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This document is used to certify sole or single source acquisitions in accordance with York University’s Procurement Policy, requiring justification for not obtaining competitive bids.

How to fill out sole or single source

How to fill out SOLE OR SINGLE SOURCE CERTIFICATION

1. Start by obtaining the SOLE OR SINGLE SOURCE CERTIFICATION form from the relevant authority or organization's website.
2. Read the instructions carefully to understand the requirements for the certification.
3. Fill out the header section with your company's name, address, and contact information.
4. Provide a detailed description of the goods or services being procured.
5. Justify why the procurement is sole source or single source by explaining the uniqueness of the vendor.
6. Include documentation that supports your claims, such as prior contracts, quotes, or vendor qualifications.
7. Prepare a statement of urgency if applicable, outlining why a competitive bidding process is not feasible.
8. Review all sections to ensure completeness and accuracy before signing the form.
9. Submit the completed form along with all supporting documents to the appropriate authority.

Who needs SOLE OR SINGLE SOURCE CERTIFICATION?

1. Government agencies and organizations that wish to procure goods or services without a competitive bidding process.
2. Businesses that provide a unique product or service that cannot be sourced from other vendors.
3. Those involved in emergency situations requiring immediate procurement that cannot wait for standard bidding procedures.

People Also Ask about

Who provides a sole source letter?

Government agencies must often submit a sole source justification that outlines the reasons for selecting a particular vendor. Accompanying this is the sole source letter, a formal document that provides detailed evidence of the company's unique qualifications and how its offerings align with the agency's needs.

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 does it mean to be sole sourced?

Definition. A sole source purchase means that only one supplier (source), to the best of the requester's knowledge and belief, based upon thorough research, (i.e. conducting a market survey), is capable of delivering the required product or service.

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 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. Component for existing piece of equipment.

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.

What are the requirements for a sole source?

The simple answer is: It must contain the facts that show there is only one source of supply for your purchase requirement. If your requirement is available from more than one source, it is not considered a sole source.

What is an example of sole sourcing?

Examples of Sole Sourcing In short, it's all about buying one particular brand or buying from one store or company only for your procurement supplies: If your company needs to buy good laptops and you have all decided to purchase Sony laptops, then obviously Sony is your single-sourcing.

For pdfFiller’s FAQs

What is SOLE OR SINGLE SOURCE CERTIFICATION?

SOLE OR SINGLE SOURCE CERTIFICATION is a document that confirms that a particular supplier is the only source for a specific product or service, justifying a non-competitive procurement process.

Who is required to file SOLE OR SINGLE SOURCE CERTIFICATION?

Entities or organizations that are engaging in a procurement process and wish to utilize a sole or single source supplier for goods or services are required to file this certification.

How to fill out SOLE OR SINGLE SOURCE CERTIFICATION?

To fill out the SOLE OR SINGLE SOURCE CERTIFICATION, one must provide details about the supplier, the goods or services being procured, the justification for selecting a sole supplier, and any supporting documentation that validates the claim.

What is the purpose of SOLE OR SINGLE SOURCE CERTIFICATION?

The purpose of the SOLE OR SINGLE SOURCE CERTIFICATION is to ensure transparency and compliance in the procurement process by documenting why a single supplier is being chosen, thereby mitigating potential conflicts of interest and fostering accountability.

What information must be reported on SOLE OR SINGLE SOURCE CERTIFICATION?

The certification must report the name and contact information of the supplier, a description of the goods or services, the reason for selecting the sole source, any alternative sources considered, and the expected impact on the organization if a competitive procurement process were pursued.