Policies & Procedures Manual - Elizabeth City State University

400.1.8Adopted: 06/14/05Amended: 03/08/11Page 1 of 1ELIZABETH CITY STATE UNIVERSITYSole Source or Brand Specific PurchasesPreambleElizabeth City State University realizes that every desired purchase will not have competitionthat can be acquired, nor do all generic items fit every situation. For these reasons, sole source orbrand specific purchases are permitted. This policy applies only to items that fit in these specificcategories.1.JustificationSome technical items have only one known source or a brand specific item that will satisfythe requirement. Justification for a purchase of this type of item without competitive biddingmust accompany the purchase requisition. Please note that “cost” or “urgency” is not a validsingle source justification. A justification form should be filled out, attached to therequisition and forwarded to the Purchasing Department for approval. (Sole Source/ BrandSpecific Justification Form is located on the ECSU Form & Document websitewww.ecsu.edu ) This form includes the following information:a. Name and address of the suggested supplier;b. Technical specifications which make the product unique;c. Names and addresses of other vendors which make similar products,d. Details of the ways such products fails to meet required specifications;e. Any other information which supports the uniqueness of the requested item(s).2.3.4.Supporting DocumentsCopies of all correspondence including any vendor quotations received in the selection of thespecial product should also accompany the Purchase Requisition.ApprovalIf the request is $100,000 or more in cost, the request will be forwarded to the NC Divisionof Purchase and Contract for processing. If State Purchase and Contract concur in thejustification for the uniqueness of the product, the request will be presented to the StateBoard of Award with the recommendation that the product be waived from the competitivebidding process.Limited UseThis process is not frequently used since there is generally competition for almost any type ofequipment or supplies used by the University. In many cases, even “brand specific” productsmay be purchased from more than one source.