Real Property Portfolio Solution and Reservation Software

The Vendor is required to provide a cloud based solution that provides data associated with managing leased and state-owned real property, having a preferred outcome of leveraging existing Esri’s software suite.
- Reservation software along with the vendor’s real property management solution and may purchase the reservation software at the state’s option.
- A cloud-based solution that provides data associated with managing the State’s real property focusing on the following key areas: complexes (Owned and Leased), leased assets (Office/Warehouse, Leased Land), state-owned assets (Land Assets, Land Dispositions), state owned buildings, structures, and the building space associated with the assets. 
- There are several considerations which encompass the transference of existing data including integration with current geographic information systems (GIS). 
- The level of integration will be based upon the capabilities of the respondent’s proposed solution while meeting the minimum specifications of law.
- procure a user-friendly workspace reservation software that will allow employees to reserve workspaces including cubicles, offices, hot desks, and meeting spaces in the workplace.
- A Solution Roadmap defines the vision and strategic elements of the solution. 
- The Solution Roadmap is a plan of action for how a Solution will evolve over time. 
- The minimum content should include:
•    Vision for the solution
•    High-level functionality expected for each solution release into production environment
•    High-level timeline
- Disaster Recovery and Business Continuity
•    Implement disaster recovery (DR) processes and protocols to guarantee platform availability during emergency events, ensuring rapid recovery in case of failures.
•    Ensure that the platform can continue to operate during declared state emergencies, including system failover, data backup, and real-time synchronization.
•    Provide SLAs (Service Level Agreements) for system uptime, including specific recovery time objectives (RTO) and recovery point objectives (RPO). System Backup – describe backup plan capabilities.
•    Disaster Recovery Plan (DRP) – describe how proposed solution supports Recovery Point Objectives (RPO) and Recovery Time Objectives (RTO) metrics.
•    System Backup – describe backup plan capabilities.
•    Disaster Recovery Testing – describe the frequency and test procedures for end-to-end disaster recovery testing.
•    Business Continuity Plan (BCP) – describe capabilities proposed solution can provide in support of agency’s continuity of operations and incident responses.
- Real Property Solution
1. Asset Data Management:
•    Centralized repository for all real property asset data.
•    Comprehensive data fields to capture all relevant asset attributes (e.g., location, size, lease terms, ownership details, condition assessments, valuations, etc.).
•    Flexible and customizable data structures to accommodate evolving needs.
•    Robust search and filtering capabilities to easily locate and retrieve asset information.
2. Lease Management:
•    Management of lease agreements, including terms, renewals, options, and critical dates.
•    Automated alerts and notifications for lease expirations and other key milestones.
•    Rent tracking, payment management, and financial reporting related to leases.
3. Asset Maintenance and Operations:
•    Tracking of maintenance schedules, work orders, and maintenance history.
•    Condition assessment management and reporting.
•    Space management and allocation features.
4. Reporting and Analytics:
•    Pre-built and customizable reports on various aspects of the real property portfolio.
•    Dashboard visualizations to provide real-time insights into key performance indicators (KPIs).
•    Ad-hoc reporting capabilities to analyze data and generate custom reports.
•    Data export functionality in various formats (e.g., CSV, Excel, and PDF).
5. GIS Integration:
•    Seamless integration with GIS platforms, with a strong preference for leveraging Esri’s software suite (e.g., ArcGIS Online, ArcGIS Enterprise).
•    Geospatial visualization of real property assets on interactive maps.
•    Spatial analysis capabilities for real property data.
•    Ability to import and export GIS data.
6. Workflow Automation:
•    Automated workflows for key real property management processes (e.g., lease approvals, maintenance requests, asset acquisitions, disposals).
•    Configurable workflows to adapt to department specific business processes.
•    Task management and notifications within workflows.
7. Security and Access Control:
•    Role-based access control to ensure data security and confidentiality.
•    Secure authentication and authorization mechanisms.
•    Audit logging of user activities and data changes.
•    Compliance with relevant security standards and regulations.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: August 27, 2025