Rental Registry Database and Portal

The City of Pasadena Rent Stabilization Department is seeking proposals from qualified vendors to provide a comprehensive rental registry database and online portal. The selected vendor will be responsible to meet the City's need for implementing, operating, and maintaining a system that supports the requirements of City Charter Article XVIII, which governs rent stabilization in Pasadena.

The Department requires a fully hosted online platform that enables landlords to register rental units, update unit and tenancy information, apply for exemptions, and pay the City’s annual rental registry fee, including any applicable late fees. The system must also allow landlords to submit any rent registration-related notices or documents mandated by the Charter or any applicable federal, state, or local laws directly to the City through the registry portal.

A Rental Registry is a core, foundational tool to monitor compliance with Charter Article XVIII to ensure that rent adjustments are in compliance with local law. There are approximately 26,000+ rental units registered within the City of Pasadena Rent Stabilization Department's Rental Registry.

Rental property owners are required to register on annual basis and pay a registration fee for each rental unit. Exemptions for the annual registration fee are available and processed through the Rental Registry. Outside of the annual rental registration window from September-October, rental property owners are required to utilize the system to record key events including, but not limited to, occupancy amendments, rent increases and transfer of ownerships.

The Rent Stabilization launched its Rental Registry on September 2024. It contains data for approximately 26,000+ rental units. Online payments can be made via eCheck and through Payroc via debit/credit card. A key desire for the next system is to integrate with Tyler Cashiering.

**Functional and Technical Requirements** (133 requirements, each marked "Required" or "Desired"):

• Rental Registration: 53
• Billings and Account Receivable: 10
• Reporting: 34
• Public Portal: 14
• Case Management: 8
• Document Management: 14

The Department is responsible for enforcing rent stabilization laws, assisting tenants and landlords, collecting and analyzing data, engaging in community outreach and education, and supporting the Board to fulfill its policy development functions, processes and facilitate public meetings.

**Submission method:** Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than **5:00 pm on Friday, November 20, 2026**. Proposals must be received in the system prior to the deadline. Proposals received after the Proposal Deadline may not be accepted by the City.

The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.

The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other. No Pricing shall be included in the Technical Proposal.

The top 3 highest scoring proposals will be invited to participate in product demonstrations during the week of December 7-10, 2026.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation.