Purchasing Department

Sole Source for Repairs, Upgrades, and Accessories

The information below must be incorporated into your departmental justification letter when requesting authority to make a Sole Source for Repairs, Upgrades, and Accessory purchases.

Submit a justification in sufficient detail so that a person not familiar with the situation could be expected to understand the need to forego the normal purchasing procedure. The justification should be typed and signed by the principal investigator. The Purchasing Department will not consider a sole source letter from the vendor as the primary justification, but may use this letter as additional information when considering the request.

Consider the following questions when preparing the justification for a Sole Source for Repairs, Upgrades, and Accessory purchases

  • What is the product and what does the product do?
  • Where will the product be located on campus?  Building / room number
  • Will installation and/or on-site training by the vendor be required?
  • Does the product have to be compatible with existing equipment?
  • Is the product an upgrade to existing equipment?
  • If the repair work is performed by another vendor, will this void the warranty on the product?
  • The letter must state there are no other companies or distributors that can provide this product.