Sole source purchases are goods and services available from only one supplier. There may be one vendor because of patents, copyrights or simply because the vendor is the only one which supplies the good or service.

Example: Patented products, monopolized items, books, captive replacement part or component for equipment, and software with exclusive distribution rights. Items that are only available from one manufacturer are not a sole source, if the items can be purchased from distributors.

The City is responsible for obtaining and retaining documentation from the vendor that clearly states the reasons the purchase must be made on a “sole source” basis.

All sole source purchases require written justification in the form of an affidavit which must be completed by the vendor and notarized. This form must be submitted and approved by the Purchasing Agent prior to the purchase being made.

Be sure that the function the user department is asking for is a "need and not a "want". For example, only one vendor sells equipment with the special function. Other vendors have a similar function but not exactly the same. Ask the question, do we need the specific function and why would a similar function not work.

All purchases in excess of $70,000 shall be made in conjunction with the Purchasing Agent who will post a Notice of Intent to purchase a sole source item in the e-pro system.

SECTION 8: Capital / Fixed Asset Purchases

NUMBER: 06-02

CAPITAL / FIXED ASSETS

Definitions:

APPROVED BY: POLICY DATE: REVISED DATE: