PURCHASING

When competition may not be feasible or available the campus may choose sole source or single source procurement. The campus must justify and document the selection and establish the reasonableness of price.

Sole Source is procurement in which only one vendor is capable of supplying the commodities or services. This may occur when the goods are specialized or unique in character. Written justification must be provided.

Single Source is procurement in which, although two or more vendors can supply the commodities or services, the campus selects one for material and substantial reasons such as copyright, distribution rights, etc. Written justification of these reasons must be provided.

Sole or single source process is not applicable. Requestor may choose vendor without written justification or quotes from competition.

Requestor must provide Purchasing Department with written justification of sole or single source purchase and approved Oracle requisition number.

Requestor must provide Purchasing Department with written justification of sole or single source purchase and approved Oracle requisition number. Must advertise in New York State Contract Reporter.

Requestor must provide Purchasing Department with written justification of sole or single source purchase and approved Oracle requisition number. Must advertise in New York State Contract Reporter. Approval by Office of the State Comptroller required.

Emergency Procurement

"Emergency" is defined as an "urgent and unexpected requirement where health and public safety or the conservation of public resources is at risk. A failure to properly and timely plan in advance for a procurement, which then results in a situation in which normal procurement practices cannot be followed, will not constitute an emergency." (SUNY Procedures Manual, Item 7553, VI.).

Emergency procurements are exempt from the formal competitive selection requirements but the campus must be able to justify and document the selection of the vendor and establish reasonableness of the price.

An emergency procurement exceeding $20,000 requires the campus to make a prior written request for an exemption from publication in the New York State Contract Reporter. The campus must provide supporting documentation to the Office of the State Comptroller(OSC) in accordance with OSC Bulletin G-107B. A verbal request, followed up with a written request, may be made to OSC, which will respond verbally as soon as practicable, and follow up with a written confirmation of its determination.