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This document is used to provide justification for single or sole source requisitions of $50,000 or above, requiring specific vendor selection.
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How to fill out singlesole source documentation
How to fill out SINGLE/SOLE SOURCE DOCUMENTATION
01
Gather all necessary information related to the procurement.
02
Identify the specific item or service being procured.
03
Provide a clear and detailed justification for why a single/sole source is being requested.
04
Include documentation that supports the justification, such as vendor qualifications or unique capabilities.
05
Complete all sections of the Single/Sole Source Documentation form accurately.
06
Obtain necessary approvals from relevant authorities.
07
Submit the completed document along with any required supporting materials.
Who needs SINGLE/SOLE SOURCE DOCUMENTATION?
01
Procurement officers handling purchases for an organization.
02
Department heads needing specialized items or services.
03
Contract managers overseeing vendor agreements.
04
Compliance officers ensuring adherence to procurement policies.
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How to write a sole source document?
How to Document a Sole-Source Purchase. Start here, your sole-source justification should answer these three basic questions: What are the unique specifications/circumstances/requirements that are needed? Why is this the only (sole) supplier/solution/product that meets the user's requirements?
What is an example of a sole source statement?
Example: A pharmaceutical drug, which is under a multiple year patent and is only sold directly by the manufacturer. Example: A one-of-a-kind oscilloscope that is available from only one source. Example: A supplier that possesses exclusive and/or predominant capabilities.
What is a single source item?
Single source is a term used to designate a product or service required to be purchased from one specified Supplier for strategic reasons and such purchase is in the best interests of the University, even though there may be multiple sources available.
What is an example of single-sourcing?
The company selects only one among the suppliers who can provide what they need. For example, if your company chooses to buy Samsung laptops instead of any other brands that also sell laptops, then that is single-sourcing. The company may choose based on what it thinks it needs.
What is a single sole source?
Procurement by noncompetitive proposals, referred to as Single/Sole Source, is procurement through solicitation of a proposal from only one source.
What is a single source bidding?
Single sourcing is where a particular supplier is chosen by an organisation, even when other suppliers are available.
What is an example of a single source bidding?
An example of single source procurement in contracts can be seen in the defense sector, where a government entity may enter into an agreement with a particular supplier for specialized equipment that other suppliers are incaple of providing, due to proprietary technology or security concerns.
What is an example of sole sourcing?
An example of a sole source might include proprietary chemicals sold only directly by the manufacturer, for which no other functional equivalents exist.
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What is SINGLE/SOLE SOURCE DOCUMENTATION?
SINGLE/SOLE SOURCE DOCUMENTATION refers to the process of providing justification for procuring goods or services from a single supplier without a competitive bidding process, typically because there is only one supplier capable of providing the required goods or services.
Who is required to file SINGLE/SOLE SOURCE DOCUMENTATION?
Entities or individuals engaged in public procurement, including government agencies and organizations that use public funds, are typically required to file SINGLE/SOLE SOURCE DOCUMENTATION when they intend to procure from a sole source.
How to fill out SINGLE/SOLE SOURCE DOCUMENTATION?
To fill out SINGLE/SOLE SOURCE DOCUMENTATION, one should clearly identify the good or service required, provide the rationale for the sole source procurement, include details about the supplier, and attach any supporting documentation to substantiate the claims made.
What is the purpose of SINGLE/SOLE SOURCE DOCUMENTATION?
The purpose of SINGLE/SOLE SOURCE DOCUMENTATION is to ensure transparency and accountability in public spending by justifying the decision to select a single supplier and to allow for proper oversight of procurement processes.
What information must be reported on SINGLE/SOLE SOURCE DOCUMENTATION?
The information that must be reported includes a description of the goods or services, the rationale for selecting a sole source, a description of the competitive market, the proposed cost, and any correspondence or agreements with the supplier.
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