When competition may not be feasible or available the campus may choose sole source or single source procurement. The campus must justify and document the selection and establish the reasonableness of price.
Any and all proposed contracts being paid from state appropriated and/or Income Fund Reimbursable Funds (IFR) which require an authorized University signatory *must* be initially submitted to Purchasing with an accompanying approved requisition and sole/single source justification. Purchasing will then submit the proposed contract to University Counsel for review. Once reviewed, approved by Counsel, and signed by authorized signatory Purchasing will process according to the dollar thresholds below.
Sole Source is procurement in which only one vendor is capable of supplying the commodities or services. This may occur when the goods are specialized or unique in character. Written justification must be provided.
Single Source is procurement in which, although two or more vendors can supply the commodities or services, the campus selects one for material and substantial reasons such as copyright, distribution rights, etc. Written justification of these reasons must be provided.
Sole and Single Source Purchasing By Dollar Amount Thresholds
Up To $2,500
Sole or single source process is not applicable. Requestor may choose vendor without written justification or quotes from competition.
$2,501 To $125,000
Requestor must provide Purchasing Department with written justification of sole or single source purchase and approved requisition number. If over $50,000 it must be advertised in New York State Contract Reporter for a minimum of 15 business days. Approval by Office of the State Comptroller is not required.
$125,001+
Requestor must provide Purchasing Department with written justification of sole or single source purchase and approved requisition number. Must advertise in New York State Contract Reporter. Approval by Office of the State Comptroller required (approximately 4-6 week turn around).
