The Vendor is required to provide e a property and revenue management system (PRMS) that streamlines airport operations by managing leases, contractual agreements, aeronautical statistics, and tenant relations.
- The system must also provide billing, invoicing, and cash management in addition to seamless integrations with agency ERP and GIS systems.
- This system should enhance efficiency in agreement and contract creation, administration, invoicing, and the entire lease and property management lifecycle.
- Customer and agreement management: efficiently create and manage agreements for various customers, including airlines, concessionaires, ground service providers, and government entities.
• The system should support diverse agreement types, such as airline leases, tariffs, concessions, and off-airport commercial land/building leases.
- Space and lease tracking: utilize GIS integration or capabilities to update boundary lines and airport property data.
• Geographically track space allocations, lease terms, rate increases, and maintenance responsibilities.
• Generate lease abstracts and manage tenant improvements.
- Tenant and vendor management: facilitate tenant project tracking, maintenance requests, and communication through dedicated portals.
• Manage relationships with external vendors and service providers.
- Revenue and lease management: track and manage revenue from various sources, including parking services, transportation, airfield operations, concessions, and real estate.
• Provide user-friendly dashboards for revenue tracking and expenditure monitoring.
- Violation and compliance management: capture violations and process investigations from relevant departments.
• Automate fines for late submissions and ensure compliance with agreement terms.
- Billing and invoicing: automate billing rules and generate invoices based on finalized and approved information.
• The system should handle complex billing structures, including fixed and variable rates, minimum annual guarantee (MAG), minimum monthly guarantee (MMG), percentage rents, and CPI adjustments.
- Mobile access and digital integration: offer mobile-friendly interfaces for field staff and tenants.
• Implement digital signature solutions for contract execution, renewals, and amendments.
• Provide centralized document management with version control.
- Data integration and reporting: integrate with external systems (e.g., oracle fusion cloud ERP) to consolidate data for reporting and analysis.
• Provide advanced reporting capabilities, customizable dashboards, and ad-hoc reporting to support informed decision-making.
- Security and access control: include robust security controls and authorization mechanisms based on roles and responsibilities.
• Ensure data accuracy, integrity, and security to support compliance and audit requirements.
- Training and documentation: maintain comprehensive guides and conduct training sessions to ensure new users are proficient in using the system.
• Include detailed process flow charts and screenshots for clarity. - lease management:
• Create and manage lease agreements for terminal spaces, retail outlets, hangars, and other airport properties, ensuring optimal space utilization and compliance with lease terms.
• Tracks lease terms, renewals, and compliance.
• Track and update real estate space (occupied, leased vs. vacant) for all agency -owned properties.
• Create and update lease exhibits using a GIS map database or functionality.
• Generate lease abstracts based on existing and new lease data.
• Handle complex billing rules and rental structures (e.g., fixed and variable, mag, percentage rents, and CPI adjustments).
• Track and update rate increases based on agreement terms.
• Generate and issue automated notices and alerts based on agreement terms and billing rules.
• Track maintenance responsibilities (tenant vs. airport).
• Provide an accurate inventory of agency commercial property holdings.
• Ability to manage multiple agreement types and tenant insurance.
• Track tenant performance deposits and improvements.
• Generate automated tenant notices.
• Manage non-revenue contracts and collections tracking.
• Track ACDBE participation.
• Provide access to historical information by fiscal year, calendar year, or any determined period.
• Identify sub-lessees and link sublease agreements.
• Simplified process for updating manager or contact staff information.
• Ensure data accuracy, integrity, and security for compliance and audit requirements.
• Manage user access, roles, and system configuration.
• Automatic calculation of CPI (consumer price index) adjustments.
• Tools to provide market value comparisons and comps for lease rates.
• Implement QR code-enabled room information and room numbering.
• Ability to identify when commercially available areas are used by construction.
• Digital and document management:
• Implement digital signature integration for contract execution, renewals, and amendments.
• Offer advanced document management with version control.
• Maintain a centralized repository with secure storage and fast retrieval of all lease-related documents.
• Support contract drafting, negotiation, versioning, and change management over the entire lease lifecycle.
• Provide standardized lease digital files and maintain historical building information records.
• Mobile access to the system for field data collection and updates.
• Ability to take photos and upload them directly to the system for maintenance requests.
• Tracking of changes made to the system with user identification for accountability.
• Notes and comments section for each record to provide context and history.
- Concessions
• Create and manage lease agreements for concessions and rental cars, ensuring optimal space utilization and compliance with lease terms.
• Tracks lease terms, renewals, and compliance.
• Manage agreement terms, including initial terms, expiration dates, and extension options.
• Enable each BRM (business relationship manager) to enter, update, and change their own contract information.
• Handle amendments to agreements, including dates and summaries of changes.
• Track financial performance guarantees (FPG) and their provisions.
• Automatically manage rent calculations, including minimum annual guarantee (MAG) and performance rent.
• Manage additional fees such as storage, cam, utilities, refuse removal, O&M, and design/construction review fees.
• Handle utility billing based on square foot cost in the absence of utility usage data from submeters.
• Enforce pricing policies for products sold by concessionaires.
• Track agreement numbers, system numbers, board resolution numbers, and agreement dates.
• Display the square footage of each unit within a specific agreement.
• Display storage associated with each agreement and the corresponding billing rate.
• Track unit listings including location, concept, and square footage.
• Track and update concession space (occupied, leased vs. vacant) for all airport concession properties.
• Create and update lease exhibits using a GIS map database or functionality.
• Generate lease abstracts based on existing and new lease data.
• Provide the ability to handle multiple agreements and contracts seamlessly.
• Allows direct access for users to enter and manage data without relying on forms.
• Supports automated data entry and updates to reduce redundancy and save time.
• Has robust security controls and authorization mechanisms based on roles and responsibilities.
• Ability to integrate or link with other key systems within agency (e.g., oracle fusion cloud ERP, GIS, insurance, credit check, maintenance).
• Provide accurate and up-to-date GIS data for property layouts and tenant information.
• Offer reminders and notifications for mid-term refurbishment requirements and other lease specific provisions.
• Ability to maintain detailed contact information for both corporate and local representatives.
• Track mid-term refurbishment requirements and ensure compliance.
• Manage hours of operation for all units.
• Track storage spaces, including location, square footage, and rent.
• Ability to integrate or link with the pins insurance database for managing insurance-related information.
• Provide access to associated airport statistical data or link to the website that provides terminal enplanement data. - Airfield operations
• create and manage agreements for airfield operations, ensuring compliance with terms.
• Tracks permit or license terms, renewals, and compliance.
• Manage agreement terms, including initial terms, expiration dates, and options.
• Ability to create and track permits and licenses issues to companies operating at agency for activities on the airfield, such as fueling and maintenance.
• Manage agreements from execution to expiration, including amendments and bill rules.
• Provide a database for tracking active and inactive agreements, their status, and amendments.
• Allow easy querying of contact information for specific permits or licenses.
• Automate notifications for agreement expirations (e.g., 90, 60, 30 days prior).
• Automate notifications for changes in financial performance guarantees (FPG).
• Consolidate FPG amounts across all agreements for a company.
• Provide accurate invoice payment status by integrating with oracle fusion cloud ERP financials.
• Streamline the process of creating events for fines and compliance and uploading supporting documents.
• Automate fines for late submissions based on agreement terms.
• Provide user-friendly access to invoice details without requiring downloads. - Accounting
• generate invoices automatically based on predefined schedules and terms outlined in lease agreements and service contracts.
• This includes charges for terminal spaces, concessions, hangars, and other airport facilities.
• Generate invoices based on fixed and activity-based billing.
• Automate the ability to generate and send monthly account statements to customers.
• The system must handle recurring billing.
• This means that invoices are generated at regular intervals (e.g., monthly, quarterly) without the need for manual intervention.
• Track all payments received from tenants, airlines, and service providers.
• It records payment details, including the amount, date, and method of payment.
• Automate the reconciliation process between client reports and application data.
• Handle billing adjustments for rate tables and progressive rates.
• Automate the process of retroactive billing and reversals.
- Parking services
• Create and manage agreements for parking operations, ensuring compliance with terms.
• Tracks terms, renewals, and compliance.
• Manage agreement terms, including initial terms, expiration dates, and options.
• Ability to receive daily revenue files for parking.
• Supports flat file uploads for data transfer if an API is not possible.
• Allows for data verification and validation before approving and completing the daily file load.
• Has file storage capabilities for all processed files from the parking vendor.
• Can handle diverse parking charge categories (e.g., EV charges) and allow for monthly revisions and corrections.
• Ability to manually generate invoices based on finalized and approved information.
• Interfaces with oracle fusion cloud ERP financials for accounting purposes.
• Allow for daily revenue review and correction of errors.
- Contract Period/Term: 3 years
- Pre-Proposal Meeting Date: May 1, 2025
- Questions/Inquires Deadline: May 7, 2025