Since there is always a queue of software agreements waiting to be reviewed, departments are urged to submit a complete review packet as early as possible. The justification must be signed by the principal investigator, department chair, or director. The State of California Public Contract Code specifically requires competition with exceptions only for unique and proprietary items. Justifications are to be supported by factual statements that will pass an internal or federal audit. It is the salient features of a product that makes it a sole source.
Clear specifications are essential to good purchasing.
The specification is defined by the brand name. This usually results in higher cost by eliminating competition. The quality of the item is standardized throughout the industry by using this type of specification. If the action cannot be justified, the party responsible will not be reimbursed, and will have to pay the supplier and disassociate the University from the purchase. If you have an emergency situation use the prior approval method of purchase.