Reasons for a Sole Source

What are valid reasons for including a sole source product in a public works specification?

In evaluating whether a product should be a sole source, it is important to balance the business and operational needs of the agency with the expectation that public contracting will be open to as many firms as possible.

Here are a couple of reasons that may, depending on the facts, be part of a justification for including a sole source product in a public works project.

• Public Agency’s Needs:  Only one product available that meets owner’s performance objectives and operational needs
• Franchise:  Product is available only from one distributor because of a geographic franchise
• Warranty:  Using another product would void a warranty
• Compatibility with other equipment, hardware, or systems
• Operational Impact:  Negative operational impacts
• Parts:  It is in the agency's best interests to limit the number and type of parts it is required to stock
• Training:  Training and operational efficiencies from having to train staff on only one system or product

6.Any sole source product should be justified in writing and approved by the appropriate individual at the public agency.  Justifying a sole source is very dependent on the specific facts of a situation.