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Rental Registry Software for the Rent Stabilization and Just Cause Eviction Ordinance <br /> October 7, 2025 <br /> Page 2 <br /> Count Action <br /> 896 Vendors Notified <br /> 1 Santa Ana vendor notified <br /> 26 Vendors downloaded the RFP packet <br /> 6 Proposals received <br /> 0 Proposals received from Santa Ana vendors <br /> Proposals were solicited, opened on May 27, 2025, and evaluated. Six (6) proposals <br /> were submitted by the RFP deadline and four (4) were determined to be responsive to <br /> the specifications and met the City's requirements. The proposals submitted by <br /> Autocene Government Solutions Inc. and FSH Technologies were deemed non- <br /> responsive because they did not meet the formatting requirements and minimum <br /> qualifications of the RFP specifications. An evaluation committee of Rent Stabilization <br /> Division staff reviewed and rated the proposals according to the criteria listed in the <br /> RFP. The following list summarizes the responsive firms and their rankings: <br /> Firm Rank Score <br /> OpportunitySpace Inc. dba Tolemi 1 91.00 <br /> 3Di Inc. 2 85.80 <br /> Pasadena Consulting Group LLC 3 84.80 <br /> Intellect x Inc. 4 79.80 <br /> Staff recommends awarding an agreement to the highest-ranked firm, Opportunity <br /> Space Inc. dba Tolemi (Exhibit 1). Tolemi is a trusted provider of custom civic software <br /> applications with more than 100 municipalities nationwide contracting their services. <br /> They provide specialized solutions for rental registry software and Tolemi's platforms <br /> are becoming the software of choice for cities with similar Ordinances such as the City <br /> of Berkeley, the City of Half Moon Bay, and the City of Salinas in California. Their <br /> references expressed enthusiasm about continuing services with Tolemi into the <br /> foreseeable future. <br /> Tolemi's Software as a Service ("SaaS") product will increase the operational efficiency <br /> of the City by supporting more advanced compliance methods, increasing compliance <br /> rates, transforming business practices, reducing manual data processing errors, <br /> providing flexible reporting capabilities, providing a simple and intuitive user interface, <br /> and meeting changing demands as enforcement of the Ordinance evolves. <br /> The potential for increased operational efficiency is demonstrated by Tolemi's robust <br /> technical capabilities and excellent customer service. The system will allow the City to <br /> implement a centralized communication platform where public users can directly <br /> respond to and complete certain business process requests through the system <br /> interface. The direct interaction will bypass the need to use separate platforms for <br /> compliance communication and tracking. Their customer service, both for public users <br /> and administrators, will allow for the quick resolution of concerns and minimize delays in <br /> implementing, performing, and completing routine and new business processes. Staff <br /> expects this level of product and vendor support will benefit both staff and the public in <br />