They will ensure that all landlord-tenant regulations are followed.

Also, if you have not gotten a pre-approval yet, definitely try to get 2-3 to ensure they all match.

I know a lot of people use excel, but I'd prefer a true database program for better data integrity, scalability, and creating reports.I've searched the forums and looked in the BP files but nothing is coming up in the search (either I'm not searching right, or no one else is dumb enough to want to build their own database).

I've seen some videos online but they seem dated by downloading your data information directly from Facebook or from importing to Yahoo. 

And, of course, we have the amazing beaches, which ensures that vacationers keep coming, lol.

Ensure all lights work inside and out. 

Buffering by $1k onto that to ensure you aren't short cash to close at the last minute isn't crazy at all. 

As far as splitting the utilities goes if you live in it for a year or 2 you will have historical data for how much it all costs and you can either build it into the rent or charge a pro rata share to each tenant each month.

What math do I need to ensure is correct?

You want to ensure the proper contingencies are there for you.