$1,000+ Sole Source Purchase: Requires written authorization from the Superintendent or Business Administrator before the order and purchase can be made.
Section 63G-6a-802 of the State of Utah Procurement Code (Procurement Code) allows award of a contract (or PO) without competition when:
There is only one source for the procurement item; or
The award to a specific supplier, service provider or contractor is a condition of donation that will fund the full cost of the supply, service, or construction item.
Section 63G-6a-802 (3) states: Circumstances under which there is only one source for a procurement item may include:
(a) where the most important consideration in obtaining a procurement item is the compatibility of equipment, technology, software, accessories, replacement parts, or service;
(b) where a procurement item is needed for trial use or testing;
(c) where transitional costs are unreasonable or cost prohibitive; or
(d) procurement of public utility services.
Section 63G-6a-406 of the Procurement Code was revised and now requires a minimum public posting period of seven (7) consecutive days before approving a Sole Source procurement with a total cost over $50,000.
Refer to the sole source training presentation available for download on this web page. Although some of the procedures mentioned in the training are for state agencies, our district is subject to the state procurement code; and this training is a helpful resource.
Approval Procedure: Proper approval must be obtained from the appropriate supervising administrator and the Business Administrator or Superintendent. This can be done in one of three ways:
1. Using the Sole Source Purchasing Form
2. Obtaining approval through electronic e-mail: If this option is used, the following must be documented on the e-mail thread:
The request must provide the information required on the Sole Source Purchasing Form:
A list of all applicable reasons for making the request; see possible reasons listed on the Sole Source Purchasing Form
Provide all necessary explanations and documentation; see list of necessary explanations and documentation on Sole Source Purchasing Form
Approvals: The e-mail thread must document the requester, the approval of the immediate supervisor, and the approval of the Superintendent or Business Administrator
Accounting Records: The complete e-mail thread must be printed in hard copy form and retained with the purchasing and accounts payable records for future reference and audit review
3. A combination of #1 & #2: The requesting individual and supervisor can complete the the Sole Source Purchasing Form, e-mail the signed copy of the form to the Superintendent or Business Administrator, and the Superintendent or Business Administrator can respond electronically. The Sole Source Purchasing Form and e-mail approval must be printed in hard copy form and retained in purchasing and accounts payable records for future reference and audit review.