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Purpose

This procedure is issued to provide University departments with guidance when obtaining goods or services, $15,000 and over.  Justification for this type of purchase is used when the goods or services are only available through a single source.

Policy

This procedure is issued in accordance with The University of Texas at El Paso Procurement Operating Procedures. 

Competition may be waived if a purchase of goods or services over $15,000 meets justification criteria.

Procedures

1. When requesting approval on an Exclusive Acquisition - Sole Source, consider the following:
   • • Equipment maintenance or repair parts from the original equipment manufacturer (OEM).
     • Pharmaceuticals or chemical reagents that are only available through one supplier.
     • Software or software maintenance that is only available through one software supplier.
     • Specific reagents used in long‐term experiments. For continuity of research, a lab would need to continue using the same products for the duration of the experiment
     • Compatibility with existing equipment. A laboratory is purchasing a new component from a supplier to add to an existing piece of equipment to enhance its quality/performance.
     • A contract or grant specifically names a supplier, product, or service that is required for the university to use.

   Note: You must provide a thorough and complete response to all the considerations. You may attach additional pages to the form.

2. To request an Exclusive Acquisition - sole source justification:
   • Complete the electronic Exclusive Acquisition Sole Source Form available in Miner Mall.
   • The electronic form will route to the appropriate Department Approvers.
   • Form will then route electronically to the Purchasing Department for final approval.
   • If you have any questions regarding the use of this form, please contact your purchasing representative or call ext. 5601. To contact your Buyer, please see “Who's My Buyer?" (/vpba/minermall/who-is-my-buyer/index.html) webpage.

Applicability

This administrative procedure applies to all university departments.

Definitions

Sole Source - Sole Source (as defined in Texas Government Code 2155.067). Justification for a proprietary purchase is used when the goods or services are only available through a single source. The Purchasing Office establishes that the selection meets this criteria. 

Responsible Party

Associate Vice President, Purchasing & General Services

Last Updated: March 11, 2020

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