Purchasing Policy and Procedure
The Board of Regents Procurement Code requires goods or services
shall be procured with the maximum practicable competition.
This policy requires competitive sealed bidding for goods
and services costing more than $50,000. The bidding requirement
may be waived by the Director of Procurement for the procurement
of sole source items.
To request a sole source procurement, the requisitioner must
submit a written justification. The justification may be in
the form of a memo or may be submitted on the "Justification
for Sole Source" form. The justification shall include
- A description of the technical performance characteristics
of the goods or services including a description of the
unique property(s) of the goods or services specified.
- A brief description of the intended use of the goods
or services specified, establishing a requirement for
the unique property(s) identified.
- A statement that the item is only available from one
supplier. (The user should state the names of suppliers
they know are not able to meet requirements and the reasons
they do not.)
For federal grants, independent contractor services may be
considered a sole source procurement if:
- The grant specifies independent contractors or professional
services by name or company.
- Approval for the grant requires use of these specified
independent contractors or professional services.
The requisitioner must submit a copy of the grant portion
that specifies the independent contractor or professional
services with the justification for sole source.
PROCESSING THE REQUEST FOR SOLE SOURCE PURCHASE IN THE Purchasing
When the buyer receives a requisition with a sole source
justification he/she shall verify the following:
- That the justification is sufficiently detailed to clearly
establish only the good(s) or service(s) specified will
meet the needs of the user.
NOTE: The buyer will notify the department of the decision
to bid the item if he/she is aware of additional sources
- That the price to be paid for the good(s) and/or service(s)
is the same as or lower than normally charged to equivalent
The buyer will get a written quotation for the sole
source item(s). Pricing and terms shall be negotiated
with the vendor. The buyer must be satisfied the price
to be paid is the best available pricing for the item.
Price analysis is required. This may be achieved by
- Comparing the quoted price with the prices previously
paid for the same or similar items.
- Comparing the quoted price with existing contracts,
such as state contracts, GSA contracts, etc.
- A written statement from the vendor that the price
quoted is the best available to the University and
includes all applicable University and quantity
The buyer shall then sign the sole source justification and
submit all documentation for the approval of the Director
of Procurement. When the sole source justification is approved
the purchase order will be issued. A copy of the purchase
order and sole source documentation will then be filed in
a central Sole Source file in the Purchasing Services.