Copy_of_STAR_Center_Lease_Mgmt_System_Requirements12.27.xlsx
XLSX spreadsheet 2 MB Posted
- Attached to
- Leasing Administration Software and Maintenance State and local contract opportunity
- Solicitation number
- 25-0613-ITQ
- Issued by
- Pinellas County, Florida
About this file
The document is a detailed business requirements spreadsheet for Pinellas County's Young-Rainey Star Center, outlining specifications for a lease management system software. The county seeks a cloud-based, Commercial Off-the-Shelf (COTS) solution to replace current manual processes using multiple spreadsheets. The software will automate tenant lease agreement management, including tracking critical dates, payments, renewals, utilities, and taxes. The project requires data migration, an integrator, and comprehensive training, with a mandatory virtual demonstration preceding contract award.
The system requirements are extensive, prioritized across vital, important, and nice-to-have categories, with specific functional needs including utility billing, rent calculation, payment reconciliation, sales tax reporting, and secure access controls. Key stakeholders like Tiffani, Greg, and facility managers require capabilities such as configurable utility calculations, automated billing generation, tenant payment tracking, and integration with existing financial systems like OPUS/Oracle. The solution must support various lease types (space leases, land leases, tower licenses), handle tax exemptions, and provide robust reporting and document storage functionalities. No specific budget or funding source is explicitly detailed in the document.
View the file
Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| Leasing_Administration_Software_and_Maintenance_(Addendum_#1_Revision).pdf | ||
| Lease_Management_System_Scope.xlsx | XLSX spreadsheet | |
| 25-0613-_Insurance_Requirements-_Star_Ctr_Lease_Mgmt_(1).docx | DOCX document | |
| RE__Star_Center_-_Lease_management_Software.pdf | ||
| Non-Competitive_Oversight_Committee_Justification_Form.docx | DOCX document |
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Text version
BusinessReqts-STAR
| STAR | Business Requirements | STAR Center Lease Mgmt Requirements | ||||||||||||
| User Stories | Acceptance Criteria | |||||||||||||
| Req # | Column1 | Full BR# | name | Objective | Reqts Category | Priority | As a | I want to | so that | Notes | Work | |||
| (Story Points) | Given | When | Then | Implementation Notes | ||||||||||
| STAR | .BR.001 | STAR.BR.001 | Bill Tenants | Quality | 1. Vital | Greg | Review and approve Utility bills for sending | Quality check. | ||||||
| STAR | .BR.002 | STAR.BR.002 | Bill Tenants | Reporting | 1. Vital | Tiffani | Create a utility bill for each tenant (PDF or other) | the tenant knows what to pay | what fields are needed? | |||||
| STAR | .BR.003 | STAR.BR.003 | Bill Tenants | Transmit | 1. Vital | Tiffani | Generate and/or send utility bill via email to each tenant | the tenant knows what to pay | ||||||
| STAR | .BR.004 | STAR.BR.004 | Calculate Rent | Reconcile | 1. Vital | System | don't invoice for rent (it's just due) but they do track payments | need an easier way to track what is due AND that it has been paid. Currently can't pull a revenue report since all items are added to OPUS as revenue when they are first billed, not when they are received as payment. | ||||||
| STAR | .BR.005 | STAR.BR.005 | Calculate Utilities | Configure | 1. Vital | Admin | be able to configure each "utilities in lease summary" billing (water, sewer, electric, etc--need list) | any necessary calculations by sq ft or building can be completed and posted to those accounts | (NEED calculations for system configuration) | |||||
| STAR | .BR.006 | STAR.BR.006 | Calculate Utilities | Diesel | 1. Vital | Tiffani | Diesel - billed monthly. Create bill. | |||||||
| STAR | .BR.007 | STAR.BR.007 | Calculate Utilities | Reconcile | 1. Vital | Tiffani | print system created invoices (for any kind of billing) |
| replace with the below in green? | generates AR total in the system (OPUS) | Tiffani says she'd like this step automated. More detail on next row (STAR.BR.008) | ||||||
| STAR | .BR.008 | STAR.BR.008 | Calculate Utilities | Reconcile | 1. Vital | Tiffani | Reconcile the following: |
Utilities in Lease Summary Unmetered tenants Metered Tenants Raytheon
JLL
Harrod8235 MetroPCS
RSI
Verizon --get all billable totals for entry into OPUS/Oracle. when tenants pay, they have a balance to which the payments are applied.
Do they have an Invoice number from when Tiffani enters each tenant's totals? NO # on Iinvoice sent, yes there is a number in ORACLE no invoice # on star-generated yes invoice # on Oracle-generated
| STAR | .BR.009 | STAR.BR.009 | Calculate Utilities | Tax Rates | 1. Vital | System | Need to be able to change tax rates for rent (can change yearly) and utilities (is currently 7%) separately. Include rate change start and end dates | so that we can keep current tax rates and charge the correct amount of tax |
| STAR | .BR.010 | STAR.BR.010 | Calculate Utilities | Utilities | 1. Vital | Facility Engineer | Enter Duke billings and meter info to calculate billing rates (Monthly) | any necessary rates by sq ft or building can be completed and posted to those accounts |
(NEED calculations for system configuration) STAR .BR.011 STAR.BR.011 Calculate Utilities Utilities 1. Vital Facility Engineer enter non-Duke bills any necessary rates by sq ft or building can be completed and posted to those accounts (NEED calculations for system configuration)
| STAR | .BR.012 | STAR.BR.012 | Calculate Utilities | Utilities | 1. Vital | Facility Engineer | enter individual tenant meter readings | any necessary calculations by sq ft or building can be completed and posted to those accounts | (NEED calculations for system configuration) | |||
| STAR | .BR.013 | STAR.BR.013 | Calculate Utilities | Utilities | 1. Vital | Greg | confirm any meter readings entered by Facility Engineers | billings are accurate. | ||||
| STAR | .BR.014 | STAR.BR.014 | Calculate Utilities | Utilities | 1. Vital | Tiffani | Applies readings to existing tenants/leases | to bill the tenants (how often) or (by what date each month) | ||||
| STAR | .BR.015 | STAR.BR.015 | Configure, Charge and Report Sales Tax | Reporting | 1. Vital | Tiffani | be able to create and send a sales tax report to AR each month | taxes can be reported to the State | would like this transmitted to AR | |||
| STAR | .BR.016 | STAR.BR.016 | Configure, Charge and Report Sales Tax | Reporting | 1. Vital | Tiffani | 1. create Sales Tax Report | |||||
| (AR likes the current excel format) | so that Greg can approve. | |||||||||||
| STAR | .BR.017 | STAR.BR.017 | Configure, Charge and Report Sales Tax | Reporting | 1. Vital | System | 3. Send approved Sales Tax Report to AR | AR can reconcile, approve and send to the state. | ||||
| STAR | .BR.018 | STAR.BR.018 | Configure, Charge and Report Sales Tax | Tax Rates | 1. Vital | Tiffani | apply updated taxes to Rent payments | is currently manual process | ||||
| STAR | .BR.019 | STAR.BR.019 | Receive and Reconcile Payments | Reconcile | 1. Vital | System | Track tenant payments - how much, what for, balance, ACH/check | |||||
| STAR | .BR.020 | STAR.BR.020 | Receive and Reconcile Payments | Reporting | 1. Vital | Admin | Generate a report: Utilities in Lease Summary | helps the team to know if rent needs to be adjusted if utilities are higher or lower than initially estimated. | ||||
| STAR | .BR.021 | STAR.BR.021 | Receive and Reconcile Payments | Reporting | 1. Vital | Tiffani | Run a report to see who has paid | |||||
| STAR | .BR.022 | STAR.BR.022 | Receive and Reconcile Payments | 1. Vital | System | carry forward outstanding tenant balances | ||||||
| STAR | .BR.023 | STAR.BR.023 | question | Report income to AR module in OPUS/Oracle | Reporting | 1. Vital | any FASB standards you need to adhere to? ACS 842 (leases longer than 12 mo) or other? | |||||
| STAR | .BR.024 | STAR.BR.024 | Security | Security | 1. Vital | System | Restrict access to only those doing the work | so that transactions and billing can be kept confidential | ||||
| STAR | .BR.025 | STAR.BR.025 | Security | Security | 1. Vital | System | data protection - security features | |||||
| STAR | .BR.026 | STAR.BR.026 | Storage | Document & storage | 1. Vital | Tiffani | all data is backed up in the cloud and accessible by this team | |||||
| (NEED - how long/far back might you need to go?) | non-current data can be produced |
(NEED to define current/non-current)
| STAR | .BR.027 | STAR.BR.027 | Training | Training | 1. Vital | System | Training available from software vendor |
| STAR | .BR.028 | STAR.BR.028 | Vendor Support | Vendor support | 1. Vital | System | support available from software vendor? What hours, what kind of support - text, phone, email? |
| STAR | .BR.029 | STAR.BR.029 | Alerts | 1. Vital | System | Configurable alerts for deadlines |
(helpful if new people join the team) STAR .BR.030 STAR.BR.030 Bill Tenants Reporting 2. Important Tiffani keep a record of each tenant's bill by date-month-year to be able to reconcile what is owed with what is paid currently in SP keep forever STAR .BR.031 STAR.BR.031 Bill Tenants Reporting 2. Important System Keep a record of what each tenant has paid/what is due by date-month-year to be able to reconcile what is owed with what is paid need to run a report of what each tenant owes.
And how long it is outstanding.
| STAR | .BR.032 | STAR.BR.032 | Bill Tenants | Transmit | 2. Important | Tiffani | notify tenants of adjusted rent __ months in advance | the tenant knows what to pay | system alert to notify of increases |
| STAR | .BR.033 | STAR.BR.033 | Budgeting | Reporting | 2. Important | Create budget/report to reconcile fiscal year budget | to know what our revenue and expenses are for the fiscal year | ||
| STAR | .BR.034 | STAR.BR.034 | Calculate Utilities | Diesel | 2. Important | Facility Manager | Check diesel levels. If any used, they add the new levels to the spreadsheet/system. | ||
| STAR | .BR.035 | STAR.BR.035 | Calculate Utilities | Utilities | 2. Important | System | Lease-related costs to track: Rent (due/received), Sales tax (on rent, on utils, ______), Electric, Water/sewer, waste removal/trash, Ad valorem taxes, diesel usage/cost, fire billback | ||
| STAR | .BR.036 | STAR.BR.036 | Configure and Charge Ad Valorem Tax | Ad Valorem | 2. Important | Tiffani | more easily process annual Ad Valorem Taxes due | ||
| STAR | .BR.037 | STAR.BR.037 | Configure and Charge Ad Valorem Tax | Ad Valorem | 2. Important | Tiffani | be able to exclude Surface Water Access from Ad Valorem taxes for Tower Licenses. | Land Leases are billed directly for Ad Valorem-no report from STAR. |
Space and Tower licenses get Ad Valorem Tower licenses do NOT get billed Surface Water
| STAR | .BR.038 | STAR.BR.038 | Configure and Charge Fire Billback | Fire | 2. Important | Facility Manager | Enter fire billback info (need specific fields) | so that Tiffani can process annual Fire Billbacks | facility guys have log. Tiffani reviews what is billable |
| STAR | .BR.039 | STAR.BR.039 | Configure and Charge Fire Billback | Fire | 2. Important | Tiffani | process annual Fire Billbacks due | ||
| STAR | .BR.040 | STAR.BR.040 | Configure, Charge and Report Sales Tax | Ad Valorem | 2. Important | System | Add sales tax to Ad Valorem tax | ||
| STAR | .BR.041 | STAR.BR.041 | Configure, Charge and Report Sales Tax | Configure | 2. Important | System | Configure lease and tenant as Tax Exempt (like with PCCLB) they do get billed a portion of Surface Water. | Tower licenses are 100% tax exempt. Some portions of Raytheon are tax exempt…but still pay a portion of the Ad Valorem tax. | |
| STAR | .BR.042 | STAR.BR.042 | Configure, Charge and Report Sales Tax | Fire | 2. Important | System | Add sales tax to Fire Billback | ||
| STAR | .BR.043 | STAR.BR.043 | Configure, Charge and Report Sales Tax | Reporting | 2. Important | Tiffani | 2. Greg review Sales Tax Report (created by Tiffani) | Greg can double check against other spreadsheets and check for month-to-month changes/anomolies. | |
| STAR | .BR.044 | STAR.BR.044 | Receive and Reconcile Payments | Deposits | 2. Important | Not sure | Enter deposits (ACH/bank direct) into new system | the STAR Center team knows who has paid and who has not. | Note: Finance most likely will not allow data sharing in/with ORACLE |
| STAR | .BR.045 | STAR.BR.045 | Receive and Reconcile Payments | Deposits | 2. Important | Not sure | Share deposit items electronically into Oracle to show what items have been received. | This would be great if this is possible | |
| STAR | .BR.046 | STAR.BR.046 | Receive and Reconcile Payments | Reconcile | 2. Important | Tiffani | adjust monthly bills as needed (add a penny) | all tenant bills reconcile to total utility bill(s) to correct for any rounding errors. | |
| STAR | .BR.047 | STAR.BR.047 | Receive and Reconcile Payments | Reconcile | 2. Important | Tiffani | reconcile each utility's bills on a monthly basis | we have accurate billings | |
| STAR | .BR.048 | STAR.BR.048 | Receive and Reconcile Payments | Reconcile | 2. Important | Not sure | Payments the county receives for STAR Center leases be added to each tenant's account for monthly/annual reconciling. |
| Includes reconciling rent and utilities. | tenant's accounts are kept current | mostly Tiffani, sometimes Gretchen | |||||||
| STAR | .BR.049 | STAR.BR.049 | Receive and Reconcile Payments | Reconcile | 2. Important | Tiffani | reconcile each tenant's utility bills on a monthly basis | we have accurate receipts | |
| STAR | .BR.050 | STAR.BR.050 | Report income to AR module in OPUS/Oracle | Transmit | 2. Important | Not sure | share tenant/utilities info with Oracle/Clerk Finance(OPUS?) | ||
| (NEED list of fields to transmit-data map) | the Clerk can track revenue and taxes | ||||||||
| STAR | .BR.051 | STAR.BR.051 | Report income to AR module in OPUS/Oracle | Transmit | 2. Important | Tiffani | be able to align with the General Ledger in our transactions |
Star-Util Non Govt (is Utilities) Star-Lease Non Govt (is lease) Star-Tax non Govt (is sales tax) AD Valorem and Surface Water
| we don't have to manually enter rent, utities and other items to the General Ledger | |||||||||
| STAR | .BR.052 | STAR.BR.052 | Document & storage | 2. Important | System | export/share/store copies of _______ (what else?) | |||
| STAR | .BR.053 | STAR.BR.053 | Calculate Rent | Configure | 3. Nice to have | Tiffani | be able to distinguish metered from unmetered billing clients. Metered/Non-Metered is configured by space that is leased. | bills are accurate | |
| STAR | .BR.054 | STAR.BR.054 | Calculate Rent | Document & storage | 3. Nice to have | System | export/share/store copies of rental agreements | currently in SP-not organized. SP folder has some current and some amended lease agreements. | |
| STAR | .BR.055 | STAR.BR.055 | Calculate Rent | Rent | 3. Nice to have | System | be able to track different lease types: space (regular) lease, land lease, tower license, JV lease | so that different formulas and utilities can be applied for each lease type | |
| STAR | .BR.056 | STAR.BR.056 | Calculate Rent | Utilities | 3. Nice to have | Tiffani | I can check a box (or quickly indicate) if the tenant's lease includes utilities or if it is billed separatly. | So that it's easy to know if that tenant needs a monthly invoice. Will help new people to easily understand. | |
| STAR | .BR.057 | STAR.BR.057 | Calculate Utilities | Configure | 3. Nice to have | Greg | configure lease(s) with associated utilities and square footage information | so that rent and utility bills can be calculated automatically | |
| STAR | .BR.058 | STAR.BR.058 | Calculate Utilities | Document & storage | 3. Nice to have | System | export/share/store copies of utility bills for ____ amount of time | digital copies remain on the SP site forever. Hard copies go to records retention after ___years | currently in SP and network drive |
| STAR | .BR.059 | STAR.BR.059 | Calculate Utilities | 3. Nice to have | Greg | track number of employees per lease location (annual review) | adjustments can be made (to what) for tenants with more/fewer employees on-site | ||
| STAR | .BR.060 | STAR.BR.060 | Receive and Reconcile Payments | Utilities | 3. Nice to have | Tiffani | Track/record utilities for each tenant to note increases or decreases (Utilities in Lease Summary) | to monitor monthly actuals in case they need to reassess the lease | |
| STAR | .BR.061 | STAR.BR.061 | Calculate Rent | Configure | 4. Wishlist | System | be able to mark certain square footage as not ADA Accessible and cannot be leased | we account for all square footage and it's use/non-use | |
| STAR | .BR.062 | STAR.BR.062 | Calculate Rent | Configure | 4. Wishlist | System | Be able to label space as common space | we account for all square footage and it's use/non-use | |
| STAR | .BR.063 | STAR.BR.063 | |||||||
| STAR | .BR.064 | STAR.BR.064 | |||||||
| STAR | .BR.065 | STAR.BR.065 | |||||||
| STAR | .BR.066 | STAR.BR.066 | |||||||
| STAR | .BR.067 | STAR.BR.067 | |||||||
| STAR | .BR.068 | STAR.BR.068 | |||||||
| STAR | .BR.069 | STAR.BR.069 | |||||||
| STAR | .BR.070 | STAR.BR.070 | |||||||
| STAR | .BR.071 | STAR.BR.071 | |||||||
| STAR | .BR.072 | STAR.BR.072 | |||||||
| STAR | .BR.073 | STAR.BR.073 | |||||||
| STAR | .BR.074 | STAR.BR.074 | |||||||
| STAR | .BR.075 | STAR.BR.075 | |||||||
| STAR | .BR.076 | STAR.BR.076 | |||||||
| STAR | .BR.077 | STAR.BR.077 | |||||||
| STAR | .BR.078 | STAR.BR.078 | |||||||
| STAR | .BR.079 | STAR.BR.079 | |||||||
| STAR | .BR.080 | STAR.BR.080 |
Reports-List
| Report Name | Screen shot |
| Individual Tenant Invoice |
Author:
| PIN Custom General Ledger Detail Report | This is to check our revenue. |
| 7-bucket report | Shows the outstanding receivables for Rent/Utilities etc but AR typically runs that one because mine doesn't output correctly for some reason but I would love to be able to do get that information myself. |
| Current Excel version (I think) looks like these 2 spreadsheets. |
Current-Systems
| System | What is here? | Details |
| SharePoint site | Excel file | Rent |
| SharePoint site | Excel file | Utilities |
| SharePoint site | Excel file | Utilities Monthly |
| SharePoint site | Excel file | Ad Valorem |
| SharePoint site | Excel file | Fire Billback |
| SharePoint site | Excel file | Deposit Log |
| Oracle | AR Recon? | |
| OPUS | Run Reports | which ones? |
| Outlook | emails from Perfect Receivables (ACH deposits) | |
| Outlook | Emails to tenants for: | utility bills |
| Outlook | Emails to tenants for: | rent updates |
| Outlook | Emails to tenants for: | ad valorem tax bills |
| Outlook | Emails to tenants for: | fire billback |
| Network drive | Lease agreements | |
| Network drive | Rent/Utility bills for _____ (period) | |
| Facility Engineer | spreadsheet | meter readings and rate calculations |
Actors
| Actors |
| Admin |
| All Users |
| Clerk Finance Team member |
| Facility Engineer |
| Facility Manager |
| Greg |
| Gretchen |
| System |
| Tiffani |
| Not sure |
Data
| Objective | Categories | Priority |
| Bill Tenants | Ad Valorem | 1. Vital |
| Budgeting | Alerts | 2. Important |
| Calculate Rent | Configure | 3. Nice to have |
| Calculate Utilities | Deposits | 4. Wishlist |
| Configure and Charge Ad Valorem Tax | Diesel | |
| Configure and Charge Fire Billback | Document & storage | |
| Configure, Charge and Report Sales Tax | Fire | |
| Receive and Reconcile Payments | Operational | |
| Report income to AR module in OPUS/Oracle | Performance | |
| Security | Quality | |
| Storage | Reconcile | |
| Training | Rent | |
| Vendor Support | Reporting | |
| Security | ||
| Tax Rates | ||
| Training | ||
| Transmit | ||
| Utilities | ||
| Vendor support |
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