Lease_Management_System_Scope.xlsx

The document is a Lease Management System Scope of Work from Pinellas County for The Young-Rainey Star Center, seeking a cloud-based Commercial Off-the-Shelf (COTS) lease administration software solution to replace their current manual spreadsheet-based processes. The software will automate tenant lease agreement management, including tracking critical dates, payments, renewals, utilities, and taxes. Key requirements include configurable alerts, utility bill review and generation, tenant payment tracking, sales tax reporting, data backup, access restrictions, and the ability to modify tax rates. The county requires a solution with comprehensive integrations, data migration capabilities, and vendor-provided training, with a virtual demonstration mandatory prior to contract award.

The system requirements are prioritized into three categories: Vital, Important, and Nice to Have, with critical functionalities including API integrations, cloud data backup, utility bill management, tenant payment tracking, tax reporting, and security features. Specific technical requirements cover entering utility billing information, meter readings, deposit tracking, and generating various reports. The solution must support different lease types (space lease, land lease, tower license), handle tax exemptions, and provide electronic sharing of financial data with existing enterprise resource planning (ERP) systems. While no specific budget or funding source is detailed, the county seeks a comprehensive, flexible lease management platform that can streamline their current administrative processes.