Procurement & Contracting Services

Sole Source Justifications

What is a Sole Source?

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

When are Documents/Approvals Required?

Sole Source Justification documentation and approvals are required when a purchase request is:

  • $10K or higher (for federal funded purchases) and $100K or higher (for other purchases), AND
  • An existing Purchase Agreement is not being used or the purchase is not being made in AggieBuy, AND
  • Only One Supplier can fulfill the request

What Documents are Required?

When the two conditons above are met, the SOURCE SELECTION & PRICE REASONABLENESS JUSTIFICATION 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. 

Note: The 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.

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

What Information Should be Included on Forms?

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)

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.

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