Single Source Procedure
Effective date January 1, 2016
The requirement to use a competitive bid process for procurement of goods and services valued
above $5,000 can be waived, but only under particular circumstances. A written justification or
explanation, and approval signature is required as part of the process. The waiver can apply to:
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
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Emergencies
Adverse market conditions
Sole source situations (see Single Source Procurement Justification form)
Note: Failure to anticipate a need or lack of planning is not considered an emergency
What is the difference between single source and sole source?
Single source refers to the practice of purchasing goods or services from specific suppliers even
though there may be viable alternatives. With exception of an emergency situation, this is not in the
best interests of the university as the process does not demonstrate due diligence and there is no
assurance the best value has been obtained. Without due diligence, this type of procurement
decision is not supportable to our funding partners.
Sole source refers to purchasing particular goods or services from a specific supplier because
there is no other reasonable alternative. There are few situations where this type of sourcing can
be justified. Business and/or technical evidence to justify a sole source are generally not
supportable if there is competition in the marketplace. Supplier capabilities, technologies and
processes are constantly evolving and a competitive bid process allows suppliers the opportunity to
raise awareness about any changes.
Procedure
1
Contact Purchasing Services
Explain the situation and the goods and/or services required. Purchasing Services will provide
direction to the department/unit as to whether the requirement appears to meet the criteria for single
source or should be issued for competitive bid.
2
Complete the Single Source Justification form
Document the steps taken to ascertain that there is no reasonable alternative and check the
appropriate box. Attach any supporting information, such as technical or financial analyses. Obtain
an approval signature and forward the completed form with attachments to Purchasing Services for
review.
3
Review of single source justification
Purchasing Services will review the justification and may still require a competitive bid process to
support the procurement decision even though a sole source justification has been provided.
4
Complete a purchase requisition in UniFi (university financial system)
Include a description of the goods and/or service to be purchased, quantity, price, any known terms
and conditions, and name of selected supplier.
Related Links/Forms
Competitive Bid Procedure
Emergency Orders Procedure
PCard Procedure
Versions
Document Name
Single Source Procurement Justification
Contact Information
Contact:
Phone:
Website:
Purchasing Services, Financial Services
306-966-6704
www.usask.ca/fsd
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