The Cart: HokieMart Newsletter

HokieMart Tip and Trick!

Did you know that you can download a PDF copy of a purchase order out of HokieMart? Select the … breadcrumbs at the top right corner of any purchase order document and then select Export PO as PDF. This is the copy of the PO that a supplier would receive if the system sends the PO HokieMart will Deliver.

This can be helpful when following up with suppliers on the status of a purchase order shipment, or when sending a copy of the PO to a specific salesperson. Always be mindful of sending a PDF copy of a PO to a supplier if the original order was sent HokieMart will Deliver so that orders aren’t duplicated.

Sole Source Procurement Guidance

What is a Sole Source?

A sole source is a procurement circumstance in which a good and/or service is available from only one supplier and no suitable alternatives exist, making it impossible to obtain competitive offers.

To proceed with a sole source purchase, departments must submit a Request for Waiver of Competition with their requisition in HokieMart. This request must clearly explain why competition is not feasible.

Approval to waive competition is at the sole discretion of the Procurement Office. Therefore, it is essential to provide sufficient detail and supporting rationale demonstrating why additional competitive offers cannot be obtained.

Do I Need a Sole Source Justification?

One of the most common questions Procurement receives is: When is a Waiver of Competition required?

A Waiver of Competition is required when:

• The total purchase exceeds $10,000; and
• There is a valid reason that competition cannot be obtained.

This form is not required for every purchase. Before completing a sole source justification, consider the following scenarios where a waiver is typically not needed:

• Purchases made from an existing university contract
• Orders placed through a HokieMart punchout supplier
• Internal Service Requests (ISR)
• Purchases under $10,000

It is important to note that cost savings or preference for a specific vendor do not justify a sole source. Price alone is never sufficient justification for waiving competition.

When Is a Waiver of Competition Appropriate?

A waiver of competition may be appropriate when a legitimate business reason prevents the university from obtaining competitive quotes or proposals. Examples include:

• Sole Source – The product or service is only available from a single supplier (e.g., patented products, copyrighted materials, or exclusive distributors).
• Emergency – An urgent situation requiring immediate action to address health, safety, or environmental concerns.
• Pass-Through Requirements – A granting agency authorizes noncompetitive procurement and specifies the supplier.
• Continuation of Research – A specific supplier is necessary to maintain the integrity, continuity, or compatibility of ongoing research activities.

An approved waiver of competition represents a departure from standard procurement practices and should only be used when competition is not possible.

The following are not valid justifications for a waiver:

• A supplier offering the lowest price
• Department preference for a specific vendor
• Failure to conduct a competitive process earlier, resulting in time constraints

Additionally, a supplier-provided letter or statement alone is insufficient. Departments must provide independent validation of any sole source claim.

What Should Departments Do?

If your purchase exceeds $10,000 and you believe a waiver of competition may be justified:

1. Complete the Request for Waiver of Competition (Sole Source Justification) form.
2. Attach the completed form to your non-catalog requisition in HokieMart.

Departments do not need to select the sole source justification field within HokieMart. Once the requisition is submitted, Procurement will review the request, coordinate with the department as needed, and determine whether a waiver is appropriate in accordance with university and state requirements.

If you are unsure whether a waiver is necessary, Procurement encourages you to reach out for guidance before submitting your requisition.

Partner Spotlight: Cambridge Computer Services

We are honored to continue our longstanding relationship with the Virginia Tech community! For years, Cambridge Computer has been a trusted resource for Hokies. Whether you are equipping a cutting-edge lab or refreshing essential departmental tech, our goal remains the same: making the procurement process as fast, friendly and reliable as possible.

Cambridge Computer Services does everything in our power to leverage our vendor relationships to get you the supply and pricing that works with your budget. We can also help guide you around what components have the best availability, pricing and lead times. While there is no guarantee prices will hold in this volatile market placing an order against a quote before quote expiration is one of the best ways to try and hold pricing.

As an NVIDIA six-time partner of the year recognized for our contributions in both higher education and innovation, we believe that great tech is only as good as the support behind it. You have a direct line to a team that knows the "ins and outs" of VT's unique environment. We have experts in many areas of technology, and you can call on us for industry best practices in areas like research computing, virtualization, storage, cybersecurity, networking, client computing and more.

• Steve Franklin, Relationship Manager: Steve has been on campus supporting Virginia Tech with technology infrastructure for the last 15 years. Phone: 804-909-3551
• Isaac Cobb, Relationship Manager: Isaac has over 25 years of technology industry experience. Phone: 423-744-8800
• Alin Silcock, Relationship Manager: Alin is the newest member of the Cambridge team. Phone: 720-694-7169
• Jose Alvarez, VP of AI and HPC: Available for technical consultations to ensure the specs you order today will support your research for years to come. Both of his children are also proud VT alum!

Let's Connect

Ready to plan your next tech upgrade? Reach out to any of the contacts listed above or visit us at www.cambridgecomputer.com to see how we’re supporting the next generation of Hokie innovation.

Go Hokies!