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SOLE SOURCE JUSTIFICATION AND APPROVAL FORM Sole source purchases require justification and approval of the Department source purchases require justification approved of Purchasing the Purchasing

How to fill out justification and approval example

1. Identify the purpose of the procurement: Before starting to fill out the justification and approval template, it is important to clearly understand the purpose of the procurement. This includes identifying whether it is for goods, services, or construction, and determining the specific needs and requirements.
2. Justify the procurement: In the template, provide a detailed justification as to why the procurement is necessary. This may involve explaining the urgency, the unique characteristics of the desired product or service, or any potential risks to the organization if the procurement is not made.
3. Establish the budget: Determine the estimated budget for the procurement and indicate it in the template. Include all relevant costs, such as the purchase price, delivery fees, installation expenses, and any additional costs associated with maintenance or support.
4. Identify the funding source: Specify the funding source for the procurement. This can be an existing budget allocation, a grant, or any other approved source. It is important to ensure that the funds are available and allocated appropriately.
5. Research and evaluate suppliers: Conduct thorough research to identify potential suppliers that can fulfill the procurement requirements. Evaluate their qualifications, experience, reputation, and pricing to ensure they are suitable for the organization's needs.
6. Consider alternatives: If there are multiple suppliers or options available, evaluate the different alternatives. Compare the costs, quality, availability, and any other relevant factors to determine the best option. Justify the chosen supplier or solution in the template.
7. Obtain necessary approvals: Depending on the organization's internal procedures, the justification and approval template may need to go through various levels of approval. Identify the specific individuals or departments that need to review and authorize the procurement, and ensure that their approvals are obtained before proceeding.

Who needs justification and approval template?

1. Organizations: Any organization, whether public or private, may require a justification and approval template for procurement decisions. This includes government agencies, educational institutions, corporations, non-profit organizations, etc.
2. Purchasing departments: Within an organization, the purchasing or procurement department is typically responsible for filling out the justification and approval template. They ensure that the necessary information is provided and that the procurement decision is justified and aligned with the organization's objectives.
3. Decision-makers: The justification and approval template provides decision-makers, such as senior management or procurement committees, with the necessary information to review and approve the procurement. These individuals need the template to make informed decisions and ensure that the procurement is in line with the organization's policies and objectives.

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What is justification and approval example?

Justification and approval is a process by which a contracting authority provides written documentation to support the decision to award a contract without full and open competition. An example of justification and approval may be when a contracting authority determines that only one source is available to meet the agency's requirements.

Who is required to file justification and approval example?

Contracting authorities or individuals responsible for awarding contracts may be required to file justification and approval when they decide to award a contract without full and open competition.

How to fill out justification and approval example?

Filling out a justification and approval example typically involves providing detailed information about the specific circumstances that justify the use of non-competitive procurement, including the rationale, market research conducted, and any alternative sources considered.

What is the purpose of justification and approval example?

The purpose of a justification and approval example is to ensure that the decision to award a contract without competition is supported by valid reasons and that the use of non-competitive procurement is in the best interest of the government.

What information must be reported on justification and approval example?

The information that must be reported on a justification and approval example may include a description of the goods or services needed, the reasons why full and open competition is not feasible, the estimated value of the contract, and any potential conflicts of interest.