OVERVIEW

Sole source purchases are purchases made without competitive procurement because circumstances exist that preclude obtaining competition. Generally, sole source purchases occur when the procurement of a good or service can be made only from one source of supply or when the procurement of a particular brand name or product is required. Since sole source purchases eliminate competition, Texas Woman's University carefully regulates them and requires that they be clearly identified within the purchasing process.

PROCEDURE

TWU makes sole source purchases only when detailed justification exists. The requesting department manager is responsible for providing a detailed, reasonable, and defensible justification of sole source purchases. The Purchasing Office is responsible for approving the justification.

The justification must include three essential elements:

1. an explanation of the need for the unique features, applications, and circumstances that apply to the specified good or service;

2. the reason competing products are not satisfactory, including the name, model number, and manufacturer of the unacceptable products that have been investigated;

3. the specific impact on the department if the goods or services were procured elsewhere.

The Sole-Source or Proprietary Purchase Justification Questionnaire must be completed by the Department and forwarded to the Purchasing Office before a requisition can be converted to a purchase order.

The Purchasing Office will process the requisition once sufficient documentation is received.