Sole Source Purchase

A Sole Source should only be used when it is the only option available. The purchase type “Sole Source” should only be used for purchases over $25,000 or contracts that will exceed $25,000 over the life of the contract and it must be posted to the Georgia Procurement Registry (GPR).

The following steps should be taken:

  1. Completely fill out the Sole Source Intent to Award Justification form….areas of noted concern
  2. State Entity Name - Department of Natural Resources
  3. State Entity Code – 46200
  4. Procurement Officer (APO) – Rhonda Henslee, , (404)463-2062
  5. Identify efforts made to locate other possible sources
  6. Supplier Name, a Contact Person and phone number
  7. Scope of Work – the red instructions are very specific on what is required
  8. Provide an explanation why only a particular style, model, type or manufacturer is required….

Sole Source Purchase Justifications
Exclusive or Unique Capabilities /
  • Example 1: Only one supplier can satisfy the technical requirements because of unique technical competence or expertise.
NOTE: The procurement professional must ensure the technical requirements are valid and verifiable.
  • Example 2: Only one supplier possesses patents or exclusive rights to manufacture or to furnish the item or service.

Excessive Cost /
  • Example 3: Only one supplier can furnish the services because of the supplier's previous state entity experience and having an alternative source duplicating these capabilities would result in excessive costs to the state entity.
NOTE: Excessive costs must be quantified.
  • Example 4: The item does not satisfy any of the justifications noted above, but the use of any other manufacturer's good or equipment would result in excessive costs to the state entity.
NOTE: Excessive costs must be quantified.
  1. Letter from Original Equipment Manufacturer is required and must be attached
  2. Exclusive Capability – please do not repeat what was entered for “provide an explanation why only a particular style, model, type or manufacturer is required”
  3. For complex or multi-line Sole Source purchases, you can attach a quote from the Supplier.

Follow the “Creating a Special Requisition over $25,000” instructions and upload the Sole Source Intent to Award Justification form, OEM letter, quote, and any other documentation you deem necessary. Your Purchasing Agent will review and then discuss with APO prior to posting to the Georgia Procurement Registry. Upon award, the form must be pulled into the PO in the Header Comments area and the GPR Bid Number assigned must be cross-referenced.

Purchasing Agents:

  1. Log the Requisition in the Tracking Spreadsheet on the S Drive
  2. Conduct Market Research – Google it and/or use the Thomas Registry and print the results to Adobe and upload to the PO Header Comments (do not show to vendor) to document.
  3. Ensure that the Sole Source Intent to Award Justification form used is the most current form and has no spelling errors, complete sentences, correct NIGP codes, is justifiable as per the GPM prior to reviewing with the APO.
  4. After APO approves,(remember $500,000 or greater, must send to DOAS for approval)assign a Bid Number by using the Tracking Spreadsheet on the S Drive (Example of # is 46200-Origin-FY-## ## is the next # on the S Drive for a Sole Source). Log into the GPR, go to Bid Processing, then Post a Sole Source Bid. The GPR must include:
  5. a detailed description of the goods/services to be purchased, the exact quantity, the per unit price, and the total price; if the exact quantity is not known because the state entity seeks to establish an open contract without seeking bids/proposals, the state entity must include the estimated quantity, the per unit price, and the total estimated value of the open contract
  6. the expected term of the contract, to include any renewal options
  7. the identity of the sole source supplier
  8. the completed Sole Source Intent to Award Justification form
  9. instructions to interested suppliers to file any challenges to the sole source determination in accordance with SPD’s established process for resolving protests….see below

The Georgia Department of Natural Resources is providing public notice of its intent to award a contract to [Insert Name ofSoleSource] to provide [Insert Description of Goods/Services]. [Insert Name of Sole Source] has been identified as thesolesource for this purchase for the reasons stated in the attachedSole-Source Justification Form. Any supplier capable of providing the identified goods/services may challenge thissole-source determination by filing a written protest with the Deputy Commissioner of the State Purchasing Division (SPD) in accordance with the protest procedures outlined inSection 6.5. Step 4 – Supplier Participates in Protest Processof theGPM. The protest must be received prior to the closing date and time identified herein.

Make the Sole Source Justification, OEM letter, and quote as one PDF file and upload to the GPR.

Update the Tracking Spreadsheet on the S Drive.

After the posting closes and no protests are pending, post the NOA and if applicable, create the PO…..

03/03/2016