Procedures for Issuance of Sole Source Orders

When a requisition is received in the Purchasing Department which exceeds $7500 and is to be considered a sole source, the following documentation must be received from the ordering department and/or specified vendor:

a) Memorandum from ordering department requesting sole source status and an explanation regarding how it was determined the item is available from only one source. The memorandum should include information regarding how the item is to be used.

b) A written quotation from the vendor on its letterhead/quote sheet, dated and signed. The quotation must also include shipping charges.

c) A "sole source" letter or statement from the vendor. This statement must be from the vendor indicating the item(s) is not available from any other distributor or dealer. If the vendor will not supply the written statement, the order is not considered a sole source and is subject to bid. After all documentation is received, the order is approved by one of the Purchasing Managers or is forwarded to University Legal Counsel for an opinion. The following are acceptable sole source purchases:

•Renewal of license or maintenance agreements when sole source status has been previously established.

•A product or service has been competitively bid and only one response is received.

Approval of sole source status for a purchase is not an attempt to circumvent the bid law or to cater to the subjective requests of a faculty or staff member.