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Purchasing Procedures

Sole Source

SOLE SOURCE PURCHASES ARE PERMITTED ONLY WHEN THE REQUIRED ITEM OR SERVICE IS AVAILABLE FROM A SINGLE SUPPLIER.

AND THE CHIEF PROCUREMENT OFFICER (DIRECTOR OF PURCHASING) OR HIS DESIGNEE ABOVE THE LEVEL OF PROCUREMENT OFFICER DETERMINES IN WRITING THAT THERE IS ONLY ONE SOURCE FOR THE REQUIRED SUPPLY, SERVICE, OR MAJOR REPAIR ITEM.

A requirement for a particular proprietary item does not justify a sole source purchase if there is more than one potential vendor for that item.

Examples of situations that could require sole source procurement are:

  • Where compatibility of equipment, accessories, or replacement parts is a primary consideration.
  • Where a sole-supplier item is needed for trial use or testing.
  • Where procurement of a sole-supplier item is for resale.
  • Where service being purchased is a public service.

All sole source purchases are reported to the Legislative Auditors by the Purchasing Department of LSUS.

Sole Source purchases are subject to close scrutiny by the Legislative Auditors and only in rare instances can they be justified.

Sole Source purchase procedure

The Director or Purchasing has final authority for determining that a requested sole source purchase is, in fact, a sole source. Purchases will not be made under sole source until all of the following requirements have been met.

Any request by a department that procurement be restricted to one potential vendor (sole source) shall be accompanied by the following:

1. A firm price quotation from sole source or sole source dealer/distributor. Quoted prices should be good for 30 days and inclusive of all cost including transportation. Quote FOB:LSUS.

2. A completed Sole Source Justification Form.

3. Written documentation from the manufacturer/vendor (or some other valid source) confirming the validity of the sole source circumstance.

A requisition is to be initiated (by the department) in the LSUS Main Frame and processed through the Purchasing Department in advance of purchase.

Items 1 thru 3 as listed above should be forwarded to the Purchasing Department as attachments to the requisition.

Upon receipt of the requisition and all required attachments, the Director of Purchasing will decide that a requested sole source purchase is, actually, a sole source.

If determined that the selected vendor is a sole source, the purchasing department will proceed with procurement of the item(s) as described under "Purchasing Procedures".