Sole Source Provider

It may be necessary to procure equipment, supplies or service from a sole vendor source. This means that there is only one source of supply for your purchase requirement. This should be the exception rather than the normal rule. Examples of sole source procurement are:
• Items which must be compatible with existing equipment or systems and are available only from the original manufacturer.
• Items that have specific features essential for the completion of the task or project at hand that are available from only one source of supply.

Justification will include features requested which are essential for the intended use that other manufacturers of like products do not have. Exterior size will only be used if space available is critical.

Preference for one vendor, product or service following any market studies, quotation, acquisition or demonstration/testing by a department does not constitute a sole source. These preferences must be determined through a competitive RFB/RFP process issued by the Purchasing Office.

Submission of sole source justification, brand name and other essential data, even though accepted by the Purchasing Office, does not negate the requirement to obtain pricing confirmation from the specified vendor which may be in the form of a written bid.

Information as to why the item is needed pertains to budget justification and is not acceptable for a sole source determination. Remember that if your requirement is available from more than one source, it is not considered a sole source.