GEORGETOWN UNIVERSITY
CONTRACTS DEPARTMENT
SOLE/SINGLE SOURCE PURCHASE JUSTIFICATION FORM Rev. 6.27.14
REQUESTING DEPARTMENT: __________________________________
DATE: ____________________
REQUESTER’S NAME: ________________________________________
PHONE: ___________________
COST CENTER BEING USED: ____________________ TOTAL DOLLAR AMOUNT: ___________________________
SUPPLER NAME: _______________________________________
PHONE: ___________________
Description of goods or services being requested:
REQUESTING SOLE SOURCE (Sole Source is defined as the source selected when there are no other sources reasonably capable of
providing the goods or services except for the one selected.) Your reason for selecting a sole source must be specific and in your own
words. Example of a sole source: the goods or services can only be purchased from this suppler or independent contractor, the source
offers unique knowledge, experience or technical capabilities; the source demonstrates a unique capability not otherwise available from
another source or another reasonable basis for selecting the recommended source for satisfying this requirement.
REQUESTING SINGLE SOURCE (Single Source is defined as a source selected specifically by the requisitioner due to the compatibility of
equipment, replacement parts, training or some other unique purpose even though other sources are available.) Examples of single
source: the source was selected under a previous requisition, provides continuity of service, the prime award is under a government
contract and the source is based on urgent need of the government as supported by sponsor correspondence (attach correspondence),
equipment was refurbished or there is another reasonable basis for selecting the recommended source for satisfying this requirement.
1. Please explain in detail, why is this the only product or service that can meet the University's
requirements and provide supporting documentation. (See Policy FA#123-06 for clarification. See
definitions on page 2.) Your reasoning must meet one of the below criteria.
Uniqueness 
Compatibility 
Technical Specifications 
University Standards 
2. What other suppliers did you contact?
Did you consider other products or services with similar capabilities?
Indicate the specific brands/models of competitors’ products that were investigated and describe why,
specifically, they do not meet some, or all, of your needs. Please include the names of the other supplers
which were contacted along with phone numbers.
37th & O Streets, NW, Box 5711984 Washington, DC 20057
3. What efforts have been made to obtain the very best price possible?
Why do you feel this price is fair and reasonable?
Please include supporting documentation to support your request, if applicable.
Authorized Signatures
______________________________________
Investigator or Initiator
___________________
Date
______________________________________
Approver: Procurement Agent
___________________
Date
What qualifies as a Sole Source Purchase?

Uniqueness: The good or service being obtained can only be requested from one manufacturer and no other
manufacturers/suppliers make or provide comparable products or services that will meet your needs.

Technical specifications: A highly technical piece of equipment can be deemed a “sole source purchase” if the
technical aspects of the piece of equipment are required and necessary for your work or research and no other
manufacturer can provide those required technical specifications in a similar or comparable piece of equipment.
Manufacturer requirements or service agreements can also be considered under this section, but supporting
documentation needs to be attached.

University Standards: If standards have been developed in an effort to streamline University processes, meet
departmental needs, or reduce costs, then this could be an acceptable “sole source purchase” justification.
However, development of standards usually involves detailed RFP proposals and supporting documentation, which
will be maintained on file in the Procurement &Payment department. An example of an existing University
standard is Dell computers. Furniture standards are also common. Please note that while a specific manufacturer
can be requested or even required, if the good is not obtainable directly from the manufacturer, it would not be a
sole source purchase, since multiple dealers can submit a competitive bid.

Compatibility: A piece of equipment can be a “sole source purchase” due to its compatibility with existing
equipment. For example, if you had 10 existing HON chairs for your conference room and one broke, you obviously
would want a matching piece of furniture to replace it. This would be a case of “sole source brand,” in that only
one brand is acceptable as a compatible replacement. If it is to be ordered directly from the manufacturer, then it
would also be a “sole source purchase.” However, if it cannot be ordered directly from the manufacturer, but only
through various dealers of that manufacturer, then the “sole source brand” would still require competitive bids, in
accordance with our bid guidelines.
37th & O Streets, NW, Box 5711984 Washington, DC 20057