ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
NUMBER
PAGE
REQUEST FOR SOLE SOURCE PURCHASES
05-0302
1 OF 4
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
DATE REVISED
6Hx7-5.1 Purchasing
January 20, 2015
Purpose
This procedure defines the request for sole source processes and the approval process for state funded
purchases of items or services estimated to cost $3,500 or more under which competitive bid procedures
are not appropriate.
Procedure
A. A request for sole source purchase form must be completed when requesting a state funded purchase
on a sole source basis, defining the justification for the request. Obtain signatures of the supervising
budget administrator, director of administrative services, and for purchases greater than $10,000 the
Campus President or Vice President. Submit the completed form referencing your justification and
supporting department requisition number to the Executive Director, Purchasing and Auxiliary
Services or the Chief Business Affairs Officer for review and potential final approval.
B. Listed below is an overview of $3,500 non-federally funded or greater purchases that do not require
the solicitation of competitive bids or proposals:
Product/Service Exempt From Soliciting Competitive
Bids When Utilizing State of Florida Funding:
1.
2.
3.
4.
Purchases on State Contract (that do not include a
request for quote requirement).
Educational tests, textbooks, printed instructional
materials, films, CD’s, DVD’s, filmstrips, video tapes,
disc or tape recordings or similar audio visual
materials.
Information technology equipment, software and
services from suppliers detailed in the College’s
strategic technology plan, approved by the College
President.
Services including educational services provided by
another public college or university, or any unit of
government, federal, state, or local.
Request for
Sole
Source
Form
Required?
No
Pursuant to:
SBE Rule 6A-14.0734(2)(C)
No
SBE Rule 6A-14.0734(2)(A)
No
SBE Rule 6A-14.0734(2)(G)
No
SBE Rule 6A-14.0734(2)(F)
F.S. 287(3)(e)(12)
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
NUMBER
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REQUEST FOR SOLE SOURCE PURCHASES
05-0302
2 OF 4
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
DATE REVISED
6Hx7-5.1 Purchasing
January 20, 2015
Purchase off of “competitively solicited” contracts that
was done by either the federal government, any state,
independent non-profit college or university, public
universities or colleges, or any unit of local
government, including buying cooperatives (i.e. E&I
Cooperative, or US Communities).
Food items (including catering).
Library books, reference books, periodicals and other
library materials, supplies, collections and audio visual
items.
If only one responsive bid is received, the College is
authorized to negotiate with the single source at the
best terms possible.
Attorneys, legal services, paralegal and related
management consultant services contracts can be
negotiated on a single source basis in accord with the
State Attorney General guidelines.
Artistic services (as defined in FS 287.012 (3))
including artist renderings of an individual artist as
well as television production services, graphic arts,
industrial design, costume design, fashion design,
motion pictures, radio and sound recording, and
computer based instructional software. This includes
an artistic work in the fields of music, dance, drama,
folk art, creative writing, sculpture, paintings,
photography, prints and such similar accouterments
selected for interior design purposes in order to
provide harmony of style, size or shape of a given area.
The purchase of works of art are to solely be for public
areas of the College, not personal offices and if
purchased when a facility is first constructed or
renovated to be less than 0.5 percent of the cost of
construction of the facility.
Specialized instructional equipment.
Compatibility with existing equipment or systems.
Equipment or replacement parts that are not
interchangeable.
Emergency purchases if there is an imminent threat to
students, employees or public safety.
Emergency purchases if the purchase is necessary to
prevent further damage to facilities caused by an
unexpected circumstance.
Specialized services including athletic instruction,
referee or umpire services.
No
SBE Rule 6A-14.0734(2)(C)
No
No
SBE Rule 6A-14.0734(2)(D)
SBE Rule 6A-14.0734(2)(B)
No
SBE Rule 6A-14.0734(4) and
F.S. 287.057(5)
No
SBE Rule 6A-14.0734(2)(F),
F.S. 287.0572(E)4, and F.S.
287.059(2)(D)
Yes
SBE Rule 6A-14.0734(2)(F),
F.S. 287.012(3)
Yes
Yes
Yes
SBE Rule 6A-14.0734(2)(A)
SBE Rule 6A-14.0734(2)(H)
SBE Rule 6A-14.0734(2)(H)
Yes
SBE Rule 6A-14.0734(3)
Yes
SBE Rule 6A-14.0734(3)
Yes
SBE Rule 6A-14.0734(2)(F)(H)
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
17.
NUMBER
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REQUEST FOR SOLE SOURCE PURCHASES
05-0302
3 OF 4
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
DATE REVISED
6Hx7-5.1 Purchasing
January 20, 2015
Advertisements >$64,999.99 including social media,
radio, television, and newspaper advertisements.
Rental of equipment or facilities less than 3,000 square
feet.
Note: Rental of facilities greater than 3,000 square feet
require solicitation of competition pursuant to SREF.
Yes
SBE Rule 6A-14.0734(2)(H)(F)
Yes
No
23.
Purchase from the sole publisher or copyright owner,
exclusive agent within the state, or a recognized
educational institution.
Purchase of specialized used equipment.
Professional services including health services, mental
health/drug abuse services as defined in FS
287.057(3)(e)(5)(3)(f), management consultants,
academic program reviews, auditor services, testing
services, instructional services, lectures by performers
individuals.
Standardization: Single source purchases will be
exempt from requiring competition for the purposes of
economy or efficiency in standardization of materials
or equipment where said standard was determined by
an open evaluated public solicitation process.
Items for resale (i.e. cosmetology supplies).
SBE Rule 6A-14.0734(2)(H)
and
State Requirements for
Educational Facilities
(SREF)
SBE Rule 6A-14.0734 (2)(E)
24.
25.
18.
19.
20.
21.
22.
Yes
No
SBE Rule 6A-14.0734(2)(H)
SBE Rule 6A-14.0734(2)(F)
and
F.S. 287.057(3)(e)(5)
Yes
SBE Rule 6A-14.0734(2)(H)
Yes
SBE Rule 6A-14.0734(2)(I)
If federal or state law prescribe the vendor to be used.
Yes
F.S. 287.057
Gift cards when using “Auxiliary” Fund 3 or when
using “Funds held in custody” Fund 6, with a max
$100 /gift card and maximum $500 single purchase
limit. Purchasers of gift cards shall maintain (for five
fiscal years) documentation of the distribution of each
gift card.
No
SBE Rule 6A-14.0734(2)
C. The Purchasing Department, upon request, can assist in the completion of a request for Sole Source
Purchase Form statement of justification and obtaining supporting documentation. The form can be
found on the College’s Purchasing Website.
D. Any business paid to develop bid specifications pursuant to FS 287.057 (17)(B)(2)(C) shall not be
allowed to bid on that solicitation.
ADMINISTRATIVE PROCEDURE MANUAL
SECTION TITLE
NUMBER
PAGE
REQUEST FOR SOLE SOURCE PURCHASES
05-0302
4 OF 4
BASED ON BOARD OF TRUSTEES’ RULE AND TITLE
DATE REVISED
6Hx7-5.1 Purchasing
January 20, 2015
E. If two equal bids are received:
1. Award shall be to that supplier domiciled in the State of Florida.
2. If still tied the Purchasing Department will break the tie by a flip of a coin.
REFERENCES: F.S. 287, 287.012, 287.057, 287.059, 1001.64, SBE Rule 6A-14.0261, 6A-14.0734
Adopted Date: June 19, 1995
Revision Date: September 20, 1999, September 13, 2001, November 6, 2012, February 12, 2013, January
20, 2015