It shall be the policy of the City that single/sole source purchases shall be permissible in instances where the conditions and circumstances necessitate the need for a particular product or service, which is available only from one vendor.
1. Purchases of goods or services from a single/sole source are exempt from competitive procurement requirements upon approval of a single/sole source purchase request.
2. Single/ sole source purchases may be requested when any of the following apply:
a. Only one product or service will produce the desired results and that product or service is, available from only one vendor.
b. The product or service is a component, repair, replacement part, or service on or for existing equipment for which no commercially available substitute exists and the product or services can only be purchased from the manufacturer or its sole distributor.
c. Additional unanticipated goods or services are needed to complete an ongoing task.
The Finance Director, upon consultation with the City Attorney, has the authority to approve or deny the single/sole source purchase requests.
The Finance Director will also attempt to contact the manufacturer of the product to identify vendors that can supply the product.
1. If there are no submittals received and no other vendors were located by the Finance Director, the Finance Director may authorize the single/sole source purchase.
2. If submittals are received, the Finance Director and user department will review them. If, after the review, the decision is made that no submittals meet the specific requirements, the Finance Director may proceed with the sole source purchase. If it is found that the information submitted indicates that the product or service requested can be provided by other vendors, an invitation to bid or request for proposals will be issued.