UB requires open and free competition for all procurement transactions. In cases where the purchase is limited to a single or sole manufacturer or supplier, UB’s Purchasing Department must have an appropriate justification on file.
Staff are responsible for providing and certifying as accurate and complete necessary data to support their recommendation for other than full and open competition. The justification must demonstrate that only one company can provide goods or perform services. These requirements apply to all funding sources: state, Research Foundation or UB Foundation.
State-funded purchases of $50,000 and over require additional information. Contact the buyer who handles the commodity or service for more information.
|Compatibility||Need for compatibility with an existing item with enough detail to demonstrate that compatibility is indeed necessary|
|Existing Contract ||Vendor holds a service contract and therefore must supply the parts as a part of this contract. Mention warranty invalidation, if appropriate|
The feature or features which would make an item unique:
- A detailed explanation of how and why these unique features affect the function of the item
- An explanation of why these unique functions and/or features are necessary to the use intended by the unit
- Why an item could not be used without these functions and/or features
|Timeframe||Time is of the essence and only one known source can meet UB’s needs within the required timeframe; administrative delays do not justify urgency for a sole or single source justification|
An incomplete or missing justification will delay your purchase request.
The justification should:
Reasonableness of price must be documented. A few ways that this can be documented are listed below: