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SOLE SOURCE/SINGLE SOURCE PROCUREMENTS

 

WHEN TO USE SOLE SOURCE/SINGLE SOURCE PROCUREMENT

SINGLE SOURCE - DEFINED

SOLE SOURCE - DEFINDED

SOLE SOURCE JUSTIFICATION LETTER

 


WHEN TO USE SOLE SOURCE/SINGLE SOURCE PROCUREMENT

In cases where there is no practical value in soliciting competition for materials or equipment and where only one source is available, it may be possible to make the purchase without formal bidding.  Purchasing will evaluate each request and make a determination whether a sole source acquisition is appropriate.  To initiate the process:

Sole/Single-source procurements must be justified in sufficient detail to explain the basis for suspending the usual competitive procurement process. Sole/Single-source procurements also require board approval prior to purchase if no prior resolution authorizing the purchase of the goods/services exists.

 Be careful with focusing on bells and whistles of the product that do not necessarily go to the heart of why the product is being sought. One court has observed that the uniqueness of the product goes to the functionality of the equipment, not the "really nice extra features" aspect of the product.  Also be careful to distinguish between "sole source" and "sole product."  If only one PRODUCT will do the job, but that product is available from different vendors, a "sole source" acquisition is not appropriate.  Contact your Point of Contact Buyer for additional information or clarification. 

 

SINGLE SOURCE - DEFINED

Single Source is procurement in which, although two or more vendors supply the commodities or services, the department selects one for substantial reasons, eliminating the competitive bidding process. 'Single' means 'the one among others'.

 

SOLE SOURCE - DEFINED

Sole Source is procurement in which only one vendor is capable of supplying the commodity or service. This may occur when the goods or services are specialized or unique in character. Written justification must be provided. 'Sole' means 'the one and only'.

 

SOLE SOURCE JUSTIFICATION LETTER

Submit a sole source justification letter to Purchasing Services that includes:

  1. A product description, including quantity and technical features.
  2. History of prior purchases and their nature (competitive vs. noncompetitive)
  3. Statement as to the unique circumstances that require award by noncompetitive bid/proposal.
  4. An explanation of why the product is unique, if applicable: either (a) The product has special technical qualities, essential to the proposed use/function, and no acceptable substitutes are available from another supplier/manufacturer; or (b) The product is a replacement or auxiliary part to match existing specialized equipment with unique physical design and quality requirements serving a particular function/use.
  5. Proof of no known equal, including a description of attempts to find an equal from other vendors and verification/information of only one available source.
  6. An explanation that the purchase price is reasonable: (a) Attach documents that prove that the manufacturer offers the best price available because a purchase from a distributor includes the distributor’s mark-up. (b) Attach a written certification letter from the vendor that its sales price is the best price it offers to any similarly situated educational or non-profit customer.
  7. Description of the efforts made to find competitive sources.
  8. Statement as to the efforts that will be taken in the future to promote competition for the requirement.
  9. Letter must be signed/approved by Dean/Director and Vice President. Once your letter has been received, then your sole source request may have to go before the board for approval.


 

 

 






Hours of Operation:

Purchasing Office:
Monday through Friday
7:30am to 4:30pm

Phone: 909-652-6701
Fax: 909-652-6704


Receiving Dock:
Monday through Friday
8:00am to 4:00pm

Phone: 909-652-6711

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Rev. 4/18/11


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