Sole Source Definition & Best Practices
Sole Source is used when:
- Only One Supplier can fulfill the request.
- $10K or higher transaction total for federal funded accounts, AND an existing Purchase Agreement is not being used, OR the purchase is not being made in Aggie Enterprise Punchout. Must have 3 informal competitive quotes (attach copies to Sole Source Document).
- $100K or higher transaction total for non-federal funded accounts, AND an existing Purchase Agreement is not being used, OR the purchase is not being made in Aggie Enterprise Punchout.
Sole Source Forms:
The Sole Source Justification section of the Source Selection & Price Reasonableness Justification and Approval Form must be completed.
The Individual Disclosure Statement must be completed. Each person involved in the recommendation for Sole Sourcing must complete the disclosure form.
The sole source justification portion of the Source Selection & Price Reasonableness Justification and Approval Form must include:
- A clear statement of the unique performance factors of the product or supplier specified.
- Why those unique factors are required.
- Forms 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.
Justifications for Sole Source Approvals:
- 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 can provide the required service.
- If the vendor was specifically part of an award, list award number and information.