Sole Source Letter
Sole Source Letter (Vendor Request for Sole Source Consideration)
Procurement ConceptsDefinition
A sole source letter is a document a vendor sends to a contracting officer requesting that a contract be awarded on a non-competitive, sole-source basis. It makes the case that you are the only vendor capable of meeting the requirement: giving the CO the justification they need to bypass full and open competition.
When to Write a Sole Source Letter
Send a sole source letter when you believe you have a genuinely unique capability that no other vendor can match. Common scenarios include:
- You hold a patent or proprietary technology required for the work
- You're the original equipment manufacturer (OEM) and only authorized service provider
- You have specialized expertise or security clearances that no competitor possesses
- You're currently performing the work and switching vendors would cause unacceptable disruption
- You hold an 8(a), SDVOSB, or HUBZone certification and the requirement falls below sole-source thresholds
What to Include in a Sole Source Letter
- Company identification: Name, UEI, CAGE code, relevant certifications, and contract history with the agency
- Requirement understanding: Show you understand exactly what the agency needs
- Unique capability statement: Explain specifically why only your firm can perform this work: be factual, not promotional
- Market research support: Reference any market research the agency has done (or offer to support their research) that confirms no alternatives exist
- Past performance: Cite relevant contract numbers, performance ratings, and outcomes
- Fair pricing evidence: Address price reasonableness: the CO must justify that the price is fair even without competition
Sole Source Letter vs J&A
Your sole source letter is a request: it's what you send to the CO to initiate the conversation. The Justification and Approval (J&A) is the government's internal document that formally authorizes the sole-source award. Your letter provides the evidence the CO uses to write the J&A. The better your letter, the easier it is for the CO to justify the award.
Tips for Effectiveness
Be specific and evidence-based: vague claims about being "the best" won't work. Cite patent numbers, certification dates, clearance levels, or technical specifications that demonstrate uniqueness. Keep it concise (1-2 pages). And timing matters: send the letter before the agency begins market research for the requirement, not after they've already posted a competitive solicitation.
Sole Source Letter Example (Illustrative Structure)
Example language (illustrative, not a template for any specific agency): "[Company], UEI [number], CAGE [code], requests consideration for a sole-source award of [requirement]. [Company] is the original equipment manufacturer of the [system] currently installed at [site] and the only authorized provider of its firmware updates under [patent or license reference]. No other vendor can perform this work without voiding the manufacturer warranty. Pricing is consistent with our published GSA Schedule rates (contract [number]) and is available for review. We are available to support your market research." Each bracket must be replaced with a verifiable fact; every claim should be something the contracting officer can check.
Frequently Asked Questions
What is a sole source letter?
A sole source letter is a vendor's written request to a contracting officer asking that a requirement be awarded without full competition because only that vendor can meet it. It is the vendor side of the process; the government's own justification document (the J&A) is what formally authorizes the award.
Who writes a sole source letter, the vendor or the government?
The vendor writes the sole source letter. The government writes the Justification and Approval (J&A). A strong vendor letter gives the contracting officer the verifiable facts they need to draft the J&A, which is why specificity matters more than persuasion.
How long should a sole source letter be?
One to two pages. Contracting officers need checkable facts, not marketing: patent or license references, certification dates, contract numbers, and a clear statement of why no other source can perform the work. Anything beyond that dilutes the case.
Does a sole source letter guarantee a sole-source award?
No. The letter is a request. The contracting officer must still conduct market research, document the justification under the applicable FAR authority, and obtain approvals that scale with the dollar value. If market research finds another capable source, the requirement will be competed.
What is the difference between a sole source letter and a sole source justification?
The letter is the vendor's request; the justification (J&A) is the government's internal approval document. They contain overlapping facts but serve different audiences: your letter persuades the contracting officer that a J&A is defensible, and the J&A persuades the approving officials and, potentially, auditors.
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