When competition may not be feasible or available the campus may choose sole source or single source procurement. The campus must justify and document the selection and establish the reasonableness of price.
All proposed contracts funded through State appropriations and/or Income Fund Reimbursable (IFR) funds that require execution by an authorized University signatory must first be submitted through the Contract Management workflow. Submissions must include responses to the sole/single source justification questions along with basic contract details.
Upon receipt, Contract Management will coordinate with the Purchasing Office to initiate the single source procurement process and secure all required approvals (including those from the New York State Attorney General’s Office and the Office of the State Comptroller, as necessary).
Sole Source is procurement in which only one vendor is capable of supplying the commodities or services. This may occur when the goods are specialized or unique in character. Written justification must be provided.
Single Source is procurement in which, although two or more vendors can supply the commodities or services, the campus selects one for material and substantial reasons such as copyright, distribution rights, etc. Written justification of these reasons must be provided.
Sole and Single Source Purchasing By Dollar Amount Thresholds
Up To $2,500
Sole or single source process is not applicable. Requestor may choose vendor without written justification or quotes from competition.
$2,501 To $125,000
Requestor must provide Purchasing Department with written justification of sole or single source purchase and approved requisition number. If over $50,000 it must be advertised in New York State Contract Reporter for a minimum of 15 business days. Approval by Office of the State Comptroller is not required.
$125,001+
Requestor must provide Purchasing Department with written justification of sole or single source purchase and approved requisition number. Must advertise in New York State Contract Reporter. Approval by Office of the State Comptroller required (approximately 4-6 week turn around).