In many cases a sole source request may reflect personal preference rather than a sole source.
Sole source procurements are justified in certain cases where the vendor holds a patent, an awarded grant specifies the exact type and brand of equipment to be procured with its funds, or where there are actual and documented issues regarding compatibility. For procurements $25,000 or higher PaCS is required by Oregon Administrative Rule to advertise that we are placing a sole source procurement. The advertisement must be posted for seven (7) calendar days. Other vendors or contractors then have the opportunity to protest our placement of the sole source procurement contract.
A compelling sole source justification makes a clear and convincing link between the department and/or program’s requirements and why the particular vendor’s methods or goods are the only ones capable of meeting those requirements. Simple statements regarding “compatibility” or other ambiguous reasoning may result in increased time and effort to authorize a sole source justification. It may also result in converting the procurement to a competitive process.
Contact PaCS as soon as possible and let us assist you in preparing a sole source justification, or in processing the procurement in the most appropriate manner.
Click HERE for a quick guide to completing a sole source justification form
When you submit an order to PaCS you will need to do the following:
To submit an order, fax it to 737-2170, email it to PaCS, or put it in campus mail. Please do not send two copies of your order such as an original and a faxed copy. This will only increase the risk of duplicating an order.
Be prepared to answer questions from the PaCS team when you submit a sole source order. We are here to protect your department from poor audit reports and litigation if another company demonstrates that they could provide the same equipment or service for a lower price.
