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Sole Source Purchases

Fair and Transparent Procurement

Fort Smith Public Schools is committed to fair access, transparency, and competitive bidding practices in procurement. Generally, formal competitive bidding is required for purchases that exceed specified thresholds, allowing qualified suppliers to participate and promoting sound financial stewardship. However, when a unique situation arises where only one supplier can fulfill a specific need with no viable alternatives, the district allows an exception known as a "sole source purchase." This exception is defined in Policy 7.5 and is carefully regulated to ensure it aligns with our commitment to transparency and accountability.

First page of the PDF file: SoleSourceJustificationForm

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Guidelines for Sole Source Justification

When requesting a sole source purchase, specific steps must be taken to justify the need:

  • Conduct Market Research – The requester must first verify that no alternative suppliers can meet the District’s specific requirements.
  • Complete the Sole Source Justification Form – This form must be submitted with the request, providing evidence that no other vendors are capable of delivering the required goods or services.

Important Note: Sole sourcing is reserved exclusively for situations where no other vendors can meet the District’s needs. It should not be used to favor a preferred supplier. All sole source documentation is retained in the purchase contract file and is subject to audit to ensure compliance.

Frequently Asked Questions