A. Sole Source Procurement: Without limitation, sole source procurement may arise when:
1. The City needs a supply or service of a unique or specialized nature, and only one known supplier is reasonably available to meet the need.
2. Specific parts, accessories, equipment, materials, services, proprietary items or other items are necessary to meet the City's needs, and there are no comparable items reasonably available.
3. Items are procured for resale.
B. Process: For all sole source procurements:
1. A request for a sole source procurement shall be submitted from the department director, or designee, seeking the sole source procurement to the Purchasing Agent or designee. The request shall include: a) a description of the procurement item; b) the total dollar value of the procurement item, including where applicable, the actual or estimated full life cycle cost of maintenance and service agreements; c) the duration of the proposed sole source agreement; d) information documenting that there are no other competing sources for the procurement item; and e) any other information required by the Purchasing Agent or designee; and
2. The Purchasing Agent, or designee, shall place a written determination in the procurement file, after conducting a good faith review of available sources, stating why no other sources are reasonably available, or why competition would not be likely to produce other acceptable offers. Sole source procurement shall not be used only to accommodate a desire for a particular proprietary item unless the City has a need for such specific item, which can be justified in writing pursuant to the provisions of subsection A of this section. The Purchasing Agent, or designee, shall negotiate and use appropriate means to obtain the best price available for the item being procured.
C. Records: A record of sole source procurement shall be maintained as a public record and shall list each contractor's name, the amount and type of each procurement agreement, a listing of the item(s) procured under each procurement, and the identification number of each procurement file. (Ord. 17-14)