The Vendor is required to provide data-driven solutions by creating a centralized data management system that optimizes workflows across various departments.
- Authority data analysis and management, CRM integration, and process improvement for office.
- Property drawing ingestion and data visualization dashboard:
• Create a secure, high-performance database for managing over 6,000 property drawings
• Develop a high-performance database that supports architectural, structural, electrical, and engineering files for easy access.
• Optimize search, filtering, and sorting capabilities with low-latency retrieval and project grouping.
• Design a classification and naming methodology to ensure consistent and logical organization across property records.
• Implement role-based access control for secure sharing and downloading of sensitive property documents.
• Develop an automated system for classification and naming to streamline the ingestion and organization of property drawings.
• Integrate advanced encryption methods to ensure data protection both at rest and in transit. - Property portfolio dashboard:
• Create real-time dashboards to provide actionable insights on occupancy status, project progress, and performance.
• Design interactive dashboards for tracking occupancy data, including vacancy, under contract, and offline status at portfolio, property, and unit levels.
• Use data reconciliation techniques to ingest and validate data from PIC and yardi to ensure accurate representation.
• Implement visualization tools to provide trend analysis, identify patterns, and support data driven decisions regarding housing availability.
• Ensure seamless integration with other agency systems (e.g., property drawings, inspection reports) to create a unified platform for operational efficiency.
- Capital construction project management system:
• Develop a system that ensures full visibility across construction projects, from initiation through completion, with real-time budget tracking and workflow automation; the system needs to connect contracts, finance, and construction to provide management and insight into all projects.
• Create a centralized dashboard to monitor project budgets, costs, and progress across multiple construction phases.
• Provide search, filter, and sort capabilities for quick access to project details and contractor information.
• Implement workflow automation for project initiation and contract management, including digital request forms and automatic notifications.
• The system must hold all contract management documents and must track any modifications needed per project; contract modifications must be automated with quality control for action and approval.
• The system must automate all required contract and finance documentation for project execution.
• The system must hold all required documentation that meets development audit requirements.
• Develop advanced visualizations and trend analysis to track project spending, identify potential budget issues, and optimize resource allocation.
• Establish a connection between project initiation, contractor engagement, and project turnover to ensure streamlined communication and project tracking; the system must enable efficient management of stakeholder interactions throughout the project's lifecycle, ensuring all project-related actions, approvals, and documentation are appropriately recorded and accessible. - Air table consulting and data processing for procurement and contract management:
• develop a custom workflow management system to streamline procurement and contract management, focusing on improving data integrity, automation, and process transparency.
• Air table integration: design a custom system using air table to centralize document collection and submissions for city council requirements, including automated intake of documents and real-time progress tracking.
• Data entry and reconciliation: assist with data entry and reconciliation between different systems to ensure 100% accuracy and integrity of procurement and contract data.
• Automation: implement automated notifications to inform stakeholders of deadlines, submission statuses, and approval processes, reducing manual follow-ups.
• Procurement tracking: develop an automated system to track procurement department activities, including contract modifications, procurement requests, and solicitation workflows.
• Contract summaries: generate contract summary documents automatically, reducing administrative burden and improving accuracy in tracking key milestones and statuses.
• Data integrity and reporting: ensure real-time visibility into the procurement lifecycle, enabling stakeholders to monitor contract statuses, assignment progress, and compliance with regulatory requirements.
- Data analysis, CRM, and process improvement across both entities:
• Comprehensive data management system and CRM integration:
1. Create a centralized CRM and data management platform that integrates both departments systems; this platform will be designed to:
2. Enhance interdepartmental coordination by creating a single source of truth for both construction management and procurement/finance data, allowing seamless communication and collaboration between departments.
3. Provide real-time analytics and reporting for both construction project management and procurement, enabling more informed decision-making and improved operational efficiency.
4. Ensure the accurate flow of data between departments by integrating project data (e.g., budget tracking, contractor management) with procurement and finance systems, creating a cohesive and transparent workflow.
5. Automate key processes like contract approvals, budget tracking, and construction progress monitoring to increase efficiency and reduce manual oversight.
• Streamlining contract, finance, and construction management:
1. Centralize contract, financial, and construction project management; this platform will be designed to:
2. Improved contract management: automating document tracking, approval workflows, and contract status updates ensures that all stakeholders have real-time visibility into contract milestones, deadlines, and deliverables.
3. Financial transparency: by linking budget tracking and spending reports with construction projects and procurement activities, the CRM will ensure that financial oversight is integrated with project timelines and contractor performance, reducing cost overruns and improving financial decision-making.
4. Optimized construction management: the CRM will allow for real-time tracking of project progress, resource allocation, and contractor performance, improving coordination between construction teams and procurement/finance departments.
5. By integrating finance and construction project data with procurement workflows, the system will provide cross-functional insights, allowing the organization to track the entire lifecycle of a contract—from inception and budgeting to execution and payment.
• Improving interdepartmental coordination:
1. The CRM will bridge the gap between construction management, procurement, and finance departments by providing:
2. A unified platform for all contract and project data, reducing the risk of data silos and enabling easy access to critical information across departments.
3. Automated notifications and status updates that keep all relevant stakeholders informed, ensuring that project delays, procurement issues, and financial concerns are promptly addressed.
4. A collaborative environment where departments can work together more efficiently, share critical data, and track project performance in real time, leading to smoother project execution and fewer miscommunications.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 10, 2025