1-SS Letter.pdf
PDF 121 KB Posted
- Attached to
- Customer Base Management Solution
- Solicitation number
- SS-26-00062
- Issued by
- Hillsborough County, Florida
About this file
This is a Sole Source Statement submitted by Acta Solutions Inc. to Hillsborough County, Florida, for the procurement of customer service management software solutions. Hillsborough County intends to award a one-year sole source contract to Acta Solutions Inc. for the Acta Smart Response System, Acta Operations Manual, and Ask Acta AI software solutions. These tools integrate with Outlook, ServiceNow, and the County's permit platform to streamline customer service inquiries across multiple channels including email, phone, walk-ins, and permit portal activities. The Acta Smart Response System functions as an Outlook add-on that generates standardized, consistent customer service responses, while the Acta Operations Manual is a browser extension for populating standardized review comments in permit portals. No specific response date or site visit requirements are mentioned in the documentation.
The total contract value is $56,768.00 for a one-year subscription period covering the Acta Playbook and browser combo solution. Acta Solutions Inc., a North Carolina-based Historically Underutilized Business, asserts sole source status based on proprietary software capabilities and exclusive manufacturing and distribution rights. The County reserves the right to extend the contract term, adjust scope based on changing requirements, and increase the award value accordingly. Challenges to the sole source designation must be submitted through the EUNA Procurement system (formerly Bonfire) with clear and convincing evidence that substantially similar services are available from other vendors. Contractors challenging the award must demonstrate that bona fide competition exists in the market for these specific software capabilities.
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Text version
Acta Solutions Inc. Sole Source Statement Submitted on: 10/22/25
Submitted to: Hillsborough County, FL
Acta Solutions Inc. is the sole source provider of our proprietary Acta Smart Response System™, Acta Operations Manual™, and Ask Acta AI software solutions. Since we developed the proprietary software, Acta Solutions is the sole manufacturer and sole distributor of both solutions. Our customer service streamlining software solutions allows staff to provide customers with fast, consistent, personalizable, and trackable customer service information to Hillsborough County, FL.
The Acta Smart Response System™ is a customer service tool that functions as an add-on to your standard Outlook email system. The Development Services Department of Hillsborough County, FL receives hundreds of inquiries every day by phone and email, and the staff responsible for handling those inquiries are also responsible for delivering essential County services throughout the County.
Rather than spending valuable time typing the same email to dozens of customers, Acta’s auto-generated responses help save time by allowing staff to click a few buttons to answer specific customer questions. The add-on also ensures that the staff responses are consistent, no matter who answers the inquiry, and improves the clarity of the responses by including necessary information in each one, which can be modified to adapt to changes in policy, procedure, or practice. Acta’s Operation Manual is a browser extension that allows staff to populate standardized review comments in their permit portal.
Acta Solutions is based in Raleigh, NC, and is a North Carolina certified Historically Underutilized Business. The Acta Smart Response System™, Acta Operations Manual™, and Ask Acta AI software solutions are relatively new on the market, focus on local government needs, and are unique in the offerings and services provided. There are no other vendors that offer a solution similar to Acta solutions’ capabilities, specifically the ability to integrate into the Outlook system, track customer service interactions, streamline email and phone responses, and ensure staff consistency in customer service. Additionally, there are no vendors that have the ability to standardize such communications across phone, email, walk-ins, and permit portal activities.
A list of our sole source reference jurisdictions can be found here.
For any additional information or questions, please contact Tai Huynh at tai@actasolutions.io.
https://docs.google.com/document/d/1jTR_MF8fgWde5RXqV6KoXvQKRFjC4okFfpUqm8UeNgw/edit?usp=sharing mailto:tai@actasolutions.io
File details come from the government source that posted it. Updated .