Procurement & Contracting Services

Sole Source Justifications

A sole source justification is appropriate if only one supplier can provide a needed product or service. When a sole source is requested, a Sole Source Justification and Individual Disclosure Statement must be completed, in addition to the KFS Requisition (REQS). Each person involved in the recommendation for Sole Sourcing must complete the disclosure form. The forms should be electronically attached to your KFS Requisition (REQS) document.

Note: The Sole Source Justification must be signed by a chair, director or Principal Investigator, and the title of that person must be indicated on the form. Failure to do this may result in processing delays.

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

The Sole Source Justification document 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
  • Note: An unnecessary or poorly justified sole source purchase may result in negative findings and potential loss of funding.

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

Supplemental content

Procurement & Contracting Services Menu