Department Resources

Ways to Buy FAQ

 

 

Sole Source

Note: The State requires that California State University, Fresno purchase on a public competitive bid basis and award orders to the lowest responsible bidder meeting specifications.

Sole Brand Guidelines

Sole Brand items have unique performance features not found in other items but are available on the open market from multiple sources.

Sole Brand purchasing is an exception to the procurement polices. Such requests should not be made unless you are certain there is a valid requirement and adequate documentation to qualify for this exception. The brand name procurement request must clearly demonstrate that the acquisition of the brand name product is:

  1. Unique and essential to the CSU's requirements, thereby precluding consideration of a product manufactured by another company, or
  2. Required to match other similar product already in place and the use of an alternate product would cause the CSU to incur substantial additional costs, and you provide specific information regarding the equipment you are matching.

In order for Purchasing to consider a request for Sole Brand, the justification form (found under "Purchasing Forms" tab to the left) must be completed and signed. This justification, if approved will remain on file in Procurement for review by the audit teams.

Factors which do not apply to sole brand: The following should not be included in your justification as they will not be considered and only tend to confuse the evaluation process:

  1. Personal preference for product or vendor
  2. Cost, vendor performance, local service, maintenance and delivery. (These may be considered award factors in competitive bidding.)
  3. Explanation for the actual need and basic use for the equipment, unless the information relates to request for unique factors.
  4. The statement, No Substitution, will not be considered without completion of the justification form.

Sole Source Guidelines

Sole Source items have unique performance features not found in other items and are available only from a single manufacturer/dealer with exclusive distribution rights.

Sole Source purchasing is an exception to the procurement policies. Such requests should not be made unless you are certain there is a valid requirement and adequate documentation to qualify for this exception. The sole source request must clearly demonstrate:

  1. That there is only one source or only one supplier that can provide the goods or servicfes in accordance with the requirements of the CSU.
  2. The existence of limited rights in data patent rights, copyrights or secret processes make the supplies or services available from only one source.
  3. Addition of new work that was not within the scope of or incidental to, the original contract scope of work, either as part of the base contract or as an option, is subject to sole source requirements.
  4. To match and intermember is an acceptable justification of sole source when you provide specific information regarding the equipment you are matching.

In order for Purchasing to consider a request for Sole Source, the justification form (found under "Purchasing Forms" tab to the left) must be completed and signed. This justification, if approved will remain on file in Purchasing for review by the audit teams.

Factors which do not apply to sole source: The following should not be included in your justification as they will not be considered and only tend to confuse the evaluation process:

  1. Personal preference for product or vendor.
  2. Lack of advance planning
  3. Concerns related to the amount of funds available (e.g. funds will expire) to the University or activity.
  4. Cost, vendor performance, local service, maintenance and delivery. (these may be considered award factors in competitive bidding.)
  5. The statement, No substitution, will not be considered without completion of the Justification form.

If you need assistance in completing your justification, please call Procurement at 278-2111 and ask to speak to the buyer assigned to the commodity you are requesting.