25-0901-SS-KF949_SS_Form.pdf

This document is a Sole Source Procurement Request form from a school district's Maintenance & Operations department, specifically requesting approval for the WebCTRL Building Automation System from Automated Controls, LLC. The system is a web-based platform designed to monitor, control, and manage HVAC systems across district facilities, which has been in use by the district since 1998. The platform enables seamless integration with HVAC systems for 2 colleges and 8 auxiliary buildings, providing reliable, efficient, and cost-effective management of building environments. The total acquisition cost is $1,000,000.00, and the district considers this purchase operationally urgent due to the system's critical role in maintaining safe, healthy, and functional learning environments.

The vendor, Automated Controls, LLC, located in Newberry, FL, is identified as the sole provider of this specific technology. The procurement request emphasizes that no other comparable solutions have been found that can meet the district's operational and educational needs as effectively. The document includes certification from the requestor that alternative vendors have been examined and rejected, and that this sole source purchase meets competitive bidding criteria. The request has been reviewed and approved by department management and procurement supervision, with signatures dated in August 2025, indicating an upcoming procurement process for continuing the district's building automation system.