Purchasing and Business Services Manual (PUR)

Interim Posting

Note: At the request of the provost, a vice provost, or a vice president, this policy has been posted in the interim between scheduled posting dates by University Policy Manuals Group because it has significant and urgent importance for the university community. This policy will be included in the publication process by the next feasible posting for online policies and procedures.


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Effective: 3/1/1965

Revised: 11/12/2014

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PUR 303–02: Sole Source Procurement/Justification

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Purpose

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To allow, under certain conditions, for procuring goods or services from a single source without soliciting bids from multiple sources

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Source

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Arizona Board of Regents Policy Manual - 3-803

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Policy

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The chief procurement officer may waive the bidding requirement for the procurement of sole source items.

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Procedures

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Preparing the Justification

To request a sole source procurement, the requestor must attach to the purchase request a written justification on a Justification for Sole Source Purchase form that:

  1. describes the technical or performance characteristics of the goods or services
  2. explains why these characteristics are essential

    and

  3. verifies that these characteristics cannot be obtained from any other source.

Sponsored Projects

For sponsored projects, consultant services may be considered a sole source procurement if:

  1. the sponsored project request specifies consultants or professional services by name or company

    and

  2. approval for the sponsored project includes these specified consultants or professional services.

The requestor must attach to the purchase request a copy of the portion of the approved grant that specifies the consultant or professional services.


Processing the Justification

Purchasing and Business Services will request a written quotation from the sole source supplier. A statement shall be required on the quotation form that the price quoted for the goods and/or services is the same as, or lower than, that normally charged to educational institutions.

If the chief procurement officer determines that the justification is adequate, the director will:

  1. waive the competitive bidding requirements
  2. approve the sole source procurement in writing
  3. file the justification in the contract file

    and

  4. enter the transaction in the sole source log if the procurement costs more than $50,000.

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Cross-References

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For information on the cost analysis of sole source procurements, see PUR 303–04, “Cost Analysis.”

For information on bidding, see:

  1. PUR 303–03, “Preparation of Specifications and Response Evaluation Criteria”
  2. PUR 305–01, “Bidding Requirements for Procurements Costing Less than $50,000”
  3. PUR 305–02, “Bidding Requirements for Procurements Costing at Least $50,000 but Less than $100,000”
  4. PUR 306–01, “Bidding Requirements for Procurements Costing $100,000 or More”
  5. PUR 306–02, “Waiver of Bidding Requirements for Procurements Costing $100,000 or More”
  6. PUR 501–01, “Information to Suppliers”
  7. PUR 501–02, “Advertising for Bids”

    and

  8. PUR 501–03, “Bid Security and Performance and Payment Bonds.”

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