3400.1 In each instance where a contracting officer proposes to award a contract on a sole source or emergency basis, the contracting officer shall do the following:

(a) Prepare a written determination and findings ("D&F") justifying the procurement which specifically demonstrates that competitive procurement is not required; and

(b) Ensure that all of the steps required under this chapter for the justification, documentation, and approval of the procurement are completed before the contract is awarded.

3400.2 Each contracting officer shall take reasonable steps to avoid using sole source procurement except in circumstances where it is both necessary and in the best interests of the University.

3400.3 Except as provided in §3407 of this chapter, a contracting officer shall take action, whenever possible, to avoid the need to continue to procure the same supplies or services without competition.

3400.4 The Director shall maintain a record of all sole source and emergency contracts entered into pursuant to this chapter for a minimum of five (5) years. The record for each contract shall contain the following:

(a) The contract number;

(b) The name and address of the contractor;

(c) The total dollar amount of the contract;

(d) The type of contract;

(e) A list of the supplies or services procured under the contract; and

(f) The name and title of the University official requesting the contract.

3400.5 Each award of a contract valued at ten thousand dollars ($10,000) or more on a sole source or emergency basis shall be publicized in the "District of Columbia Procurement Digest."

SOURCE: Final Rulemaking published at 39 DCR 2566 (April 10, 1992).