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Room 405 Chrysler Hall Tower
253-3000 ext.2081
email:leanie@uwindsor.ca
© Copyright 2012
University of Windsor
Sole Source Procurement
In the case where an end user has identified the purchase of goods / services from a sole supplier, Purchasing will follow the University Sole Source Procedure. This procedure requires a the completion of a Sole Source Form, including a written explanation and sign off by the end user that explains in detail why the goods / services can only be provided by the supplier specified on the Purchase Requisition. If the end user makes the claim that items can only be provided by one supplier, the requirement for competitive bid process may be waived if the specified criteria. The guidelines are, by necessity, quite general and will be tempered by the Purchasing Officer’s judgment in the case of necessary exceptions. In order to qualify as a sole source procurement, the goods / services should meet at least one of the following criteria:
· to ensure compatibility with an existing product
· to protect copyrights or patents
· for the maintenance or repair of specialized equipment that must be carried out by the manufacturer or its representatives
· to take advantage of exceptionally advantageous circumstances such as bankruptcy or receivership
· if goods are already subject to a lease-purchase agreement where payments are partially or totally credited to the purchase
· if, for scientific or research reasons, the product is only available from one source-in this case, the requisitioner accepts personal responsibility that no other product can meet the specifications required for his/her scientific or research needs
A copy of the University Sole Source Form can be found below: