Overview
This procedure provides requirements for justification of sole source procurements.General Guidelines
The State purchasing regulations require that we bid certain purchases, but there will be cases in which that is not practical. In those cases we will waive this requirement but need information from the department to justify this action.
Procedures
A sole source procurement means that only one vendor will be able to provide the only product or service that will fill the needs of the requesting department. Some examples of this are: 1. When the compatibility of equipment, accessories or replacement parts is the paramount consideration. 2. When only one company, due to warranty or service considerations, is capable of performing services on a piece of equipment. 3. When a change in suppliers would invalidate the results of ongoing research. A letter justifying the need for a sole source procurement must be provided by the requesting department to Purchasing (example). The document will be reviewed by Purchasing and if further information is needed, a Purchasing representative will contact the requestor. It is possible that the request for a sole source provider will be denied. |
