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This document outlines the procedures and necessary justifications for requesting sole source procurements at the Stevens Institute of Technology, especially for purchases greater than $10,000.
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How to fill out sole-source proprietary justification
How to fill out SOLE-SOURCE / PROPRIETARY JUSTIFICATION
01
Begin by identifying the need for a sole-source procurement.
02
Clearly describe the product or service required.
03
Provide justification for why this specific vendor is the only source capable of fulfilling the requirements.
04
Detail any unique qualities or features that make the vendor's offering proprietary.
05
Include any previous contracts or purchases to support your claim.
06
Outline the consequences of not obtaining the good or service from the vendor.
07
Review and verify all information for accuracy and completeness.
08
Submit the justification for approval following your organization’s protocols.
Who needs SOLE-SOURCE / PROPRIETARY JUSTIFICATION?
01
Federal agencies or government entities making sole-source acquisitions.
02
Procurement officers and contract managers responsible for justifying non-competitive procurements.
03
Project managers who need specific products or services that are unique to a vendor.
04
Any organization requiring documentation to comply with procurement regulations.
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How to write a single source justification?
Preparing the Sole or Single Source Justification The justification should: Be prepared by someone familiar enough with the requirements to provide the necessary information. Include the signature and title of the preparer. The author should be prepared to substantiate any facts if an audit occurs.
What are the requirements for sole source justification?
To justify a sole source procurement, the project manager must be able to show that the chosen vendor has special skills or qualifications that make them the best fit for the project. This could be specialized knowledge, technical expertise, or technology that isn't available anywhere else.
What is a sample justification for sole source?
Justifications for Sole Source Only a particular brand or "make" is compatible with existing equipment or inventory. Only one source is known for a specialized item of equipment or material. Only one contractor is capable of providing the required service.
What is an example of a sole source justification?
Additional Examples of Sole Source Justifications Manufacturer markets on a direct basis only. Used or demonstration equipment available at a lower than new cost. Item sold through manufacturer or importer only, and there is no comparable unit made that end user is aware of.
What are the justifications for sole sourcing?
A sole source purchase is justified when unique attributes or circumstances dictate that only one provider is capable of supplying the desired goods or services. This must be demonstrated along with ensuring the price is fair and reasonable.
How to write a single source justification?
Benefits of single sourcing Improved negotiations and payment terms: When a company only has one supplier, it may have greater flexibility during negotiations. Higher-quality services and goods: To maintain a contract with a company, a single source supplier may provide higher-quality goods and services.
What is the difference between sole source and proprietary?
Preparing the Sole or Single Source Justification The justification should: Be prepared by someone familiar enough with the requirements to provide the necessary information. Include the signature and title of the preparer. The author should be prepared to substantiate any facts if an audit occurs.
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What is SOLE-SOURCE / PROPRIETARY JUSTIFICATION?
SOLE-SOURCE / PROPRIETARY JUSTIFICATION is a formal declaration that justifies the need to procure goods or services from a particular vendor without a competitive bidding process, often because the vendor is the only source capable of meeting specific requirements.
Who is required to file SOLE-SOURCE / PROPRIETARY JUSTIFICATION?
Typically, government agencies, organizations, or entities that are utilizing public funds or adhering to specific procurement policies are required to file a SOLE-SOURCE / PROPRIETARY JUSTIFICATION.
How to fill out SOLE-SOURCE / PROPRIETARY JUSTIFICATION?
To fill out SOLE-SOURCE / PROPRIETARY JUSTIFICATION, one should clearly describe the goods or services needed, provide reasons why only one supplier can fulfill the requirement, and outline any research done to confirm the lack of alternative suppliers.
What is the purpose of SOLE-SOURCE / PROPRIETARY JUSTIFICATION?
The purpose of SOLE-SOURCE / PROPRIETARY JUSTIFICATION is to ensure transparency and accountability in the procurement process, allowing stakeholders to understand why competitive bidding was not pursued.
What information must be reported on SOLE-SOURCE / PROPRIETARY JUSTIFICATION?
The information reported typically includes a description of the goods or services, the justification for using a sole-source vendor, any alternatives considered, and the impact of not acquiring the goods or services from the specific vendor.
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