401 - Sole Source Procurement

Procurement Services 401: Sole Source Procurement

Purpose

To allow, under certain conditions, the procurement of goods or services from a single source without soliciting bids from multiple sources.

Reference

University of Alaska Procurement Manual (not available online)

Board of Regents Policy 05.06

State of Alaska Statutes 36.00

Definitions

Sole Source Procurement: The purchase of an item or service from a single source (e.g., an item to match other items, a unique piece of equipment manufactured by one company only, an original work of art, a contractor with unique qualifications).

Policy

Requirements: Sole source procurement is permissible only when a requirement is available from one source and no substitute is acceptable.


Departments may request, with sufficient justification, “brand name only-no substitute” specifications. However, determination that no other item is available or feasible for the acquisition is the responsibility of Procurement Services. If approved, Procurement Services will waive the bidding requirement for the procurement of the sole source item. Sole source procurements, other than those covered by blanket sole source determinations or within a procurement officer’s delegated authority must be approved by the University of Alaska Chief Procurement Officer.

Preparing the Justification
To request sole source procurement, the requestor must provide a written justification that:
  1. Describes the technical or performance characteristics of the goods or services,
  2. Explains why these characteristics are unique and essential,
  3. Verifies that these characteristics cannot be obtained from any other source, and
  4. Is signed by the head of the department.
Faculty or principal investigators must submit a Certification of Need for Restrictive Specifications to document a sole source request for classroom and research use.
 

Effective: 10/25/2005