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Sole Source Justifications

A sole source justification is appropriate if only one supplier can provide a needed product or service. 

When is it Required?

Sole source justification documentation and approvals are required when:

  • Only One Supplier can fulfill the request
  • $10K or higher for federal funded accounts and an existing Purchase Agreement is not being used or the purchase is not being made in AggieBuy
  • $100K or higher for non-federal funded accounts and an existing Purchase Agreement is not being used or the purchase is not being made in AggieBuy

What Documents are Required?

When the two conditions above are met, the Sole Source Justification section of the Source Selection & Price Reasonableness Justification and Approval Form  must be completed.

In addition, the Individual Disclosure Statement must be completed. Each person involved in the recommendation for Sole Sourcing must complete the disclosure form. Both forms should be electronically attached to your KFS Requisition (REQS) document.   These forms are available on the Procurement Forms webpage.

What to Include in the Form

The sole source justification documentation must include:

  • A clear statement of the unique performance factors of the product or supplier specified.
  • Why those unique factors are required.
  • What other products or suppliers were evaluated.
  • The reason(s) for rejecting the other products or suppliers (price is not a justification for a sole source award).
  • Forms must be signed by a chair, director or Principal Investigator, and the title of that person must be indicated on the forms. Failure to do this may result in processing delays.

Please not that an unnecessary or poorly justified sole source purchase may result in negative findings and potential loss of funding.

Justifications for Sole Source

Possible justifications for a sole source purchase include:

  • The requested product is an integral repair part or accessory compatible with existing equipment.
  • The requested product is essential in maintaining research continuity or to remain in compliance with established university standards.
  • Only a particular brand or "make" is compatible with existing equipment or inventory.
  • Only one source is known for a specialized item of equipment or material.
  • Only one contractor is capable of providing the required service.

As with other acquisitions, Procurement and Contracting Services will determine that the university is paying a reasonable price.