Leasing Administration Software and Maintenance

Pinellas County, specifically for The Young-Rainey Star Center, is seeking a cloud-based Commercial Off-the-Shelf (COTS) Lease Administration Software through Invitation to Quote (ITQ) #25-0613-ITQ. The procurement aims to replace a manual, spreadsheet-based lease management process with a comprehensive software solution that can automate tenant lease agreement lifecycle management, tracking critical dates, payments, renewals, utilities, and taxes. Key deliverables include data migration, system integration, and vendor-provided training, with a mandatory virtual product demonstration required prior to contract award. The software must provide configurable alerts, utility bill review and generation, tenant payment tracking, sales tax reporting, data backup, and access restrictions. Critical system requirements are categorized into Vital, Important, and Nice to Have priorities, with essential functionalities including API integrations, cloud data backup, utility bill management, and robust security features. The proposal submission deadline is June 24, 2025, at 3:00 pm, and the initial contract duration is set for 36 months with potential extensions of two additional 12-month periods.

The county has implemented a Small Business Enterprise (SBE) program that offers a 5% preference to certified small businesses submitting proposals within the first five business days. The software must support different lease types including space leases, land leases, and tower licenses, and integrate with existing enterprise resource planning (ERP) systems like OPUS/Oracle. While no specific budget is publicly detailed, the procurement documents suggest a comprehensive solution is desired that can streamline administrative processes. Insurance requirements for the vendor include maintaining Commercial General Liability insurance with $1,000,000 per occurrence and $2,000,000 aggregate limits, as well as Cyber Risk Liability insurance with $1,000,000 limits. The vendor must provide insurance certificates naming Pinellas County as an additional insured, with policies from responsible companies authorized to do business in Florida and having an AM Best rating of A- VIII or better. The Young-Rainey Science Technology and Research (STAR) Center, which will utilize the software, is a special revenue program that leases space to technology companies and aims to stimulate economic growth.