As part of the requirement for maintaining and maximizing our competitive sourcing requirement, departments must provide ample justification for exemption from the competitive sourcing process where that process is normally required. The Request for Sole/Single Source Justification Form should be used only for purchases using a single or sole source supplier for goods and services that are $10,000.00 and greater and are not preferred vendors.[1]   Requests for exemptions should only occur in selected circumstances as noted in Part B below.

All sections of the form must be completed in its entirety.  Read instructions carefully and answer all questions completely with great detail and supporting documentation.  If additional space is required, note in the respective section to refer to an additional page.  Requests must be signed by the department head prior to submitting to the Assistant Controller of Finance Operations,  Approved requests and supporting documentation must be attached to the Contract Request and/or purchase requisitions, as applicable.

Justifications should be supported by factual statements that may be subject to audit by externally regulated authorities.  Incomplete information will require additional review by Procurement Services and will result in a less expedient resolution to your request.  

Keep in mind the following acceptable parameters for sole and single source request in providing justification:

  • Products or services can be obtained from only one person or firm (i.e. competition is precluded because of the existence of patents, copyrights, confidential processes, proprietary information, or other such conditions).
  • The product or service must match or be compatible with current equipment or services.
  • The product or service needed is specifically required for use in and explicitly stated in an existing grant agreement or contract.
  • The service needed is controlled/mandated by the local utility or government.
  • Artistic services.
  • An unplanned unusual or compelling urgency exists.
  • Competitive bids have been solicited and no responsive bids were received (i.e. inadequate competition).

[1] Preferred vendors are those suppliers with whom the Procurement department or University consortium partner(s) have established agreements that optimizes the purchase power of the University and reduces the overall costs of goods and services through a University-wide contract. These arrangements provide the best overall value for the University. Departments utilizing contracts from preferred vendors are exempt from the competitive bidding process as long as the contract is still in effect.