Comprehensive Real Estate Management System

The Vendor is required to provide a modern, integrated Comprehensive Real Estate Management System.
- Department manages an extensive and growing portfolio of real estate assets, agreements, and revenue-generating activities.
- The agency is seeking to replace aging legacy systems with a unified, geospatially-driven platform capable of supporting the full lifecycle of real estate operations — from property management and agreement tracking to financial workflows, compliance reporting, and integration with the agency’s general ledger and asset management modules.
- Geospatial Foundation
•    The solution should be built on or deeply integrated with a geospatial platform — ideally ESRI ArcGIS — enabling spatial data to serve as the connective layer across property records, agreements, financial data, and workflows.
•    Seamless bi-directional integration with ArcGIS products (ArcGIS Pro, ArcGIS Online, Survey123, Parcel Fabric, and others)
•    Ability to incorporate third-party spatial data such as zoning maps, floodplain layers, and road networks
•    Map-based search and visualization tools (for internal user and public-facing)
•    Field data collection via mobile or handheld devices
- Real Estate Lifecycle Management
•    A platform capable of supporting end-to-end real estate operations.
•    This includes management of property records, agreements of all types (leases, licenses, easements, rights-of entry, etc.), associated documentation, and agreement lifecycle events such as renewals, expirations, and CPI adjustments.
•    Centralized, searchable property and agreement records
•    Automated alerts and notifications for key agreement milestones
•    Document and records management, including title documentation, photographs, board actions, and executed agreements
•    Scalability to accommodate a growing and increasingly complex portfolio
- Financial Workflows and Billing
•    A critical capability gap for agency is the management of real estate-related billing, invoicing, and accounts receivable — functions that must transition away from manual spreadsheets to a reliable, auditable system.
•    Rent roll management with draft, review, and finalization workflows
•    Automated billing calculations, including CPI-based adjustments and delinquency tracking
•    Integration with agency financial systems and payment portal
•    Management-level reporting on revenue, agreement volume, and outstanding receivables
•    Full audit trails for all financial data
•    GASB compliance
- Integration areas of relevance include financial ERP systems, GIS platforms, document management systems, business intelligence and reporting tools, payment portals, and productivity suites.