Accounts Receivable and Contract Management Software Customization and Implementation Services

The Vendor is required to provide to customize and implement an accounts receivable (AR) and contract management (CM) software solution.
- Goal is to modernize AR processes; improve collection efficiency; enhance reporting accuracy; streamline the entire contract lifecycle from initiation and creation to monitoring, renewal, and termination to enhance efficiency and compliance; and manage utilities for each tenant.
- Objectives:
•    Streamline the billing and collection lifecycle for all Airport revenue streams (e.g., airline landing fees, terminal rent, concessions, employee parking).
•    Streamline the entire contract lifecycle, from initiation and creation to monitoring, renewal, and termination, to enhance efficiency and compliance.
•    Ensure accurate and timely recording of accounts receivable data to provide a reliable audit trail for internal and external auditors.
•    Automate manual data entry and reconciliation processes to increase efficiency.
•    Implement robust reporting and analysis capabilities, including metrics for bill aging status and key performance indicators (KPIs).
•    Improve the collection rate, including interest on late payments, and reduce bad debt.
•    Include a tenant portal that is used to submit concession revenue, while being able to review invoices, contracts, bond/insurance compliance, and make payments to the Airport.
•    Ability to record landing weights, enplanement/deployment, bag numbers, and invoice against those numbers.
•    Easily integrate with Esri’s ArcGIS Enterprise (schema matches, API).
- Services to implement the new AR and CM software solution, including:
•    System analysis, design, development (if custom), configuration, testing, and deployment.
•    Integration with existing financial software (e.g., general ledger, existing billing systems).
•    Data migration from legacy systems.
•    Training for all levels of end-users (Finance and Commercial Business Development departments, management).
•    Development of a formal change management process for future modifications.
- Ability to denote effective date, expiration date, extension/option date, true-up date (annual CPA report due date).
- Ability to easily update provision rates annually and square footage when there are reallocations.
- Ability to create provision groups to allow various provisions to be sent to multiple and/or different email addresses, e.g., utilities, common area maintenance (CAM), joint use, rent, MAG, concession revenue, etc.
- Ability to easily perform trend analysis to identify unusual patterns in revenues, reversals, charge-offs, etc.
- Utilities
•    Ability to record meter numbers for electrical, water-sewer, and natural gas.
•    Ability to enter utility service invoice data received for tenant back billing.
•    Ability to provide billing to tenants for their use.
•    Ability to display reading dates.
•    Ability to provide number of usages based on number provided.
- Tenant Portal
•    Ability for tenants to view their certificates of insurance, bond compliance, lease/agreement, invoices, where invoices are sent, and supporting documentation for invoices, e.g., badging information and employee parking details associated with invoices.
•    Ability to accept credit card payment and pass along any credit card fees.
•    Ability to accept payment within the portal that does not require a third-party account or second password entry.
•    Ability to update contact information and select which invoices they want to receive.
•    Ability to upload multiple documents and report concession revenue (one person uploads and another person reviews and confirms).
•    Ability to upload certificates of insurance.
•    Agency staff has the ability to view the tenant portal from the tenant’s perspective.
•    Activity from tenants is reportable, e.g., concession revenue, landings, bag count.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: December 29, 2025