Competitive Bid Exceptions and Sole Sourcing

Drexel University requires competitive bids for purchases over $2,500.00. Some exceptions apply; see Competitive Bid Exceptions below.

In some circumstances, when competition cannot be obtained or the situation necessitates the required number of competitive bids to be reduced, a Sole Source/Competitive Bid Exception Justification Form [PDF] (signed by the supervisor of the person authorizing the purchase), must be submitted to University Procurement.

The following information is a guide for requesting the reduction or waiver of competitive bids on purchases over $2.500.00.

Sole Source Definition and Criteria

A “sole source” is a single supplier that is exclusively capable of meeting University requirements within the time available, including emergency and other situations, which preclude conventional planning and processing. These situations include:

One-of-a-Kind – the commodity or service has no competitive product and is available from only one supplier.
Compatibility – the commodity or service must match an existing brand of equipment for compatibility and is available from only one vendor.
Replacement Part – the commodity is a replacement part for a specific brand of existing equipment and is available from only one supplier.
Delivery Date – only one supplier can meet necessary delivery requirements.
Research Continuity – the commodity or service must comply with established University standards and is available from only one supplier.
Unique Design – the commodity or service must meet physical design or quality requirements and is available from only one supplier.
Emergency – URGENT NEED for the item or service does not permit soliciting competitive bids; including purchases needed to address major facility failures, damages due to disasters, or purchases necessary to address immediate safety and security issues.

Consultants

Contracts for independent consulting services that exceed $2,500.00 are subject to obtaining competitive bids. If competition is not sought, a Sole Source/Competitive Bid Exception Justification Form [PDF] must be submitted to University Procurement.

Competitive Bid Exceptions

Preferred Vendors – orders $100,000.00 or less may be placed with preferred vendors without obtaining competitive bids if the items being purchased are on contract with that vendor.
Service and Maintenance – orders exceeding $2,500.00 for unique services or maintenance of specific equipment may be placed without obtaining a competitive bid.
Non-Competitive Purchase Agreements – this special circumstance allows for the contracting of technical and professional services (e.g., consultants, lecturers, and accreditation services) that generally do not require a Purchase Order. The vendor provides an invoice after rendering the service. The department then completes a Check Request Form, attaches the invoice, and sends it to Accounts Payable.

When unsure whether a purchase is considered non-competitive, contact procure@drexel.edu with details of the service being provided, amount, and any other relevant information. Specific conditions under which a Check Request should be used are: independent contractor payments, honoraria, prizes or awards, and clinical trial reimbursements.

NOTE: There may be times when a vendor providing this service will require a purchase order.