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There are a few circumstances and items excluded - in all
or part from the competitive bid guidelines. Please note that failing
to anticipate needs resulting from poor planning is not an exception to
these guidelines. Certain situations which may justify purchases without
following the competitive bid procedures are as follows.
Items purchased from current College, state, federal, or other cooperative contract or pricing agreement.
Emergency purchases when:
Human life, health or College property is in jeopardy.
Repairs of equipment involve hidden dangers.
Repairs are immediately needed for equipment where delay would lead to higher expense.
Items purchased for resale; such as the Computer Stores, where a separate procedure is in effect.
Items procured solely from a government agency.
Library acquisitions (books, periodicals and films).
Items which are proprietary (software, etc.).
OEM (Original Equipment Manufacturer) requirements for equipment under lease, rental, warranty or maintenance.
Agency specified vendor.
Design compatibility with existing equipment.
Only known source of supply.
Sole source purchases with an aggregate expenditure over $5,000 and using a sponsored (grant) account shall be subject to prior approval at the discretion of the sponsoring agency.
Written documentation of some form of price or cost analysis is required on all sole source purchases with an aggregate expenditure in excess of $5,000. Appropriate documentation may include copies of published price lists or advertised pricing in established magazines, journals, and newspapers.
The cognizant department manager or principal investigator should submit a written, clear, but concise statement that justifies waiving the competitive bidding process.
Final responsibility in determining whether an item is a proprietary item and may be purchased from a sole source rests with the Director, Director of Strategic Procurement or Associate Director of Procurement Services.
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