Sole Source (Non-Standard) Procurement Process Request Form Frequently Asked Questions:
The addition of section D titled ADDITIONAL EXCEPTIONS/CIRCUMSTANCES IN WHICH THE STANDARD PROCUREMENT PROCESS IS IMPRACTICAL. These are approved per Board of Regents rule r571-8 or University of Utah procedure 3-100c. Please contact the Purchasing Department if you have questions.
The requesting department completes the form and attaches it to the requisition.
The purchasing department reviews and approves the request.
Having an urgent need is not a valid justification for conducting a sole source process.
No. Sole source justification cannot be based on ‘best source’ or lowest price available. Finding the best source or lowest price is accomplished be conducting a competitive process. If conducting a competitive process, you may provide price estimates you have obtained and a list of suggested vendors along with their contact information to aid in the bidding process.
The department must explain in detail why the service or product is only available from one source and, if applicable, define in detail the proprietary specifications. The explanation must also include a statement that the requestor validates that this is the only source. The department must complete Section A items 1. – 4. of the sole source (nonstandard) process request form.
Yes. You must demonstrate that the estimated transitional costs are unreasonable or cost prohibitive and complete Section B: COMPANTIBILITY/TRANSITIONAL COSTS items 1. – 5.
No, per Part 8 Utah Procurement Code 63G-6a-802 (2), we may not use costs associated with trial use or testing as a consideration of transitional costs.
Yes. Per Part 8 of the Utah Procurement Code, the Purchasing Department is required to negotiate with the vendor to ensure that the terms, including price and delivery, are in the best interest of the University.
Attach it to the requisition. The quote must match the requisition line items and total.
Each decision maker involved in directing the sole source selection to the vendor chosen must complete and sign a separate COI disclosure. Attach multiple forms if applicable.
Yes, but we are limited to circumstances described in the rule. Those circumstances are outlined in Section D of the sole source (nonstandard) process request form. Confer with the purchasing department if you have questions.
Radioactive isotopes and unique specimens are covered. Discuss the validity of other items with the purchasing department. Equipment and services used in research is not eligible for this exception.
You may select the instructional materials, but if that material if available from multiple sources, then we will conduct a competitive process. You will submit a requisition in Ushop instead of completing the sole source form. Confer with the Purchasing Department if you have questions.
No. Only group travel hotels. Please contact the Travel office to make arrangements for individual business travel.