Documentation Requirements for Single/Sole Source Procurements

All Single or Sole Source procurements require documentation of solicitation elements that includes a clear and accurate description of the technical and programmatic requirements for the material, product, or services being procured. The Single/Sole Source Form or campus equivalent form must be used to document all single or sole source procurements prior to the date of the initial purchase, except as otherwise specified in this policy.

The competitive bid process or the Single/Sole Source justification related to procurement is limited to the period defined by the agreement with the vendor including any agreed-upon extensions or options for extensions or renewals. If a change to or renewal, extension, or continuation of a procurement that was not competitively bid would result in an actual aggregate expenditure that exceeds the thresholds for required solicitation of bids, it must be approved by an RF Officer or operations manager after a Single/Sole Source justification documenting that the failure to determine the reasonably expected aggregate amount on the date of initial purchase was reasonable and justified.

Use the following link to access the Single/Sole Source Documentation form (use Google Chrome or Microsoft Edge as your browser): http://www.rfsuny.org/media/rfsuny/forms/apfrm008.pdf

Solicitation of Small, Minority, and Women's Owned Business Enterprises

Operating locations should take the necessary affirmative steps to assure that small, minority, and women business enterprises, and labor surplus area firms are used when possible. This would include placing these qualified vendors on solicitation lists, assuring they are solicited whenever they are potential sources, and dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by these businesses. Campuses should refer to the Small Business Administration, the Minority Business Development Agency of the Department of Commerce or can use the New York State M/WBE Directory to locate businesses certified in New York State.