SOLE SOURCE PROCUREMENT - Housing Management System (HMS) Maintenance Renewal for FY22

Longwood University awarded a sole‑source contract to Residential Management Systems, Inc. for annual maintenance and support of its “Mercury” Housing Management System (HMS). The university has used this HMS since 2003 and requires continued service through the final renewal period ending June 30 2022. RMS is the exclusive developer of the software, making competition infeasible. The contract amount is $25,481, a fixed price based on historical rates tied to the number of bed spaces managed. No competitive negotiation was performed; the price is justified by past payments. • Scope: One‑year maintenance and support for the existing HMS. • Reason for sole source: RMS is the sole owner/developer of the Mercury HMS. • Financials: Fixed price $25,481, exceeding the $5,000 threshold, approved by agency head.