The Vice President for Administrative Services may award a contract for a material, service, or construction item if it is determined that there is only one source for the required material, service, or construction item. Proper documentation must be completed. Sole source procurement is the method used when no alternative procurement is available.
The requisitioning department identifies a need and completes a “Sole Source Justification Form.”
The Procurement Department reviews the justification and performs verification prior to sending to the Vice President for Administrative Services.
The Vice President for Administrative Services evaluates the facts in the determination of whether an item is proprietary and/or may be purchased from a sole source.
The signed Sole Source Justification, requisition and supporting documentation is published for a minimum of 15 business days.
If no valid bids are received in response to the publication, the requisition and supporting documents are forwarded to Procurement to execute a Purchase Order.
The Business Office retains a copy of the Sole Source Justification in its permanent vendor file for the life of the approved contract to reference for future same-vendor requisitions/invoices.
(For more in-depth process details, please refer to the “Sole-Source Justification Guideline and template, available from the Business Office.)