Sole source procurements are exceptions to normal purchasing procedures and are permitted only when the required item or service is available from a single supplier. A requirement for a particular proprietary item does not justify a sole source procurement if there is more than one potential bidder or offerer for that item.
Examples of circumstances that could necessitate sole source procurement are:
- Where compatibility of equipment, accessories, or replacement parts is a primary consideration.
- Where a sole-supplier item is needed for trial use or testing.
- Where procurement of a sole-supplier item is for resale.
- Where service being purchased is a public utility service.
When sole source purchases are requested, the fact that a sole source situation exists must be documented. The Sole Source Justification Form must be submitted along with a requisition to the Purchasing Department. Written documentation from the mfr./vendor confirming the validity of the sole source circumstance is required. The Director of Purchasing is the final authority for determining that a requested sole source purchase is, in fact, a sole source. Sole source purchases are subject to close scrutiny by the Legislative Auditors and only in rare instances can they be justified. In case of reasonable doubt, competition will be solicited.