Division of Information Systems and Communications (DISC)
IT Contract and Vendor Information
Strategic Sourcing Team

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  • Sole Source Guidelines
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Sole Source Guidelines

Definition:
A sole source is when one vendor possesses the unique and singularly available capability to meet the requirement of the solicitation, such as technical qualifications, ability to deliver at a particular time or services from a public utility.

Sole source procurement is described as a good or service with only a single supplier.  Many times endusers send requests for sole source purchases that describe a product made only by one manufacturer, however the item is distributed and readily available from many different suppliers; therefore, it does not qualify for sole source.  It has a sole manufacturer, but not a sole supplier.  As long as there is more than one potential bidder or offeror for the good or service there is no justification for a sole source.

Examples of circumstances, which could necessitate a sole source purchase, are:

• Where the compatibility of equipment, components, accessories, computer software, replacement parts or service is the paramount consideration.
• Where a sole supplier’s product is needed for trial use or testing.
• Purchase for goods and services for which there is no functional equivalent.

Method to process:

Sole source items are exempt from the formal bidding process.  All requests for sole source must be submitted in writing with justification for such action to the purchasing manager along with their purchase request.  The purchasing manager will determine the validity of sole source purchase requests below $5000.001.  In case of reasonable doubt, competition is solicited in accordance with the normal Division of Purchase policy.  If the amount is above $5,000.00, the purchasing department will send to the Division of Purchases a “Prior Authorization Form” that is filled out appropriately for a sole source along with the written justification for such action.  The Division of Purchases will follow the same procedures to determine the sole source validity.  They will either return the “Prior Authorization Form” signed for processing or deny the sole source request.

1This amount will vary depending on the spending authority of the agency.