PROCEDURE G45.01.

SP
ATTACHMENT 4
DESCRIPTION: SOLE SOURCE JUSTIFICATION FORM/PURCH. SVC., CONST. EQUIP., SOFTWARE, CURRICULUM
Approved August 2008 Last Updated December 2010
Page 1 of 4

Seattle Public Schools
Sole Source Justification Form for Purchased Services, Construction, Equipment,
Software, and Curriculum Materials

Instructions

This form must be completely filled out and must accompany the Purchase Requisition
whenever a sole source purchase is requested. For purchases funded from federal grant
money, this form must be completely filled out and must accompany any contract if a sole
source purchase is requested, regardless of the amount. A sole source purchase is made
when only one provider or supplier is available to meet the Districts needs.
The sole source purchase must meet the requirements of RCW 39.04.280, Competitive
bidding requirements Exemptions: (a) Purchases that are clearly and legitimately limited to
a single source of supply, or (b) Purchases involving special facilities or market conditions.
The District encourages competition whenever practicable as part of good business
practices. Even in cases where only one product or service is desired, competition can and
should be used in obtaining the best price/service from dealers and distributors.
Sole source approval is normally only granted for personal services, purchased services,
equipment, construction, software, and curriculum materials. It is only rarely granted for
anything outside these categories.
Completing this form does not guarantee that the proposed supplier will be selected.
Purchasing/ Contracting Services may require additional information. It is the requestors
responsibility to provide all the required information and documentation indicated on this
form.


Date:

Requestor:

School/ Dept.: J ob Title:
1. Contract amount:
On going
2. Identify item or service to be approved for sole source procurement:
Apple desktop, laptop and tablet computers and accessories
3. Manufacturer of material (if applicable):
Apple
4. Name of supplier:
Apple
Mailing address:

Phone number:

Fax number:

5. Web site address: (if available):

PROCEDURE G45.01.SP
ATTACHMENT 4
DESCRIPTION: SOLE SOURCE JUSTIFICATION FORM/PURCH. SVC., CONST. EQUIP., SOFTWARE, CURRICULUM
Approved August 2008 Last Updated December 2010
Page 2 of 4





6. Sole Source Considerations (mark those that best qualify this as a sole
source purchase or service)

Exclusive rights - item or service under patent or copyright held by single vendor and
item or service
Exclusive design item or service possesses a unique function or capability critical in
the use of the item or service and is not available from any other sources
Replacement Equipment the purchase is for equipment associated with the use of
existing equipment where compatibility is essential for integrity of results
Replacement Accessories the purchase is for accessories sought for enhancement
of existing equipment where compatibility with equipment from the original
manufacturer is paramount
Technical Service the purchase is for technical services associated with the
assembly, installation or servicing of equipment of a highly technical or specialized
nature
Continuation of Prior Work additional item, service or work required, but not known
to have been needed when the original order was placed with vendor, and it is not
feasible or practicable to contract separately for the additional need
Delivery date only one supplier can meet necessary delivery requirements


7. Rationale
State what product or service will be provided, and why it is needed. State why this product or service is
unique and special and should not be competitively bid. If there are similar products or services provided
by other vendors, provide the names of these products or services and state their deficiencies i.e., why
they cannot be used for this procurement. Do not simply state what the service, person, or product does.

The two major commercial computer operating systems in the market are Windows and Apple.
Our schools have made educational decisions about the appropriateness of one version of OS
over another based on program needs, existing software and equipment, and local staff expertise
on use and support. When purchasing computing equipment, we give schools a choice as to
which they feel best meets these educational needs.

In the mobile OS market there are additional options. The Seattle Public School District
Department of Technology Services and Curriculum and Instruction Department have invested a
lot of staff time on the Apple mobile iOS platform to develop systems for setup, purchasing of
applications and support when Apple iOS was the first option to market. At this time we do not
have the internal capacity to add support for additional mobile OS platforms and consequently
limit our choices to Apple iOS and full Windows OS on mobile tablets since we have existing
experience and established tools to support them.

We use Lenovo and Dell state contracts for Windows OS devices. Apple is the only purchasing
channel for education for devices that support Apple OS and iOS.

PROCEDURE G45.01.SP
ATTACHMENT 4
DESCRIPTION: SOLE SOURCE JUSTIFICATION FORM/PURCH. SVC., CONST. EQUIP., SOFTWARE, CURRICULUM
Approved August 2008 Last Updated December 2010
Page 3 of 4















Approvals for the sole source justification must be provided in keeping with the following chart:






RA Review/ Approval E - Execute

* The Executive Director, Finance, has authority to execute sole source justifications up to $100K. The
Superintendent and CFOO must approve any sole source justification over $100K.

I certify that I have investigated this purchase and found that the above reasons justify it as a sole
source to the best of my knowledge. I am the individual who has gathered and provided this detailed
information and any further questions regarding these details can be directed to my attention.

Initiator: ________________________________________ Date: __________________



Manager: _______________________________________ Date: __________________



Sole Source Justification ,
Purchased Services,
Construction, Equipment,
Software, and Curriculum
Materials Init. Mgr. Dir.
Purch/
Cont.
Svc. Legal Acctg.
*CFOO
(or
Exec.
Dir.
Fin.) Supt.




Board
Sole source
documentation
must be included
in Procurement
file, and must
accompany any
sole source
contract if funded
by federal grant
money
Up to
$75K RA RA RA RA,E RA RA

$75K
to
$100K RA RA RA RA RA RA E

$100K
to
$250K RA RA RA RA RA RA RA E

Over
$250K RA RA RA RA RA RA E RA

PROCEDURE G45.01.SP
ATTACHMENT 4
DESCRIPTION: SOLE SOURCE JUSTIFICATION FORM/PURCH. SVC., CONST. EQUIP., SOFTWARE, CURRICULUM
Approved August 2008 Last Updated December 2010
Page 4 of 4

Director: ________________________________________ Date: __________________

Purch./ Cont Svc. ________________________________ Date: __________________

Legal: __________________________________________ Date: __________________

Acctg: _________________________________________ Date: __________________

$75,000 to $100,000 _____________________________________ __________________
CFOO or Ex. Dir., Finance Date

$100,000 to $250,000 _____________________________________ __________________
CFOO Date

_____________________________________ __________________
Superintendent Date


FINAL APPROVAL FOR SOLE SOURCE JUSTIFICATIONS OVER $250,000 (Initiator is responsible for
attaching a copy of approved Board action report to this form.)


Board Action approval date: _____________________________ __

_____________________________________ __________
Superintendent Date