Sole Source/Standardization

SOLE SOURCE AND PROPRIETY SOURCE:  The following criteria must be met in order to satisfy the sole source or proprietary source requirement:

It is the only item that will produce the desired results (or fulfill the specific need) …or
The item is available from only one source of supply … or
The item is available from more than one vendor but due to extreme circumstances, only one vendor is suited to provide the goods or services.

Sole source and proprietary source purchases are exempt from competitive requirements.  However, all sole source requisitions exceeding $10,000 in value will be electronically advertised for a period of at least 5 business days.  

STANDARDIZATION

DEFINITION:  Standardization is the process of examining characteristics and needs for items of similar end usage and developing a single specification that will satisfy the need for most or all purchases for that purpose. Proprietary purchases (usually components) maintain a degree of continuity to the original or existing decor, equipment, or programs.

Where standardization is determined to be desirable by the Finance Director, the purchase of materials, supplies and equipment and certain contractual services may be made by negotiation. 

Compatibility to existing equipment will be an acceptable justification for waiver of bidding procedures provided the item meets the other criteria within the definition of sole source item (i.e.; available from only one source and only item that will produce the desired results).