Property Management Software

The Vendor is required to provide to procure a cloud-based software solution to support the property management of its extensive real property portfolio.
- Provide a Software as a Service (SaaS) platform capable of managing property records, lease and license terms, project timelines, reporting metrics, and financial tracking related to County real estate assets.
- The system must be user-friendly, customizable, and secure, with dashboards and reporting tools that can support executive-level visibility.
- The solution must provide comprehensive tools for real estate asset tracking, lease management and administration, project management, workflow coordination, reporting, tracking of critical lease and license dates and triggers—including options to extend, required advance notices (e.g., 90-day notices), and rent or fee adjustments tied to Consumer Price Index (CPI)—while providing timely alerts to ensure compliance and document storage.
- Provide a cloud-based platform with capabilities to manage real estate assets, leases, projects, workflows, and financial tracking. 
- Enable tracking of property conditions, lease expiration dates, cost recovery data, tenant contacts, other potential real estate-related triggers, such as CPI-based fee increases, and document uploads. 
- Include reporting and dashboard functions to summarize occupancy, upcoming critical dates, financial obligations, and project status. 
- Offer role-based access and permissions, audit trails, and integration capabilities with common County systems.
- Provide onboarding, training, configuration support, and ongoing customer support during the entire contract period. 
- Ensure the system is accessible via secure web browser from anywhere, including a mobile application, without additional hardware.
- Centralized Property Management
•    Property Management System (PMS): A centralized system to manage lease obligations, rent rolls, lease renewals, and key dates such as expiration, rent escalations, and compliance deadlines.
- Building Management
•    Basic information – address, building number, Square Footage occupied, etc.
•    Departments occupying the space and location.
•    Existing furniture line (by floor if multiple).
•    Site contacts.
- Basic Information
•    Company directory that can be searched by name, address, contact person, Small Local Emerging Business (SLEB), type of business, etc.
- Lease Management Automation: Streamline communication and documentation with lessors, automate lease renewals, and manage rent increases and other lease obligations.
- Project Management System 
•    Project Collaboration: A system that allows project managers to assign tasks, track timelines, manage resources, and communicate with internal and external stakeholders in real-time.
•    Budgeting and Timelines: Tools to monitor project costs and timelines, generate status reports, and track deviations from the original budget or schedule.
•    Document Management: A document repository for contracts, blueprints, permits, and other relevant project materials.
•    Project Scheduling: Detailed project planning tools to manage project phases and deadlines across multiple properties.
- Work Order and Maintenance Management
•    Work Order Management System: A tool to create, assign, and track work orders, including preventative maintenance and repair schedules, across all properties.
•    Preventative Maintenance Automation: Automate maintenance tasks to ensure timely servicing of assets, reducing downtime and extending asset life.
- Reporting and Analytics
•    Business Intelligence (BI) Tools: Integration with BI platforms like Power BI or Tableau to generate real-time reports on property performance, lease obligations, maintenance schedules, and project status.
•    Data Dashboards: Provide easy-to-read dashboards for key performance indicators (KPIs) related to occupancy rates, project status, property conditions, and financial metrics.
- Mobile Access and Field Management
•    Mobile App Support: Mobile-friendly versions of the software for project managers, technicians, and other field staff to update tasks, submit work orders, and review project documents while on-site.
- Asset Tracking and Lifecycle Management
•    Asset Management System: A tool to track the lifecycle of building components and assets (e.g., Heating, Ventilation, and Air Conditioning (HVAC) systems, roofs) for owned properties, ensuring timely replacements and upgrades.

- Contract Period/Term: 3 years
- Bidders Conference (Non-Mandatory) Date: October 21, 2025
- Questions/Inquires Deadline: October 22, 2025