SOLE SOURCE AND SOLE BRAND / SERVICE OR PRODUCT

							                                SOLE SOURCE GUIDELINES
The University of Montana acknowledges there are occasions when products or services must be
purchased from one specific source. Should you request that your equipment or service be purchased on
a sole source basis, it must meet at least one of the criteria or examples outlined below (See MCA 18-4-
306 and ARM 2.5.604). You will be asked to provide a written explanation, commonly referred to as a
"sole source justification" using the Sole Source Justification Form, which will support your request.

These guidelines will help you fill out the form only when required depending on what type of purchase
the department is requesting. Do not just submit this form for approval. Please refer to the type of
purchase to determine other forms that will be required.

Exceptions (Does not apply to):
 Controlled items
 Printing (all printing must be handled through Printing and Graphics)
 All Service/Maintenance Agreements or Renewal of Software Support & License Contracts or
   Extended Warranty (see All Service/Maintenance Agreements or Software Support & License
   Contracts or Extended Warranty form)
 Photocopiers (see Photocopier Guidelines)
 Leases (see form on website)
 House, Apartment, Office Space, rentals, etc. (see form on website)
 Used Vehicle and Trailer Acquisition (see form on website)
 Services for: one event guest speaker; training and conference space rental & catering; or training
   (this does not include someone that develops the training material).

A sole source request shall be submitted via email to UMPurchasing@mso.umt.edu using the Sole
Source Justification Form with the appropriate supporting documentation including a current quote from
the vendor. The purchasing office, in consultation with the requester, will make final determination as to
whether equipment can be purchased on a sole source basis. Your sole source documentation will
remain on file as part of the official procurement documents, and may be subject to audit or review by
interested parties. Federally funded acquisitions will require that cost reasonableness be justified for sole
source acquisitions in excess of $5,000.

For PRODUCTS ONLY between $5,000 and $25,000:
The Sole Source Justification Form will be the tool Business Services-Purchasing will use to stamp their
approval; and email or fax back to the department a copy of the approval prior to the department ordering
the product(s).

PAYMENT NOTES: Business Services - Purchasing approval of Sole Source Justification, only approves
the ordering of the product. The Department must follow Direct Pay Invoice or UM ProCard payment
procedure and dollar amount authority administered by Business Service – Accounts Payable. For Direct
Pays of $5,000 and above submit a copy of the Sole Source Justification Form approved by Purchasing
along with the vendor’s invoice to Business Services Accounts Payable. For ProCard payments of $5,000
and above, submit a copy of the Sole Source Justification Form approved by Purchasing and coordinate
with Business Services Accounts Payable for a one-time card limit increase.

The most commonly accepted sole source justifications are outlined below as examples. Other
justifications have been accepted with proper supporting documentation. Remember to name the project,
grant, equipment, type of experience, location, name of speech, in full detail. Please do not abbreviate.

For SERVICES over $5,000:

   Uniquely qualified for ____ because they work with the same protocols required.

   Results of service will be consistent with work performed on other ___ projects, therefore saves time
    on this _____ project.

   Contractor is familiar with ___ protocols.

                                                                                      IN004 – Revised 09/11
   Contractor has ___ equipment to provide the ___ required.

   Contractor has the detailed knowledge of _____ required for this ____ project which will provide
    consistent and timely completion of the project ______ (name the project).

   Contractor has the knowledge, credibility, and relationships with ____ to provide _____ to this ____
    project.

   Contractor has ____ years experience in the field of ____ necessary to fulfill the ______
    requirements required in the ______ grant.

   Contractor is the only commercial lab specializing in the analysis of ______ using the level of quality
    control necessary to process large volumes of samples with a rapid turnaround time and defensible
    results.

   There is no other individual that has the background and experiences that the contractor possesses
    to fulfill this contract for ____.

   Contractor has the required equipment, expertise, and availability for the needs of this study.


For PRODUCTS over $5,000:

   The unique configuration of this equipment is only available through the contractor and not available
    through any other distributor or supplier.

   This software is only available through the manufacture. It is not available through any other
    distributor or supplier.

   Compatible with existing equipment and not available through any other distributor or supplier.




                                                                                     IN004 – Revised 09/11