This process
can be used if a single vendor is uniquely qualified to meet the
department/school's procurement objective. To be considered a
sole source and therefore exempt from the bid process, one of
the following conditions must be met:
- The actual
product or service needed is the only one that will meet the
department/school's need and it can only be purchased from one
source (manufacturer or distributor).
- The product
or service must match or be compatible with current equipment
or services.
- An unusual
or compelling urgency exists.
- Product
needed is specifically required for use in conjunction with
grant or contract.
- Service
needed is controlled/mandated by the local utility or government.
- Contract
is for professional or artistic services.
If the department/school
feels that its purchase meets one of the above criteria, it can
either negotiate an agreement with the vendor directly or can
request that Purchasing Resource Services negotiate with the vendor
on its behalf. The Sole Source Justification
Form must be completed, submitted, and approved prior to the
purchase order being issued. All internal department/school approval
paths apply, as well as POPS. In addition, sole source purchases
that are $25,000 or more will also be reviewed by Purchasing Resource
Services.
Please note
that the Sole Source Justification Form
should also be used for the following purchases:
- Order is
being placed against an existing Contract or Agreement.
- Order
is a re-order based on previous bids or analysis (within one
year).
