25-0901-SS-KF949_SS_Form.pdf

This document is a Sole Source Procurement Request from the Maintenance & Operations Department, involving the WebCTRL Building Automation System for a school district. The procurement is for a web-based platform used to monitor, control, and manage HVAC systems across district facilities, which will be integrated into the district's intranet to connect controllers at each location. The system enables technicians to track performance, monitor site-specific conditions, and adjust temperatures in real-time, with the goal of improving energy efficiency, reducing downtime, and maintaining safe, comfortable learning environments. The district has been using this technology platform since 1998 and has expanded its implementation across 2 colleges and 8 auxiliary buildings.

The total acquisition cost is $1,000,000.00, and the sole source vendor is Automated Controls, LLC located in Newberry, Florida. The vendor was selected because no other comparable solutions could meet the district's operational and educational needs. The procurement is not considered an urgent purchase, but the district emphasizes that the WebCTRL system is essential for maintaining safe, healthy, and functional facilities. The document includes certification from the requestor that appropriate review processes have been followed, including gathering technical information and verifying that no equivalent alternatives exist. The procurement request has been reviewed and approved by department management and a procurement supervisor, with signatures dated in August 2025.