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. A sole-source purchase/contract is rare. The preferred method to confirm a purchase/contract is being made with a sole source is a formal solicitation process (Request for Bid or Request for Proposal) to remove all doubt.

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 and the Sole-Source Posting Form
   • Attach to requisition in PS or contract in eRFP
2. The Purchasing Manager will review submitted documents to determine allowability
3. Purchasing will post notice of sole source for a minimum of two consecutive weeks
   • If concern is raised by vendors, the formal solicitation process will be required 
   • If no concern is raised, the sole source will be considered valid and proceed with approval process.

Documentation Required

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