1232.1 - University of North Carolina at Chapel Hill Procedure on Justifying Sole Source or Brand-Specific Purchases

Introduction

Purpose

Procedure to request Waiver of competition to purchase product(s) and/or services(s) without competition when competition is otherwise required. This generally means that the product/service is unique and that the vendor is the only one from whom the product/service can be provided or that the brand specified is the only brand that will meet the requirements.

Scope of Applicability

All University Faculty and Staff involved in the requisitioning of goods and services.

Procedure

Requisitions in excess of $5,000 that designate only one vendor, brand, or model as being capable of fulfilling the requester's needs must be accompanied by a Waiver of Competition form, which can be attached within ConnectCarolina. The Waiver of Competition form must contain a thorough justification in the space or attached as a separate document and indicating "See Attached" in the justification block, explaining in detail the reasons why the designated source or product is solely able to meet the current need, and why no other source or product can do so. 

Exceptions

None

Forms and Instructions

Instructions and training for creating a purchase requisition may be found on the Finance and Budget training website under "Procurement."

Related Requirements

External Regulations and Consequences

University Policies, Standards, and Procedures

Contact Information

Policy Contacts
Subject Contact Telephone Fax E-Mail
Sole Source or Brand Specific Purchases Purchasing Services - Goods 919-962-3774 919-962-0636 purchasing_team@unc.edu
Sole Source or Brand Specific Purchases Purchasing Services - Services 919-962-9463 919-962-6271 purchasing_team@unc.edu

History

Revised:

  • October 18, 2017 - Update Form 1232.1.1f Customer Request for a Brand/Vendor-Specific waiver of Competition to include F&A Funds.
  • August 21, 2017: Updated form "708.1.3f Customer Request for a Brand/Vendor-Specific Waiver of Competition" to form "1232.1.1f Customer Request for a Brand/Vendor-Specific Waiver of Competition". The form is identical except for two changes:
    1. the title of the form has been changed to align with the correct procedure and
    2. the signature requirements of purchasing agent and team lead have been removed to streamline the process.
  • January 11, 2015: Updated link to Waiver of Competition form.
  • October 1, 2014: Revised naming of requisition; added information in procedure statement.
  • December 29, 2011: Form must be attached.
  • July 26, 2010
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Details

Article ID: 131427
Created
Thu 4/8/21 9:08 PM
Modified
Fri 10/15/21 10:31 AM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
10/15/2021 8:00 AM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Director of Purchasing Services
Last Review
Date on which the most recent document review was completed.
10/14/2021 10:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
10/14/2021 10:00 AM
Origination
Date on which the original version of this document was first made official.
03/03/1998 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget