Sole Source Justification
for SentraCheck

1Purpose

This document provides justification for the sole source procurement of SentraCheck, an AI-powered document compliance platform developed and exclusively owned by Computer Systems Plus, Inc. (CSP), headquartered at 2134 North Fine Ave, Fresno, CA 93727.

SentraCheck is a proprietary platform with no commercially equivalent alternative. The combination of integrated AI-driven PII detection, WCAG/ADA accessibility analysis, and Instant PDF-to-HTML conversion within a single compliance workflow is unique to this product and vendor.

2Vendor Information

3Product Description

SentraCheck is an AI-powered compliance platform that scans documents before they are published. It combines three distinct proprietary capabilities in a single integrated workflow:

The platform is available via web application and a documented REST API (OpenAPI 3.1), enabling integration with existing document management systems, CMS platforms, and automated publishing workflows without requiring staff retraining.

4Basis for Sole Source Procurement

Sole source procurement is justified on the following grounds:

4.1 — Proprietary Technology with No Equivalent Substitute

SentraCheck's core capabilities are built on proprietary AI models and processing pipelines developed exclusively by Computer Systems Plus, Inc. No commercially available product offers an equivalent combination of:

• Integrated PII detection, ADA scanning, and PDF-to-HTML conversion in a single scan workflow
• OCR-aware compliance analysis that scans both embedded and image-based text in the same document pass
• AI-generated accessibility remediation suggestions keyed to specific document elements
• Hash-based conversion caching that eliminates duplicate processing costs for repeated documents
• Dual delivery model (hosted viewer URL or raw HTML via API) with no vendor lock-in on output format

4.2 — Government and Public Sector Focus

SentraCheck is purpose-built for government agencies, public institutions, and regulated organizations. It is designed around the specific compliance obligations of entities subject to:

• ADA Title II (DOJ WCAG 2.1 AA — April 26, 2027 for entities 50K+ population; April 26, 2028 for smaller entities and special districts, per RIN 1190-AA82)
• FERPA — student record privacy protection
• CCPA / CPRA — California state-level data minimization and privacy requirements
• Section 508 — federal accessibility standard for recipients of federal funding

General-purpose document tools do not address this compliance intersection. Enterprise accessibility tools (e.g., PDF remediation services) do not include PII detection or conversion capabilities. Data loss prevention (DLP) tools do not address ADA accessibility or PDF conversion. SentraCheck addresses all three in a unified platform.

4.3 — Ongoing Support and Vendor Relationship

Computer Systems Plus, Inc. is a California-based technology firm with an established presence serving local government and public sector clients. Procurement of SentraCheck includes direct access to the development team for configuration support, compliance updates as regulations evolve, and custom integration assistance — a service model that is specific to this vendor and product.

4.4 — No Adequate Competitive Alternatives Identified

A review of the current market for document compliance software identified no single vendor offering the equivalent integrated capability set. Available alternatives fall into separate, non-overlapping product categories:

*Web accessibility checkers scan published web pages reactively; SentraCheck scans documents proactively before publication.

5Regulatory Context and Urgency

The procurement of SentraCheck addresses compliance obligations with active regulatory deadlines:

• DOJ ADA Title II (28 CFR Part 35), RIN 1190-AA82: The DOJ Interim Final Rule (April 17, 2026) requires WCAG 2.1 Level AA compliance for all digital content and documents. Deadline: April 26, 2027 for entities with populations 50,000 or more; April 26, 2028 for smaller entities and special districts. The technical standard and scope were not changed by the extension.
• CCPA / CPRA (California): Publishing documents containing unredacted personal information creates statutory liability under California data minimization requirements.
• Section 508 (Federal): Federal agencies and recipients of federal funding must ensure electronic documents, including PDFs, meet accessibility standards.

6Pricing Summary

SentraCheck is offered as a subscription SaaS platform. Pricing is available at sentracheck.com/#pricing. Current plan tiers:

All plans are billed per organization — not per user — making SentraCheck cost-effective for agencies of any size. All plans include full API access (OpenAPI 3.1) suitable for CMS and agenda management integration. Month-to-month and annual contracts available. Purchase orders and NET 30 invoicing accepted.

7Certification and Signature

The undersigned certifies that the information contained in this sole source justification is accurate and complete, that a good-faith effort was made to identify competitive sources, and that no adequate equivalent product or service is commercially available from any other source.

8Vendor Contact for Procurement Inquiries