Proprietary Purchases (C-26)
Original Implementation: September, 1979
Last Revision: January 25, 2011
A proprietary situation occurs when competition is not available. When the specification requirement limits consideration to one manufacturer, one product, or one service provider, a written justification must be provided.
A sole product may be available from more than one source and is subject to best value procurement rules.
A sole source is a specific item that is available from only one source.
Along with the Purchase Requisition the department must submit a Sole Source/Product Justification Form. On the form only the applicable items must be answered and must provide sufficient explanation to address the following:
- an explanation of the need for the proprietary specifications; i.e. which part or parts of the stated specification restricts the requisition to one manufacturer or provider; and
- the reason competing products are not satisfactory.
Justification for proprietary purchases must be signed by the director of procurement and property services/HUB coordinator. Procurement will research the market to determine if the proprietary request is appropriate.
Cross Reference: Purchase Requisition (C-30)
Responsible for Implementation: Vice President for Finance and Administration
Contact for Revision: Director of Procurement and Property Services/HUB Coordinator
Forms: Purchase Requisition, Sole Source/Product Justification
Board Committee Assignment: Finance and Audit