In certain situations, UFV may award a project or contract to a supplier without going through a public tender. When these sole source purchases can occur is defined by a number of exclusions and exceptions (defined below and in the Trade Agreements).
Sole source request steps
- Review UFV’s purchasing policy, the Trade Agreements and the sole source guidelines (below).
- If you are unsure if your requirements qualify as a Sole Source purchase or for additional assistance, please contact Procurement Services.
- If you are sure that you qualify, complete the sole source request form.
Sole source guidelines
A sole source may be considered for the following reasons:
- Where no suppliers participated in a tender/RFx and/or submitted responses to a tender/RFx did not satisfy the requirements or conditions.
- Where only one supplier has the unique qualifications or skills needed for the project.
- Where an urgency occurs due to unforeseeable events and goods or services cannot be obtained in sufficient time using competitive bidding.
- Where the project is highly sensitive or confidential and broadcasting it via open competition is inappropriate.
- Where the planned expenditure is small and the competitive contracting savings would not justify the increased cost involved with more competitive methods.
- Where the project is a ‘follow-on’ assignment most appropriately done by the original supplier.
- Where goods are purchased on a commodity market.
- Where a prototype or first good or service is developed for a research project.
- Where goods are procured from unusual disposals such as liquidation, receivership, or bankruptcy.
- Where a contract is awarded to a winner of a design contest.
Before proceeding to a sole source, ask the following questions:
- Have we thoroughly considered what is required?
- Have we thoroughly researched all potential sources of supply?
- Are we being overly restrictive in our terms of reference?
- Can we justify this on the basis of expediency, urgency or cost?
- Could we justify this as fair to the supplier community at large?
- Is this a failure to plan thereby creating the requirement for a sole source process?
When a competitive bid process is not conducted for all acquisitions for goods or services that meet or exceed $75,000 or $200,000 for construction, a sole source request form must be completed and sent to Procurement Services before engaging a supplier.