Procurement Services

Sole Source Purchases

I. Purpose

The purpose of this policy is to provide a policy concerning the written justification of sole source purchasing transactions.

II. Scope

This policy applies to all requests for sole source purchases.

III. General

The University is responsible for obtaining fair pricing and fostering competition among those offering products or services. However, some products and services are unique and possess features or characteristics that may not be available from competitors. Factors such as the necessity to operate with or match existing equipment, unique product specifications or performance standards or a demonstrated urgency for delivery are among the situations that may warrant sole source procurements.

IV. Delegation of Authority

The Procurement Professional has the authority to authorize sole source purchases up to less than $10,000, whichever is less. Justification for such sole source procurements will be documented as a comment to the Shopping Cart Requisition in the Electronic Purchasing System (SRM). If the Procurement Professional believes he/she cannot justify a sole source purchase with the information available, a "Request for Waiver of Competitive Bidding" form may be required of the requesting department.

For amounts equal to or greater than $10,000 the Request for Waiver of Competitive Bidding form MUST be used. The Request for Waiver of Competitive Bidding form will be made a part of the procurement file.

V. Exceptions

The following items or services are exempt from normal competitive quotation procedures:

• Professional services such as legal, engineering, architectural, design and medical services.
• Works of art or related services
• Lodging, transportation costs, meals and facility fees associated with individual or group travel or conference activities.
• Certain personal computers, peripheral equipment and software, office/computer furniture per University “Standards” selected by the University and supported by internal entities.
• Publications where the source is a specific Association, Printing House, or Government Agency.
• Vertebrate Animals

While such items and services are exempt from the normal competitive procedures, the Procurement Professional is expected to exercise good judgment, and assurance based on experience that “reasonable and customary” costs are paid. Unusual situations should be brought to the attention of the Strategic Sourcing Manager or Director of Procurement Services.