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CITY OF SANTA ANA <br /> f. Log of Rental Notices and Documents <br /> g. Information about Rental Unit characteristics <br /> h. Rental Unit Residency Status (Vacant, Compliant, Exempt, Eviction Pending) <br /> i. Rental Unit Type (Single-family, Condominium, Multi-family, Mobile-home) <br /> j. Administrator records including comments or notes for individual rental units and/or entire <br /> properties <br /> 2. Public-access interface to display limited read-only information about registration compliance <br /> status, rent, and petition / eviction histories for non-registered users. <br /> a. Non-registered users must have the ability to contest the stated information through the <br /> system. <br /> 3. Allow City staff to directly access and edit accounts while keeping record of all edits made within <br /> the system. <br /> 4. Support a carryforward function to carry unpaid balances forward into future registration years <br /> and allow for City staff to write off unpaid balances to a collections agency. <br /> 5. Impose a fee for payments returned as a result of insufficient funds. <br /> a. Currently, payments are handled outside of the rental registry; however, fees for <br /> insufficient funds must be recorded and collected for any future attempts to submit <br /> payments. These fees must be reflected on future invoicing. <br /> 6. Automatically generate and place warnings and/or holds on noncompliant accounts as a result of <br /> delinquency, account expirations, returned payments, partial payments not approved, and other <br /> City-defined characteristics. <br /> 7. Automatically generate alerts for certain user actions (excessive rent increase submission) <br /> S. Apply the City of Santa Ana logo and other branding elements where appropriate. <br /> OPTIONAL SYSTEM FEATURES <br /> 1. Ability to send direct outbound emails without City SMTP resources to support mass or targeted <br /> email campaigns <br /> 2. Ability to redirect direct inbound emails to City email without City SMTP resources to allow for <br /> mass or targeted email responses <br /> 3. Allow staff to adjust payments (e.g. payment submitted to wrong account or when fee and <br /> adjustments are needed) with record of transactional changes within the system. <br /> 4. Allow users to schedule alerts delivered through user email or phone number for certain user <br /> actions <br /> 5. Support SMS/text messaging communication between users and administrators <br /> 6. Allow information tooltips on user interface <br /> IMPLEMENTATION REQUIREMENTS <br /> 1. Migrate all existing records from the City's current registry, including but not limited to: <br /> a. Rental unit information, <br /> b. Contact information, <br /> c. Documents, <br /> d. Administrator notes, <br /> e. Action and <br /> f. Case histories. <br /> 2. Migrate all usernames from current users of the City's current registry <br /> 3. Full implementation, release, and acceptance required by late-2025. <br /> 4. Proposer must provide projected software customization, testing, data migration, implementation, <br /> parallel operation and final release and acceptance timelines. <br /> City of Santa Ana RFP No.25-073 Page 18 of 34 <br />