Sole Source Purchases

A department or school may determine that a Sole Source purchase is justified.

Sole source means that a single vendor is uniquely qualified to meet the department/school's procurement objective. To be considered a sole source and therefore exempt from the bid process, one of the following conditions must be met:

  • The actual product or service needed is the only one that will meet the department/school's need/requirement and it can only be purchased from one source (manufacturer or distributor).
  • The product or service must match or be compatible with current equipment or services.
  • The product needed is specifically required for use in conjunction with a grant or contract.
  • The service needed is controlled or mandated by the local utility or government.
  • Professional or artistic services.
  • An unusual or compelling urgency exists.

If the need meets one of the above criteria, the department/school should solicit a formal quote and negotiate with the vendor directly, or request that PRS negotiate with the vendor on their behalf.

Please note that if the vendor selected is requesting that the department or school sign something, it MUST be reviewed by the Office of General Counsel (OGC). Once it is reviewed and approved, it will be forwarded to the appropriate officer of the University for signature. Learn more about Signature Authority.

The Sole Source Justification Form (SSJ-1) word icon (doc) must be completed for purchases of $25,000 or more and attached to the Requisition in NU Financials.