials provided to Consultant or prepared by or for Consultant or the City in connection with this Agreement. Such material is to be delivered to City in completed form; however, notwithstanding the provisions of Section 15 herein, City may condition payment for services rendered to the date of termination upon Consultant’s delivery to the City of such material.
In the event that this Agreement is terminated by City for any reason, City is hereby expressly permitted to assume the projects and complete them by any means, including but not limited to, an agreement with another party.
The rights and remedy of the City and Consultant provided under this Section are not exclusive and are in addition to any other rights and remedies provided by law or appearing in any other section of this Agreement.
17. Compliance with Laws, Rules, and Regulations. Services performed by Consultant pursuant to this Agreement shall be performed in accordance and full compliance with all applicable federal, state, and City laws and any rules or regulations promulgated thereunder.
18. Exhibits Incorporated. All exhibits referred to in this Agreement and attached to it are hereby incorporated in it by this reference. In the event there is a conflict between any of the terms of this Agreement and any of the terms of any exhibit to the Agreement, the terms of the Agreement shall control the respective duties and liabilities of the parties.
19. Independent Contractor. It is expressly understood and agreed by both parties that Consultant, while engaged in carrying out and complying with any of the terms and conditions of this Agreement, is an independent contractor and not an employee of the City. Consultant expressly warrants not to represent, at any time or in any manner, that Consultant is an employee or servant of the City.
20. Integration and Entire Agreement. This Agreement represents the entire understanding of City and Consultant as to those matters contained herein. No prior oral or written understanding shall be of any force or effect with respect to those matters contained herein. This Agreement may not be modified or altered except by amendment in writing signed by both parties.
21. Jurisdiction and Venue. This Agreement shall be governed by and construed in accordance with the laws of the State of California, County of Monterey, and City of Salinas. Jurisdiction of litigation arising from this Agreement shall be in the State of California, in the County of Monterey or in the appropriate federal court with jurisdiction over the matter.
22. Severability. If any part of this Agreement is found to be in conflict with applicable laws, such part shall be inoperative, null and void insofar as it is in conflict with said laws, but the remainder of the Agreement shall continue to be in full force and effect.
23. Notices.
(A) Written notices to the City hereunder shall, until further notice by City, be addressed to:
City Manager
City of Salinas
200 Lincoln Avenue
Salinas, California 93901
With a copy to:
City Attorney
City of Salinas
200 Lincoln Avenue
Salinas, California 93901
(B) Written notices to the Consultant shall, until further notice by the Consultant, be addressed to:
Opportunity Space, Inc. dba Tolemi
Daniel Marconi, VP of Sales
295 Devonshire St. 4FL
Boston, MA 02110
(C) The execution of any such notices by the City Manager shall be effective as to Consultant as if it were by resolution or order of the City Council, and Consultant shall not question the authority of the City Manager to execute any such notice. (D) All such notices shall either be delivered personally to the other party’s designee named above, or shall be deposited in the United States Mail, properly addressed as aforesaid, postage fully prepaid, and shall be effective the day following such deposit in the mail.
24. Nondiscrimination. During the performance of this Agreement, Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, ancestry, creed, sex, national origin, familial status, sexual orientation, age (over 40 years) or disability. Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, ancestry, creed, sex, national origin, familial status, sexual orientation, age (over 40 years) or disability.
25. Conflict of Interest. Consultant warrants and declares that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, in any manner or degree which will render the services required under the provisions of this Agreement a violation of any applicable local, state or federal law. Consultant further declares that, in the performance of this Agreement, no subcontractor or person having such an interest shall be employed. In the event that any conflict of interest should nevertheless hereinafter arise, Consultant shall promptly notify City of the existence of such conflict of interest so that City may determine whether to terminate this Agreement. Consultant further warrants its compliance with the Political Reform Act (Government Code section 81000 et seq.) and Salinas City Code Chapter 2A that apply to Consultant as the result of Consultant’s performance of the work or services pursuant to the terms of this Agreement.
26. Headings. The section headings appearing herein shall not be deemed to govern, limit, modify, or in any manner affect the scope, meaning or intent of the provisions of this Agreement.
27. Attorneys’ Fees. In case suit shall be brought to interpret or to enforce this Agreement, or because of the breach of any other covenant or provision herein contained, the prevailing party in such action shall be entitled to recover their reasonable attorneys’ fees in addition to such costs as may be allowed by the Court. City’s attorneys’ fees, if awarded, shall be calculated at the market rate.
28. Non-Exclusive Agreement. This Agreement is non-exclusive and both City and Consultant expressly reserves the right to contract with other entities for the same or similar services.
29. Rights and Obligations Under Agreement. By entering into this Agreement, the parties do not intend to create any obligations express or implied other than those set out herein; further, this Agreement shall not create any rights in any party not a signatory hereto.
30. Licenses. If a license of any kind, which term is intended to include evidence of registration, is required of Consultant, its representatives, agents or subcontractors by federal, state or local law, Consultant warrants that such license has been obtained, is valid and in good standing, and that any applicable bond posted in accordance with applicable laws and regulations.
31. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute a single agreement.
32. Legal Representation. Each party affirms that it has been represented, if it so chose, by legal counsel of its own choosing regarding the preparation and the negotiation of this Agreement and the matters and claims set forth herein, and that each of them has read this Agreement and is fully aware of its contents and its legal effect. Neither party is relying on any statement of the other party outside the terms set forth in this Agreement as an inducement to enter into this Agreement.
33. Joint Representation. The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any party. No presumptions or rules of interpretation based upon the identity of the party preparing or drafting the Agreement, or any part thereof, shall be applicable or invoked.
34. Warranty of Authority. Each party represents and warrants that it has the right, power, and authority to enter into this Agreement. Each party further represents and warrants that it has given any and all notices, and obtained any and all consents, powers, and authorities, necessary to permit it, and the persons entering into this Agreement for it, to enter into this Agreement.
35. No Waiver of Rights. Waiver of a breach or default under this Agreement shall not constitute a continuing waiver or a waiver of a subsequent breach of the same or any other provision of this Agreement. The failure to provide notice of any breach of this Agreement or failure to comply with any of the terms of this Agreement shall not constitute a waiver thereof. Failure on the part of either party to enforce any provision of this Agreement shall not be construed as a waiver of the right to compel enforcement of such provision or any other provision. A waiver by the City of any one or more of the conditions of performance under this Agreement shall not be construed as waiver(s) of any other condition of performance under this Agreement.
IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement on the date first written above.
CITY OF SALINAS
____________________________
Steve Carrigan, City Manager
APPROVED AS TO FORM:
_________________________
□ Christopher A. Callihan, City Attorney, or
□ Rhonda Combs, Assistant City Attorney
CONSULTANT
___________________________________
By: Daniel Marconi
Its: VP of Sales
Exhibit A- Insurance Requirements
Insurance Requirements
Consultant shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, his agents, representatives, employees, or subcontractors. With respect to General Liability and Professional Liability, coverage should be maintained for a minimum of five (5) years after Agreement completion.
Minimum Scope and limit of Insurance
Coverage shall be at least as broad as:
Commercial General Liability (“CGL”): Insurance Services Office Form (“ISO”) CG 00 01 covering CGL on an occurrence basis, including products and completed operations, property damage, bodily injury, and personal & advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
Automobile Liability: ISO Form CA 0001 covering any auto, or if Consultant has no owned autos, hired and non-owned, with limits no less than $1,000,000 per accident for bodily injury and property damage.
Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease.
Professional Liability (also known as Errors and Omissions) insurance appropriate to the work being performed, with limits no less than $1,000,000 per occurrence or claim, $2,000,000 aggregate per policy period of one year.
If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City of Salinas requires and shall be entitled to the broader coverage and/or higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
OTHER INSURANCE PROVISIONS
The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
The City of Salinas, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as broad as ISO Form CG 20 10, CG 11 85, or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).
Primary Coverage
For any claims related to this Agreement or the project described within this Agreement, the Consultant’s insurance coverage shall be primary coverage at least as broad as ISO Form CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except with notice to the City.
Waiver of Subrogation
Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Salinas for all work performed by the Consultant, its employees, agents, and subcontractors.
Self-Insured Retentions
Self-insured retentions must be declared by Consultant to and approved by the City. At the option of the City, Consultant shall provide coverage to reduce or eliminate such self-insured retentions as respects the City, its officers, officials, employees, and volunteers; or the consultant shall provide evidence satisfactory to the City guaranteeing payment of losses and related investigations, claim administrations, and defense expenses. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
Claims Made Policies
If any of the required policies provide coverage on a claims-made basis:
The Retroactive Date must be shown and must be before the date of this Agreement or the beginning of Agreement work.
Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the Agreement of work.
If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the Agreement effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of Agreement work.
A copy of the claims reporting requirements must be submitted to the City for review.
Verification of Coverage
Consultant shall furnish the City with original certificates and amendatory endorsements or copies of the applicable insurance language effecting coverage required by this Agreement. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
Subcontractors
Consultant shall require and verify that all sub-consultants and/or subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that Entity is an additional insured on insurance required from such sub-consultants and/or subcontractors.
Special Risks or Circumstances
City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Maintenance of Insurance
Maintenance of insurance by Consultant as specified shall in no way be interpreted as relieving Consultant of its indemnification obligations or any responsibility whatsoever and the Consultant may carry, at its own expense, such additional insurance as it deems necessary.
Exhibit B- Scope of Service
Scope of Service and Compensation on the following page. 295 Devonshire St 4th Floor Boston, MA 02119
781-208-8444
[email protected]
September 9, 2024 Cirt oy Salinas, CA 159 Main St.
Salinas, CA 93901
To Whom it May Concern,
On behalf of OpportunitySpace, Inc. (doing business as “Tolemi”), I am oUicially submitting a response to the Request for Proposals “Residential Rental Registry and Rent Stabilization Software” (“RFP”) issued by Salinas, CA (“City”).
Tolemi is uniquely positioned to deliver the Scope of Services described in the RFP. The Tolemi Slate application was built and designed from the ground up to run an end-to end rental registration, licensing, and stabilization including accepting new registrations, managing existing registrations, updating information, filing change in tenancy, collecting rent amount, handling non-compliant landlords, providing extensive reporting, allowing ad hoc reporting, and automating notifications to landlords. It is unmatched in the industry.
Within the body of the RFP response, we will lay out our proposal for the features and functionality required to run a modern registry.
Our oU-the-shelf web applications, BuildingBlocks and Slate meet all the requirements listed by the City, and we have a proven deployment & support model that has been successful in over 100 municipalities nationwide including several in the Bay Area. We are excited at the opportunity to work more deeply with the city, which we understand to be a forward-thinking municipality.
Enclosed you will find the submittal elements, as defined by the RFP. Representatives from Tolemi are available to answer any questions that arise from these submissions. Please do not hesitate to reach out to. We look forward to hearing from the City, and we thank you for the opportunity to respond.
Sincerely,
Daniel Marconi
VP of Sales
Firm Experience and Qualifications
Firm Qualifications and Experience
Founded in August 2013, Tolemi emerged from the co-founders’ public policy academic studies, data analytics technology prototypes, and experiments correlating government data to solve critical urban challenges. Working purely with local governments, our mission is to empower municipal governments by helping them harness the power of data to provide stronger more stable communities.
The Company works to ensure every government has access to critical data management, user-friendly analysis tools, and spatially aware registration and workflow software. In service to those goals, we have created a portfolio of user-first products that are easy to implement yet capable of handling the specific needs of every partner city.
The Tolemi platform is the backbone of many cities’ rental registration, licensing, and stabilization strategy. Its ability to not just manage a process but use existing data to automate and improve the process makes it unique in the industry. Slate, our property registration and workflow software has been implemented across the country accepting tens of thousands of rental license applications annually. BuildingBlocks, our data centralization and analytics application helps cities across the country better understand their community and the impact that city programs are having on their residents.
Tolemi has deployed Rental Registration and Stabilization solutions to over 100 municipalities including other Bay Area cities such as Half Moon Bay, Monterey, and the Berkeley Rent Board.
Products Being Proposed
Tolemi proposes that the city implement our commercial off-the-shelf (COTS) rental licensing and inspection workflow management software (Slate) and our data integration and analytics software (BuildingBlocks) to meet the requirements defined in the City’s RFP. Taken together, the Tolemi platform will enable the City to meet all of the requirements detailed in the Scope of Work section of this RFP.
Manage complex workflows relating to rental property licensing, inspections, and compliance; Seamlessly adapt the rules and configurations associated with workflows as policies and processes within the City change, without requiring additional costs; Prevent workarounds and require that users adhere to business processes established by the City to govern the workflows managed within the solution; Allow for City leadership to track the status of projects, properties, and workflows, as well as to identify those that are behind schedule or otherwise needing attention; Manage and communicate with landlords, property managers, and owners (“Landlords”); Automate the process of alerting Users, Landlords, and management of pending, open, upcoming, and/or late tasks; Enable users to generate and customize reports & dashboards, and to extract data on operations & key performance metrics; and Centralize data and automate ongoing data ingestion from across diUerent City systems within the solution to inform the business logic applied to workflows and to reduce staU time spent on research & information gathering; and Enhance the capacity of the City to leverage data, mapping, and advanced analytics to inform land use decisions and policies.
Online registration platform for landlords, property managers, and City staff.
Public facing platform for tenants, owners, and/or property managers.
Notifications system for renewal and compliance alerts.
A secure database system to collect and maintain data on certain residential rental properties.
An ADA-compliant and bilingual online portal/dashboard for database 24/7, year- round access. The general public will be able to view limited information per the ordinance.
Designated City staU should be able to review the information and make edits/notes to the case file and make corrections as may be needed. Over a period of time, rights access may need to be amended.
Public user registration with multifactor authentication and the ability to change/reset passwords giving property owners the ability to change/update information as necessary Single sign-on (SSO) support for City staU with Microsoft 365 integration.
Registration fee and penalty fee collection system integrated with the database and online portal/dashboard.
Guidance and resources webpage, including a Rental Registration and Rent Stabilization Program overview, “how-to-register" training worksheets, demonstration videos, and other online information resources provided by the City.
Corresponding paper-based rental unit registration forms, for landlord and staU use if Rental Registration or Rent Stabilization Program cannot be completed through the online portal.
Software system solutions staU training exhibits and/or manual.
Ongoing maintenance of the software system solutions, including updates and troubleshooting.
Collecting the following information below shall be provided and collected as part of initial and renewal registration of Residential Rental and Rent Stabilization units, including but not limited to:
The name, mailing address, phone number, and email of the landlord.
The street address and/or assessor parcel Number (APN) of each Residential Rental Unit for rent or lease.
The year the property and/or building was built.
The number of bedrooms, bathrooms, and square footage of each rental unit.
The business license number, if applicable, to each rental unit.
A system for annual and qualifying event-based reporting.
Reporting capabilities for data collection/trend analysis/major policy issues, quality control measures, data visualization for compliance monitoring and future policy and decision- making.
ArcGIS enterprise integration with automatic mapping of registered properties/units.
TRAKiT land management system enterprise API integrations.
Integrate with local county Assessor Data.
An ADA-compliant and bilingual online portal/dashboard for database 24/7, year- round access. The general public will be able to view limited information per the ordinance.
Designated City staU should be able to review the information and make edits/notes to the case file and make corrections as may be needed. Over a period of time, rights access may need to be amended.
Single sign-on (SSO) support for City staU with Microsoft 365 integration.
Ongoing maintenance of the software system solutions, including updates and troubleshooting.
Data packaged and provided to the City if ever the contract ends with initial and ongoing City ownership of all data collected within the software system solutions.
Slate
Slate is an end-to-end workflow tool that will facilitate and automate the entire rental registration, inspection, and compliance process for both the City and constituents / registrants, including Landlords. The Slate application includes a public-facing portal, a secure database and reporting tools.
Slate will allow Landlords to transmit required registration information, submit payment, schedule inspections, track progress/status of applications, and manage outstanding tasks to remain compliant with the City’s rental regulation ordinance. The system is online and accessible via mobile devices, with user-friendly features such as address validation, bulk upload of property portfolios, and automated email alerts for required, upcoming, and overdue tasks. Landlords can access City staU availability to schedule inspections, communicate directly with City staU by replying to system-generated emails (without needed to log into the system), and manage property portfolio compliance through an intuitive dashboard that centralizes all required, upcoming, and overdue tasks.
Slate is both COTS and fully customizable to the City’s business processes through low/no- code configuration that allows it to meet the City’s current and future requirements. The implementation of Slate includes in-depth consultation and business process mapping led by Tolemi experts, who will assist in defining the required rules and protocols and harnessing workflow automation features to maximize eUiciency & eUicacy in the administration of rental oversight. The solution can be configured to the City’s specifications to allow for the management of tasks, stage-gate processes, and communications across multiple workflows. City-defined business rules and integrated data from other City systems can govern stage advance, assignment, and flags within the workflow. These features include, but are not limited to:
Automated task assignment and due dates when specific criteria are met Automated alerts via email and in-app notifications when outstanding and overdue tasks are due User-driven email prompts and in-app alerts to allow managers to alert End Users of outstanding and upcoming tasks Customizable User-defined alerts for upcoming and overdue tasks, including batched task updates daily / weekly Conditional and branching logic for workflows, including advancing projects and workflows based on data inputs, task fulfillment, and data integrated from other City systems of record Validated field and drop-down data entry to prevent erroneous data input Payment processing, including in-system refunds
Automated document generation (e.g. registrations, rejection letters) when certain criteria are met, with automated or user-defined field inputs System-generated emails to Landlords and other external parties Tracking of all external and internal communications (including replies to system- generated emails) tied to specific registration / licensing workflows Task tracking and sorting based on various filters (e.g. assignee, due date, days overdue, workflow) Customizable reports and downloads that track usage, overdue tasks, and overall compliance rates—all segmented based on wide range of factors such as location, property attributes, and owner types Performance measurement dashboards to track time to completion for workflows, tasks, and users Branching logic, workflow cloning / splitting, and identity-based assignment of tasks Multiple tiers of user groups with a wide range of permissions that define which actions specific users can take, including, but not limited to accessing the application; viewing stages, fields, files reports, and data; editing stages, fields, files, reports, and data; managing users and accessing status reports; updating configuration such as required fields, stages, and form templates All data captured by and created in Slate can be exported into other City systems and databases to ensure Slate workflows are synced with other City processes.
BuildingBlocks
BuildingBlocks will enable the City to implement a Rental Licensing and Inspection program that is proactive, data, driven, and strategic. BuildingBlocks integrates data from siloed City, County, and Federal databases into a single, map-based analytical tool.
Combining rental program data with other critical datasets such as code violations, police calls, and tax delinquency will provide the City with an unparalleled set of tools for driving future policy making and internal decision-making.
BuildingBlocks cleans, aggregates, and standardizes to the parcel-level data from other City systems of record (e.g. Code Enforcement, Building Permits, Assessment) into a single, map-based platform to allow City staU access to holistic property information. Users can access all City data associated with a parcel and/or address indexed in BuildingBlocks, and that data will be updated on a daily, weekly, monthly, or quarterly basis, as directed by the City. Users can query and filter for parcels based on any of the integrated data, or search for parcels based on address, parcel ID, or owner of record. These records can be used to configure rules that govern workflow management and stage advance logic.
Tolemi Insights are a set of derived property attributes within BuildingBlocks based on complex, proprietary logic from multiple data sources that make it quick and easy for the City to identify properties that meet important criteria. These include the Owner-Occupied flag, the Likely Rental flag, the Vacant Structure flag, the Vacant Lot flag, the Owner Location (e.g. out-of-state, in-city) options filter, and the Owner Property Count numeric range filter. Tolemi’s proprietary Identity Linking algorithm ties together related beneficial owners across common masking entities such as shell LLC’s and partnerships to piece together the true portfolio of rental property owners in the City. Together, these powerful tools will enable the City to proactively target non-compliant rentals, identify owners of large portfolios of substandard and non-compliant properties, and more strategically manage the Rental Licensing and Inspection program.
The Property and Identity Scoring tool in BuildingBlocks will allow the City to deploy prioritization models for inspection and compliance eUorts based on property conditions, including factors such as code violations, nuisance calls for service, and timeliness of registration / renewal. Owners and property managers may also be scored, enabling the City to implement future modifications to the current program, including tiered inspection schedules with more aggressive reinspection schedules for non-compliant properties and grace periods for compliant Landlords.
Tolemi StaU Involved in Project
Customer Success Manger – Kate BischoU
You customer success manager will be responsible for making sure that the project is completed on time and meets the needs of the city. After implementation she will continue to be the main point of contact for the city helping with training and improvements to how the city uses the Tolemi software.
Kate has been a Tolemi Customer Success manager for eight years. Over that time she has helped more than 100 cities implement and use Tolemi products. She has extensive experience working with Cities to understand the scope of their requirements, configuring the software to exceed those requirements, and working with cities beyond implementation to ensure that cities receive the maxim value.
Process Engineer - Reza JaUri
Your process engineer will prepare for the implementation by reading relevant ordinances, this RFP, and our response to ensure that no aspect is overlooked. He will be the one that interviews city staU to fully understand the various stages and steps required to meet the requirements.
Reza has implemented Tolemi Slate in over 20 cities including rental registration and stabilization in the bay area wit h cities such as Half Moon Bay, Berkeley, and East Palo Alto.
Data Engineering – Ben Clayman and AV David
Data engineering works with City staU and the rest of the Tolemi team to understand what data integrations are required, where that data lives, and how best to extract it on a nightly basis. They will then build those connections, map the data into the Tolemi data standard and ensure that those connections remain active on an ongoing basis.
Ben Clayman is a former city Planner and has been with Tolemi for more than 5 years. He has helped build thousand of connectors to help cities achieve their goals.
AV David will work internally with Ben to make sure that the connections are stable and continue to properly integrate data as it is created every day. She has worked with more than 30 cities doing this type of work.
Executive Sponsor – Dan Marconi
Dan is the VP of Sales and has worked at Tolemi the past 7 years. He reports directly to the CEO. Dan is available in case unique circumstances arrive that require Tolemi to build additional feature sets. His direct line to the CEO means that internal roadblocks within Tolemi don’t slow the implementation or prevent Tolemi from delivering on the scope of this RFP.
Similar Customers
As this is a public document, Tolemi will provide basic information on existing customers using the software for similar purposes. More detailed information can be relayed via phone or Zoom meeting upon request.
Monterey, CA (December 2023 – Present)
Rental Registration and Assistance Kimberly Cole
Community Development Director [email protected]
(831) 646-3759
Half Moon Bay, CA (August 2023 – Present)
Rental Registration John Doughty
Assistant City Manager [email protected] (650) 619-1440 Berkley Rent Board (December 20223 – Present)
Rental Registration and Stabilization Analysis DéSeana Williams Executive Director [email protected] (510) 981-4949 Scranton, PA (January 2023 – Present)
Rental Registration Robin Selemba
Rental Regulation Manager [email protected] 570-348-4193 Ext. 4555 Detailed project plan
Proposal Overview
Please reference section “Firm Experience and Qualifications” Implementation Overview
Tolemi is proposing implementing multiple applications within the Tolemi Platform. Specifically:
BuildingBlocks for data centralization, analytics & reporting, automated alerting, and as a public facing information site allowing residents to understand if a property is registered and if there are any know problems.
Slate as the public facing portal for registration, communication, and updating registration information. Slate will also function as the backend system to guide city staU on what tasks need to be performed, allow staU to view registration, and communicate with registrants.
To reduce implementation time for cities, Tolemi prefers to run these two separate, but related implementations concurrently.
Our team has implemented similar systems across the country and are comfortable with the timeline listed below. However, city responsiveness is key to meeting deadlines. Long gaps between important meeting or a lack of responsiveness from the City can delay the project.
Data centralization, cleansing, and joining is a foundational pillar of every engagement with our partner cities. Government data has traditionally been diUicult to work with because the various departmental software systems do not communicate and share data eUectively. Recognizing that there was not a software solution on the market that would accomplish our objective of connecting with disparate data sources & systems, cleaning & geo-coding data, and automating the extract-transform-load (ETL) process, we built the Swarm application.
Our team of data engineers build connectors into City-controlled data sets, open data portals, and paid third party data providers. Those connections are scheduled and consume new data on a regular basis, typically nightly. Once the data is consumed, we clean and geo-code the data before storing it in a relational database that can be used by our other application. Swarm processes over 2,000 municipal data sets daily from a range of databases and vendor-supplied software. Based on our experience with common data issues that we encounter, we have incorporated over 200 unique diagnostics reports that run automatically.
During implementation, the Tolemi team will work to understand the City’s existing data structure and requirements. They will then use Swarm to consume, clean, and map the existing data into the Tolemi platform for the configuration of Slate & BuildingBlocks and for the quality assurance process. On the night of the system transition, we will remove all the data from our systems and do a complete data extract into our platform to guarantee that all data is properly migrated. The following day City staU can manage all stages of the process inside the Tolemi platform, and the legacy software can be deprecated.
Tolemi will provide unlimited group and one-on-one training for city staU prior to and after launch. Our trainings are typically remote and under an hour. We can cover basic and advanced needs such as how to log in, finding and completing tasks, building reports, and communicating with applicants.
Prior to launch, Tolemi will work with city appointed super users, admins, and technical leads to ensure that they are able to fully manage the application. These trainings are highly customized and are typically one-on-one.
All city staU will be able to connect the designated Customer Success Representative via phone, email, or chat, through the life of the contract, to have their questions answered or request additional training. Our expectation is that we will provide both formal and informal help on an ongoing basis.
For BuildingBlocks application, comprehensive testing will occur in during a joint QA call with Tolemi CSM and Data Engineer to identify data discrepancies between the Tolemi platform and the City’s source systems, additional data transformations required to meet End User business objectives, and data gaps. Tolemi has a standard process for internal review prior to the joint QA call to identify potential issues. During the joint call, Tolemi will adhere to a similarly refined process to review all data sources and transformations with the City.
For the Slate application, comprehensive testing will occur in multiple phases of implementation. The configuration process will begin in concert with the weekly business process mapping calls, after each of which the Tolemi Data Engineer will make progress on configuration of the required workflows. This incremental approach allows the Super Users and Tolemi to include weekly review of the progress as part of the business process mapping calls. Tolemi will then incorporate feedback and refine the workflows throughout the implementations process.
After the beta versions of the workflows have been completed, Tolemi will train the Super Users on the application and begin the user acceptance testing process. During this phase, Tolemi will submit registrations and inspection requests from the perspective of landlords / registrants, thereby initiating test workflows for Super Users to perform acceptance testing. Super Users will then submit feedback and required refinement to Tolemi to inform the last phase of implementation.
The ensuing Super User and End User training session will provide another opportunity to incorporate feedback prior to go-live.
Tolemi’s CSM and customer support team will continue to respond to requests from End Users for additional refinement and will incorporate feature requests into its longer-term product roadmap.
We are not proposing any on-site implementation or support as we have successfully implemented our software in over 100 cities without the need to be face-to-face. Tolemi is happy to provide on-site training and implementation services upon request for the price of travel, lodging, and incidentals.
Tolemi fully expects City to request trainings, changes to the process, the addition of new data sets, unexpected changes to existing data sets, and assistance building analytics inside of BuildingBlocks beyond the initial implementation timeframe. We provide these services at no additional cost beyond the ongoing subscription fee.
Implementation Timeline
Implementation Responsibilities
City will be responsible for the following tasks (number of hours | staU) in the BuildingBlocks workstream:
Attend the kick-oU call (est. one hour | full project team) Complete data inventory (est. two hours | Technical Support) Assist in defining integration methods for City data (est. four hours | Technical Support) Attend QA testing call (est. one and one-half hours | full project team) Attend training sessions (est. two hours | Super Users and End Users) City will be responsible for the following tasks (number of hours | staU) in the Slate workstream:
Attend the kick-oU call (est. one hour | full project team) Attend weekly business process mapping calls (est. six hours | Super Users) Attend beta training (est. two hours | Super Users)
Complete user acceptance testing (est. four hours | Super Users) Attend training sessions (est. two hours | Super Users and End Users) Tolemi will be responsible for the following tasks in the BuildingBlocks workstream:
Host the kick-oU call and circulate roles / responsibilities Assist in completion of the data inventory
Assist in defining integration methods for City data
Deploy / build connectors to City data
Host QA testing
Refine data mapping based on feedback from QA testing
Launch BuildingBlocks application
Host training sessions
Tolemi will be responsible for the following tasks in the Slate workstream:
Host the kick-oU call
Lead weekly business process mapping calls
Configure workflows in Slate according to City specifications and documentation from business process mapping calls Launch beta workflows and host beta training
Refine workflows based on user acceptance testing feedback Launch BuildingBlocks application
Host training sessions
Tolemi will provide City with a dedicated Customer Success Manager (CSM) who will project-manage the implementation. The CSM will submit bi-weekly status updates via email to the City project team that will use Red (behind schedule / at high risk of delaying project delivery) Yellow (experiencing delays but not yet at high risk of delaying project delivery) Green (progressing according to anticipated schedule) indicators for outstanding tasks, including but not limited to:
Data integrations
Responsiveness of critical City points of contact (e.g. Technical Support) Workflow configurations
Public- (e.g. landlords) facing portal configurations
Example Sites
Slate Rental Registration and Stabilization https://slate.tolemi.com/c/monterey-ca Data Analytics and Publication https://rochester-ny.tolemi.com/ Information Systems Questionnaires
Appendix A
Hosting ProviderHosting Provider
Hosting Provider
Hosting Provider
Where is the product hosted?
AWS East Coast Cloud. The data never leaves the United States.
What is the solution availability? i.e. 99.9%
Yes, Tolemi exceeds three 9's availability.
Is it a public, private, multi-cloud environment?
Private cloud
Are physical security controls implemented around sensitive locations such as data centers? Yes, AWS is FedRAMP Compliant and contains both physical and digital controls. Tolemi also utilizes physical and digital controls to protect customer data from our locations.
Applications Architecture
What language is the application written in?
Elixir, NodeJS, Java, JS, SQL
Do you use a Web Application Firewall (WAF)?
No
Do you comply with and adhere to the Accessibility Standards of Section 508 of the Rehabilitation Act of 1973, as amended? Yes
Upon Termination of Services, explain how you will return City information stored in your systems? Customer data will be retained for 90 days to allow the City to access and store it in a new environment. After the 90 days or upon written request, Tolemi will delete the City data from our systems.
Are data integrations to City systems planned? If yes, please explain what type and how City information is being secured (i.e. security protocols).
Yes, Tolemi specializes in building scheduled recurring data connection into third party systems. These connections can be accomplished in a number of ways based on where the data lives, what systems is producing the data, the sensitivity level of the data, the resources on production servers, and the preferences of City IT. Privileged network access is not required. Without further information on the systems it is diUicult for Tolemi to explain exactly how these connections will be made, but we can oUer to complete a Zoom call with City IT to go system by system.
Data Storage Access and Security
Where and how is data stored?
Data is encrypted in transit and at rest and Tolemi practices least privileged access.
Is all information staying in the United States?
Yes
How is the data encrypted at rest?
Yes
How is data encrypted in transit?
Yes
What application and data access audit logs do you maintain? We store all requests made between our services, in most cases store field level access (reads/writes) and maintain application level logs How are backups stored and are they encrypted?
In transit and at rest
How often do backups occur?
Multiple times per day - stored for 30 days
Are physical security controls Implemented?
Yes
What data is sensitive and eligible for field-level encryption? All data is encrypted in transit and at rest
Who has access to application data and their backups?
Only Tolemi staU has access ro customer data through any means other than using the UI. Not all Tolemi staU or engineers have access. Tolemi practices least privileged access.
Is any customer data allowed outside of production environments? No
Do you require that all removeable media, which may contain organizational data, is encrypted? We do not use removable media
How do you ensure City information is sanitized from retired hardware or media? Retired hardware or media is wiped out before decommissioning Regulatory & Certifications
Are you PCI-DSS certified?
Tolemi uses Stripe for payment processing. Stripe is PCI-DSS certified.
Are you HIPAA certified (if applicable)?
Tolemi does not typically handle HIPPA data. We can sign a BAA.
Are you SOC 2 or ISO-27001 certified?
No
Are you GDPR compliant?
N/A
Have you conducted external penetration testing?
No
Business Continuity & Disaster Recovery
What is your disaster recovery solution?
Data backups, system redundancy, failover systems, notification/alarm systems How often do you test your disaster recovery solution?
Quarterly
Have you experienced a significant outage?
Our longest unplanned outage was less than 10 minutes long Have you experienced disruptions to your oUice that aUected your product? No
Identity Management & Single Sign On
Is Single Sign On (SSO) provided? What types of SSO options are available? SSO is available. Tolemi can use Oauth or SAML.
Are all access rights to information systems immediately revoked upon employee/contractor termination or change of role? If using SSO, Tolemi access is immediately revoked upon the city revoking access to City systems.
Do you require the use of multi- factor authentication for all remote access to organizational data? Yes
Governance
Do you maintain an inventory of all hardware and software assets? Yes
How do you track updates to your software?
Version control, tagged releases (semver)
Do you perform security reviews on your software prior to release? Yes
Supply Chain
Who are the key vendors for your standard oUering?
AWS, BetterStack, Papertrail
How do you ensure and monitor the integrity of 3rd party libraries included in your software? All dependencies are monitored and updated regularly to ensure the latest security patches and fixes are in place Do you perform security assessments on potential suppliers prior to entering into agreements with them? Yes
Appendix B
Online Payment:
Does your solution facilitate online payments and integrate with Authorize.net? What payment gateways do you support (pay by phone, credit card, check, money order)?
Yes, the system will calculate and facilitate payments through Authorize.Net Users can pay online via credit card or eCheck. Additionally, city staff have the ability to enter additional payment methods such as cash, checks, money orders, and vouchers.
Is the payment solution PCI-DSS compliant? Yes
How will your solution ensure the payment of registration fees and the collection of registration unit data from landlords?
Our system is designed to require specific fields to advance including unit data and payment. If a payment is made and then reversed by the user, the license can be revoked.
Integrations and Application Programming Interfaces
Does your software solution integrate with ArcGIS
Online & Enterprise? If it does not, do you have an API that we can use to access the data? Our GIS department maintains both a parcel layer and an addressing layer that integrates directly into TRAKiT. Do you need either or both, and can you
Yes, we maintain connections to more than 100 ESRI instances across the country. access using the ArcGIS API? We require both and can access via ArcGIS.
If you are not able to support ArcGIS integration, can your solution work with an established addressing format that the City currently follows? We are able to integrate with ESRI.
User Manuals and Customer Service:
We have worked with at least 8 other cities building
How many jurisdictions have you worked with that
use TRAKiT as their Land Management System?
How many jurisdictions have you worked with that use ArcGIS Online & Enterprise? Can you provide the names of the organizations that you have partnered with that use TRAKiT and or ArcGIS Online & Enterprise? What training resources do you offer to ensure efficient adoption and utilization of the software by City staff, and landlords, and Tenants? Can you provide documentation, white papers and
TRACKiT integrations. Most of these cities have transitioned off of TRACKiT, but we do still have one active integration.
We have worked with over 100 ESRI instances and maintain active connections with them.
For security reasons and due to this being a public document we will not provide that information here, but can provide upon request in a confidential format.
Our team will provide unlimited group and one-on-one training for city staff. We will also commit to provide 2 one-hour long trainings annually for both landlords and tenants. Additional trainings available upon request. user manuals for the software? Yes
What is your support model, including response times, maintenance schedules, and how issues will be handled.
Do you have online training documentation and or
For staff, Tolemi provides multimodal multilingual support via email, chat, and phone.
For landlords and tenants, Tolemi will provide multimodal multilingual support for technical questions. City specific questions such as confusion around the ordinance will be routed to city staff. Tolemi can provide a single phone number that routes support calls to the correct organization. videos? We will custom create based on the cities instance.
How does your software facilitate communication and collaboration between City staff and external stakeholders, such as landlords.
Communications can be automated and include email, text, and direct physical mail. Additionally, users can email each other ad hoc through the system. All communications are logged and timestamped.
Additionally, communication through the platform are available to city staff with the correct permissions so that you won't need to ask each other if they have received an email.
What is your customer service availability? Standard is business hours 9-5:30ET. Extended hour and west coast hours are available upon request.
Sample Screenshots:
Can you provide sample screenshots or videos demonstrating how a landlord, and unit appear in your software, including the availability of related data. See Below
Can you demonstrate any customizable dashboards or reporting features available to users for accessing and analyzing data? See Below
Please provide an architecture solution diagram
including data flows from various data sources. See Below Contract Methods and Interaction Notes:
What methods of contact does your solution utilize for staff, landlords, and tenants? i.e. text, email, in app notifications? In app, email, SMS, chat, and physical mail.
Does it allow for different preferred methods? Yes
Will all customer interaction notes be available to
staff directly through the portal? Yes
What is the preferred method for reminding landlords to update or pay fees yearly?
We recommend escalating communication methods moving from free (email, text) to paid (direct mail).
Communication can be automated.
Can your software generate automated notifications and reminders for City staff tasks?
Yes, the software will automate notifications to city staff to ensure that no balls are dropped and that tasks are handled in the appropriate amount of time.
Bilingual Support:
Does your software and/or customer service offer bilingual options, such as translated documents or bilingual phone lines? Yes, we offer bilingual support for documents and support.
Does your solution comply with California Title VI regulations? Yes Landlord/Tenant Portal and Data Access:
Yes, landlords will have their own portal that enables them If a landlord requests past or upcoming data, will
there be a landlord portal for access?
How does your software ensure data accuracy and integrity when multiple users access and update information within the landlord/tenant portal? Can landlords set up personalized notification preferences for reminders and updates within the
to view historic data, update information, and complete tasks such as updating contact information or filing a change in tenancy.
Tolemi logs changes and keeps a historic record. Additionally, data is field validated to ensure proper structure. software? Yes.
What do your landlord or tenant portal and data access look like? What are key features that set your portal(s) apart from others?
See screen shots below. Our landlord and tenant portals are differentiated by being much more than a webform. Users can use the portal to register new properties, update contact information, inform the city of a change in tenancy, sign up for alerts, file complaints, open support tickets and more.
Screenshots
Pricing and Fee Structure
Tolemi services are provided as an annual service. All features and functionality in our response are included in the following annual price and one-time implementation fee, unless otherwise noted. There are no hourly costs involved. Support and software updates are included in the below pricing.
Tolemi Rental Registration and StabilizationTolemi Rental Registration and Stabilization Tolemi Rental Registration and Stabilization
Tolemi Rental Registration and Stabilization
Annual Cost $120,000 annually
Implementation $12,000 one-time
Optionally, if the city would prefer a “Price Per Registration” instead of a “Flat Annual Fee” Tolemi can replace the above table with the following.
Tolemi Rental Registration and StabilizationTolemi Rental Registration and Stabilization Tolemi Rental Registration and Stabilization
Tolemi Rental Registration and Stabilization
Per Registration Cost $10 per unit per year Implementation $30,000 one-time In addition to the prices above, the city may optionally elect to include the following addons:
Add-onsAdd-ons
Add-ons
Add-ons
Single Sign On $9,000 annually Sending Post Cards $ 1.00 each General Contract Requirements
Proof of Insurability
Concurrence with contract provisions.
Tolemi concurs with the provisions of the City’s standard contract as attached to the RFP and understands that under certain circumstances, and subject to the discretion of the City, some provisions of the contract may be modified upon final contract negotiations with the selected consultant.
Form: Professional Services Agreement v. April 2023 Page 14 of 16 [Consultant Name]
[Agreement Month and Year]
Form: Professional Services Agreement v. April 2023 Page 1 of 12 Opportunity Space, Inc. dba Tolemi
November 2024
Form: Professional Services Agreement v. April 2023 Page 1 of 12 Opportunity Space, Inc. dba Tolemi
November 2024