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  • Sole Source Procurement

    A contract may be awarded for commodities or equipment without competition when the Director of Purchasing at UMMC or appropriate designee determines in writing that there is only one source for the required commodity or equipment. These purchases will be in compliance with Section 31-7-13, Mississippi Code of 1972, annotated. Approval for sole-source purchases must be obtained from the Office of Purchasing and Travel through UMMC's Purchasing Department.

    The provisions of this regulation apply to all sole-source procurements unless emergency conditions exist (see Emergency Procurement).

    Sole-source procurement is not permissible unless a requirement is available from only a single supplier. A requirement for a particular proprietary item does not justify sole-source procurement if there is more than one potential bidder or offerer for that item. The following are examples of circumstances which could necessitate sole-source procurement:

    • Where the compatibility of equipment, accessories, or replacement parts is the paramount consideration (and manufacturer is sole supplier)
    • Where a sole supplier's item is needed for trial use or testing
    • Where a sole supplier's item is to be required when no other item will serve the need of the user entity. The determination as to whether procurement is a sole source will be made and approved by the Director of Purchasing or appropriate designee at UMMC.  This determination and basis will be in writing. The Director of Purchasing will specify the application and the duration of its effectiveness. In cases of reasonable doubt, competition should be solicited. Any request by a using agency that procurement be restricted to one potential contractor must be accompanied by an explanation as to why no other supplier will be suitable or acceptable to meet the need.

    An item that can be certified as a single-source item may be purchased without complying with provisions for competitive bidding. Authority must be granted by the Office of Purchasing and Travel prior to acquisition of the item. Any request for single-source purchase must be accompanied by an explanation as to why no other item would be suitable or acceptable to meet the need. This explanation shall be attached to the Purchase Requisition.

    The following questions should be answered when considering sole-source procurement:

    • Do other companies make similar commodities that will do the same job or meet the same goals?
    • How is this item unique from all others?
    • What can this item do that the others cannot?
    • Is there a copyright or patent on the commodity?
    • Is this item available from other distributors?

    Purchasing requires specific letters and forms when Sole Source Procurement is requested.  Please contact your Buyer in the Purchasing Department to access the correct and current application resources.