Who Completes This Task: Administrator

Process

A sole-source purchase involves buying something with noncompetitive proposals, or solicitation of a proposal from only one source. Artificially restricting competition through unreasonably specific or unnecessary requirements is not permitted. User preference is also not an acceptable reason for making a sole-source purchase.

Criteria

• A sole-source proposal is acceptable if any of the following are met:
• The item is available only from a single source
• There is a public emergency or need that will not permit a delay
• Burst pipes
• Electrical outages
• Building collapse or imminent collapse
• Issues that threaten public safety
• The awarding agency authorizes noncompetitive proposals in response to request
• After solicitation of a number of sources, competition is determined to be inadequate

Steps

1. Complete the Sole-Source Justification Form
2. Attach to requisition
3. Purchasing Manager will make the decision to allow the noncompetitive purchase to occur or not

Documentation Required

• Sole-source purchases require:
• Completed sole-source justification form
• The reason for using a noncompetitive proposal
• Include uniqueness of services sought
• Lack of available providers
• Experience of the selected vendor
• Screen captures and search terms from online searches