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.
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