Property Tracking and Land Management System

The Vendor is required to provide a property and land management system that allows for the tracking of the department’s.
- System to manage its land and property assets that is able to provide more efficient and flexible operation.
- Data management: the system shall provide an intuitive interface for divisions to enter and update property and building information.
•    System must have the ability to establish parent/child relationship e.g.: - state park, to parcels (piece of land) and buildings relationships.
•    System should be able to be expanded to accommodate additional asset classes: e.g. Equipment, furniture, technology.
- Reporting: System must have the ability to generate standardized reports according to department needs.
•    Demolished property reports
•    Uninsured properties reports
•    Reconciliation of missing assets
•    Reconcile with department oaks information
- Custom reporting
•    Super users should have the ability to run SQL reports
•    System must be able to integrate with data visualization platforms such as power bi or tableau
- GIS mapping
•    Display properties on interactive maps, including layers for spatial data and property boundaries.
•    Ability to track assets by LAT/long coordinates
•    Filter assets by location, visualize geographic relationships, and add attributes like GPS coordinates, square footage, county information, property descriptions, and historical significance.
- Asset lifecycle management and workflow
•    Maintain detailed records of all properties, including parent-child relationships, classifications, and categories.
•    Record acquisition workflows, valuation updates, decommissioning, and disposal tracking.
•    Store historical ownership, valuation data, and photos to track changes over time. Platform should be able to track transactional data and tie into our current GIS system with supporting documentation. Platform should be tied to risk management if possible.
•    Property tracking and land management system workflow
•    Office of real estate & land management (realm) makes a purchase of land, etc. And/or a new building is constructed, and it is at that point entered into the new system, assigned a name, etc.
•    Then from that point, the workflow is GIS, risk management (RM) (insurance), land holding divisions, doc share, division of engineering, division (would be the same as landing holding divisions), grants), etc. Where the attributes can be updated, changed, etc. And only once all these hands have touched the asset it is “batched” into system and as a read only asset.
•    Changes can only be made in our new system and updated through batch, if that’s even necessary.
•    Realm and hopefully office will ultimately administer the entire system and who has access.
- Financial tracking
•    Record acquisition costs, maintenance expenses, and depreciation calculations.
•    Budget allocation, forecasting, reporting, and expense reconciliation for each asset (future state); integration with department financial system is preferred.
- Notifications
•    Provide automated alerts for document expirations, insurance renewals, compliance deadlines, scheduled maintenance, and inspections.
- Technical
•    Transaction audit: all transactions will be placed in an audit table for a period specified by department.
•    System must comply with all relevant department policies concerning data privacy and security
•    System must be compatible with department secure online user account platform
•    System must be compatible with mobile devices and allows for remote access.
•    System must comply with department security and data privacy policies (examples attached).
•    System must comply with state it policy, standard and service requirements.
•    System must comply with ADA compliance - it-09 digital accessibility.
- Data access
•    Department utilizes alation, the state’s enterprise data catalog software, to publish metadata information and instruct users on how to access the data. This is the preferred solution for understanding and accessing the data.
•    Data can be replicated back to a department SQL server system.
- Product lifecycle/ updates
•    Platform must be fully supported with updates and patches through the duration of the initial agreement. Any update or improvements after the initial agreement will be addressed during the\ renewal process.

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: November 26, 2025