Western Carolina University

Sole Source Purchases

Policy
When the purchase of highly technical or unique items indicate there may be only one known source or brand specific item that will satisfy the requirement and the purchase exceeds the bid threshold, documentation must be provided justifying the purchase without competitive bidding. The Director of Purchasing must approve these sole source purchases. Please note that "cost" or "urgency" is not a valid sole source justification.

Procedures

1. Requisitions for sole source purchases should be submitted to the Purchasing Department using routine requisitioning procedures.
2. A justification memo for the sole source purchase must accompany the requisition providing the following information: Sole Source Request Form (Word)
   - Name and address of the suggested supplier
   - Technical specifications which make the item unique
   - Names and addresses of other vendors, which make similar items, and details of the ways such items fail to meet required specifications.
   - Any other information which supports the uniqueness of the requested item(s).
3. Copies of all correspondence including any vendor quotations received in the selection of the special item should accompany the requisition and memo.
4. If the request is over $100,000 in cost, the request will be forwarded to the State Purchase and Contract Division for processing. If the State Purchase and Contract Division concurs with the justification for the uniqueness of the item, the request will be
   presented to the State Board of Award for approval as a sole source.
5. If less than $100,000, the requisition and justification must be approved by the Director of Purchasing.
6. All documentation for the sole source purchase will be filed with the Purchasing Department copy of the purchase order.

Emergency Purchases

Policy
The University is delegated the authority to make emergency purchases $100,000.00 or less without following the prescribed procedure for routine purchases. Emergency purchases exceeding the threshold for which competition is required and for which bids will not be obtained must be approved by the Director of Purchasing or Associate Vice Chancellor for Administration and Finance. Emergency purchases greater than $100,000.00 must be approved, by telephone, by the State Purchase and Contract Division, if time permits,
before the purchases are made. Emergencies are defined as: "Situations, which endanger lives, property, or the continuation of vital programs and require immediate, on-the-spot purchases of equipment, materials, supplies or services."

Procedures

1. Requisitions for emergency requests for purchases should be brought to the Purchasing Department by messenger or submitted electronically with a justification for the emergency purchase.
2. The Purchasing Department will solicit quotations by telephone or fax machine, if necessary; obtain approval of the State Purchase and Contract Division, if required; and place the order.
3. The Purchasing Department may assign a purchase order number, if necessary, to the transaction and authorize the requesting department to place the order by telephone.
4. If the emergency occurs outside of normal business hours, the Director of Purchasing or one of the Purchasing Agents should be contacted for assistance. If they are unavailable, the purchase may be made, and must be fully documented and forwarded to the Director of Purchasing for review the next working day.
5. Purchases made on an emergency basis outside of competitive/State Term contract guidelines will be reviewed for approval by the Director of Purchasing or Vice Chancellor for Administration and Finance and all documentation maintained in the Purchasing
   Department.