The competitive bidding process is the foundation of government purchasing. In rare situations though, due to the unique nature of some goods and services, competition may not be possible. It is the responsibility of the Purchasing office to determine if a proprietary designation can be applied.
A proprietary purchase is justified only when equivalent product or service competition is not available. When the specification requirement limits consideration to one manufacturer, one product, or one service provider, a written justification must be provided and is subject to review by the Purchasing department. The Purchasing Manager or authorized purchasing representative has final authority in determining whether the requested purchase meets the definition of proprietary or sole source procurement.
The University of Houston System Sole Source Justification is required to be completed in its entirety for all proprietary purchases over $5,000. For assistance completing the form contact the Purchasing office at extension 4823.
The completed Justification should be included as an attachment to the requisition and must remain with the purchasing file for post-audit review.
The Justification must be signed by the authorized cabinet-level supervisor and the Purchasing Manager or designee.
When making a purchase of proprietary goods or services, the Purchasing Manager is responsible for reviewing the justification and final authorization.